FCA Executive Committee Meeting Minutes,

Ottawa, January 23-24, 1999 2460 Lancaster Road, Ottawa, Suite 200

Executive members present: Al Wills, President Jude Hooey, Vice-President - Finance Alain Gravel, Vice-President - High Performance
Absent w/ apologies: Dennis Mrokwia, Vice-President - Archery Canada

In attendance: Kathleen Millar, General Manager  Pascal Colmaire, Technical Director

1. President's Opening Remarks and Acceptance of Agenda

The meeting was called to order at 10:04 AM. Al Wills, FCA President, chaired the meeting. K. Millar, General Manager, recorded the Minutes. Al welcomed the Vice-Presidents and staff. He spoke with Dennis briefly on the telephone the previous night for his input. Unfortunately, Dennis’ flight was cancelled due to poor weather in eastern Canada. The President’s report is attached. The agenda was declared open to change/addition throughout the meeting.

  1. Reading of Minutes, August 13, 1998


    Motion #E9901: To approve the minutes as circulated in Directors Mailing #9/98, 98/10/02.

    Moved by: A. Gravel Seconded by: J. Hooey Carried.

  2. Acceptance of Agenda
Motion #9902: To leave the agenda open to changes and suggestions throughout the weekend.

Moved by: J. Hooey Seconded by: A. Gravel Carried.

4. Reports

President Al Wills read his notes from the telephone conversation with Dennis. Dennis wished to convey several points:
  1. Fred Walker had tendered his resignation as FCA 3D Chairman. Dennis was concerned over issues arising from the classes and divisions should IBO rules be accepted as is without "Canadianizing" them.
  2. There had been no report from the National Championship Ad Hoc Committee. Dennis noted that he had not received a report to date. Al Wills stated that he has encouraged Bruce Savage to produce an interim report after he had surveyed opinion more-widely. Alain Gravel stated that Bruce had received recommendation from HPC to activate the committee and produce a report.
ACTION: Al Wills to contact Bruce Savage again for a progress report. Alain Gravel outlined the Canadian Olympic Association’s actions regarding fund-raising. The Federal Government sub-committee report on sport (commonly referred to as the Mills’ Report) was discussed. The Federal Cabinet may not address this report until May. Although the clause supporting a base admini-strative allowance to all sport governing bodies seemed to meet with general government acceptance, the main hurdle is the clause giving tax concessions to professional sports. The Vice-President’s report is attached. There was general agreement that the fax sent to the FCA office regarding changes to the FOR was a motion to FITA for the Riom Congress. Al pointed out the need to have a FITA delegate in France. As FCA did not have funds available for him to travel, it was thought that either Pascal Colmaire or Joan McDonald might be asked to represent Canada. Jude Hooey stressed the need to have e-mail contacts for every FCA-affiliated club. In this way, FCA CyberNews will be more effective. She stated that there was good response to her e-mail newsletter. The Vice-President’s report is attached.

ACTION: Kathy to e-mail 1998 club listing to Jude as an attachment.

Pascal highlighted his report. The NAC’s financial health was good. Results this year were very good: a Team Bronze medal at Junior Worlds and numerous medals at Championships of the Americas. There are currently 2 full-time athletes training at the NAC. This may increase as the last full year before the Olympics draws near. However, it was pointed out that Pascal’s out-reach coaching to the provinces such as Manitoba may mean fewer athletes at the Montréal centre. Also, the number of visiting athletes has increased. The Technical Director’s report is attached. Memberships: The final hardcopy and back-up disks for 1998 memberships were completed. The membership drive proposal, offering 3D targets, did not receive provincial support. The Canbow 3D skills award initiative had been supported in principle.

Fiscal: the report by departments was submitted for the last 3 quarters of fiscal year 1998-99. Cash flow figures for the calendar year 1998 were reviewed. A revised Accounts Receivable was discussed item-by-item and updated. The General Manager’s report is attached.

ACTION: Kathy to contact those people wishing FITA field award pins before ordering them. The cost will be $10.00 each. 5. Business
    1. Management Issues


      Al Wills stated that FCA’s goal was to get back on government funding. This means certain services have to be kept up and running in order to meet funding criteria. The choice for FCA is obvious: go broke or get funding back. It was felt that Minister of Heritage, Sheila Copps, was on the side of sport governing bodies. But until the funding framework changes, the FCA focus is to maintain FCA offices and services as is. There was general agreement from the Vice-Presidents present.

      There was a review of financial sources to date: COA, FAFAD, memberships and Distribution Services. FCA needs to concentrate on memberships and the PSO agreements.

      New PSO agreements

      Al Wills outlined the work to date since taking over as President in December. AANS’ suggestions were reviewed beforehand.

      BCAA has been finalized and SAA agreed to go with the document "as is".

      ABAA is defining the membership fee structure and talks are ongoing. It was agreed that FCA would accept membership from Alberta only through Tom Sekura in order to avoid confusion.

