Springbank, Alberta

Present: Don Mortimer, Dorothy Schreiner, Lesley Plant, Cathy Ladiges, Meghan McGovern, Deb Muldoon, Al Hicks, Sue Hicks, Emma Gowers, Tracey Abbott

Meeting was called to order at 7:00 pm

1. 1. Financials & Budget

Don reviewed the budget.

Main points: approx $2000 balance; only revenue is membership; biggest expense is insurance

Liability Insurance:

• presently have $2 million at cost of approximately $1800
• Quote to have $5 million $750 extra
• Discussion as to whether or not we need both AEF & $5 million. Capri requires AEF. The 2 cover different things.
• Agreement that Polocrosse Canada should have $5 million liability insurance
• Discussion how to cover extra cost: take out of existing budget; charge everyone an extra $20 membership; fundraise; each club pay in $250
• 2010 agreed that each club will contribute $250 to Polocrosse Canada to be used to cover extra insurance cost. It’s up to individual clubs to decide how those $$ will be raised. Raising fees by PC in future years needs to be brought forward sooner in the year so people are aware of the increase.

1. 2. Insurance and Facility Use

Pam Bergen has a Facility Use Agreement which was made up by her lawyer. She suggests that Polocrosse Canada adopt a similar agreement. The document will be forwarded to facility owners for their review.

1. 3. Early Membership Enrollment and Tracking

• Memberships are due May 1^st.
• Collection of membership dues and ensuring all forms are filled out completely and signed before a player goes out on the field must be enforced. Each club has to take responsibility and be diligent about it.
• The Secretary will compile a list of all members, their AEF #, emergency contact, Alberta Health Care #, PC rating, etc and distribute the list to all club reps.  The list will be updated & forwarded as required.

1. 4. Involvement of International Players at Canadian Nationals Tournament

• Lesley proposed that Nationals stay Canadian and that international players be limited or even excluded from play. Nationals should determine top “National” team/players. Agreement from those present at the meeting.
• Agreed to limit international players to 1 per section and that they must play the #2 position. If, because of the number of players available, it is not possible to follow this policy then the club organizing the tournament, along with consensus of players affected at the tournament, can approach the ratings committee with an alternative configuration for their approval.
• At all other tournaments, the limitations on international players shall not apply, and the player ratings will be used to balance teams.

1. 5. Umpire Committee

• Don recognized Al’s work in putting together the Umpire document and stressed the importance of umpires.
• Members agreed to go ahead with the document as proposed.
• Discussion as to who should be on Umpire committee. Knowledgeable people, yet these aren’t necessarily the people who will be doing the umpiring on the field. People representing each club. After much discussion, Tracey, Meghan & Al were agreed upon as the3 people who will make up the Umpire committee.

1. 6. Ratings Committee

• Cathy reviewed highlights of the Ratings document
• Discussion that scores should be kept at jackpots to provide data, ensuring that ratings given are in line.

1. 7. Election of Executive

• President & Secretary: By acclamation Don Mortimer & Sue Hicks will stay in their positions of President & Secretary for 1 more year.
• Treasurer: Dorothy Schreiner’s term is up. No nominations were received. This position must be filled by April 30^th. Members are asked to consider taking on the Treasurer position or finding someone within their club to do it.

1. 8. Other Business
   1. Schedule of Events:

• Foothills needs to put their google calendar on the web site. Emma will look after it.
• Don reviewed the schedule Kayla had put together

1. Guests (junior NSW exchange)

• Calgary Club hosting 1 girl
• Robin & Mike Grouette would like to host a boy but were working on securing a horse.
• Sue will contact the Grouettes & let them know they need to speak to Don about whether or not they will host.

1. Code of Conduct

• Don reviewed the document.
• Discussion: doesn’t matter if you sell alcohol or not, people will still drink. Point made that we all need to speak up if we see drinking to excess or if things are getting out of hand.
• Don will include code of conduct document in the package of things to sign along with membership forms.

