Executive Committee Minutes Jan 28-29 2012

ARCHERY CANADA / TIR À L’ARC CANADA

Executive Committee Meeting

Ottawa – Lord Elgin Hotel

Board Room 800, 8th floor *

Saturday & Sunday, January 28-29, 2012

Saturday - 8:30am - 5:00pm & Sunday - 8:30am - 3:00pm

MINUTES

 

Present:           

Al Wills, President

Jude Hooey, V-P, 3D Programs

Charlene Parlee, V-P Committees & Projects (joined via skype due to flight cancellation caused by poor weather)

Robert Tataryn, V-P, Administration & Marketing           

Trina Snooks, V-P Events & Services

Scott Ogilvie, Executive Director

Guests:

Paul Jurbala, Consultant (present for afternoon of Saturday, January 28th)

Steve Goodwin, Program Officer, Sport Canada (present for afternoon of Saturday, January 28th)

Phil Parlee, Technical Representative, 2011 Canada Winter Games (joined via skype for agenda item 9.0 - 2015 Canada Winter Games)

1.0       Introductions, logistics, administrative items

- The President, A. Wills called the meeting to order at 8:45am.

- A. Wills welcomed Executive Committee (EC) members.

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

- Due to T. Snooks flight delay (due to poor weather), agenda item 2.0 Archery Canada Governance, was re-scheduled for after lunch in order to ensure T. Snooks was present to participate. As well, some other agenda items were tabled until after T. Snooks’ arrival.

 

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

MOTION #ECJan2012-01: To accept the agenda as presented/amended.

Moved by:  J. Hooey                             Seconded by:    R. Tataryn                    Carried

 

3.0       Approval of the August 10th 2011 Executive Committee (EC) Meeting Minutes (A. Wills)

MOTION #ECJan2012-02: To accept the minutes of the August 10th 2011 Executive Committee meeting minutes as presented/amended.

Moved by:  R. Tataryn                           Seconded by:    C. Parlee                                  Carried

4.0       Business Arising from the August 10th 2011 Executive Committee meeting minutes

4.1       Agenda item 4.7: Registration Fee for 3D Tournaments Registered with Archery Canada

(J. Hooey)

- J. Hooey reported that she recently polled the 3D Committee on the issue of charging a registration fee beginning in 2012. The response was a resounding ‘no’. Clubs don’t see ‘value for the money’ by registering 3D tournaments.

- S. Ogilvie reported that provincial 3D and Canadian 3D championships are registered with Archery Canada (at no charge to date).  

- J. Hooey called for a motion to reverse the Executive Committee motion from the August 10th 2011 meeting, which called for a charge of $10.00 registration fee for 3D tournaments beginning in 2012..  

MOTION #ECJan2012-03: To postpone the requirement of a 3D tournament registration fee for 2012 (indoor and outdoor 3D tournaments). A registration fee of $10.00 will be charged for 3D indoor and outdoor tournaments taking place on or after January 1st 2013.

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


 

5.0       EC Reports

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

- A brief verbal report provided. A busy year on many fronts. Things are going well; no outstanding matters.

 

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

- See report appended to these minutes (Appendix 1). S. Ogilvie added a brief update on current activities undertaken by Bruce Savage, Chair of the Coaching Certification Committee. S. Ogilvie provide a brief update on activities undertaken by Meaghan Peters, Chair of the Coaching Development Committee.

- S. Ogilvie added that Meaghan Peters, Chair of the Coaching Development Committee, is not getting much response from the provincial associations on what they feel the role of the new Committee should be.

 

5.3       V-P 3D Programs

- See report appended to these minutes (Appendix 1). Added the following verbally: i) The HOC for the 2012 3D Indoor Championship is well organized and is “ready to go”; and ii) the website for the 2012 3D Outdoor Championship is “up and running” and is linked to the Archery Canada website.  

ACTION: S. Ogilvie to confirm if a final report was received from the Host Organizing Committee (HOC) of the 3D Outdoor Championship. If not received, S. Ogilvie to contact the Chair of the HOC.

 

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

- A brief verbal report provided. Matters in portfolio are going well.

- R. Tataryn reported that he, Christine Robertson and S. Ogilvie will look into investing the Foundation Canadian Archery Foundation funds into “medium risk investments with a return of 4% to 7%”, e.g., Bell Alliance, TransCanada Pipeline.

- The $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 2011 (and all subsequent membership years for the duration of the 2011-2013 PSO/Archery Canada Agreement). To be completed before the end of each fiscal year.

