Meeting of the Board 24/25 May 2014 Held at the Sport Auckland
Premises.
Present: Mike Ashburn, President, Anne Mitchell, Vice President, Patsy Vercoe, National Secretary,
Carole Hicks, Judges, Chris Jones, JAMA, Trevor Kennerson, Athletes’, Scott Collett, Coaches.
Apologies: Moved from the chair that apology from Alan Logan be accepted
Carried
Mike welcomed all Board members to the meeting which opened at 9am.
Mike, on behalf of Patsy, has asked the Board members if they give their permission to have the
Board meeting recorded; this will help with the writing up of the minutes. Agreed
Voting by email – Board members that send out a motion need to take ownership of it. They need to
calculate the information, and then send it to Patsy. If there is a letter that needs to be sent out,
that Board member is responsible for writing a draft letter which the secretary will then send out on
official letter head. Patsy will then add the information to her motion file.
Emails – One subject per email, put ANZ Board in the header.
Day 1 (AM) Strategic Planning
1.0 Background (Mike)
1.1 Mission and Vision statements (review of vision statement required)
1.2 Swot analysis
2.0
Specific Goals / Objectives (no more than about 8) they need to be:

Specific

Measurable

Achievable

Relevant

Time Bound (has a completion time frame, not open ended)
3.0 Actions/plans to achieve the objectives (likewise SMART)
4.0
Roll out and promotion of the plan
We then worked on the Mission, Vision and Values.
We agreed this Vision statement
Leading Archery to recognition as an important sport with New Zealand with the Archer at the core
of everything we do.
It was agreed the current statements needed to be changed. The Board members considered
examples from other archery and sports organisations. Ours needs to be positive, highlighting an
athlete-centred vision.
5.0 Matters arising from the March minutes and actions.
Mike is to write a letter for Patsy to PTS Logistics for sponsorship of the Archery NZ containers. Mike
to put the cost of the container into a spreadsheet. (Done for the second day of the Board meeting)
Tournament Regulations – Need to be replaced on the Archery NZ website.
Kevin Horn- Kerry has told him to keep the Masters 65 + Champ of Champs trophy
Timing Equipment – There has been no reported progress. Mike to give Carole the email address of
Richard Holtz.
Review of structure of Archery NZ – Archer article from Andrew Russell; discussion from 2014
AGM:
Outcome: Official Committee of the Board- at least one Board member. Four or five other members
(from around the country). The Judge Convener will represent the Board on this committee. One or
two day meeting to establish the parameters, allocate tasks, then meeting by email or skype.
(Mike to amend minutes on the above re item 2.1 from March minutes which incorrectly said " Mike
will discuss with Andrew with a view to set up a ‘district’ initiated proposal and should have read
"The discussion proposed a subcommittee be set up with a board member as part of the committee"
Financial- 4.5 Budget for timing lights: Outcome: Patsy to check cost of lights from Hire Pool (2
sets) for the Indoor Nationals. Scott to get in touch with Richard Holtz and Yiftach Swery. Carole to
send Chris paper work on lights.
Awards lists on web site - Outcome: Pictures of awards to be posted to Archery NZ website once
updated. Patsy to sort this.
Any other website updates – New Clubs - YMCA Taranaki Archery Academy
Outcome:Group of archers belonging to the Taranaki YMCA seeking recognition from
Archery NZ be advised with regret as their organisation does not include
A. a constitution
B. the prerequisite section from our administration rules we are unable to recognise them as being a
club.
Moved Carole/Trevor Carried.
Club lists – Patsy has now completed the club list and will have it added to the website.
Treasurer (we still have to find someone or pay someone) - Outcome: Patsy to give Alan the
contact details and CV, so they can discuss the treasurer’s position.
The Board has been told of a possible candidate. If there is no volunteer for the position and the
Board has to employ an independent person, the Board will recommend to the AGM that it approve
this interim situation reducing the board to 7 voting members either until a volunteer Archery NZ
member be elected or if that is not possible, consider a constitutional amendment at the AGM 2016.
Carole/Trevor that the above noted proposal be agreed subject to discussion with the possible
candidate being able to take on the roll Carried
Mike moved from the chair that the minutes be accepted with the changes to 2.1 March Minutes as
given above re Andrew Russell re-structure document.
5.3 Commission ReportsAthletes – Trevor informed the Board he will not be standing again as the Athletes’ convener.
JAMA –JAMA badges are going out fast. Chris will seek applications soon for the North Island JAMA
Championships. Do we want to ask for a 72 arrow round and a match play? AIS had a record term.
Chris to look into the NZQA credits proposal. Great selection for the Trans Tasman Team.
Judges – Judges’ seminar to be held 16th-17th August 2014 in Auckland.
Coaches –Moved Scott/seconded Chris
To reduce the number of qualifying scores from 4 to 2 as a standard for NZ selection
Lost
Selection Panel – Trans Tasman Team was selected. The Selection Panel was very impressed with
all the scores the archers put forward.
6.0 Domestic Tournaments:
6.1 Memorandum of Understanding - Outcome: In the final stages and then it will be sent to
Andrew. (Carole)
6.2 Nationals 2014 -Outcome: No further action is needed
6.3 North Island Championships 2014 and 2015 - Outcome: National Champs 2015 Mike moved
from the chair that the official North Island Championship format will be over two days and included
the 1440 round followed by the 72 arrow round and match play. It does not need to be over the
Easter Weekend. Patsy to post the information on the website.
6.4 JAMA North Island championships 2014/15 (Chris) - Outcome: Chris will put a message
on the website calling for all clubs interested in hosting the
North Island JAMA Champs 2015 to
