Annual General Meeting Minutes
Wednesday, 17 November 2004
Present: G.E, C.K, P.C, K.T, D.C, A.E, P.B, E.B
Meeting opened by President at 1622hrs.
1. Apologies
Apologies were received from:
K.P, S.M, L.L, K.S
2. Election of Committee Members
Executive Office Bearers
President - G.E nominated by P.C, seconded by K.T. G accepted the position.
Vice President - K.T nominated by G.E, seconded by E.B. K accepted the position.
Secretary - E.B nominated by G.E, seconded by C.K. E accepted the position.
Vice Secretary - P.B nominated by G.E, seconded by K.T. P accepted the position.
Treasurer - A.E nominated by G.E, seconded by E.B. A accepted the position.
Committee Members
Due to a lack of representation of the AFP regional offices it was decided that an e-mail be sent out asking for nominations by persons interested in taking positions of National Sports Federation (NSF) committee members.
President to send e-mail asking for nominations for Committee Members positions.
Additional Positions
President proposed that as a review of the NSF Constitution could take some time, an amendment be made in this meeting to create two new positions to be included in the review of the constitution; Director Marketing and Director Sports. The quorum agreed unanimously to this proposal.
Director Marketing - C.K nominated by President, seconded by Secretary. C accepted the position.
Director Sports - D.C nominated by President, seconded by Vice President. D. accepted the position.
NSF Patron The meeting discussed the need to establish a Patron for the NSF as a figure head (as per the constitution). Obviously it is most applicable for the Commissioner or his delegate to be approached to fill this Patron role. The President suggested that this request would be best facilitated through COS.
President to speak with COS regarding having the Commissioner or his delegate appointed Patron of the NSF.
3. NSF Statement of Values
The NSF does not currently have a statement of values (e.g. "To fight crime together and win"). It was noted by the meeting that it would be important to develop such a statement of values.
Meeting members to consider any possible statement of values and submit to Secretary.
C.K to approach Marketing for ideas/suggestions for a statement of values for NSF.
4. President's Report
The President addressed the meeting and outlined the sporting events throughout the year that had taken place and support provided by the NSF. This included:
- The Australasian Police Basketball Championships - Canberra;
- The Australian Police Rugby League carnival - Newcastle;
- ANZ Games - Perth;
- Sponsorship of several persons in shooting competitions;
- Provided a number of soccer balls to Melbourne Office; and
- Sponsorship of several AFP members to take part in the VICPOL Games.
5. Secretary's Report
Nil Secretary's available.
6. Treasurer's Report
The Treasurer tabled a draft financial report to the meeting.
Under the Associations Corporation Act 1991 the NSF is required to lodge an annual report with the Registrar Generals Office. This will be done once an audit has taken place and the report has been finalised. The draft report reflects a relatively healthy financial position. The NSF has approximately $12,000.00 at its disposal. This can be attributed to minimal expense incurred in the last two years (including a $1,500.00 grant from AFP management), frugal spending and an annual income of around $4,000.00 per year from member's contributions. A noted however that this position could change rapidly if any large expenses were incurred.
The Meeting accepted the report on condition of its finalisation.
The President also asked the record show appreciation for A's efforts as NSF Treasurer.
7. Correspondence
G.E tabled several pieces of correspondence that were passed to E.B. These included:
- · An invite to the Europol Coppers Sailing Regatta in September 2005 - Netherlands;
- · South Australian Police Shooting Championships; and
- · World Police & Fire Games Newsletter.
8.Standing Item - Review of Constitution
G noted that the current constitution was written in 1988 and need to be reviewed and altered to reflect the current operation of the NSF, and that it could be brought in line with the constitution of the ANZ Games. K.T suggested that due to her excellent management of the 2004 AFP Games at it's critical stage, B.H be approached to project manage a review of the NSF constitution. It was noted that the reviewed constitution would also need to be considered by a legal professional before being finalised.
G.E to approach B.H and request her to review the NSF constitution.
G.E to approach M.R and request his legal assistance with the review.
E.B to request realigned ANZ constitution from P.B for distribution to all relevant parties involved with NSF constitution review as a model.
9.Games Business
Consideration of NSW Police Sporting Model
The quorum discussed the NSW Police Sports model in which their Commissioner made a direction to all sporting clubs affiliated with or operating under the auspices of the NSW Police to fall under the NSW Police sporting body and pay a capitation fee. This did not necessarily restrict the clubs from running as per usual, rather created a centralised point for the organization and recording of sporting events occurring within and outside the organisation. It was agreed that this would be a preferred way for the AFP NSF to operate.
G.E to approach COS informally to discuss this issue with intention of putting together a formal proposal.
Possible ATSIC Funding for Sporting Events
It was noted during the 2004 AFP Games that there is an avenue for funding for sporting events through ATSIC. K.L advised that in turn for wearing an ATSIC patch on a sporting uniform a grant would be provided.
C.K to obtain further information regarding ATSIC funding of future events.
