2012 AGM Minutes - SportsTG€¦ · 2012Archery$Australia$AGM$Minutes$(Final)$ $ Page$3$...

Archery Australia 2012 Annual General Meeting

20 May 2012

MINUTES

2012 Archery Australia AGM Minutes (Final)


2012 ANNUAL GENERAL MEETING

MINUTES

Date Sunday 20th May 2012

Location Ciloms Hotel

398 Melrose Drive, Tullamarine, Victoria,

The meeting was opened by the President at 10am

1) Attendance

John Chaplin (President), Bruce Lang (Vice President), Brian Hagaman, Sue Gliddon, James Larven, apologies Ed Crowther and James Park, Clare Barnes. Delegates: Steve Caldecott (AACT), Alison Hagaman (SQAS), James Larven (Proxy NQAA), Alison Anderson (AWA), Elizabeth Jennison (ASNSW), Peter Bennett (AV), Carol Ashlee (ASA). Visitors: Karen O’Malley (Official Committee), John Womersley (C&R Committee), Leigh Cornish (Field Committee)

2) Minutes of previous Annual General Meeting.

Moved Steve Caldicott that the minutes be received Raised by ASNSW question raised about the validity of amendment of the Motion 2011-‐4. The President to investigate this question and provide answer. (Email 14 May sent with an amendment, less time that is required under the constitution.) Moved SQAS that the minutes are approved Second AWA. Approved.

3) Business arising from the minutes.

None

4) President’s report

Action -‐ Breakdown of AA and HP Program funds to be sent out to RGBs for their information.


Question by ASNSW – What is the process for filling Board appointments? Comment from Field Committee – Comment on AA Board’s view of not filling vacant position or position that may become vacant due to withdrawal.

5) Reports of Committees

Reports were reviewed and Committee Chairs in attendance were invited to speak and comment on their reports.

6) Presentation of financial materials and balance sheets

Moved that the accounts be received, moved AWA. Moved AACT that the Financial Report be received Second SQAS, Approved. ANSW abstained from voting

7) Business on notice

7.1 Motion 2012 – 1 Amendment to Motion 2012 -‐1

Motion moved by Brian Hagaman Chair of the AA Audit Committee, second AACT.

Motion Carried (6 votes for 1 vote against) 7.2 Motion 2012 -‐ 2 Motion seconded by SAQS

The motion is withdrawn. This motion and Motion 5 with agreement of the meeting were discussed together, after considerable discussion but motions were withdrawn by the movers on the understanding that the issues raised by the motions would be referred to the Strategic Planning and Development Committee for future consideration.

7.3 Motion 2012 – 3

Motion seconded by AWA Motion Carried (8 votes)

7.4 Motion 2012 – 4

Motion seconded by AV Motion Carried (8 votes)

7.5 Motion 2012 – 5


Motion seconded by AV

Refer to motion 2

8) Any other business of an annual nature.

9) Closure.


Archery Australia

NOTICE OF MOTION 2012 AGM Motion No: 2012-‐1

Motions or motions proposing changes or alterations to the Archery Australia Constitution will only be accepted using this form.

Mover of Amendment

Brian Hagaman

RGB or Committee

Audit Committee

Mover contact details (Telephone and/or email)

07 3289 6497 [email protected]

Date Submitted

1 March 2012

Motion (Provide exact wording, use separate sheet/s if necessary)

That the following fees apply from 1st January 2013 allowing for the cost of living;

• Senior $85 • Minor $55 • Major $75 (65 and over discount of $10) • Family $170 (up to 2 adults and any number of minors) • Club Archer Senior $75 • Club Archer Minor $45 • Club Archer Major $75 • Temporary $0 (8 weeks max or 3 visits) • Associate $10 • Discount for new members (once in a life time discount) of $10

for individuals (not affiliates) and $20 for families

Clause or Proposed Clause Number

None

Reasons for Amendment and explanation of amendment (Use separate sheet/s If necessary)

See attached paper

Advantages or Benefits to Archery Australia or its members

Adjusts fees for inflation. Provides a more family friendly fee structure. Provides discounts to various categories of archers. Provides discounts for members joining for the first time to encourage new memberships.

Disadvantages to Archery Australia or Its members

See attached paper.


Cost Implications

To be quantified by the CEO.

Proposed Implementation, date or schedule with resources required

1st January 2013 to allow sufficient time for RGB to review their fee structures also, and to allow for the necessary changes to the Membership Database.

