5. CORRESPONDENCE Call for nominations for Little Athletics Australia Life Membership and Award of Merit

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1 Little Athletics Association of NSW Inc ABN Harris Street Harris Park NSW 2150 All correspondence to: Locked Bag 85 Parramatta NSW 2124 Tel: Fax: Web: littleathletics.com.au Meeting opened at 6.20pm. REPORT ACTION 1. ATTENDANCE / APOLOGIES Attendance: Neil Sandall (President); Greg Dickson (Resources); Russell Briggs (Business Assurance); Peter Barnes (Officials); Kerry O Keefe (). Apologies: Heather Mitchell (Championships/Competition); Mavis Godber (Membership Development). 2. REPORT OF THE PREVIOUS MEETING Moved Greg Dickson, seconded Russell Briggs, that the report of the board meeting held on 8 April 2015, was a true and accurate record. 3. BUSINESS ARISING All business arising will be raised during the various directors reports. 4. CONFLICT OF INTEREST As previously declared. 5. CORRESPONDENCE Call for nominations for Little Athletics Australia Life Membership and Award of Merit 6. STRATEGIC PLAN Moved Russell Briggs, seconded Greg Dickson, that the updates on the Strategic Plan Actions/Initiatives received from the, Centre Liaison Officer, Coaching & Development Administrator, Coaching & Development Officers, Competition & Volunteer Coordinator, President, Resources Director, Officials Director and Business Assurance Director, be endorsed. 7. REPORTS 7.1 ADMINISTRATION i) LAA (Little Athletics Australia) Conference and Meetings - Perth Copies of the draft reports of the various LAA meetings held in Perth last month were included with the board papers, for review by LANSW directors. Copies of several PowerPoint presentations were also provided

2 Items to note from these meetings include: Next season s Jetstar patches will be reduced in size and a smaller crop top version will also be available, however, the new patches will be orange, meaning that last season s white Jetstar patches will need to be replaced. Jetstar will be providing shoe bags and caps for distribution to every member as part of their registration pack for the upcoming season. States will be provided with funds from the Jetstar sponsorship, to use in increasing the level of state-based advertising activity. Most of the competition motions were supported (some with minor amendments). Of particular note for LANSW is: o the inclusion of the U11 javelin as a standard event o the compulsory use of the scissor technique in high jump for age groups up to and including U10 o the inclusion of national minimum specifications for high jump mats (scissor mats and flop mats) o the plasticine strip is again allowed to be used with the 20cm long jump board. NB. Further details were discussed in the Championships Report. Potential replacements for the Achievement Book are being investigated, in particular the development of a suitable App. From 2016, the U15 Camp will become a national elite camp, with standards set to ensure only the best U15 athletes across the country are in attendance, irrespective of the state/territory from which they come. i.e. there will be no requirement for even representation from each state and acceptance into the camp will be based only on performance and ability. The 2015 Roll of Excellence is being held on 24 October, in the Ballroom at The Establishment in Sydney. The AGM, conference and associated meetings will be held from October at the Radisson Hotel and Suites in Haymarket. CHAMPIONSHIPS/ COMPETITION DIRECTOR ii) s Summit The draft report from the s summit held in Melbourne on 11 & 12 February was provided for review by directors. This first summit was attended by the s from all State/Territory Member Associations of AA and the Executive Officers/ s from all State/Territory Little Athletics Associations (with the exception of Tasmania). iii) The meeting began with a brief state by state overview and the extent of operational commonality quickly became evident. It was the ideal way to build relationships, exchange ideas and information across the sport, recognise and appreciate the operational similarities across all athletics organisations, and it served as the ideal opportunity for everyone to work through dates for future championships and look at a calendar to suit everyone. It was agreed that the summit was a great initiative and should occur twice per year. The next summit will be in Perth in September and a Little Athletics Senior Managers meeting is now coordinated for the day prior, negating the need to meet again on another separate occasion. Resignation of Lake Macquarie and North East Metropolitan Zone Coordinators Danielle Henderson (Lake Macquarie Zone) and Nick Skye (North East Metropolitan Zone) have both resigned from their positions as zone coordinators during the past month. Thanks are extended to both Danielle and Nick for their contributions over the past twelve months