1. Update on World Cup

• Canada declined participating in the 2011 cup because of lack of qualified/interested players
• Zambia has filled the position
• Because hosting the cup requires so many horses, very few countries are able to do it so there is talk of perhaps having 2 or more countries host 4 teams/countries at a time.

1. Rule Books

• Lesley has the rule books in a 3” x 6” format, at the publisher, ready for printing. How many copies do we want? Settled on 100.
• Polocrosse Canada has budgeted $200 towards printing, clubs will have to cover any extra costs ($30-$40/club).
• Discussion regarding whether advertising should or shouldn’t be allowed.
• Discussion about before printing make changes to rules to include things like, “no running through goal posts”. Would not make them authentic International rules, maybe then become Canadian rules. Decided Umpire committee could make suggestions for next printing.
• Rules are updated by IPC every 2 years so don’t stock up on too many books.
• Books would be given to any PC member once, preferably when they first join. Suggested that if you lose your book it will cost you $10 to get another one.

1. Adjournment: 9:10 pm

Millarville, Alberta

Present: Don Mortimer, Dorothy Schreiner, Kayla Hicks, Sue Hicks, Lesley Plant, Pam Bergen

Call to Order: The meeting was called to order at 1:05 pm

1) Budget:

a)      Dorothy provided the balance sheet & reconciliation for 2009. Delegates agreed to base the 2010 budget on 2009 figures with revenue of $3900.  Fiscal year is calendar year and working capital is roughly $2,000 so that costs can be paid while membership revenue is coming in.

b)      Moved by Kayla that the P.C. Council adopt the percentages of: 66% to fixed operating expenses, 9% to Sport Promotion, 10% to Sport Development (with 5% going to rule books), 10% to Nationals, 5% to year end & year end awards, 0% to web development. Seconded by Pam. Carried. (Details below. Actual dollar values may change depending on 2010 income.)

i)       66% (approx $2574) to fixed operating expenses (bank fees, IPC & AEF affiliation fees, filing fees, and insurance).

ii)      All clubs agreed to maintain the IPC affiliation fees of $600 and the AEF fee of $75. It was discussed that maintaining these affiliations will give Polocrosse Canada more credibility.

iii)     Insurance – on our policy we presently have $1 million personal and $2 million property (general liability). Dorothy will get quote for $2 million personal. Target a total insurance cost of $1800.

iv)     After much discussion the following percentages were agreed upon for distribution of the remaining budget funds:

(1)    9% (approx $351) Sport Promotion – individuals or clubs may apply for these funds as well as the remaining sport development funds as needs arise. Delegates will vote on applications as they come in.

(2)    10% (approx $390) Sport Development of which half (approx $195) will go toward printing of rule books. Lesley will get a quote. Club delegates agreed that additional costs be covered by the clubs possibly by charging individuals /book.

(3)    10% Nationals (approx $390)

(4)    5% (approx $195) Year end celebration and purchase of 2 trophies, “Horse of the Year” and “Top Junior” for a second age grouping. Budget approx $130 for trophy purchases from funds available here.

(5)    0% web site development – the Calgary & Millarville clubs are not requesting any changes. If anyone has input as to how to make the web site more user friendly they should speak with Al. Pam will ask one of the Foothills members to meet with Al .

2) Executive:

a)      Don and Sue offered to continue in the positions of President & Secretary for 2010/2011 (April 30^th to April 29^th of the following year.are

b)      The position of Treasurer becomes vacant April 30^th. Each club should solicit their members asking them to stand for nomination to the position of Treasurer and if they would also like to put forward names for President & Secretary. A vote can be held at the AGM.

3) Not-for-profit status:

a)      Polocrosse Canada was incorporated as a business not as non-profit. This would have to be changed if we wanted to apply for casinos. There was discussion as to whether or not we would even qualify for casino funds as they usually require a substantial sport development for youth component.

b)      This item could be reviewed at a later date.

