2012 Annual General Meeting Minutes

ARCHERY CANADA / TIR À L’ARC CANADA

Annual General Meeting (2012)

Kinsmen Field House

Westshore Recreation Centre

Victoria, BC

Wednesday, August 8th 2012 @ 5:30pm

 

MINUTES

 

 

PRESENT:

Executive Committee:

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

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

Jude Hooey, V-P, 3D Program Scott Ogilvie, Executive Director

 

Provincial Representatives:

Ken Cameron, BCAA Rene Schaub, ATAA

Shelley Smith, SAA Roger Garrod, ABAM

Peter Garrett, OAA Stephen McKinley, AANB

Rob Laprade, AANS

 

Other Attendees:

Hugh MacDonald, BCAA, Athlete Rep David Middlebrough, ATAA

Don Lohnes, AANS Bill Tait, BCAA

Deb Kupchanko, SAA David Sorley, SAA

Ghislain Arsenault, FTAQ, Judge Chair Phil Parlee, AANB

Jan Tollenaar, ATAA Alana Tollenaar, ATAA

Larry Mackrell, SAA Tyson Mackrell, SAA

Tom Riley, AANS Sonia Schina, BCAA

Rick Scammell, BCAA Phil Smith, BCAA

Michel Joseph, FTAQ Céline Gravel, FTAQ

Maurice Lévesque, AANB

 

  • Welcome by the President, A. Wills to the members who are the provinces at 5:30pm/17:30hrs. 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 on Friday, august 10th at 6:00pm.

- 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 2012 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.

  • On behalf of Archery Canada, A. Wills extended congratulations to the Olympic Team athletes and staff – athletes Marie-Pier Beaudet and Crispin Duenas; Head Coach Joan McDonald; and Team Leader, Richard Towler. As well, he extended best wishes to the Paralympic Team athletes and staff at the upcoming Paralympic Games – athletes Karen Van Nest, Lyne Tremblay, Kevin Evans, Bob Hudson, Norbert Murphy, Rob Cox (alternate); Team Leader, Vladimir Kopecky; and Support Staff, Linda Gagnon.

 

  1. Reading of the minutes of the previous Archery Canada Annual General Meeting in Delisle, Saskatchewan on Thursday, August 11, 2011

- A. Wills called for a motion to accept the minutes of the 2011 AGM minutes.

 

MOTION #AGM2012-01: To accept the minutes of the 2011 AGM held in Delisle, Saskatchewan, August 11th 2011.

Moved by: AANS - R. Laprade Seconded by: BCAA - K. Cameron Carried

 

 

NOTE: To view the 2012 Archery Canada Annual Report, visit the Archery Canada website at: http://www.archerycanada.ca/en/annual-reports/1267-2012-annual-report

 

  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 2012 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 2012 Archery Canada Annual Report. He added that Archery Canada’s finances are sound. No questions were asked.

 

Vice-President, 3D Program – Jude Hooey

- J. Hooey referred everyone to her report contained in the 2012 Archery Canada Annual Report.

- J. Hooey provided a verbal summary on the 2012 3D Outdoor Canadian Championship held at Silver Star Mountain Resort in Vernon, BC on August 3-6

- J. Hooey announced the National Team selected for the 2013 3D World Championship to be held in Sassari, Italy, from October 8 – 12. The Team members are as follows:

Compound Men:    

Cody Draper, AB

Al Campsall, BC

Harvey Geisbrecht, SK

Steve Mitchell, AB (alternate)

Compound Women:    

Samantha Wright, BC

Raylynn Draper, AB

Jude Hooey, AB

Lana Perry, ON (alternate)

Longbow Men: Brock Paton, BC   

Barebow Men: Travis Skinner, AB. At a later date, there may be one more male named to the Team in this category.

Instinctive Men: Fred Streleoff, BC

Instinctive Women: Elaine Quintal, BC

Team Leader: Ann Neumeyer, AB

 

Vice-President, Events & Services – Trina Snooks

- T. Snooks referred everyone to her report contained in the 2012 Archery Canada Annual Report. She provided a brief verbal summary. No questions were asked.