      ABAM has its own insurance and does not wish family membership rates.

      OAA has not been negotiated with. There is a new president and treasurer. It was thought that these two people plus FCA Board member Bruce Savage should be invited to see the Ottawa office and get a better idea of what FCA operations look like.

      AANB is meeting shortly and Karen Reinhart is in regular contact with Al/Kathy.

      AANS has received the agreement and will review it with Al when he is in Halifax February 5-13.

      There has been no contact from the other associations.

      ACTION: Al is contact both Court MacKid and Dawn Groszko regarding part (g) of the PSO agreement.

      Kathy will invite Barry Liebner, Heather Whittier and Bruce Savage to visit the FCA

      Office in Ottawa.

      Al to reply to Eric Mott’s suggestions.

      It was agreed that the 2000 PSO agreements should be in draft form by May or June so Board members could be prepared to sign them at the Annual General Meeting. Also, in the 2000 agreement, the penalty to join FCA directly as a family should be increased.

      Motion #9903: To accept the generic PSO agreement as presented, and give Al Wills the authority to finalized the individual agreements with each province, upon approval by the Board of Directors.

      Moved: J. Hooey Seconded by: A. Gravel Carried

      Discussion from Eric Mott’s submission from AANS

      There was discussion concerning AANS’s 3D rep. to the last championships.

      Motion #9904: To reimburse AANS to a maximum of $525, towards the costs of the 3D representative’s travel to the 1998 3D representative’s meeting.

      Moved A. Gravel Seconded by: J. Hooey Carried

      AANS’ suggestion for reduction in the number of directors at large was not supported by the Executive Committee. Eric would need a motion, to be seconded, and be submitted for circulation to the membership 60 days before the AGM. Some suggestions were made regarding the Executive and the portfolios. Motions and constitutional issues must go through Industry Canada.

      ACTION: Al Wills to respond to Eric regarding all AANS concerns.

      Eric to seek seconders and reword motions for the Board/AGM.

      Kathy to work with Stan Siatkowski on Notices of Motion.

      AANS’ concerns regarding 3D representatives was dealt with under the motion and the new PSO agreements. Voting at the AGM was discussed. It was felt the motion could go forward but the number of provincial delegates should be an uneven number to avoid a province "cancelling itself out" during a vote.
       

      Nova Scotia’s concerns for 3D Archery were covered by the PSO agreements. FCA will provide leadership to people who come to it in an organized fashion. There was general agreement with AANS point 5 on insurance. Jude Hooey would add points to the CyberNews. Stress should be placed on the fact that FCA is "bows and arrows" and should project a sport image, not a business image. It promotes sport and exists to coordinate archery across Canada. With regard to the proposal to limit the number of sites hosting national outdoor championships, the Executive felt that FCA should promote sport all across the country to train and develop coaches, judges and organizers nationwide. Restricting the number of sites would not encourage this. The Executive thanked AANS for its input and suggestions.

      5.2. Finance

      1998/99 Fiscal Year

      Kathy Millar reviewed the new accounting system and reports. The Accounts Receivable were reviewed and discussed individually. Kathy reported that the situation had improved greatly since October 1997. The signing authority had been changed to Jude Hooey and Kathleen Millar for cheque writing out of the business account, and either/or for the MasterCard account.

      The NAC is expected to receive the Multi-sport Centre grant for $10,000 since the agreement was for 3 years. It was expected there would some expenses for sports science testing, etc. It is expected also the Québec government grant of $10,000 would be received also. Therefore, assistance remains at $20,000 with 9-month revenues of approximately $2,800. It was calculated that the presence of the NAC saves FCA $34,000/year to offset Pascal’s salary as Technical Director. The net cost to FCA to employ Pascal at the Centre is approximately $17,000.

      Other sources of "outside" income were detailed. Alain Gravel and Kathy Millar outlined the latest COA initiative for advertising. Kathy reviewed the work to date with Ben Morin in the Ottawa office. The COA is trying to find sponsorship for smaller sports by offering advertising opportunities to five target groups. All sports in this programme could receive $50,000 in the next quadrennial.

      Projected expenses included: $9,000 for the Edmonton AGM; $5,000 for Canbow badge order; and $5,000 for new Canbow 3D skills award programme start-up costs. The Edmonton meetings were discussed. It was agreed that if the host committee was starting official practice on Sunday and the Elimination rounds were Friday, then the Banquet would possibly be held Friday night. The Executive Committee decided that all three meetings could be held on Saturday, July 31st. Possible times suggested were 3D reps at 8am; Board meeting at 10 am, AGM at 7pm (1900 hours). This would allow those provinces sending only one representative to attend as many events as possible. It would allow the FCA Executive the opportunity to attend the 3D representatives’ meeting also. Expenses included offices operations and salary/contract positions.

      ACTION: Pascal to confirm schedule of events.

