High Performance Committee Teleconference Meeting Feb 26, 2013

      High Performance Committee Teleconference Meeting

Tuesday, February 26, 2013

9:00pm (EST)

 

MINUTES

 

Present:           

Jeff Gunter, V-P & Chair HPC               

Joan McDonald, Senior Team Coordinator

Alec Denys, AWAD Coordinator            

Kevin Evans, Athlete Rep (para-archery)                       

Scott Ogilvie, Executive Director (ex officio)

Regrets: Al Wills, President (ex officio) & Hugh MacDonald, Athlete Rep (able-bodied)

 

 

ITEM (name opposite agenda item indicates lead person(s) to address item)

 

1.0           Approval of Agenda (J. Gunter)

MOTION #HPC Teleconference: February 26/13-01: To accept the agenda as circulated in advance of the teleconference.

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

 

2.0       Approval of January 30th 2013 HPC Teleconference Minutes (J. Gunter)

MOTION #HPC Teleconference: February 26/13-02: To accept the minutes of the January 30th 2013 HPC teleconference minutes as presented.

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

 

3.0       Definition of National Team (able-bodied program) (J. McDonald)

-        J. McDonald and S. Ogilvie provided background on the issue. Para-archery defines national team as those athletes that have achieved Gold and Red Squad criteria. Those athletes meeting Blue Squad criteria are slotted into Development Team.

-        Able-bodied program doesn`t have a clear and consistent definition of what constitutes a national team athlete.

-        The Bell Athlete Connect Program is an example of why a definition of national team is required. A definition will make it clear what athletes are eligible the Bell Connect Program.

MOTION #HPC Teleconference: February 26/13-03: To define national team (able-bodied and para) as those athletes having attained Gold or Red squad criteria.

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

4.0       Requirements for Competing in USAT Events (J. McDonald)

-        J. McDonald provided background on the issue. Both she and S. Ogilvie have had phone conversations with USA Archery staff to clarify the issue and to offer suggestions on how to resolve the issue and eliminate what could be a barrier to Canadian archers competing in USAT events and what could become an administrative headache for Archery Canada. An understanding and agreement has been reached.

-        Canadian archers registering for USAT events will not have to supply a letter from Archery Canada stating that they are a member of the Canadian national team. Rather, Canadian archers will supply a copy of their membership card or other documentation that proves that the archer is a member of Archery Canada.  When registering for USAT events, Canadian archers will provide event organizers with a copy of their membership card or other proof of membership, via email or postage.  Canadian archers are also being encouraged to carry their membership card or other proof of membership with them to USAT events.

ACTION: S. Ogilvie to write letter to Denise Parker, CEO for USA Archery, outlining a summary of the phone conversation and a resolution to the issue. DONE. See the letter appended to these minutes (Appendix 1).

ACTION: J. McDonald to email athletes registering for USAT events and make them aware of the resolution to the issue. DONE. See the email appended to these minutes (Appendix 2).

 

5.0       National Team Selection Trials (J. McDonald)

-        J. McDonald provided a verbal update.

-        A list of those athletes that have qualified to date for the Trials is posted on the Archery Canada website. The list of qualifiers will be updated as archers record scores in 2013 outdoor registered events.

-        The entry form is nearing completion and it’s expected that it’ll be published and posted on the Archery Canada website within the next 10-14 days.

-        Entries are to be submitted to J. McDonald (not the Host Organizing Committee in New Brunswick). This requirement will be contained in the entry form.

6.0       2016 Rio de Janeiro Olympics/Paralympics: Site Visit (J. McDonald)

-        J. McDonald reported that the COC is organizing a first site visit for NSOs. The site visit is scheduled for April 5-10, 2013. The COC is providing partial coverage of expenses (half the cost of airfare for one NSO rep, and accommodation and meals for the same one rep).

-        J. McDonald has been asked by the HPC and has agreed to attend the site visit on behalf of Archery Canada (in her capacity as Technical Coordinator).

-        Archery Canada will cover the remainder of J. McDonald’s airfare. The airfare will be paid for out of HP events funds from FY 2012-13. Therefore, the flight booking and payment of Archery Canada’s portion of J. McDonald’s airfare (half) must be done before March 31st 2013.