 

Vice-President, Projects & Committees – Charlene Parlee

- C. Parlee stated she had nothing to add to her report contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

  1. Reports of the Directors

Athlete’s Representative – Hugh MacDonald

- H. MacDonald referred everyone to his report contained in the 2012 Archery Canada Annual Report. He provided a brief verbal summary. No questions were asked.

- H. MacDonald added that his 2-year term as Athlete Representative comes to a close this Fall. He will not be seeking re-election. He asked provincial associations to make him aware of any athletes from their provincial association that might be interested in running for the position.

 

Archery Canada Executive Director – Scott Ogilvie

- S. Ogilvie stated he had nothing to add to his report contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

Provincial Directors

Alberta (ATAA) - As submitted. Nothing more to report beyond that contained in the 2012 Archery Canada Annual Report. No questions were asked.

British Columbia (BCAA) - As submitted. K. Cameron added that the BCAA has achieved all its stated benchmarks and therefore its funding from the BC provincial government is secure. Interest in archery and registration is on the increase in BC. No questions were asked.

Manitoba (ABAM) - As submitted. Nothing more to report beyond that contained in the 2012 Archery Canada Annual Report. No questions were asked.

New Brunswick (AANB) - As submitted. S. McKinley added that the AANB is very excited about hosting the 2013 Outdoor Canadian Championships. No questions were asked.

Nova Scotia (AANS) - As submitted. R. Laprade added that there is lots of interest in archery in NS. Unfortunately, there is a shortage of archery facilities. No questions were asked.

Ontario (OAA) - As submitted. P. Garrett highlighted the OAA’s successes form the past year. He added that the OAA is very proud of it successes and that of its athletes over the past year. No questions were asked.

Québec (FTAQ) – An FTAQ representative was not present. A. Wills referred everyone to the FTAQ report contained in the 2012 Archery Canada Annual Report. No questions were asked.

Saskatchewan (SAA) - As submitted. S. Smith added that the SAA has now filled all previously vacant Executive and Board positions. She publicly extended best wishes to para-archer Bob Hudson, who will compete as a member of the Canadian Team that will compete at the 2012 London Paralympic Games. No questions were asked.

 

  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 – Chair, Ghislain Arsenault referred everyone to his report contained in the 2012 Archery Canada Annual Report. He provided a brief verbal summary. No questions were asked.

 

- Coaching Certification Committee – Chair, Bruce Savage was not present a the 2012 AGM. A. Wills referred everyone to the report contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Rules Committee – Chair, Roger Garrod referred everyone to his report contained in the 2012 Archery Canada Annual Report. He provided a brief verbal summary.

- R. Garrod verbally thanked the members of the Rules Committee for their time and effort contributed to the rules revisions process.

- World Archery rules just recently adopted.

- D. Middlebrough of ATAA asked what is the Archery Canada process for rule changes and ratification.

- R. Garrod provided a brief overview. Suggested rule changes for Archery Canada are discussed amongst the members of the Rules Committee. Recommendations then go forward to the Board for voting and ratification. This is generally done once, sometimes twice a year.

- R. Garrod added that suggested rule changes for 3D archery are discussed by the members of the national 3D Committee and brought forward to the Board as recommendations and for ratification. The 3D Committee has made some recommendations based on discussions at its August 2nd meeting. The recommendations will be brought forward in the near future.

- R. Garrod stated that printed copies of the Archery Canada rulebook are no longer being produced by Archery Canada. The cost is too much, particularly in light of the fact that rules change quite frequently at the World Archery level (and trickle down to national archery organizations).

- R. Garrod suggested that members check the Archery Canada website on a frequent basis in order to keep themselves up-to-date on rule changes.

 

- High Performance Committee – Interim Chair, Alec Denys (not present). As submitted and contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Senior Program Coordinator - Joan McDonald (not present). As submitted and contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Para-Archery Program Coordinator - Susan Lemke (not present). As submitted and contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Youth Program Coordinator - Jeff Gunter (not present). As submitted and contained in the 2012 Archery Canada Annual Report.

