Minutes of the meeting of the directors of Volleyball WA Held at 180 Charles Street, West Perth on Monday 14 June 2021 - 6.00PM Present: Chairman Ian Phipps (IP), Robyn Kuhl (RK), Matt Hodges (MH), Beth Morris (BMo), Jo-anne Fitzpatrick (JF), Matt Waddington (MW), Rachael Funch (RF). Apologies: Mitchell Collins (MC), Ben Mc Robb (BM) In Attendance: Reachelle Beasley (RB) Summary of Actions ITEM ACTION ACTION BY 1.0 Investigate the development of a VWA Acknowledgement of Country RF 2.3 Outstanding Actions from previous meetings: RK • Conflict of Interest Guiding • Proforma document for club reports 4.3 Contact Fleet Partners, to identify any vehicle purchase/lease options that could MH & SS be made available to VWA. If this is not viable then the options for purchasing a vehicle should be tabled at the next meeting. 4.1 Add to the agenda for next meeting a discussion for VWA ‘Values’ and ‘Enablers’ RB Minutes AGENDA AGENDA TOPIC ACTION 1.0 OPENING AND PRELIMINARIES 1.1 Welcome and Apologies The Chair opened the meeting at 6.08pm. • RF was invited to deliver an Acknowledgement of Country. The Board RF to follow up on discussed implementing this on a regular basis and RF indicated that development of a VWA could work with the appropriate indigenous elders to develop a VWA standard VWA Acknowledgement of Country. Acknowledgement • IP welcomed newly elected Board Members Matt Waddington (MW) of County. who was recently elected at the AGM, and Rachael Funch (RF) who was appointed to VWA. 1.2 Appointment of Board Member The Board unanimously agreed to Appoint Rachael Funch as a Director of VWA in accordance with the VWA Constitution. 1.3 Declaration of conflicts, competing interest and confidentiality. IP explained the purpose of the declaring conflict of interest. RF and MW provided to RK their completed Conflict of Interest declaration forms. MW declared the following: WAVL & AVL, Rossmoyne VC, and is an employee for the City of Canning. 1.4 Board Introduction The Board each took a minute to introduce themselves for the benefit of the new members. 1.5 Leave of Absence Application The Board unanimously agreed to grant Mitchell Collins Leave of Absence for the period of June to December. Volleyball WA Board Minutes Monday 14 June 2021 1 2.0 MINUTES FOR APPROVAL 2.1 Confirmation of Minutes The meeting discussed the Minutes & Confidential Minutes of the VWA Board meeting of 12 April 2021. Resolution That the minutes of the meeting of the Board of Directors of VWA held on 12 April 2021 be confirmed as a true and accurate record. 2.2 Formal confirmation of AGM Minutes The Minutes has been distributed to those present at the AGM. No modifications or alterations had been received. Resolution That the minutes of the Annual General Meeting held on 15 May 2021 be confirmed as a true and accurate record. 2.3 Actions of the previous meetings The following items remain outstanding and will be carried to the next meeting. • Conflict of Interest Guiding Document (RK) • Proforma document for club reports (RK) Photographic and Filming The Board noted the DLGSC information as tabled at the meeting. The Board discussed that this is a difficult area to manage, however advice shows this can be mitigated through processes and policies, which are currently in situ. The Board noted that there is not a critical issue at present, although in line with the ongoing review of VWA policies this area will be revisited accordingly. 3.0 BUSINESS FOR DECISION/RATIFICATION 3.1 Club Ratification The following Clubs and Associations have completed their 2021 Affiliation documentation and made payments (if applicable): Platinum Regional (1) – Broome VA (Schools) (28) – Alinjarra PS, Alkimos College, All Saints College, Aspiri PS, Australian Islamic College – Kewdale, Balcatta PS, Belridge Secondary College, Carmel Adventist College, Champions Bay SHS, East Hamersley PS, Fremantle CC, Gilmore College, Goldfields Baptist College, Holy Rosary School, Koorana PS, Lake Monger PS, Mazenod College, Osborne Park PS, Palmyra PS, Pannawonica PS, Port Kennedy PS, Providence CC, Roseworth PS, Southern River College, St James Anglican School, Sutherland Dianella PS, Thornlie SHS, Treetops Montessori School. Bronze (2) – Curtin University, Perth Sports Institute Resolution The Board resolved to ratify the clubs as listed. Carried: Unanimously Volleyball WA Board Minutes Monday 14 June 2021 2 4.0 BUSINESS FOR DISCUSSION 4.1 Strategic Plan 2022-2026 The board noted the information circulated by email prior to the meeting as well as the feedback from the Club Conference. The Board had constructive discussions around the number of focus areas per Pillar and took into consideration the feedback from both BM and MC. A consensus was reached to consolidate if possible, the Focus Areas to three (3) dot points. Each Pillar was discussed, and The Board worked collaboratively to