Minutes / Proces Verbal

Board of Directors / Comité administratif

July 24, 2005 – Saint John, NB - le 24 juillet, 2005

 

1.         President's Call to Order

In attendance:

Don Lohnes, President           Roger Murray, ACC                Shawn Riggs, Athlete Rep

Bruce Savage, ACC               Al Wills, VP International         Arthur Nault, HPC

Tom Paukovic VP 3D             Sean Wyatt, AANS                  Phil Parlee, AANB

René Bellerose, FTAQ           Maciej Karlowski, OAA            Ed Wilson, ABAM

Ken Chipley, SAA                    Patti Middlebrough, ATAA       Susan Lemke, BCAA

 

Guests:          Carol Malcolm-O’Grady, Sport Canada

                        Greg Durward, FCA Rulebook Editor

Rick Comeau, AANS

Kathleen Millar, FCA Executive Director

 

The meeting was called to order at 16:20.  The President welcomed new representatives and invited self-introductions.

 

2.                Acceptance of the Minutes, August 4, 2004

Minutes were published in Directors' Mailing #2004-06 on September 9, 2004 & on the FCA web site

 

 

3.         Acceptance of August 2004 Agenda

The order of the agenda was altered to allow Greg Durward to present rule change proposals to the Board.

 

 

4.         Reports

              • Verbal addendum only to Annual Report submission

  4.1. President                                                  Nominees needed for 4 Directors at Large positions

  4.2.  Vice-President, Finance & Marketing         Nothing to add

  4.3.  Vice-President, High Performance  Nothing to add

4.4.    Vice-Presidents of Archery Canada

- Events & Services                                  Nothing to add

- Committees & Projects                           Youth Committee will meet after AGM

- 3D                                                         Nothing to add

4.5.    Director, Alberta                                       As submitted (attached)            

  4.6.  Director, British Columbia                          BC government confirmed funding requirements were                                                                    completed

  4.7.  Director, Saskatchewan                            Nothing to add

  4.8.  Director, Manitoba                                    Nothing to add

  4.9.  Director, Ontario                                       Nothing to add

4.10.  Director, Quebec                                      Nothing to add

4.11.  Director, New Brunswick                           Nothing to add              

4.12.  Director, Nova Scotia                                Nothing to add

4.13.  Director, Newfoundland                              Nothing to add              

4.14.  Athletes Representative                             Nothing to add

4.15.  FCA Volunteer positions                            Not applicable               

4.16.  FCA Executive Director                             Archery has moved up 4 positions in NSGB ranking                                                                      under Sport Canada’s SFAF III points system

 

 

• Recommendations from FCA Rules Committee {see pages (i) – (iii) for discussion}

The President thanked Greg for his work and assistance in guiding the Board through the process.  After the presentation, Greg Durward and Rick Comeau left the meeting.

 

5.         Business

5.1.    Operational Plan and Policy-making

                  • Notices of Motion to alter FCA by-laws/number of terms & voting delegates

The by-law proposals were reviewed in preparation for the Annual General Meeting.

 

• Operational Plan, Status Report and review of 2005-2006 projects

Kathy updated the Board on the plan.  For discussion on use of investment cash to fund contracted staff positions, see motion below.

 

• FCA and Sport Canada’s Long-term Athlete Development Model

Kathy reported that FCA’s budget submission to begin the model process had been postponed one year by Sport Canada.  Carol Malcolm-O’Grady confirmed that the LTADM required more input that high performance and that the process took approximately 36 months to complete.

 

• IFAA and possible membership

Al Wills reported that as of April 1^st there appeared to be no further barriers to IFAA affiliation.

 

ACTION:           Al Wills will follow up with IFAA and finish negotiation on behalf of the Board.

 

• NASP and possible Memorandum of Understanding

Al Wills introduced the American National Archery in the Schools Programme and showed the video.  He recommended that FCA bring the NASP Executive Director to make a presentation to the Board.  There was considerable discussion on this topic: Boards of Education were banning archery so this type of programme gave educational support to departments of education as a ready-made programme for in-school activity; the programme’s link with one manufacturer could impact on retailers and retail sales to existing school programmes; questions on delivery and numbers involved; there would be an impact on clubs and Canadian certification programme; FCA’s High Performance Committee was committed to the promotion of recurve archery so that the goal and this programme are at odds; and more bows and more participation is good for sport.  Are the PSOs willing to take this to each ministry of education in support of a commercial venture?

