2018 ANNUAL GENERAL MEETING

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Location: Frontier Archery Club hosting at the Regina Wildlife Federation outdoor range Registration opens at 4:30 pm and the Annual General Meeting starts at 5:00 pm.

1 2018 ANNUAL GENERAL MEETING Notice was hereby given by the Saskatchewan Archery Association Inc. to its membership by and web post on June 26th, 2018 that the Annual General Meeting will be held on Saturday, July 14, 2018, following the Provincial 3D Championship. Location: Frontier Archery Club hosting at the Regina Wildlife Federation outdoor range Registration opens at 4:30 pm and the Annual General Meeting starts at 5:00 pm. for the following purposes: AGENDA 1. Reading of the minutes of the last AGM; 2. Business arising from the minutes; 3. Amending the Articles & Bylaws (if required); 4. Receiving reports from the Board of Directors and Committees, 5. Motion to receive the financial statements and the report of the Association's Auditor 6. Appointing auditors for the ensuing year; 7. Election of Directors; 8. Adjournment.

Jason Cleave Jacqueline Dovell, Shelley Smith, Ron Smith, Randall-Dre Friday, Darrell Richmond, Bill Karapita, Jacob Bourassa, Tawnie Kotyk, Paige Dovell, Jason Bleau, Cory Rucks, Marilyn Alexander,

2 2016 Saskatchewan Archery Association Inc. ANNUAL GENERAL MEETING July 8 th, 2017 Location: Bowbusters outdoor range south of Delisle. In attendance: Coreen Scott, Sherman Brown, Annette Brown, Tarryn Bourassa, Gil Segovia, Lee Hart,Joyce Hart, Harvey Geisbrecht, Tyler Moore, Bill Steeves, Dawn Steeves, Lindsay Cannon, John Cannon, Jason Cleave Jacqueline Dovell, Shelley Smith, Ron Smith, Randall-Dre Friday, Darrell Richmond, Bill Karapita, Jacob Bourassa, Tawnie Kotyk, Paige Dovell, Jason Bleau, Cory Rucks, Marilyn Alexander, Maxine Ross, Ross MacAngus, Raquel Draper, Cody Draper, Meaghan Cleave, Lane Moore, Hailey Cleave, Ray Nemethi, Terry Stribbell, Adam Kinnear, Mel Taypotat, Clinton Leis, Jake Gerdines, Ryon Simons, Andrea Janex Chris Janex, Cruz Janex, Brock Nelson Meeting was called to order at 5:00 pm Motion: to accept the agenda as presented. Gil Segovia/ Dawn Steeves - Carried Minutes of 2016 AGM as presented in the AGM package and reviewed by membership. Motion: to accept the minutes as read. Dawn Steeves/ John Cannon Carried Business arising from the minutes NONE Proposed Changes to Articles & Bylaws -To be Voted on at 2017 AGM Motion: to accept the changes as presented. Darrell Richmond/ John Cannon Carried Motion: to accept the changes as presented. Sherman Brown/ Ross MacAngus Carried

3 - 2 - Motion: to accept the changes as presented. Dawn Steeves/ Joyce-ann Hart Carried Motion: to accept the changes as presented. Bill Steeves/ Tyler Moore Carried

4 - 3 - Motion: to accept the changes as presented. Bill Steeves/ Ross MacAngus Carried Motion: to accept the changes as presented. Darrell Richmond/ Harvey Geisbrecht Carried Motion: to accept the changes as presented. Harvey Geisbrecht/ Tyler Moore Carried Motion: to accept the changes as presented. Maxine Ross/ Bill Steeves Carried

5 - 4 - Motion: to accept the changes as presented. Bill Steeves/ Lee Hart Carried Motion: to accept the changes as presented. Sherman Brown/ Dawn Steeves Carried Motion: to accept the Directors reports as presented in the AGM package and reviewed by membership. Darryl Richmond/ Cody Draper Carried Motion: to accept the financial statements and the report of the Associations Auditor. Ross MacAngus/ Sherman Brown Carried Motion: to once again appoint Virtus Group as Auditor for the 2018 FYE. Ross MacAngus/ Ray Nemethi, 1 abstained Carried Election of Directors: First call from the floor for nominations NONE Second call from the floor for nominations NONE Third call from the floor for nominations NONE Motion: Coreen Scott/ Dawn Steeves that Mel Taypotat be nominated to the SAA board as director. Mel accepts/ All in Favour/ CARRIED Motion: Returning director Tyler Moore let his name stand for nomination. All in Favour/ CARRIED Motion: Returning director Chris Bender let her name stand for nomination. All in Favour/ CARRIED

of the Year Jason Cleave Motion: to adjourn meeting. Bill Steeves Meeting adjourned at 6:00 pm. Signed this 12 th day of July, 2017.

