2011 Annual General Meeting

ARCHERY CANADA / TIR À L’ARC CANADA

Annual General Meeting (2011)

Delisle Curling Rink, Delisle, SK

Thursday, August 11th 2011

3:00pm 

 

       

                                               MINUTES

 

 

PRESENT:

Allan Wills, President                                       Robert Tataryn, V-P, Administration & Marketing

Charlene Parlee, V-P, Committees & Projects  Trina Snooks, V-P, Events & Services

Ed Wilson, V-P, High Performance                  Rob Laprade, AANS

Peter Garrett, OAA                                          Laurie Bolivar, AANS

Lindsey Poehl, AANS                                       Patti Middlebrough, ATAA

Andrew Fagan, OAA                                         Christopher Golden, AANB

Ashley Wallace, ATAA                                      Bill Tait, BCAA

Bob Hudson, SAA                                            Tanner Hudson, SAA

Kevin Evans, BCAA                                          Justin Evans, BCAA

Jordon Phillips, SAA                                        Cheryl Stringer, BCAA

Jenn Pitney, BCAA                                           Adam Pitney, BCAA

Krista Pitney, BCAA                                         Deb Kupchanko, SAA

David Sorley, SAA                                            Connor Sorley, SAA

Bill Landrie, SAA                                              Cindy Landrie, SAA

Lucas Landrie, SAA                                         Jessica Landrie, SAA

Erica Landrie, SAA                                           Dalton Landrie, SAA

Logan Kupchanko, SAA                                   Mike Kupchanko, SAA

Trevor Furlotte, AANB                                     Roger Garrod, ABAM

Ken Cameron, BCAA                                        Ghislain Arsenault, FTAQ

Phil Parlee, AANB

Scott Ogilvie, Executive Director

Regrets: Jude Hooey, V-P, 3D Program

 

-        Welcome by the President, A. Wills to the members who are the provinces at 3:00pm/15:00hrs.  A roll call of the provinces was done.

-        A. Wills stated that the normal procedure is for the Board meeting to precede the AGM. However, scheduling the meetings around the National Championships has required some flexibility and changes to the order of the meetings. The Board meeting will take place at 6:30pm this evening.

-     A. Wills stated that no notice of motions were received 60 days in advance of the AGM and consequently no business would be discussed at the meeting. Therefore, he stated that the 2011 AGM would be an information meeting only.

-        A. Wills led a Moment of Silence in memory of those Archery Canada members who passed away this past year.

-        A. Wills reported that the grid for this year’s Canadian Open would be posted Saturday evening (August 13th).

-        On behalf of Archery Canada, A. Wills extended public congratulations to Christopher Perkins, 2011 World Champion in the Men’s Compound.

  1. Reading of the minutes of the previous Archery Canada Annual General Meeting in Halifax, Nova Scotia, July 25th 2010

-     S. Ogilvie

-     A. Wills called for a motion to accept the minutes of the 2010 AGM held in Halifax, Nova Scotia, July 25th 2010.

 

MOTION #AGM2011-01: To accept the minutes of the 2010 AGM held in Halifax, Nova Scotia, July 25th 2010.

Moved by:  AANB - T. Furlotte                           Seconded by:    SAA - B. Hudson                        Carried

  1. Report of the President / Vice-President International – Allan Wills

– A. Wills provided a brief verbal report of the highlights from his report contained in the 2011 Archery Canada Annual Report. No questions were asked. 

  1. Reports of the Vice Presidents

Vice-President, Administration & Marketing – Robert Tataryn

– R. Tataryn provided a brief verbal summary of his report contained in the 2011 Archery Canada Annual Report. He added that the Archery Canada staff are working out well. Archery Canada’s finances are sound. No questions were asked. 

Vice-President, High Performance – Ed Wilson

- E. Wilson stated he had nothing to add to his report contained in the 2011 Archery Canada Annual Report. No questions were asked. 

Vice-President, 3D Program – A. Wills on behalf of Jude Hooey

- A. Wills reported that due to personal matters, J. Hooey was not able to attend the AGM.

- A. Wills referred everyone to J. Hooey’s report contained in the 2011 Archery Canada Annual Report. On behalf of J. Hooey, A. Wills read the following verbal report from J. Hooey:

- “I apologize for not being with you at the AGM.  Unfortunately, a personal matter requires my attention at this time.”