- H. MacDonald asked for views on the proposed suggestion in the report for more stringent qualification criteria. D. Sorley of SAA voiced concern. T. Snooks and A. Wills responded that the intent is to adhere to guiding principles contained in the Long Term Athlete Development (LTAD) model (booklet). It’s important to ensure that young athletes are ready both physically and psychologically to compete at the international level (e.g., World Youth Championship).

 

- Anti-Doping Education & Doping Control Coordinator - Nancy Littke (not present). As submitted and contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Archery Canada/Easton Archery Equipment Program Coordinator – Kevin Tataryn (not present). Stepped-down a couple of months ago. No written report and nothing to report verbally from Al Wills or S. Ogilvie.

 

- LTAD Coordinator - Trina Snooks. T. Snooks provided verbal highlights from her report. T. Snooks added that she recently stepped-down as Coordinator due to personal reasons. A search for a replacement is underway.

 

- Canadian MICA Coordinator – Lynne Durward (not present). T. Snooks referred everyone to the report contained in the 2012 Archery Canada Annual Report. Nothing more to report. No questions were asked.

 

- MailMatch Coordinator – Patti Middlebrough (not present). A. Wills referred everyone to the report contained in the 2012 Archery Canada Annual Report. Nothing more to report. No questions were asked.

 

- Canadian Indoor Regional Championship Coordinator – Meagan Peters (not present). As submitted. Nothing more to report beyond that contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Canadian Records Coordinator - Christiane Murphy (not present). As submitted and contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- FITA Pin Awards Coordinator – Sonia Schina. As submitted and contained in the 2012 Archery Canada Annual Report. No questions were asked.

 

- Webmaster – Al Wills. As submitted and contained in the 2012 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.

- D. Middlebrough of ATAA asked that the volunteer directory posted on the website be updated more frequently in order to reflect the changes in volunteers at the provincial level. S. Ogilvie responded that he would address this request. He added that he relies on the provinces to provide him with the changes as he does not have the time to track down changes.

ACTION: S. Ogilvie to update the volunteer directory posted on the Archery Canada website.

 

MOTION #AGM2012-02: That the reports be approved as submitted and/or presented.

Moved by: OAA – P. Garrett Seconded by: ABAM – R. Garrod Carried

 

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

- S. Ogilvie referred everyone to the report circulated at the AGM. See the report appended to these minutes (Appendix 1).

- A. Wills called on Ghislain Arsenault to make his PowerPoint presentation on the virtual version of the Foundations’ ‘Book of Remembrance’, which is posted on Archery Canada website.

- A. Wills thanked G. Arsenault for his presentation and the excellent work he has done in producing and maintaining the ‘Book of Remembrance’.

 

  1. Auditor’s Report

- R. Tataryn referred everyone to the auditor’s draft report and audited financial statements circulated at the AGM.

- R. Tataryn called for a motion to approve the auditor’s report for fiscal year 2011-12.

- H. MacDonald asked for clarification of item 11 on page 8 of the audited statement (Olympic Legacy Fund). R. Tataryn clarified. No further questions were asked.

- To view the auditor’s report, visit the Archery Canada website at: http://www.archerycanada.ca/en/annual-reports/1267-2012-annual-report

 

MOTION #AGM2012-03: That the 2011-2012 auditor’s draft report be approved as submitted and circulated at the 2012 AGM.

Moved by: SAA – S. Smith Seconded by: G. Arsenault Carried

 

  1. Business Arising Out of the 2011 AGM Minutes

- There was no business arising from the 2011 AGM minutes.

 

  1. Notices of Motion

- A. Wills stated that no notice of motions was received 60 days in advance of the AGM. Consequently, no business was discussed at the 2012 AGM. Therefore, the President stated that the 2012 AGM was only an information meeting.

