ARCHERY WESTERN AUSTRALIA EXECUTIVE COUNCIL MEETING MINUTES OF MEETING HELD ON 15 DECEMBER, 2014

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1 ARCHERY WESTERN AUSTRALIA EXECUTIVE COUNCIL MEETING MINUTES OF MEETING HELD ON 15 DECEMBER, 2014 Present Deonne Bridger President Eric Zhou Treasurer David Wray Secretary/ Yokine Clair Lee Melville David Crabtree Benara Kevin derozario Pioneer Archers Carol Harvey KGSA Jon-Paul van Leonhout Vice President/ Northern Pines Robert Timms Whiteman Park Guests Phil Arthur Benara Apologies Alison Andersson, Michelle Francis, Anne Busby, Trevor Greenham, Robin Briggs (belated) 1. OPENING The President declared the meeting open at 7:30 pm. 2. MINUTES FROM PREVIOUS MEETING (November 2014). Dave noted the web version corrupted a motion at item 3.11 approving purchase of snake bows and starter targets. Dave noted he has sent a new version to Anne for publication, however at this time the old version appears to still be in situ. Will attempt to amend. Accepted with minor edits. Motion: That the minutes of the previous executive meeting held in November be accepted as a true and accurate record of the meeting. Moved: Jon-Paul van Leonhout Seconded: Carol Harvey 3. BUSINESS ARISING FROM THE PREVIOUS MINUTES. 3.1 MoU with clubs Trevor G 3.2. Tournament Register Trevor G 3.3 Plumber Michelle/ Deonne 3.4 Web-hosting options Anne.

2 Events Calendar JP (All) Latest draft distributed for comment. Noted that two events lack host clubs at this point; BOM Junior Shoot missing; State Clout missing. ACTION JP to edit draft calendar ready for publication 3.6 WA Cup proposal JP See proposal attached to agenda. Council agreed with the concept, however noted that the event should be open to all age divisions subject to meeting MQS at the nominated distance. Motion: To run the 2015 WA Cup as outlined, with modifications to reflect addition of MQS in place of the minimum age, and review of proposed date. Moved: Jon-Paul van Leonhout Seconded: Clair Lee 3.7 Replacement printer for DOS room Robin year volunteering badge article Dave Completed. Info on recipients has been forwarded and photos obtained. Deonne reported she attended the presentation event on 10 December. 3.9 New Club proposal - Maccabi Archery Club Trevor G. Deonne provided completed Club Registration Form to Dave for entry to club register. 4. CORRESPONDENCE Report distributed prior to meeting and accepted by members. 5. REPORTS EXEC 5.1 President: Deonne reported as follows: Attended ANZ Sports Star Awards Attended 50-year badge presentation Supporting new club Maccabi in registration process Working on improvements at Archery Park Supporting QREs at the State Archery Centre 5.2 Vice President Report under other posts/ positions. 5.3 Treasurer: See attached. Eric presented account statements, noting required decisions/ actions. 1. Proposes petty cash float is reduced to $100 and regularly monitored. Supported. 2. Noted Term Deposit is due for renewal: Motion put as follows Motion: That AWA roll-over the term deposit amount plus interest gained for a period of four months Moved: Eric Zhou Seconded: Carol 3. Noted DSR Development Grant is late. Deonne to follow up. 4. Noted AWA is being charged for 2 EFTPOS facilities. Deonne to follow up with Westpac 5. Proposes to draft a budget plan for Jan-June 2015 to assist with planning and projections. Supported draft to be prepared in consult Deonne and Dave.

