Board of Directors Meeting (formerly Executive Committee) MINUTES, February 1-2, 2014

 

Al Wills, President

Jude Hooey, V-P, 3D Programs

Charlene Parlee, V-P Committees & Projects

Robert Tataryn, V-P, Administration & Marketing

Trina Snooks, V-P Events & Services

Alec Denys, V-P High Performance

Christine Robertson, Finance Officer, Archery Canada (present for Sunday portion of meeting)

Scott Ogilvie, Executive Director

Guests:

Roxanne Jobin, BFL Canada (present 9:15-10:15am, Saturday, February 1st)

Alan Brahmst, High Performance Consultant (present 10:30am-12:30pm, Saturday, February 1st)

Iain Brambell, High Performance Advisor, Own the Podium (present 10:15am-12:30pm, Saturday, February 1st)

1.0       Introductions, logistics, administrative items (A. Wills / S. Ogilvie)

- The President, A. Wills called the meeting to order at 9:00am.

- A. Wills welcomed the Board of Directors (Board) (formerly called the Executive Committee under the previous Archery Canada governance structure).

- S. Ogilvie spoke briefly to logistical and administrative matters pertaining to the weekend meeting.

2.0       Approval of Agenda & New Business (additional agenda items) (A. Wills)

- Item 6.0 Staffing moved ahead of item 5.0 Board Reports.

New Business:

22.1 Update on National Travel Kit

22.2 Update on PayPal and Bean Stream Payment Methods

MOTION #Board Feb2014-01: To accept the agenda as presented/amended.

Moved by:  A. Denys                             Seconded by: T. Snooks                        Carried

3.0       Approval of the February 2nd – 3rd 2013 Executive Committee Meeting Minutes (A. Wills)

MOTION #Board Feb2014-02: To accept the minutes of the February 2nd – 3rd2013Executive Committee meeting minutes as presented/amended.

Moved by: T. Snooks                             Seconded by: C. Parlee                        Carried

4.0       Business Arising from the February 2nd – 3rd, 2013 Executive Committee meeting minutes (S. Ogilvie)

- S. Ogilvie provided an update on the business arising from the February 2nd – 3rd, 2013 Executive Committee meeting minutes. See below:

- Action from agenda item 12.2 from 2013 minutes: Will be addressed under agenda item 13.0 of this Board meeting.

- Action from agenda item 16.1 from 2013 minutes: Done. Bob Pannell appointed Chair of Judge Committee.

- Actions from agenda item 18.7 from 2013 minutes: Will be addressed under agenda item 18.6 of this Board meeting.

- Action from agenda item 21.1 from 2013 minutes: Will be addressed under new business, agenda item 22.1 of this Board meeting.

- Action from agenda item 21.2 from 2013 minutes: Will be addressed under new business, agenda item 22.2 of this Board meeting.

- Action from agenda item 21.3 from 2013 minutes: Will be addressed under agenda item 14.0 of this Board meeting.

5.0       Staffing (S. Ogilvie)

5.1       Finance Officer / Administrative Support (C. Robertson) - Update & Recommendations

5.2       Administrative Support (Laura Kiraly) - Update & Recommendations

5.3       High Performance Manager - Update & Recommendations

- S. Ogilvie provided an update on all of the above staffing matters.

Highlights:

- Christine Robertson has been hired as a part-time employee at 3 days/week (moving from a contract position at 2 days/week). Specifics about compensation package to be discussed by the Board and S. Ogilvie on Sunday morning.

- Laura Kiraly will continue on contract (4-6 hours/week). Specifics about compensation package to be discussed by the Board and S. Ogilvie on Sunday morning.

- Plans to hire a High Performance Manager have been put on hold. High Performance Consultant Alan Brahmst has been hired on contract for 6 months to create and initiate the implementation of a pathway for developing Archery Canada's High Performance strategy and program. A. Brahmst will make a presentation today at 10:30am (Saturday, February 1st) to expand on the work he will undertake on behalf of and in collaboration with the High Performance Committee.

6.0       Board Reports

6.1       President / V-P International (A. Wills)

- A. Wills referred the Board to his report contained in the meeting package. Nothing to add. No questions. See report appended to these minutes (Appendix 1).

6.2       V-P Committees & Projects (C. Parlee)

- C. Parlee provided highlights from her report contained in the meeting package. No questions. See report appended to these minutes (Appendix 1).

6.3       V-P 3D Programs (J. Hooey)

- J. Hooey provided a verbal report. See report appended to these minutes (Appendix 1).

6.4       V-P Administration & Marketing (R. Tataryn)

- R. Tataryn referred the Board to his report contained in the meeting package. Nothing to add. No questions. See report appended to these minutes (Appendix 1).

6.5       V-P Events & Services (T. Snooks)

- T. Snooks provided highlights from her report contained in the meeting package. See report appended to these minutes (Appendix 1).

- Under 2019 Canada Winter Games (CWG), S. Ogilvie added that the cities of Red Deer and Lethbridge have expressed interest in hosting the 2019 CWG. J. Hooey stated the organizing committee from Lethbridge has indicated its support for shooting vs. archery. NOTE: It has since been reported by the Canada Games Council that both Red Deer and Lethbridge will bid for the 2019 CWG.

- Under Canadian Indoor Regional Championship, A. Wills stated that he continues to mentor Sarah Gray as the Coordinator. S. Gray will completely assume the role as Coordinator for 2015.

- There was brief discussion around whether to add national teams to compete in the Fred Usher Cup. (e.g., the men's recurve team) and thereby compete against provincial teams. The consensus was that it should not be introduced. There was agreement however, that perhaps an open team event category could be added to the Fred Usher Cup.

DECISION: National Teams will not be permitted to enter and compete in the Fred Usher Cup.

ACTION: T. Snooks to gather member input about the suggestion to offer an open team event category as part of the Fred Usher Cup.

6.6       V-P High Performance

- A. Denys provided a verbal report. See written report appended to these minutes (Appendix 1).

6.7       Executive Director

- S. Ogilvie provided a brief verbal report. He stated that 2013 proved to be a busy and successful year. He thanked the Board for its ongoing support.

MOTION #Board Feb2014-03: To accept the reports as submitted and/or verbally presented.

