2011 Board Meeting

ARCHERY CANADA / TIR À L’ARC CANADA

Board of Directors Meeting (2011)

Delisle Curling Rink, Delisle, SK

Thursday, August 11th 2011

6:30pm 

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 Ken Cameron, BCAA

Patti Middlebrough, ATAA Mike Kupchanko, SAA

Roger Garrod, ABAM Peter Garrett, OAA

Danielle Juteau, FTAQ Trevor Furlotte, AANB

Lindsey Poehl, AANS Scott Ogilvie, Executive Director

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

1.0 President's Call to Order & Welcome (A. Wills)

- The President, A. Wills called the meeting to order at 6:30pm /18:30hrs. The President extended a warm welcome to the members who are the provinces. A roll call of the provinces was done.

- A. Wills reiterated his remark from the 2011 AGM, 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. Therefore, the Board meeting has been re-scheduled to follow the 2011 AGM.

2.0 Approval of Agenda & Requests for Additional Items (A. Wills)

MOTION #Board2011-01: To accept the agenda as presented/amended.

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

3.0 Approval of the July 25th 2010 Board of Directors (Board) Meeting Minutes (A. Wills)

- A. Wills called for a motion to accept the minutes of the 2010 Board meeting held at Halifax, NS on July 25th.

MOTION #Board2011-02: To accept the minutes of the July 25th 2010 Board meeting minutes as presented.

Moved by: E. Wilson Seconded by: AANS - L. Poehl Carried

- The 2010 Board meeting minutes were circulated to the Board in the pre-meeting package. The 2010 Board meeting minutes are posted on the Archery Canada website at: http://fca.ca/en/meetings-and-minutes/678-2010-board-of-directors-meetin... . Therefore, a copy of the 2010 minutes is not appended to these 2011 Board meeting minutes.

4.0 Business Arising from the July 25th 2010 Board Meeting Minutes (A. Wills)

4.1 Policies (R. Tataryn)

- R. Tataryn provided a brief update on the 2010 Board approved revisions to Archery Canada's code of conduct, complaint, discipline and appeal policies. He reported that the policies have met Sport Canada's requirements.

4.2 MOTION #Board2010-07: New Logo (A. Wills)

- A. Wills reminded the Board that it had passed a motion granting the Executive Committee authority to approve and adopt a new logo for Archery Canada. A. Wills reported that in September 2010 the Executive Committee approved a logo design created by Cool New Media. The new logo now appears on the website and various communications, 2011 National Team uniforms, etc.

4.3 Agenda item 13.3 – Hosting of 2015 National Outdoor Championships

- A. Wills reminded the Board that at the 2010 Board meeting, the OAA expressed concern about the OAA hosting the 2015 Canadian Outdoor Championships given that Toronto is hosting the 2015 Pan American/Parapan American Games. The OAA expressed concern that volunteers will be 'burned out' if they are called upon to work all 3 Canadian Outdoor Championships in 2015.

- At the 2010 Board meeting it was agreed that discussion on this matter should occur outside the 2010 Board meeting and in the coming months, involving the Archery Canada Executive Committee, the OAA and the ABAM (2016 host province).

- A. Wills reported that the Executive Committee passed the following motion at its January 2011 Executive Committee:

MOTION #ECJan.2011-10: To amend the Canadian Championships rotation schedule so that Ontario will host the 2016 Canadian outdoor championships and Manitoba will play host to the 2015 Canadian outdoor championships.

Moved by: C. Parlee Seconded by: J. Hooey Carried

- See Appendix 1 for the revised Archery Canada Canadian Outdoor Championship Rotation Schedule noted in the above motion passed by the Executive Committee at its January 2011 meeting.

New Business

5.0 Reports (A. Wills)

- As noted under agenda item 1.0 above, the 2011 AGM preceded the 2011 Board meeting. Due to time constraints

A. Wills stated that all reports presented during the AGM would not be repeated for presentation to the Board.

However, A. Wills called for verbal updates if deemed necessary, from that already reported during the 2011 AGM.