3 iv) Nominations have been called to fill the casual vacancy of Lake Macquarie Zone Coordinator, with a closing date of Friday, 5 June. A call for nominations to fill the casual vacancy of North East Metropolitan Zone Coordinator will soon be distributed to relevant centres Australian Little Athletics Championships Convenor The requirements for the role of 2017 ALAC Convenor have been discussed with those people previously suggested as possible candidates and the level of interest and availability of each has been confirmed. EXECUTIVE ASSISTANT & Moved Russell Briggs, seconded Peter Barnes, that the role of 2017 ALAC Convenor be offered to Simon Nicola. v) Regional Athletics Support Officer Dubbo Applications have closed for the Regional Athletics Support Officer position to be based in Dubbo and five candidates have been selected for interview. Interviews are being held in Dubbo on Friday, 22 May, with Kerry O Keefe, Greg Meagher (ANSW) and Tracey Whillock (Dubbo City Council) on the interview panel. vi) Zone Coordinators Workshop 30 & 31 May 2015 Agenda items for the upcoming Zone Coordinators Workshop, as submitted, were tabled and discussed. A timetable and agenda will be now be compiled and distributed. & EXECUTIVE ASSISTANT vii) General Meetings/Member Forums Discussion took place on whether two metropolitan based meetings should still be scheduled, given that interest from centres has been very low for several years now. It was agreed that one meeting/forum should still be held at the start of the season (August/September), but there will no longer be another meeting in February, when centre personnel are too busy with championship related tasks. & EXECUTIVE ASSISTANT Moved Kerry O Keefe, seconded Russell Briggs, that the Administration Report be accepted. 7.2 CHAMPIONSHIPS/COMPETITION i) Championships/Competition Advisory Committee At the last meeting of the Championships/Competition Advisory Committee, it was recommended that a call for expressions of interest be issued for additional members to join the committee for the remaining twelve months of the two-year term. Expanding the committee to include up to two more members external to board and staff, provides for a wider range of membership input into discussions and reviews, and increases the opportunity for the views of the membership to be considered when formulating proposals and recommendations. The existing Championships/Competition Advisory Committee Guidelines, stipulate that the committee is to consist of a minimum of four and a maximum of six individuals, with at least two committee members to be external to the LANSW staff/board of management. As the current committee numbers already reach the maximum committee size of six (3 ex-officio staff/board and 3 external), the guidelines have been amended to allow for a committee of up to 8 persons in total

4 A copy of the amended Championships/Competition Advisory Committee Guidelines was tabled for review and endorsement. Moved Greg Dickson, seconded Russell Briggs, that the revised Championships/Competition Advisory Committee Guidelines be endorsed. As a result of the above, a call for expressions of interest for members to join the Championships/Competition Advisory Committee will be issued with the May centre newsletter. ii) 2016 Jetstar Trans Tasman Tour Committee The following nominations were received for positions on the 2016 Jetstar Trans Tasman Tour Committee: Tour Manager Tour Secretary Girls Manager Boys Manager Uniform Officer Passports/Public Relations Souvenirs Officer Heather Mitchell Sally Richardson Marian Bennett Ron Budd Maria McConville Sue Stafa Claire Yeo Moved Russell Briggs, seconded Greg Dickson, that the nominations as listed, be endorsed. iii) Kerry O Keefe and Heather Mitchell have agreed to review the Trans Tasman Committee structure following the January 2016 tour. This review will focus on whether the current committee roles are still the most relevant and suitable, in relation to the requirements and tasks now having to be undertaken by the committee LAA (Little Athletics Australia) Changes to Standard Events and Standard Rules At the recent LAA Conference in Perth, there were a number of motions relating to the LAA standard events and standard rules that were passed and therefore must be implemented in all states and territories from the coming season. All of these changes will be reflected when the LANSW Rules of Competition book is next updated (August/September 2015). Three of the new event/rule changes (listed below), are very significant changes for LANSW, its centres and members. The 400g javelin is now a standard event for the U11 age group and must therefore be offered at the Zone, Region and State Championships. Commencing from the season, the scissor technique will be the only high jump technique that is allowed to be used at any level of competition for athletes in the U10 age group and below. (i.e. only the U11 age group and above will be able to use the fosbury flop technique). In order to transition to this requirement, LANSW will introduce this rule for U9 athletes in the coming season ( ). By the beginning of the season, high jump competition at any level can only be conducted utilising high jump mats that meet the following minimum specifications: CHAMPIONSHIPS/ COMPETITION DIRECTOR & - 4 -