      ACC expenses were estimated. The Committee would have to meet electronically. Its members are Dennis Mrokwia, the 3D chairperson, Larry Robins and Sheila Sheppard. There would be funds needed to offset judging expenses to nationals and the Canbow 3D skills award programme. However, the Executive was unwilling to dictate how the funds should be spent.

      HPC expenses were estimated. Two projects were listed. Support Staff to Worlds and the Continental Qualifying Tournament in Mexico is a concern. It was felt the FCA should pay for archer registrations and uniforms. Once again, the Committee was not prepared to dictate to the HPC how the funds should be spent.

      Motion #9905: To allocate $10,000 to HPC and $4,000 to ACC for 1999 to be used by those committees on designated projects.

      Moved: J. Hooey Seconded by: A. Gravel Carried

      ACTION: Jude Hooey to prepare a draft budget for Board approval.

      The FCA Web-site was reviewed. It was felt there was just cause to continue this service and promote FCA’s sponsors through it. There was a steady increase in "hits" from all across Canada.

      Motion #9906: To renew the web-site for 6Meg’s and 12 months at the best price possible.

      Moved: A. Gravel Seconded by: J. Hooey Carried

      ACTION: Al Wills to re-negotiate rates with IslandNet.

      Unfortunately, due to the late start, the meeting ran overtime and FCA was not able to attend the Canadian Paralympic Committee’s Annual Meeting. The President suggested the day’s work end at 6pm. The meeting was recessed until 9:30 Sunday morning. There was an in camera breakfast meeting (8:00 am) at the Quality Inn Hotel on Sunday morning to discuss the future staffing needs of the Federation and the financial implications. The President chaired the meeting.
      Archery Canada

      There was considerable controversy over IBO age categories in 3D since some rules do not conform to FCA categories. These need revision. There had been general agreement that IBO rules should be used and these were only minor refinements.

      Motion #9907: That the Executive Committee returns the 3D Committee’s proposal to change age and equipment categories to IBO rules and have the committee retain FCA age and equipment categories.

      Moved: J. Hooey Seconded by: A. Gravel Carried

      The topic of volunteers’ tax receipts was reviewed. Volunteers contributing services to FCA programmes for which they receive no direct remuneration are entitled to tax receipts for their contributions to the FCA. These submissions to the national office must come via the Vice-President for the programme as summaries only.

      ACTION: Kathy Millar will advertise FCA’s interest in receiving bids for the 2000 target champion-ships and 20001 3D and target championships in both the FCA Info.e-mail and Board mailing.

      National Championships 1999 were discussed. Pascal noted that hotels were more costly than two years ago. It appeared that Holiday Inn had the best prices and they were $74.00 per night.

      Motion #9908: To designate the Holiday Inn Convention Centre as the official FCA hotel for the 1999 3D and Target nationals.

      Moved: A. Gravel Seconded by: J. Hooey Carried

      ACTION: Pascal Colmaire to tell Larry Robins of FCA’s hotel selection.

      Al Wills to see if he can get better van rental rates through his work.

      Jude Hooey to confirm signing of host agreement for both national

      Canbow 3D Skills Award programme initiative:

      The background for this 3D programme with the provinces was outlined by Kathy Millar.

      Motion #9909: That the FCA Executive returns the budget to ACC with the confirmed participation of $300 each from British Columbia, Alberta, Saskatchewan, Manitoba and New Brunswick towards the production costs of the 3D Canbow Skills Award programme. The Executive leaves the decision to act upon this programme to ACC.

      Moved: J. Hooey Seconded by: A. Gravel Carried

      Update on Indoors Nationals

      Greg Durward has been doing a very good job in his first year as coordinator. This programme is still the best vehicle FCA for garnering new memberships.

      Other

      Sheila Sheppard, Chairperson of Judges, is looking after judge appointments for the nationals at Sherwood Park.

    2. High Performance
The HPC meeting minutes were circulated via e-mail. A final form was printed for the Executive meeting.

Motion #9910: To accept the minutes and recommendations of the HPC meeting minutes as circulated with the addition of Joan McDonald and Gary Gillies as present.

Moved: A. Gravel Seconded by: J. Hooey Carried

Coaching programmes and use of available funds by March 31/99

Alain reported that three chapters of the Course Conductor manual had been translated. Kathy Millar felt the first full draft of the level 3 technical coach manual would be finished by the end of February. The remaining CAC funds should be revised to reflect work done by Doug Soar on Level IV tasks. Pascal reported that CAC had finally accepted FCA’s tasks.

ACTION: Kathy to send hours of work to Pascal for submission.

Pascal to clear up Al Wills’ submission with Cyndie Flett, CAC

Wheelchair programmes and use of available funds by March 31/99

FAFAD funds from Sport Canada were discussed. The SkiArc event Arthur was planning to attend in Italy was cancelled due to poor snow conditions. There were possible alternative trips planned for Alec Denys in lieu of Stoke-Mandeville Games. One camp would be held in Germany, sponsored by Beiter. The other one would be in Van Nuys, CA sponsored by Easton.

