Little Athletics Association of NSW Inc ABN 69 731 039 358 90-92 Harris Street Harris Park NSW 2150 All correspondence to: Locked Bag 85 Parramatta NSW 2124 Tel: 9633 4511 Fax: 9633 2821 Email: admin@lansw.com.au Web: littleathletics.com.au - BOARD OF MANAGEMENT MEETING 7 NOVEMBER 2012 held at the LANSW office, Harris Park Meeting opened at 6.43pm. 1. ATTENDANCE / APOLOGIES Attendance: Apologies: Dereck Fineberg (President); Trevor Hinwood (Membership Development); Michael Gray (Business Development); Greg Dickson (Resources); Heather Mitchell (Championships/Competition); Peter Barnes (Officials); Kerry O Keefe (CEO). Neil Sandall (Business Assurance). 2. OF THE PREVIOUS MEETING Moved Greg Dickson, seconded Heather Mitchell, that the report of the board meeting held on 3 October 2012, was a true and accurate record. 3. BUSINESS ARISING All business arising will be raised during the various directors reports. 4. CONFLICT OF INTEREST As previously declared. 5. CORRESPONDENCE Nil. 6. BUSINESS PLAN Updates on the Operational Action Plan were tabled and discussed. Moved Peter Barnes, seconded Trevor Hinwood, that reports on the Operational Action Plan be accepted. - 1 -
7.0 S 7.1 ADMINISTRATION i) Optus Community Grant David Moore (Kings Langley LAC) has sourced a grant from his employer, Optus, for the LANSW. He submitted an application for an Optus Community Grant, with reference to the Little Athletics NSW Financial Athlete Assistance Program and the positive effect Little Athletics has in the community, particularly with regard to low socio-economic families due to the relatively low membership fees and inclusive centres. Thank you David! i Australian Little Athletics Dereck provided an update of the outcome of the conference motions, election results and other business at the recent AGM and Conference. Country Seminars All Country Seminars have now been held, with attendance at the last 2, as follows: - Port Macquarie 22 people (9 centres, 2 zone coordinators) Wellington 17 people (9 Centres, 1 zone coordinator) Armidale was cancelled due to lack of numbers. Reports from the Port Macquarie and Wellington seminars were tabled. iv) Zone Visits Director visits to zones were confirmed, as follows: - Central Coast Trevor Hinwood Hunter Michael Gray Inner City Peter Barnes, Heather Mitchell Lake Macquarie Trevor Hinwood North East Metropolitan Greg Dickson Port Hunter Michael Gray West Metropolitan Michael Gray Western Plains Greg Dickson v) Centre Visits Centre visits have been conducted over the last few weeks and have been successful. Greg gave a verbal update. A written report will follow. Centres visited include: Bowral, Bathurst, Canowindra, Cowra, Young, Cootamundra, Junee, Temora, Griffith, Lake Cargelligo and West Wyalong. A visit was also made to Condobolin to meet with some people within the community to discuss setting up of a new centre. Moved Kerry O Keefe, seconded Greg Dickson, that the Administration Report be accepted. - 2 -
7.2 CHAMPIONSHIP/COMPETITION i) Correspondence South West Metropolitan Zone Request permission to conduct non-standard 90m event for U7 at zone championships. Request is denied as it goes against the reasoning behind having standard events. COORDINATOR Cross Country & Road Walks 2013 Moved Heather Mitchell, seconded Peter Barnes, that the Kurrajong Bilpin LAC be endorsed as the host centre for the 2013 State Cross Country and Road Walk Championships, to take place at the Scheyville National Park. COORDINATOR i iv) Hire of Radios for all Championships Due to the uncertainty of the reliability of most of our two way radios, Heather requested that we extend our decision of only hiring for State Relays and State Championships, to all of our events. Approved. It is noted that 5 channells are required for state relays. The analysis of cost versus purchase to be provided. Region Planning Milestones Region planning and the completion of the milestones document were discussed. COORDINATOR v) Board Representatives for Region The board representatives for each of the 2013 region championships were confirmed as follows: - Region 1 (Taree) - Peter Barnes Region2 (Glendale) - Michael Gray Region 3 (Dubbo) - Greg Dickson Region 4 (Wagga Wagga) - Neil Sandall Region 5 (Narrabeen) - Trevor Hinwood Region 7 (Campbelltown) - Peter Barnes Region 8 (Sylvania Waters) - Heather Mitchell vi) v Trans Tasman Trans Tasman Trials were successfully conducted on 4 November at Shellharbour and the team has been selected. Region Entry Process Craig Scott and Grahame Searles have prepared a manual on the process for region entry and selecting the next best qualifiers from zones. Thanks to Craig and Grahame for their assistance. Moved Heather Mitchell, seconded Trevor Hinwood, that the Championships/Competition Report be accepted. 7.3 OFFICIALS i) Appointments Panel The Appointments Panel has had its first meeting. Appointments for the Trans Tasman Trials and State Relays have been agreed to. Work is continuing on the remaining carnivals. Whilst the panel tries to appoint officials in accordance with their preferences this is not always possible especially when there are shortages in specific areas. - 3 -
