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					                         AUSTRALIAN OUTRIGGER CANOE RACING ASSOCIATION INC.
                                                                                                   ARB 082 921 784

            MANAGEMENT COMMITTEE MEETING HELD BY TELECONFERENCE
                                     4th November 2002
MEETING OPENED.7:30PM.
PRESENT:         P. ANDERSON – CHAIRPERSON         T. LAMBERTON – VICE PRESIDENT
R. MILLIGAN – SECRETARY           S. CREECE - TREASURER
                T.JOHNSTON - COMMITTEE             P. VEALL - COMMITTEE
                A. ROBERTS – COMMITTEE –           P. PRESCOTT – COMMITTEE

APOLOGIES:           D. POLGLASE

Also on line for beginning of meeting: National Coaching Director DENISE SPELLING

1 NATIONAL COACHING DIRECTOR REPORT - DENISE SPELLING
1(a) Resignation
     AOCRA secretary advised of the receipt of a letter from the coaching director advising one month’s notice of
     her resignation. Effective from the 1st of December.
1(b) Report
     Denise gave a verbal report giving a brief outline of what has happened regarding the coaching courses this
     year. She expressed concern regarding the number of people who are following up and fully completing the
     course.
     Denise Spelling is unable to attend the AGM meetings but she will submit a very comprehensive report,
     including some motions for AOCRA to consider.
     Denise Spelling leaves meeting at 7.45pm.

2    JUNIOR DEVELOPMENT COMMITTEE REPORT – DAVID POLGLASE.
     No report as David Polglase was unavailable.

3   PREVIOUS MINUTES -
     MOVED:                   R. MILLIGAN
     SECONDED:                P.VEALL
     The minutes of the meeting (June 25th) are accepted as a true record of the business conducted at the
     meeting.
                                                                                          Carried
4    BUSINESS ARISING FROM MEETINGS.
4(a) Western Australian Zone
     Only one club has affiliated to date.

4(b) Claim against AOCRA.
     Secretary gave a report on progress to date.

4(c) Zone and clubs failing to notify transfers.
     Clubs and members are failing to follow the correct procedure.
     Zone registrars need to more aware and pick up the discrepancies on the new registration forms.
     Documents will not be accepted if incorrect.

4(d)Club affiliation report.
    Only 1 club affiliated from WA. All clubs affiliated SQZone. NQ Zone Torres Strait did not affiliate.
    NSW – The Lakes to be discussed.
5   PREVIOUS MINUTES -
     MOVED:               R. MILLIGAN
     SECONDED:            T. LAMBERTON
    The minutes of the meeting (July 31st) are accepted as a true record of the business conducted at the
    meeting.
                                                                                         Carried

6    BUSINESS ARISING FROM MEETINGS.
6(a) National Titles. Confirmation of date, host and venue.
     An informal discussion was held at the Nationals Titles Sprint Venue to source clubs thoughts regarding 2003
     Nationals Titles. The preferred time agreed upon was May.
     MOVED:                   A. ROBERTS
     SECONDED:                P. VEALL
     Confirm Panamuna as hosts for the 2003 National Titles.
                                                                                            Carried

    MOVED:                   T. LAMBERTON
    SECONDED:                P. VEALL
    The date for National Titles 2003 is the May Long Weekend.
    1st 2nd 3rd and 4th May.
                                                                                               Carried.

6(b) Inclusion of B Division at Nationals
     Discussion followed and resulted in the following motion.
     MOVED:                  R. MILLIGAN
     SECONDED:               T. LAMBERTON
     B Division due to lack of support be removed from the National Titles program until further
     notice.
                                                                                            Carried
6(c) Inclusion of OC2 races at Nationals
     Discussion followed and as this is recognised as a developing area, it will be discussed at the
     AGM AOCRA general meetings.


