MINUTES. Agenda Item Discussion Points/Attachments Action 1 Attendance & apologies The meeting commenced at 7.00pm
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1 MINUTES Agenda Item Discussion Points/Attachments Action 1 Attendance & apologies The meeting commenced at 7.00pm Present: Greg Dodd (GD), Robyn Kuhl (RK), Ian Phipps (IP) Acting President, Paul Prindiville (PP) Apologies Kamie Ang (KA), Darrel Fox (DF) Leave of Absence Damian Oldmeadow President (DO) Welcome The VWA Board welcomed Sophie Row (VWA Board Candidate Appointed position) 1.1 VWA / DSR Board Evaluation As per discussions at the previous meeting the VWA Board noted the following actions to date; Board Diversity (Gender), the VWA Board welcomed Sophie Row, possible VWA Board candidate to the meeting. It was noted that Sophie bought to the VWA Board professional experience in the areas of Marketing and Sponsorship and sporting experience in the area of Club Development. Notes
2 Processes around board appointments and induction, the VWA Board held initial discussions regarding the current VWA Board Charter and noted that it needed additional discussion to ensure that it was current and meet the requirements of the organisation. It was agreed that this would be tabled at the February or March VWA Board meeting in 2017 for a thorough review. VWA Board to discuss the VWA Board Charter at the February or March 2017 meeting. 2 Minutes from Previous Board Meeting held 12 September 2016 It was resolved that the Minutes of the meeting held on 12 September 2016 be adopted as a true and correct record. All in favour Carried It was noted that the 10 October 2016 VWA Board meeting was cancelled due to annual leave / leave of absence commitments for a number of VWA Board members. 3 Business Arising 3.1 CRM / Fortix / VA / Live-scoring App IP and RK provided a verbal update to the meeting in regards to the recent communications with VA regarding the CRM. The VWA Board noted the following had now been agreed by Volleyball Australia in relation to payment schedule for the CRM; An initial lump sum payment of just over $21,000 (exclusive of GST) which is to be paid in This consists of a Fortix System Management & Data Levies. The VWA Board noted that this invoice had been paid by Volleyball Australia. Notes
3 Two additional lump sum payments scheduled for June 2017 and June These will be WA & VA Cost Recovery Levies as per the agreed MOU. A monthly payment of approximately $1,000 per month (commencing July 2016) pending the number of hours undertaken in relation to the CRM project. It was noted that as a result of this, the invoice amount would vary. RK noted that as a result of this agreement the relevant invoices have since been issued. The meeting noted that Helen Shields has attended (via Skype) the VA / Fortix Workshop which had been held on the 4 & 5 November The meeting noted that the Live-scoring program had been trailed at the WAVL Finals. It was agreed that as KA was absent from the meeting a report would be tabled at the next meeting. KA to provide a report at the next VWA Board meeting. 3.2 Home of Volleyball The meeting noted that there was no further update at this stage. 3.3 Indoor Beach Volleyball Federation (IBVF) The meeting noted that due to the absence of DF there was no further update at this stage. DF to provide an update at the next meeting. 3.4 VWA Workforce The meeting noted the following; Julian Middlemiss (VWA Participation & Development Manager) had resigned Notes
4 from VWA. His last day of employment was the 23 September The VWA Board thanked Julian and wished him all the best for the future. RK noted that as a result Karen Wickham has been appointed as Acting Participation & Development Manager. Jason Laverdure (VWA Competitions & Event Manager) had commenced employment on the 21 September The VWA Board welcomed Jason to his new position. RK also noted that the following staff would be returning to the office to assist in the following months; Martin Suan would return to the VWA office for two / three days of work to assist with the ongoing planning for AJBVC. Jasmin Karwacki, Jenette Brown and Irene Alonso-Chartier will all return to the office to assist Karen Wickham with Sporting Schools and Clinics and Amy McGregor with Education matters. On average they will share an allocation of two days per week. 3.5 AVL The VWA Board noted the following in relation to the AVL teams; RK reported that there had been some issues with the athletes paying their invoices, which had taken a considerable amount of VWA staff time. These issues had now been resolved and the majority of athletes had now paid and were up to date. RK noted that the AVL Albany round had been extremely successful. The VWA Board thanked all involved. A special thank you was noted for Albany Volleyball Notes
