MINUTES OF THE 13th SOUTH PACIFIC GAMES COUNCIL MEETING
HELD ON 01-02 APRIL 2004 IN KOROR, PALAU
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Present: Mr Vidhya Lakhan, President, SPG Council (Chairman)
Mr Jim Tobin, Secretary General, SPG Council
Mr John Tierney, Treasurer, SPG Council
Mr Ken Tupua, Secretary General, American Samoa
Mr Pio Gaisao, Delegate, American Samoa
Mr Tiki Matapo, President, Cook Islands
Ms Rosie Blake, Delegate,Cook Islands
Mr Robert Graham, Delegate, Cook Islands
Mr Berney Martin, Vice President, FSM
Dr Robin Mitchell, President, Fiji
Mr Patrick Bower, Delegate, Fiji
Mr Albert Miller, Delegate, Fiji
Mrs. Titaua Maurin, Secretary General, French Polynesian
Mr Ricardo Blas, President, Guam
Mr Bob Steffy, Secretary General, Guam
Mr Willy Uan, Secretary General, Kiribati
Mr Terry Sasser, Secretary General, Marshall Islands
Mr Lawrence Stephens, Secretary General, Nauru
Mr VP Jayaprakash, Delegate, Nauru
Mr Daniel Cornaille, President, New Caledonia
Mr Jean Bernard Fukui, Delegate, New Caledonia
Mr David Boyd, Delegate, New Caledonia
Mr Alan Puleosi, Secretary General, Niue
Mr Hetutumata Hetutu, Delegate, Niue
Mr Michael A White, President, Northern Marianas
Mr Jess Wabol, Secretary General, Northern Marianas
Mr Bill Sakovich, Delegate, Northern Marianas
Mr Alexander Merep, President, Palau
Ms Baklai Temengil, Secretary General, Palau
Mr Bill Keldermans, Vice President, Palau
Sir Henry Torobert, President, Papua New Guinea
Sir John Dawanincura, Secretary General, Papua New Guinea
Mr. Edward Kassman, Delegate, Papua New Guinea
Mr Leao A Toalepaialii, President, Samoa
Mr Tupuola Vaa Potoi, Secretary General, Samoa
Mr Martin Alufurai, Secretary General, Solomon Islands
Mr Tevita Tupou, President, Tonga
Mr Sitiveni Finau, Secretary General, Tonga
Mr Takitoa Taumaoepeau, Delegate, Tonga
Mr Robert Laupula, Secretary General, Tuvalu
Mr Joe Carlo, President, Vanuatu
Mr Vine Hoatau, President, Wallis & Futuna
Mr Patrick Bonfils, Delegate, Wallis & Futuna
Mrs Bernadette Papilio, Delegate, Wallis & Futuna
Observers: Hon Peri Vaevaepares, Cook Islands
Rosemary Malen, Kiribati
Petelo Sanele, Wallis & Futuna
Albert Likuvalu, Wallis & Futuna
Christian Job, Wallis & Futuna
Salii Cohen, Arafura Games
Craig Hood, Sporting Pulse
Brian Miniken, ONOC
Dennis Miller, ONOC
Absent: Norfolk Island and Tokelau
Apologies: Dennis Sterling, Norfolk Island
Dr. Peter Tavite, Tokelau
Vinson Detenamo, Nauru
OFFICIAL OPENING
Call to Order and Welcome: Vidhya Lakhan the President of the South Pacific Games Council called the Meeting to order and welcomed everyone to the 13th South Pacific Games General Assembly. He then invited the Hon Minister of State of the Republic of Palau Mr Shmull to declare the Assembly officially open.
Opening Remarks: Honorable Temmy Shmull, Minister of State, Republic of Palau, welcomed the delegations and thanked the Council for choosing Palau as the site for the next Mini Games, promised a progress report on the Games and asked for continued support to make the Games a success. He then declared the meeting officially open.
Address by President Lakhan: He thanked Minister Shmull and the Palau Government for the outstanding support it had given to the Mini Games' preparations, which will help make possible "excellent games" next year. He said that the Council is looking forward to the progress report on the games as well as visiting the facilities. He then commented on the "very successful" South Pacific Games in Suva and noted that these games brought to the Council's attention the need to provide all athletes in the region opportunities to compete but on the other hand to keep the Games at a size that is manageable. In that effort, he has numerous committees working on a resolution that will meet the two objectives: enabling as much participation as possible whilst keeping the games manageable.