ACTION: Pascal to check on both camps for dates and details and tell Kathy so Sport Canada could be approached in time.

Kathy to contact Ann Webb for final results from Stoke-Mandeville for final report.

NAC Issues

Pascal advised the Committee that in the future grants to the NAC would be reduced. This should be anticipated in the next two years after the Sydney Games have been staged. The NAC can generate more revenue by purchasing entry-level equipment in order to offer recreational courses. This new venture could offset the loss of grants.

The point was made that there are not enough High Performance athletes using the NAC on a permanent and part-time basis. Also there are no coach-candidates registered. Every year a level 3 technical course was offered, but it was cancelled each time due to lack of registrants. No apprentice coaches were registered either. However, the NAC reaches out to the provinces. Manitoba has been able to budget travel and honoraria expenses to bring Pascal to their elite archers. The rest of Canada should be made aware that should athletes continue to train without the NAC, the NAC will be gone.

ACTION: Jude Hooey to communicate this fact through CyberNews.

Other Issues

The Canada Cup may lose its status as a major event if it continues to attract only Canadian archers. Contrary to common assumptions, this is not a BC only event. The Canada Cup was started as a western version on the Ontario Spring Classic and any province in the west can apply to hold it.

ACTION: Alain’s committee to advise clubs that it is a major event. A club must write to the HPC which in turn awards the tournament.

Alain to send HPC recommendations for FCA Annual Awards to Dennis Mrokwia.

AMO Show update

Kathy Millar attended the archery industry trade show in Columbus, Ohio. She re-established contacts with FCA’s sponsors (both the Equipment Programme and the NAC). A standard letter could be issued from FCA for Excellence 2000 athlete’s wishing to secure sponsorship on their own from non-FCA sponsors.

FCA’s Image

A statement should be issued that FCA is known as an association dealing with bows & arrows issues while making prudent business decisions, providing services to everyone.

ACTION: Kathy and Jude to circulate this statement.

Fund-raising

It was noted that FCA should be trying to enlist the support of small business outside the archery industry. Small business contributions towards community-based, nationally sanctioned events may ease the cash drain. Filling the V-P Marketing & Communication portfolio will not be addressed before the upcoming AGM.

    1. Other Business
Dick Tone and 1964 national championship

Al Wills reviewed the background information. He showed the Committee the old Canadian Archer issue that pictured Dick Tone and Joan McDonald-Gallie as national champions. It was agreed to proceed as Kathy had suggested in the brief.

ACTION: Kathy to discuss this issue with Bruce Savage in order to get any local reaction.

Motion #9911: That the Executive Committee recommends to the Board to accept the proposal to recognize Dick Tone’s accomplishments with a vote by mail, with 21 says to discuss.

Moved: J. Hooey Seconded by: A. Gravel Carried

Oliver Foulkes and bronze volunteer pin

Oliver’s work in the office and the amount of time spent on the membership programme software was highlighted. Since Oliver is not an archer, only married to one, it was felt that his contributions should be recognized.

Motion #9912: That Oliver Foulkes receive the FCA bronze Volunteer Pin.

Moved: A. Gravel Seconded by: J. Hooey Carried

ACTION: Kathy Millar will arrange for a suitable opportunity to present this award to Oliver.

Business Cards

Kathy showed the Committee the business card she had designed for Joan McDonald as Olympic Coach. There was general agreement that new cards should be issued since the General Manager did not have any and the Presidency had changed. Punch out business cards that run on laser printers were suggested as a way to print limited numbers of cards only as needed.

ACTION: Kathy to investigate prices and report back to the Executive.

HSRS

In terms of preparation for major international events, HSRS was thought to be expensive and slow. A local Ottawa-based supplier has been engaged for winter 1999 events since the athletes could not wait the required 6 weeks for HSRS to supply uniforms. A new uniform design was shown to the Committee. Louise Vien had worked with input from several archers before proposing the design. Al Wills gave background information on the reputation of HSRS and the Committee felt it should continue to support its use by the general membership. However, it was not the exclusive supplier for Canada’s teams. HPC was directed to pursue the Ottawa firm for prices and policy on who would own the "master" embroidery copy.

ACTION: Pascal to work with Louise Vien on this project.

The President’s Workload

Pascal Colmaire and Kathy Millar expressed concern over the number of portfolios and projects the President was committed to. Al Wills assured everyone he knew when to say "no".

  1. President’s Comments
Al Wills thanked everyone present for a productive meeting. He expressed regret that Dennis Mrokwia was unable to attend. In closing, Al stressed to the Committee members that if they receive e-mail from the offices or himself, volunteers are required to acknowledge receipt of it. Even if the note just says "got it and will reply" it would be appreciated. It was noted that some Executive members do not check the e-mail every day. Al noted also that e-mails tended to make the author sound angry all the time. Be sure to soften the tone of all correspondence, particularly with new Board members who do not know you very well personally. Only use capital letters if you are shouting/angry. The web-site has to be reviewed by one person, a Web-master, because the web-site information becomes FCA policy. There can no inconsistency.