 

  1. Information Items

10.1 Archery Canada Annual Achievement Awards 2011

- A. Wills stated that the recipients of the Archery Canada Achievement Awards for 2011 are contained in the 2012 Archery Canada Annual Report. The recognition of and presentation to the winners will take place at the Awards Banquet, scheduled for Saturday evening, August 11th.

- To view a listing of the recipients, visit the Archery Canada website at: http://www.archerycanada.ca/en/awards/70-archery-canada-annual-awards-current-year-recipients

- Or view the 2012 Archery Canada Annual Report at: http://www.archerycanada.ca/en/annual-reports/1267-2012-annual-report

 

10.2 Archery Canada Presidential Citations

- A. Wills reported that Presidential Citations will be presented at the Awards Banquet, scheduled for Saturday evening, August 11th. Those to be recognized are the 2011 Junior Men’s Compound Team that competed at the 2011 World Youth Championship. The Team was comprised of Chris Perkins of Athens, Ontario, Mike Kupchanko of Regina, Saskatchewan and Keenan Brown of Winnipeg, Manitoba. The Team won the gold medal in an outstanding display of athletic performance and sportsmanship. It is for their sportsmanship that the Team is awarded the Presidential Citation. For details, visit: http://www.archerycanada.ca/en/awards/70-archery-canada-annual-awards-current-year-recipients

- Or view the 2012 Archery Canada Annual Report at: http://www.archerycanada.ca/en/annual-reports/1267-2012-annual-report

 

  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: Vice-President, Finance & Administration (2 year term)

Vice-President, Projects & Committees (2 year term)

Vice-President, High Performance (2 year term). Also serves as Chair of the High Performance Committee.

 

- A. Wills stated that Robert Tataryn of Manitoba (ABAM) was letting his name stand for re-election as Vice-President, Finance & Administration.

- A. Wills stated that Charlene Parlee of New Brunswick (AANB) was letting her name stand for re-election as Vice-President, Projects & Committees.

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

- A. Wills stated that Jeff Gunter of Manitoba has been nominated by ABAM, as Vice-President of High Performance.

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

- A. Wills called for nominations from the floor for all three positions. No nominations were forthcoming.

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

MOTION #AGM2012-04: That the following three directors-at-large be acclaimed. And that they be assigned to the following Executive Committee positions. The positions are as a follows:

Vice-President, Finance & Administration: Robert Tataryn

Vice-President, Projects & Committees: Charlene Parlee

Vice-President, High Performance: Jeff Gunter

Moved by: OAA – P. Garrett Seconded by: ATTA – D. Middlebrough Carried

 

  1. Appointment of Auditors

- R. Tataryn stated that archery Canada may be able to realize some cost savings with another audit firm to conduct the 2012-13 audit. R. Tataryn called for the following motion.

 

MOTION #AGM2012-05: That the Executive Committee be granted permission to investigate the feasibility of hiring another audit firm for the 2012-13 audit. And that the Executive Committee report back to the Board of Directors with its findings and recommendation(s).

Moved by: SAA – S. Smith Seconded by: ATAA – D. Middlebrough Carried

 

  1. Information Regarding Sites for the:

i) 2013 Indoor/Outdoor Canadian Championships

- J. Hooey reported that to date, no bids have been received to host the 2013 Canadian 3D Indoor Championship. She reported that this was an item of much discussion and concern at the August 2nd 3D Committee meeting. She added that the 3D Provincial Representatives have been asked to try and ‘drum-up’ interest in hosting the 2013 Indoor Championship and to confirm with her whether there are any interested clubs, by September 30th 2012.

- A. Wills called on Stephen McKinley, Chair of the Host Organizing Committee for the 2013 Canadian Championships, to make a presentation.

- S. McKinley reported that the Woodstock Archery Club will be hosting the 2013 3D Outdoor Championship. The Woodstock Archery Club and Sussex Golden Archers of Sussex, NB will co-host the 2013 Target and Field Championships.

- All three Championships will be held consecutively in early August (August 2-10). The 3D Championship will be held the August 2nd to 5th long weekend. The Field and Target Championships will follow the 3D Championship, with the Field Championship taking place first.