4) Schedule:

a)      May 22-24 Calgary club has a group going to Big Valley. Al has also been in contact with groups from central Alberta to do a clinic/tournament on this weekend but has not confirmed anything yet.

b)      Jackpots: Calgary club Saturday June 5^th and Saturday June 26. Location TBA. Kayla & Pam will figure out rest of jackpot dates and post to calendar.

c)      Foothills classic July 10-11

d)      Millarville Tournament late July or early August

e)      Nationals hosted by Calgary (August 28-29?)

5)      Coach:

a)      None of the clubs supported bringing in a coach from abroad.

b)      Calgary suggested that any club who is hosting clinics, workshops, etc, make it open to all Polocrosse Canada members.

6) Junior Exchange:

a)      Calgary is interested in hosting one exchange player.

b)      Pam will ask if anyone at Foothills is also willing to host.

c)      Millarville is not interested in hosting.

d)      Discussed and agreed that any exchange players be hosted by only 1 family so that it is clear who is responsible for them and to provide consistency.

e)      The President has been the liaison with the exchange organizer in Australia past years. Don will look for/pursue correspondence in this regard.

7) Umpiring:

a)      It was agreed to set up an ad-hoc committee to organize the umpiring accreditation program.

b)      The following people have agreed to sit on this committee:

i)       Millarville – Al Hicks

ii)      Calgary – Meghan McGovern

iii)     Foothills – Tracey Abbott

c)      The P.C. Council requests that the committee provide them with their recommendations by March 31^st

8) Alcohol:

a)      It was agreed that no club should be selling alcohol at a function involving the play of Polocrosse as it leaves the club open to law suits.

b)      Quiet hours at tournaments should be outlined in tournament rules.

c)      Moved by Pam that Polocrosse Canada amend its constitution to read that minors drinking at any Polocrosse Canada event could face suspension at the discretion of the Polocrosse Canada Council (section 19.1 of the constitution). Seconded by Lesley. Carried.

9) Safety:

a)      The Millarville Club offered to keep any personal medical information at their field in a sealed envelope.

b)      It is the responsibility of the clubs to ensure that there is a first aid kit, legal land address and important phone numbers at their venue, in an easily accessible/visible location. Pam had a list of things that she will make available to each club.

c)      It is the responsibility of each club to ensure a safe area for spectators.

d)      There was favorable discussion regarding only 1 goal waver in the end zone and no other spectators or riders in the end zone. It was suggested that maybe 2 people be allowed.

10) Collection of membership dues:

This must be enforced as too many people have been riding without all of their documents signed and/or dues paid. Suggested remedies: each club have someone in charge of checking memberships; request proof of membership with a PC card; Treasurer provide clubs with up to date lists of members; each club collect all of their memberships by April 15^th & have them to Treasurer before May 1^st.

11) PC Awards:

a)      Discussed in budget 2 new trophies, one for “Horse of the Year” & additional “Junior” award. Change one Junior award to 12 to under 16 and make the other under 12. Junior defined as age as of May 1^st of that year.

b)      International players can win Canadian awards as long as they are members of a Canadian Club.

12) Nationals:

a)      Calgary will host in 2010.

b)      Clubs had much debate regarding international players participating at our National tournament regarding numbers on a side and whether they should be able to win awards at this tournament. Individual clubs did not have consensus on this amongst their own members. It is something that will have to be voted on by the membership at large. It’s an item that should go to the AGM.

13) Ratings Committee:

The committee will set a date to get together so they can provide recommendations back to the PC Council by March 31st.

14) Annual General Meeting:

a)      The date of Friday, April 16^th was agreed upon.

b)      To be discussed – All points covered in these minutes.