7   PREVIOUS MINUTES - SPECIAL MEETINGS AOCRA CONSTITUTION.
     MOVED:                R. MILLIGAN
     SECONDED:             T. JOHNSTON.
    The minutes of the special meetings (August 16th adjourned & 17th) are accepted as a true record of the
    business conducted at the meetings.
                                                                                     Carried

8 CORRESPONDANCE/BUSINESS ARISING
   Committee members received correspondence details.

8(a) Lance O’Connor - Nationals.
     His membership will be carefully considered by AOCRA when he transfers or applies for
     membership – Mr Anderson stated his application would be subject to a judiciary committee.

8(b) Canoe Point OCC concerns regarding Junior National Titles.
     Letters were tabled from the club and parents expressing concerns regarding conditions and
     facilities at National Titles.
     Conditions did change within a short time and the race did start under conditions that were suitable for
     Juniors. AOCRA officials on the water verified this.
     AOCRA /ZONE /OFFICIALS need to very aware of weather conditions and long range forecasts a be
     Aware that we need to plan for the low common denominator in crews not the elite.
     A letter to be forwarded to Canoe Point OCC covering the following points.
            AOCRA/RACE officials need to be more proactive in enforcing safety issues and course changes.
            Clubs and coaches to educate their juniors in safety aspects including hydration.
            Junior to follow without question directions from race officials. (Officials word is final)
            FIRST AID AREA WILL BE CLEARLY DEFINED AND SET UP FOR THE PURPOSE OF FIRST
             AID ONLY, AT THE 2003 TITLES AS PER AOCRA REGULATIONS.

    Recommend that a similar memo be forwarded to all zones and clubs highlighting the above issues and
    rules.

8(c) Noosa disqualification at Nationals.
     No further action to be taken.
     The rule in Question will be addressed and clarified during discussions at AGM Workshops.

8(d) Report on AOCRA Database tenders - Tim Lamberton
     The applicants have been short-listed.
     To be discussed at the AGM Workshops.

8(e) Age Division Changes – OC1 events SQ Zone
     Would like to introduce 5-year groupings on a National level.
     To be discussed at the AGM Workshops.

9 FINANCIAL REPORT – SUE CREECE
9 (a) Report
     The financial statements for June, July, August, September and October were presented.
     MOVED:              S. CREECE
     SECONDED:           T. JOHNSTON
     Acceptance of the presented financial documents and ratify payments of accounts and
     Cheques.
                                                                                            Carried.

    Closing balances : AOCRA account 31/10/02 $77,747.55
                       WST account   31/01/02 $32,383.71

ALL STATEMENTS ARE AVAILABLE ON REQUEST TO AOCRA SECRETARY OR TREASURER.

9 (b) Term deposits for AOCRA funds.
     Mr. Anderson asked what type of accounts the funds are in.
     Discussion followed regarding placing some monies in long-term deposit.
     Treasurer and Secretary to pursue and report back.

9 (c) National Titles report and payment of accounts.
     Budget has been received from Panamuna Club. They are in arrears $189.49
     MOVED:              S. CREECE
     SECONDED:           P. PRESCOTT
     Pay Panamuna $189.49
                                                                                           Carried.
9 (d) Outstanding debt SQ Zone coaching course.
      AOCRA has previously directed SQ Zone to pay this account.
      Resolve we direct the Zone to clarify the situation.
      Peter Anderson requested a list of outstanding accounts and why.




9 (e) Junior Coaching Manual.
     The coaching manual has been completed. We owe $851.75
     MOVED:             R. MILLIGAN
     SECONDED:          T. LAMBERTON.
     Pay the balance of $851.75 to Kanu Culture for the Junior Coaching Manual.
                                                                                      Carried.

9 (f) Income from Qld Events for World Sprints.
      All income from Queensland Events has now been received as all conditions have been met.

9 (g) Zone / AOCRA Audit – reports.
     All audits have been received and are now with the AOCRA auditor.

10 NEW BUSINESS.

11 APPROVE ZONE COMMITTEES
   MOVED:           P. PRESCOTT
   SECONDED:        R. MILLIGAN
   Zone committees as elected by the Zones are approved.
                                                                                 Carried.