- R. Tataryn reminded the EC was authorized by the Board to set-up an employee severance reserve from the Olympic Legacy Fund interest. (See 2011 Board meeting minutes - MOTION #Board2011-06). R. Tataryn reported that he, C. Robertson and S. Ogilvie will address this matter further in the new fiscal year.

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

- See report appended to these minutes (Appendix 1)

 

5.6       Executive Director (S. Ogilvie)

- A brief verbal report provided. A busy and successful year. S. Ogilvie thanked the EC for its support.

MOTION #ECJan2012-04: To accept the reports as submitted or verbally presented.

Moved by:         J. Hooey                       Seconded by:                T. Snooks            Carried

6.0       Insurance (S. Ogilvie)

            6.1       2012 Insurance Policy Update

- S. Ogilvie provided a brief update on the status of the insurance policy with BFL Canada for the 2012 calendar year. The commercial general liability policy is in place and so too is the Directors and Officers (D & O) policy for Archery Canada and the provincial associations that have opted into the D & O policy for 2012 (the D & O policy is an optional policy available to the provincial associations).

 

7.0       Staffing (S. Ogilvie)

            7.1       Administrative Support

- S. Ogilvie provided a brief verbal report on current part-time staff. Christine Robertson has worked out very well as the bookkeeper (works one day per week). Laura Kiraly continues to work 3-6 hours per week with a primary focus on coordination of membership with the provincial associations. Laura also provides administrative support in other areas (e.g., Canadian Regional Indoor Championships, Mail Match. ). Both Christine and Laura do excellent work for Archery Canada.

           


 

7.2       Technical Support

- S. Ogilvie reported that the recent approval of Own the Podium (OTP funding for 2 Olympic athletes will result in a small but important amount of funds to go towards administration. These funds along with a small amount of other Archery Canada funds can be used to hire C. Robertson an additional day per week, to assist with administrative matters pertaining to the High Performance program. C. Robertson has expressed interest in this possibility. Beginning in the new fiscal year, this can off-load some of the work that Joan McDonald presently does as a volunteer. The EC supported this plan. 

 

8.0       Merchandise, Inventory & Warehousing Update (S. Ogilvie)

- S. Ogilvie referred the EC to the most recent inventory listing from Wills Transfer warehouse (enclosed with EC meeting package). Discussion on eventual intent to no longer require warehousing at Wills Transfer. Warehouse or archive all other items at the national office or at  a small storage outlet close to the national office. For example, eventually move all CanBow products to the national office for storage and order fulfillment.

DECISION: To continue warehousing at Wills Transfer until we have had a chance to determine what items currently warehoused can be thrown-out, recycled and archived or warehoused at the national office and/or elsewhere.

- Discussion on what to do with the remaining judge shirts in the warehouse. S. Ogilvie reported that there are currently 77 large and 10 X-L golf shirts at the warehouse. Suggestions: i) ship to the PSOs for distribution as they each deem it appropriate; ii) give to Ghislain Arsenault, Chair of the Judge Committee for distribution as he deems appropriate. Distribution could be done at the 2012 Canadian Target Championship in Victoria.

DECISION: No charge for the judge shirts.

DECISON: The EC prefers option ii) be implemented.

ACTION: S. Ogilvie to contact G. Arsenault and ask if he would agree to implementing option ii) above.

NOTE: G. Arsenault has since agreed to distribute the judge shirts at the 2012 Canadian Target Championship.

ACTION: S. Ogilvie to ship the shirts to Victoria in early August.

 

9.0       2015 Canada Winter Games (S. Ogilvie/Phil Parlee)

9.0  Dates & Location

- S. Ogilvie reported that the 2015 Canada Winter Games (CWG) will be hosted by Prince George, BC, Feb. 13th - March 1st.

 

9.1  2015 Technical Representative

- S. Ogilvie reported that at present there is no volunteer from BC recruited yet to serve as the Technical Representative for the 2015 CWG.  The deadline for submission of the name of the Technical Representative to the Canada Games Council is February 1st 2012. S. Ogilvie informed the EC that Phil Parlee of Sussex Corner, NB has volunteered to serve as the interim Technical Representative, until such time that a Technical Representative is appointed by the EC. P. Parlee was the Technical Representative for the 2011 CWG in Halifax.

MOTION #ECJan2012-05: To appoint Phil Parlee as the interim Technical Representative for the 2015 CWG.

Moved by:         T. Snooks                     Seconded by:    R. Tataryn                                Carried

MOTION #ECJan2012-06: To contact BCAA for a potential candidate to volunteer to serve as the Technical Representative for the 2015 CWG.

