Minutes

FCA Executive Committee Meeting

Ottawa, January 20-21, 2001

Executive members present:

Al Wills, President Jude Hooey, Vice-President Administration & Marketing
Joan McDonald, Vice-President High Performance Bruce Savage, Vice-President Archery Canada Council

In attendance:

Kathleen Millar, Executive Director

1. President's Opening Remarks

Called to Order at 09:15, 2460 Lancaster Road, Ottawa, ON. FCA President Al Wills welcomed everyone and noted how full the agenda was for this meeting. The President highlighted his report (attached). 

2. Reading of Minutes, August 20, 2000

The minutes were distributed in Directors Mailing #00/03, dated 00/09/13

Motion #E01-01: To accept the minutes as circulated.

Moved by: J. Hooey Seconded by: B. Savage Carried

  1. Business arising from the Minutes of both meetings held in Boucherville, PQ

Kathy Millar gave a progress report since the Boucherville meetings of the Executive and the Board. Most action items had been dealt with. Al Wills did not have time to change the FCA model into a target face format, but this was a low priority item. Kathy had not approached National Archives and this was considered a low priority item. Strike action item concerning Jude Hooey contacting Bill Wilde.

3. Acceptance of Agenda

Motion #E01-02: To accept the agenda as circulated.

Moved by: J. McDonald Seconded by J. Hooey Carried

 

4. Reports

Bruce Savage's report was in two parts. One dealt with activities and projects. The other part was a proposal to re-structure ACC and re-name it. He felt that the portfolio was too large for one volunteer to supervise properly. The proposal was discussed at length. His suggestions were tabled to discussion of the upcoming election.

Joan McDonald expanded upon her report. She deeply regretted to announce that Marthe Cusson had decided not to run again as Athlete Representative in this year's elections. However, Kathy informed the meeting that Marthe would still like to be a member of HPC and the Executive was extremely pleased to hear this. Joan's main concern was lack of FCA programme linkage to prepare and produce top international archers. She pointed to Kazakhstan as a small country with limited funds that still manages to produce competitive international-level archers. There was a need to combine HPC and ACC programmes and activities. Some of this will start with the proposal in the HPC meeting minutes regarding distances for youth rounds. Finally, she stressed the need for greater publicity of archery activities, utilizing the free SIRC services.

ACTION: Kathy to contact SIRC to establish link for press releases.

Al Wills reported that motions from Canada had been sent to FITA regarding flag size, colour and material. He felt FITA Congress would spend considerable time discussing age categories, development and the ethics of pushing cadet-aged archers to international levels. There was going to be further discussion on a repechage format in the Olympic Round. And the other topic of concern will be the awarding of World Ranking Events to the continental associations, and how the present system impacts negatively on all regions outside of Europe. The Executive Committee felt international ranking as it stands now should not be used to determine qualification for Olympic participation.

ACTION: Al Wills will post the FITA motions on the web site again when FITA publishes the final list.

Kathy highlighted the importance of the VISA card programme and its impact on generating funds for the federation. She was quite concerned about the multi-roles she was expected to play before and during the national championships now that she was the only staff member. She showed the initial list of expectations from the Winnipeg host club. There would be conflicts in time and duties during the nationals between administrative demands during meetings and technical demands throughout the event. This issue was tabled to the discussion on national championships under ACC.

ACTION: Kathy will produce a VISA programme reminder in Info.E-mail and Al Wills will post it on the web. Kathy will contact VISA again to see if a link is possible off the FCA web site.

 

  1. Business

5.1. Management Issues

Al Wills provided a status report. Current two-year contracts are signed for Ontario and Newfoundland. New two-year contracts have been negotiated with British Columbia, Saskatchewan and Québec. Negotiations are ongoing with Manitoba. There has been no formal response as yet from Alberta, Nova Scotia or New Brunswick. There was a discussion surrounding FCA-OAA relations. It was noted that Bill Embury became OAA president last November.

ACTION: Al Wills will write a welcome letter to Bill Embury as new president offering support and outlining programmes and services. Board member Eric Savage would be copied on all correspondence.

 

Kathy noted that these rule changes were not formally part of the current rules book since policy states that FCA rules remain constant between regular 2-year revision dates. However, she had worked with Greg Durward who has produced an addendum. This will be printed as an insert for the current rules book, and the changes will appear on the FCA web site. This had to be done since some of the rule changes affected archers shooting the 2001 Outdoor Target Championship.

Motion #E01-03: To ratify the vote-by-mail regarding rule changes as approved by the Board of Directors.

