THE 9TH MEETING OF THE INTERNATIONAL POLOCROSSE COUNCIL

9.30am Monday 30th April 2007

The Palace Hotel, 161 Palmerin Street, Warwick, Queensland, Australia

1. Registration of Delegates:

PRESENT:

 President: Peter Crauford

Australia:  Gill Mathie, David Sillis, Stewart Neal

Canada:  Allen Hicks, Dave Melnyk, Jacquie McArthur (proxy)

Ireland:  Ivor Young, Noreen and Tony O’Donnell

New Zealand:  Ken Malcolm, Janet and Robin Cave

South Africa:  Wessel Strauss, Ian van Rensburg, Louis Swart

United Kingdom: Dave Brookes, Martin Brookes, Sue Brookes

United States of America:  Audrey Schmidt, Edmund Schenecker, Greg Russell

Zimbabwe:  Wayne Parham, Richard Mostert, Tim Fennell (proxy)

Zambia (associate member): Paul Myburgh, Craig Evans, Alan Watson (proxy)

Secretary/Treasurer: Odette Neumann

Observers: Dave Young, Peter Neumann, Véronique Mossaz,  Michel Beaufils, Barbara Bureau-Beaufils,

APOLOGIES: Max Walters, Tim Fennell, Jacquie McArthur, Alan Watson

2. Minutes of the 8th Council Meeting held on 5th May 2003:

The Minutes were sent to each member country following that meeting (3/6/2003) and again with agenda notice on 2nd March 2007, also a copy has been handed to each delegate present at this meeting.

 

MOTION  That the Minutes be amended to reflect that the Polocrosse Association of Zambia were accepted as full members to the IPC and that the Minutes be taken as read and confirmed as a true and accurate record of the meeting. 

MOVED:  Wessel Seconded Dave CARRIED


3. Business arising from the Minutes:

All business will be raised at this meeting.

4. Application for full membership – Polocrosse Association of Zambia: (dealt with under item 2.)


 

5. Reports from National Associations:

Verbal and written reports were presented by delegates from each country.  It was agreed that member countries send a yearly report to the IPC Secretary.

Written and verbal reports were also received from Norway, Netherlands and France.

MOTION:  That the Polocrosse Associations from Norway, Netherlands and France be accepted as Associate Members of the IPC and a letter of welcome be sent to each country.

MOVED:  Ken Malcolm  Seconded Gill Mathie CARRIED

 

MOTION:  That the reports be accepted.

MOVED:  Wayne Parham  Seconded Dave Melnyk CARRIED


6. Auditor’s Report:  and  Treasurer’s Report:

Audited reports for 2003 to 2006 prepared by Canberra Assurance Specialist Pty Ltd, Accountants, were handed to the delegates together with a Statement of Income and Expenditure for the period 1 January 2007 to 29 April 2007 prepared by the Treasurer.

MOTION:  That the auditor’s reports covering the financial years ending 31st December 2003 to 31st December 2006 be approved and confirmed as a true record.

MOVED:  Wessel Strauss  Seconded  Ken Malcolm CARRIED

MOTION:  That the Statement of Income and Expenditure covering the period 1st January 2007 to 29th April 2007 prepared by the Secretary/Treasurer be approved and confirmed as a true record.

MOVED: Gill Mathie Seconded Ken Malcolm  CARRIED

MOTION:  That payments made in excess of AU$200.00 during the past four years be approved.

MOVED:  Wayne Parham  Seconded Audrey Schmidt CARRIED

It was agreed that the Secretary/Treasurer will prepare and send to each country an annual Statement of Income and Expenditure.

MEETING ARRANGEMENTS:

 

MOTION:  That the IPC pay for the morning tea and lunch for the delegates and observers present at this meeting.

MOVED:  Wayne Parham  Seconded Wessel Strauss  CARRIED

  1. Correspondence

Peter Crauford read letters to the meeting from IPC Life Members:   Sue Armstrong (thanking the IPC for invitation to dinner and apologies for being unable to attend) and Max Walters (thanking the IPC for the flowers received during his recent illness and apologies for being unable to attend IPC dinner).

MOTION:  That a letter of thanks be sent to the PAA’s Insurance brokers, Marsh Pty Ltd, for supplying compendium satchels to the IPC delegates.

MOVED:  Dave Brookes Seconded Dave Melnyk  CARRIED

MOTION:  That the correspondence be accepted.

MOVED:  Gill Mathie  Seconded David Sillis  CARRIED

  1. President’s Report

Ladies and Gentlemen,

It is with great pleasure that I submit my report for the period since we last met in April 2003 here at Warwick in Queensland.  The IPC has been operating with a new secretary and president for the last four years, a somewhat daunting experience, but rewarding none the less.

There has been a great deal happening in the international polocrosse community over the past four years.  A number of nations have begun playing polocrosse and it is indeed satisfying to report that in fact besides Australia, Canada, Ireland, New Zealand, South Africa, United Kingdom, United States of America and Zimbabwe we have seen France, Netherlands and Zambia also participating in the club championships held in conjunction with the World Cup.  Polocrosse is also being played in Norway and Spain.  Zambia also will be seeking to gain full membership of the IPC at this meeting.