- “The Wascana Archers from Regina hosted the 2011 Outdoor 3D Nationals.  The attendance was respectable but not overwhelming.  The courses were made very challenging with deceiving shots.  The club provided meals at the venue for a reasonable price.  This was appreciated by the archers.  The Host Organizing Committee did an excellent job of hosting this National Championship.”

- “The 2012 Indoor 3D National Championship was awarded to the New Totem Archers in Fort St. John, BC.  The dates will be April 6 – 8, 2012.”

- “The 2012 Outdoor 3D National Championship will be held at the Silver Star Mountain Resort in Vernon, BC.  The Host Organizing Committee made a presentation to the 3D Committee at its recent national meeting in Regina.  The Host Organizing Committee is well organized and very excited about hosting the event.”

- “To date, no bids have been received for the 2013 Canadian 3D Indoor Championship.  I have asked the 3D Committee members to get the word out that we are accepting bids to host.”

- No questions were asked.

- P. Garrett of OAA thanked Archery Canada for providing financial support to the Team Leader accompanying the National Team to the 2011 3D World Championship. He added that the number of archers competing at the 20011 World Championship has doubled from that in 2009 (8 archers in 2011).

- A. Wills thanked P. Garrett. A. Wills added that Archery Canada is in “the 3D business” (in other words, committed to programs and services for 3D archery).

 

Vice-President, Events & Services – Trina Snooks

- A. Wills first thanked T. Snooks for stepping in to fill the position earlier this calendar year.

- T. Snooks stated she had nothing to add to her report contained in the 2011 Archery Canada Annual Report. No questions were asked. 

 

Vice-President, Projects & Committees – Charlene Parlee

- C. Parlee stated she had nothing to add to her report contained in the 2011 Archery Canada Annual Report. No questions were asked.

  1. Reports of the Directors

Athlete’s Representative – Hugh MacDonald

- A. Wills stated that H. MacDonald was not present for the AGM. A. Wills referred everyone to H. MacDonald’s report contained in the 2011 Archery Canada Annual Report. No questions were asked.

 

Provincial Directors

Alberta - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

British Columbia - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

Manitoba - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.       

New Brunswick - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked. 

Nova Scotia - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

Ontario            - As submitted. P. Garrett extended congratulations to Christopher Perkins of Athens, Ontario for winning the Men’s Senior Compound World Championship and for the World records he attained in 2011. P. Garrett also extended congratulations to Dietmar Trillus of King City, Ontario for his performances so far this season and for the World records he attained in 2011. No questions were asked.

Québec - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

Saskatchewan - As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

 

Archery Canada Executive Director – Scott Ogilvie

- S. Ogilvie provided a brief verbal report of the highlights from his report contained in the 2011 Archery Canada Annual Report. No questions were raised. 

  1. Reports of Committee Chairpersons and Coordinators

- Those Committee Chairpersons and Coordinators present at the AGM also had an opportunity to provide a brief verbal summary of their reports contained in the 2011 Archery Canada Annual Report.

- Judges Committee - Ghislain Arsenault. As submitted and contained in the 2011 Archery Canada Annual Report. G. Arsenault verbally highlighted the following: i) 5 Continental Judges participated at the World Archery International Judge Candidate seminar in Colorado Springs this past winter; ii) there is at least 1 International Judge Candidate or International Judge in 6 of the provinces; iii) congratulations to Randall Jones of Ontario on his appointment as an International Judge earlier this year; iv) the training of 3D judges is increasing. No questions were asked.

- Coaching Certification Committee - Bruce Savage (not present). As submitted and contained in the 2011 Archery Canada Annual Report. A. Wills added that the focus of the Committee has been on the revisions to the new National Coaching Certification Program (NCCP). No questions were asked.

- A Wills added that the Executive Committee is fully supportive of the recent establishment of a Coaching Development Committee. The Committee is chaired by Meaghan Peters of New Brunswick. M. Peters will host a ‘town hall’ style meeting on Friday, August 10th at the Target Championship venue. The exact time and location will be announced at Friday’s competition. Everyone, including coaches, athletes and parents, are invited to attend and provide their ideas and input on how to enhance archery coaching in Canada.

- Rules Committee - Roger Garrod.  As submitted and contained in the 2011 Archery Canada Annual Report. R. Garrod verbally thanked the members of the Rules Committee for their time and effort contributed to the rules revisions process. He added that he encourages Archery Canada members to offer their suggestions and feedback surrounding rules. No questions were asked.