Moved by: B. Savage Seconded by: J. McDonald Carried

Kathy noted the end of mandate for all directors-at-large occurs in August 2001. Athlete Representative mandate ends June 01, 2001 and elections will be held prior to the AGM. Marthe Cusson has sent all the necessary documentation for the election process to Kathy and everything is ready to go next month. The committee discussed the number of directors to be elected onto the Executive. The choice was to either expand the number to 6 as allowed by the FCA Constitution, or remain at 4 in order to save money. In light of the proposal submitted by Bruce Savage, it was decided to expand the Executive to 6 members in August 2001.

ACTION: The membership will elect 6 directors-at-large as usual at the AGM, and then the Board will elect 6 positions to the Executive Committee. The division of responsibilities for the national/developmental/domestic portfolio would be decided at that time.

All indications are that the review process is proceeding on schedule at Sport Canada and FCA can only wait until February. However, the cross-Canada regional conferences were suggesting many structural changes to amateur sport and there may be some delay until the last meeting takes place in Ottawa in April 2001.

There has been no response to Al or Kathy from either COPANARCO President Dr. Jimenez or Treasurer Roy Nelson on the issue of double payment of dues for 1999.

ACTION: If Al Wills does not receive any communication by September 2001, he will bring the matter up at FITA Congress during the regional association's conferences.

Al Wills reported that the free service for domain registration is gone and FCA must pay this bi-annual fee in order to keep the address www.FCA.ca. It was agreed that this charge was necessary.

  1. Jim Stirling and Roxanne Jobin of B. F. Lorenzetti & Associates were invited to the meeting by the Executive Director in order to answer questions or concerns regarding the FCA membership insurance programme. There is a growing trend, particularly in Ontario, to increase liability insurance coverage from $2 million to $5 million. Roxanne had produced a price quote for this increased coverage and it was discussed at length.

    ACTION: Kathy will work with Jim's office in order to compare and contrast the differences and coverage. In particular, attention will be paid to certified coaches and instructional classes. After this review is complete, the Executive will decide whether or not to increase basic coverage to members to $5 million without increasing membership fees to the provinces.

    ACTION: Kathy will add an informational item to Info.E-mail. If certified instructors are teaching archery but are not members of FCA, they are not covered by the liability insurance.

  2. FCA's Policy Manual: Kathy had produced a summary of standing motions which dictate FCA policies from Jude Hooey's work and Stan Siatkowski's help and her own research. They are listed currently in chronological order only. Al noted that FCA might not need to keep track of policies instituted after a revision to the Constitution and that all out-dated motions should be amended or deleted as needed on an annual basis. Al Wills circulated copies of FITA's Code of Ethics to be reviewed by committee members during the evening. Discussion will occur later.

5.2. Finance

Motion #E01-04: To accept the final 2000 financial reports as submitted by the Executive Director.

Moved by: J. McDonald Seconded by: J. Hooey Carried

Kathy reminded the committee that these two funding partners use different financial year-ends and projects are still ongoing. Due to the fact that a Paralympic training camp could not be held and that a third member did not train with the group as expected, there was a surplus in this account. Kathy and Arthur Nault have had discussions on its use before March 31, 2001. The Coaching budget has been utilized to a greater extent so FCA appears active and is no longer on probation.

ACTION: Kathy to contact Rebeccah Bornemann at Sport Canada to propose a cross-Canada tour for Alec Denys and Arthur Nault to stimulate interest in Paralympic archery in those provinces interested in this kind of exposure. It would heighten local awareness of opportunities and publicize Alec's accomplishments.

Kathy reported success with final NAC fees payments and now the next challenge was resolving the invoice to JEM Services. If CMN-M had sent the committed money to FCA in time for the end of the fiscal year, FCA would have been fairly close to the anticipated surplus of $2000. However, since this did not happen, FCA has several areas where restricted funds are an issue. The National Trust account was discussed and the restrictions on it.

ACTION: Kathy will write to Alain Gravel to ascertain whether or not he will be translating documents for FCA this year.

Upon advice from Arthur Nault, it was decided to delay the formal notification of the NAC's closure until the CMN-M cheque was received. As soon as this happens, the legal requirements will be met.

Funding partners for 2000 included Canadian Olympic Association, Sport Canada (inclusion), CMN-M, Coaching Association of Canada, Robin Hood Multifoods, Labatt's, Air Canada and VISA. Some of these will be lost in 2001.

ACTION: Kathy will research the purchase of a separate printer for specific needs and software in the office to complement the existing MacIntosh laser printer.

The revisions to the Strategic Plan were made in order to update it sufficiently for submission in the SFAF process. Al Wills stated that the FCA model change would happen but that it is not a priority. If someone interested in graphics wanted to take it on as a project, their help would be appreciated.

- Preliminary budget

Kathy presented her first attempt at an operational budget for all 6 FCA projects. She is projecting a surplus of $3000 by December 2001. Some suggestions were made to the format presentation. A revised budget forecast is attached. The Executive accepted the budget.

