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Administration

 Role of secretary
 Policies, procedures, documentation etc
 Special requirements at YAA shoots
 YAA contributions to costs
 Sale of used YAA bosses
 The Yorkshire Award
 Selection for county teams
 Data Protection Act
 Subscriptions
 GNAS equity policy

Hon Secretary - The Future of the Role from 2010

Dave Phillips - 29 January 2010

The post of YAA Hon Secretary will become vacant at the 2010 AGM when the current post holder resigns, as he has already indicated.

The YAA Committee has agreed that the role of the YAA Hon Secretary has grown considerably over the last decade, and that it is now appropriate to review the activities undertaken by the secretary, and where appropriate divide the role and create new job titles, whilst still maintaining the size of the existing Committee structure.

The potential scope of the new roles is detailed here under each job title. Obviously these roles may need to be reviewed and re-adjusted after the first year of operation.

At the end of the three role descriptions there is a list of activities that do not naturally fall within any of the three roles, but which have been developed over the last few years. It may well be decided that these roles fit easily within one of the other Committee Officer Roles, or be tagged onto a General Committee volunteer, or even accepted by one of the new post holders.

The YAA Committee will put forward proposals to the 2010 AGM to change the defined Committee Structure to accommodate these new roles.

If any YAA member is interested in taking on any of these roles please let one of the YAA Committee know, or if you wish to discuss any of the roles, please contact the present YAA Secretary.

The 3 new roles proposed are:

• The Secretary
• The Minutes Secretary
• Team Co-ordinator.

The activities to be undertaken by each of these 3 roles are detailed below.

The Secretary (also perhaps known as Hon Secretary).

Activities will spread across the full year, though not always at full capacity throughout. Where possible some indication of time frame or work load is indicated.

1. To be recognised as the formal County Secretary, and to be the point of contact for all correspondence to the County from such as GNAS, NCAS, Clubs, archers, the public and other interested bodies.
2. To deal with all County correspondence to and from the County. Prepare "Correspondence List" for each Committee Meeting (approx 150 letters and emails received in 2009).
3. Maintain and update the database of YAA Clubs and Secretaries, complying with the data protection policy of the County. Maintain liaison with Treasurer and Minutes Secretary to ensure all 3 have a common database of Club Secretaries.
4. Maintain and update the Terms of Office of Committee Members to be presented and updated at the AGM each year.
5. Point of contact and information from people wishing to start archery clubs within the county, and supporting them through the process.
6. Manage annual process for the Yorkshire Sword, to include issuing nomination forms to clubs and committee, receiving nominations and issuing and receiving back of vote forms. Prepare, print and arrange presentation of certificates and lapel pins. Maintain stocks of lapel badges (predominantly 1 January to 1 April).
7. Manage process for the Award of Merit and Yorkshire Award as nominations may be received. Prepare certificates as required. Manage stocks of each Award (3 occasions in last 3 years).
8. To prepare and issue the Agenda for Committee Meetings.
9. To receive draft Committee Meeting minutes from Minutes Secretary and issue to Committee Members (most e-mail, some paper copies required).
10. To prepare and issue the Agenda, Invitation letter and papers to clubs and committee for the AGM. Issue the minutes of the previous AGM, as received from the Minutes Secretary.
11. Maintain up to date County Constitution. Prepare changes for AGM Agenda (changes planned for Constitution in 2010, but none in 2008/9). Issue revised copies to clubs if changed at AGM.
12. Present Secretary's annual report to AGM.
13. Receive any suggestions from clubs/archers for discussion at YAA AGM. Deadline for receipt 31 January (cannot remember ever receiving any!).
14. Maintain the register of YAA representatives to NCAS Committee (3 persons), and notify NCAS Secretary of changes (if necessary) after each AGM.
15. YAA Secretary has a permanent seat on the NCAS Committee (4 meetings each year). Acceptable to arrange a substitute for these meetings.
16. Take notes of NCAS Committee meetings to feed back to YAA Committee. Acceptable to arrange one of other NCAS reps to do this at each/all meetings.
17. Propose YAA Committee Meeting dates for following 12 months. Usually same weekends allocated each year. Ensure venue is booked and refreshments arranged.
18. Point of contact for public enquiries about contacts with local clubs (currently 3 or 4 per month).
19. Maintain a system to record the stationery/postage/telephone calls etc undertaken on YAA duties, to enable reclaim via YAA Treasurer.
20. Maintain County Association history archive, covering minutes, agendas, newsletters, correspondence etc.