put forward their proposed programme including the maximum number of archers and budgets.
6.6 Indoors 2014 (Patsy) - Outcome: Patsy reported on the condition of the targets and frames in
the 40ft container. There will be a few that need to be repaired. Patsy also reported that there are
135 archers entered with 25 archers on the waiting list.
6.7 Nationals 2015 - Outcome: Waiting on the MOU
6.8 Nationals 2016 (Christchurch) - Outcome: Mike moved that the Nationals 2016 start on Sunday
3rd January – Saturday 9th January. Carried
6.9 Dave Henshaw has asked if all monies (entries etc) can be paid to the LOC and for the LOC to
submit an account after the conclusion of the tournament - Outcome: Money can be paid directly to
the LOC if it is GST registered. They will also need a separate bank account. Patsy to reply to Dave.
Royle Hutton- Karen Croskery has informed the Board that she will no longer be looking after the
Royle Hutton Memorial shoot held on Waitangi Day.
Outcome: Chris moved/seconded Scott- Trevor Kennerson to take over the Royle Hutton shoot until
further notice.
Agreed Trevor to get all the information on the Yamaha Rose Bowl trophies.
Meeting adjourned at 6.15pm
*********
Day Two: Mike re-convened the meeting at 8.50am
National Indoor update: Patsy spoke of another idea to put more archers on the line. After
speaking with Carole and Chris, Patsy has proposed that the National Indoors now become Session
A& B. Session A will be in the morning with kiwis, cubs and intermediates and their parents who wish
to shoot. Session B will be in the afternoon with the seniors, juniors and cadets.
Mike did the analysis on the container costs that Patsy gave him from Kiwi Rail and PTS Logistics.
PTS costs are approximately twice that of Kiwi Rail.
Patsy to get costings from DHL so we can put in for grants, along with the two quotes we already
have.
6.10World Masters’ Games 2017 update/next steps (Carole)
Outcome: Carole to write to back to Dan to see if we can have the money sooner for the target
butts. Appoint a person to look after the accounts. Board needs a contract with the LOC. We can use
the MOU just change couple of things. Carole will have a meeting with the LOC in late July. We also
need to find storage for the new target butts, 50 in total, these are the round target butts. Do we
look at storage places in Auckland? Target frames can be made in 2017.
6.11 National Match play series
Outcome: Trevor to reply to Andrew with questions
Carole moved/seconded Trevor
One tournament North Island, one South Island another one where organisers put it. Ring fenced
tournament tried over a three year trial period. Sponsorship material may be used by the athletes
despite it being a minor tournament, 72 arrow round may be used for selection scores in which case
ANZ judges must attend. ANZ pins and badges may be won but not ANZ records nor any World
Archery records. Agreed
7.0
International Tournaments
7.1 Trans Tasman (Chris)
7.2 Oceania Champs (Carole) - Outcome: Anne Mitchell and Rob Peterson have been entered and
payment has been made.
Carole moved/seconded Mike That Anne be representative of NZ at the Congress. Agreed
7.3 World Cup Shaun Teasdale has been entered into Stage 4, 5-10 August 2014, Wroclaw (POL).
8.0 Funding
8. Carole working with Trevor on the SportNZ questions for 2014. Carole will amend the document
by mid June.
8.1 TT Training camp funding. - Outcome: The Board did not approve the team building exercise
that James has put forward, ten pin bowling is a more suitable activity. Anne will reply to James
about the travelling uniform. Anne to check to see if they are single or twin rooms.
Anne moved/seconded Chris That ANZ pay the fare and accommodation for Michelle Ford to travel
with Reburn Ford to the TT Training camp. Agreed
9.0
Financial (With Alan via skype)
9.1 Patsy to send the email address of the possible Treasurer candidate to Alan. He can then make
contact with her about the financial side of Archery NZ.
Mike moved from the chair that all accounts be paid
Moved Chris Jones/seconded Anne Mitchell. That Archery NZ Inc apply to the Lion Foundation for
assistance for the New Zealand Trans Tasman team’s travel to compete against Australia in Brisbane
in September 2014 Carried
10.0 Policy / Procedures / Constitution and Rules
10.4Patsy to check forms on website.
10.6 Chris to look at child/vulnerable person’s protection along with parent book in the drop box.
Match fixing policy to be looked at next Board meeting.
11.0
Appointment of Officers
11. 1 Mike has a draft copy of the records officer position. Once completed he will post on the ANZ
website. Patsy will also send out to all club secretaries.
11. 2 Athletes’ and Judges’ conveners and the President positions are scheduled for election the
AGM in 2015. Trevor has informed the Board that he won’t be standing again. Mike has informed the
Board of his health problems and needs to cut down his work load.
12.0
Officers Reports (specifically issues arising from)
12.1 Mike has boxes of records to pass onto Kerry. Kerry has asked for a letter head, which Patsy
will sort out along with other Board members who need them. Patsy to work with Kerry and order
some badges.
12.3 Letter to Caro saying that she has been officially re-appointed editor of the Archer magazine.
12.4 The right wording to use is women not ladies, event not class. Should be age, division, bow
type and event. Kerry to send Chris image of Lego-Brave trophy. Yes to having extra trophies.
Extra: Mike moved from the chair that Patsy can purchase a filing cabinet. Agreed
Anne/Carole: The Board to work on the recognition of a supporter of the month. Agreed
Scott: Can coaches have a coaching shirt?
Moved Scott/seconded Chris: That the Coaches budget include the funding to purchase 2 NZ
shooting shirts and one jacket to hold for use by a team official not wishing to purchase them when
appointed as a NZ team official. [I actually think it was to get several shirts e.g. 1 x large; 2 x XL
plus an XL jacket.]
The President declared the meeting closed 4.20pm with his thanks for everyone’s contributions and
wished them a safe journey home.