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

7.0       Presentation by BFL Canada Insurance (Roxanne Jobin)

- S. Ogilvie introduced Roxanne Jobin of BFL Canada. S. Ogilvie referred the Board to the summary that was enclosed with the meeting package (this summary appears on the Archery Canada website).  R. Jobin provided an overview of the 2014 Commercial General Liability insurance policy.

-R. Jobin responded to questions from the Board. The following are the highlights (questions and discussion):

- Will an archer's home owner's policy cover an archer? BFL Canada response: Some policies will cover the archer but if the archer is sued, others that may be implicated will not be covered under the archer's home owner policy.

- Other sports (e.g., hockey) have a day membership category for drop-ins.

- Under the current Archery Canada general liability policy, the underwriters have agreed to cover non-members for 2 days per club per year for events such as try-out days, demonstrations. Some discussion occurred around the possibility of day-of-event coverage for non-members but expanded beyond the 2 days per year. In order to pursue this further, R. Jobin stated that Archery Canada will have to provide an estimate of the number of non-members (guests, drop-in) across the country that each year access some club programs (e.g., lessons, try-outs, day camps, etc.). Some discussion occurred about the administrative workload that would be involved in tracking non-members.

- Further discussion on the day-of-event coverage for non-members will be carried-out by S. Ogilvie and R. Jobin.

ACTION: S. Ogilvie to contact the P/TSOs and gather the approximate number of non-members that access their clubs' programs (e.g., tournaments, lessons, day camps, etc.) each year.

8.0       3D Committee Business (J. Hooey)

8.1       2014 3D Canadian Indoor Championship Update

- J. Hooey reported that as in previous years there was some difficulty again in recruiting a host club for the 3D Indoor Championship.

- The 2014 Indoor Championship will be co-hosted by the Lethbridge Bowbenders and the Stavley Archery Club. Planning and preparation is going well and on track.

- The Championship will take place in Lethbridge, Alberta on the 2014 Easter Weekend (Friday, April 18 – Sunday, April 20).

8.2       2014 3D Canadian Outdoor Championship Update

- J. Hooey reported that planning and preparation are going well and are on time. The Host Organizing Committee is very strong.

8.3       2014 3D Committee Meeting

- J. Hooey reported that the Committee will take place at the host hotel in Lac La Biche. The meeting date and time is Friday, August 1st at 1:00pm.

8.4       Team Leader for 2015 3D World Championship

- J. Hooey reported that Ann Neumeyer (2011 and 2013 Team Leader) has decided not to apply for the 2015 Team Leader position as she wishes to try-out for the 2015 3D National Team.

- J. Hooey reported that a call for applications was made in December 2013. The deadline for applications was January 15, 2014. Two applications have been received: i) from a Quebec 3D coach; ii) a 3D coach from France who is the personal coach of one of the 2013 3D Canadian National team members. The Board voiced its reluctance to the possible selection of a non-Canadian coach and from outside Canada.

- J. Hooey reported that discussions about the 2015 Team Leader will occur during an upcoming 3D Committee teleconference.

8.5       Recommendations from 2013 3D Committee Meeting

- J. Hooey referred the Board to the August 2013 3D Committee meeting minutes which were enclosed with Board meeting package.

- J. Hooey reported that at the 2013 3D Committee meeting in Woodstock, the committee tasked three representatives to look at the categories and to determine if some categories could be eliminated. After the recommendations were submitted, the 3D Committee voted to eliminate two categories - Bowhunter Fingers (BHF) and Hunter Fingers (HUNF). The archers who choose to use their fingers to release the string will be put with the release shooters in Bowhunter Release or Hunter class.  There was also a recommendation made that if there are less than four archers in a class, that the archers be put into another class.  Unfortunately, this may be difficult to accomplish. If any categories are to be eliminated, the implementation of the changes cannot occur until after the 2014 Canadian 3D Indoor Championship in April.

- The Board discussed the following motion made by the 3D Committee (at its August 2013 meeting):

MOTION #3D2013-06: To allow the use of cameras and cell phones on the 3D course during competition. A cell phone is permitted provided it is not used to create an unfair advantage for any competitor. The cell phone must be in silent mode. And that phone calls or text messages may be used in an emergency situation ONLY and must be made to the members of the Organizing Committee. The above motion will be implemented on a trial basis at the 2013 Canadian 3D Outdoor Championship. If this rule change is deemed to have been abused by competitors, the above motion will be null and void and the rule change will not apply after the 2013 Canadian 3D Outdoor Championship.

Moved by:  Steve Mitchell, Archery Alberta                     Seconded by:    Ray Nemethi, SAA               Carried

ACTION: The Board asked that J. Hooey involve the Rules Committee for its input around how to treat cases where the 'no texting rule' has been violated (noted in the above motion).

9.0       2014 Canadian Field & Target Championships: Update (T. Snooks)

- T. Snooks reported that planning and preparation for the Championships are going well and are on track. The Host Organizing Committee (HOC) is very strong.

- A. Wills added that the HOC has secured $25,000 in sponsorship for the Championship.

- For details, visit the website at: http://www.2014nationals.ca/

ACTION: S. Ogilvie to contact the Board for their travel plans and accomodation needs for the national meetings and Championships. DONE

10.0      High Performance Committee (HPC) Business

10.1      Highlights from HPC Meeting held November 16-17, 2013 & Recent Key HPC Activities

(A. Denys / S. Ogilvie)

- A. Denys referred the Board to the November 2013 HPC Committee meeting minutes which were enclosed with Board meeting package.

- A. Denys reported that the HPC is transitioning to him as the Chair and Ryan Van Berkel as the newly recruited Coordinator for Para-Archery. R. Van Berkel is the part-time Executive Director for ABAM and is also the part-time Executive Director for the Manitoba Wheelchair Sports Association.

- HPC held its annual meeting on November 16-17, 2013 in Winnipeg. HPC began its monthly teleconference meetings in January.

- Most of the required para-archery national team documents are completed and posted on the Archery Canada website or are nearing completion.

- World Archery is revising the para-archery classification system. All athletes must undergo classification.  The classification began at the 2013 World Para-Archery Championship in Bangkok, Thailand last November. Further classification will take place in 'classification hubs' in 2014 at selected competitions. The North American classification hub is being held in conjunction with the 2014 Arizona Cup (April 1-2). As a consequence of the new classification system being introduced, some international athletes will no longer be classifiable as para-archers and therefore will not be permitted to compete any longer in para-archery. On the other hand, some athletes may be re-classified and therefore moved into a new class while other athletes will not be affected and will remain in the same class. The new classification system will then go into effect the summer of 2014.