Meeting adjourned to take group photograph
MINUTES
Chairman asked delegates to review minutes of the last SPG Council meeting held on 06 July 2003 in Suva, Fiji.
Sir John Dawanincura (PNG) - Page 8 at the bottom potential bid instead of 2007 it should read 2011.
A motion to approve and accept the Minutes as amended was moved by Samoa and seconded by Tonga.
FINANCIAL REPORT 2000-2003
Chairman - The next item on the Agenda is Finance. At the last annual General Assembly we undertook sorting out the Council finances and presenting to you an audited set of accounts, as I recall within three months. Unfortunately, the affairs of the Council are in such a state that we could not finalize them and have the accounts audited. But the Treasurer will take you through the accounts and talk to you about some of the difficulties that we have had in getting the accounts in a format so that they can be audited.
Ricardo Blas (Guam) - Mr. Chairman I just wanted to point out the difficulty in rectifying the accounts. Until the Council's meeting in Fiji persons knowledgeable with the finances, John Tierney and Bob Steffy and the Treasurer, were not able to meet.
Treasurer -We will look at the Financial Statements of 19th May 1999 to 31 December 2002, first. These statements are still subject to audit and the KPMG auditors currently working on the reports. Turn to pg 11 of that report -- Income and Expenditures - this shows the following:
Revenues Received $56,065
Received from interest, participation fees and Subscriptions.
Expenditures $13,557
Surplus of $42,508 for the period 19 May 1999 to 31 December 2002.
When the Executive Committee took office last July some confusion existed as to the financial years. We decided to adopt a calendar year as our financial year thus the period of the years between the Guam Games and the Suva Games -- May 1999 to December 2002 - is the first reporting period. In your folders you have a set of financial reports for FY 2002, which we will refer to as the first year period of this Council's operations. The President and past President have indicated the difficulty in reconstructing these accounts and that we may have issues.
Page 10 is the Balance Sheet, which states that as of 31 December 2002 the net assists of the Council totaled US$67,938 (represented by the opening balance of equity plus the accumulated previous and current years surpluses). I would like to note that one problem we do have is that I only received the figure of $7, 246 on 2nd February 2004. The bank account in Tahiti that was being held in the name of the previous Treasurer has been closed and all the money is now in a Council USD Bank account. At the time of these reports these funds were in transit and you will see it appearing again in next year's accounts. The starting point for these statements was the last reported set of financial statements that were reported to this Council in Guam in 1999. I have reconstructed the Council's financial statement from that point forward. The Executive Committee chose to report the period of the previous executive from the Guam games through to the Suva assembly -- the financial period from 19 May 1999 through to and including all the transactions to the 31st December 2002. We have put those three years together as one reporting period and sent them to the auditors. The auditors do have full details of the financial statements for each of those years. We decided to make the first cut off as 31 December 2002. I am now aware of an error in accounting relating to the Bid fees for the Guam games and I apologize for I read the constitution as being the 12 edition applicable to Guam when in fact it was the 11th Edition. These financial statements incorrectly show the 12th edition charge of bid fees and they show Guam as owing the Council these fees and that is incorrect. There will be a corrected set of these financial statements prepared and so I just simply ask you to receive this as interim financial report based on the information that we had at the time. The effect is really on the members' funds so they will reduce the members' funds at 31st December 2002. These statements that you are looking at the moment will in fact reduce the surpluses and the balance of funds will go down by US$10,000. The net surplus income over expenditure will reduce from US$42,508 to US$32,508. The total assets and the members' equity will go down according US$57,938 and this will be reflected through the next year. It won't reflect the income and expenditure of 2003, but it will affect the opening balances and therefore the closing balances.