The Minutes Secretary

1. To take notes of proceedings at YAA Committee Meetings and prepare draft minutes to be passed onto Secretary for issue to Committee Members.
2. To take notes of proceedings at YAA AGM and prepare minutes. Draft minutes to pass to Secretary.
3. Prepare précis of Committee Meetings and AGM from formal minutes, to pass on to PRO for web and Newsletter.
4. Maintain a system to record the stationery/postage/telephone calls etc undertaken on YAA duties, to enable reclaim via YAA Treasurer.

The Team Co-ordinator (to also incorporate the previous ad-hoc Team Manager)

This refers to the Senior and Junior Target Teams only for the 5 Counties matches in October and any Junior Representative match held in any year. The involvement with the Clout Team is in issuing representative medals and bars only.

The details below focus mainly on the activities associated with the 5 Counties, which is an annual event and which effectively commence with the receipt of submission forms in July/August and finish towards the end of October with the issue of Clout medals and bars. A much shorter sequence of events is required for any ad-hoc junior representative match, but would follow a similar pattern and theme.

The activities associated with this role:

1. Prepare and issue the "Score Submission" forms each year to clubs and archers. Copies also to post on web via PRO.
2. Collate submissions immediately following the deadline of 31 August. If insufficient scores are submitted, liaise with the Chairman and Junior Officers and other interested parties to generate additional submissions.
3. Select teams from submissions as dictated by county criteria.
4. Notify all archers of their success in selection or not (10 day deadline from 31 August).
5. Provide Team Members with joining instructions. The Secretary should receive these from the relevant County Organiser towards the end of August. May need to chase these up!
6. Notify County Organiser of selected team.
7. Maintain and update the database to log, year on year, team members and the issue of representative medals and bars.
8. Order the representative medals and bars to be engraved by Martin Holtby. Arrange delivery before the first weekend in October. Martin normally keeps adequate stocks for one year. Restock Martin ready for the following year. On receipt of the engraved items they will have to be assembled and rings added.
9. Act as Team Manager for both the Senior and Junior Teams at the 5 Counties weekend. It is acceptable to arrange for a replacement or deputy to act on one or both days.
10. Arrange to present representative medals and bars to Team Members on the day at the 5 Counties shoot.
11. Print a certificate for each junior to detail the occasions on which they have represented Yorkshire during the year.
12. Arrange with Treasurer what system is to be used to pay expenses. It is usual to collect expense claims on the day and then notify the Treasurer, who will issue cheques as appropriate.
13. Obtain Results Sheet from County Organiser and forward to Team Members, County Committee and PRO for website.
14. Maintain stocks of representative medals and bars and notify Treasurer of use of stocks each year before December.
15. Liaise with responsible party (currently Andrew Neal, whilst he is also the NCAS Clout Tournament Organiser) to identify the YAA Clout Team at the NCAS Clout, 1st weekend in September. This is not a pre-selected County Team. Update database and have medals engraved and post out to recipients.

Ad-Hoc Activities which do not easily fit within any of the above three roles.

1. Maintain stocks of YAA Memorabilia, lapel badges, blazer badges and baseball caps. To Treasurer?
2. Advertise and arrange sale of these items. To Treasurer?
3. Update and issue the YAA Events Calendar each year (December usually). To PRO?
4. Receive requests, collate requests, maintain register of the sale of YAA Bosses each year (Advertise in March-ish, requests from 1 April, collection of bosses at July Double FITA weekend). To Treasurer?
5. On receipt of updated list of County Records, prepare and print and arrange presentation of Record Certificates. (usually presented at YAA Indoors, updated throughout year, presently printed January-ish). To ?
6. Certificates to prepare and print and arrange presentation for Top Ranked Junior in National Rankings, Junior Team at National Championships and JAWS Winner. To Juniors Officer?
7. Retain stocks of old unused Tournament Trophies until re-allocated to alternative shoots. To ?