Signature of Mover

Brian Hagaman Signature of RGB Official or Committee Chair Brian Hagaman


Archery Australia

NOTICE OF AMENDMENT -‐ MOTION 2012 AGM Motion No: 2012 – 1 Amendment

Notice of Amendment Motions or motions proposing changes or alterations to the Archery Australia Constitution will only be accepted using this form. Mover of Amendment

Brian Hagaman

RGB or Committee

Audit Committee


07 3289 6497 [email protected]

Date Submitted

Amendment (Provide exact wording, use separate sheet/s if necessary)

That the following fees apply from 1st January 2013 allowing for the cost of living being a $5.00 increase for Senior and Minor; Senior $85.00 Minor $55.00 Change to Family membership structure, Family $170.00 (up to 2 adults and any number of minors)

Supporting Comments

Reason for amendment; Simplification of the original motion. Variation to family fee has been retained as to the perceived importance of encouraging family membership. It was considered that the other fees are more appropriate to be introduced at RGB or Club level.

Signature of Mover

Brian Hagaman Signature of RGB Official or Committee Chair Brian Hagaman


Archery Australia

NOTICE MOTION 2012 AGM Motion No: 2012-‐ 2

Motions or motions proposing changes or alterations to the Archery Australia Constitution will only be accepted using this form.

Mover of Amendment

Trevor Filmer

RGB or Committee

National Planning Working Group


[email protected]

Date Submitted

20th February 2012


That a unitary model of governance be adopted.


1.4.1. 1.4.3. 1.4.7. 1.4.11.


The objective is to make changes to the Archery Australia Constitution making the clubs the voting members of Archery Australia. Full motions on page 3 Explanation of amendment on the attachment pages 4 -‐ 5


Uniformity, standardisation, effectiveness and teamwork.

Disadvantages to Archery Australia or its members

None perceived.

Cost Implications

Fee for submitting a revised Constitution.


1st of January 2013.


Signature of Mover

Signature of RGB Official or Committee Chair

Motion Part 1 1.4.1 The only members of Archery Australia Inc. (within the meaning of the expression “members” in Section 3 of the Associations Incorporation Act 1991 ACT) shall be the Recognised Governing Bodies. For the purposes of this Constitution the Recognised Governing Bodies shall be referred to as “Voting Members”. Change to; 1.4.1 The only members of Archery Australia Inc. (within the meaning of the expression “members” in Section 3 of the Associations Incorporation Act 1991 ACT) shall be the Incorporated Clubs in each State and Territory of Australia. For the purposes of this Constitution the Clubs shall be referred to as “Voting Members”. Motion Part 2 1.4.3 The Recognised Governing Bodies, being the only members of Archery Australia Inc. within the meaning of that expression in Section 3 of the Associations Incorporation Act 1991 (ACT), shall be the only entities entitled to receive notices, reports, statements, accounts or any other material required by the Act to be served on members of Archery Australia Inc. Change to; 1.4.3 The Clubs, being the only members of Archery Australia Inc. within the meaning of that expression in Section 3 of the Associations Incorporation Act 1991 (ACT), shall be the only entities entitled to receive notices, reports, statements, accounts or any other material required by the Act to be served on members of Archery Australia Inc. Motion Part 3 1.4.7 Every registered member of a club affiliated with a Recognised Governing Body shall be an Affiliate of Archery Australia Inc. Change to; 1.4.7 Every registered member of a club shall be an ordinary member of Archery Australia Inc.