10.2      Presentation by Alan Brahmst, High Performance Consultant (A. Brahmst)

- S. Ogilvie welcomed Alan Brahmst, High Performance Consultant to the meeting. Board members met A. Brahmst at the dinner meeting held on Friday evening, January 31st.

- S. Ogilvie also welcomed Iain Brambell, OTP High Performance Advisor. Board members met I. Brambell at the 2013 AGM in Woodstock, NB.

- S. Ogilvie called on A. Brahmst to make his presentation. A. Brahmst first provided background on his high performance experience and expertise. He presented a slide presentation which provided details about the scope of work outlined in his contract with Archery Canada. He fielded questions and led discussion.

11.0      Judge Committee

11.1      Update on Committee Activities, Appointment of International Judges, Professional Development Opportunities (C. Parlee)

- C. Parlee reported that the judging program continues to run smoothly with Canadian judges gaining experience at the international level. Two more Canadian judges have been promoted to International Judge Status – Céline Gravel and Patti Middlebrough. The new Chair of the Judge Committee is Bob Pannell; he is fitting in well and doing a great job. B. Pannell has promoted 3 National Judge Candidates to full National Judge status - Maurice Lévesque, NB; Marcel Van Loo, SK; and Kathleen Millar, ON.

11.2      2014-15 Budget Request (C. Parlee / S. Ogilvie)

- C. Parlee reported that the Judge Committee has not requested additional funds for the coming fiscal year and so the proposed budget should be sufficient for FY2014-15.

- S. Ogilvie reported that the proposed FY2014-15 budget for the Judge Committee is $7,000. These funds are for professional development opportunities for the judges and para-archery national and international classifiers during FY2014-15 (e.g., subsidy to attend World Archery judge seminar, subsidy to officiate at international tournaments, subsidy to attend training for para-archery classifiers). The budget also includes the funds to stage the national judge clinic which is held each summer in conjunction with the Canadian Outdoor Championships. Of the total budget of $7,000, $1,500 is from the para-archery Sport Canada core funds and therefore is allocated to classifier professional development training or judge training specific to para-archery only.

- S. Ogilvie clarified that funds to cover the costs of judges officiating at Canadian Indoor and Outdoor Championships comes from a different budget line item (national competitions).

12.0      Format of Canadian Target Championship (T. Snooks)

12.1      Background & Discussion

- T. Snooks highlighted the feedback that she has gathered from members and registrants, in response to questions that she placed on the Archery Canada Facebook page. The highlights are as follows:

- Agreement that format changes will not be implemented in 2014.

- Discussion around whether the High Performance Committee (HPC) should dictate what format is to be used or whether HPC should only provide input. General agreement that it would depend on whether Archery Canada wishes to make the Canadian Championship a high performance event or have the Championship remain as it currently is (a mix of high performance and recreational).

- Suggestion to gather feedback from the Provincial/Territorial Sport Organization (P/TS) Council in June or July 2014 (prior to the Council meeting to be held this August in Lac La Biche).

12.2      Next Steps

ACTIONS:

#1.       T. Snooks to draft format options for consideration by the Board (formerly the EC).

#2.       S. Ogilvie to then forward the format options to the P/TSO Council for its input at the 2014 Council meeting to be held in Lac La Biche, AB. NOTE: As noted in the new governance model approved in August 2013, the Council is not a decision-making body but rather is an advisory body.

#3.       T. Snooks to gather further feedback from Archery Canada registrants while at the 2014 Canadian Target Championship in Lac La Biche.

#4.       T. Snooks to schedule and organize a 'town hall' meeting to take place at some point during the 2014 Championship.

#5.       Board to make decision on format.

#6.       S. Ogilvie to forward the Officials Committee and its ad hoc Rules Committee the decision made on the Championship format and request recommendations on rule changes to be made to accommodate the changes to the Championship format.

#7.       Rules Committee (through the Officials Committee) to forward its recommended rule changes to the Board for decision.

#8.       S. Ogilvie to communicate format and resultant rule changes to the Canadian Target Championship, to the membership and registrants. The changes will be implemented at the 2015 Canadian Target Championship.

#9.       S. Ogilvie to coordinate the incorporation of the changes into the Archery Canada rule book and hosting manual.

13.0      National Team Uniforms (R. Tataryn / S. Ogilvie / J. Hooey / A. Denys)

13.1      Status of Work Done to Date

- J. Hooey provided an update on the research that she has conducted on uniform providers based in Lethbridge, AB and Winnipeg. She displayed and shared information on the shirts and jackets.

- R. Tataryn provided an update on the research that he has conducted on uniform providers based in Brandon, MB (Storm Tech). ABAM is using Storm Tech as the provider of ABAM's uniforms. He shared a picture of the shirt design.

- A. Denys provided an update on the research that para-archer Bob Hudson has done on behalf of the national para-archery team. The para-archers have ordered shirts for unofficial national team events.

ACTION: J. Hooey, R. Tataryn & A. Denys to provide S. Ogilvie with the 'specs' and costs for shirts and jackets.

DECISION: Effective for the 2014 outdoor season, national team shirts & jackets are exclusively for national team athletes and staff. Non national team members will not be permitted to purchase national team shirts and jackets.

13.2      Request for Proposal (RFP) Process

13.3      Next Steps

- S. Ogilvie asked if we will undergo a request for proposal (RFP) process. To be confirmed.

ACTION: Board to decide whether a request for proposal (RFP) process will be followed.

14.0      Archery Canada Pins (S. Ogilvie)

14.1         Volunteer Recognition Pins (bronze, silver, gold & diamond)

- S. Ogilvie reported that the pins ordered were not of high visual quality. S. Ogilvie reported that he based the order on the review and approval of an electronic mock-up (rather than a 'hard' copy of the actual pin) that was provided by the new manufacturer. In hindsight, S. Ogilvie reported that he should have sent a sample of the 'hard' pin to the new manufacturer. Upon receipt of the full order of pins, S. Ogilvie realized that the pins were not of high quality from a visual perspective when compared to the previous pins in Archery Canada's inventory.