Moved by:         J. Hooey                       Seconded by:    R. Tataryn                                Carried

NOTE: Since the EC meeting, BCAA identified and recommended Ken Cameron as its candidate for the Technical Representative position for the 2015 CWG. President A. Wills has since appointed Ken Cameron as the Technical Representative for the 2015 CWG.

- P. Parlee joined the EC meeting via skype along with C. Parlee. He presented his recommendations to the EC concerning: i) age category; and ii) eligibility restrictions.

- EC discussion. EC agreement to support the recommendations and to add one further recommendation.

- EC agreement to add a restriction that any age eligible athlete that has competed at a Senior World Championship is not eligible to compete at the CWG. Those age eligible athletes that have competed at World Cups, World Youth Championships or Universiade are eligible to compete at CWG.

ACTION: S. Ogilvie to submit to the Canada Games Council, by February 1st 2012, the following information for the 2015 CWG: i) name of the Technical Representative; ii) Age Category; and iii) Eligibility Restrictions.

- See Appendix 2 appended to these minutes for the recommendations to be submitted to the Canada Games Council.

 

10.0      3D Committee Business (J. Hooey)

            10.1      2012 3D Canadian Indoor Championship Update

- Championship to take place Easter weekend - Sat-Mon, April 6th - 8th in St. John, BC.

- See J. Hooey’s report (Appendix 1)

 

            10.2      2012 3D Canadian Outdoor Championship Update

- Championship to take place Saturday-Monday, August 4th - 6th in Vernon, BC at the Silver Star Mountain Resort.

- 3D Committee meeting to take place Friday, August 3rd @ 1:00pm

- See J. Hooey’s report (Appendix 1)

 

            10.3      2012 3D Committee Meeting Update

- Meeting scheduled for Friday, August 3rd at1:00pm.

ACTION: J. Hooey to inform 3D Committee members.

 

10.4      Recommendations from 2011 3D Committee Meeting

                        - No recommendations to bring forward to the EC 

 

10.5      Registration Fee for 3D Tournaments Registered with Archery Canada

            - Addressed under agenda item 4.1 above.

10.6      2013 3D World Championship

- J. Hooey reported that she and Peter Garrett (Ontario Rep on the 3D Committee) have drafted the National Team selection criteria for the 2013 World Championship. The selection criteria will be circulated soon to the 3D Committee for feedback. The intent is to select the Team well in advance of the 2013 3D World Championship.

- The 2013 3D World Championship has not yet been awarded by World Archery.

ACTION: A. Wills to contact the World Archery 3D Committee to see if he can find obtain information about dates, location and venues for the 2013 3D World Championship.

NOTE: A. Wills has since confirmed with World Archery that the 2013 3D World Championship will likely take place in Europe (and if so in Italy). A final decision by World Archery is expected by this summer.

 

11.0      Judge Committee

            11.1      Update on Recruitment of Chair

- C. Parlee reported that Ghislain Arsenault (as agreed) remains as Chair of the Judge Committee until a replacement is recruited.  Randall Jones (a member of the Committee) has declined to serve as Chair, stating that he wishes to focus on the development of judging in his province (Ontario). 

ACTION: C. Parlee to approach Randall Jones again about the Chair position in the spring (2012).

 

11.2      Update on Committee Activities, Appointment of International Judges, Professional Development Opportunities

- See C. Parlee’s report (Appendix 1)

 

            11.3      Highlights from August 9th Meeting with Judges

- S. Ogilvie provided a brief verbal report on the highlights of the meeting he had with the judges at the judge training clinic in Delisle, SK. He reported that there was much discussion about judge shirts. See agenda item 8.0 above for current inventory. S. Ogilvie reported that the judges are interested in purchasing new shirts similar to that available to athletes and staff through Toxofil.

ACTION: S. Ogilvie to ask Toxofil to produce a mock-up of possible designs with prices. S. Ogilvie will forward the design and price information to Ghislain Arsenault for circulation to the Judge Committee for feedback.


 

12.0      Archery Canada Annual Achievement Awards

12.1      2011 Nominations Received & Selection of Recipients

- C. Parlee referred the EC to the list of nominees circulated as part of the meeting package. The EC reviewed and discussed the various nominations received by the deadline and arrived at its decision for award winners.

- The President called for a motion to approve the Archery Canada Achievement Award winners.