7. Adjournment

The meeting ended on Sunday, January 24th at 12:30 PM. Adjourn until the National Target/3D Championships in Edmonton, July 1999.


Background on agenda items submitted by AANS

1. All Director at Large positions to be removed from the Board with the exception of the position of President.

The province's rep named to this position will be replaced with a new provincial rep.

This will reduce the size of the Board.

2. Provincial Director's funding and 3-D reps funding.

Each person will receive a minimum of 50% funding. Each province will make up the difference up to 50%. The province should accept some responsible for being represented. (Or, we could raise provincial fees to cover the costs of both reps to the meetings. I'm sure this would get us hung!)

With the reduction of numbers and money in item 1 & 2 respectfully a cost reduction should be seen.

I point out, this matter was brought up before, but, was put forward as elections from the floor and it was voted down. The Board of Directors are the only one's in our association not to have major change. We've reduced everywhere else. It is now time for us to down size and utilize more volunteers.

3. Voting at the AGM

Each province has up to six delegates on the floor. At one time all six could cast a vote. Over the past years we have used one vote per province. This should be changed back so all six representatives get a vote. Our AGM shows a voting procedure of a Board meeting. I have concerns that voting as a ‘block’ is too easily controlled by a ‘vote-seeker’. Our members who attend our AGM should have this opportunity. To be blunt I feel the AGM is almost to the point of being a controlled environment.

My personal feeling is everyone at the meeting should have a vote. They have all paid their memberships and I feel by not allowing them to vote we are taking away an important part of our members’ rights and privileges.

4. 3-D Archery

A percentage, or some commitment money wise, must be started, even if it starts small, to ‘seed’ money back to the 3-D community. Our 3-D Canbow program would be a good sign to our large population base of 3-D shooters. Have we asked them what progression they would like to follow? Have we asked them what they want along these lines. Can and should we develop the Canbow programs to include the adults over time?

5. Insurance

I keep hearing about people and clubs going out finding cheaper insurance. The FCA and provincial members must make it clear WE DO NOT SELL INSURANCE! We sell Archery memberships and insurance is only ONE of the items the member gains from joining. Please find a way to pass this message on.

6. National Championship site

Is it time for the FCA to stop being travelling show and set up a Central National Championship (within reason) site for 3-D, Target and Field archery. From these events we should make a commission, you know money. No longer should this be a free fund-raiser to clubs alone. I have heard some clubs are doing very well hosting selective events. Maybe its time the FCA did well. This is food for thought.

Respectfully Submitted

Eric Mott

President

Archers Association of Nova Scotia


PRESIDENT'S REPORT 1999 EXECUTIVE MEETING --

I am pleased to take over as your president. These are challenging times, but no amount of such clichés will help us get around the work required. I hope that I can count on each of you to work with me towards better times.

I have produced a Provincial agreement, which you have all seen by now. These will be the source of our funding for the foreseeable future. The money we receive from COA is loosely tied to High Performance and I do not want to touch the legacy funds again. The agreements have given us much time to reflect on who we are and what we do for Canadian Archery. Most of all the point must be made to all parties concerned that we are more than an insurance company. FCA provides the groundwork for all competitive archery in Canada and educates all Canadian archers, coaches and judges.

We all know that information is everything, but information is more than reams of paper. It is timely response to questions and action on important issues. If we can all agree to keep our correspondence current among the staff and ourselves, we can go a long way toward keeping people informed and dealing with important issues. We must put aside personal issues and biases and look toward the good for FCA. I don't mean for a second that you should keep your opinions or issues to yourself, quite the opposite. I ask that you be loyal to the Executive and Board until you have discussed it with us/them. If our positions differ, we cannot be efficient. I am willing to be the one to keep us all in touch and manage the association, with your assistance.

Respectfully submitted,

Al Wills


REPORT TO THE FCA EXECUTIVE OTTAWA JANUARY 22, 1999

Please find attached the financial report and background information necessary for the Budget exercise this weekend. The following items are of note:

  1. As per the wishes of the FCA Board at the August meeting, FCA’s year-end will change to match the calendar year. This requires two sets of reports. It will be necessary to advise the federal government agencies of this change. This will be done soon. However, this change makes the budget forecast incomplete if we look at the Simply Accounting version of the financial statement.


    Therefore, in order to budget effectively, I have enclosed the actual cash flow for the 1998 calendar year. The Simply Accounting statements reflect the April 1 to December 31st, 1998 period. Note that there are certain fiscal quarters requiring larger expenditures. On a positive note, the 1998 first quarter has built into it the $15,000.00 repayment of the Line of Credit; and 1999 first quarter expenditures will not need to be so high.