 

 

• Use of investment cash to fund contracted staff positions

 

5.2.      2005 Fiscal Year Update

• Quarterly reports, comparisons year-to-date

 

• Outstanding Accounts Receivables

There had been accounting issue with Coaching Association of Canada and how this impacted not only on FCA cashflow, but on FCA’s Coaching Certification Committee activities for 2005-2006.  She also explained the follow-up problems working with TICO to recoup losses from the Jetsgo bankruptcy.

 

• Approval of the revised budget with Sport Canada official contributions

FCA applied for, and received multiple year funding commitment from Sport Canada for 2005-2006 and 2006-2007.

 

• Official audit 2004 / investment sale & purchase (see policy above)

The audit was completed in time for inclusion in the annual report.  In response to a question regarding the high dollar value of inventory, Kathy reported that it was due to purchase of volume target faces near year end.

 

ACTION:         Kathy will create a new G/L number to split general clothing sales separately from team clothing sales

 

• Financial commitment for PSO athletes to national championships

All PSOs had objective criteria in place.  Most of them had named their archers for support.  The rest will name them before the end of the Target Nationals.  This funding is guaranteed under Board policy regardless of outside financial support.

 

• 2005-2006 FCA revenues/disbursements projection

International meetings and events had been quite expensive.  Other international federations put a cap on registration fees to world championships; FITA does not.  Should FCA be able to recoup losses as mentioned above, cashflow could be sufficient to finish the fourth quarter.

 

• One-time Sport Canada financial support

All funding for the national championship travel kit, equipment, AWAD training camp and Regional Coach Council meetings had been allocated.  Kathy was very positive about the legacy this support leaves to all future championship host committees.  FCA will need to contribute more of its own funds to complete the kit and store it.

 

ACTION:           Carol will assist in obtaining a Sport Canada sponsorship banner in both official languages for the travel kit.

 

• SFAF III & Canadian Sport Review Panel

The review process had proved very successful for FCA, although it is not clear whether or not FCA will be able to access more high performance funding.  Archery moved up in rank 4 places against other sports both domestically and in terms of high performance.  This change recognises the efforts of volunteers and staff over the past four years and will translate into higher levels of financial support from Sport Canada. 

 

• Other funding partners, COC contributions 2005-2008

The first installment of COC’s contribution arrived without further details on the total amount FCA may expect per annum.  Don Lohnes reported a $1000 donation from a building account with Ashford investments.  Al Wills’ efforts to revitalise the Robin Hood Multifoods sponsorship had not been successful.

 

5.2.    Management Issues

           • FCA Task List

The list is updated and revised every two-three months by the President and the Executive Director.  It continues to be a good tool in order to identify areas of need.

 

• Votes-by-Mail from last meeting to the present

There were none to report.  However; the President stressed the great difficulty getting response from each of the province; it is difficult to do business when there are no/insufficient responses to votes-by-mail.  One vote-by-mail that was abandoned was Approval of Executive Committee Motions.  The changes to the by-laws will correct this procedural problem.  There were no objections voiced to any of the motions.

 

            • PSO agreements for 2006-2008

Don Lohnes sent out agreements last week electronically.  There were comments on judging programme.  Kathy explained that each club will have to have at least one club-level judge starting in 2006 in order to receive FCA liability insurance.  The club level on-line test was the only requirement, not the practical component.

 

ACTION:           Don Lohnes will complete the PSO agreement process as follow up.

Kathy Millar will communicate the exact requirements for judge certification in detail to each club and through Info.E-mail.

 

            • Board self-evaluation form & process and Member Complaint Report (status only)

 

5.3.1  Committee Work & Recommendations

a) Archery Canada Council

            • Membership Report (status only - as published in annual report)

 

• 2007 Canada Games Update

James Wiebe held judge and coach certification courses in Whitehorse.  He is following his plan.

 

• CBET Status report

Reed Fowlie has resigned as FCA’s Coaching Certification Chairperson.  Roger Murray has a prospective replacement.  As soon as it is confirmed, the name will be published and the committee will continue work on Instructor Intermediate pilot courses and Master Learning Facilitator Training.

 

• Judge Certification Programme

There are approximately 20 active national-level judges and quite a few candidates.  Canada has 2 international judges.  FITA has instituted continental judges to help judge transition from the national level.  FCA will work with COPARCO and perhaps host a continental seminar.

 

-          Re-naming Judge of the Year Award

 

• 3D 2005 indoor championships

The event was very successful but more judges would be helpful.  The judges’ recommendations from the event will be discussed at the 3D committee meeting.

 

• 2005 outdoor Target/Field/3D Championship interim report

Phil Parlee reported that attendance was an issue with lower than expected pre-registrations, but promises to be very well run.   He worked with good volunteers, favoured the format and liked the software.