- For a record of the reports, refer to the Archery Canada 2011 Annual Report. A 'hard copy' of the 2011 Annual

Report was distributed at the 2011 AGM. An electronic copy of the 2011 Annual Report is posted on the Archery

Canada website at: http://www.fca.ca/images/stories/FCA/AnnualReports/2011/FINAL_AnnualRepo...

Therefore, a copy of the 2011 Annual Report is not appended to these 2011 Board meeting minutes.

5.1 Report of the President / Vice-President International: A. Wills

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM.

5.2 Reports of the Vice-Presidents:

5.2.1 V-P Administration & Marketing – R. Tataryn

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM. No questions were raised.

5.2.2 V-P 3D Program / Chair 3D Program Committee – J. Hooey

- A. Wills reported that there was nothing to add to that which he read at the AGM (on behalf of J. Hooey) and nothing to add to the report from J. Hooey contained in the 2011 Annual Report. No questions were raised.

5.2.3 V-P Events & Services – T. Snooks

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.2.4 V-P Committees & Projects – C. Parlee

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.2.5 V-P High Performance / Chair High Performance Committee – E. Wilson

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.3 Reports of Archery Canada Directors:

5.3.1 Athlete Representative – H. MacDonald

- A. Wills stated that H. MacDonald was not present for the AGM and that there was nothing to be added to the report. No questions were raised.

5.3.2 Provincial Directors – Alberta, British Columbia, Manitoba, Newfoundland/Labrador, Nova Scotia, Ontario, Québec, Saskatchewan

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM. No questions were raised.

5.3.3 Executive Director – S. Ogilvie

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM. No questions were raised.

5.4 Reports of Committee Chairpersons:

5.4.1 Coaching Certification Committee - Bruce Savage

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.4.2 Judges Committee - Ghislain Arsenault

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM. No questions were raised.

5.4.3 Rules Committee - Roger Garrod

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM. No questions were raised.

5.5 Reports of Program Coordinators:

5.5.1 Senior Program Coordinator - Joan McDonald

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.2 Para-Archery Program Coordinator - Susan Lemke

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.3 Youth Program Coordinator - Jeff Gunter

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.4 Equipment Program Coordinator – K. Tataryn

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.5 Anti-Doping Education and Doping Control - Nancy Littke

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.6 LTAD Coordinator - Trina Snooks

– Nothing to add to that contained in the 2011 Annual Report or that provided verbally at the 2011 AGM. No questions were raised.

5.5.7 Mail Match Program Coordinator – P. Middlebrough

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.8 COPARCO MICA Program Coordinator – L. Durward

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.9 Canadian Indoor Regional Championship – A. Wills

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.10 Canadian Records Coordinator - Christiane Murphy

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.11 Canada Winter Games Technical Advisor - Philip Parlee

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.12 FITA Pin Awards Coordinator – Sonia Schina

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

5.5.13 Webmaster – A. Wills

– Nothing to add to that contained in the 2011 Annual Report. No questions were raised.

- The reports were approved at the 2011 AGM preceding the Board meeting. The following motion was passed at the 2011 AGM.

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

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

6.0 Finance (R. Tataryn)

6.1 2010-11 Fiscal Year financial statements

- R. Tataryn spoke briefly about the draft audited financial statements for the 2010-11 fiscal year.

- The draft financial statements are contained (loose-leaf) in the 2011 Annual Report which was distributed at the 2011 AGM and is posted on the Archery Canada website at:

http://www.fca.ca/en/annual-reports/944-2011-archery-canada-tir-a-larc-a...

Therefore, a copy of the audited financial statements are not appended to these 2011 Board meeting minutes.

MOTION #Board2011-03: That the draft audited financial statements for fiscal year 2010-11 be approved as presented and contained (loose leaf) in the 2011 Archery Canada Annual Report.