Vaa Potoi (Samoa) - There is a formality that I think we should consider at this moment. We should have a motion that endorses the changing of our financial year. We should do that first before we go on further. I think it should be coming from the floor to move that we accept what you have done in changing the period but not the accounts. Agreed
Bob Steffy (Guam) - In addition to what Va'a was suggesting you have also made a change in accounting policy, which I think is the correct thing to do. You have gone from a cash basis system of accounting to an accrual basis. This is a very difficult change. Accountants would understand it but it is a very difficult task to go from a system of history and what you are collecting from a system of cash basis to accrual basis. We should also include this in the motion.
Treasurer - The transactions are all recorded. I would have to say that from the point of view of audit in my discussions with the auditors we do not have the supporting documents for a lot of those transactions. We do know the cheques were written. We do know what they were for. We do know that they were legitimate, but we don't have copies of those vouchers and we don't have copies of the invoices substantiating them. From an audit point of view we are going to get a report which is a qualified audit report.
Ricardo Blas (Guam) - I think that we should appreciate the fact that we only saw the previous Treasurer twice in four years -- the day he was elected and four years later when his term in office was coming to an end. In the intervening years no audited accounts were presented to the council. Going through the books the last audited set of accounts we found was May 1999. The Executive Board is mindful that the Council must know of the financial affairs. And as the treasurer just said when you see the figures you will realize that they are anomalies, there are corrections, adjustments to be made. We need your support to get our financials on track. Once we are able to do that we must ensure that as our charter requires we present a set of audited accounts at each General Assembly.
Sir John Dawanincura (PNG) - I would like to commend the new executive for attempting to cover the period prior to their obligation which started when they took office. If there is a consensus that will be the current situation as it is until such a time as we receive the audited statements covering the previous period which obviously will then have some affect on the corrections on the US$10,000. I think everybody is in general consensus that we need a base to start with.
I would like to move that the financial year of the Council be the calendar year ending 31 of December commencing with the first period being from the 19th May 1999 to the 31st of December 2002 and, that the accounting standards adopted include accrual accounting and, that the financial statements before you for this period be received as an interim financial report subject to audit.
Motion was received, seconded and approved unanimously by Council.
Treasurer - The Financial Statements for the Council for the year ending 31st of December 2003. Your executive board has the pleasure of presenting these financial results for the year ending 31st of December 2003. The surplus for the year, income over expenditures is $18,900. Total assets of $89,717, and members' equity of $86,838. You should round those down by $10,000. There is an issue outstanding between two NOCs that I have discussed separately with each member and it is being resolved. I can report that subject to that change our equity is $76,838. We have received bid fees, flag hires, participation fees from the Suva 2003 Games, and subscriptions from members. We have paid expenditures, accommodation and air fares and the balance of the expenditure are being picked up by the 2003 Organizing Committee for the Suva 2003 Games so there were no costs for our assembly in 2003.
Treasurer - Flag hire is a charge that occurred as a result of discussions with the Suva Organizing Committee. The Council purchased all the flags from Guam and Norfolk OC's and also purchased the flags from the Suva Organizing Committee which cost $57,000. We now have an inventory of flags. These flags are currently all identified in steel boxes with full identification as to all countries in storage in Suva. The organizing committee at each game will be asked; to meet the hire and transportation cost of the flags and to replace any missing ones so that we have a continuing inventory of member country flags. We are writing off the flags over 12 years or over six consecutive games. Not all Countries have paid their Games participation fees. We discussed these with the Organizing Committee and we believe that in future games we will have a better administration process by requiring them to be paid as part of the DRM process. . Not only are there participation fees outstanding for the Suva games but there are participation fees outstanding for the Norfolk and Guam Games and those invoices and statements will be available tomorrow morning when you come here. It is the Council's policy that everyone should pay those fees. Everyone who attends the games must pay their participation fees. That is the policy that I have been asked to implement it by your Executive Committee.
Sir John Dawanincura (PNG) - On the same issue, what is the total that is outstanding? And will the countries with outstanding fees be allowed to participate if they don't pay in the next games?
Treasurer - I will pass that back to you and I'll ask you confirm a final date by which members must account for these to Council. I suggest we agree that when we all come to Palau Games that nobody should have any outstanding fees and that in Palau everybody will pay as part of the DRM process of team registration.