DECISION: Archery Canada to use the pins as 'trader pins' and make these pins available to national team members for $1.00 each (including handling & shipping).

ACTION: S. Ogilvie to obtain a quote for reproduction of the original FCA pins (same design & quality). Consequently, the Archery Canada name and logo will not be used for the volunteer recognition pins. The FCA logo will be used.

15.0      Archery CanadaMembership Database (A. Wills)

- A. Wills provided an update. The current database is primarily designed for ranking and will be used for 2014 ranking lists. Unfortunately, in its present design the database is not ideally suited to membership data collection and functionality.

- A. Wills recommended that Archery Canada use the IANSEO database system for its membership database. World Archery uses the IANSEO system.

ACTION: A. Wills to obtain and convey (to the Board) further information on training in the system for Archery Canada staff/volunteers.

16.0      Archery Canada Awards

16.1      Archery Canada Annual Achievement Awards (C. Parlee)

- C. Parlee referred the Board to the nominations contained in the meeting package. She presented the nominees for the various awards. C. Parlee led discussion which then led to a motion approving the recipients for 2013 (to be presented in 2014). The 2013 recipients will be announced and the awards presented at the 2014 AGM. The list of recipients will be published in the 2014 Annual Report.

16.2      Volunteer Recognition Awards (C. Parlee)

16.2.1   Nomination of Volunteers to be recognized with gold or silver pins

- C. Parlee, A. Wills and S. Ogilvie reported that they had not received any nominations for the Volunteer Recognition pins. No nominees were identified by the Board at this meeting.

- As is standard practice, silver volunteer recognition pins will be awarded to each Chairperson of the HOC for the 2014 Canadian 3D Indoor and Outdoor Championships and the 2013 Canadian Target/Field Championship. As well, a silver pin will be awarded to one other volunteer from each of these HOC, deemed by the HOC Chair to be worthy of receiving the silver recognition pin.

ACTION: S. Ogilvie provided two (2) silver recognition pins (at the Board meeting) to J. Hooey for the 2014 Canadian 3D Indoor Championship.

ACTION: S. Ogilvie to hand-deliver four (4) silver recognition pins to Rene Schaub for the 2014 Canadian 3D Outdoor and Target/Field Championships.

16.3      Presidential Citations (C. Parlee)

16.3.1   Nomination of Volunteers to be recognized with Presidential Citations

- C. Parlee, A. Wills and S. Ogilvie reported that they had not received any nominations for a Presidential citation.

DECISION: The Board nominated ___________ for a Presidential Citation.

ACTION: S. Ogilvie to have the Citation made and arrange for its presentation to _____________ at the 2014 awards banquet in Lac La Biche this August.

16.4      Judge Emeritus Award Recipients (C. Parlee)

- C. Parlee, A. Wills and S. Ogilvie reported that they had not received any nominations for the Judge Emeritus Award.

DECISION: No nominations from the Board.

ACTION: S. Ogilvie to contact Bob Pannell to confirm whether he has received any nominations or if he would like to nominate someone in his capacity as Chair of the Judges Committee.  DONE

- NOTE: Since the Board meeting, S. Ogilvie reported that he had received the nomination of _______________ from Ghislain Arsenault.

DECISION: ________________ nomination approved by the Board via email vote on February 20, 2014.

ACTION: S. Ogilvie to contact ___________, President of ________ and inform and ask if there is an _______ event at which ________ could present the Award to _____________.

ACTION: S. Ogilvie to have the Award made and arrange for its presentation to ______________ (in consultation with the provincial archery association member).

17.0      2014-2016 PSO/Archery Canada Agreements: Update (S. Ogilvie)

- S. Ogilvie reported that all but one agreement (PEI) has been signed.  Duncan Crawford, President of the PEIAA is expected to sign the agreement the week of February 3rd 2014. DONE

18.0      Finance Committee

18.1      2013-14 FY Budget Update (R. Tataryn / S. Ogilvie / C. Robertson)

- Archery Canada 2013-14 FY budget (approved by Board) and current statement of operations report enclosed with the meeting package

- R. Tataryn, S. Ogilvie and C. Robertson provided an update on the status of the 2013-14 FY budget. R. Tataryn reported that the cash flow is in very good shape and that the overall financial situation is healthy.

- C. Robertson provided a brief report on the variance between the budgeted amount versus the actual expenditures for FY2013-14. She reported that there is an over expenditure in the administration and meetings budget line items. She suggested that we increase the amount in these areas for the FY2014-15 budget. R. Tataryn agreed and stated that we will have to make cutbacks in other areas in order to accommodate for this increase.

18.2      2014-15 FY Contribution Application for Sport Canada Funding (S. Ogilvie)

- S. Ogilvie reported that the deadline for submission of the application for FY2014-15 is February 18th. The various reports and funding requests are nearing completion and are on target for completion in advance of the deadline.

- Core reference level support for mainstream (i.e., able-bodied) for FY14-15 is $264,500.

- Core reference level support for para-archery for FY14-15 is $82,500.

- Core reference level support for translation for FY14-15 is $12,000.

- A request for above reference funding support will be submitted for translation and the Gold Medal Profile high performance initiative.

18.3      Own the Podium Funding for 2014-15 FY (S. Ogilvie)

- S. Ogilvie provided an overview of the process and funds approved for FY2014-15. Archery Canada is a category 3 sport and therefore funding is for targeted athletes that have podium potential (able-bodied athletes) and gold medal potential (para-sport athletes).

- Para targeted individual athlete support: $25,000

- Able-bodied targeted individual athlete support: $75,000

18.4      2015 Pan / Parapan American Games – Approved Enhanced Funding for 2013-14, 2014-15 & 2015-16 Fiscal Years (S. Ogilvie)

- A hard copy of the funding breakdown of approved funds was distributed at the meeting by S. Ogilvie.

- These funds are for targeted athletes. The details on the approved funding over the 3 fiscal years is provided below.