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

6.2 2011-12 Fiscal Year Budget

- R. Tataryn made a brief presentation on the 2011-12 fiscal year budget. He asked for questions. There being none, he called for a motion to approve the 2011-12 fiscal year budget. See Appendix 2 – Archery Canada 2011-12 Budget (for Board Approval), which is appended to these 2011 Board meeting minutes (Appendix 2).

MOTION #Board2011-04: To approve the 2011-12 fiscal year budget as presented.

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

6.3 Employee Severance Reserve

- R. Tataryn provided some background on Archery Canada's two trust funds.

i) The Winnipeg Trust Fund:

- The Winnipeg Trust Fund was established in the 1970's.

- The funds were donated to Archery Canada from the disposition of assets of a Winnipeg-based archery club.

- The interest from the Winnipeg Trust has traditionally been used to cover the costs for translation services (in excess of the funds provided by Sport Canada for translation).

ii) The Olympic Legacy Fund:

- The Olympic Legacy Fund was created out of surplus funds from the 1988 Winter Olympics.

- R. Tataryn reported that there is $19,438.00 "sitting in the Archery Canada books", owing to the Olympic Legacy Fund. - - R. Tataryn suggested that this debt owed by Archery Canada to the Olympic Legacy Fund be "forgiven" and removed from the Archery Canada 'books'.

- R. Tataryn proposed that the interest from the Olympic Legacy Fund, be placed in a reserve to be used for a severance package whenever an Archery Canada employee's employment ends.

MOTION #Board2011-05: To forgive the $19,438.00 debt owed by Archery Canada to the Olympic Legacy Fund and remove the debt from the Archery Canada 'books'.

Moved by: AANB - T. Furlotte Seconded by: ABAM - R. Garrod Carried

MOTION #Board2011-06: To authorize the Executive Committee to set-up an employee severance reserve from the Olympic Legacy Fund interest (and in accordance with the Ontario Labour Laws). Should the interest not meet the requirements under the Ontario Labour Laws, Archery Canada operating funds will be used to meet that requirement.

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

MOTION #Board2011-07: To change the name of the Olympic Legacy Fund to the Employee Severance Reserve.

Moved by: OAA - P. Garrett Seconded by: SAA - M. Kupchanko Carried

7.0 2011-2013 PSO/Archery Canada (R. Tataryn/S. Ogilvie)

7.1 Update (R. Tataryn)

- R. Tataryn reported that all Agreements for 2011-13 have been signed.

8.0 Canadian Archery Foundation (R. Tataryn/A.Wills)

8.1 Update

- R. Tataryn referred the Board to the report submitted by Ghislain Arsenault and circulated at the meeting. - 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%", e.g., Bell Alliance, TransCanada Pipeline.

- 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.

ACTION: Before year-end (FY2011-12) transfer a $1.00 per Archery Canada member into the Foundation bank account, for the membership year 2011 (and all subsequent membership years for the 2011-2013 PSO/Archery Canada Agreement).

9.0 Governance (A. Wills/S. Ogilvie)

9.1 Canada Not-for-Profit Corporations Act

9.1.1 Overview & Implications for National Sport Organizations

9.1.2 Next Steps for Archery Canada

9.2 Archery Canada's Board Function & Structure: Governance Model Review & Revisions

9.2.1 Overview

9.2.2 Next Steps for Archery Canada

9.3 Archery Canada Strategic Planning

9.3.1 Overview

9.3.2 Next Steps for Archery Canada

- A. Wills and S. Ogilvie provided background on the above agenda items. A. Wills stated that Archery Canada

will embark on an organization-wide strategic planning process and governance review/renewal, beginning in

early 2012. Archery Canada will hire a consultant to lead it through the changes that will be required under the

new Canada Not-for-Profit Corporations Act (to be passed by Parliament in the fall of 2011) and to also lead

Archery Canada through the strategic planning and governance review/renewal process.