Adjournment: The meeting was adjourned at 4:10 pm

Saturday March 13^th-Sunday March 14^th

Florida Horse Park

11008 South Highway 475

Ocala, Florida, 34480

Closing Date: Friday, February 26^th, 2010

($15.00 Late Fee Applies to entries after closing date)

Divisions: A, B, C, D, and F (For Fun-Walk/Trot/Canter-Good Division for beginners and those that desire less intense play), Juniors A and Juniors B (depending on number of entries)

Saturday Night Dinner (7:00pm) and Dancing with DJ/Karaoke

At Charlie Horse Farm, 14200 South Hwy 475, Summerfield, FL

(5 minutes south of the Horse Park) Sharp Casual Attire

Fees:

Tournament Entry Fee: $85.00 for current APA members and international players (includes participant dinner and registration gift)

Additional Dinners: $25.00 per person

The Following Fees are for The Florida Horse Park:

Stalls available at the horse park at $15 per night (book/pay early, there is a dressage show that day and stalls will be full if you don’t book early)

Stall Cleaning deposit $15 per stall

Shavings available at 8.50/bag

Shavings must be purchased through the Florida Horse Park

Electric Pens also permitted at $5.00 per horse per night

Camping Permitted at $5.00 per night (No hook-ups)

Camping with water and electric ($20 night-book/pay early, only 4 available)

Please arrange Stalls, penning, and camping with Deb Zito

At dycharliehorse@yahoo.com (352)266-9326

ALL DOGS MUST BE ON A LEASH!

For More Area Information contact Debbie Zito at 352-266-9326 email dycharliehorse@yahoo.com or the Florida Horse Park at 352-307-6699

Fees: (Stalls, penning, and Camping fees are assessed by the Park)

Participant Entry Fee

(Current APA members and International Players)                                          85.00

Additional Saturday Night Dinner                                25.00 x _________   =   _______

Stalls @ $15:  Number of horses_______ x number of nights________  =  ________

Shavings at $8.50 x number of bags                                                              = ________

Camping (no hook-ups) @ $5.00/night x _______nights                             = ________

APA Membership Fee or $20 Day Fee (if needed)                                          ________

Total Due:                                                                                                                    ________

**All Non APA members (except International players) will have to pay the Day Fee ($20.00/tournament) or join the APA.  The APA annual membership fees are $65 per individual adult, $35 per junior, or $105  for family.  If there is a late fee for your membership you must include that in your entry.  You can join online prior to event at www.americanpolocrosse.org **

Make Checks to:  Charlie Horse Polocrosse Club

Return Entry Forms, Copy of Current Coggins & Checks to:

Debbie Zito, 14200 SE Hwy 475, Summerfield, FL 34491

Or via email to Dycharliehorse@yahoo.com

Dear Canada Polocrosse Association

POLOCROSSE INTERNATIONAL CHALLENGE 2011

The Polocrosse World Cup 2011 Ltd extends an Invitation to the Canada Polocrosse Association

to participate in the 2011 Polocrosse International Challenge, which will be held alongside the 2011

Polocrosse World Cup.

This invitation is for a Mixed Team – comprising of:

• (preferably) 4 Men
• (preferably) 4 Ladies
• 1 Manager
• 1 Coach
• 1 “A” Grade Umpire (of your country’s highest standard possible)
• National Polocrosse Association President/Chairman

This invitation is also extended to the spouses/partners of the above.

Where Bishop Burton College, Beverley, East Yorkshire, HU17 8QG, United Kingdom
When 11^th – 17^th July 2011 (World Cup Competition will be 8^th – 17^th July)

Dates to be noted for participating nations are:

• Arrival at Bishop Burton, Beverley, no later than Sunday 10^th July
  
• Briefing on Sunday 10^th July. Games will be played Monday – Thursday, with the final being played on Sunday 17^th July
  
• Nomination Fee of £500 for all International Challenge teams –
• deposit of £125 to be paid by 1 May 2010.
• Remainder to be paid by 1 January 2011.
• Registration Form (attached) confirming your attendance to be completed
• and returned by 1 May 2010.