6 - 5 - Awards & Recognition: Coach of the Year Sherman Brown Volunteer of the Year Maxine Ross Judge of the Year Joy McCaskill Junior Female Athlete of the Year Meaghan Cleave Junior Male Athlete of the Year Jacob Bourassa Female Athlete of the Year Erin McGladdery Male Athlete of the Year Jason Cleave Motion: to adjourn meeting. Bill Steeves Meeting adjourned at 6:00 pm. Signed this 12 th day of July, Gil Segovia SAA President Signed this 12th day of July, Coreen Scott Executive Director acting as secretary in the absence of Christine Bender.

7 President s Report The SAA will be focusing more on archer development in the province with the goal of competition to the National level. We will be looking at our objectives in our Strategic plans to re-align many of our programs to best service our archery community. Our province is blessed with a strong population of archers very much indicated when we look at our membership numbers when compared to the other provinces. Clearly, the majority of Canadian Archers reside in the western provinces. Saskatchewan will be the host province for the 2019 Outdoor Archery Nationals. Hundreds of Canadian Archers will be descending upon Prince Albert to compete. I am proud to have Timberland Bowbenders taking on the monumental task of hosting a few hundred archers for 3D, Target and the Field disciplines. I am expecting that Saskatchewan will have a great turnout for this and other events. Of course, our events cannot see the light of day without the dedication and willingness of our volunteers. Every volunteer is the life-blood of our organization. We would be no where without them. For every event, many a volunteer has sacrificed hours and effort to get this organization where it stands today. Be proud to have shared in bringing Saskatchewan Archery to the level we stand now. It doesn t ever stop and the job can become tiring but without you the volunteer we can t go on! I thank our organizers, volunteers, sponsors, participants, and archers for their dedication to this sport. Our Strategic Plan The Saskatchewan Archery Association Inc. (SAA) is a not for profit organization dedicated to supporting and promoting the sport of archery in the province of Saskatchewan. The Saskatchewan Archery Association's objectives are: To foster, perpetuate and direct the practice of archery in the spirit of good fellowship and sportsmanship among all archers. To encourage the use of the bow in the hunting of all legal game and to protect, improve and increase the privileges of bow and arrow hunters. To enhance and further the objectives, scope and aims of this association and to act in general as the supreme governing body in all matters that pertain to archery in Saskatchewan. MISSION: Our mission mirrors that of our partner, Archery Canada, in promoting and developing the timeless sport of archery in a safe and ethical manner by providing programs that empower all participants to enjoy themselves and achieve their personal goals. Sincerely, Gil Segovia President SAA

8 VICE PRESIDENT REPORT Accomplishments/Highlights from Goals for Full board of directors Anticipated Challenges in Finding SAA members who want to join the BOD. Respectfully submitted by, Lee Hart, Vice President

2018 June 25 th Membership chair report: The 2018 Season for SAA reports 1738 members and 28 affiliated clubs. 746 are adults which include 18 lifetime members and we have 992 youth members.

9 2018 June 25 th Membership chair report: The 2018 Season for SAA reports 1738 members and 28 affiliated clubs. 746 are adults which include 18 lifetime members and we have 992 youth members. Of the adults: Age Class Female Male Junior Senior Master Of the youth: 364 female and 628 male archers. Age Class Female Male Peewee Precub Cub Cadet Our membership stands at the top when compared to the total membership of Archery Canada s registered archers. Saskatchewan archers command 30% of registered Canadian archers. There are approximately 6000 registered archers in Archery Canada s membership. Please note that these are the membership numbers following the 2018 season and not the SAA s fiscal reporting period. Gil Segovia SAA Membership Director

10 Saskatchewan Archery Association 3D Annual Report Accomplishments/Highlights from 2017/18-3D shoots throughout the province are available throughout our province by our members. -2 of our members represented Canada at the 2017 World Archery 3D World Championships. -1 our members is competing and placing very well in the United States in the IBO and ASA Associations -Archery Canada has added a Known Division which will allow target archers a easier opportunity to compete. -we have members in 6 different divisions who have submitted their name for Team Canada Trials for the D team to compete at the World Championships. - have presented the junior target program archers with information to try 3D archery. Goals for 2018/2019 -Continue to promote 3D Archery to our Youth and look into introduction session for them to try 3D Archery. -Promote the Known Distance class to target archers and new archers who may have trouble judging distance. -Support our athletes who will be trying to represent Canada at the World 3D Championships. Anticipated Challenges in 2018/19 - Getting increased participation numbers at 3D shoots - Our Youth commitments to other sports Respectfully Submitted Tyler Moore Sask Archery 3D Director