 

• 2006 3D Championship progress report

Lethbridge Bowbenders will be making a presentation at the 3D Committee meeting.  The dates are set for August 4-7.

 

• 2006 Target/Field Championship progress report

René Bellerose, on behalf of the Sherbrooke Organising Committee, gave a presentation.  They had secured an agreement with the City of Sherbrooke and Bishop University.  The FCA host agreement had been translated and sent to the Sherbrooke club.  There had been one conference call with the FCA national office.  Dates were set as August 12-19, which do not interfere with the 3D championship dates one week earlier.  The committee is working well and will submit the logo and fees soon. 

 

• 2006 indoor 3D championship - Status Report

Regina Archers had submitted a bid.  The FCA 3D committee will be voting at its meeting.

 

• Joint championships Rotation Policy– Status Report

For 2007, Bruce Savage reported that several clubs were interested in hosting field and 3D.  There was some question as to the venue for the target championships.  OAA would be prepared. 

For 2008, Ed Wilson stated that ABAM was soliciting interest from Manitoba clubs already.

 

• Youth Development Committee:

There will be a Youth Committee meeting after AGM tomorrow and some young people have expressed interest in attending.

 

b) High Performance Committee

• Formation of Regional Coaches Council, role and projects

RCC roles and projects had been established to reflect where the work is needed.  Skype meetings were held regularly. The committee has one vacancy to fill for the Atlantic Region.  The RCC members have agreed to set the 2006 World Juniors as a priority with potential on the field as well as the opportunity to work with the coaches of these athletes.  Again, the emphasis is coaches, not athletes, in order to have coaches involved throughout the process.  Susan and Arthur report an increased level of coaches in all the regions and need training of coaches in all regions.

 

Maciej Karlowski expressed the need to create a system to motivate coaches and clubs to perform better, with results on based performance of athletes.  Points should be awarded for medals at provincial and national championships, records earned, and number of athletes to international events.  He felt it was all about success and using simple methods based on healthy competition.  He stressed that success has to come up from the bottom and FCA can provide the environment.

 

ACTION:           The FCA High Performance and Coaching Certification Committees will review                       Maciej Karlowski’s suggestions to rank coaches. 

 

• Formation of extended Athletes Council and role

Shawn Riggs held an Athletes’ Townhall meeting at which the new Athlete committee was formed.  Members assisting Shawn with his work will be Ed Wilson (MB), Marie-Pier Beaudet (AC), Ryan Flannigan (SK), Jordan Eastman (ON), Angela Cramer (BC) and perhaps Kevin Evans (AWAD).  The Executive Director suggested an initial face-to-face meeting in order to establish priorities and a workplan that could be implemented with electronic communication.

 

 

• Implementation of HP Plan to 2012 – Implications

The Executive Director reminded the Board that increased financial requirements for the Plan 2012 to work required Board commitment to the goals and process.

 

• FITA Indoor Championships

Jeff Gunter submitted a report previously.  The Aalborg team was managed very well by Jeff and Karen Wallace.  The young people who competed so well will be able to inspire other young archers to compete at Indoor world championships to experience the travel and stressors of international competition.  Aalborg team leader financial support was allocated by HPC in accordance with the goals of the Plan to 2012.

 

• AWAD archer recruitment – Report from Talent Identification Camp

Arthur Nault thanked Tom Paukovic and the Powerview-area volunteers for their help to run this camp.  He stressed that recruitment was more than athletes in wheelchairs and he was pleased to note that Canada’s first amputee archer will be at the IPC world championships.

 

ACTION:           Arthur and FCA will continue to work with rehabilitation centres.

 

• FITA Outdoor Championships

A formal report will be coming from Joan McDonald, team coach.  Bruce Savage reported that the team did very well, with Kevin Tataryn in 5^th place.  The tone and atmosphere was good with regional coaches and Athletes.  He commended the good team effort by compound men.

 

• FISU Games – Archery

Kathy Millar, as team leader, reported that one Canadian archer met both eligibility rules and FCA squad criteria for this Olympic-style event.  Brian Arcand will represent the University of Toronto.

 

• B Team for 2005

Bruce Savage, as B team leader to the WRE in Santo Domingo in August, reviewed the B Team concept as part of the HPC Plan to 2012.  It is meant to provide an opportunity to gold and red squad athletes who did not make world team or major event.  This first B team will have three archers, Claude Rousseau, Valerie McDuff and Racheal Savage.  He hoped that HPC would be able to send a larger team next time and recommended PSOs to encourage this Excellence programme.