Outline details for International Challenge as follows:

Each nation is responsible for the provision of their own team’s horses in order to be able to

participate in the competition. Polocrosse World Cup 2011 Ltd will do all it can to assist you

in the search, should you require it, including providing contact details of horses available for

hire if necessary.

We look forward to your participation in this exhilarating and prestigious event.

Yours sincerely

World Cup Polocrosse (2011)

Please send the completed registration form to the Polocrosse International Challenge

2011 by post or email by 1 May 2010. Registrations will only be accepted with

deposit payment of £125 by cheque or BACS. (please make cheques payable to

“World Cup Polocrosse (2011) Ltd”; for BACS details please request via email)

Affiliation fee to the International Polocrosse Council for 2010

CANADA – Canadian Polocrosse Association

Affiliation fee for 2010 – AUD 600.00

3 x international ties @ AUD 45.00 ea – AUD 135.00

Please forward cheque for AUD 735.00 to:

Odette Neumann

The Hon. Secretary/Treasurer

International Polocrosse Council

PO Box 338

FYSHWICK   ACT   2609

AUSTRALIA

He gathered his remaining strength and lifted himself from the bed. Leaning against the wall, he slowly made his way out of the bedroom, and with even greater effort forced himself down the stairs, gripping the railing with both hands.

With labored breath, he leaned against the door frame, gazing into the kitchen. Were it not for death’s agony, he would have thought himself already in heaven.

There, spread out on newspapers on the kitchen table were literally hundreds of his favorite chocolate chip cookies.

Was it heaven? Or was it one final act of heroic love from his devoted wife, seeing to it that he left this world a happy man?

Mustering one great final effort, he threw himself toward the table. The aged and withered hand, shaking, made its way to a cookie at the edge of the table, when he was suddenly smacked with a spatula by his wife.

“Stay out of those,” she said. “They’re for the funeral.

Thanks for keeping the IPC website up to date and posting our reports.

Thanks a lot for the invitation to come to Canada. Unfortunately next year schedule is full already. It would be very good to play against you guys before the world cup, but the schedule is really full already and we don’t have a sponsor. So probably we will meet you in 2011. Do you have planned any test-matches outside Canada / US?

Regards,
All dutch polocrosse players
Dutch Polocrosse Association

www.polocrosse.nl

An Umpires meeting was held in the UK this summer result in some rule changes. Rule 23 where the #3 is positioned on a missed goal. The old rule is that the #3 must follow on the # 1’s horses hip. The new rule is that the # 3 must follow behind (coming from the area) and be no closer than 10 yards.

New rule

23. Goal Scoring Areas
(a) Goals must be attempted from within the areas AXYZA1B1B or DPQRD1C1C. These are termed the ‘goal scoring areas’. It shall not be deemed a goal if it is attempted from outside BB1 or CC1 nor from inside XYZ or PQR.

Throwing in after an attempt at goal has failed
(b) Should an attempt at goal fail or should an attempt at goal be deflected over the back line by the No 3, the defending “Back” shall throw the ball into play from behind the penalty line at a position in a direct line from where the ball crossed the back line. The ball in this instance must be thrown at least 10 metres in any forward direction.
No player is to be within 10 metres of the spot from where the throw is to take place, the “Attack” player of the opposing side must follow the “Back” from 10 metres behind. No player shall attempt to touch the ball or interfere with the player taking the throw until the player and ball have travelled 10 metres. The player taking the throw shall have first attempt at the ball provided the player maintains control of the ball.

(c) Should the throw not travel 10 metres the umpire shall throw in from the nearest sideline in centre field.

The other new thing the IPC wants to incorporate is that it will be illegal to reach across the center line of the opposing players’ horse. That will include picking up a ball off the ground and hitting a racquet. These were the major changes, others were minor. There was some discussion of every country adopting the international rules.