Sport / NSF

Funding Area

13-14

14-15

15-16

Total

Funding

Archery - Para

Coaching

Training Camps & DTE (Daily Training Environment)

0
5,000

0
15,000

0
15,000

Competition

2,500

15,000

10,000

IST – Integrated Support Team
Other - Equipment

0
7,500

0
5,000

0
5,000

80,000

Sport / NSF

Funding Area

13-14

14-15

15-16

Total Funding

Archery –

Able-Bodied

Coaching

2,500

5,000

5,000

Training Camps (& DTE)

7,500

10,000

5,000

Competition

IST

Other - Equipment

0
0
0

5,000
0
0

5,000
0
0

45,000

18.5      2014-15 FY Budget

18.5.1   Draft Budget FY2014-15 (S. Ogilvie / C. Robertson)

- S. Ogilvie referred the Board to the draft budget for FY2014-15 that was enclosed with the meeting package.

- R. Tataryn 'walked' the Board through the draft budget for FY2014-15 (with assistance from and explanations provided where required from S. Ogilvie and C. Robertson). R. Tataryn led discussion on where cuts could possibly be made to allow for the needed increase in the administration and meetings budget line items. Some areas identified were high performance events (able-bodied and para), LTAD.

- Increase amount budgeted under promotion and communications to account for projected increase in work required by Webmaster in FY2014-15. The contracted Webmaster is registered for GST and therefore must charge Archery Canada for GST.

- Revisions to the draft budget will be done once confirmation is received this spring from:

i) Sport Canada for 'above reference request' for translation and Gold Medal Profile high performance initiative; and ii) CAC for NCCP projects.

ACTION: S. Ogilvie/C. Robertson to revise the draft budget for FY2014-15 based on the Board's discussion outlined above. The budget will then be finalized and circulated to R. Tataryn for review, feedback and approval. And then circulated to the Board for review and approval. Once approved by the Board, the budget will go forward to the membership for presentation and approval at the 2014 AGM in Lac La Biche, AB.

ACTION: S. Ogilvie & C. Robertson to identify ways that administration costs can be reduced.

18.6      Canadian Archery Foundation (R. Tataryn / C. Robertson)

18.6.1   Administration of the Foundation funds

- R. Tataryn provided an update on the Foundation. Currently $24,317 is in the Foundation account.

Archery Canada is the "caretaker" of the funds. It has no say in the use of the funds. Archery

Canada will continue in this role until such time that the Foundation is formally established and

registered. Currently the Foundation does not legally exist.

- A. Wills reported that he has had conversations with the COC's staff person responsible for the COC Foundation. There may be an opportunity for Archery Canada to obtain expertise and assistance to establish and manage our Foundation. A. Wills will report back to the Board when he has more information to share.

18.6.2   Transfer of $1.00 per Archery Canada member into the Foundation bank account for the membership year 2013 (for 2013-14 FY)

- As was approved several years ago, $1.00 of the membership fee paid to Archery Canada by each individual and family member, goes towards the Foundation.

ACTION: C. Robertson to transfer $1.00 per Archery Canada member from Archery Canada's business account into the separate bank account set-up for the Canadian Archery Foundation, for the membership year 2013. To be completed before the end of FY 2013-14.

18.6.3   Investment of Foundation funds into "medium risk investments

- Plans are still in place to invest the Foundation funds into "medium risk investments with a return of 4% to 7%", e.g., Bell Alliance, TransCanada Pipeline.

- R. Tataryn is the lead on this matter, in collaboration with S. Ogilvie and C. Robertson.

ACTION: R. Tataryn to research exactly where best to invest the Foundation funds (see above guidelines).

ACTION: R. Tataryn to then seek Foundation member's endorsement and proceed with investment (via national office staff).

MOTION #Board Feb2014-05:  Be it resolved that the balance of the principle in the 'Olympic Legacy Fund' and the 'Winnipeg Trust Fund' be transferred to the Canadian Archery Foundation account.

Moved by:         R. Tataryn                 Seconded by:       A. Denys                                   Carried

18.7      'Rainy Day' Fund

MOTION #Board Feb2014-06:  Be it resolved that the Archery Canada Board of Directors retain and rename the current 'Interest Fund Account' as the 'Archery Canada Reserve Operating Fund'. And that the 'Archery Canada Reserve Operating Fund' be used for contingency funding for the operation of Archery Canada.

Moved by:         R. Tataryn                 Seconded by:       A. Denys                                   Carried

19.0      New Governance Model & Bylaws (S. Ogilvie / R. Tataryn)

19.1         Update

- S. Ogilvie reported that Rachel Corbett of Sport Law & Strategy Group has been contracted to revise and write Archery Canada's resolutions, articles and bylaws to ensure they are compliant with the new Not-for-profit Act (which goes into effect October 1st 2014). S. Ogilvie continues to liaise with R. Corbett as required.

19.2      Overview & Discussion on New Governance Model (Structure)

- S. Ogilvie referred the Board to the new governance model that was included in the meeting package. The governance model is appended to these minutes (Appendix 2).  S. Ogilvie verbally highlighted the following excerpts from the summary report prepared by consultant Paula Jurbala and approved by the former Board of Directors (in August 2012):

-        Because Directors cannot be appointed, it is proposed that the High Performance Committee conduct a process to identify and select Athlete Representative(s), and that/those individual(s) stand for unopposed election at the Annual General Meeting, according to term limits.

-        Note that in the new Act, Directors and committee members do not have to be Archery Canada members (i.e. PSOs). In the recommended model, Director candidates are recruited from the Archery community by the Human Resources Committee, which has functions including those of a Nominating Committee.  An additional option is to designate a pool of "Registered Participants" as the current members of Archery PSOs, and draw Director and possibly candidates only from that pool. Alternately, Director and other committee volunteer candidates can simply be drawn from a wider pool of any interested persons, from within or outside Archery.

-        Finance and Audit, Human Resources, and Marketing and Communication committees reporting to the Board and chaired by Directors are added consistent with the directions of the strategic plan. The Human Resources committee, chaired by the President, has the key roles of recruitment and creation of policies, job descriptions, and practices favoring volunteer participation and retention. The High Performance and 3D High Performance Archery committees, reporting to the Board, are retained. The retention of a renamed 3D-HP committee was felt by the Executive Committee to be important to ensure sufficient support for continued 3D Archery activity.

-        The main function of the P/TSO Council is to facilitate two-way communication with Archery Canada and facilitate coordination of policy and programs. The Council makes recommendations, not decisions: to make decisions the members must convene a member's meeting, according to the bylaws.