- A. Wills stated that the strategic plan and new governance model will have to be built by those governing archery in Canada, in other words, the Board and the provinces. He added that it is important to dovetail" provincial and national plans.

- P. Garrett stated that 3D needs to be included in the strategic plan.

10.0 Committee Work & Recommendations

10.1 National Championships

10.1.1 2011 joint championships – Status Report from Saskatchewan (SAA)

- M. Kupchanko of SAA reported that the 2011 3D Canadian Championship went very well. The Championship was hosted by the Wascana Archers at their range just outside of Regina. The Host Organizing Committee did an excellent job.

- M. Kupchanko reported that Gib Henderson (Chair of the Host Organizing Committee) and his team of volunteers from the Thunderhead Archery Club have everything ready to go.

10.1.2 2012 joint championships – Status Report from British Columbia (BCAA)

- On behalf of J. Hooey, A. Wills reported on the status of the 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 Field and Target Championships. 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.

10.1.3 2013 joint championships – Status Report from New Brunswick (AANB)

- 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.

10.1.4 2014 joint championships – Status Report from Alberta (ATAA)

- P. Middlebrough of the ATAA reported that Lac la Biche, Alberta will be hosting all 3 Canadian Outdoor Championships in 2014. She reported that there is a strong Host Organizing Committee in place.

10.2 High Performance Committee (E. Wilson)

10.2.1 Overview of 2011 National Team activities and events

- E. Wilson referred the Board to his High Performance report contained in the 2011 Annual Report.

- E. Wilson reported that the 2011 season has been a very busy one for our National Team athletes and staff. He added that the amount of volunteer and staff time invested in high performance this year has been huge. He thanked Joan McDonald for the "incredible amount of time" she has invested this year. A large amount of work gets done by a small group of volunteers/staff. He added that he hopes others will "step-up' to help out with the work.

10.2.2 Overview of future plans for High Performance

- E. Wilson reported that at the Fall 2011 High Performance Committee meeting there will be discussion around planning for the next Olympic/Paralympic cycle (2012-2016).

- E. Wilson stated that the High Performance Committee will communicate with the newly formed Coaching Development Committee and where deemed appropriate, will collaborate on some of the new Committee's activities.

- He added that Archery Canada needs to elevate the level of high performance coaching in Canada.

- T. Furlotte of AANB added his support of the formation of the Coaching Development Committee. He added that the Coaching Certification Committee has enough work to keep it busy on the National Coaching Certification Program alone and therefore hasn't the capacity to work on other activities related to coaching development.

10.3 3D Committee (J. Hooey)

10.3.1 Overview of 2011 3D Indoor & Outdoor National Championships

- In the absence of J. Hooey, V-P of 3D Programs, A. Wills referred the Board to J. Hooey's 3D report contained in the 2011 Annual Report. As well, he read the following notes provided by J. Hooey.

- The Lethbridge Bowbenders Archery Club hosted the 2011 Indoor 3D Canadian Championship from January 21-23. The Championship went very well. No complaints were lodged. There were 189 archers in attendance. The breakdown was as follows: 20% were over 50 years; 23% were kids; 45% were BHO & BHR; 6% were "stick" shooters; and 8% were hunter class. Unfortunately, the Championship had to be hosted in January rather than late spring as is traditionally done. The Championship fell right after Christmas so a lack of funds so close after Christmas may have accounted for the lower number of registrants. As well, some archers may have chosen not to compete at the Championship because it was too early in the indoor season. The weather was good so that poor travel conditions was not an issue. Therefore, it is strongly recommended that whenever possible, the 3D Indoor Nationals be held at the end of March or the first of April. Many competitors have commented how they like the Indoor Championship to be held over the Easter weekend.

- The Wascana Archers hosted the 2011 Outdoor 3D Canadian Championship at their range just outside of Regina. The Host Organizing Committee did an excellent job. There was a minor glitch the first day because many archers turned up to register that day. However, after that, everything ran on time. There were 214 archers in attendance. The courses were challenging. The concession at the venue was well received. The Grand Prixs ran smoothly as did the awards ceremony. Thank you to the Wascana Archers for a job well done.