 

- Senior Program Coordinator - Joan McDonald (not present). As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Para-Archery Program Coordinator - Susan Lemke (not present).  As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Youth Program Coordinator - Jeff Gunter (not present). As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Anti-Doping Education & Doping Control Coordinator - Nancy Littke (not present). As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Archery Canada/Easton Archery Equipment Program Coordinator - Kevin Tataryn (not present).

As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- E. Wilson added that it has been a busy year at Easton and therefore there have been some back orders and delays in delivering the equipment to the recipients (listed on the Archery Canada website).

- LTAD Coordinator - Trina Snooks.  As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Canadian MICA Coordinator – Lynne Durward (not present). As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- MailMatch Coordinator – Patti Middlebrough. As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Canadian Indoor Regional Championship Coordinator – Al Wills. As submitted. Nothing more to report beyond that contained in the 2011 Archery Canada Annual Report. No questions were asked.

- Canadian Records Coordinator - Christiane Murphy (not present). As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

- 2011 Canada Winter Games Technical Advisor - Philip Parlee. As submitted and contained in the 2011 Archery Canada Annual Report. P. Parlee stated that the archery competition was very well organized and a “top notch competition”. He added that the 2011 archery organizing committee “raised the bar for hosting the archery portion of the Games.”  No questions were asked.

- A. Wills thanked P. Parlee for his work as the volunteer Archery Technical Advisor for the 2011 Games, over the past 4-5 years.

- A. Wills reported that archery used to be part of the Canada Summer Games and that it’s unlikely archery will regain entry into the Summer Games. He added that remaining a part of the Winter Games is not a “sure thing” (due to declining participation or no participation in the Games from some provinces/territories). 

- L. Poehl of AANS asked what Archery Canada can do to get Newfoundland/Labrador and Nunavut involved in the Games (currently not participating in the Games). He added that AANS is “prepared to assist” where it can. T. Snooks reported that she has contacted Newfoundland/Labrador as her contacts from the province have expressed interest in participation in the Canada Games.

- FITA Pin Awards Coordinator – Sonia Schina (not present). As submitted and contained in the 2011 Archery Canada Annual Report. No questions were asked.

 - Webmaster – Al Wills. As submitted and contained in the 2011 Archery Canada Annual Report. A. Wills added that he has been kept very busy this year with the Archery Canada website. He asked that clubs please submit their tournament results to him for posting on the website. As well, he encouraged members to provide him with information to be posted on the website. No questions were asked.

MOTION #AGM2011-02: That the reports be approved as submitted and/or presented. 

Moved by:  BCAA – K. Cameron                                    Seconded by:    SAA – B. Hudson            Carried

  1. Canadian Archery Foundation – Chairperson’s Report (Ghislain Arsenault)

- A. Wills called on Ghislain Arsenault to provide an update on the Canadian Archery Foundation.

- G. Arsenault referred everyone to his report circulated at the AGM and appended to these minutes. He highlighted the following: i) the amount of funds is slowly increasing from donations (current total about $6,700); ii) a donation form will be created and posted on the Archery Canada website so people can make on-line donations to the Foundation in memory of those from the archery community that have passed away; iii) a Book of Remembrance will be created both in ‘hard copy’ and virtually on the website.

- R. Tataryn added that the Foundation will eventually be “arms length” from Archery Canada. For the time being, Archery Canada will serve as the “banker” for the Foundation (in other words, manage the funds set aside in a separate bank account). As well, Archery Canada will assist with the eventual “official establishment” of the Foundation with the Canada Revenue Agency. 

- R. Tataryn reported that the Executive Committee will look into investing the Foundation funds into “medium risk investments with a return of 4% to 7%”.

- He reported that as outlined in the 2011-13 PSO/Archery Canada Agreement, $1.00 of the membership fee paid to Archery Canada by each individual and family member, goes towards the Foundation. Therefore, from the 2011 membership fees about $6,000 will be turned over to the Foundation.

 

  1. Auditor’s Report

– R. Tataryn called for a motion to approve the auditor’s report for fiscal year 2010-11.

 

MOTION #AGM2011-03: That the 2010-2011 auditor’s report be approved as submitted and contained in the 2011 Archery Canada Annual Report.

Moved by:  AANB – T. Furlotte                           Seconded by:    BCAA – K. Cameron                      Carried

  1. Business Arising Out of the 2010 AGM Minutes

- There was no business arising from the 2010 AGM minutes.

