1 Glamorgan Archery Association Chairman Tim Pryse 1 Richmond Road Caegarw Mountain Ash, CF45 4AN Tel: 01443 473723 E-mail: chairman@glamorganarchery.wales Treasurer Judith Stolzenburg 12 Pentre Howell Pencoed Mid Glamorgan CF35 6RG Tel: 07798 725771 Email: treasurer@glamorganarchery.wales Secretary Griff Morgan 1 Clovelly Crescent Llanrumney Cardiff CF3 4JR Tel: 07578 617261 Email: secretary@glamorganarchery.wales Minutes of the GAA Quarterly Meeting held on Monday 18 th September 2017. PRESENT: Pat Widger (President) Stuart Barratt-Rees (Vice Chair) Griff Morgan (Secretary) Tim Pryse (Chairman) Judith Stolzenburg (Treasurer) Keith Lynch (Records Officer) Kathy Counsell (Castle Bowmen) Mike Woodfield (Castle Bowmen) Michelle Wood (Castle Bowmen) Nigel Davies (Perriswood Bowmen) Kim Swetman (Silvercloud Archers) Henry Fray (Llandaff City Bowmen) Tracy Reece (Llandaff City Bowmen) Jon Allan (Neath Archers) Keira Allan (Neath Archers) Paul Curtis (East Lodge) Norman Wilcox (Blandy-Jenkins) Phil Buckley (Blandy-Jenkins) Richard Downer (RJD Archers) Jane Downer (RJD Archers) Dave Mainwaring (RJD Archers) Janette Mainwaring (RJD Archers) Amanda Bowen (RJD Archers) Simon Bowen (RJD Archers) Nick Dunwell (Cambria Bowmen) Apologies Emma Pryse Reg Woods Steve Chaimberlain Langon Davies Sue Davies 1. Chairman s Opening Remarks The Chair welcomed members to the meeting who stayed following the conclusion of the AGM and confirmed that the meeting was now quorate. 2. Minutes of the Previous Meeting The Chairman apologised for an error whereby previous meeting had been deemed to not be quorate. A review of the Constitution confirmed that: The quorum at an Executive Meeting shall be members from three (3) of the Associations Senior member clubs Para 41
2 The Treasurer requested that her personal contact number not be used / distributed due to the nature of her work. Please only use email and mobile contacts Secretary to remove the Treasurers home telephone number from all future correspondence RDJ advised that 2 Coaching Certificates were to be renewed Castle Bowmen advised 110 archers, not 170 Proposed: Nigel Davies Seconded: Mike Woodfield 3. Matters Arising Perriswood Archers Matt Neve was due to be travelling to represent Great Britain at the Invictus Games. The Chairman & Secretary asked for their best wishes to be passed on to Matt. The trophy for the County Compound has been found!! 4. Correspondence To receive a request from S Barratt-Rees (SBR) for support for Jakob BR who was attending a National Age Group Academy.. Cost was expected to be approx. 4,300.00 with 10 monthly academy visits, 2 visits by the allocated coach. Several sources of funding had also been approached, including WAA. The Chairman asked SBR if he would allow the meeting to discuss the matter privately. SBR agreed and left the meeting room. Several points were raised about previous support that Jakob had received, 250, in the last 2 years was not reciprocated by WAA for the same request, existing caps on support ( 50 per person) were in place but not strictly adhered to meaning that previous support had exceeded this cap Paul Curtis propose that 100 support, without precedent, could be provided. 11 Abstentions Motion not carried Counter proposal was put forward by the Secretary to abstain from providing support at this time and for SBR to provide a report on funding at the next available Business Meeting, whatever it may be, from WAA before re-evaluating the request and a decision being taken. Motion was carried unanimously. Further to the motion being carried a discussion ensure regarding liability of the County when providing support if multiple requests came in at the same time. It was agreed that no archer may receive more than a capped grant of 100 to be considered on a case by case basis any more than once in a 3 year period. A vote was taken to adopt this policy on providing support Unanimously agreed 5. Reports Treasurer s Report
3 Taken from the AGM Minutes: The Treasurer handed out copies of the balance sheet for the year 2016-2017. (There were not enough copies of the balance sheet to hand out but if you wish to obtain a copy please contact the Treasurer.) The Treasurer reported that this year has been a settled year in terms of a slow but steady income from affiliations and tournaments. No grants obtained for GAA this year. The total income for the year was 7,634 with an expenditure of 5,161.38. The Association now has a healthy balance. Please see separate sheet for breakdown of income & expenditure. The following should be noted: Expenditures: Glamorgan has been able to purchase an Overhead Projector for use by GAA clubs, as a teaching aid, to provide coaching courses / training sessions etc. If any club outside of GAA or an individual for private use wish to borrow the projector there will be a minimal charge to be paid GAA for the hire of this equipment. Please note: A charge will be made to Club / individual for any damage to projector / the cost of repair. (Please contact Tim Pryse (Chairman) if you wish to borrow the projector) Expenditure of 165 towards the cost of hall hire