 

12.2      Volunteer Recognition Awards

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

- The Chairs of the Host Organizing Committees (HOC) for the 2012 3D Indoor and 3D Outdoor Championships, and the Outdoor Field and Target Championships will be recognized with silver pins.

- No nominations were received and no nominees were identified by the EC at this meeting.

- S. Ogilvie reported that the inventory of diamond pins is zero (0) and that the supply of gold pins is low. He reported that he will coordinate production of new pins.

ACTION: S. Ogilvie to order production of new bronze, silver, gold and diamond pins through Awards Canada (makers of the Canadian Championship medals).

12.3      Presidential Citations

            12.3.1   Nomination of Volunteers to be recognized with Presidential citations

- Discussion on potential recipients of Presidential Citations. The President called for a motion to approve the Presidential Citation recipients.

ACTION: S. Ogilvie/A. Wills to co-produce the Presidential Citations.

 

12.4      Update on Judge Emeritus of Archery Canada recipients

- S. Ogilvie referred the EC to the list of recipients of Judge Emeritus contained in the August 10th 2011 EC minutes and also provided below. The excerpt from the August 2011 minutes is as follows:

Four long-time Canadian judges will be recognized by the Judges Committee/Archery Canada with the Judge Emeritus of Archery Canada title and a Gold Volunteer Recognition Pin.  Those to be recognized are as follows: are noted below.

- Sylvio Beauregard

- Patricia (Pat) Ukrainetz

- Robert (Bob) Sheppard

- James (Jim) Wiebe

The Judge Emeritus of Archery Canada certificate will be designed by G. Arsenault. The certificates and gold pin will be delivered to each recipient by S. Ogilvie.

           

- S. Ogilvie reported that Ghislain Arsenault designed the certificate. G. Arsenault then arranged for the certificates to be mounted on a wooden plaque. S. Ogilvie reported that the plaques were very professional and attractive looking. The plaques and gold pins and an accompanying letter have been sent to each of the recipients or have been sent to the appropriate provincial association for presentation to the individual.

- The EC acknowledged the excellent work done by G. Arsenault on the establishment of this award. The President asked for thanks and appreciation to Ghislain Arsenault be recorded in the EC minutes. 

- To date, no nominations have been received for 2012 recipients of the Judge Emeritus of Archery Canada.

 

13.0      High Performance Committee Business

13.1      Highlights from HPC Meeting held December 4-5, 2011 (S. Ogilvie)

- S. Ogilvie referred the EC to the 2011 HPC minutes that were enclosed with EC meeting package. He provided a brief overview of the key issues and recommendations. 

13.2      National Team Uniforms

13.2.1   2009-12 Agreement with Toxofil (S. Ogilvie)

- S. Ogilvie referred the EC to the 2009-12 agreement with Toxofil enclosed with EC meeting package. The agreement comes to a close on December 31st 2012.

13.2.2   National Team Uniforms post-2012

- S. Ogilvie asked for clarification on the request for proposals (RFP) process that was used for the current agreement. He also asked for suggestions on the timing and process for the next round of RFP.

- Due to a lack of time and more pressing agenda items, this agenda item was tabled to later in the agenda or to a later date should no time be available at this meeting.

ACTION: S. Ogilvie and R. Tataryn to discuss the RFP process and timing at a later date. And to  seek EC and HPC input at a later date.

14.0      LTAD Update (T. Snooks/S. Ogilvie)

            14.1      Project/Activity Update

- T. Snooks/S. Ogilvie provided a brief update on LTAD activities.

 

14.2      LTAD Survey – Findings & Implications

- Consultant, Paul Jurbala was contracted to conduct an on-line LTAD survey. A request asking Archery Canada members to complete the survey was communicated by email to committees, coaches, athletes and was also communicated via the electronic newsletter.

- A summary of the survey results and outcomes will be posted on the Archery Canada website.

 

15.0      Finance (R. Tataryn)

15.1      2011-12 FY Budget Update (R. Tataryn/S. Ogilvie/C. Robertson)

- R. Tataryn and S. Ogilvie provided a brief update on the status of the 2011-12 fiscal year (FY) budget. S. Ogilvie reported that the cashflow situation is good and that he and C. Robertson are following-up on aging receivables. S. Ogilvie also reported that the 4th quarter instalment from Sport Canada for the 2011-12FY was recently received and deposited.

 

15.2      2012-13 FY Budget (R. Tataryn)

- R. Tataryn outlined the timelines and process for drafting the next FY budget. The budget will go to the Board for approval at the 2012 Board meeting in Victoria, BC this coming August. The budgeting exercise will be done under agenda item 16.0.