Leoa Akeripa (Samoa) - Just a couple of points. First the issue of outstanding participation fees, as you have explained clearly in the accounts I think you can't expect the country's especially some of the country's have change on National Olympic Committee or South Pacific Games during that period. What I am suggesting is that we either write off the Guam fees at least because that is over 12 years and I think it is up to the council at those intervening years of the games before them to ensure that the participation fees are being paid up before they participate.
Ricardo Blas (Guam) - Guam whole heartily agrees with your position regarding the financial obligations. As you pointed out it is not fair for everyone around this table and we all sit equally and you know we all have obligations and you know certain economic conditions do exist but the decisions to participate fall on the representative NOCs and we have to make those choices. We were really starting to build that fund and it was really important because the Council generates its funds based on what the member countries contribute. It is really important to understand and maintain that structure.
Leoa Akeripa (Samoa) - Mr. Chairman I did not request to write off any bad debts. The issue that I was trying to put forward is the policy we have to adopt for future participation fees and when you enforce that. I am not proposing that these countries genuine owing money don't have to pay up. What I am proposing is that we should have enforced outstanding participation fees in Fiji for Guam. I was just trying to highlight the 12 years because it's a long time to expect a South Pacific Games country to continue to hold the money. I'm suggesting that we make a policy and enforce that policy in the Palau games. That is all I am proposing that we agree from now on we don't carry debts on after the main games or the mini games hence there will be no outstanding participation fees.
Chairman - The Treasurer just alerted to you that the Fiji Games brought to light some anomalies in our administration and we intend to tighten up on those issues to ensure that the fees are paid before teams take part in the games. If you are not in good financial standing then you should not be allowed to take part.
Treasurer - Are there any other questions on the 2003 accounts because I wish to move to receive them.
I would like to move to receive the financial statements for the year ended 31st December 2003 subject to the changes as noted.
Motion received, seconded and adopted unanimously.
EXECUTIVE BOARD REPORT
Power Point Presentation
Secretary General - Mr. Chairman there is an executive board report in your packet. The Executive Board (EB) has met three times since the election in July: during the Suva Games on July 8th, on September 30th in Suva in 2003 and for a third time in Suva on January 23rd 2004, with a visit to Samoa. During the meetings, the President appointed the following committees and members. The Charter Review Committee is compromised of eight members. The Chairman is John Tierney (Cook Islands). The members are: J.B. Fukui (New Caledonia), David Tupou (Tonga), Leoa Akeripa (Samoa), Sir John Dawanincura (PNG), Baklai Temengal (Palau), Robert Steffy (Guam) and J.D. Maharaj (Fiji). The interpreter is David Boyd (New Caledonia). The 2nd committee is the Sport Committee compromised of four members. The Chairman is JB Fakui (New Caledonia). The members are Lyndall Fisher (Fiji), Bill Keldermans (Palau) and Niko Palamo (Samoa). The selection of committee members was based on Lyndall's work experience from the Suva SPG, and Bill and Niko as the Sports Directors of Palau 2005 South Pacific Mini Games and Apia 2007 South Pacific Games. David Boyd (New Caledonia) is the interpreter. The third committee is the Marketing Committee, comprised of John Tierney (Cook Islands) Chairman and three members; Atma Majaraj (Fiji), Paul Ryan (New Zealand) and Va'a Potoi (Samoa). The next topic is Finance which the Treasurer just finished discussing. It is important to understand that the EB had resolved to; open a US dollar checking account, establish proper finance management procedures, financial year is the calendar year and to improve the payment system for the participation levy in the Palau Mini Games. Number four in your report is a printed copy of the 2004 SPG Council Directory. I also sent an electronic copy to all the members. Within the year we hope to open a website through Sporting Pulse. A SPG Council logo contest opened in the middle of October and closed in at the end of January 2003, with five designs submitted. After my report, we will look at the logos. They will be given to the Marketing Committee for review. Concerning WADA and a drug policy the EB resolved to strengthen the Council's obligations as owners of the South Pacific Games. Later in the assembly will be a discussion on Bid Documents and Host City Agreements. At lunch today, the EB will be meeting with the bid cities for the 2009 South Pacific Mini Games and in that meeting with Wallis and Futuna and Cook Islands delegates will be discussing the Host City Agreement and other bid documents. Our Treasurer has drafted a Business Plan which includes Mission and Vision Statements, stakeholder structures, objectives, budget, finance, marketing, sponsorships and broadcasting television rights. It is in your packet, so please read it. John has done an excellent job drafting the document, and it will also be discussed today. The EB also decided that we will only travel using the lowest economy affairs available and accommodation and meals will be paid after the production of invoices and receipts. Within that same policy we decided that in all claims the Treasurer must approve the President's and Secretary General's claims and the President or Secretary General must approve the Treasurer's claims. And, lastly the EB resolved that in the near future that we would need to hire a part-time staff and in the long run open a SPGC Secretariat or office. Thank you.