3 6. Noted MYOB is being charged at rate for two separate organisations (AWA and AP) proposes to seek amalgamation of the account. Supported. Motion: That the Council resolves to accept the reports and incoming and outgoing cheques be accepted and endorsed Moved: Eric Zhou Seconded: Kevin 6. REPORTS - OFFICERS 6.4 Registrar - Vacant 6.5 Recorder No report. 6.6 Juniors Coordinator - Vacant 6.7 Tournament Chair see report at items 3.5 and Judges Administrator Vacant 6.9 Equipment / Property Officer No report 6.10 State Coach Vacant Coaching Administrator - Vacant 6.12 Development Officer See written report, attached WA Archery Editor No report 6.14 Selection Committee Chairperson No report 6.15 Medals Coordinator No report 6.16 WASA Delegate David overviewed new WASA rent proposal. Discussion of WASA Summer Fire Risk . Council noted flaws in the instruction including: Reticulation on grounds is 400mm below ground and cars pose no risk; Cars have been parking on grassed areas since ACTION Deonne to follow up with WASA 6.17 Archery Park Manager No report 6.18 WA Sports Federation Delegate Nothing to report 6.19 WA Olympic / Commonwealth Games Delegate Nothing to report 6.20 Fundraising/ Anti Doping Vacant 6.21 Public Relations Vacant 6.22 AWA Website Manager No report 6.23 Marketing & Development [MAD] Committee Mad Committee Deonne overviewed a proposal to establish a Pro-Shop at Archery Park to also coordinate come and try sessions. It was agreed the idea had merit and a motion passed that the concept should be progressed via a business plan ASAP. Clair Lee volunteered to coordinate with input from Eric Zhou and the MAD Committee. Motion: That the Council endorses the development of a business plan for Archery Park Moved: David Crabtree Seconded: Clair Lee Motion: To accept the reports. Moved: Jon Paul Seconded: Carol 7. AGENDA ITEMS Events Calendar see 3.5 above

4 7.2 Saturday competitions request for 2015 calendar event series Council discussed Plantagenet s request for events to be held on Saturdays r finished early on Sundays. While empathising, Council acknowledged a range of logistical issues that may impact on Club s ability to comply with the request. ACTION -Tournament Chair to reply. 8. GENERAL BUSINESS 8.1 Archery Australia Coaches Seminar - dates Council agreed on three potential dates for this series JP to reply to AA. 8.2 Club Reports David Crabtree proposed combining the State Barebow Field Championships and the State Freestyle Field Championships to a single event in This is to maximise participation in a single Championship event. Motion: That the Council endorses the merger of the State Barebow Field Championships and the State Freestyle Field Championships to a single event in 2015 Moved: David Crabtree Seconded: Clair Lee (2 abstain) Dave Crabtree also noted his club is still looking at Field target replacement options. Kevin de Rozario requested Council approval to register as a QRE official. This was supported, and it was agreed Kevin should forward registration paperwork for signature of either Deonne or Dave. 9. CLOSE The meeting was closed 10:00pm. 10. NEXT MEETING Next meeting is to be held on Monday Monday 19 th January 2015, DSR Office, Leederville. Commencing at 7:30 pm, finish by 9pm Deonne Bridger David Wray President Secretary Date... Date...

5 Treasurer s Report for meeting dated 15 December Bank balances as at 12 December 2014 are as follows: Item 5.3 Archery WA account: $22, Cash Reserve account: $22, Archery Park account: $8, Both AWA and AP accounts have been reconciled to 30 November Term Deposit will be matured on 26 December 2014 and a decision to be made on the reinvestment. Interested earned in the last period of investment was $ Current balance of the term deposit is $82, (interest rate of 2.5%) Westpac rates: 3 months 2.5%; 4 months 2.9%; 6 months 3.0% 4. Changes and improvement on the reporting format to include prior year comparisons to get a better understanding of the running of our association. 5. To propose a budget preparation for the second half of the year to manage the financial matters more efficiently. 6. Regarding the current MYOB software subscription $ per month ($1,428 pa) for two accounts (AWA and AP) - to evaluate the ability of accessing more functions, ie, bank feeds, with no increase on charges. 7. It is discovered that the park owes park manager $300 for the payments made for the park. It needs to implement a petty cash system for AP as follows: a. petty cash balance of $100.00, b. replenishment with a summary of expenses submitted if the balance drops to $20.00, c. for any expenses over $50.00 and not a matter of urgency, please scan/ the invoice to the treasurer and the treasurer pays it from AP bank account, not a petty cash payment, d. if the employee(s) has made the payment for the park, please use the Employee Claim Form to get reimbursed, which probably will take longer due to the fact that it needs two persons to authorise and/or the committee's approval, nothing to do with petty cash because petty cash is to pay minor expenditure. 8. Authorization Persons section is to be included in the Expenses Claim Form. 9. Merry Xmas and a happy new year. Eric Zhou 15/12/2014