  1. Notices of Motion

- No notice of motions was received 60 days in advance of the AGM and consequently no business was discussed at the 2011 AGM.  Therefore, the President stated that the 2011 AGM was an information meeting only.

  1. Information Items

10.1      Archery Canada Annual Achievement Awards 2010

- A. Wills stated that the recipients of the Archery Canada Achievement Awards for 2010 are contained in the 2011 Archery Canada Annual Report. The recognition of and presentation to the winners will take place at the Awards Banquet, scheduled for Saturday evening, August 13th.

10.2      Archery Canada Volunteer Recognition Pins & Presidential Citation

- A. Wills reported that Archery Canada Volunteer Recognition Pins and a Presidential Citation will be presented to several volunteers at the Awards Banquet. Those to be recognized are as follows:

- Gib Henderson - Silver Volunteer Recognition Pin: In recognition of his work as Chairperson of the 2011 Canadian Field & Target Championships 

- Daryl (Doc) Richmond – Silver Volunteer Recognition Pin: In recognition of his work as Head of the target range for the 2011 Canadian Target Championship 

- Roger Murray – Gold Volunteer Recognition Pin & Past President Award: In recognition of his work as President of Archery Canada and for his long and distinguished volunteer commitment and contribution to Archery Canada and to archery in Canada. R. Murray was not present to receive the awards. He will be presented the awards at a date and location to be confirmed.

- Phillip (Phil) Parlee - Presidential Citation: In recognition of his work as volunteer Archery Technical Advisor for the 2011 Canada Winter Games.

10.3          Archery Canada Judge Recognition

- A. Wills reported that in June of 2011, the Executive Committee approved a Judge recognition program created by Ghislain Arsenault, Chairperson of the Judge’s Committee. As well, the Executive Committee approved G. Arsenault’s suggested nominees for the honorary title of Judge Emeritus of Archery Canada. Those judges to be recognized with the Judge Emeritus of Archery Canada title and a Gold Volunteer Recognition Pin are as follows:

- Sylvio Beauregard

- Patricia (Pat) Ukrainetz

- Robert (Bob) Sheppard

- James (Jim) Wiebe

  1. Items for Ad Hoc Committee Study

- There were no items presented to the Board or the AGM for ad hoc committee study, so no break in the proceedings for ad hoc committee study, recess and reports was required.

 

  1. Election of Directors-at-Large

- A. Wills stated that elections would be held for three (3) directors-at-large to fill the following positions: President and V-P International (2 year term for each); Vice-President, Events & Services (2 year term); and Vice-President, 3D Programs (2 year term).

- A. Wills stated that he was letting his name stand for re-election as president and V-P International.

- A. Wills stated that Trina Snooks, Vice-President, Events & Services and Jude Hooey, Vice-President, 3D Programs were letting their name stand for re-election to these positions.

- A. Wills stated that any Archery Canada member in good standing may nominate any other member in good standing by completing the circulated nomination form, before the election at this year’s AGM. 

- A. Wills reported that to date, no nominations had been received.

- A. Wills called for nominations from the floor. No nominations came from the floor.  Consequently, there were no ballots to destroy.

- A. Wills called for a motion to acclaim the three incumbent directors-at-large.

MOTION #AGM2011-04: That the three incumbent directors-at-large be acclaimed. And that they be assigned to the Executive Committee positions that they had previously occupied for the apst two years. The positions are as a follows:

President and Vice-President, International: Allan Wills

Vice-President, Events & Services: Trina Snooks

Vice-President, 3D Programs: Jude Hooey

Moved by:  OAA – P. Garrett                             Seconded by:    BCAA – K. Cameron                      Carried

  1. Appointment of Auditors

MOTION #AGM2011-05: That the chartered accountants firm, Parker Prins Lebano be appointed auditors for the fiscal year April 1st 2011 - March 31st 2012.

Moved by:  R. Tataryn                           Seconded by:    AANB – T. Furlotte                                Carried

  1. Information Regarding Sites for the:

i) 2012 Indoor/Outdoor National Championships

- On behalf of J. Hooey, A. Wills reported on the status of the 2012 3D Indoor and Outdoor Championships. He reported that the New Totem Archery Club of Fort St. John, BC, will host the 2012 Canadian 3D Indoor Championship. The dates are April 6-8, 2012 which is Easter weekend.

- The 2012 Canadian 3D Outdoor Championship will take place the August long weekend (August 4-6) at Silver Star Mountain Resort in Vernon, BC.