SPGC Logo Contest
Power Point Presentation
Five logos were presented to the Assembly. Robert Graham (Cook Islands) reviewed four logos submitted by artists from the Cook Islands and Takitoa Taumaoepeau (Tonga) reviewed his logo. It was agreed that the Marketing Committee would review the logos.
BUSINESS PLAN
Power Point Presentation
Treasurer - In your papers you have the business plan. I am going to take you through my presentation and I'd like to identify issues and allow you to comment on them, Opportunities where we can achieve greater participation and influence the direction of this organization, setting out a strategy a plan for our future.
The power point presentation extracted the main bullet points from the circulated Business plan. Copy attached with these minutes.
Comments during the presentation included;-
o Marketing plans must recognise the existence of the IOC Sponsorship program that many NOC's are already contracted as a party.
o The plan goes together with the budget
o Member's fees. Delegates were concerned that the impact of increasing fees could not be absorbed by some SPGA's in particular the non-NOC members.
o Some members expressed concern if they were being asked to consider policy changes as they could not consider the policy without first referring to their Executive board. The Chairman confirmed that the plan described the way the Council would be managed by the Executive Board in the next three years.
o The proposed option to increase revenues through increased members' fees was not considered an option by many delegates. Noted that such a move would require the approval of the members in General Assembly and there was no plan to propose this increase. The increase in fees was deleted from the plan.
o Consideration is to be given to holding a Business Planning workshop at some stage in the future.
o The Plan is a statement by the Executive Board of the way in which the board intends to manage the SPGC. Authority and control always rests with the Council
Chairman, I'll just ask you by show of hands if you are in principle in support of the Business Plan.
Mr. Chairman confirmed that the Assembly supports the Business Plan.
FINAL REPORT SUVA 2003 SOUTH PACIFIC GAMES
Power Point Presentation
Dr. Robin Mitchell (Fiji) - Dr. Mitchell presented a 20 minute power point presentation on the final report of the Suva 2003 South Pacific Games including; games organizing committee, main operations centre, sports policies and operation, results and technology, competition management sport by sport, venues, sponsorship/marketing, public relations, games villages, games support services, government coordination, ceremonies, transfer of knowledge and legacy of the games.
Chairman - Thank you Dr. Mitchell and the games organizing committee, especially for the transfer of knowledge to Palau and Samoa. I know that it will help with the organizing of the South Pacific Games and will help save a lot of head-ache. I guess we all want to learn from the experiences of others and you would consider the Suva Games to be a success. We as a council appreciate some of the legacy that you're leaving behind to help all the Council members in the future. As the council we appreciate your effort in lifting the bar in the organization of the Games which showed not only to the people who visited but to people on the wider world community in what we the island nations are capable of. For the duration of the games, I understand that 70 million television viewers were focused on the South Pacific Games that was taking place in Suva. Thank you for viewing and focusing the SPG to the wider world community.
PROGRESS REPORT: 2005 PALAU MINI GAMES
Patrick Tellei - Chairman, Organizing Committee (Palau) - I was fortunate to be selected as Chairperson of the Organizing Committee for the South Pacific Mini Games in 2005. You have in front of you our report with an official logo of the games. I want to inform you that we ask for the games, you agreed, and of course as a nation we are grateful, we've organized, we're excited, we're committed and we ready to host.
Video Presentation
Patrick Tellei - Chairman, Organizing Committee (Palau) - We are hosting the 9th Festival of the Pacific Arts. Members of this Organizing Committee are closely working with the organizing committee for the Festival of Pacific Arts. When the festival is over their volunteers will join us.