6 Item 6.12 Development Officer & MAD Report 15 th December 2014 Michelle Francis Shot Expo This was held at Claremont Showgrounds on the 6 th and 7 th of December from 9am-5pm. This took weeks of preparation, meetings with organisers, finding help and staff to work on the day and then organising what information was going to be distributed and be on display. We had Liam Young, Deonne Bridger, Rob Timms, Courtney Cowling and Ben Hindmarsh help out at the expo as volunteers. Mary and I were the staff that worked both full days. I was at the booth and Mary ran the indoor shooting range activity mostly (we did swap spots to give each other a break). The expo was absolutely busy all day and the shooting range was non-stop. On Saturday there was 5046 people through the door (babies and infants are not counted) and Sunday have 4068 people. The shooting range had over 1000 people per day. I almost ran out of information material to hand out at the expo because our booth was that busy with families and young adults wanting to either get back into archery or always wanting to try it. At just our shooting range activity we had: 180 people through on Saturday 120 people through on Sunday The Shot Expo will be brought back in 2016 and I have a few suggestions on how Archery WA could further benefit to the exposure. Have apparel or give always to sell. There were a lot of apparel companies who were very busy all the time and making sales we could use this as a huge sales opportunity, plus this would be a good opportunity to make back the money and more that was spent to have a booth at the Shot Expo. Have more hands available to help during the day. From 12pm-5pm we were fine with lots of helpers but need more help during the mornings as one person per station was very busy and over whelming. Things that worked extremely well were: Having bows and equipment on display. This brought a lot of people to the booth to have a look and then when they approached the equipment I was able to talk them into taking a voucher or going down to the indoor shooting range. The indoor shooting range activity. We were the only archery sport on display both in booth form and having the shooting range activity and that activity was non-stop from as soon as he doors open till when they closed. I had on many occasions people going from the shooting activity to the booth for more information. Having our young archers at the expo, a lot of people were very curious about how much Liam, Courtney and Ben had achieved and how they did it, event to the point of showing their technique and teaching it.

7 With all the exposure from the shooting range and the booth plus all the $5 off vouchers that were handed out and all 400 were handed out over the weekend I suggest that this is something Archery WA is more involved in. Expo s are fantastic exposure for the sport, our come and try is something that takes little set up and maintenance and can be taken around almost anywhere. This will help the growth of the support by exposing it to people of all varieties and interests eg sport expos, youth expos, markets, royal show etc. I can think of huge opportunities for Archery WA. Cont. Bookings I was informed that in September we were down by quite a bit of money. At the time I ddin;t know we were backwards that month as we had a lot of bookings in that month and coming forward. Since then I have followed up on large bookings to follow up invoices. Most had paid but there were a couple who hadn t so that s where the loss came from. I have now implemented a method to make sure all payments are followed up by the end of the month. I will check with Eric about what invoices have not been paid and then follow up that month so it isn t a break of 2 months or more since that booking. As school holidays are approaching this is the perfect timing to reflect the pricing structure for school bookings and mobile bookings in time for next year. Mary and I are working on a formula for metro and country schools for archery programs so that when we send out our school bookings program there is consistent fee structure and so Archery WA does make a profit from it. These next few months I will be focussing more on trying to get more corporate bookings at the park. I so far have a database of all car and mechanic companies in the Perth metropolitan area. The idea will be to develop a database of at least 4 different business types by February 2015 and then do a large marketing mail out to those companies, then from those 4 areas work on building on it. After this year s school mail out it has been successful so I am hoping for the same popularity from corporate businesses. Bookings are something that has been quite popular in the last few months so I would like to work on building that. From having more available eg coffee machine, hens and buck nights, more games for birthday parties, photo billboards as the current one is broken and so forth things that will upgrade and make the park look more aesthetically pleasing. Michelle Francis AWA Development Officer 9 December 2014