12 APPROVE ZONE GRAND PRIX REGATTAS.
   MOVED:          R. MILLIGAN
   SECONDED:       T. LAMBERTON
   Approve Grand Prix calendars of all zones as presented.
                                                                                            Carried.

13 MOTION FROM SQ ZONE CLUBS.
   A motion relating to the AOCRA database was received from the SQ Zone.
   Referred to AGM – General meeting.
   Secretary will need to advise a notice of motion at the meeting.

14 RATIFY APPROVAL – FIVE ISLANDS OCC.
   MOVED:             R. MILLIGAN
   SECONDED:          P. PRESCOTT
   Ratify the application for affiliation from Five Island OCC. All criteria have been met.
                                                                                        Carried.

15    AFFILIATION ADELADE OCC.
     Still awaiting a suitable constitution. All other criteria has been met.
     MOVED:               R. MILLIGAN
     SECONDED:            A. ROBERTS.
     Accept the application for affiliation from Adelaide OCC, subject to receipt of a suitable
     constitution.
                                                                                           Carried.

Sue Creece leaves meeting – 9. 00pm.

16 COFFS COAST CUP.
   Still awaiting documentation – they will follow AOCRA guidelines and rules for sanctioning.
   NSW Zone is confident with the organizing committee.
   MOVED:              A. ROBERTS
   SECONDED:           P. PRESCOTT
   Rescind the motion requiring a pre payment of sanctioning fee for Coffs Coast Cup.
                                                                                          Carried.

17 GOLD COAST CUP
   MOVED:      R. MILLIGAN
     SECONDED:        P. PRESCOTT
     Sanction Gold Coast Cup event based on expression that it will be an international event.
                                                                                         Carried.

18 HAMILTON ISLAND CUP
   MOVED:           T. JOHNSTON
   SECONDED:        T. LAMBERTON.
   Sanction Hamilton Island Cup event based on information supplied to date.
                                                                                               Carried.

19    SANCTION AGREEMENT DISCUSSION
     If events are not sanctioned they are not covered by insurance.
     We may need to clarify this more for clubs.
     If money changes hand it is a corporate day and not a training day.

19(a)Request for increased public liability
    Malanuka OCC have requested AOCRA increase our public liability to $20,000,00 to cover them for a
     fund raising event. This is not possible, as it would mean a national increase in our insurance
    premium to accommodate one club. It will be necessary for them to source their own extra insurance.

20 NEW AOCRA MEMBERSHIP PACKAGE AND INDEMNITY FORMS.
   MOVED:              R. MILLIGAN
   SECONDED:           P. VEALL
   Ratify the use of the new Membership package and indemnity forms.
                                                                                               Carried.

21 AMENDMENT TO REGATTA RULES ADD NEW INDEMNITY RELEASE FORM.
   MOVED:            R. MILLIGAN
   SECONDED:         P. VEALL
   Ratify the amendment to the regatta rules with the addition of the new indemnity release form.
                                                                                      Carried
22 CHANGES TO RISK MANAGEMENT DOCUMENT.
   MOVED:            R. MILLIGAN
   SECONDED:         P. VEALL
   Ratify the changes to the risk management document.
                                                                                      Carried.

23 INCLUSION OF GOLDEN MASTERS ON AOCRA REGATTA NOMINATION FORMS.
   MOVED:             R. MILLIGAN
   SECONDED:          P. VEALL
   Ratify the addition of Golden Masters division on AOCRA regatta nomination forms.
                                                                                  Carried

24 REPORT ON DRUG TESTING
   One test is still available.
   Permission is granted to ASDA to reconduct one test for the inconclusive test from the South
   Queensland championships from the funds available for an out of competition test.

24(a) Drug testing facilities
    ASDA were not happy with the facilities provided at National Titles for testing.
    If we don’t guarantee to provide proper facilities they will provide a overseer before hand at a
    Considerable cost to us.


25 AOCRA BY-LAWS.
   Secretary has circulated all the AOCRA By Laws to committee.
    Gina Turner AOCRA solicitor has written the By-Laws.
    Resolve we move discussion on By-Laws to AGM General meeting.