5 Association for all their help and assistance in making this event so very successful. The VWA Board also noted the formal response from VWA to Volleyball Australia in relation to the WA teams participation in the 2017 AVL season. This response had included the concern raised by VWA in relation to fare equalization and also the FIVB athlete transfer fee. It was noted that to date no response had been received from Volleyball Australia. 3.6 Clubs Conference VWA Strategic Plan Outcomes The VWA Board discussed the VWA Strategic Plan Strong Foundations pillar; Knowledgeable and competent workforce (Green) Sound Governance and Financial Planning for VWA, Associations, Clubs and Indoor Beach Federation (Amber) Transparent Communications (Green) 3.7 WAVL and WAVJL The VWA Board noted the information as contained in the VWA Participation and Development report. The VWA Board also noted the information as tabled form the VWA Indoor Committee WAVL Review meeting, the VWA Referee Committee and the VWA Coaching Committee. The VWA Board noted / discussed the following items; The VWA Board thanked all the clubs for the feedback and review of the WAVL 2016 season. The VWA Board noted that for the 2017 season the Handbook for the Notes
6 competition would be called the WAVL Rules and Regulations Handbook. The VWA Board discussed the matter of forfeits and made the following decisions; Super League Forfeits: 0 points for an Administration Forfeit, and -2 points for not fielding a team. Open League Forfeits: 0 points for an Administration Forfeit, and -1 points for not fielding a team. In relation to Open League it was agreed that the duty personnel for this grade of WAVL would include a First Referee and Scorer. In relation to Child safe-guarding matters, the VWA Board agreed that the person in charge of the team needed to be 18 years or older. It was also agreed that this person did not need to be the coach of the team. In relation to the required coaching accreditation for Super League #3 teams, it was agreed that all Super League grades the accreditation requirement would remain at Level Two. The VWA Board approved all changes made to date. They also noted the responses / request for clarification received from Balcatta and ECU Volleyball Clubs. 3.8 VWA Risk Management IP noted that the meeting is scheduled for the 16 November AJBVC / AJVC The meeting noted the information as provided in the Participation and Development section report. Notes
7 RK noted that VWA have been successful in receiving the AJBVC tender for and that the details of discussion for the MOU were still in discussion between VWA and Volleyball Australia. RK noted that there were still discussions to be held in regards to budget / finances for the event, including the removal of the U23 Division from the Championships and thus the loss of almost $5,500 to the income for the competition. RK noted that there would be ongoing discussion in relation to this matter. RK noted that the AJBVC Handbook was now in its final draft and was awaiting sign-off from Volleyball Australia (pending agreement regarding budget). RK provided a verbal update from the AJVC Review meeting held on the 9 November RK to provide a further update at the next VWA Board meeting DSR Matters Champions of Change RK provided a verbal update to the meeting VWA possible hosting of an international men s event for RK noted that a meeting had been held with Natalie Perry in regards to the possible tournament (Men s Indoor World Championships July and the Women s Indoor Grand Prix July 2017). At this stage further information was pending in relation to the budgetary requirements from Volleyball Australia. RK to provide a further update at the next VWA Board meeting. 4 VWA Staff Reports The VWA Board noted the following reports; Operations and Support Section Report Notes