Sir John Dawanincura (PNG) - We have an official request from our Netball Federation of Papua New Guinea asking the Organizing Committee to consider adding to their program the sport of Netball.
Va'a Potoi (Samoa) - Eligibility for Softball, especially should be eligibility that is recommended by the IF which is the International Softball Federation. Thanks.
Chairman - If I can respond to that, I don't think it's a matter for the Organizing Committee. Eligibility as per the Charter will prevail.
Ricardo Blas (Guam) - Thank you Mr. Chairman. Mr. Tellei I think this should actually go back to the Chairman and I was just going through the Manual and in respect to the medals in some statements says medals were meant to follow the rules stated at the SPG Charter. I think it all comes right back to the issues that where they have 3 categories and they awarded the three categories but if we follow the IF rules they only awarded one medal.
Chairman - I think the Charter is much clearer in how the medals are to be awarded. If you look at the Sport Program side of the Charter it will translate the question but we will take that matter up with the organizing committee.
Sir John Dawanincura (PNG) - Thank you. In your bid of presentation the per diem was $5. I believe the per diem is now $20. I'm sure the response might come that it was stated in that maybe at least $5. Where do we draw the line with inflation and flexibility? If the bid document specified $5 that obviously would have influence on the voting. The question I'd like to ask Palau to ensure that they will not make any change in the per diem because they were selected from the understanding that there will be a $5 per diem that was the commitment that was made by Palau.
Patrick Tellei - Chairman, Organizing Committee (Palau) - Thank you. As chair of the Organizing Committee we would not reject any offer of any country that would support us with a $20 per diem. In higher education, before you enter into an agreement you sign a binding agreement saying if you are selected, you are selected on this basis. I think it's very well said and clear and that should be it but my request stands.
Chairman - Patrick, before we move off the subject if I must ask for clarification what you were saying is that the per diem is $5 but if anyone wants to pay $20 you'll accept that. The per diem as committed by Palau is $5. Is the Assembly clear on that?
Voices - Yes.
Patrick Tellei - Chairman, Organizing Committee (Palau) - Yes.
Chairman - On behalf of the South Pacific Games Council, I would like to thank you for your presentation and wish you and your committee the best of luck and if you in need of any help just feel free to call any of us.
PROGRESS REPORT: APIA 2007 SOUTH PACIFIC GAMES
Leoa Akeripa (Samoa) - Thank you Mr. Chairman. I suppose you all got a report. Our Organizing Committee, and in particular the Government of Samoa, had been very committed in providing and putting the facilities together. Also our Samoan Sports and National Olympic Committee have been working very hard with the Authority which as I reported last time was put together through an act of Parliament in 2002. The dates are 23 August - 5 September 2007. We set those dates in line with our school holidays and also we got assurance from the Universities that they will put their semester break at that time of the year.
We do have ironing up to do on our structure and our various committees, but they are falling slowly into place. The Ministry of Youth Sport & Culture was evolved and combined with Ministry of Education, Sports and Culture. What it amounted to was our former Minister unfortunately has moved to another Ministry, now we have to educate our new Minister on the workings of our sports and in particular putting together the SPG for 2007.
The venue of the Games Village is in our National University and Polytechnic. We already have the soccer field and just last month we had our ground breaking for our new gymnasium for boxing and weightlifting to be completed in 2005. We have also tendered out our new Lawn Bowling and other facilities, outdoor training facilities for netball and volleyball. The park sport complex will be the other venue, and if we don't finish our new stadium, or we won't find funding, will be where our opening and closing ceremony will be held, so as the rugby and touch rugby. The other venues I have listed out are already in place which we just have to do some renovations. The sports program we hope to work very closely with our Sports Committee. We would like to finalize the sports next year if we can in our cultural meeting. This will help our Organizing Committee in preparing the facilities and you to prepare your teams. I have put in sports for our athletes with disabilities because we have a strong feeling that it should be part of the games. I know it wasn't done in Fiji and we would like to ask the Council to make a ruling on that. I know it is in the amendments to help not only our Organizing Committee but to every country if they wish to participate in the athletes with disability.