10.3.2 Overview of 3D National Team to compete at 2011 FITA 3D World Championship

- In the absence of J. Hooey, V-P of 3D Programs, A. Wills referred the Board to J. Hooey's 3D report contained in the 2011 Annual Report. As well, he read the following notes provided by J. Hooey.

- The 3D Committee announced the team that will represent Canada at the 2011 FITA World 3D Championship. Ann Neumeyer will be the Team Leader. She is fluent in German and has worked very hard for the team since she was appointed. The team will consist of five men and three women. The men are: Peter Garrett – ON- Instinctive, Brock Paton – BC – Traditional, Tim Watts – ON – Compound, Tim Mearns – AB – Compound, Al Campsall – BC – Compound. The women all shoot Compound and are Samantha Wright (BC), Tracey Klettl (AB), and Renee Brouillette (ON). All arrangements have been made and they will arrive in Austria at the end of August. This team is double the size of our last two teams. The archers are paying for everything themselves. This shows a great commitment to our sport and our association. They are to be congratulated on their dedication.

10.3.3 Recommendations from 3D Committee Meeting (July 29, 2011)

- In the absence of J. Hooey, V-P of 3D Programs, A. Wills read the following recommendation provided by J. Hooey on behalf of the 3D Committee.

- 3D Committee Recommendation: To accept the bids for the 2012 Indoor and Outdoor 3D Nationals.

- A. Wills called for a motion to accept the bids.

MOTION #Board2011-08: To accept the bid from the New Totem Archery Club of Fort St. John, BC, to host the 2012 Canadian 3D Indoor Championship. And to accept the bid from the BCAA (as presented at the 3D Committee meeting by K. Reimer and L. Meier of the Host Organizing Committee), to host the 2012 Canadian 3D Outdoor Championship at Silver Star Mountain Resort in Vernon, BC

Moved by: AANB - T. Furlotte Seconded by: ABAM – P. Garrett Carried

11.0 Additional Agenda Items (A. Wills)

- There were no additional agenda items

12.0 President's Closing Remarks and Meeting Adjournment (A. Wills)

- A. Wills thanked the Board and called for a motion to adjourn.

MOTION #Board2011-9: That the 2011 Archery Canada Board of Directors' meeting be adjourned.

Moved by: AANB – T. Furlotte Seconded by: OAA – P. Garrett Carried

The 2011 Board of Directors meeting was adjourned at 8:00pm / 20:00 hrs, Thursday, August 11, 2011.

APPENDIX 1

Archery Canada Canadian Outdoor Championship Rotation Schedule (as of January 30, 2011)

(original from Archery Canada Board Meeting March 2008)

Canadian Outdoor Championship Rotation Policy

1. That from 2011 onward, any PSO requesting a revision to the rotation policy will not be able to "swap" dates with another PSO from another region in the country (east/west), disrupting the alternating system.

2. The PSO requesting the delay must do so no later than 2 years in advance of their turn in the rotation. After that date, the PSO is required to host the Archery Canada national championships in the stated rotation.

3. The PSO requesting the delay will find a PSO willing to host the championships in the year in question.

4. There will be no change to the order.

5. No PSO may request a delay in hosting the championships more than 1 time in 10 years.

6. The Archery Canada Board of Directors will review the Rotation Policy at its annual meeting every 4 years starting in 2011.

7. The rotation is an 8-year cycle as follows:

2009 Quebec

2010 Nova Scotia

2011 Saskatchewan

2012 British Columbia

2013 New Brunswick

2014 Alberta

2015 Manitoba

2016 Ontario

2017 Quebec

2018 Nova Scotia

2019 Saskatchewan

2020 British Columbia

2021 New Brunswick

2022 Alberta

2023 Ontario

2024 Manitoba

etc.

Annex 2 2012 Budget