10. Review of NSF Membership Costs
G.E discussed the increase of member contributions from the current amount of $1.00 per pay ($26.00 per year) which was set in 1988. It was suggested that this be raised to $2.00 per pay ($52.00 per year), to which those present agreed. This increase will need to be facilitated in conjunction with Payroll as well as informing those current members of the intended increase. P.B suggested a holding period (possible 31 March 2005) at which time the cost to current members will increase to $2.00 per pay. The issue is to be further considered out of session.
G.E to follow up any necessary changes to the payment scheme with Payroll and what notification would be necessary for members.
11. NSF Website
The meeting was informed that P.C's husband is willing to assist the NSF with the development of a web page that can be linked to both the internal and external AFP (including PS) websites and used as a medium to promote the NSF and distribute information on sporting events. The costing of this was approximately $160.00 per year and it could be maintained by several persons that were aware of updating web applications. D.C noted that he is apt at webpage maintenance. The design of this page is currently being considered by G.E and E.B but any input from present members is welcome.
Members to provide ideas on content/design of NSF web page.
G.E and E.B to forward basic web page design to K.C for initial design.
12. Other Business
Certificates for assistance with the 2004 AFP Games
E.B advised that certificates of appreciation have been designed for the venues, organizations and individuals that helped or donated services to the 2004 AFP Games. These certificates are to be issued (framed) to the venues and outside organisations and (unframed) to the individual sport coordinators and others that donated their time. It was suggested that this be done through Media/Marketing so they can vet outgoing certificates.
E.B to liaise with Media/Marketing regarding the production/distribution of certificates.
Outstanding Medals from 2004 AFP Games
P.B noted that there were some outstanding medals from the 2004 AFP Games that had not been given to competitors. E.B advised that there were still some persons that he was yet to distribute these medals to, otherwise those without medals would have to contact him for their collection/distribution.
E.B to arrange for distribution of known outstanding medals ASAP.
Intended NSF Events in 2005
It was generally agreed that it would be beneficial to take advantage of the momentum of the 2004 AFP Games in securing interest in upcoming 2005 NSF events including the ANZ Games in April 2005. The meeting agreed that it would be good to hold a 2005 AFP Games (around the same time of year) if organisational involvement could be secured and there was sufficient time allowed to do so. However it was noted that the immediate focus should be on securing involvement (goal of 60 persons) in the ANZ Games in Adelaide.
Continued Use of 'AFP' in Affiliation With NSF
It was noted that it has been some time since permission was give for the use of 'AFP' in conjunction with the NSF. As there are implications with its use if not condoned it was agreed that it would be best to revisit its use with COS.
G.E to follow up the continued use of 'AFP' in conjunction with the NSF.
Insurance Issues
P.B raised the issue of insurance for future events. The attendees agreed that for future events it should be heavily impressed on all competitors that they should have their own insurance (as per 2004 AFP Games). The group noted that it would be a constant battle with each event, and the possible merits of total insurance of competitors versus a 'fighting fund' were debated. It was agreed that these issues be explored in the future during planning meetings for events. The issue of Directors Liability was also discussed.
Standing Item - Insurance for ANZ Games in Adelaide and (possible) 2005 AFP Games.
P.B to obtain further information on Directors Liability insurance.
Meeting closed at 1727hrs.
|
Item |
Person Responsible |
Action |
|---|---|---|
|
2.b. |
G.E |
G.E to send e-mail asking for nominations for Committee Members positions. |
|
2.d. |
G.E |
G.E to speak with COS regarding having the Commissioner or his delegate appointed Patron of the NSF. |
|
3. |
Meeting Members |
Meeting members to consider any possible statement of values and submit to Secretary. |
|
3. |
C.K |
C.K to approach Marketing for ideas/suggestions for a statement of values for NSF. |
|
8. |
G.E |
G.E to approach B.H and request her to review the NSF constitution. |
|
8. |
G.E |
G.E to approach Mike Rendina and request his legal assistance with the review of NSF constitution. |
|
8. |
E.B |
E.B to request realigned ANZ constitution from P.B for distribution to all relevant parties involved with NSF constitution review as a model. |
|
9.a. |
G.E |
G.E to approach COS informally to discuss a movement towards replicating NSW Police Sports governance within the AFP NSF with intention of putting together a formal proposal. |
|
9.b. |
C.K |
C.K to obtain further information regarding ATSIC funding of future events. |
|
10. |
G.E |
G.E to follow up any necessary changes to the payment scheme with Payroll and what notification would be necessary for members. |
|
11. |
Meeting Members |
Members to provide ideas on content/design of NSF web page. |
|
11. |
G.E |
G.E and E.B to forward basic web page design to (???) Crowe for initial design. |
|
12.a. |
E.B |
E.B to liaise with Media/Marketing regarding the production/distribution of certificates. |
|
12.b. |
E.B |
E.B to arrange for distribution of known outstanding medals ASAP. |
|
12.d. |
G.E |
G.E to discuss the continued use of ‘AFP' in conjunction with the NSF. |
|
12.e. |
E.B |
Standing Agenda Item - Insurance for the ANZ Games in Adelaide and (possible) 2005 AFP Games. |
|
12.e. |
P.B |
P.B to obtain further information on Directors Liability insurance. |