ACTION: The budget has to be ratified by the Board of Directors in August. Kathy will list it as an agenda item.

- Membership Drive through club mailer costs and benefits

Kathy detailed the expenses of the membership packages sent out annually with the FCA Annual Report as well as information regarding FCA programmes and services. In light of the financial situation, FCA's cost of $1200-$1400 was well spent in her opinion and promoted membership renewal and general interest.

- Retailer Programme Update

This programme is small but retailers receive discounts on target faces and Canbow supplies. Annual affiliation gives retailers discount rates on all FCA products sold in bulk.

- FCA funding partners for 2001

Air Canada's athlete donation of Aeroplan points was a one-year contract. Pressures to amalgamate Canadian Airlines into Air Canada had caused internal problems. This situation led Kathy to believe that the programme will not be renewed. NAC sponsor support will end with the CMN-M payment even though it will appear on FCA's 2001 general ledger.

- Other Issues

Rate Cards: Kathy noted the need to develop a rate card for FCA properties, products, programmes and services to potential sponsors and manufacturers. Though smaller towns and cities provided greater opportunity for limited sponsorship, FCA needed to value its assets on a national scale as well. (For further discussion see point. 5.5).

ACTION: Kathy will invoice The Archers of Caledon for $75.00 for the sale of the NAC's cut-off tool.

Note:

The committee recessed at 16:15. The President met in camera with the other Executive members at the Travel Lodge Hotel. The President chaired the meeting. Staff was not required. The formal meeting reconvened at 09:30 Sunday.

Motion #E01-05: To Adopt FITA's Ethical Code as submitted.

Moved by: J. Hooey Seconded by: B. Savage Carried

ACTION: Al Wills will circulate copies of the document to the Board for discussion and ratification at the August meeting. Kathy will make this an agenda item.

    1. Archery Canada

- Translation process and update

Ghislain Arseneault has submitted the French version of Chapter 3 to the office. He felt more comfortable working with this chapter first. Kathy felt he was waiting for comments from the other judges working on translation before moving on.

- Discussion of Age Categories & Equipment Divisions & Recommendations from HPC

Bruce Savage provided great food for thought on age divisions, distances and equipment divisions in FCA. It is the first time that all this information has been presented graphically for the FCA. The Executive thanked Bruce for his research and suggestions. His submission generated a tremendous amount of discussion over the entire weekend. Due to the wide scope these proposed changes would have on the FCA, the Executive decided on a course of action between the present time and 2002.

The Executive suggested the following changes in age divisions with accompanying changes in the distances shot by each group. Junior ages would be 15-17. Cadets would become ages 12-14. Cubs would change to 9-11 and a new division called PeeWee would be 8 years and under. There would be no PeeWee division at the target/field nationals. Juniors would be allowed to shoot the senior round. All changes would affect indoor and outdoor FCA-sanctioned tournaments.

ACTION: Bruce will produce a "status quo" version in the graphic format presented to the committee. Bruce will send a copy of this graphic to Greg Durward for inclusion in the rules book. This will be posted on the FCA web site for future discussion. His report will include current 3D divisions separately from target/field. Also, Bruce will send Al his graphics showing age divisions with distances as well as the proposed changes.

ACTION: The membership must be surveyed for input. Bruce and Kathy will present the proposed changes with logic for the changes in ages and distances to be posted on the web site. Kathy will send the proposed changes to the Board of Directors as well as FCA clubs with active junior programmes. All comments would be accepted and retained by Bruce and posted on the web site.

- 3D issues

Bruce had been in contact with Don Lohnes in preparation for this meeting and Don had nothing to report. Kathy re-emphasized FCA policy that rounds and rules are not to change in between publishing dates for the whole FCA rules book. Therefore, the 3D Committee will prepare rule change suggestions for discussion at the August meeting, effective 2002. Don keeps track of annual IBO rule changes for the committee to either adopt or reject for the next publishing date.

- New arrow size and Canadian indoor records

Al Wills had sent a letter to FITA regarding the new arrow size and current world records. FITA is not concerned about this issue. Current FCA records will be kept active after the new arrow size rule goes into effect on April 1, 2001.

Jude Hooey utilized Dennis Mrokwia's work for the 3D Canbow version but changed some of the badge names to combine the two programmes together better and reduce the number of badges that need to be created. She changed some of the qualitative requirements which she felt were too advanced. In her draft, Jude has integrated the two programmes instead of separating them into two. Mention will be made in the text that 3D rounds are 40 arrows and indoor target rounds are 30, and outdoor target rounds are 36 arrows. Jude will ensure that equivalent-sized paper targets are included for those clubs which do not have enough 3D targets. The 3D wallchart will be single-sided since it applies to both outdoor and indoor rounds. No 3D certificates will be needed.