 

• IPC World Championship 2005

Arthur reported that 3 archers had qualified for Italy.  Alec Denys had retired from shooting and has agreed to coach the team.  Roger Murray will be attending as team leader and begin training as an international classifier.  Arthur Nault will be Technical Delegate for the event.

 

• 2006 FITA World Junior/Cadet Championships preparation

Susan Lemke reported that an announcement had been circulated by the Regional Coaches Council to interested coaches and athletes for this team.  The event will be held in October due to the unstable weather in Mexico during July and August.  RCC members fear that this late date will prevent some elite youth from attending.

 

• Pan Am Championship 2006

Kathy reminded the Board that this was the athlete quota event for recurve archers for the 2007 Pan American Games.  It would be a high priority event to fund in whole or in part.

 

• Pan Am Games 2007

PASO has reviewed athlete numbers for all events and archery may have received an increase.  Brazil still intends to fund a great deal of the expenses as Canada did for the Winnipeg Games. 

 

ACTION:           Al Wills will check on the number of archers allotted in the revised technical              package for Pan Am Games

 

• Other items

Maciej Karlowski felt FCA had a role to play in helping kids in schools who are trying to excel.  Adapted individual programmes were needed in order to train and compete.  Susan Lemke reported on BC schools for sport, René Bellerose stated that there were sports schools in Québec; and Kathy reported that Crispin Duenas attended such a high school in Ontario.  There seemed to be a growing movement across Canada to combine education with athletes who want to excel.

 

ACTION:           HPC will review Maciej’s suggestion at the fall meeting.

 

He suggested also that FCA find ways to assist national champions in cub and pre-cub divisions and fund their development.  There was a general consensus that FCA was not able to fund seniors, juniors and cadets adequately at this time.  The idea was tabled.

 

c) Communications & Marketing

• Sponsorship update – Status Report

Easton supported FCA’s Equipment Programme again in 2005 with 12 dozen arrows to Canadian archers not covered under their direct sponsorship programme.  A new person is taking over the international sponsorship programme from Don Rabska.  Neet Products sponsorship is an open relationship based on Kathy’s personal connections.  However, lately she has not had enough time to pursue this sponsor.  Win & Win generously sponsored three bows again for 2005.  The bows arrived promptly this year.  COC/FCA/VISA Affinity card programme is under review.  Kathy is hopeful it is functioning and will continue working with COC.

 

ACTION            FCA will send a letter of thanks to Don Rabska for his efforts to support                                  Canadian archers over the years.

 

• Website

Al Wills reported that the server is back up thanks to Dan Churchill’s quick utilisation of ace-of-space to keep it going.  FCA has a volunteer paying for this and that is not fair.  Dan Churchill is doing a fabulous job but it may be time to budget for the web space or service provider.  Al Wills is actively pursuing options.  Bandwidth is up because of traffic and discussion forum.

 

• InfoExcellence

Info.E-mail has replaced it as a news bulletin so it is changing its mandate to educate the archers.

 

• Info.E-mail

The format uses web links to the FCA website because many members use hotmail.com and there is limited storage space.  There have been one or two problems with this change.  There is no consensus on a preferred format.  Info.E-mail changed to a bi-weekly bulletin.

 

• Distribution & Sales (see comments above on inventory values)

 

d) International Committee

• FITA

Al Wills represented Canada at Congress.  Dr. Ugur Erdener (TUR) was elected FITA president.  Mr. Tom Dielen has returned to FITA as both the Secretary General and Director General.  The IOC Singapore meeting voted to keep Archery in the Olympics for another cycle.

 

• COPARCO

Al Wills represented Canada.  COPANARCO was asked to change its name due to a perceived connection with narcotics.  General lack of up-to-date information was a major issue for Canada.  Al Wills has volunteered to assist with COPARCO’s website.  MICA medals had not arrived in Canada in time for presentation at these championships, but they were expected soon.

 

5.4.      2006 Fiscal Year

The Board recommended funding a contract bookkeeper and a RCC training camp.

 

5.5       Other Business

• Member Complaint

The FCA Member Complaint procedure was initiated due to an incident arising at an FCA-sanctioned event.  The FCA Member Complaint Policy was followed, a tribunal was struck, the case was investigated, and a decision was made.  That decision was conveyed to the plaintiff, the defendant, and the Vice-President HPC.

 

6.         President's Closing Remarks

The President thanked all the Board members for their input.

 

7.         Adjourn

The meeting was adjourned until the Annual General Meeting at the University of New Brunswick on July 27, 2005.