  2. This is my first attempt to break down the FCA’s operational costs and revenues into projects to reflect where FCA earns its money and where funds need to be allocated. However, I would caution you to regard the totals in light of what revenues can actually be attributed, if any to certain projects. In particular, neither the "National Office" nor "Governance" requirements by law are capable of generating income. As I refine the system, it will be possible to detail expenses better. If you have any suggestions, I would welcome them.
Cash on hand for the next deposit is $1984.36. The next cheque run will be approximately $4,463.82 since FCA owes insurance premiums and the annual FITA affiliation fee.

Projected expenses to consider:

National office stationery and cleaning the Laser printer

Rent is down; phone is up

ACC/Canbow $5,000 worth of crests are on order

3D/Target nationals

High Performance this is a pre-Olympic year

International FITA Congress this year

Governance meeting expenses be slightly higher for Edmonton AGM

NAC need to ensure both Quebec government cheques are available in 1999

Summary

It has been extremely challenging to re-arrange the fiscal year, make the requested software changes and catch up on government reporting as well as inputting the whole fiscal year due to the loss of our bookkeeping student. All of these things have been accomplished since the August board meeting. I feel that the accounting is an accurate reflection of the Federation, and now that the backlog of work has been cleared, I will be able to devote more time to dealing with government issues, T4 and T4A submissions and dealings with Sport Canada (FAFAD).

Respectfully submitted,

Kathleen Millar

FCA General Manager

99/01/22



 

GENERAL MANAGER’S REPORT TO THE FCA EXECUTIVE 99/01/22

Administration

With the resignation of Allan Dean as FCA president on December 15th, 1998, the FCA was very fortunate to have Al Wills replace him and take over the important job of government. Since his return, the Provincial Sport Organization agreements have been circulated and clearly half of the provinces have responded favourably. He has worked with the office and other volunteers to clear up misunderstandings on a variety of issues ranging from 3D, to memberships, to FITA awards. His direction and input have been greatly appreciated.

The office continues to operate as a significant information processing/dissemination centre for the sport. On average, 40 e-mails are received every 48 hours. . Al Wills and I are in contact several times per week, usually by e-mail. I am in contact with the National Archery Centre regularly also. Also, my Info e-mail communiqué seems to be appreciated all across Canada. All correspondence is answered in a timely manner. Phone calls are minimal since most volunteers prefer to communicate via e-mail. Faxes are quite numerous and several of our associate federations communicate in this manner now. In conjunction with the FCA web-site and FCA news, our members receive updated information every week. This is greater interaction with our membership than ever before.

I was able to reinforce sponsorship connections for the High Performance Committee during my trip to the AMO show in January. I will be working with Pascal Colmaire and Alain Gravel to ensure that our sponsors are served properly. I have attended Ottawa-based meeting on behalf of Pascal Colmaire, Arthur Nault and Joan McDonald, as well as meetings with Olympic Bid committee members from several cities. I have been in contact with our FAFAD Sport Canada consultant, Mr. Ray Allard and will continue to liaise with CWSA and CPC on FCA’s behalf.

The office’s move in December incurred minimal cost, mainly telephone changes, and the rent is reduced substantially. The Glenview lease terminated November 30, 1998 and with that the loss of funds to the sub-lease ended also. FCA is in a secure, business-like atmosphere until approximately March 2001.

Finances

Duties have included all bookkeeping, accounting and statements. FCA has no outstanding invoices to be processed. Outstanding Accounts Receivable have been listed in the financial report (under separate cover). The financial report has been completed and will be audited soon. All deposits and cheque runs have been done on a biweekly basis. With the departure of Allan Dean, it was decided that I would be given signing authority. All cheque runs are sent in advance to Jude Hooey and Al Wills for approval. FCA has not needed to use its Royal Bank Line of Credit since the COA’s grant came through last May. FCA has a current balance of +$20,000.00. This is a real improvement over 16 months ago.

I have worked closely with our Auditor, Mr. Pierre Charron, and have discussed all the implications of the year-end change. Auditing and professional fees will be higher as a result of reporting for two fiscal yearend dates.

Memberships

With the tremendous input, help and time of volunteer Oliver Foulkes, FCA has a useable, adaptable membership software programme that works with the provinces. Provincial membership chairpersons are still learning how much easier this system is and a new set of disks is ready to go out to all provinces showing the fields Oliver needs. The provinces can even use this FCA disk to do the inputting and copying to the national office. Due to the enormous amount of help Oliver has given to the FCA, particularly as he is not an archer, I have recommended to the President, Mr. Al Wills, that Oliver’s work be recognized by FCA.

Every club listed with the FCA was sent a package concerning membership renewal through the appropriate provincial archery organization. In the package also were guidelines for the mailmatch and Indoor national programmes. It is hoped that this mailing will stimulate interest.

The membership drive proposal to the provinces was not as well received as the one-time donation to institute a Canbow 3D skills award programme. It is hoped that the Executive and Board of Directors will develop other proposals to bring our membership numbers back up to 1996-97 levels.

In conclusion, it has been a very busy fourth quarter since the last meeting. The workload continues to demand at least 12 days per month. I look forward to working with the revised Executive Committee to build a stronger FCA.