Discussion continued on the whole Canbow programme. It was acknowledged that the score progressions in level 4 were too great and actually discouraged many archers. It was agreed that "Insta-stick" bars should be created to hang on the bottom of existing full-sized badges as follows: 255 on 250; 265 on 260; 275 on 270; 285 or 280; 292 on 290 and 297 on 295. This was a more logical score progression.

ACTION: Kathy will find the 3D layouts in MacIntosh files for inclusion in the text.

Joan will send her qualitative criteria changes to Jude. Al will do likewise.

Jude will produce a Canbow report card prototype for instructors/coaches in order to keep track of archer progress.

Kathy will write an Info.E-mail describing changes so that comments can be submitted to the web site.

Kathy will submit changes to the 3D Canbow wallchart and have 500 copies produced.

Kathy will confirm production limits of 3D Canbow crests to b&s Emblems at $1366 bulk price.

Kathy will work with b&s Emblems to design the new, smaller, hang-on crests for level 4.

Jude will send the definitive version of the Canbow/3D Canbow guidebook to the office for printing in February.

The Boucherville Organizing Committee headed by Marc DeGrandmont submitted one of the most complete reports from a championship ever received by FCA. A summary of this report's recommendation was presented to the Executive. The committee discussed these recommendations in order.

  1. World Ranking Event status was recommended. The Executive reviewed the requirements of an international technical delegate, and international judge and the costs to the host club. There was discussion concerning the added work this involved and potential change to the outdoor target/field championship atmosphere if this recommendation was accepted. Certainly this could not be done for 2001 but a bid could be submitted to COPANARCO for 2002.

    ACTION: To pursue WRE for 2002 when a bid comes in from FCA clubs.

  2. FITA FCA versus FITA International Format should be eliminated and only one format used. The Boucherville club strongly suggested the latter round. A possible championship schedule was presented on behalf of Greg Durward. Joan concurred that this format would be acceptable to most target archers.

    ACTION: The Executive agreed to institute the FITA International format for 2002. The Canadian champion would be declared at the end of the FITA rounds and then the Olympic Round would take place. This proposed change would be reviewed after the Winnipeg championship registration trends had been considered. Kathy will add this to the August agenda for both Executive and Board meetings.

  3. Limited access to the Olympic Round was recommended. This recommendation was not accepted. The rule changes approved by the Board of Directors did not allow for elimination of archers between 1st and 64th place.

The other recommendations did not apply since the Executive agreed to change the format to the FITA International round.

ACTION: Kathy will ask the Aylmer organizing committee again for a report with recommendations.

Greg has everything running smoothly as usual. Host clubs from 2000 had been contacted and advertisements had been sent out. Kathy anticipated receiving the final 2001 host package from Greg within the next week. Roger Boucher had agreed to run COPANARCO's MICA event for Canada and was getting some response directly from interested clubs. Most clubs run FCA Regionals and COPANARCO's simultaneously.

ACTION: Kathy to check with both Greg and Roger on a regular basis.

After reviewing Kathy's report it was agreed that a technical delegate other than the Executive Director be appointed by the Executive in order to share technical duties for this event. Due to the complexity of qualification to the Olympic Round, it was felt that few people would have enough knowledge to be of assistance to the organizing committee. Since Bruce Savage was very familiar with the new format, the Executive Committee agreed to appoint him as the technical delegate to Winnipeg for the Target/Field nationals.

ACTION: Kathy will inform Wendy Ross of the Executive Committee's decision and ask again when the FCA person would be required on-site. She will confirm with Don Lohnes that he will be the technical delegate for the 3D nationals again and whether he would consider not shooting the event or not. Kathy will send the revised agreement to Wendy.

ACTION: Kathy will advise the Winnipeg organizing committee that both she and Bruce will be arriving early to the nationals but any special visits needed in the months leading up to the nationals would have to be paid for by the organizing committee. Kathy will stress the need for the committee to review the whole Boucherville package and changes in the format in 2000 when it has been submitted to the national office.

Bruce Savage confirmed the ACC budget for this event will be $1500.

ACTION: Kathy will work with Ghislain Arseneault to call for judges to the nationals. The call will appear in Info.E-mail and the Judge's page on the FCA web site.

The FCA 3D Committee meeting traditionally has been held the night before the championships begins. This would be Thursday, August 2 at approximately 19:00. The Executive suggested the following events and times:

Tuesday, August 7 Out-going Executive Committee meeting 20:00

Friday, August 10 FCA Annual General Meeting 19:30

Saturday, August 11 Board of Directors meeting 17:00

Sunday, August 12 In-coming Executive Committee meeting 09:00

ACTION: Kathy will confirm the 3D meeting time with Don Lohnes and then send the tentative schedule to the Winnipeg Committee with approximate numbers of participants for each.

ACTION: Al Wills will work with Wendy Ross' version at the completion of the 2001 championships.