Policies, procedures, documentation etc

The Yorkshire Archery Association adheres to the policies of the Grand National Archery Society.

Policies and related information will be added to this page. In the meantime, please contact the county secretary if you require specific information about policies.

Special requirements at YAA shoots

The YAA has researched its obligations under the Disability Discrimination Act and considered its responsibilites to disabled and able-bodied archers. The frequent difficulty in obtaining volunteers for work parties has been factored into the considerations. The following policies have been adopted:

 For indoor competitions organised by the YAA, the disabled archer will be required to vacate the shooting line after shooting their arrows. If the disabled archer requires assistance in collecting and scoring their arrows this will be permitted, but it is up to the archer to arrange this assistance themselves.

 For outdoor competitions organised by the YAA, if the Organiser is notified that the disabled archer requires to stay on the shooting line after shooting their arrows, this will be arranged by only allocating 3 archers to that particular target. If the disabled archer requires assistance in collecting and scoring their arrows this will be permitted, but it is up to the archer to arrange this assistance themselves.

YAA contributions to costs

YAA members (archers, judges or coaches etc) may apply to the YAA for a contributory grant towards the cost of expenses incurred attending events abroad where the member is representing their country.

YAA judges and coaches may apply to the YAA for a contributory grant towards the cost of expenses incurred attending conferences (within the region or nationally).

Applications are normally to be submitted prior to the event, in writing to the Committee, through the County Treasurer, Judge Liaison Officer or County Coaching Organiser. Applications after the event may be accepted in exceptional circumstances.

Each application to be made on the approved YAA Application Form, which will require the applicant to supply some details of anticipated costs of the event to them.

Each grant will normally be limited to £50 per application. There is no limit to the number of applications which may be submitted and all applications will be considered on merit by the YAA Committee, giving due consideration to the state of the Association's circumstances and finances at the time of considering the application.

 Funding application form (Word version)
 Funding application form (PDF version)

Dave Phillips

Sale of used YAA bosses

For the last few years the YAA have sold off a few used target bosses, usually after 3 or 4 years' use at the YAA Outdoor Tournaments. They plan to continue with this over the next few years.

As stated in the YAA Policy covering the sale of second hand YAA Bosses, the YAA Committee have agreed to sell 10 bosses in 2010. The cost per boss will be £20. All other details are contained in the policy below.

Arrangements

Before March each year, the numbers of bosses to be sold that year and the cost of each boss will be agreed by the committee, and published on the website and in the Newsletter.

Requests from clubs (e-mail or letter) will be accepted by the YAA Secretary, from 1st April each year, and will be dealt with in order of receipt.

No waiting list will be carried forward.

A maximum of 5 bosses per club will be allocated, up to the number agreed for sale. Additional bosses may be offered if the requests do not total the number for sale.

To ensure all clubs have an equal opportunity to purchase, and under normal circumstances, each club being offered bosses will not be offered bosses again within the next 5 years, unless all bosses are not allocated.

Collection will be from Wetherby during the Double FITA weekend.

Dave Phillips

The Yorkshire Award

At the 2007 AGM it was agreed to establish THE YORKSHIRE AWARD. The YAA Committee considered the introduction, criteria and design of such an award during 2006 and 2007, and are now in a position to promote THE YORKSHIRE AWARD and to seek nominations for recipients from Yorkshire Clubs.

The rationale behind the development of such an award was that we have a need of an award on the same lines as the 'Award of Merit' to be aimed at club level. The 'Award of Merit' is a prestigious award for enduring dedication to the county but possibly out of reach of the majority of 'club level' archers.

It was decided to have a prestigious award where clubs can nominate individuals or couples who, in the eyes of their club, deserve recognition for services to that particular club. It was agreed that there would be no set deadline for submission of nominations, but that presentations of The Yorkshire Award should be made where possible at the Yorkshire AGM, or either the Indoor or Outdoor Championships.