11 OFFICIALS REPORT Accomplishments/Highlights from We have had 4 persons complete their testing for local level judges certifications Two members completed their Provincial level judge certifications One in 3D/ One in target as well as one member continuing as a Provincial judge candidate Provincial kits bags were prepared for all provincial level judges Goals for To get more provincial judges certified, concentrating on areas of the province that currently have no provincial judge representation. Ensuring the new affiliated clubs have the support they need to ensure local level judges/ safety officers are in place. Determine if it is feasible and work toward every affiliated club having a provincial judge Anticipated Challenges in May be hard get local judges interested in moving up to provincial levels Limited number of provincial comps to accommodate all new judges who must work alongside a certified provincial judge Find the financial balance in the budget to get provincial level judges trained Respectfully submitted by, Harvey Giesbrecht Officials Coordinator TARGET REPORT Accomplishments/Highlights from We had 16 registered on the target team We had athletes attend Canadian Outdoor Nationals as well as three world championship events (senior and junior) There were more target events hosted at the club levels because of club members becoming provincial level judges Goals for To get a large contingency of members on the team to represent the Province well at Canadian Nationals in Prince Albert (August 2019) Increased interest and develop more archers in target and field Get more clubs hosting additional target and field events Introduce known distance 3D competition format to target shooters Anticipated Challenges in Club interest in and ability to develop outdoor target and field courses Respectfully submitted by, Harvey Giesbrecht Officials Coordinator

12 COACJING COORDINATOR REPORT Accomplishments/Highlights from Successfully increased # of coaches Goals for SAA to host 2 clinics in 2018/2019. Determine # of active club coaches. Anticipated Challenges in Finding participants for clinics. Ensuring our trainer is available Respectfully submitted by, Lee Hart, Vice President

13 EXECUTIVE DIRECTOR REPORT Accomplishments/Highlights from Working with the JOP Coordinators to develop a JOP Handbook and Championship guidelines that will assist with running the programs at the club level. Attending the NAIG summit to speak about the success of the Sask athletes and the challenges Bylaws review and director roles/ recommended changes for membership approval at AGM MAP grant funding audit Annual budget/ funding application submission for 2021 fiscal year Assisting Directors where needed Audit prep and Audit review with both Sask Sport and Virtus Group Annual and Aboriginal Grant Follow-up reporting 3D promotional postcards Provincial Judges kits Newsletters to membership Attending Sask Sport Annual General Meeting Goals for Evaluate Coaching numbers and levels of achievement across the province to ensure NCCP data is accurate and recorded appropriately (liaise with Archery Canada) Develop a way to better communicate with the affiliated clubs Volunteer recognition increased Introduction to archery programming support planning Being more prepared by breaking the patterns of reactive work patterns and becoming proactive/ forward thinking when it relates to business of the association Anticipated Challenges in I don t foresee and direct challenges Respectfully submitted by, Coreen Scott SAA Executive Director

14 TREASURER REPORT Accomplishments/Highlights from In the Fiscal year the SAA received $125,000 in annual funding and $24,600 in Membership Assistance Program Grant funding from Sask Sport through Saskatchewan Lotteries trust funding. Sask Sport annual funding grants increased from last year at a rate of 3%. These increases are based on yearly lottery ticket sales. We ask you to support lottery ticket sales by regularly purchasing tickets and we remind you that it is against the law to run raffles and 50/50 s in Saskatchewan without a lottery licence. The SAA is also responsible for its own self help funding and currently these revenues are generated through memberships, competition and clinic fees, merchandise sales/fundraising, tournament registrations and team and athlete fees. The SAA board puts forward names of athletes each year who are eligible to apply for Sask Sports Future Best funding. This year 3 archery athletes received funding from Sask Sport for a total of $2000 in support. In addition the SAA received an Aboriginal Sport Excellence Grant to manage for the NAIG games. This is strictly flow through funding that directly supports the coaches/managers and athletes in North American Indigenous Games. NAIG is held every 3 years and it was indicated at the NAIG summit that the planning and funding allocations will in future be based on a 3 year cycle to align better with the timing of the games. The statement of accounts and general book keeping continues to be prepared by the SAA Executive Director then completed by Sask Sport s financial team and the financial audit was performed again by Virtus Group, Saskatoon. Goals for Review the funding/ spending policies of the SAA to ensure they are defined with no room for translation Ensure claim forms and funding application forms accurately reflect any spending policy changes Anticipated Challenges in No financial challenges are anticipated at this time Respectfully submitted by, Coreen Scott SAA Executive Director