26 CONFIRMATION AGM DATE AND VENUE.
   MOVED:             R. MILLIGAN
   SECONDED:          P. VEALL
   Ratify the decision to hold the AOCRA AGM, General meeting and workshops on 30th.
   November and 1st. December at The Summit Motel in Townsville.
                                                                                Carried

27 CONFIRMATION AGM EXPENDITURE.
   MOVED:             R. MILLIGAN
   SECONDED:          T. LAMBERTON.
   Approve the expenditure for airfares, travel expenses, accommodation and meal allowances,
   for the zone delegates and committee members attending the AGM weekend.
                                                                                     Carried

28 ANY OTHER BUSINESS

29 NEW ZULU OC1
   MOVED:             R. MILLIGAN
   SECONDED:          P. PRESCOTT
   Accept and ratify the Zulu OC1.
                                                                                        Carried

30 STINGRAY IMPORTED.OC1
   MOVED:            P. PRESCOTT
   SECONDED:         R. MILLIGAN.
   Accept and Ratify the 2 imported Stingray Canoes.                                        Carried


31 WORLD SPRINT TITLES FAX MACHINE
   Resolve the machine be written of the WST books and be given to NQ Zone for their use.

32 AOCRA SPRINT BOUYS
   Buoys are stored in a secured shed by Panamuna Club.

33 AOCRA CONSTITUTION
   The New AOCRA Constitution has been registered with and accepted with the Department of Fair
   Trading.

34 AGM GENERAL MEETING – ITEMS FOR AGENDA
    Establishment of State body in Qld.
    Surfers Paradise OCC / Lakes OCC – incorporation.
     (Mr. Anderson suggested we would need to talk to Gina Turner regarding the ramification of accepting an
     affiliation from another organisation.)
    Junior Development – Direction - composition.




35 LAKES
   MOVED:                   R. MILLIGAN
   SECONDED:                A. ROBERTS
    We accept their affiliation under the current arrangement subject to future decisions regarding
    Incorporation.
                                                                                        Carried.

36 LIFE MEMBERSHIP
   Peter Anderson put forward Ramona Milligan to be awarded a Life Member of AOCRA, in
   recognition of her services to the association. The award to be presented at the upcoming AGM.
   Record of service will need to be presented at the meeting.
   MOVED:              T. LAMBERTON
   SECONDED:           P. VEALL
   AOCRA grant Ramona Milligan a life membership the AOCRA Annual General Meeting.
                            1 abstention R. Milligan.                                        Carried

37 DARWIN INTEREST.
   Expressions of interest have been received from persons in Darwin interested in the sport of
   Outrigging. Secretary forwarded them necessary information.

38 NOTICE TO CLUBS/MEMBERS
   Clubs and members will be given 21 days notice of the upcoming AOCRA AGM.

39 FOOTSCRAY CLUB
   Annette Roberts asked if there had been any contact with Footscray Club. She expressed her concern
   that these clubs are nominating for affiliating then dropping off the books.
   Peter Anderson suggested Annette contact Geelong club.

40 ENQUIRY REGARDING PATTERSON LAKES CLUB
   There has been an enquiry from a lady wanting to join the Patterson Lakes OCC in Victoria.
   To our knowledge no such club exists. We will follow up on the matter.

41 COACHING DIRECTOR
   We will call for the position of coaching director due to the resignation Denise Spelling.
   As a committee we need to be mindful as to why people resign from such positions.
   We will need to consider the criteria and make any additions and changes.

42 UNOFFICIAL CLUB NSW.
   Zone is aware of a possible club attempting to form without pursuing the correct procedures to date.
   They are advertising their clubs as AOCRA affiliated.
   Peter will investigate this and keep in touch with Annette.


Next meeting:      AOCRA AGM and associated meetings and workshops.
                   29th.November / 1st. December. 2002

MEETING CLOSED          9.44pm.

PRESIDENT__________________________




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