There are insufficient LANSW officials to fill all positions at state conducted carnivals. Any shortages will be allocated to competing centres to fill, except for Trans Tasman Trials, Trans Tasman Challenge and the State Multi-Event, where calls will be made on the day for volunteers. State Multi-Event Athlete Controllers Expressions of interest for positions of Athlete Controller at the 2013 State Multi- Event to be held in Orange are now being called for. Moved Peter Barnes, seconded Heather Mitchell, that the Officials Report be accepted. 7.4 RESOURCES i) Financial Standing Actual Budget Variance Revenue 1,853,613 1,711,995 141,618 Expenses 1,144,764 1,127,190 (17,574) Surplus (Deficit) 708,849 584,805 124,044 Accounts for Payment Moved Greg Dickson, seconded Trevor Hinwood, that the accounts as presented be approved for payment. i Trans Tasman Correspondence has been received from 3 families that participated in the 2012 Trans Tasman Tour requesting the board reconsider the policy on refunds. It was agreed that the decision will stand as the policy has already been applied to a previous tour; families made the decision to attend based upon the outlined tour cost, with no advice given that any excess or shortfall would be borne by the family. Moved Greg Dickson, seconded Michael Gray, that the Resources Report be accepted. 7.5 MEMBERSHIP DEVELOPMENT i) Registrations Current registrations stand at 36,264. We will be reviewing this season s registrations to see which centres have not grown or have decreased in registrations and establish the reasons why. i Growth Focus Group A review will be undertaken of each groups progress this month and a meeting is to be arranged. ANSW Athletics Facility Meeting A meeting with Matt Rowan (ANSW) and Chantelle Grills regarding athletic facilities will be arranged for this month. CENTRE LIAISON OFFICER CENTRE LIAISON OFFICER - 4 -
iv) Scots College An update on the application by Scots College to become an affiliated LANSW centre was given, following a meeting between the CEO, Centre Liaison Officer and Scots College. CEO v) New Centres Centres have been re-formed at Condobolin and Bourke. Moved Kerry O Keefe, seconded Heather Mitchell, that the Membership Development Report be accepted. 7.6 BUSINESS DEVELOPMENT i) Sponsorship DreamTeam Management is now in the process of trying to secure sponsorship on behalf of LANSW. Current discussions look positive. Centre Website Template Draft has been completed and is being reviewed. Moved Michael Gray, seconded Peter Barnes, that the Business Development Report be accepted. BUSINESS DEVELOPMENT DIRECTOR 7.7 BUSINESS ASSURANCE i) Constitution Arrangements are now well advanced for the conduct of a postal ballot to seek the required 75% voting delegate support for a new LANSW Constitution. The postal vote is being conducted in accordance with schedule 3 of the Associations Incorporation Regulation 2010 and in accordance with the approval of the Director General dated 24 September 2012. As this ballot is conducted under specific approval from NSW Fair Trading, voting delegates will need to lodge their votes in accordance with the instructions provided, by the nominated closing date. CEO It was agreed that the CEO make contact with the NSW Sports Federation to seek assistance in securing an independent person to oversee the vote count. Moved Kerry O Keefe, seconded Trevor Hinwood, that the Business Assurance Report be accepted. 8. GENERAL BUSINESS Heather Mitchell Centre Handbook Template This is a great tool and encompasses everything that it should, but unfortunately there was 2 typos in the events/specifications page (U8 800m and U12 shot). Venue Inspections Heather, Peter and Di will be inspecting various championship venues over the next month. Campbelltown for Trans Tasman; Orange for State Multi and Scheyville for Cross Country. CENTRE LIAISON OFFICER - 5 -
Compiling a Timed Program Heather has provided information for zone coordinators to assist in preparing a timed program. Di to distribute to zone coordinators with an explanatory memo. COORDINATO Dereck Fineberg Mid West Metropolitan Zone Anniversary Dinner Peter and Trevor are attending this function. LANSW President Vacancy As Dereck has been elected to the position of LAA President, he will be resigning from the position of LANSW President from 31 December 2012. The board will appoint Neil Sandall to fill the casual vacancy at this time and Neil will resign from the Business Assurance portfolio. The board will discuss potential candidates for the Business Assurance portfolio at the December board meeting. Greg Dickson State Multi-Event Consideration to be given to operating the allocation of heats for this event on the same way that the Trans Tasman Trials operated. Relays Video The relays video makes no mention of the 4x400m. Kerry O Keefe State Relays Kerry will only be in attendance at State Relays for the Saturday, to enable travel to Adelaide to watch her daughter in the PSSA Nationals. Arrangements will be made to cover roles on Sunday. There being no further business the chairperson declared the meeting closed at 10.33pm. PRESIDENT Next Board Meeting to be held at the LANSW office Wednesday 5 December 2012 at 6pm for 6.30pm start - 6 -