Motion Part 4 1.4.11 Temporary Affiliates of Archery Australia Inc are not members of a club affiliated with a Recognised Governing Body. A Temporary Affiliate of Archery Australia Inc is for a maximum period of 12 weeks. Change to; 1.4.11 Temporary Affiliates of Archery Australia Inc are not members of a club (deleted). A Temporary Affiliate of Archery Australia Inc is for a maximum period of 12 weeks. Explanation Of Amendment There comes a time when we must ask the big questions. For the last two years we have had a National Planning Conference (NPC) that appeared to want to answer the constitutional reform question. I cannot stress enough that the key to the changes we are proposing is based on making life easier in the clubs. Being on a club committee must stop being a death sentence for an archery career. It is the responsibility of AA to provide an environment where things happen in the clubs easily and efficiently at the lowest possible cost in terms of time, energy and money. We believe we need a clean sheet process for the future management of our sport. In all the discussions about a unitary model we have had over the past 3 years there are only two (2) main issues to be resolved. If we can resolve these it will unleash a myriad of benefits for the clubs. The loss of RGB power. Because of the independence of the current structure the only power the RGB's really have is to say NO to AA. The RGB's do not have any control or influence over the clubs. If people in the RGB's really want to make a positive contribution to the sport then they should apply to the position of a state based CEO. The loss of RGB monies. In a unitary model there is one cheque account and this would be the Archery Australia cheque account. There would be some state based CEO's responsible for administering the State Body (not the RGB) but they will be working for Archery Australia and will be paid for by Archery Australia. All costs of administering the state will be borne by AA, so, what happens to the millions of dollars being held by the RGB's? Answer, it gets invested by the state CEO into a interest bearing account with the interest being paid to AA. If in 5 years time (nominal) the unitary model hasn't worked then we revert to a federated model and the States pick up from where they left off with all of their money intact. However, if the unitary model does work, then after the agreed period, the money would transfer to AA. It is therefore in AA's interest to make sure the unitary model work. The Power Of The Clubs In my role as AV CEO I have planning documents that go back into the 1980's. In every case there are some wonderful ideas that have never been enacted. In every case there is the same one reason why it doesn't happen -‐ it requires the clubs to perform the task. Without archers we have no clubs and without clubs we have no associations. Let's be very clear, the power of this sport is in the clubs, it is the coal face of where everything happens, it is where the archery community lives. If things are going to change for the better, it must happen in the clubs. The primary thrust of this attachment is to persuade the clubs to vote in favour of this motion. If the majority of clubs vote yes then the RGB's will have to vote yes. It is proposed that there will be a contract between the clubs and Archery Australia. We believe this is required to ensure both parties help each other. The onus is on the clubs to agree to items like a standardised coaching program, to abide by the code of conduct and a myriad of different administrative tasks that are being put on the sport by federal and state governments, however, by working together as a team we will have a streamlined way of dealing with these.


One of the best ways to handle this is with a club management manual and part of the proposed contract compels Archery Australia to produce this. The only way forward is growth. The motion itself is simple -‐ change the voting members of Archery Australia from the RGB's to the Clubs. As with all motions that relate to this type of structural reform is the big question -‐ Why? There are several answers to this but the overriding one is teamwork. If we have around 160 clubs, 8 RGB's and a national organisation all working in different directions then what real progress can we expect to achieve? We must think of ourselves as a team and we must work together as a team heading in one direction. The best example I can give is of a football team. They have a coach that rallies the team around a set of objectives known as "the plan". This is what we desperately need. The current system of individuality is flawed and there is evidence of this. We are not growing as a sport, despite the population of Australia that has grown significantly in 40 years, archery membership has remained stagnant. We are not getting our fair share of membership growth because we lack direction and unified systems to support that direction. We could retain the federated model and put in place a series of Memorandums Of Understanding (MOU) between the clubs and the RGB's and then between the RGB's and AA. This would be a waste of time and resources as in that scenario the RGB's would be a duplication of AA. We are better off having a direct Club/AA relationship. It is more work for AA needing to employ (or sub-‐contract) a COO and several State based CEO's but it is more efficient and puts the power of the sport directly into the hands of the clubs. It means clubs can move motions directly to Archery Australia and those motions are then considered by 160+ clubs which at the end of the day provides a more considered grassroots response. It also means that at least 35 state based volunteers can now get back to enjoying their archery, or, apply to be a state based CEO. I can tell you that I have been doing this job for 3 years and it is very productive and rewarding. Make no mistake, the power of the sport is in the clubs. It is the clubs that have the archers as members, it is the clubs that ultimately provide the infrastructure and it is at the clubs where the family of archery resides. It is the clubs that must be the voting members of Archery Australia. A guide to the timeframe if the motion is successful is; May 20th 2012 Motion passes. June to September 2012 Consultation with the clubs. October 2012 Submit draft Action Plan with a Program, Schedule and Budget. November 2012 Consultation with the clubs. December 2012 Present final Action Plan and associated documents. January 2013 Unitary model of governance commences. If your club has the ability to direct the vote of the RGB at the AA AGM to be held in Melbourne on Sunday the 20th of May 2012 then please vote YES to a unitary model of governance.