 

15.3      2012-13 FY Contribution Application for Sport Canada Funding (S. Ogilvie)

- S. Ogilvie briefly outlined the timelines and process for submission of the contribution application to Sport Canada for 2012-13FY. 

 

15.4      Own The Podium Funding for 2012-13 FY (S. Ogilvie)

- S. Ogilvie provided an overview of the Own The Podium (OTP) funding process and funds approved for 2012-13 FY. S. Ogilvie and Joan McDonald made a presentation to OTP on December 7th 2011. Following the meeting there was much follow-up required by them to complete the application process for OTP funding, before the Christmas break. The meeting itself and the lengthy and comprehensive work and preparation both before and after the meeting, proved to be very valuable. In the end the results proved successful. OTP approved the funding of two targeted ‘able-bodied’ archers (Jay Lyon and Crispin Duenas) and one targeted para-archer Kevin Evans for the 2012-13 FY. Funds for these athletes will go towards, training, competition, equipment, sport science and sport medicine.

 

15.5      Employee Severance Reserve (R. Tataryn)

- R. Tataryn referred the EC to the 2011 Board minutes enclosed with the EC meeting package (item 6.3) for a background reminder on this agenda item. He stated that at the 2011 Board meeting, the Board authorized the EC to set-up an employee severance reserve from the Olympic Legacy Fund interest (in accordance with the Ontario Labour Laws). He added that he and C. Robertson have discussed this matter and will proceed with the work necessary to implement the establishment of the employee severance reserve.

ACTION: R. Tataryn & C. Robertson to complete the work required for the establishment of an employee severance reserve.

15.6      Canadian Archery Foundation (R. Tataryn)

15.6.1   Investment of Foundation funds into “medium risk investments

- R. Tataryn referred the EC to the 2011 Board minutes enclosed with the EC meeting package

 (item 8.1) for a background reminder on this agenda item. He stated that the plan is still to

eventually invest the Foundation funds into “medium risk investments with a return of 4% to 7%”,

e.g., Bell Alliance, TransCanada Pipeline.

ACTION: On behalf of the EC, R. Tataryn to research exactly where best to invest the Foundation funds (see above guidelines).

ACTION: R. Tataryn to then seek EC endorsement and then give direction to S. Ogilvie and

C. Roberston on where to direct the funds for investment purposes.

 

15.6.2   Transfer of $1.00 per Archery Canada member into the Foundation bank account for the membership year 2011

- R. Tataryn 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: S. Ogilvie to confirm the membership total for the 2011 membership year before year-end (FY2011-12).

ACTION: S. Ogilvie/C. Robertson to transfer a $1.00 per Archery Canada member into the Foundation bank account, for the membership year 2011. 

 

            15.7      Travel Subsidy to Canadian Outdoor Target/3D Championships (S. Ogilvie)

- S. Ogilvie reported that with the exception of the recent submission by AANS (Nova Scotia), no provincial associations have claimed the travel subsidy outlined in the 2011-13 PSO/Archery Canada agreement. The clause reads as follows:

“Each year Archery Canada will provide a travel subsidy of one (1) Air Canada Tango class or equivalent priced class of ticket with other airlines such as WestJet, Porter to the PSO  (if Archery Canada financial resources permit) for one (1) athlete per year to compete at Archery Canada’s Canadian Outdoor Target Championship or the Canadian Outdoor 3D Championship (or evenly split between the two).  For those that travel by car, Archery Canada provides a reimbursement rate of $0.30 per kilometre to a maximum equal to the above described airline ticket cost. It is the lesser amount of the two (ground or air transport) that is reimbursed by Archery Canada. Archery Canada will confirm with the PSO as early in the summer competition season as possible, if funds are available and reimbursement details.”

“Each year the PSO will provide Archery Canada with current objective criteria for selection of one (1) athlete to receive a travel subsidy from Archery Canada to attend Archery Canada’s Canadian Outdoor Target Championship or the Canadian Outdoor 3D Championship.”

DECISION: Reimbursement for any further claims for this travel subsidy for the 2011 season are no longer allowable.

DECISION: If after forty-five (45) days following  an event, an expense or reimbursement claim has not been submitted to Archery Canada, the “books will be closed” for reimbursements and therefore a reimbursement will not be provided to an individual or to a provincial archery association.

 

16.0      Budgeting Exercise for Drafting of 2012-13 FY Budget (R. Tataryn)

- R. Tataryn led the EC through the drafting of a budget for fiscal year (FY) 2012-13. Budgeting was based on a 10% reduction form sport Canada given the Federal government’s planned budget cuts to department budgets (5-10%).