19.3      Implications on: Business of the Board (formerly the EC) & the 2014 Board Elections

- S. Ogilvie reported that elections are to be held at the 2014 AGM for the following positions:

- V-P Finance & Administration (formerly called Administration & Marketing. Finance was contained in the administration portfolio)

- V-P High Performance

- V-P Development (formerly called V-P Committees & Projects)

- Athlete Reps (Able-Bodied & Para) are up for election in 2014. HPC will have to undergo the election process this spring in order to submit its recommendation for the election of the Athlete Rep at the 2014 AGM this coming August.

ACTION: S. Ogilvie to confirm the above.

ACTION: S. Ogilvie to review the bylaws and to clarify the process and procedures for election of the Athlete Rep to the Board. See the above excerpt from the governance model summary report. If necessary, S. Ogilvie will consult with Rachel Corbett of Sport Law & Strategy Group.

NOTE: The bylaws may need to be revised to ensure that it is clear that the HPC coordinates the election of the Able-Bodied and Para Athlete Reps and that the Reps are elected by the athletes. Furthermore, it must be clear that the HPC then recommends to the membership (prior to the AGM), the name of the Athlete Rep for election to the Board. Also ensure that we alternate between the Able-Bodied and Para Athlete Reps each year (AGM to AGM).

ACTION: S. Ogilvie to re-circulate the full governance report prepared by consultant Paul Jurbala, to the Board.

ACTION: A. Wills & S. Ogilvie to establish the Human Resource Committee (which as noted above has functions including those of a Nominating Committee).

ACTION: S. Ogilvie to then put out a call for nominations on behalf of the Chair of the Human Resources Committee (i.e., the President).

20.0      P/TSO Council Teleconferences (A. Wills / S. Ogilvie)

NOTE: P/TSO = Provincial/Territorial Sport Organizations (Archery Associations)

20.1      Schedule

- A. Wills led discussion about establishing a schedule for staging teleconferences between the Board and the P/TSO Council.

DECISION: Tentatively schedule a teleconference for April 9, 2014.

ACTION: S. Ogilvie to communicate request for a teleconference to the PSO/TSO Council.

- No decision made about a regular teleconference schedule. P/TSO Council to be solicited for input in this regard.

NOTE: Teleconference to be re-scheduled for May 2014 by which time we expect to have resolved the issue surrounding general liability insurance coverage for non-members (e.g., guests). Work in this area continues with BFL Canada and the underwriter. The actual date of the teleconference with the P/TSO Council is to be confirmed.

ACTION: S. Ogilvie to notify the P/TSO and Board about plans to hold a spring 2014 teleconference and to poll their availability for May date options.

20.2      Agenda Items for Spring 2014 P/TSO Teleconference

- A. Wills led discussion about possible agenda items for the April 2014 teleconference. Suggestions:

- General liability insurance

- Update on work being done on the Archery Canada resolution, articles and bylaws (to ensure compliance with the new Not-for-profit Act. This agenda item will be led by Rachel Corbett (consultant with The Sport Law & Strategy Group).

- Staffing & HP consultant update

- Meetings schedule in Lac La Biche

- Elections at 2014 AGM

- Archery Canada Reserve Operating Fund

- Proposed new format for Canadian Target Championship

21.0      2014 P/TSO Council Meeting & AGM: Lac La Biche, AB, August 2014 (A. Wills / S. Ogilvie)

- S. Ogilvie referred the Board to the current Championship and meeting schedule posted on the Championship website. See the schedule appended to these minutes (Appendix 3). The schedule was last updated on November 10, 2013. Note the deletions and additions contained in the schedule based on discussions at the February 2014 Board meeting (also see notes from discussion below).

21.1      Council Meeting Date & Time

- Thursday, August 7th immediately following the AGM (scheduled for 6:00pm).

- Location: Parkland 2 (host hotel)

21.2      AGM Meeting Date & Time

- Thursday, August 7th @ 6:00pm

- Location: Parkland 2 (host hotel)

ACTIONS: S. Ogilvie to contact Rene Schaub of the Host Organizing Committee for the 2014 Canadian Archery Championship and ask that he arrange for the following revisions to the Championship schedule posted on the Championship website:

i)                DELETE: Board supper and meeting (the former Board) scheduled for Friday, August 8th 2014.

ii)               DELETE: "Tentative time" currently noted under the AGM scheduled for Thursday, August 7th at 6:00pm.

iii)              ADD: NO supper will be provided at the AGM.

iv)             DELETE: "Tentative time" currently noted under the 3D National Committee meeting scheduled for Friday, August 1st at 1:00pm.

v)              ADD: Provincial/Territorial Council meeting to immediately follow AGM scheduled for Thursday, August 7th at 6:00pm.

22.0      New Business (A. Wills)

22.1 Update on National Travel Kit

- A. Wills provided an update. The Host Organizing Committee (HOC) for the 2014 Canadian Outdoor Championships in Lac la Biche has the travel kit. The travel kit currently consists of the following:

timers and displays; PA system; and computer. The timers still work well. AANB bought the butts and numbers at the completion of the 2013 Championships in Woodstock, NB.

- A. Wills suggested that we get rid of the computer at the completion of the 2014 Canadian Outdoor Championships.

ACTION: A. Wills to ask Rene Schaub, Chair of the HOC to recycle the computer at the completion of the 2014 Canadian Outdoor Championships.

- R. Tataryn stated that ABAM may use the timers for the 2015 Canadian Outdoor Championships in Winnipeg.

- A. Wills stated that we need to save the program from the computer hard drive to a memory stick so that we have the program on file.

ACTION: A. Wills to contact Randall Jones and ask him to transfer the program to a memory stick and to also update the program.

22.2 Update on PayPal and Bean Stream Payment Methods

- Christine Robertson provided some background on our current payment system, the Moneris phone system for credit card payments. The service charges are fairly expensive. To make purchases or payment on PayPal, the individual must be a member of PayPal.

- C. Robertson provided some background on another payment system called Bean Stream. It is a Canadian company. It accepts credit cards. Its service charges are $15/month.

- T. Snooks suggested that we look into email transfer as a potential method of payment. Some discussion ensued.

ACTION: C. Robertson to obtain information about email transfers from Archery Canada's Accounts Manager at RBC.