15 HIGH PERFORMANCE REPORT Accomplishments/Highlights from Have worked to increase the perspective of archery being a sport over just an activity to participate in Have increased the archer s involvement in all aspects of sports science. Built a team environment with the archers and coach. Goals for Continue to build a team environment with the athletes in preparation for the Winter Games Develop a plan to involve more archers and parents with the Sport sciences opportunities available through Sask Sport Finalize the team selection for 2019 Canada Winter Games Anticipated Challenges in Recruiting archers into the high performance program. Getting more certified coaches in the province Respectfully submitted by, Sherman Brown, High Performance Committee Member

16 JOP (SOUTH) COORDINATOR REPORT Accomplishments/Highlights from Clubs participated with total of 482 archers. 11 Clubs participated in the JOP Provincials in April with a total of 148 participants. JOP Handbook Thank all coordinators for a job well done throughout the year, another smooth year! Goals for Completed JOP Handbook with rules To meet with South JOP Coordinators in September and North Coordinators in October to go over JOP Handbook, so we are all on the same page. Design medals for the 2019 JOP Championships Anticipated Challenges in No challenges anticipated Respectfully submitted by, Shelley Smith,JOP South Coordinator JOP (NORTH) COORDINATOR REPORT Accomplishments/Highlights from Clubs participated with total of 433 archers. All but one club sent archers to the JOP Provincials (141 participants). Developed a JOP Handbook for club coordinators to have consistency with the program Goals for Have youth members design medals for the JOP Chamionship Meet with all member clubs to introduce the handbook Anticipated Challenges in Having all JOP clubs participate in the JOP Championship Respectfully submitted by, Dawn Steeves,JOP North Coordinator

31 SAA ELECTION OF OFFICERS NOMINATION FORM ARTICLE 5 - DIRECTORS, OFFICERS AND OTHER POSITIONS Directors Responsibility to Act as Officer or Coordinator. Subject to the provisions of the Act, each person agreeing to act as Director shall, prior to being elected, agree that they will, if so requested by the Directors of the Association, hold one of the coordinator positions or offices: Reference the SAA Bylaws found at for full explanation of positions. 5.1 Directors. (a) Responsibility of Directors. The supervision and business responsibility of the Association shall reside with the Board; (b) Minimum / Maximum Number of Directors. The Association shall have a minimum of six and a maximum of eighteen Directors in total at all times, such Directors to be elected by the members or appointed by the Directors only in order to fill a vacancy; (c) Past President a Director. The Past-President will automatically be a Director; (d) Term. Directors will be elected for two (2) year terms. Each election shall elect a total of one-half (1/2) of the Directors for a two year term; (e) Staggered Directors Terms. At the AGM of the Association held in 2013, there shall be elected seven Directors for a period of one year and the balance of Directors for a period of two years, and they shall hold office until the expiration of their elected terms or until their successors are duly elected, and after the 2013 general meeting, there shall be elected at each AGM for a two year term such directors as are required; (f) Filling a Board Vacancy. Any vacancy to occur may be filled by appointment by the Directors. Such an appointee shall hold office until the next AGM at which time the vacancy shall be filled by election for the unexpired term of office; (g) Quorum. Fifty (50%) per cent of the elected Directors shall constitute a quorum at any Directors meeting; (h) Period for Conducting Business. The Directors shall conduct the business of the Association in the period between AGM s, an expected period of one year. Nominating procedures: 1. All nominees must sign the nomination form stating they are in agreement with letting their name stand for the position of Director with the interest area of which they are being nominated. 2. Nomination deadline: July 1 st of the current year. 3. Mail Completed form to: Coreen Scott 2533 Royal Avenue Saskatoon, SK S7J0X6 OR to: coreenscott@sasktel.net Election of Directors will take place at the SAA Annual General Meeting held in July. Revised July 2015

32 SAA Executive Officer Nomination Form Your Name: Date: Nominee Name: The nomination above will see the nominee become a Director to the Board of the Saskatchewan Archery Association Inc. Check the officer or coordinator position for which the nominee has an interest. President Vice President Secretary Treasurer 3D Coordinator Target/Field Coordinator JOP Coordinator Membership Coordinator Aboriginal Liaison Judges/ Officials Coordinator Coaches Coordinator Archery Canada Representative High Performance Coordinator I, the nominee, acknowledge this nomination and allow my name to stand for a position of Director with the SAA and have identified interest in the position(s) which is outlined above. Signature of Nominee

Supporting and Promoting the Sport of Archery October 2016

Supporting and Promoting the Sport of Archery October 2016 In this issue Team Sask Success Summer Games Results Membership Expiry IANSEO - Your SAA # Club Contacts Guest attendance at Clubs Membership