Archery Australia

NOTICE OF MOTION Motion No. 3

Motions or motions proposing changes or alterations to the Archery Australia Constitution will only be accepted using this form. Mover of Amendment

John Womersley

RGB or Committee

Constitution and Rules Committee


Telephone: 03 5250 1119 E-‐Mail: [email protected] OR [email protected]

Date Submitted

9 March 2012

Motions (Provide exact wording, use separate sheet/s if necessary)

1. That: The Terms of Office of Committees shall be amended – see

attached page 3. 2. That: The following be inserted to replace current Article 2.8

2.8 Intentionally left blank to keep the numbering of all following Articles.


Article 2.8 Terms of Office of Committees Note: Re-‐number to 2.7


1. To provide for the Terms of Office for the members of Permanent

Committees to be the same as the Elected Board Members, ie four (4) years.

2. The wording of the current Clause 2.8.1 is unclear and possibly discriminatory in that the term of office may-‐be interpreted to be only two (2) years.

3. It is important all Permanent Committees have a term of office of four (4) years, and this term should be clearly defined.


To provide for a fixed term of office of four (4) years for Permanent Committees, to provide for continuity of office in conformity with the four year terms of a newly elected Board, and to address a possible anomaly as determined in the current rules.


Nil

Cost Implications

Fee for submitting amendments to the Constitution.



1 July 2012

2.8 Terms of Office of Committees (Re-‐number to 2.7)

2.7.1 Members of Permanent Committees shall be appointed by the Board as soon as practicable after the receipt by the Board of the recommendations referred to in Clauses 2.6.3 and 2.6.4, either before or at the first meeting of the Board immediately following the election conducted in 2012, pursuant to Article 2.2, Clause 2.2.1.8. Unless previously dissolved by the Board, or an appointee has been dismissed by the Board; members shall hold office for a term of four years.

2.7.2 In appointing an Ad Hoc Committee the Board shall specify a term of office for the Committee which may be varied at the discretion of the Board.

2.7.3 A casual vacancy on any Committee may be filled by a Board appointee.


Archery Australia

NOTICE OF MOTION Motion No. 4


John Womersley

RGB or Committee

Constitution and Rules Committee


Telephone: 03 250 1119 E-‐Mail: [email protected] OR [email protected]

Date Submitted

9 March 2012


That the method of election of Board members be amended: Delete: the Chief Executive Officer and shall be received by the Chief

Executive Officer not later than 5pm (Eastern Standard Time) Insert: the scrutineers appointed by the Board, and shall be received no

later than 5pm local time on 30 September of each election year.

See page 3 for the amended wording of the Clause


Clause 2.2.2 Method of Election of Directors Sub-‐clause 2.2.2.6


To completely remove the responsibilities of the Chief Executive Officer from the method of election of Board members.


As above


Nil

Cost Implications

Fee for submitting amendments to the Constitution.

Proposed Implementation, date or schedule with

1 July 2012


resources required

Signature of Mover


Sub-‐clause 2.2.2.6 Completed ballot papers shall be returned to the scrutineers appointed by the Board, and shall be received no later than 5pm local time on 30 September of each election year. Any ballot paper received after that time shall be declared invalid and shall not be counted. Note:

1. Eastern Standard Time has been deleted and local time inserted, for the principal reason at some time in the future the scrutineers may quite possibly be based anywhere in Australia, and not necessarily on the Eastern coast where Eastern Standard Time (not Summer time) refers to all states (including the Australian Capital Territory) from Queensland to Tasmania.

2. Local time may therefore apply to either the above, plus South Australia or Western Australia.

3. The requirement to comply with 5pm local time shall be clearly stated on the ballot papers.


Archery Australia

NOTICE OF MOTION 2012 AGM Motion No: 2012 -‐ 5


John Dabovich

RGB or Committee

ARCHERY SA


[email protected]

Date Submitted

7th March 2012


Amendment 1 Clause 1.4.1 to be amended to: 1.4.1 The only members of Archery Australia Inc. (within the

meaning of the repression “members” in section 3 of the Associations Incorporation Act 1991 ACT) shall be the recognised Governing Bodies and their affiliated Clubs. For the purposes of this Constitution the Recognised Governing Bodies and Clubs shall be referred to as “Voting Members”.

Amendment 2 Clause 1.4.3 be amended to: 1.4.2 The Recognised Governing Bodies and Clubs, being the only

members of Archery Australia Inc. within the meaning of that expression in Section 3 of the Associations Incorporations Act 1991 (ACT), shall be the only entities entitled to receive notices, rep[orts, statements, accounts or any other material required by the Act to be served on members of Archery Australia Inc.