This World Cup has been an enormous success and thanks go to the Warwick Club, Les & Robyn Fraser, all the myriad of tireless workers and to all those selfless players and supporters who provided the large number of horses required.

The United Kingdom is the only nominee to host the 2011 World Cup, with South Africa having withdrawn their bid for the 2011 event. Perhaps they may consider hosting it in 2015?

Those nations just commencing to play polocrosse have received a great deal of assistance from nations where the sport is firmly established, and I must say that senior vice president Ivor Young has been heavily involved in assisting some of those new clubs both in getting started and in setting up an umpire structure.  I congratulate Ivor for his hard work and initiative in assisting in this important way.

Many new and demanding requirements now have to be faced.  Drug use and the testing that flows from this is just one of these issues. Those nations that enjoy support from national sports commissions and similar bodies will be aware that the requirement to be a party to the World Anti Drug Agency ( WADA ) is becoming increasingly important.

Unless the IPC subscribes to the code then it may well be increasingly difficult for member nations to access government assistance and funding.  Drug testing agencies may test athletes involved in an international competition but only if the IPC has formally subscribed to the WADA code.  In my view it is important that not only are we clean from drugs but seen to be so.

This meeting will be important as the submissions regarding international rules and the constitution will be dealt with.  Hopefully following this meeting the changes to the international rules will be agreed on and the rules can be printed in a small book form. The sourcing of the various submissions and collating the material has been a task of Herculean proportions.  Initially at our meeting in 2003 a committee was set up to take this information on board and to submit the options to the member nations. Unfortunately despite constant reminders this did not happen and there was no alternative than for Odette and me to address the task.  Much of the previously forwarded material seemed to have become lost so we really had to retrace our steps and start at the very beginning.  The completed document from the member nations now properly reflects the submissions.  Great credit is due to Odette for an enormous amount of time and effort to put this project back on track.

Some very necessary professional assistance was sourced in regard to the constitution and these costs are reflected in the accounts.

The website has been up and running for some time now and our grateful thanks are due to Peter Neumann who has so ably set this up for us.  It is also gratifying to see that it has come in under budget.  There are of course, as is usual, ongoing costs associated with maintaining the web site. How important it is that Odette chose a husband with such advanced computer skills!

The finances of the IPC are in a very healthy state as you will see from Odette’s treasurer’s report.

IPC founding president and patron Max Walters has been greatly supportive at all times and both Odette and I greatly appreciate his loyalty and commitment to the sport generally and to the IPC in particular.

I must also thank the following people who have greatly assisted in keeping the IPC on a steady course and in me retaining some slight semblance of sanity!

Stewart Neal – the convenor of umpires – for his efforts regarding the proposed rule changes and for meeting with the various nations umpires representatives to achieve common ground on these submissions.

As mentioned earlier Ivor Young has been a great support always with ideas around a particular problem or situation and always positive in his outlook.

Finally my sincere thanks to our wonderful secretary/treasurer Odette Neumann, Odette has been hard working, astute and at all times effective and efficient, with the well being of the IPC her only concern.  We are lucky indeed to have her services.  I thank Odette, Stewie and Ivor for their kindness, loyalty and support and similarly I thank all those people from each and every nation who have assisted me.  It is indeed gratifying to know that we have so many good people with the future of the sport in their hands.

Thankyou.

Peter Crauford

President

MOTION:  That the President’s Report be accepted and approved.

MOVED:  Wessel Strauss  Seconded Janet Cave caRRIED

 

 

  1. Election of Office Bearers

Peter Crauford declared all positions vacant.

 

President: Nominations received from Peter Crauford (Australia) and

Wessel Strauss (South Africa)

MOTION:  That Rod Carmichael and Dave Young be appointed as scrutineers.

MOVED:  Dave Brookes  Seconded Gill Mathie  CARRIED

Ballot confirmed Wessel Strauss as President.  Andre van Wyk (proxy) then accepted as the third South African delegate.

Vice-Presidents Executive Committee:

Australia:  Peter Crauford

Canada: Dave Melnyk

Ireland:  *Ivor Young (advised by IPA 7/6/07 new delegate Tom O’Malley)

New Zealand:  Robin Cave

South Africa:  Ian van Rensburg

United Kingdom:  Dave Brookes

United States of America:  Audrey Schmidt

Zambia:Â Dave Clements

Zimbabwe:  Wayne Parham

Senior Vice President:

Ivor Young was elected to the position of Senior Vice-President.  *The Irish Polocrosse Association will advise the IPC of their delegate on the Executive Committee once they have held their AGM.

MOTION:   That the above be the Vice-Presidents and Executive Committee for the forthcoming term.