for additional coaching / improver sessions paid this year. Unfortunately, these sessions were cancelled due to lack of archers wishing to take up this great opportunity for extra shooting at a minimal cost GAA has no other major purchases over this past financial year, Miscellaneous expenditures have been minimal, admin costs, T-Shirts & tournament costs, Projected expenditure for 2017/18: Purchase of new trophies / medals for GAA tournaments Grants to Judges to assist in uniforms (as agreed in last meeting) Timer system (to be discussed further) GAA Squad training etc (to be discussed further) Inter-counties T.shirts For the forth-coming year, GAA have not planned to increase their fees to affiliate. The half yearly pro rata fee for juniors and seniors have fallen in-line with WAA, and has proved to be a much simpler / less complicated way to pay. Again, there is no fee for disabled archers. For the year Oct 18/Sept 19, I wish to make the following proposal: Senior fees to remain the same of previous year - 5.00 / 2.50 per archer including students (University) Junior fees will be decrease to a sum of 1.00 per archer (no pro-rata ) Disabled archer No fee No junior en-bloc fee (scrap the current en-bloc fee) No University en-bloc fee (Scrap the current en-bloc fee) Please could all clubs note; affiliations are due by 1 st October, please see additional notes on how this is to be paid. All clubs and individuals, who are affiliated to ArcheryGB MUST be affiliated to both region and county ie Welsh Archery Association & Glamorgan Archery Association. Affiliations to be sent to : Mrs Judith Stolzenburg, GAA Treasurer, 12 Pentre Howell, Pencoed, Mid Glam, CF356RG A short discussion took place during which questions of the income and expenditure report were made for clarification purposes.
4 It was brought to the Committee s attention by S. Davies that the suggested fees for 2018/19 could not be voted on as it had not been placed on the agenda. The Chair thanked the Treasurer for her report. He also reminded members to contact the Treasurer if they would like a copy of the balance sheet. Note: Disabled archers benefitting from free membership still need to be declared by clubs to provide an accurate number of members and so the membership can ascertain people are members if they apply for any form of support. Secretary s Report The outgoing Secretary presented this report Apart from what I have already stated in my annual report the only other items I would like to state are the disappointment in requests that have been sent out. I have on several occasions written to clubs asking for up to date details of their secretaries together with the number, name and level of coaches in the clubs this information was required not only by GAA but WAA as well. Only a few answered those queries, other clubs have only written in when their secretaries have changed. It is important for GAA and WAA to keep their databases up to date so that they can disseminate information as and when. It was pleasing to hear Saturday evening of the success of Glamorgan in coming overall first at the Inter-Counties tournament. I wish to congratulate all those who took part it is well deserved they all shot well. However this success was only achieved by the large amount of work undertaken by the Team Manager, Richard Downer. Very few application forms were received by the closing date despite their being sent to club secretaries approximately six weeks before the closing date, forms were also available on the website all the time thanks to Mike Woodfield. Only one application came in when the closing date was extended a further two weeks. It was then left to the Team Manager to ring around to try and fill the team. He had been informed by some of the persons contacted that they did not know about it. Again this amounts to lack of communication. UK Statistics state that over 70-75% of households have access to computers so it is important that archers themselves take the responsibility of keeping up with what is going on. I am sorry that this sounds a bit of a tirade but I have always been passionate about archery and would like all archers to take more interest, improve and be involved. The Chairman took the opportunity to thank the outgoing Secretary, Pat Widger, for her years of service and efforts in the position of the County Association Secretary County Coaching Organiser No report given as the outgoing CCO could not stay for the meeting and the new CCO had to go to work Records Officer KL reported that there have been 144 new records since the last AGM. 132 were pending the Chairman s Signature who had been awaiting the new certificates WAA Representative s Report Any information I have received has been forwarded to club secretaries. Only this weekend I have sent out information concerning the All Wales Coaching Conference together with information concerning the WAA Junior Academy. Please note there are closing dates for both of these events. The AGM of WAA was held on Saturday following the Inter-Counties Tournament. I have to report that Steve Edwards was formally appointed as Treasurer.