5 o o Scissor mats 5m x 3m and a minimum height of 150mm Flop mats 5m x 3m and a minimum height of 400mm (however it is recommended and preferred that mats have a height of at least 500mm) In the case of the rule regarding the compulsory use of the scissors technique in high jump, further clarification will be required on what the approved scissor technique is and how the specific rules are applied. It was suggested that LANSW look at creating a video of the correct scissor technique. These changes need to be communicated to centres/members as soon as possible and as widely as possible. It is suggested that Diane develop and implement a communication strategy to ensure maximum reach and a process for regular repeat notifications and reminders. CHAMPIONSHIPS/ COMPETITION DIRECTOR iv) Date for State Relay Championships Traditionally, we have always held the State Relay Championships on the fourth weekend in November (following on from when it was a 1 day carnival held on the fourth Sunday). In 2014, this was 22 & 23 November, and there was another weekend available in November the week following State Relays. In 2015, because 1 November is a Sunday, the fourth full weekend moves back to 28 & 29 November. Given that we now require all zones to be held before Christmas, discussion was held regarding the possibility of changing the date of the State Relays to allow another possible weekend for zones. Moved Peter Barnes, seconded Greg Dickson, that the date of the State Relays be changed to November 2015 (3 rd weekend) and the date of future championships be the second last weekend in November, whether this be the third or fourth weekend. It was noted that the above motion will be dependent upon the availability of the venue for this date. Di to contact SOPAC as soon as possible to determine availability. v) Request for Approval of Date for 2015 Zone Championships Requests have been received from the Mid North Coast and Western Plains Zones, to conduct their Zone Championships on the weekend of 28 & 29 November 2015, that being the originally booked weekend of the LANSW State Relay Championships. Both zone coordinators confirm that there have not been any centres from within their zone that have entered teams in the State Relay Championships in recent memory. As we have now agreed to move the State Relay Championships, this may not be an issue, but in case the change cannot be made due to the unavailability of the venue, approval would still need to be granted. Moved Peter Barnes, seconded Greg Dickson, that approval be given to the Mid North Coast and Western Plains Zones to conduct their Zone Championships on the 28 & 29 November 2015, should this date clash with the LANSW State Relay Championships

6 vi) vii) Sydney:10 The Sydney:10 was held on 2 May, with Little Athletics NSW having naming rights to the 2.5km event. The weather on the day was not perfect, but the overall event still achieved a record number of entries. There were approximately 120 kids in the 2.5km event. Whilst this is not as many as we perhaps might have expected, it was still apparently an increase from the previous year. The promotion that LANSW received as an event partner was very good and it is definitely something that we should continue to be involved in, especially given the fact that the event is growing each year in size and status. A report prepared by ANSW regarding the overall event, was provided to directors. Rule Changes Timed Finals (as proposed by Championships Advisory Committee) Discussion took place regarding some of the rule changes brought as recommendations to the April board meeting and how these need to progress. The board confirmed their approval for all 800m events at the State Championships to be conducted as timed finals, from 2 seeded heats. It was similarly confirmed that at the State Relays, because the 4x400m and Middle Distance relays are also now conducted as timed finals, athletes will be permitted to enter both of these events. Moved Kerry O Keefe, seconded Russell Briggs, that the Championships/Competition Report be accepted. 7.3 OFFICIALS i) AAOES (Australian Athletics Officials Education Scheme) Now that the championship season has been completed, action is being taken to complete proof reading the Level 1 courses and have them loaded onto the AA platform ready for release. A confirmed date for release of Level 1 courses has not yet been provided. ii) The National Primary Games (NPG) - 11 and 12 July 2015 The NPG is a festival of sport for students in Years 5 and 6 (U11/U12) and is being held in Tamworth on July. Athletics is one of 14 sports involved and will consist of 6 events (100m, 200m, 800m, long jump, shot put and discus) conducted as a multievent, with all athletes participating in all events. Clubs, centres or schools can to enter as many children as they wish. The athletics program is being hosted by the Tamworth LAC and they would welcome any assistance from officials wanting to visit Tamworth and be a part of NPG. Moved Peter Barnes, seconded Russell Briggs, that the Officials Report be accepted. 7.4 RESOURCES i) Financial Standing Actual Budget Variance Revenue 54,659 42,957 11,702 Expenses 147, ,532 19,873 Surplus (Deficit) 93, ,575 31,