- C. Robertson stated that we will still need to provide credit card payment as an option available to our clients/members.

ACTION: C. Robertson to conduct further research into what payment method will best serve Archery Canada's needs and budget. And to report back to the Board in the spring of 2014.

23.0      Meeting Adjournment (A. Wills)

- A. Wills called for a motion to adjourn the meeting.

MOTION #Board Feb2014-7:  That the Archery Canada Board of Directors meeting for February 1st – 2nd 2014 be adjourned.

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

Meeting adjourned at 1:00pm on Sunday, February 2, 2014.

Appendix 1

President

Board of Directors Report

February 1-2, 2014

I am still very pleased with the state of Archery Canada, there is plenty to do and we have lots of work to do as always, but I feel we are making progress. Great progress when you consider our size! You are the reason for the good work we do and I very much appreciate your dedication to our sport. I am pleased to welcome Alec Denys to this forum, he has already shown great leadership for the HPC.

Our office is running well, Scott Ogilvie, Laura Kiraly, and Christine Robertson are managing to keep up with the association. However, too much of their time is spent on insurance matters, membership and travel. Staffing continues to be a great concern. While we have been waiting for more government funding, the reality is that we cannot continue to operate the way we are. We have taken some steps toward hiring a High Performance Manager, which we will talk about during this meeting. My priority here is that this position relieves Scott of some duties, not adds to them.

I (with some input from Joan) worked on a number of projects last year largest by far was the scoring database. This was a huge time consumer and took up an inordinate amount of time with ultimately disappointing results. Not that anyone can see any problems, but there are many 'time bombs' there 'ticking away'.

I also ran the Canadian Regional Indoor Championship last year. We have a new volunteer in place for the 2015 Championship, Sarah Gray (one of Joan McDonald's 2015 Pan American Games volunteers). Sarah is very keen and I am confident she will do a good job. I have always enjoyed this project.

It is good to see all of you anticipating our needs. It is always much easier to look ahead than to manage by crisis. The Nationals format will always be something we discuss, but it is good to be on top of the discussion about whether the traditional FITA round stays or not.

We completed the strategic plan last year and now are now well into the implementation of our new governance structure (we are now the Board, the term Executive is not used any longer). I want to move to more specific archery issues as our focus this year. It has been our dream for a while; I hope this is our year!

There are a number of our projects that need new life and new structure. Hopefully we can resolve some of these with those that are anxious to help. One of our mandates from the plan was a way to assess and encourage volunteers; this needs our immediate attention. If we can continue our great work together I am confident we can continue to grow in most areas. I believe one of our biggest challenges is getting volunteers to complete assigned tasks without supervision and to keep up with our 'no arms and legs, no program' approach!

Respectfully submitted by,

Allan R. (Al) Wills

President

Appendix 1

V-P Administration & Marketing

Board of Directors Report

February 1-2, 2014

Another year has ended with our Executive looking ahead to implementing changes to our structure at Archery Canada. Although the structure may be changing, the volunteers and staff at Archery Canada remain dedicated to serving the membership and archers in Canada.

The Executive welcomes suggestions and comments from our archers. I was fortunate enough to engage our archers this past summer at our Canadian Championships in New Brunswick. Although there may be differences in opinions on how events and programs should be run, the desire to improve our organization is common amongst all.

I would like archers to understand that it is their responsibility and obligation to ensure that our organization is free from harassment and abuse.  Should you see any occurrences of such unacceptable behaviour, please take action.  Do not believe that if you ignore a situation that it will get better or be "ok".  Actions that are unacceptable cannot be tolerated, and the onus is on all of us to ensure we step forward, not backward.  Remember, awareness and discussion is key.  If you're not sure, ask!

On the financial side of the organization, I am pleased to state that the organization remains strong and well underpinned. Our Executive Director and his staff have ensured that the maximum amount of funding is applied for through Sport Canada. We are fortunate that archery is recognized as a growing sport and is developing potential for future champions. The Executive has long range plans to increase opportunities for funding, and you will be hearing more about this in the coming fiscal year.

Members must understand that our budget is determined to some extent by the direction provided by Sport Canada.  Success in our designated high performance programs will lend itself to growth and future support to all areas of archery.

Respectfully submitted by,

Robert Tataryn

V-P Administration & Marketing

Appendix 1

V-P 3D Programs

Board of Directors Report

February 1-2, 2014

The 2014 Archery Canada (AC) Indoor 3D Nationals are being prepared for by the Lethbridge Bowbenders Archery Club and the Stavley Archery Lanes.  The dates are April 18 - 20, 2014.  The logo has been designed and a poster produced.  Information is up on Facebook and the website is just about up and running.  We will be using the same website that was used last year.  Registrants from last year will already be in the system and, thus, save time.

The 2014 AC Outdoor 3D Nationals will be in Lac La Biche, Alberta.  Preparations are well underway.

At the 2013 3D Committee meeting in Woodstock, the committee tasked three representatives to look at the categories and see if some could be eliminated.  After the recommendations were submitted, the 3D Committee voted to eliminate two categories - Bowhunter Fingers (BHF) and Hunter Fingers (HUNF). The archers who choose to use their fingers to release the string will be put with the release shooters in Bowhunter Release or Hunter class.  There was also a recommendation made that if there are less than four archers in a class, that the archers be put into another class.  Unfortunately, this may be difficult to accomplish. If any categories are to be eliminated, the implementation of the changes cannot occur until after the 2014 Canadian 3D Indoor Championship in April.

The 2013 AC 3D team traveled to Sassari, Italy in October to participate in the World Archery 3D Championship.  This was the largest team that Canada has sent to date.  There were eleven competitors.  Ann Neumeyer was the team leader and did a wonderful job.  Fred Streleoff was the highest ranked Canadian. He placed fifth in the Instinctive category.  I placed fifteenth in the Women's Compound category and Lana Perry was sixteenth.  Unfortunately, the rest of the team members did not make the first cut.  Because the team members must provide their own funds and there is no way to rectify the problem, it is often difficult for our best shooters to attend the World Championship.

Even though they pay their own way, I personally believe that there should be standards set to qualify to be on the team.  To this point, we have named the top three archers per category regardless of scores.  I don't think that requiring the archers to have scores that would make the cut to sixteen is unreasonable. This is a topic that will be discussed at the 3D Committee level (via teleconference) in the next month or two.