Greg Durward had submitted a bonus-system format for the Fred Usher Cup instead of the current quota system that does not appear to work well. Since this change in format would not affect the Winnipeg Organizing Committee's plans and schedule, it was decided that Bruce should go ahead with this submission for 2001.

ACTION: Bruce will contact Greg Durward regarding the bonus numbers used in the submission and prepare a notice for the web site asking for member input.

There has been no information forthcoming out of New Brunswick or the Canada Games Council regarding 2003. Kathy informed the Committee that the Yukon was working on its bid package for 2007 and Rick Dale had been in contact with the office several times already.

ACTION: Kathy will ask Karen Reinhart for an interim progress report for 2003. Kathy will ask André Gallant for a status report on FCA's roles and responsibilities.

Reed Fowlie reported that his has formed a small group in Manitoba to help with the sport-specific Level 4 task re-writes. A Coaching Committee meeting is needed as soon as possible. Al Wills reviewed the process of awarding task completion status to archery coaches.

Kathy reported the success of this clinic and the production of a course conductor manual draft. She must submit a course conductor manual in conjunction with the technical manual to CAC before it will be approved and translated. Kathy will work on this as she has time.

Bruce reported that the material covered at this event was equivalent to FCA's level 1-2 this time around and that much of the material was work Pascal had completed while working for FCA. Bruce stressed the need to send Canadian coaches to these events in order to strengthen ties with coaches in the Americas. Pre-event organization was a real problem and the dates were changed as well. More lead-up time was needed for all COPANARCO seminars.

ACTION: Kathy will obtain a price quote from Quick Copy for the photocopying requests from Greg Durward and Denis Beaudet and forward it to each. If they are still interested, she will send the requested copies.

The goals of the project were reviewed and a status report was given. A contract was issued to Paul Richards in November 2000 in order to continue this process but the contract had not been signed so far.

Kathy announced that a new company through Coyle & Greer in Ontario would manufacture the judge shirts. Judge interest was being ascertained before an initial ordered was submitted.

Ghislain Arseneault and Sheila Sheppard were working on correspondence courses for isolated communities that could not access clinics. Some provincial associations expressed concern over the need to use provincial-level judges for the indoor nationals. Kathy reiterated that this level of certification was a programme goal that FCA should strive for and correspondence courses may help this process. Also, she felt that Ghislain was working hard to update judge certification through the new national activity form that he was devising with Marlee Loiselle.

No current activities are planned. Kathy will be working with Don to develop a draft agenda for the August meeting.

 

5.4. High Performance

MOTION #E01-06: To accept the High Performance Committee minutes of November 2000 as circulated.

Moved by: B. Savage Seconded by: J. McDonald Carried

Reported as submitted.

ACTION: Joan will write to Greg Durward asking if he would sit on the HPC. Joan will touch base with Claude Malouin and outline his duties for the ranking system.

Current shipping rates do not cover actual expenses.

MOTION #E01-07: To amend motion E2000-14 as requested in the HPC minutes submitted.

Moved by: J. McDonald Seconded by: J. Hooey Carried

ACTION: Kathy will table this motion for ratification by the Board in August. Gary Gillies will be informed of the changes. A notice should appear in upcoming InfoExcellence bulletins. Joan should include this in her articles to Laurier.

This topic was not dealt with during the meeting. Canada did not receive a preliminary invitation since no Canadian field archer was present at the last Games. Through International Vice-President Al Wills, Canada has been successful in its request for a spot from the organizing committee of this field championship. It is up to FCA to inform the committee of any interested Canadians. No archers have shown interest to compete so far.

Joan reported that the new uniform design was super and a prototype was being made up this week. Kathy had sent the logo embroidery disk to Avalanche already. Marthe Cusson had been doing all the work as liaison with the manufacturer. The new uniforms will be a little more expensive but they are pant/shorts combination as well as a tracksuit/rain suit. Zip-out sleeves allow the jacket to convert into a vest. These uniforms will be available only to members of Excellence 2004. The uniform will remain the same for the next 4 years.

Kathy reported 10-15 applications for the new programme had been received already. Joan stated that the newsletter would be in the mail this week. Kathy and Joan agreed on a simplified system of data gathering for Excellence members.

ACTION: Kathy will work with provincial membership chairpersons to ensure archers are not charged twice to be in the new Excellence programme.

The 2000-2001 budget had been reviewed. The office has not received grant applications for 2001-2005 due to the SFAF review process. IPC world championships will be held in Prague but Arthur Nault had not received a date so far. There is a new president for IPC Archery and Arthur felt communications would be better in the future.

ACTION: Joan will produce a letter of intent to circulate to all Excellence 2000 gold and red squad members as well as some selected blue squad and unranked archers. This will be FCA's first indication of archer interest to attend this event. FCA's budget for this championship is approximately $10,000.