- A. Wills called on K. Cameron of BCAA to report on the status of the 2012 Field and Target Championships. K. Cameron reported that the Target Championship will be hosted by the Victoria Bowmen while the Field Championship may be hosted in the Duncan, BC are (to be confirmed soon). The dates are August 8-12, 2012.

ii) 2013 Indoor/Outdoor National Championships

- A. Wills reminded everyone that as reported under agenda item 3.0, to date no bids have been received for the 2013 Canadian 3D Indoor Championship. 

- A. Wills called on T. Snooks of AANB to report on the status of the 2013 Outdoor 3D, Field and Target Championships.

- Trina Snooks of AANB reported that the Woodstock Archery Club will be hosting the 2013 3D Outdoor Championship, August 2-5, 2013.

- The 3D Championship will be held the long weekend in August and will follow the Target and Field Championships.

- The 3D venue has been secured. The venue is close to Woodstock which is approximately a 7 minute drive from the host hotel. Woodstock is about a 10 minute drive from the Maine, USA border.

- The Sussex Golden Archers of Sussex, NB will co-host the 2013 Target and Field Championships, August 6-10, 2013. These Championships will be held at the same venue as the 3D Championship but on fields adjacent to where the 3D course will be laid out.

 

  1. Good and Welfare

- There were no items.

  1. Adjournment

- A. Wills called for a motion to adjourn.

MOTION #AGM2011-06: That the 2011 Archery Canada Annual General Meeting be adjourned.

Moved by:  FTAQ - D. Juteau                            Seconded by:    AANB - T. Furlotte                        Carried

The 2011 AGM was adjourned at 4:15pm/16:15hrs, Thursday, August 11th 2011

 

APPENDIX 1

Report of the Chair of the Canadian Archery Foundation

After many years of discussion, a Canadian Archery Foundation was unofficially established in August 2009 at the Archery Canada National Outdoor Championships in Laval, Quebec. The Foundation’s mandate is simply to develop archery in Canada. Founding members are: Ghislain Arsenault, Al Wills, Bob Tataryn, Don Lohnes, Roger Murray, Alain Gravel and Charlene Parlee.

Soon after the founding of the Foundation, a separate bank account for Foundation funds was set-up at Archery Canada’s RBC bank branch in Ottawa.  Donations will remain in this account until such time that the Foundation is officially registered with the Canada Revenue Agency.  From that point onwards, the funds will remain separate from Archery Canada as too will the direction and administration of the Foundation. In other words, the Foundation will be a separate entity that will operate at ‘arms length’ from Archery Canada.  For the time being, the Archery Canada national office plays the role of ‘banker’ for any donations received and issues charitable tax receipts where requested from donors.

A number of donations have been received over the past two years. Donations are accepted for the Foundation for any reason. To date, a number of donations have been received which have been made in memory of persons from the Canadian archery community who have passed away. 

As of the June 9th 2011 RBC bank statement, the closing balance for the Foundation account is $6,769.55. 

An additional source of revenue for the Foundation is the agreement to direct $1.00 from each Archery Canada membership towards the Foundation. Therefore, upon the completion of the current membership year, $1.00 from each individual and family 2011 membership will be transferred from Archery Canada’s business account into the bank account noted above that was established for the temporary keeping of Foundation funds. It is estimated that roughly $6,000.00 will be transferred.

The founding members of the Foundation agreed that once officially established, the Foundation should put in place a means to publicly thank and recognize donors and also to recognize those for whom a donation has been made in memory. Consequently, a ‘Book of Donors & Remembrance’ has been suggested as one such way to address this desire to thank and recognize.  Families of those in whose name contributions have been made will be notified of the contribution (not the amount) and the entry in the ‘Book of Donors & Remembrance’ (which will not contain the amount of the donation).

Over the course of the next one to two years, a number of tasks will be undertaken to promote and eventually establish (officially) the Foundation.  These efforts will initially be led by Archery Canada volunteers, with administrative support from the Archery Canada national office. For example, over the coming months a Foundation webpage will be created on the Archery Canada website in an effort to promote the Foundation.  Not long after, research will begin to determine what are the Canada Revenue Agency’s requirements for establishing a Foundation.  Action will then  be undertaken to meet these requirements in order to officially establish the Foundation and register it with the Canada Revenue Agency.

Respectfully submitted,

Ghislain Arsenault

Chair, Canadian Archery Foundation