ACTION: J. McDonald to contact Jessica Bromley of the COC and request that the flight be booked ASAP and that the itinerary and an invoice from COC for half the airfare, be forwarded to S. Ogilvie ASAP (prior to March 31st 2013).

7.0       Recommendations for Para-Archery Team (A. Denys)

-        A. Denys provided a verbal update on the status of the report in follow-up to the discussion, clarification and feedback on draft #1 of the report (conducted during the January 30th 2013 HPC teleconference). Refer to the minutes from the January 30th 2013 HPC teleconference for a record of the discussion, clarification and feedback. A. Denys reported that the suggested amendments to the report have been made and a final version of the report was circulated in advance of this teleconference. The final report is appended to these minutes (see Appendix 3).

-        The following motion was carried at the January 30th 2013 HPC teleconference and is recorded in the minutes from that teleconference.

MOTION #HPC Teleconference: January 30/13-01: To accept the recommendations as amended.

Moved by:  A. Denys                             Seconded by:    H. MacDonald               Carried

ACTION: S. Ogilvie to arrange for French translation of the report. And to then forward the French version to

A. Denys. DONE

 

ACTION: A. Denys (in his capacity as the Para-Archery Coordinator) to circulate the final report to all 2012 Paralympic team members, all other national team program para-archers, and to each athlete’s personal coach.

The report is to be circulated following completion of the French translation.

8.0       Proposed Team Staff Agreement (J. Gunter)

-        Draft #2 completed by H. MacDonald, based on feedback from January 30th teleconference and that sent to him after January 30th.  Draft #2 circulated by H. MacDonald in advance of February 26th teleconference.

-        H. MacDonald unable to participate in teleconference, therefore J. Gunter led discussion.

-        HPC agreement to include reference to the requirement of a police record check in the staff agreement. Below is the suggested wording: “Satisfactory Criminal Record Check and Vulnerable Persons Sector/Child Abuse Registry or other similar public protection database check, as determined to be satisfactory by Archery Canada from the person’s Province/Territory of residence is required”

-        The above wording is also to be included in all future ‘calls’ for national team staff.

ACTION: H. MacDonald to include the above in the staff agreement.

ACTION: S. Ogilvie to include the above in all future ‘calls’ for national team staff.

9.0       2013 World Games (J. McDonald)

-        J. McDonald provided a further update to that provided on the January 30th teleconference. She reported that she sent an email to all compound male archers asking who might be interested in competing at the 2013 World Games (2 spots available).

-        To date, four compound male archers have responded to her email expressing interest in competing at the World Games. She added that Chris Perkins has not yet responded.

-        This email drew criticism from Dietmar Trillus as he was under the impression that because he secured one of the quota spots, that he would therefore automatically compete at the Games. J. McDonald confirmed with D. Trillus that this was not the case.

-        Discussion ensued again on the two options considered by the HPC during the January 30th teleconference (see the minutes from that teleconference). It was again pointed out that if the 2 quota spots are awarded to those that earn the spots, it would set a dangerous precedent for selection to future Olympic and Paralympic Games. The HPC agreed that the Canadian ranking list should be used for selection to the 2013 World Games.

MOTION #HPC Teleconference: February 26/13-03: To use the 2012 - 2013 Canadian ranking list for compound men to determine what two (2) compound male archers will represent Canada at the 2013 World Games.

Moved by:  A. Denys                             Seconded by:    K. Evans                        Carried

NOTE: Kevin Evans wished to have his vote recorded as being against the motion.

10.0      National Team Uniforms Update (S. Ogilvie)

-        S. Ogilvie provided a further update to that provided during the January 30th teleconference. He reported that the Executive Committee discussed the matter at its February 2-3, 2013 meeting. Archery Canada hasn’t the capacity to spend a lot of time and effort in uniform management. Archery Canada needs “one stop shopping” for production, screening of names and shipping. The Executive Committee is not interested in buying old inventory (with old logo) from Toxofil, as proposed by Toxofil and is also reluctant to purchase the existing inventory with the new logo, on top of any new orders for 2013.