MOVED:  Ian van Rensburg  Seconded Ken Malcolm   CARRIED

Co-ordinator of Umpires: David Sillis nominated by Robin Cave (declined)

Stewart Neal nominated by Peter Crauford

Stewart Neal (Australia) accepted as IPC Co-ordinator of Umpires.

 

Secretary/Treasurer: Nomination received from Odette Neumann (Australia)

Odette Neumann confirmed at Secretary/Treasurer

Auditor:

 

MOTION: That the choice of an Auditor be left to the Secretary/Treasurer.

MOVED:  Audrey Schmidt  Seconded Ian van Rensburg   CARRIED

MOTION:  That the ballot papers be destroyed.

MOVED:  Dave Brookes Seconded Wayne Parham   CARRIED

MOTION:  That Peter Crauford remain as signatory on the IPC cheque account.

MOVED:  Dave Melnyk  Seconded Ken Malcolm   CARRIED

  1. Affiliation Fees:

MOTION:  That affiliation fees be AU$600.00  for full members and AU$300.00 for associate members.

MOVED:  Peter Crauford Seconded Dave Brookes  CARRIED

The meeting discussed the level of affiliation fees.  Wessel Strauss undertook to put together a Business Plan within 60 days for presentation to the Executive Committee which would include a suggested level for affiliation fees.  If fees are recommended to be increased, then a vote via e-mail would be conducted.

 

MOTION:  That the new associate member countries not be charged affiliation fees until 2008.

MOVED: Audrey Schmidt  Seconded Ian van Rensburg  CARRIED

 

Wayne Parham (Zimbabwe) declined with thanks the offer of his association’s affiliation fees being waived for the next 2 years as proposed by Ivor Young.

  1. Honorariums:

MOTION:  That the honorarium for the Secretary/Treasurer be AU $1000.00 per year. MOVED:  Peter Crauford  Seconded Dave Brookes   CARRIED

  1. Report on 2007 World Cup Series:

Les Fraser unavailable to address meeting.  Peter Crauford reported on the success of the event.

MOTION: That a letter of thanks be written to Les Fraser and the Warwick Polocrosse Club and further that the Secretary organise a plaque “In Appreciation from the IPC”. 

MOVED:  Ian van Rensburg  Seconded Audrey Schmidt CARRIED

14. Revision of Constitution:

MOTION:  That the IPC Constitution as revised by Lander & Rogers, Lawyers, be adopted.

MOVED:  Dave Brookes  Seconded Peter Crauford  CARRIED

Following lengthy discussion by the meeting it was agreed that “Clause 13 OFFICE BEARERS” be revised.   The revised Clause will be prepared and forwarded to members.  The required notice of sixty days will be given to affiliate associations for their consideration of this amendment.

15. Adoption of IPC Anti Doping Code:

MOTION:  That the IPC adopt the World Anti-Doping Code.

MOVED:  Wayne Parham  Seconded Paul Myburgh  CARRIED

The meeting was briefed that it was encumbent on each country to adopt their own Anti-Doping Policy.  A copy of the PAA’s Policy was tabled as an example.  This document can be found on the PAA’s website.

16. Alteration to Playing Rules:

A meeting of Chief Umpires had been held on 26th April 2007 where a number of rules had been revised.  Stewart Neal then went through the revised document where a number of other changes were agreed to.  The final document will be forwarded to affiliated countries.

MOTION:  That revision of the International Polocrosse Rules be accepted.

MOVED:  David Sillis  Seconded  Peter Crauford  CARRIED

  1. World Cup 2011 – Proposal and bid from UKPA:

A meeting of all affiliated countries had been held on 22nd April 2007 when the UK had presented their proposal.  It was recognised that sourcing of additional horses may be possible through Ireland and France.   An announcement had been made at the “Breakfast with the Stars” on Wednesday 25th April that the UK would be hosting the 2011 World Cup.

  1. Hosting 2015 World Cup:

Discussion on various ways to qualify for the World Cup, ie conducting Quadrangular Tests.  Ideas for seeding to be sent to IPC Secretary for collation.

  1. International Tour Program for next 5 years

All countries are to forward to the IPC Secretary their projected tour program.

  1. General Business

Zambia advised that the majority of ZPCA’s (Zambia Polocrosse Association) registered members do not hold Zambian passports.

Other countries outlined what their rules were in relation to who can represent their country in international tournaments.  It was suggested that all countries forward their rules to the IPC Secretary outlining who is eligible to represent their country.

  1. Discussion Forum – “The role of the IPC in relation to its members” (UKPA)
  • Governing body or discussion forum

This will be formulated in the business plan.  It was pointed out that the IPC is owned by member countries.  Countries were asked to send in their views on how they saw the IPC in the next four years.

  • Ownership and governance of the World Cup

IPC to draw up the guidelines and host country to organise event.  Peter Crauford said it was critical to obtain sponsorship.  Consideration to be given to sponsorship on player shirts and saddle cloths.

Wessel Strauss thanked everyone for attending the meeting and wished them a safe journey home.

There being no further business the President closed the meeting at 4.00 pm.

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