redefine the pillars. There was an agreement to include Governance into the Strategic Enablers of the plan as this was not currently addressed within the plan. There was consensus for all changes made. The next steps are to: • The proposed Strategic Plan outcomes to be discussed with the VWA RB Add ‘Values’ & Staff in June. ‘Enablers’ as an • The Board agreed to revisit the VWA ‘Values’ and ‘Enablers’ at the agenda item for next Board meeting and to discuss the outcome information as the next Board provided by the staff. meeting. • Strategic Planning Working Group to meeting in August with the view to then consolidate all discussion at the September Board meeting. • Acceptance and review of the final draft Strategic Plan in November. 4.2 Review – Participation Priority (2018 – 2021 Strategic Plan) The Board acknowledge the following points in determining the ratings given: - Referee and coaching course have increased. - Clinic numbers have grown. - Doubled the number of spike volley centres. - WAVJL and WAVL participant numbers have increased with some players being turned away. - Better engagement with the community, noting that WAVL has required additional focus and attention. Resolution MH to contact The Board resolved that the rating of GREEN be applied to each of the Fleet Partners, to Participation pillars. identify any vehicle 4.3 VWA Vehicle purchase/lease The Board discussed: options that could • The requirement to obtain a vehicle that is suitable for purpose as be made available well as safe for all users. to VWA. • Preference to be an automatic as some staff are not licenced to drive a manual. • Discussed the options and differences between new, second hand, hiring, and fleet purchasing. The Board agreed: • That if leasing was not an option, then the best option for purchase should be tabled for consideration at the next board meeting. • If a vehicle was purchased that it be ‘wrapped’ to assist in building the profile of VWA. Vehicle wrapping is a common marketing tool for Volleyball WA Board Minutes Monday 14 June 2021 3 work vehicles. The cost associated with wrapping should be tabled at the meeting. 5.0 BUSINESS FOR NOTING 5.1 RAF Project Update • RK provided a brief outline of what RAF was for the new Board members. • RK indicated that VWA is now being invited to meetings with councils and government to talk about the facility needs of Volleyball. Such as the Mount Claremont Development which includes Bendat Basketball Stadium. IP identified the opportunity for VWA to eventually conduct a feasibility study to understand the benefits of owning volleyball specific venues. The Board noted that councils and government are moving towards building multipurpose venue to support multiple sports. 5.2 VA Update The Board noted the Report, with the following additions: • VA Strategic Plan process has been delayed till post Olympics. • Heat and Concussion Policies are yet to be approved by the VA Board. • National Events calendar was provided to VWA last week. • There are three opportunities to access free activation games to support the 2021 Olympic Games Activations. • Education platform is unlikely to be ready by July 1. • VWA VA have not yet confirmed the arrangements for the Fortix CRM system post movement of the education platform. • The Board noted that there has been a lack of communication to the volleyball community around the Australian Volleyball teams current placing in terms of participating at the 2021 Olympics. 6.0 FINANCIAL REPORT 6.1 Financial reports as presented. MH provided background on the financial performance of VWA and how the reports and process have developed. Resolution The Board resolved to adopt the financials as circulated. Carried: Unanimously 6.2 Grants & Sponsorship The Board extended its congratulations to Sasha Stone and the team of VWA for successful Innovation Grant of $50k for a pilot program. Volleyball WA Board Minutes Monday 14 June 2021 4 7.0 VWA OPERATIONAL REPORT 7.1 CEO Report The Board noted the CEO Report as circulated, and made the following comments: RF sought additional information about the health and wellbeing of the staff, noting the reference in the CEO report of tired staff. RK informed the Board that staff will be taking leave in the next few months, noting also that most of this particularly was a concern for the 2020 employed staff members, and that break for VWA staff is usually around Christmas when the office is closed. RK sought feedback on the functionality of the new CEO Report. The Board indicated the new format was an improvement on previous reports. RK thanked RB and MC as they were responsible for the design of the new templates. 7.2 Strategic Plan Report – Comparative Data The Board noted the increase in numbers for participation in sporting schools, Volley clinics. 8.0 SUB COMMITTEES 8.1 Audit Committee Meeting held 15 April and 28 April 2021.