5 WAA will also be reviewing the fees and their structure. It had been resolved approximately four years ago that they would increase by 2 each year for seniors, and in proportion for juniors and others for a five year period. The five year period is due to end in 2018 but the WAA will be reviewing all the fees during the coming months whether they will increase further or stay as they are. Following the review any changes in fees will need to be put, for acceptance or not, at the next WAA AGM which will follow the Inter-Counties tournament in 2018. 6. Tournaments The following tournaments were noted: Glamorgan Junior Indoor 2017 To be held on 19 th November 2017 @ LCB Portsmouth Round - Record Status Queried AGB have not cashed the LCB cheque for this Glamorgan Outdoor Championships 2018 Blandy Jenkins have been requested to hold the event preferably on Sunday 15 th July 2018 The Club kindly requests confirmation of Booking and Record Status application as soon as possible. Glamorgan Field Championships 2018 To be held at Pentref Bowmen, Glyncornel on 3 rd /4 th March 2018 WAA Inter Counties / Welsh Open 2018 - TBC It is believed that GAA are to host this event and will be the 10 th Anniversary of the Inter Counties Tournament The Secretary asked the Team Manager of the number of clubs that were represented by members in the 2017 Inter Counties. It was reported that all shooting spaces were spread over 7 clubs. The Meeting was very impressed by the diverse spread of representation The Team Manager reported on the results of the 2017 IC tournament held at Llantarnam Archers facility at Rougemont High School. Jnr members took 3 out of 4 trophies Snrs took 2 x Golds, 2 Silvers & 3 Bronze awards WELL DONE TO ALL!!!!! The meeting requested the WAA Representative to request clarification of participation rules for the Inter Counties tournament as not all Counties fielded the correct make up of each team (i.e. 2 Male & 2 Female archers) The Meeting concluded the Team Managers report with heartfelt thanks for his efforts. The Team Manager reminded all in attendance for the need for Juniors to Participate in this event as a stepping stone to the Senior Categories 7. Club Updates Neath Closed competition on 17.07.17 was well attended LCB Reported a recent break in needing a new fire door on the clubhouse. Recent National shoot (Record Status) was well attended. Club is now a Charitable Incorporated Organisation and is reaping benefits
6 Perriswood Matthew Neve is attending the Invictus Games (Ex RAF) and is willing to share his experiences at the next Meeting RJD Are now back indoors. Their first outdoor tournament went very well. Membership is doing well. They have registered an event with AGB for Record Status on 28.01.18 WA18 round Blandy Jenkins 65 Snr Members / 33 Jnr Members. No change to monthly fees in the last 3 yrs. Clout Tournament was held on 28.05.17. Disappointing turnout of 4 archers. Jnr Tournament to be held on 29.10.17. Range has been registered with AGB outdoor but not indoor. Will be liaising with RJD Archers regarding dispensation for indoor range registration) Castle Bowmen WA18 in November 2017 is cancelled due to a clash with Castle Archers (Dyfed). Currently in the process of membership renewals. Heading Indoors in October. A good season of tournaments has been had with many personal successes. A new badging scheme has been implemented along with Personal Progress Awards. The club has also achieved several County and Welsh Records as well as individual County Champions Silvercloud Archers 11 Members Jodie Grinham is abroad with AGB. Kim became the WAA 2017 Compound Lady Champion. Currently looking into developing an indoor 70M facility on the club grounds Caradog Archers A closed club with restricted membership Nothing further to report Cambria Bowmen Recently have had visitors from Hong Kong, Finland and the USA. Tournaments have gone well. BBQ shoot to be held. 8. Date of Next Meeting The next meeting be held on Monday 4 th December. 9. Any Other Business 1 It was confirmed that the website would be renewed. Thanks to Mike Woodfield for his dedication to maintaining the website and posting information very quickly from when it was received. However, successful utilisation of the website can only be achieved by accurate and timely information being provided to him. 2 Clubs are asked to notify the Webmaster with all Entry Forms so that these can be conveniently downloaded by all members and visitors and allows clubs to review potential clases in dates. Clashes do happen but can also make a break even / profitable shoot a financial loss for clubs that run shoots with very small entries. Working together means we all get the best out of the Archery Calendar. 3 Paul Curtis asked that all Entry Forms must state the timing method to be used, preferably Method 2 for Outdoor Shoots.
7 4 Paul Curtis asked that all entry forms be sent to him as JLO 5 Paul Curtis asked that clubs needing Judges for their Tournaments can obtain the Judge Request form from the GAA and WAA websites but if in doubt to obtain the correct email address from his website: www.spanglefish.com/archeryjudgeswales/ 6 Reminder was given regarding smoking at tournaments. Smoking should not take place any closer than 5m behind the tent line. This includes e-ciggarettes. Smoking between 5m behind the tents and extending within the area of the archery boundaries is against the rules. Clubs are asked to include this reminder in their entry forms. Meeting closed at 10.00pm. Signed Date Chairman