-        S. Ogilvie reported that he has been authorized by the Executive Committee to negotiate with Toxofil for shirts and jackets for the 2013 season. He reported that he is optimistic that an agreement will be reached with Toxofil for 2013.

-        At its meeting the Executive Committee discussed other possible sources for production, screening, ordering and shipping of shirts and jackets for national team members, beginning for the 2014 season. The Executive Committee is now pursuing other possible suppliers for the 2014 season. This will be done through a process where Toxofil would be invited to participate based on common specifications.

 

11.0      2013 Canada Cup - Update (S. Ogilvie)

-        S. Ogilvie reported that Phil Arsenault acknowledged receipt of the email (from S. Ogilvie) in which Capital Region Archery Club was awarded the right to host the 2013 Canada Cup as per the motion noted below (and contained in the January 30th HPC teleconference minutes).

MOTION #HPC Teleconference: January 30/13-02: To accept the bid to host the 2013 Canada Cup, submitted by Philip Arsenault on behalf of the Capital Region Archery Club, under the condition that Archery Canada appoint a Technical Delegate to work with and advise the Host Organizing Committee.

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

12.0      Overview of Executive Committee Meeting (Feb 2-3) (S. Ogilvie)

-        S. Ogilvie referred the HPC to the Executive Committee meeting minutes (February 2-3, 2013 meeting) which were circulated in advance of this teleconference. If any questions, contact S. Ogilvie ‘off-line’.

13.0      Funding Application to Sport Canada for FY 2013-14 (S. Ogilvie)

-        S. Ogilvie provided a verbal update. The application has been completed and submitted to Sport Canada. Approval of funding for FY2013-14 should be received by late spring 2013.

14.0      2015 Youth Commonwealth Games (J. McDonald)

-     J. McDonald reported that recurve archery (individuals category only) will be included in the 2015 Youth

Commonwealth Games to be held in Samoa. As more information becomes available it will be conveyed to the HPC.

15.0      Status of Team Staff Manual (J. McDonald)

-        J. McDonald reported that alot of work on the manual has been completed by Richard Towler. A draft copy will be available in a couple of weeks for HPC review and feedback.

16.0      Call for Team Leader & Other Staff for Senior World Championship Team (S. Ogilvie)

-        S. Ogilvie stated that HPC needs to initiate the process soon. Agreed that it should be initiated before the next teleconference.

Next Teleconference: WEDNESDAY, MARCH 27th at 9:00pm (EST)

 

APPENDIX 1

Letter to Denise Parker, CEO, USA Archery

 

 

February 28, 2013

Denise Parker

CEO

USA Archery

RE: Proof of Membership with Archery Canada – Canadian Registrants for USAT Events

Hello Denise,

Thank you for taking the time to chat with Joan McDonald and I on Tuesday, February 26th regarding the matter of Canadian archers registering for USAT Events and proof of membership with Archery Canada. In follow-up to our conversation I provide below a summary of our conversation and resultant actions steps.

Canadian archers registering for USAT events will not have to supply a letter from Archery Canada stating that they are a member of the Canadian national team. Rather, Canadian archers will supply a copy of their membership card or other documentation that proves that the archer is a member of Archery Canada.  As explained, archers do not join Archery Canada directly but instead join their club and provincial/territorial archery association, and thereby become members of Archery Canada. In many cases, the membership card will indicate that the archer is also a member of Archery Canada. However, in cases where it doesn’t, please be assured that the archer is a member of Archery Canada (if they provide proof of a club and/or provincial/territorial membership card). When registering for USAT events, Canadian archers will provide event organizers with a copy of their membership card or other proof of membership, via email or postage.  Canadian archers are also being encouraged to carry their membership card or other proof of membership with them to USAT events.

 

On a related matter, as a member of Archery Canada all members (including Canadian national team members) are covered under our national liability insurance program, provided they are acting on behalf of Archery Canada, their provincial/territorial archery association (affiliated with Archery Canada) or their local archery club (affiliated with their provincial/territorial archery association and thereby Archery Canada). For your information, our insurance provider is BFL CANADA Risk and Insurance Inc. (http://www.bflcanada.ca/site/en).

I trust this summary and the resultant action steps noted above, meets with your approval.  If you have any questions or require further information, please let me know. Again, thank you Denise.