Respectfully submitted,

Kathleen Millar



Dick Tone to be recognized for his 1964 performance.
Process:

A background information sheet would be given to first the Executive at the January meeting, and then if approved to the Board.

Background

During the 1964 FCA national outdoor championships in Joliette, PQ a landed immigrant/US citizen who had resided in Canada for 6 years, won the men's aggregate championship. At the time, he was given the gold medal, which he has to this day.

However, some time after the championships were finished, an appeal to the FCA was made stating that the archer could not be the national champion as he was a landed immigrant. The Board/Executive stripped the archer of his championship from the record book and gave it to the silver-medallist. The irony here is that the silver-medallist who was named national champion was himself a landed-immigrant at the time.

The archer in question is Mr. Dick Tone. Many of you may know him name as the personal coach of the 1988 Olympic champion, Jay Barrs. You may not know however that he was a very good and respected archer himself. Mr. Tone’s company, Cavalier, has been a sponsor of FCA’s national team equipment programme over the years as well. At the time, the ruling made by the FCA Board was highly controversial. Many people never even spoke to each other again.

In hind-sight, the FCA may have erred in its judgement. Certainly since that time FCA has allowed landed-immigrants to represent our country to the Olympic Games, let alone win our national championships. It would appear that some type of recompense should be made to Mr. Tone in light of the standing FCA guidelines.

PROPOSAL:

That Mr. Dick Tone receive an FCA plaque which states:

"Mr. Dick Tone winner of the FCA 1964 Men's Outdoor Championship in Joliette, Quebec." His medal would be recessed into a wooden plaque with the inscription.

Respectfully submitted,

Kathy Millar

FCA General Manager



Report of the Vice-President Finance

Executive Meeting

January 23, 1999

The financial position of the association is best described by Kathy Millar because she is the one who works closely with the accountant. She has also prepared a budget for the upcoming year.

Our fiscal year has been altered to a calendar year to reflect a more realistic financial picture of the FCA.

We must not use money in the legacy fund because it is at a point that just meets the bank’s requirements to caveat a ten thousand-dollar overdraft that we do use during the year.

I continued to edit the FCA Cyber News on a bimonthly basis. The News is sent to 134 different e-mail addresses. I am hoping that the people that receive the News actually print it and share it with others.

Respectfully submitted,

Jude Hooey


Federation of Canadian Archers/Fédération Canadienne des archers

Report of the Vice-President High Performance to the Executive Committee

Since our last meeting, in Winnipeg on August ’98, the High Performance Committee members tried to address the issues identified previously, as well as running the day-to-day business on "our side" of the organization.

We kept on meeting on the Web, on ICQ in fact, on a regular basis. And I should say, that what might look like a loss of time to some, is time well spent (at virtually no cost). It leaves enough time in between Web-meetings to digest everything and to come up with well-thought out recommendations when the time comes i.e. at official meetings. Lots and lots of e-mails were exchanged among us and were judged as a good means of keeping everyone informed on "what is going on".

The committee members also got together for our "annual" meeting (a bit earlier this year) in December. You will be asked to accept the recommendations coming from it later on in the agenda. We addressed the issue of equipment allocation that brought us some complaints over the last few years. (If the HPC was to get the blame for something that seemed to be done wrong, we might as well make the decision ourselves and only "risk" doing it right this time.) What was expected to be a half-day discussion was resolved in slightly more than an hour. We came up with a few possible solutions in order to help the editor of Info-Excellence, who is right now into the process of delivering her fourth issue. We also produced criteria for future events as far in advance as possible. The only issue we are still left with is the possible need to adjust the ranking period to fit the needs of indoor athletes. It will be addressed at the next meeting (Fall 1999). Thanks to Pascal for his working in producing the Minutes of the HPC Meeting in how many (I still don’t know!) versions (draft, draft+, penultimate and p-p-p-penultimate, and final). His work is way beyond the one of a paid staff.

I would like to acknowledge the work of my fellow HPC members. The HPC is formed from a very dedicated group of volunteers, who not only do work once a year in preparation for an annual meeting, but also at different times (one a month). Being human we still have to work on the "in between sessions/meetings". I can guess Pascal’s frustration, at some point, working day after day and having to wait for one of us to (find the time) to do some work and forward to him the information he needs to progress.

Canadian Olympic Association

I attended the meeting held in November in Toronto where the following agenda items were discussed:

-Non-funded Olympic Sports (11)

-Lottery 1997-87 (adventure)

-Winter Olympic Games selection of Canadian bid city (Calgary, Vancouver, Québec City)

-Parliamentary Outreach Program

-Mills Report (basic grant $100K)

Respectfully submitted,

Alain Gravel, Vice-President High Performance


REPORT of the FCA Technical Director / National Archery Center Manager

Executive Committee meeting - Ottawa (ON) - January 23 & 24, 1999.