- S. Ogilvie referred the EC to the December 2011 HPC meeting minutes for an overview of the estimated costs compiled by the HPC for 2012 priority events.

- Draft #1 of the 2012-13FY budget was completed but is not appended to these minutes.

ACTION: S. Ogilvie/C. Robertson to prepare draft #2 of the 2012-12FY budget for R. Tataryn’s review, feedback and approval before the late February 2012 submission of the funding application to sport Canada. Budget to be revised as required as per the final funding approval from Sport Canada (expected in late May or early June 2012). The budget will then be finalized and circulated to the Board for review and approval at the 2012 Board meeting in Victoria, BC.

 

17.0      2012 Canadian Outdoor Target & Field Championships Update (A. Wills)

 A. Wills provided an update on planning and preparation for this year’s Championships:

- The Canadian Field Championship will take place Wednesday, August 8th while the Target Championship will take place Thursday, August 9th – 12th.

- The Victoria Bowmen Archery Club will host the 75th Canadian Target Archery Championship. The Target Championship will be held at the Westshore Recreation Centre in Victoria. The Field Championship will be held at the Cowichan Archery Club in Duncan, BC.

- A website has been created for the Championships. Visit: http://victoriabowmen.com/2012Canadian/     

            - 1st media release issued in early December 2011.

            - Host hotel secured.

            - On-line listing of registered archers.

- Recruitment of volunteers is ongoing.

- Kinsmen Field House at the Westshore Recreation Centre has been booked for the AGM and Board meeting and the judges’ clinic.

 

Tentative Schedule of Events:

- Official Practice: Thursday, August 9th, 9:00am – 4:00pm

- Athlete Information meeting: Thursday, August 9th @ time to be determined

- FITA Round: Friday, August 10th @ 9:00am

- 720 Round: Saturday August 11th @ 9:00am

- Banquet: Saturday, August 11th @ 7:00pm @ Kinsmen Field House.

- Canadian Open: Sunday, August 12th @ 9:00am

18.0      2012 Board Meeting & AGM (A. Wills/S. Ogilvie)

Tentative Schedule of Events:

- Executive Committee meeting: Tuesday, August 7th @ 6:00pm @ host hotel (Four Points By Sheraton Victoria Gateway)

- AGM: Wednesday, August 8th @ 5:30pm @ Kinsmen Field House. Supper to be catered-in for 5:00pm

- Opening Ceremonies & BBQ: Thursday, August 9th @ 5:00pm. Field Championship awards to be awarded at Opening Ceremonies.

- Board meeting: Friday, August 10th @ 6:00 – 9:30pm @ Kinsmen Field House. Supper to be catered-in for 5:30pm

- Banquet: Saturday, August 11th @ 6:00pm @ Kinsmen Field House.

 

19.0      New Business (A. Wills)           

 

19.1      Format for 2013 Canadian Outdoor Championship (Field and Target) (T. Snooks)

- T. Snooks reported that there were 45 respondents to the Championship format survey circulated earlier. She provided a verbal summary of the responses. Of note is the following: i) Fred Usher Cup remains a relevant part of the Championship; ii) some feel the Championship is too short while others feel it’s too long; iii) the biggest challenge is the format of the Canadian Open.

- The following motion is brought forward from the HPC to the EC for consideration at its January 28-29, 2012 meeting. The motion is from the December 3-4, 2011 HPC meeting minutes.

MOTION #HPC2011-06: That for future Canadian Opens, Archery Canada use a single elimination plus a minimum of one (1) additional match on the ’B’ side.

Moved by:         J. McDonald                  Seconded by:    A. Denys                                   Carried

- The EC suggested that the following be added to the end of the above motion: “... only in the first two rounds.”

- The EC agreed that the intent is to provide all archers a minimum of two (2) elimination matches in the Canadian Open.

DECISION: The Canadian Open format will be comprised of a single elimination (main) event and a consolation event. Archers are guaranteed two (2) matches. Losing archers from the first round of the main event will move to the consolation event. The main event will determine medal winners. The consolation event will run through to the final with only the winner of the consolation event being recognized at the awards ceremony. NO medals will be awarded in the consolation event. Only losers from the first round of the main event advance to the consolation event. This format pertains ONLY to categories that have six (6) or more archers.

NOTE: The EC has since decided to use a single elimination round format.

