minutes management committee meeting held on thursday 1st ... · held on thursday 1st september...

Minutes - Management committee meeting 010911 1/6

MINUTES Management Committee Meeting

Held on Thursday 1st September 2011 at Sports House, Milton No. Name / Topic / Sponsor Points of Discussion / detail Decision or resolution (action required by

whom by when)

1.0 INTRODUCTION/WELCOME

1.1 Attendees/Apologies President / Chair

Meeting commenced at 6.50pm In attendance: Paul Nelson (President / Chair), Maurice Mirabito (Vice President), Cathy Brain (Director), Sam Manu (Director), Karl Michaelis (Director – via Skype), Sam Wright (Director), Duncan Hall (Development Manager), Anthony Connell (Secretary) Apologies: Tri Nguyen (Treasurer) Particular welcome to Karl Michaelis in Cairns, participating via Skype

1.2 Conflict of Interest Declaration

Secretary

The Association Rule 18.9 say a committee member must not vote on a matter if they have a conflict of interest. The proposed Board Code of Conduct requires Committee members to declare any actual or potential conflicts of interest. Once a year each committee member will sign a declaration of private interest to confirm they have no conflicts, and this will be confirmed verbally at each meeting. Sam Wright asked that the draft declaration of interest be modified to allow for Directors suspended during the 1990s by the then JFAQ Ltd

Action: Board members to sign revised Declaration of Interest at next meeting

1.3 Previous Minutes President / Chair Minutes from the Management Committee meeting 4th August were reviewed, matters arising: • The Association Rules and legislation refer to a Management

Committee, but it was agreed the term ‘Board’ could be used to mean ‘Management committee’ and ‘Director’ to mean ‘Management Committee Member’.

• Discussion whether or not to combine the technical committees. Decided to leave the structure and concentrate on finding people. Secretary to draw up the new org chart for web and Induction pack

• 4.2 OJU comp allows 1 extra Qlder in Young and Cadets, but not Seniors due to Olympic points

• 4.3 State team selection criteria is still required • 5.1 Grading policy, still in transition until the new belts arrive, new

policy to be presented to the Member Clubs at the State Titles

Action: Secretary to modify By-laws to allow for both sets of terminology

Action: Secretary to draw up new org chart

Action: State Team subcommittee to prepare criteria proposal for Board approval

Action: Tech subcommittee to prepare grading policy proposal



Held on Thursday 1st September 2011 at Sports House, Milton

2.0 MATTERS FOR DECISION

2.1 2.1.1. Annual Board Calendar A draft Annual Board calendar was presented, with the purpose of breaking up and prioritising tasks to be discussed at each meeting. Monthly Management Committee meetings. Agreed 10 meetings

per year, no scheduled meetings November, December. Subcommittee meeting schedule. Finance subcommittee to meet quarterly, 3 scheduled meetings

per year. Budget presented once a year. Treasurers report quarterly.

Technical subcommittees to meet at tournaments, or in some cases subcommittee meetings to be held on the same day as Board meetings to prevent burnout, since all are overworked volunteers.

Investigate costs of videoconferencing for wider involvement and convenience.

Strategic planning workshop. Will a conference or meeting be included in this year’s calendar?

Timing for policy development will depend on subcommittee ability to prepare proposals. To be addressed in Subcommittee terms of reference.

Action: Dev Manager to investigate costs of videoconferencing alternatives.

Action: Terms of reference to include schedule for presentation of policy proposals to Board.

2.1.2 Induction Policy Board Induction Policy. • A board induction policy was proposed to the board. Components

include the Induction Policy, an Induction process checklist, Board Code of Conduct, Welcome Letter format, Board Role Description, Board Profile Description format.

• The board induction pack requires the Org Chart and Annual Calendar discussed above. Members agreed to provide brief introductory profiles in the format provided for use on the web as well as in the Induction pack.

• Codes of conduct – there are various codes of conduct in circulation, this proposal, JFA, and the Australian Sports Commission version.

RESOLVED THAT: The Induction Policy be approved.

Action: Directors to provide profile and photo by email to Secretary

Action: President to check codes of conduct for consistency & advise any amendments.

2.1.3 Sub-Committee Terms of The Induction policy needs to be broadened to include subcommittees Action: Secretary to draft Terms of Reference



Held on Thursday 1st September 2011 at Sports House, Milton Reference for review by each Subcommittee chair.

2.2 2.2.1 Approval for Expenditure No Treasurer’s report this month, so no expenditure requiring approval at this meeting.

2.2.2 Increase in Development Manager’s contact hours

Duncan Hall’s contract hours have been increased from 20hrs per week to 30hrs per week, pending response on grant applications. Previously approved by Directors by circulating resolution (email).

NOTED: That the Development Manager’ contract hours have been increased.

3.0 MATTERS FOR DISCUSSION

3.1 3.1.1. President’s Report

A Finance committee meeting was held in the last 2 weeks. A lot of work going into the website. The IMG event registration

module is live and being used for the State Titles registrations already.