8 Participation and Development Section Report The VWA Board accepted the reports as tabled. All in favour carried 5 Finance Report 5.1 Financial Reports / Budget Reports The VWA Board accepted the reports as tabled. All in favour carried 5.2 AJVC & AVL Payment Plans The VWA Board noted the following payment plans are still outstanding; Dylan Wood payments are being made as per the payment plan schedule. Tammy Mulholland some payments have been made, however this payment schedule needs to be monitored closely. Ky Landers payments are being made as per the payment plan schedule. The VWA Board approved the AVL payment plan request from Tyanna Johnson. RK to provide a report at the next VWA Board meeting. 5.3 VWA Club / Association membership The VWA Board noted that to date the following clubs were still outstanding; Bunbury Volleyball Association (Attending VWA Clubs Conference) Carnarvon Volleyball Association Collie Volleyball Association Northern Suburbs Volleyball Academy RK to provide a report to the next VWA Board meeting. Notes
9 5.4 DSR Grants The VWA Board noted the following grants; AVL in Albany this grant ($25,000) has been paid by DSR and the acquittal information is due at the end of November RK noted DSR Organisational Sustainability Program (OSP) grant monies have now been paid. RK also noted that a meeting had been held with Glenn Morley (DSR Consultant) in regards to the changes for the 2017 OSP funding allocations RK noted that the SSA Annual grant documentation has been submitted to DSR and no further information had been provided to date. RK noted that the DSR / ASC Leadership grant acquittal was due by the 31 December RK to provide a report at the next VWA Board meeting. 5.5 Healthway Sponsorship RK noted that the grant acquittal for the ATA Albany AVL games was due at the end of November Sub-Let for the VWA Office The VWA Board noted that City of Vincent had approved the leasing of one VWA office space to WA Ultimate Disc. To this end a draft MOU had been forwarded to WA Ultimate Disc who had accepted the conditions of the MOU and were due to shift in on the 5 December It was noted that this lease would be for one year. 5.7 VWA Fees and Rates for 2017 The VWA Board approved the following recommendations as tabled. It was noted that the approval was subject to any Volleyball Australia changes in regards to membership; Notes
10 VWA 2017 Fee Structures VWA 2017 Rates Coordinators, Coaches and Referees. It was noted that there would be no increase of VWA membership fees from 2016 and minimal (CPI) increases to the majority of all other fees and rates. 5.8 Sale of Sunday Times / Perth Now The VWA Board noted the information as tabled at the meeting in regards to the sale of Sunday Times / Perth Now. 6 General business 6.1 VWA Committee Reports The VWA Board noted the following in regards to the VWA Committee meetings; VWA Junior Committee (22 September 2016) RK provided an update to the meeting. The majority of this meeting discussed planning of the school and junior league competitions for VWA Sponsorship & Marketing Committee (7 November) RK provided an update to the meeting. The meeting noted the Sponsor and Partner Packages 2017 that had been prepared by the Committee and Helen Shields (VWA Operations & Support Manager) and congratulated them on an excellent document. The meeting approved the Sponsorship document (Plantium, Gold, Silver and Bronze) as tabled at the meeting. VWA Coaching Committee (7 November) PP and RK provided an update to the meeting. VWA HP RG Meeting (31 October 2016) meeting postponed. Notes
11 6.2 Volleyball Australia Stakeholders Meetings November The meeting noted that RK and IP will be attending the forthcoming meeting in Canberra. The meeting requested that they provide a report to the next meeting. The meeting also noted the National Play Volleyball Agenda 2017 to 2021 as tabled at the meeting. It was agreed that this needed more discussion at the national meetings as there were many questions that required further discussion. 6.3 Passing of the VWA inaugural President The VWA Board noted with the sadness the passing of the VWA Inaugural President John McKay. The meeting agreed that VWA would rename the VWA Regional Club Award the John McKay VWA Regional Club Award in honour of the Associations first President. The VWA Board requested that RK write to the McKay family to inform them of this decision. 6.4 Associations Information Statement The VWA Board noted this information as tabled. Rk noted that VWA had completed this information on the 3 November The VWA Board asked that the Clubs be reminded that they needed to complete this information. IP and RK to provide an update at the next meeting. RK to write to the McKay family regarding the John MacKay VWA Regional Club Award. VWA to remind the clubs of their requirements regarding the Associations Information statement. 7 Date of next meeting 12 December 2016 Notes
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