Finally, I would like to thank Fiji, especially Dr Robin Mitchell and all their Organizing Committee for the games in Fiji. It has been a real experience for all of us and it has been a huge challenge to us to ensure that we maintain a high standard set in every aspect of the games. And finally we would like to support the review of the charter, and the review of the sports program and the marketing. And I would like to thank the executive for the fore sight and the drive they had put into it. I'd like to also acknowledge the visit by Dr. Robin Mitchell and the CEO of the 2003 SPG Organizing Committee to Samoa. I would like to acknowledge the first visit of one of the SPG country Tahiti to inspect our facilities. Ladies and gentleman that is my report. If you have any questions?
Sir John Dawanincura (PNG) - The first question is with relation to your Organizing Committee. What is the difference between the SPGA, the Authority and the SP Organising Committee? It looks as if the Organizing Committees is going to be reporting predominantly to the Ministers before it gets to the Cabinet. We granted the games to Samoa NOC. So I can see some dangers with relations to decision making processes and then the will of the government and not the sports people. My second question will deal with the new proposed US$50 per diem. You don't mention anything in your report on that. Thank you.
Leoa Akeripa (Samoa) - You've seen the structure and that's not the first time I've presented it. As you see we have two main committees. The Organizing Committee hopefully will look after the operation and then the management of the games. We have a corporate plan and the organizing committee will be the one's who will be organizing the games. Facilities committee will be putting together all the facilities. The Authority is government appointed. Well it's not from the government it was through our advice right from the start. When we won the bid and we put together either the company or an Authority, and the government opted to have an Authority. The legislation mainly ensures that we can host the games and have the funds available, with guaranteed government commitments to underwrite the games. That is the main reason why we have that Authority because we are not sure we can put together a marketing package that Fiji. As for your reservations for the control of the games under the Charter was given to SASANOC. We have given that right under the Charter to the Authority. We have 3 members of the board. We will let you know if we have any problems. I assured our executive last time they visited I think each country has their own ways of doings and managing the games. I can assure you that we will manage the games our way and hopefully it will be a successful one.
Sir John Dawanincura (PNG) - Mr. Chairman, just the last question?
Leoa Akeripa (Samoa) - That still stands. I said in my report all the sports we had in our bid documents and our $50 stand. Hopefully we can reduce it. So we certainly won't increase it but at the same time I appreciate Palau's problems or something we can look at in our Charter because four years is a long time and the situation financially in the world over. Maybe we can put a ten percent variation to give that question to the organizing committee. I think eight years ahead current financial situations can mean a lot by the loss or the failure of the games.
Sir John Dawanincura (PNG) - Mr. Chairman the last question was that with relation to which Charter applies to Palau and Samoa.
Leoa Akeripa (Samoa) - I think that's the question that you have to address to the President and the Executive but if you read the minutes of the last council meeting in Fiji we abide by the 12th edition at this time and until at such time we agree on the amendments the Samoa Organizing Committee will abide by that edition.
Steve Finau (Tonga) - The question was I want to go back to what Sir John was addressing regarding the SPG's Organizing Committee. Does the Authority have any authority over the organizing committee?
Leoa Akeripa (Samoa) - Yes, the Authority has the authority over the Organizing Committee. But as I said three of us are in the Authority. We hope we can work around the Samoan way to convince our members. I think it's surfaced in the media just before we left about the appointment of the Organizing Committee but we manage to sort it out. But as far as the line of authority is concerned the Authority has the authority to get the funding and to ensure that we have the funds for the games. Hopefully we will be working through a corporate plan. We will be working through that to ensure that your fears will not come true. I would like to assure you that the current situation will be adequate for us in putting the games together.
Steve Finau (Tonga) - Just an addition to how you structured the SPG Authority, you mention you have three members of the Olympic Committee. What are the other members going to represent?
Leoa Akeripa (Samoa) - I got that in my report. As you see the Minister of Works as Chairman and Co-Chairman is the Minister of Education. The other members are from the Public and Business Committee, the Ministries involved with Treasury, the Attorney General to help with the legal side and also the Ministry of Works to help with our facilities.