7 ii) Budget The final budget for was tabled and all questions and comments were addressed by the resources director. It was highlighted that the fees will remain the same for the fourth year in a row, albeit many centres have increased the centre component during this time. Moved Greg Dickson, seconded Russell Briggs, that the LANSW income and expense budget be endorsed. iii) iv) Centre Grants Centre grant applications were also reviewed and approved as part of the budget. Capital Expenditure A capital expenditure budget was also tabled and discussed. Moved Greg Dickson, seconded Russell Briggs, that the LANSW capital expenditure budget be endorsed. v) Audit The audit for the financial year is well underway and a lot of the detail in the accounts has now been finalised. Moved Greg Dickson, seconded Russell Briggs, that the Resources Report be accepted. 7.5 MEMBERSHIP DEVELOPMENT i) 2014/2015 Registrations Registrations currently stand at 37,414. There are still 1,200 numbers outstanding although 400 of these are being held for cross country and winter centres. Moved Kerry O Keefe, seconded Peter Barnes, that the Membership Development Report be accepted. 7.6 BUSINESS DEVELOPMENT i) Regional Television Advertising It is proposed that we again utilise television advertising as a primary means of advertising in country NSW. On reviewing most recent ratings, Prime TV continues to be the most suitable network. An agreed schedule for the two week period commencing 16 August, is being negotiated with Prime TV across the various regional markets. A new commercial will also be developed for this year s campaign, as the previous one has now been used for the past 4 years. Recent sponsorship changes also need to be reflected. ii) Marketing Strategy and Marketing Plan In order to maximise the return on investment for our marketing budget, including funds being provided through the national body, it was agreed that we engage a marketing/advertising consultant to help develop a marketing strategy for LANSW, along with a plan to support the strategy

8 This will assist us to increase both our advertising reach and effectiveness. It is hoped that a well-designed marketing strategy, and a plan that provides a coordinated approach to marketing, promotion, advertising, media, merchandising, licensing, branding, and communication, will result in an increase in membership and the development or expansion of other revenue sources such as licensing and merchandising. Moved Kerry O Keefe, seconded Peter Barnes, that the Business Development Report be accepted. 7.7 BUSINESS ASSURANCE i) Centre Constitutions Chantelle has been monitoring and reviewing all new centre constitutions submitted by centres to date. So far, there are about 25 centres that have provided LANSW with a copy of a new constitution, and many others that have advised they either just have, or are just about to adopt theirs. All centres that have had a new constitution adopted are asked to forward a full copy to LANSW, as soon as possible. It appears that some centres have not properly reviewed the template and made all of the necessary alterations before accepting the document as their own constitution, and some will possibly have to make corrections by presentation of amendments to next year s AGM or to a Special General Meeting throughout the year. It is most important that centre committees take the time and care to thoroughly review the template, discuss and collectively decide which options they want to include, and make sure that they are totally aware of all that is contained within the document. Once passed, the centre must abide the constitution, so a committee must make sure that they know exactly what their constitution requires of them. ii) iii) It also seems that some centres have not had their constitution correctly adopted by their membership and others are yet to send the required documentation to Fair Trading. Chantelle will be sending reminders on the correct process and what is required and will also follow up with those centres where there are obvious errors. Risk Management Advisory Committee The next Risk Management Advisory Committee meeting is being held on 27 May. Following that meeting, there will be some updated policies and guidelines that will be presented for endorsement at the June board meeting. The committee also intends to provide the Championships/Competition Director and the Competition and Volunteer Coordinator with any safety and risk issues identified at championships during the past season. This will enable corrective and preventive actions to be considered and implemented, as part of the planning process for the upcoming season. Workshop - Risk Management for Sport Clubs and Events It was suggested that Wayne Thurlow, Kerry O Keefe and Diane Levy attend this workshop being held from 6.30pm-9.30pm on Wednesday, 24 June 2015 at Sydney Olympic Park. The workshop covers a basic overview of work health and safety compliance obligations, as well as a practical overview of risk management in the context of hosting events and operating community sports. CENTRE LIAISON OFFICER & Moved Russell Briggs, seconded Greg Dickson, that the Business Assurance Report be accepted

9 8. GENERAL BUSINESS Nil. There being no further business the chairperson declared the meeting closed at 10.20pm. Next Board Meeting to be held at the LANSW office Wednesday, 10 June 2015 at 5.30pm for 6.00pm start PRESIDENT - 9 -

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