- All competition venues have been secured. The 3D courses will be held in a nearby sugar bush. The Field and Target Championships will be held at the same venue as the 3D Championship but on fields adjacent to the sugar bush.

- The venues are 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.

- Flights can be made into Fredericton, NB. The Fredericton airport is about a one hour drive from Woodstock.

 

ii) 2014 Indoor/Outdoor Canadian Championships

- J. Hooey reported that to date, no bids have been received to host the 2014 Canadian 3D Indoor Championship.

- A. Wills called on Rene Schaub, President of the ATAA and Chair of the Host Organizing Committee for the 2014 Canadian Championships, to make a presentation. R. Schaub made a PowerPoint presentation. Highlights from the presentation are as follows:

- The Lakeland Archers of Lac la Biche, Alberta will be hosting all 3 Canadian Outdoor Championships in 2014.

- The 3D Championship will be held the August 1st to 4th long weekend. The Field and Target Championships will follow the 3D Championship, with the Field Championship taking place first.

- The tentative 3D Championship schedule is as follows: August 1st – registration and equipment check; August 2nd - 3D practice and 1 course; August 3rd – 2 courses; August 4th – 1 course.

- Competition venues are secured

- Planning and organization is well underway.

- The community is fully supportive of, committed to and excited about hosting the Championships.

- Plenty of accommodation options: hotels, camping, bed and breakfast, cabins. All are within close driving distance (6km to 20km).

- Lots of restaurants to choose from and numerous historic and recreational sites.

- Lac la Biche is 2.5 hours north of Edmonton. Fly into Edmonton; car rentals at airport.

- A website has been developed and is now linked to the ATAA website. The ATTA website can be accessed by going to the Archery Canada website (scroll down to provincial links, click on links and click on provincial associations).

 

- R. Laprade of AANS asked that the host organizing committees of the 2013 and 2014 Canadian Championships, provide Archery Canada with the website link, that the Archery Canada Webmaster can then place on the Archery Canada website.

ACTION: S. McKinley and R. Schaub to forward to the Archery Canada national office (as soon as possible) the link to their respective Canadian Championship website.

 

  1. Good and Welfare

- D. Lohnes of AANS asked who is the most appropriate person to represent each province? Is it the President, the FCA Director? A. Wills indicated that his preference is the President. He added that whoever, represents the province must bring forward the ‘voice’ of the province and must have the authority to make decisions on behalf of the provincial archery association. A. Wills added that some of this may be answered during the Board meeting on Friday evening as we will address governance as part of the discussions on the strategic plan.

- R. Garrod expressed kudos to the Archery Canada volunteers and staff responsible for the planning, organization and leadership of the various 2012 national teams. He also expressed kudos to the host organizing committees of the 2012 National Team Trials and the 2012 Canadian Indoor and Outdoor Championships, for the planning, organization, delivery and success of the events.

 

  1. Adjournment

- A. Wills adjourned the 2012 AGM at 7:15pm, Wednesday, August 8th 2012.

APPENDIX 1

Report of the Chair of the Canadian Archery Foundation

 

 

Opening Balance

March 1, 2012 $ 7,587.73

 

2011 Membership $1.00

Transfer on March 28, 2012 7,147.00

 

Other donations 1,031.08

 

Balance as of July 9, 2012 $15,765.81

 

This amount is currently residing in a RBC account under Federation of Canadian Archers Inc. opened in August 2009.

 

No investments into securities have been made to date, as no investment account has yet been established. I will be discussing the establishment of an account with the Executive Director, Scott Ogilvie during an upcoming meeting.

 

It is expected that by September 30, 2012, there will another approximate amount of $7,000.00 from the 2012 membership check off of $1.00 per member.

 

Book of Remembrance: Visit the Archery Canada website at:

http://www.archerycanada.ca/en/component/content/article/1107

http://www.archerycanada.ca/fr/component/content/article/1107

 

Donors: A list of donors is contained in the Book of Remembrance.

 

Respectfully submitted,

Ghislain Arsenault

Chair, Canadian Archery Foundation