5.5. Communication & Marketing

The owner, Mr. Gosselin, sent along a product sample. The well-made product is sold in western Canada and Ontario. Further research was needed before Kathy could approach Dead End Targets with a realistic contract.

ACTION: Kathy will survey other sports for examples of rate cards and contracts with manufacturers.

No contact has been made.

Kathy will speak to FCA's equipment sponsors. She will take thank you letters and a tie to Mr. Park at Win & Win.

  1. Easton will give fewer arrows this year. Nine dozen will be the maximum.
  2. Hoyt will not be offering any bows.
  3. Neet will be asked to supply quivers but not for specific teams. FCA needs their web address.
  4. Cavalier will be contacted during the AMO Show for 2001 contributions.
  5. Doinker's offer will be reviewed at the AMO Show. Discount prices are available.
  6. Other manufacturers were not as easy to work with due to the distributor network in Canada.

It was concluded that Canada's place in world ranking does not inspire companies to sponsor FCA programmes.

Communications outside the archery community must be improved. Press releases were needed and a writer. HPC would be asking Greg Durward if he would be interested in this task from a High Performance viewpoint.

ACTION: Kathy will write a press release for this meeting and circulate it through SIRC.

    1. Other Business

HPC nominations were reviewed. The regular nomination process would begin in April. The Executive would need to vote by early June as usual.

Kathy circulated a draft policy for discussion.

ACTION: The Executive Committee would review Kathy's proposal and respond no later than January 29. Kathy will review the work done by Pam DePaolo.

Motion #E01-08: To adopt the new FCA Recognition Policy as submitted, with revisions, and post on the web site and circulate to the provinces.

Moved by: B Savage Seconded by: M. McDonald Carried

Motion #E01-09: To award Alain Gravel the FCA Diamond Volunteer Recognition Pin to honour his long-time service to the FCA.

Moved by: J. Hooey Seconded by: B. Savage Carried

Motion #E01-10: To award Dan Churchill the FCA Bronze Volunteer Recognition Pin for his assistance in the membership programme and donation of computer hardware and software to FCA.

Moved by: J. McDonald Seconded by: J. Hooey Carried

6. President’s Comments

The President commended everyone for the excellent work during the weekend. He was amazed at the quality and volume of work done. Jude Hooey stated the Canbow/3D Canbow programme would be ready by February. Bruce Savage will continue to work on collecting comments and making suggestions on how to better provide programs and services currently offered within the ACC portfolio. Joan McDonald applauded the Executive's decision to get bigger and involve more people. Kathy was told to keep everyone on a timetable in order to get all the tasks accomplished.

7. Adjournment

The meeting ended on Sunday, January 21st at 14:55. Adjourn until August 7, 2001 in Winnipeg.


REPORTS:


PRESIDENT’S REPORT

EXECUTIVE MEETING OTTAWA JANUARY 2001

It is still hard for me to believe that I am reporting to you from Ottawa! I think that at this time in FCA’s history, it is a good time for a volunteer President to be living in Ottawa. That is not to say that a President has to live in Ottawa, but when working toward Government assistance, being here and having a bit of knowledge of ‘the bureaucracy certainly helps.

Our work on the SFAF submission was a great deal of work, Kathy drafted the submissions and with my input and some from you, we finalized the documents and submitted them on time. This is itself is commendable! Kathy and I met with the consultants to ‘defend’ our submission, it did not turn out to be a very ruthless interview, but one still had to be very familiar with sport and archery’s position in it. I have a very good feeling of the work we did, but as usual, the final call will be that of government.

Kathy and I converse by email or phone at least once a week. I review, adjust and approve her monthly work plans and approve weekly changes or additions, as they become necessary. We try to get together once a month or so for lunch to discuss FCA matters and issues. The office can be on my way home, so I can drop by easily to sign cheques. I have tried very hard not to visit the office too much, as Kathy should have similar autonomy as if I lived elsewhere.

I was able to attend the HPC meeting in August in Montréal, that committee is to be commended for continuing to meet face to face without any cost to FCA. That will have to change to allow for input from the west. I have mentored a few of Bruce’s ideas and did some computer translation for Jude’s work on the 3D Canbow booklet. I have submitted the proposed changes tot the FITA rulebook within the deadline and am in constant communication with the FITA office. I have attempted to answer all correspondence promptly and believe I have kept all of it current. I am not aware of any outstanding correspondence to this office.

The web site continues to be popular, although time consuming, I am hoping that new software will make it more presentable and clean up the difficulties with French characters.

I believe that FCA is running very well considering our meager finances, how much longer we can keep it up is anyone’s guess, but for now were OK!