19.2      2012 Canada Cup

DECISION: The EC recognizes the call for bids and decision on the host club is an HPC decision. However, for 2012 the EC will issue a call for bids and decide on the host club.

ACTION: S. Ogilvie to put out a call for bids and circulate to provincial associations. One (1) week to submit bid. No restriction to time of year for hosting 2012 Canada Cup. ASAP.

ACTION: T. Snooks will review bids submitted and make decision on what club to be awarded 2012 Canada Cup. ASAP.

 

19.3      2014 Canadian Outdoor Championships (3D, Field & Target)

- Lac la biche, Alberta is hosting the 2014 Canadian Outdoor Championships (3D, Field & Target). Lac la biche is 3.25 hours north of Edmonton. (230km approximately). The population is 2,800. Concern expressed by the EC about the long distance from a major centre and potential lack of accommodation and other amenities to host the Canadian Championships.

ACTION: A. Wills and T. Snooks to open dialogue with Rene Schaub, President of ATAA and Chair of the Host Organizing Committee of the 2014 Outdoor Championships, re., raise concerns and consideration for alternate location. 

 

19.4      Bow Scales

- J. Hooey reported that she had purchased and provided two (2) hand-held grain scales and two (2) hand-held bow scales for use at the 2011 3D Indoor and Outdoor National Championships. She has been reimbursed. J. Hooey reported that judges at the 2011 3D Outdoor Championship raised concerns about the scales purchased. S. Ogilvie reported that these same concerns were raised at the August 9th Judge’s meeting held prior to the 2011 Target Championship. The judges feel the scales are not strong enough and not of sufficient quality to use. The judges recommended that Easton bow scales be purchased for use at Canadian Championships.

- Discussion led to the following motion:

MOTION #EC2012-09: To authorize J. Hooey to sell the two (2) digital bow scales noted above (and submit the sales invoice and payment Archery Canada).

Moved by:         J. Hooey                       Seconded by: R. Tataryn                                   Carried

MOTION #EC2012-10: To authorize J. Hooey to order and purchase two (2) Easton bow scales on behalf of Archery Canada (and submit the invoice to S. Ogilvie for reimbursement).

Moved by:         J. Hooey                       Seconded by: R. Tataryn                                   Carried

DECISION: The bow scales will be kept at the Archery Canada office and shipped to the Host Organizing Committee of future: 3D Indoor and Outdoor Canadian Championships and the Outdoor Canadian Target Championship. 

 

20.0      Meeting Adjournment (A. Wills)

MOTION #EC2012-11:  That the Archery Canada Executive Committee meeting for January 28th-29th 2012 be adjourned.

Moved by:                          Seconded by:                                   Carried

 

 

 

 

Appendix 1

V-P Committees and Projects

Executive Committee Report

January 2012

1.     Voted on all vote by email motions and participated in Executive on-line discussions.

2.     Judging program continues to go along smoothly with Canadian Judges moving up to the International Level. Christiane Murphy is now an International Judge and Laura Lynne Churchill, Patti-Jo Middlebrough, Celine Gravel, Bob Pannell, and Roger Garrod are International Judge Candidates.

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 2011 Archery Canada annual awards nominations.  Thanks to the High Performance Committee for providing its nominations. 

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.

Respectfully submitted,

Charlene Parlee, V-P Committees and Projects

 

Appendix 1

V-P 3D Programs

Executive Committee Report

January 2012

First, I must apologize for neglecting my duties for the past few months.  After Dennis passed away, I felt like I was in limbo and had a hard time functioning.  I would like to thank Scott for stepping into the void that I created the past few months.  It is getting easier to focus now and I will try my hardest to get back on track.

The 2011 Outdoor 3D Nationals in Regina went very well.  The courses were planned with safety in mind.  The only difficulty was with the number of arch who had not pre-registered.  This caused a delay in the start of the first round.  All of the activities occurred at the venue which was appreciated by the participants.

The 3D Committee meeting was attended by all provinces.  Many issues were discussed in an efficient manner.  There was a presentation by the 2012 Outdoor 3D National Organizing Committee from Vernon, BC.  The Nationals will be held at the Silver Star Ski resort.  It sounds like it will be exciting to shoot.  They are well ahead in their planning at this point.

The 2012 Indoor 3D Nationals will be hosted by the New Totem Archers in Fort St. John, BC, from April 6 – 8.  The facility looks impressive and their organization is coming along in a timely fashion.  There is a conflict in BC with the BCAA Indoor 3D Provincials.  The BC Representative on the Archery Canada 3D Committee apparently did not know of the conflict when the motion was passed to accept the bid.  It is unfortunate, but cannot be rectified.   I will ensure that, in the future, the issue of scheduling is addressed before the bid is accepted.