Upcoming events were listed. Paul to travel to Townsville 9/10 September to deliver officiating

training 2 Guest coaches will attend the State Championships A letter was received from the Qld Minister of Sport

acknowledging the JQ grant application The president tabled a revised version of the Strategic Plan

document, for review by the board and comment. It includes 32 Key Performance Measures. A final version will be proposed to the next Board meeting for approval. The document will be used for discussion with other states and providing to the Govt, etc.

The President provided a Table of Contents for the By-Laws. The soft-copy will be distributed to the Board for comment, the intention is to review what the Association Rules say, and add to this with detail on how to administer the sport. It sets out the areas we need to address.

Action: Board to comment to President on Strategic Priorities, for incorporation into final version for approval next meeting.

Action President to send out soft copy of the By-Laws Table of Contents to Board, for discussion at the next meeting.

3.2 Online Registration system & Membership Categories. Development Manager

The IMG online registration system is live and being used by Michael Hill after receiving paper applications

Each Member Club has been asked to confirm an administrator to manage the entries into the system.

An education process is planned so clubs can get training in how to use the system With a session at the State Championships

The system allows automated generation of letters to remind people about expiring membership, thank you letters, etc.



Held on Thursday 1st September 2011 at Sports House, Milton The biggest issue remaining is how to sort out the membership

types and costs, we want to make the registration process clearer and simpler. Then the registration system will be ready to go live. The functionality of the system seems fantastic, and it can also be used for event registration as we are doing now with the State Championships. 40 or 50 people have already used the online system to register for the event.

The president explained that the system is not fully flexible as it is off the shelf ‘as-is’ and that the membership categories as presented at the AGM need to be simplified. There was extensive discussion pricing and encouraging membership. A comparison of the financial impact of a proposed change to fees was tabled by Paul to illustrate the effects of the new age definition for senior / junior, IMG system transaction cost (and labour saving) and projected impacts associated with the proposed 3 month membership form. The Board noted that it lacked full flexibility as the prices were subject to a vote at the AGM (Rule No.7). The president noted that for the AGM in November 2011 further reforms which could be considered were:

- The same membership price for juniors and seniors - Indexing the fees

President to continue to work with Michael Hill, Duncan Hall and Ian Leigh to implement the On-line system by 30 September 2011.

3.1 3.1.2 (discussed out of Agenda order) Finance Report

The draft budget for Year to June 2012 was tabled, showing the expected impact of the changes to membership categories, and Duncan’s increased hours. The grant applied for is not yet certain so has not been included yet. The $34,000 from the mat grant will not be available again this year, and mat sales revenue will not be available.

We need to discuss the free certificate/belt scheme at the next meeting.

Sam Manu reported on a proposal from the Finance Committee that basically funds should be spent on grass-roots development,

Action: Board to review the budget and suggest changes or corrections.

Action: Free grading certificate/belt scheme to be in next month’s meeting Agenda.

Action: Finance subcommittee to propose rules



Held on Thursday 1st September 2011 at Sports House, Milton but any funds provided to seniors should be sponsorships tied into a commitment to work hands on with the kids.

We also need to think about the allocation of funds for sub-committee activities

for reimbursement of expenditure to be included in the bylaws.

3.1.3. Development Manager’s Report Festival of Judo. Draft program has been circulated to coaches. Registrations are online, the earlybird discounted entry fee finished Monday. The awards session on Sunday night needs catering numbers, but there was discussion about how people tend to head off after the event. Venue options were discussed.

JFA will trial a new IJF competition software at the State Trials, JFA will pay for 2 people to come up to do the trial, JFAQ will pay for one person.

The Website has been having some difficulties and will be fixed soon. We are considering moving the website onto an IMG sport hosting system, we have been using small providers to date and have had reliability issues. The IMG site would have the same running costs, but approx $5k upfront costs. Some of the upfront cost would be refunded if other states take up the same service.

Action: Venue booking

Action: Communication subcommittee (?) to prepare proposal on new website hosting.

4.0 MATTERS FOR NOTING

4.1 Major Correspondence Annual report for 2010 has been lodged with regulator (Qld Department of Fair Trade)

Noted.

4.2 Minutes of Subcommittees

No subcommittee minutes provided for noting

4.3 4.3.1 Membership Applications All new membership applications were approved by the Development Manager under delegated authority.

Noted and ratified

4.3.2 Tournament Applications All new Tournament applications were approved by the Development Manager under delegated authority.

Noted and ratified

5.0 GENERAL BUSINESS

5.1 No General Business other than above.

7.0 MEETING FINALISATION



Held on Thursday 1st September 2011 at Sports House, Milton Next Management Committee – Thursday 6th October 2011 6.30pm Sports House Milton

Meeting closed at 8.30pm Paul Nelson Anthony Connell President (Chairman) Secretary The following documents were presented at the meeting:

1. Agenda 2. Conflict of Interest Declarations 3. Previous Minutes 4. Draft Org Chart 5. Draft Annual Calendar 6. Proposed Induction Policy

a. Board Code of Conduct b. Board Terms of Reference c. Welcome Letter d. Induction Checklist

7. Strategic Plan Draft 2 8. Table of Contents for By-Laws 9. New Member Database sample output 10. Draft Budget 11. Festival of Judo flyer

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