Submitted by

Allan (Al) R. Wills


VICE-PRESIDENT’S REPORT ARCHERY COUNCIL OF CANADA

EXECUTIVE MEETING OTTAWA JANUARY 2001

Having completed my second year in this position, I now feel comfortable with about 50% of what is involved with this portfolio. This rather low rate of comprehension is either due to my advancing age or limited capabilities (or both). Or - option #2 - possibly it is an indication that the responsibilities associated with this position are too numerous and demanding for one volunteer to handle. I will defer to the second option!!!

A look back at 2000

The year 2000 has been a very successful year for the plethora of activities and responsibilities within the ACC portfolio. Some of the positives are:

The list goes on and on and on.

These accomplishments can be directly attributed to many individuals who have dedicated countless hours to the sport and to the FCA. However, placing the responsibility to monitor, mentor and coordinate all issues and tasks related to " Archery in Canada" (Domestic projects and services) is too large a task for a single volunteer. When we had the luxury of 2 staff members, Pascal Colmaire under his job description as Technical Director took care of many of the domestic tasks. Now, with only one staff member, whose responsibilities are split between Administrative and Technical duties, an even greater load will need to be taken on by the volunteers.

Looking forward to 2001

Archery within Canada is popular and the interest in the sport as a recreational activity, as a form of hunting and as a competitive sport is growing. The national sports body can provide leadership for this growth by being proactive in the following areas.

Without coaches, judges and programs focused on developing a wide base of participation, the sport will struggle as a National entity. Canada has regional pockets of strength. The NSO can play a role in bringing these strengths together.

Recommendations

It is my recommendation that the current position known as VP –ACC, be split into 2 positions (see attached chart). The proposed tasks for each of the new positions are simply suggestions at this point, but dividing the responsibilities into "Committees and Projects" and "Events and Services" is being proposed as a starting point for discussion.

Submitted by

Bruce Savage – VP -ACC


ACC RE-STRUCTURING

 

OBSERVATIONS

The responsibilities associated with the VP- ACC position are too large to be managed effectively by a single volunteer.

 

RECOMMENDATIONS

#1

Do away with the name ACC - Archery Canada Council ( ). The name is not descriptive of the function.

#2

Create 2 "VP - Domestic" positions on the Executive Committee to deal with Domestic issues. (see chart)

#3

The 2 VP's would prepare jointly a budget related to domestic issues.

#4

Each VP would have a vote on the Executive Committee.

#5

Term of office would be for 2 years, but elections held yearly to elect 1 VP - Domestic. The will help ensure continuity.


VICE PRESIDENT'S REPORT HIGH PERFORMANCE COMMITTEE

EXECUTIVE MEETING OTTAWA JANUARY 2001

  1. The VP High Performance resigned suddenly immediately prior to the November committee meeting. Joan McDonald volunteered to take over the position until elections are held in August 2001.
  2. The November meeting was productive. The committee was restructured somewhat to include the main tasks and leaders required on the committee were identified as follows.
    Ranking List Claude Malouin
    Athlete liaison/rep Marthe Cusson
    Athlete Services Gary Gillies
    Communications Greg Durward
    InfoExcellence Lou Cusson
    Paralympic Arthur Nault
    Team Selection Joan McDonald

    Meetings during the year will continue on ICQ. Kathy is investigating doing one additional meeting using teleconferencing.
  3. Excellence 2004 has been initiated and will run much the same as previous "Excellence" programs.
  4. The InfoExcellence publication has been resurrected and will be sent out in hard copy as only about 60% of Excellence members are on email and we know that some of them don’t read their email.
  5. Obtaining equipment for Excellence members from sponsors is getting much harder. In 2000 we did not receive any bows from Hoyt, but did receive 4 bows (right handed only) from Win & Win. We also receive 18 dozen ACE arrows from Easton as well as other goods such as quivers and chest protectors, sights etc.

    In 2001 we will not receive any bows from Hoyt and the number of arrows we get will probably be cut in half as Don Rabska’s budget for this activity has been drastically reduced and Canadian archers are no where near the top of the heap.

    Indeed if Kathy Millar and Al Wills did not work on our behalf with sponsors we would receive nothing.
  6. The performance of Canadian archers is not keeping up with the rest of the world. Indeed the gap is widening. In 1996 we had 4 people make the COA standards – in 2000 there were only two. Our placing in the Olympics was anything but good. We can certainly anticipate that the criteria for 2004 will be even tougher since we have been able to meet their criteria in 1996 and 2000.

    At the moment the picture for 2004 is not bright – we have few up-and -coming archers.

