February 20^th, 2010

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