The Archery Canada 3D team that attended the FITA 3D World Championship in Austria did very well.  Peter Garrett won the gold in Instinctive, and Tim Watts won the silver in Compound.  The team praised Ann Neumeyer as a team leader.  She did an excellent job with the team. 

I will be attending the Indoor and Outdoor 3D Nationals as the Technical Director.  I will be keeping in touch with the Organizing Committees and dealing with any difficulties they might run into.

Respectfully submitted,

Jude Hooey

V-P 3D Programs

 

Appendix 1

V-P Events and Services

Executive Committee Report

January 2012

  1. 2012 Outdoor Target & Field Championships - Al Wills will be the Technical Director for these Championships.  They are being held by the Victoria Bowmen Archery Club at the Westshore Recreation Centre in Victoria, BC from August 9-12.  The address is 2400 West Burnside and will be officially opened during the Championships.  The website for the Championships is: www.victoriabowmen.com/2012Canadian/ 
  1. 2013 Outdoor Target & Field Championships – A Technical Director has not been designated for these Championships at this time. The Championships arebeing held at the Richmond Corner Rec Centre just outside Woodstock towards the US border. The 3D  Championships will be August 2 -5 - Fri to Monday (New Brunswick Day).The Target and Field Championship will be August 6 to 10.

The Target and Field will be a split field format as adopted in Halifax in 2010 for small clubs or limited space.  The schedule is as follows:

Aug 6 (Tues)

Field and Target practice

Aug 7 (Wed)

Half the participants will shoot field and the other half will shoot a 1440

Aug 8 (Thurs)

The participants who shot field on the 7th will shoot a 1440 and the participants who shot a 1440 on the 7th will shoot field

Aug 9 (Fri)

Half the participants will shoot a 720 in the am and the other half will shoot a 720 in the afternoon

Aug 10 (Sat)

Archery Canada Open

  1. 2015 Canada Winter Games - The position of Technical Director has been requested by the Canada Games Council (CGC).  This is an item for discussion at our January Executive Committee meeting.

4.     Coaching Development Committee - Being led by Meaghan Peters, who has a couple of ideas she would like to pursue.

A.     Ask a coach forum located on the Archery Canada website. Questions to be sent in to a forum of level three / Competition Development or higher coaches. The responses would be posted on the website. There would not be an option to respond to the answers. 

B.      Funding information (where to find funding) or support for coaching development seminars.

5.     2012 Regional Indoor Championships - Meaghan Peters has agreed to take on the role of Regionals Coordinator.

  1. Archery Canada Mailmatch – Being run by Patti Middlebrough with nothing to report.
  1. COPANARCO MICA Mailmatch event – Lynne Durward with nothing to report.

 All services are running without incident.

Respectfully Submitted by,

Trina Snooks

VP Events and Services

 

Appendix 2

2015 Canada Winter Games
Confirmation of Tech Rep, Age Category & Eligibility Restrictions

Sport/Discipline:  ARCHERY (Dated: January 31, 2012)

1) NSO Technical Representative

Name:  Phil Parlee (Interim)                                        
Email:   dvparlee@rogers.com
Phone: (506) 433-5426

2) Age Categories

2011 Age Category

2015 Proposed Age Category*

Under 22 as of January 1, 2011

Year of Birth:    Born in the calendar year 1989 or later

Under 22 as of January 1, 2015

Year of Birth:   Born in the calendar year 1993 or later

* Significant changes to an age category from the 2011 Games or the age proposed during the 2015 Sport Selection require approval by the Canada Games Council’s Sport Committee.


3) Eligibility Restrictions

2011 Eligibility Restrictions

2015 Proposed Eligibility Restrictions*

·     Athletes that have held a Senior card (as defined by Sport Canada's Athlete Assistance program) at any time;

·     Athletes that have competed for any nation at any Pan American Games or Olympic Games, or Paralympic Games.

NO changes to:

·     Athletes that have held a Senior card (as defined by Sport Canada's Athlete Assistance program) at any time;

 

ADD (that in red):

  • Athletes that have competed at a Senior World Archery Championship;

 

ADD (that in red):

  • Athletes that have competed for any nation at any Pan American Games or ParaPan American Games or Olympic Games, or Paralympic Games. 

* Significant changes to eligibility requirements from the 2011 Games require approval by the Canada Games Council’s Sport Committee.