1.4.1 and 1.4.3


To make changes to the Archery Australia Constitution making the RGBs and Clubs voting members of Archery Australia. This provided a greater input at Club level on the affairs of Archery Australia. RGBs continue in the current roles and the amendments provide an opportunity for improved AA/Club relationships. Lines of communication can be more direct (both ways) and positive. RGBs will still exist to continue their important riles in co0ordinating activities at State level (funding/tournament/records/development),


but their voting power at National level will be reduced. Advantages or Benefits to Archery Australia or its members

Better communications with clubs. Clubs will be part of a National organisation.


None Perceived

Cost Implications

Fee for submitting a revised Constitution


1st of January 2013

Signature of Mover


ENTITLEMENT TO VOTE At a meeting of Members, each Member (present in person or by one proxy) has one vote (on a show of hands or on a poll).

A proxy must not vote while the Member is present at the meeting.

OBJECTIONS An objection to the qualification of a voter may only be raised at the meeting or resumed meeting at which the vote is given.

The objection must be referred to the Chairperson of the meeting, whose decision is final. APPOINTING A PROXY A Member who is entitled to attend and cast a vote at a meeting of Members may appoint a proxy to act for the Member for all or specified purposes.

The proxy need not be a Member, but must be a current financial Affiliate of Archery Australia. An appointment of a proxy is valid if it is signed or authenticated by the Member making the appointment and contains the information required. The Board may determine that the proxy is valid even if it contains only some of that information. An appointment of a proxy may be in the form in Appendix A or any other form approved by the Board.


A later appointment of a proxy revokes an earlier one if both appointments could not be validly exercised at the meeting.

An appointment may specify the way a proxy is to vote on a particular resolution.

If an appointment of a proxy does not name the proxy, the Chairperson may act as proxy or complete the appointment by inserting the name of a Director as proxy.

The appointment of a proxy (and any authority under which the appointment was signed or authenticated or a certified copy of the authority or other evidence required by the Board) must be received by Archery Australia at least 48 hours before the meeting of Members or resumed meeting, or any shorter period allowed by the Board.

An undated appointment of a proxy is taken to have been dated on the day it is given to the Association. RIGHTS OF PROXIES Unless otherwise specified in the appointment, the proxy may:

• agree to a meeting being convened by shorter notice than is required by the Incorporations Act or this Constitution;

• agree to a resolution being proposed and passed as a special resolution at a meeting of which less than 21 days’ notice has been given;

• even if the appointment specifies how the proxy or attorney must vote on a particular resolution:

• vote on an amendment to the resolution, a motion not to put the resolution

or similar motion;

• vote on a procedural motion, including a motion to elect the chairperson, vacate the chair or adjourn the meeting;

• speak at the meeting; and

• vote (but only to the extent allowed by the appointment or the Incorporations Act or this Constitution)

• A proxy’s authority to speak and vote for a Member at a meeting is suspended while

the Member is present at the meeting.

VALIDITY At a meeting, the Chairperson’s decision as to the validity of an appointment of a proxy is final.

Unless Archery Australia has received written notice of the matter before the start or resumption of a meeting, a vote cast by a proxy is valid even if, before the vote:

• the appointing Member is no longer registered;

• the Member revokes the appointment; or

• the Member revokes the authority under which the proxy was appointed by a third party.


Appendix A Archery Australia Inc Appointment of Proxy

This Club ........................................................................................................................................................... Name of Member Club being a Member Club of Archery Australia appoint ........................................................................................................................................................................... Name of proxy or, if no person is named, the Chairperson of the meeting, as my proxy to vote on my behalf: at the meeting of Members to be held at [place] on [date] at [time] and at any adjournment of that meeting. Direction to proxy If you want to direct your proxy how to vote on a particular resolution, mark one box only as appropriate beside the relevant resolution.

If you do not want to direct your proxy how to vote on the resolution, do not mark any box beside the resolution.

If you wish not to vote on the resolution, mark the ‘Abstain’ box beside the resolution.

I direct my proxy to vote as follows:

Resolutions For Against Abstain

Motion # Description



This is to certify that this Proxy is given by authority of a meeting of this Club Club Name: .................................................................................................................. RGB to which the Club is affiliated: .............................................................................. Signed:............................................................................................................ President / Secretary (delete whichever does not apply) NAME: ........................................................................................................... (BLOCK LETTERS) Signed:............................................................................................................ Witness (must be a financial affiliate of Archery Australia) NAME: ............................................................................................................. (Membership Number: ) (BLOCK LETTERS) Date .........................................................................................

(Please note – to be valid, this appointment must be received by Archery Australia at least 48 hours before the date of the meeting.)

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