    The cost to make even a half-hearted attempt at the Olympics is in the neighbourhood of 20 – 30,000 dollars. With no one to do marketing we again missed the short opportunity we have every 4 years to sell our sport. I believe this has to be a priority for the FCA. Whether we like it or not, the Olympic style archers are what will get out funding back. We must do whatever it takes to sell the sport to the public and to ourselves to get support for people who want to try and compete at this level.
  7. The HPC would like to see the Canadian Championships formatted so it is a useful and meaningful event. The attempt to make it all things to all people has made it appeal to none. Again it is not high on the list of elite shooters.
  8. As the HPC feels that the distances and age categories need to be reviewed so they are well within young archers capabilities. At the moment they are required to shoot 90m too soon and, therefore either do not participate or use too much bow weight too soon, do badly and then drop out.
  9. Now that the FCA and re-organized and discovered that it can survive without it’s government funding, it needs to become a little more aggressive and creative trying new ways to accomplish it’s goals. Not an easy task with so few people, but one important to it’s growth and survival in the future.


Submitted by

Joan McDonald


EXECUTIVE DIRECTOR'S REPORT

EXECUTIVE MEETING OTTAWA JANUARY 2001

Overview

Whereas last year FCA stood at a crossroads, the beginning of 2001 marks a time to wait-and-see. With the loss of the full-time Technical Director's position, the FCA has cut back expenses to such an extent that further cuts would spell the end of the professional sport organization. Volunteers must wait until February 2001 in order to find out whether or not Sport Canada will assist our NSO, or whether further cuts from funding sources will continue. Regardless of Sport Canada's future and its financial strategy, FCA will continue to rely on volunteer leadership and commitment in order to maintain existing programmes and achieve long-term goals.

 

Human Resources

  1. Volunteer

    The small core of dedicated volunteers has remained fairly constant. The loss of Alain Gravel meant an existing national-level volunteer was needed to fill in the position of VP High Performance until the forthcoming elections in Winnipeg next August. FCA is fortunate to have experienced volunteers to call upon, however the volunteer base did not grow in the process.

    TASK: FCA volunteers must search actively to promote new volunteers to the national level. Elections are an important opportunity to bring in new people with new ideas instead of relying on the same tried-and-true core group. In particular, the Executive Committee and Judging Committee rely too heavily upon long-time devotees. If and when this small group of volunteers decides to retire, the organization will suffer.

  2. Staff

The extra workload caused by Pascal's departure has been significant, but not daunting right now. Orientations to the HPC, and completing the closure of the NAC, have been time-consuming but attainable. My real concern centers around fulfillment of duties in late summer and early fall. Certainly the demands of the championship organizing committee for technical assistance coupled with the demands of committees and meetings during the same week will tax me to the fullest. Production of the annual report, travel arrangements, regular bookkeeping, membership updates for registration, approval of scorecards, formats, scheduling, running elimination trees, elections and all the other things that need to be done are truly daunting. I am hoping that volunteers will be patient and understanding during this transition process that will be most noticeable during the national championship preparation and delivery.

TASK: It may be that part-time staff will be necessary for the preparation of the annual report. The Executive will have to monitor the monthly work plans I submit to Al Wills in order to ensure that all priority tasks are dealt with well in advance of deadline dates.

 

Financial Resources

  1. Income

    This is the first year that I have been made responsible for budget projections. I have kept these estimates quite conservative in the first draft. FCA will lose approximately $27,000 in revenue simply due to the closure of the NAC. However, the partial year funding from CMN-M, if and when it arrives, will help offset this loss for one year only.

  2. Expenses

The budget projection may not portray expenses in their full light, but it does give the Executive Committee an initial working document. Due to the nature of our accounting software, totals do not reflect provincial sales tax that is applicable and non-refundable on some items in administration. On the other hand, most GST costs are recoverable due to FCA's charity status. In view of my report one year ago, I feel it is important to repeat the following:

  1. Relations with COA must continue.
  2. Membership growth has to be a priority, in particular within the largest provinces. Bowhunter and 3D membership are important growth areas, but not easily attainable given FCA’s financial resources and participant interests/needs.
  3. Marketing and Sponsorship present challenges to any organization. Initiatives taken in conjunction with COA are beginning to bring in limited resources. Limited interest by smaller investors was missed opportunities because FCA did not value its products for quick and easy sale. This was due in large part to lack of human resources. Our championship sponsor is not easy to contact but a new contract is in place for another 3 years.
  4. Inclusion and Coaching Association funding should be budgeted as required. These projects are revenue-neutral to the FCA.

 

Summary

I anticipate some funding from the federal government due to Alec Denys' fifth-place finish in Sydney. But I do not feel this will translate into an annual stipend that would allow hiring part-time secretarial staff, holding more sub-committee meetings, or assisting our archers to Beijing this fall. Volunteer effort to fund-raise is critical to achieving any one of these tasks. Certainly FCA is on a "maintenance programme" right now. Injection of new funds without stressing present staff and volunteers is a continual challenge. Action is needed now.

Respectfully submitted,

Kathleen Millar


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