The YAA Constitution now states:

Clause 28 - The Yorkshire Award

The Yorkshire Award shall be presented by the General Committee to a Yorkshire Archer, or couple (that is, who are affiliated member(s) of the Association) who has done exemplary work within or on behalf of their particular club, over a number of years. Nominations for The Yorkshire Award, from Clubs, should be sent in writing to the Association's Secretary, accompanied by a citation, for consideration by the General Committee.

The nomination and citation form can be downloaded by following the link below:
 Yorkshire Award Nomination and Citation Form

Dave Phillips, YAA Hon. Secretary

Selection for county teams

There have been several cases where an archer has been selected to shoot for Yorkshire and has had to pull out. This is not a problem where the YAA has been informed of the archer's absence in time for a replacement to be arranged, but is a serious problem where the YAA is not informed and only finds out when the archer fails to turn up for the tournament.

The YAA has decided that any archer who lets us down in this way will not be considered for selection for the next 12 months. This will not apply where the archer has given advance notice of absence, or where there's a genuine reason why notice couldn't be given.

Data Protection Act

Dave Phillips, YAA Secretary, sent a letter out to all YAA club secretaries on the 21st January 2006. This expressed his concerns about the responsibilities, actions and limitations of the YAA with respect to the Data Protection Act. The letter included a form by which club secretaries could consent to the use of their contact details in carefully proscribed circumstances.

Only around half of all club secretaries responded to this initial mailing. Consequently, the lists issued by the YAA to club secretaries exclude the contact details of many club secretaries. If you want to have your details restored to this list, please contact Dave Phillips and complete the DPA form.

The necessary form (in Word format) can be downloaded by following the link below:
 Data Protection Act agreement form

Subscriptions

Clubs are asked to complete their subscriptions in good time and return them to the county treasurer, Martyn Spence.

Please bear in mind that the YAA is the first step in a chain that also involves the NCAS and the GNAS. Subscription renewals and new subscriptions must pass through quite a few pairs of hands, and this work is all being done in peoples' spare time. If you leave the subscriptions till the last minute, you should expect long delays, especially for the issuing of GNAS cards to your club's new members.

GNAS equity policy

The Grand National Archery Society (GNAS) aims to ensure that all people, irrespective of their age, gender, ability, race, nationality, religion, ethnic origin, creed, colour, social status or sexual orientation, have a genuine and equal opportunity to participate in archery at all levels and in all roles. That is, as a beginner, participant or performer, and as a coach, official, manager, administrator, employee or spectator; with respect, integrity, justice, democracy and fairness at all levels, within their area of control or influence; subject to the Laws of the Country in force at the time.

It is the aim of the GNAS to ensure that all present and potential members/employees of GNAS receive fair treatment and to provide all its services in a way that is fair to everyone.

It is also the aim of the GNAS in its relationships with its members/employees and in the provision of its services, not to disadvantage any individual by imposing any conditions or requirements that cannot be fully justified.

In pursuance of this policy, the GNAS may take special measures/positive action in favour of any group that is currently under represented in its membership, representative bodies or workforce.

In this GNAS recognises its legal obligations of the following acts:

 Race Relations Act 1976
 Equal Pay Act 1970
 Sex Discrimination Acts 1975, 1986 and 1999
 Disability Discrimination Act 1995
 Rehabilitation Act 1974
 Human Rights Act 1998
 WADA
 Any later amendments to the above Acts of future Acts or Legislation that are relevant to the Society.

In pursuance of this policy, the GNAS reserves the right to discipline any of its members/employees who practise any form of discrimination on the grounds of a persons age, gender, ability, race, nationality, religion, ethnic origin, creed, colour, social status or sexual orientation. Subject at all times to the GNAS Disciplinary Procedure, Child Protection Policy and Codes of Conduct, which should be read in conjunction with this policy.

GNAS will put in place a complaints procedure to deal with complaints or allegations made against any member, coach, official, manager, administrator or employee.

GNAS is committed to signing the Racial Equality Charter for Sport, which is a public pledge signed by National Governing Bodies of sport to outlaw racial discrimination of any kind, subject to being within their area of control or influence. GNAS will endeavour to achieve racial equality within archery.

The GNAS will monitor and evaluate this policy on an ongoing basis and inform the members/employees of its impact.

©2006-2010 Yorkshire Archery Association
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