Sincerely,

Scott Ogilvie

Executive Director

Archery Canada

c.c.                   Al Wills, President, Archery Canada

                       Joan McDonald, Technical Coordinator, Archery Canada


 

APPENDIX 2

Email to Athletes Registering for USAT Events

 

 

From: Joan McDonald [mailto:joan@archerycanada.ca]
Sent: February-27-13 2:54 PM
To: Joan McDonald
Cc: Scott Ogilvie
Subject: Registering to Shoot in US Tournaments

Hello Archers……le français suit

Many of you who have registered for any of the USAT events in the United States have been asked or have seen the requirement that non-US citizens and non-US Archery members have to supply a letter from their National organization stating that they are a member of their country's national team. 

Archery Canada has worked with USA Archery to solve this problem for Canadian archers.  You will not have to supply this letter.

However, you will have to supply a copy of your membership card or other document that shows that you are a member of Archery Canada.  Since membership in Archery Canada is done through your province, your provincial membership card probably shows that you are also a member of Archery Canada.   A copy or scan of this document can be sent to the organizers either via email or snail mail at the time you register for USAT events in the USA  (Texas Shoot Out, Gator Cup, SoCal Showdown and the US Nationals).

You may also be asked to show this membership card or documentation to the organizers when you arrive at the tournament, so please be sure to carry those documents with you.   

Since this decision was reached with Denise Parker, CEO of USA Archery yesterday afternoon (February 26th), it will take a day or two for USA Archery to get the revised document to the USAT tournament organizers.   In the meantime, please follow the process above and if you are questioned by the tournament organizer, you can send them this email and/or refer them to USA Archery.

Thanks

Joan

Joan McDonald

Technical Co-ordinator

Archery Canada

joan@archerycanada.ca

905-508-9532 Home

416-986-8438 Cell

 

 


APPENDIX 3

Canadian Para-Archery Team to 2012 Paralympic Games

High Performance Committee Recommendations

Context:

The experience for team members at the 2012 Paralympic games was less than ideal as a result of some significant interpersonal conflicts. The root of the conflicts  can be traced to ineffective communications, insufficient sharing of information, a perceived and in some cases a real but unintended bias toward priority treatment of some members over others and the lack of conflict resolution measures being applied to address minor issues before they escalated.  Inexperience and insufficient training of the team leadership is a causal factor that can and needs to be addressed by Archery Canada. 

Within this context the following recommendations are put forward to the High Performance Committee for consideration and action where deemed appropriate.

Recommendation #1 - “Team” is a responsibility shared by all:

 All team members including athletes and staff share a common responsibility to support each other through respect, willingness to compromise and work together, honest and open communication.

This principle should be communicated and agreed to by all team members prior to the event. Consideration should be given to including this principle as a clause in the Athlete Agreement. In addition the Code of Conduct should be reviewed with the athletes and staff (led by the Team Leader) when ‘on the ground’ at a National Team event as a reminder and the importance of adherence to its guiding principles.  

Recommendation #2 - Competent Leadership:

 Being an effective team leader for major games requires training and experience. Being a good coach does not automatically make one a good leader.

   2a) Archery Canada should develop a Team Leader Handbook outlining the skills, qualifications, characteristics of a team leader as well as outlining the specific duties of the team leader before, during and after the event. 

   2b) Archery Canada should develop an assessment tool based on the manual to evaluate the competency of potential team leaders and other staff members.

    2c) Archery Canada should consider the development of a pool of experienced support staff from which team staff can be drawn for events. 

Recommendation # 3 - Formally Outline Obligations:

Athletes are required to read and sign a legal agreement, the "Archery Canada / Carded and National Team Athletes - Rights and Obligations Agreement " with Archery Canada that sets out the obligations of both parties, as well as the penalties and appeal processes for breaching the agreement.

It is recommended that a similar legal agreement be developed between Archery Canada and team leaders and support staff.

Recommendation #4 - Team Building:

It is important that athletes and support staff have the opportunity to work together as a team prior to attendance at major games. Events such as training camps, national championships etc could and should be used as such opportunities.

Prepared by Alec Denys, Para-Archery Coordinator, Archery Canada

February 28, 2013