As you know since FCA has been hiring me on April 1, 1993, my functions have changed from Coaches & Athletes Development Director, to Technical Director, then to a double function Technical Director / National Archery Center Manager. In 1993 the working environment was much "better":

* the number of FCA’s employees was much higher: 4 full-time and 2 contracts

* several services were provided in the building where the FCA office was located: mail, photocopies, supplies, house keeping, ... Today I am the only full-time employee, and there is just another part-time employee (a great one, by the way!), as the FCA Technical office is in my basement, no one service is provided anymore. Therefore this "double" function, and the erosion of the work environment have significantly increased my workload, nevertheless I have a lot of interest in it, and enjoy it a lot.

While the NAC is open, my working time is roughly equally spread between the Technical Direction and the NAC, let say about 55% for the NAC and 45% for the TD. When the NAC is closed, we can consider that I work about 95% for the TD, and no more than 5% for the NAC. Which means that over the year, I

spend the majority of my working time for the TD, probably between 60 and 65%.

The time requires to run this double function cannot fit in a "regular" working time; below is an estimation of my MINIMUM weekly working time - Total: 45.75 hours per week (a dream!):

* Technical Direction - 20.5 hours minimum - Details below:

15 hours: Communication with volunteers and members (mail, phone, fax, e-mail), and reading received material. 1.5 hour: High Performance stuff

Excellence: registration, rankings, Info-Excellence, Equipment, Committee: meeting, report, ...Major events and Games: selection, Team Leader appointment, Team uniform, registration, travel, ...

1 hour: Mailing, photocopies, filing documents

1/2 hour: National stuff: FITA Star tournaments, FITA Star awards, Nationals, Judges, Canadian records 1/2 hour: Meetings

1/2 hour: Work scheduling, expenses claims, working time record

1/2 hour: Travel (meetings, clinics)

1/4 hour: Coaching: certificates, database, committee, revisions, evaluation, statistics, CAC budget, projects implementation, 1/4 hour: Finances 1/4 hour: Various partners: Canadian Center for Ethics in Sports (Doping, Women), Canadian Paralympic Committee, Canadian Wheelchair Sport Association, Canada Games Council, Olympic Solidarity, ... 1/4 hour: Miscellaneous: get supplies, reparation, cleaning

* National Archery Center - 28.5 hours minimum - Details as follow:

20 hours: Running clinics, training sessions (4 x 3 hours with permanent and Part-time members + 1.25 day in camps during the week-end) 4 hours: Preparation of camps, training sessions, coaching clinics, training plans

1 hour: Travel to camps and clinics.

1/4 hour: NAC Promotion, or other.

Notes

1: These times are those that I roughly work when the NAC is open. When the NAC is closed, my work time is certainly close from what the previous FULL-TIME FCA Technical Directors did.

2: As any sport technician, continuing education is essential; the time I spend for being able to deliver a good quality services is NOT including in my working time, but spent on my own time.

3: As you know I have several position as volunteer with FITA and COPANARCO, my actions at these levels, the time spent for running these positions is from MY OWN. Nevertheless I consider that this involvement could benefit to the Canadian Archery.

Over-time: 5 days from previous year + 35.5 days (extra daily and weekly hours are NOT included).

Time off: 34.5 days

Sick leaves: 1.5 day

Annual Leave: 20 days (not used)

Balance: 6 days of over-time + 20 days of annual leaves.

This is the third year that that NAC is in operation, and I feel the need to clarify its budget. Currently the budgets of the Technical Direction and of the NAC are merged in one, entitled "NAC". This is unfair, as:

* the operation expenses of the "merged" budget (TD & NAC) are around $60,000;

* the main expense from this "merged" budget is my salary, but I spent the majority of my working time for the TD;

* the NAC creates revenues, around $30,000 / year: $20,000 of financial grant, only because there is officially a "full time coach" $10,000 of membership (users)

* therefore the NAC, alone, is SELF-FUNDED; even the NAC partly funds the TD, $2,000 to $3,000.

Unfortunately as the Technical Direction, like the Executive or Administrative Direction, and so on, does not create revenues and is not funded anymore, the total "merged" budget (entitled "NAC") shows more

expenses than revenues. By consequence some persons thinks that the NAC costs money to the FCA, which is WRONG! Only specific budget for each of these FCA "department" will reflect the truth.

Main achievements (some):

* I invite you to compare the High Performance results and the NAC results. You will see that most of the International results have been achieved by archers who also are NAC members. I am thinking of the 2 Vice-Champions of the Americas (Caroline and Phil), to the 6th at the IBC World Championship (Norbert), to the 8th and 10th of the World Junior Championship (Patrick and Russell). I think that these results speak by themselves.

* 80 more coaches in 1998, including a new level 4 Doug SOAR.

* Manitoba has hired the NAC to coach its provincial Target and 3D Teams in May 1998, results at Nationals of these both events were excellent (see NAC results), and financially it is a new source of revenues, which should last until 2002. A similar project is almost finalized with a group of archers from the Toronto area.

Respectfully submitted,

Pascal Colmaire


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