The 2015 team will be chosen after the 2014 AC Outdoor 3D Nationals in Lac La Biche. So far only nine archers have indicated a desire to be on the team.  Men's Compound - 3; Women's Compound - 2; Men's Instinctive - 1; Women's Barebow - 1; Men's Barebow - 1; and Women's Longbow - 1.  If they all go, this would be the first time that Canada would have the chance for both a Men's and Women's team to shoot the team round.

Respectfully submitted by,

Jude Hooey

V-P 3D Programs

Appendix 1

V-P Committees and Projects

Board of Directors Report

February 1-2, 2014

1.     Participated in all Executive discussions as required.

2.     Judging program continues to run smoothly with Canadian judges gaining experience at the international level. Two more of our Judges have been promoted to International Judge Status – Céline Gravel and Patti Middlebrough. Our new Chair of the Judge Committee, Bob Pannell is fitting in well and doing a great job. Bob has just promoted 3 National Judge Candidates to full National Judge status - Maurice Lévesque, NB; Marcel Van Loo, SK; and Kathleen Millar, ON.

3.     Bruce Savage continues to be the Chairperson for the Coaching Certification Committee. The members of the Committee continue to work together to ensure that tasks are completed.

4.     Answered several questions about the 2013 Archery Canada awards. Thanks to the High Performance Committee who ensured we had a nomination for each Award.

5.      None of the committee chairpersons have indicated that they have additional financial requirements for the coming year so the budgets we have in place should be sufficient for FY2014-15.

Respectfully submitted by,

Charlene Parlee

V-P Committees and Projects

Appendix 1

V-P Events and Services

Board of Directors Report

February 1-2, 2014

Coaching Development Committee: This Committee is currently on hold.

2013 Archery Canada 3D, Target & Field Championships: The major highlight of the Target Championship was the world record shot by Christopher Perkins. A total of 179 archers competed. It was very convenient that all events were held at the same complex (Target, Field, 3D and Senior World Trials).  We had a large contingent from the United States (the American Junior Team). Some of the challenges for the Championships were as follows: i) the challenges surrounding the National's format;ii) the lack of volunteers for the Target Championship (there were plenty for 3D); and iii) concerns raised by archers around how the cut was determined for the Archery Canada Open.

2014 Archery Canada 3D, Target & Field Championships: Planning for the 2014 Canadian Outdoor Championships in Lac la Biche, Alberta,is well underway. The 24 target field course is complete. The logo for the Championships is also completed.  Work is currently being done on the 4th 3D trail; in total there will be four 20 animal courses. Work on the target location has been started where there will be room for 85 buttresses. The 3D and Field course will be at an outdoor range (5 miles from town) and the Target portion will be held about 2 kilometres from the outdoor range. There will also have plenty of room for camping and parking.  Please note there could be a lack of rooms due to an influx of jobs at that time in the town.

2015 Canada Winter Games: There is not a significant update over last year's report at the 2013 AGM.   The status from last year is as follows: The 2015 Canada Winter Games (CWG) will be hosted by Prince George, British Columbia, from February 13th - March 1st. The President Al Wills has appointed Ken Cameron, President of BCAA, as the Technical Representative for the 2015 CWG. The 2011 CWG's Technical Representative, Phil Parlee remains a helpful resource to K. Cameron and Archery Canada in the lead-up to the 2015 CWG. Thank you to both K. Cameron and P. Parlee.

2019 Canada Winter Games: Request letter has been sent to the host committee to include archery into the 2019 Games.  There was a fair amount of work that went into this letter.   No other updates at this time.

COPARCO MICA Mail Match: No update to my report presented at the 2013 AGM.

Archery Canada Indoor Mail Match Program: No update to my report presented at the 2013 AGM.

Outdoor Mail Match Program: Last year we had a new program, the Outdoor Mail Match.   The Outdoor Mail Match is a series of Archery Canada 720 Rounds shot between June 1st and September 30th. Coordinator Darcy Dean was pleased with how the tournament ran and has committed to serving as Coordinator again this year.  One change he would like to make is for archers to not be able to enter more than one category as it seems archers entered categories just for a medal.

Canadian Regional Indoor Championship: We have recruited a new coordinator for the 2015 Canadian Regional Indoor Championships. Sarah Gray (Ontario) is very keen on the position and ready to make changes to the way we organize/collect data.

Competition Development has CAC Conditional Approval:

A workshop was held, at Archery Canada's request, to have Coaching Association of Canada (CAC) facilitators deliver a Master Evaluator Training workshop.  The Evaluator training was the last requirement to have Archery Competition Development awarded conditional approval by CAC.  This now allows Archery Canada to move forward officially to train and certify Comp Dev Coaches.

Each Provincial/Territorial Archery Association now has a Competition Development Master Learning Facilitator (MLF) and a Competition Development Master Evaluator (ME) recorded in the CAC's Locker database. The MLF's can start the training of Competition Development coaches and training Competition Development Learning Facilitator's if there is a need to have more than one Competition Development Facilitator in your province/territory.

Final approval of this context will require translation of the material and will probably take some time to complete

Respectfully submitted by, Trina Snooks, V-P Events and Services

Appendix 1

V-P High Performance

Board of Directors Report

February 1-2, 2014

·       Currently transitioning the role of Para Coordinator from Alec Denys to Ryan Van Berkel.

·       HPC holding regular monthly teleconferences under the new chair Alec Denys.

·       HPC has developed a "pool" of team leaders and support staff for team events.

·       The following 2014 para-archery documents have been developed and communicated: majors list, funding priorities, team selection criteria, ranking criteria and carding criteria.

·       OTP funding submissions for para and able-bodied side have been submitted and received favorably by OTP.

·       HPC has developed and implemented a policy, re., mandatory CCES online doping education for all team members going to tournaments where AC must do the registration.

·       Athlete and team staff agreements have been revised for the 2014 season.

·       The following 2014 able-bodied archery documents have been developed and communicated: carding criteria, and target event prioritization. Work is ongoing on team selection criteria for able-bodied events.

·       A committee has been struck to review the current able-bodied ranking system.

·       2014 Canada Cup awarded to the Timberland Bowbenders of Prince Albert, Saskatchewan.

Respectfully submitted by,

Alec Denys, V-P High Performance