Chairman - When we were in Samoa we had a meeting with the Prime Minister and his Ministers. What you are raising is a similar concern of what we explained to the Prime Minister on the set up and how the SPG Council operates. The Prime Minister gave us his commitment that if we needed to he would change the legislation to accommodate us. But all we wanted was an assurance from him that they will allow the NOC to run and organize the games. But because the government is underwriting the games they want to have some overview of what the Games Organizing Committee is doing. Other than that I don't see that the Executive Board is quite convinced that there will not be unnecessary interference from the politicians.
Dr. Robin Mitchell (Fiji) - Thank you Chairman. These are mainly my recommendations that relate to both Palau's and Samoa's comments. One of our recommendations was that the minimum per diem will be US$40. We recognized that we put a lot of pressure on the organizing committees or bidding committees by getting them to put a very low figure which really is not realistic in terms of economics of all of us. Our recommendation which is with the Council is that you look at the minimum of US$40. Palau is coming in half that quotation which I was realizing was not an unreasonable request based on what we were expected to host on behalf of the SPG Council. In terms of the recommendations relating to the organizing committee our view was that the charter that should operate for the organization of the games should be the most recent charter and not the charter when the games were awarded. That creates problems because it's out of the date. So as you update your charter it should apply to the organization of the next games.
Bill Keldermans (Palau) - Mr. Chairman. How flexible if any are the dates for the Samoa games? In our region this is the beginning of school?
Leoa Akeripa (Samoa) - Thank you Bill. The dates are set. We can't move very much at this time. Our education department is putting together holidays. And also our National University, Technical Institute and every body have scheduled their holydays.
Bill Keldermans (Palau) - We start school late August, it could be a problem if you would stick to those dates.
Chairman - Any other comments? Thank you very much. Keep it up and good luck with the games.
Leoa Akeripa (Samoa) - Just one other comment I just want to point out that there has been very little response to the Sports Participation Questionnaire. If we don't know what sports you will like to participate in and we will have to take a calculated guess. In the meantime we will push that the deadline for entries and names will be much earlier than the normal 6 months. Thank you.
Chairman - Thank you. It's a very valid point that you have raised for planning purposes. The organizing committees need to know as far as possible the number of athletes and sizes of delegations. Had we known that the number of initial registrations of 5500 for the Suva games was going to be around 4000 we would not have ordered so many beds, sheets and pillows. So please when you're completing those forms try and be as accurate as possible can. Don't inflate your figures for the sake of inflating them.
HOST CITY AGREEMENT
Power Point Presentation
Treasurer - Made a Power Point Presentation and spoke on the proposed Host City Agreement which was circulated to the Delegates. The Host City Agreement is one of the areas we want to move forward on. The importance of a Host city Agreement was explained in some details. The Agreement was designed to strengthen the position of the Host SPGA whilst at the same time very clearly explaining the roles of the Host SPGA Government, the Host SPGA, the GOC and the Host City. The Agreement covered in detail all the areas of Organisation, Administration and Games Delivery requirements. The intention would be for Host SPGAs and other stakeholders to execute the Agreement soon after winning the Bid. We actually provided a Host City draft agreement to Samoa National Olympic Committee and we are working towards the positions where we can sign up an agreement in respect to hosting games. Two of the bidding cities, Wallis & Futuna and Cook Islands, have drafts of the proposed Host City Agreement. After detailed explanation of the important aspects of the Agreement comments/questions were invited from the floor.
Chairman - Thank you John, before I open the floor I just want you to know that the intention here is to strengthen the position of the NOCs. I'm sure Ken Tupua and Ric Blas will tell you that when you bid for the games it is the NOC bidding but when you win the bid the government takes control of the games and leave the NOC aside. What we are trying to do is strengthen the position of the NOC. The document clearly states the role of the NOC, the role of the government and the role of the organizing committee. They will all understand before the bid is determined that should my NOC win the bid what is the government role. I open the floor to comments. Rick.
Ricardo Blas (Guam) - Mr. Chairman many of us also have to take the documents back to our committee. Give us a timeline to respond and if there is no response then the response will be taken back as a yes in support of the document otherwise this meeting will continue and drag. And then the second question I have is that should these documents be adopted and tomorrow the decision is made by the next host city/country will that take an effect with the awarding of the next games?
Leoa Akeripa (Samoa) - I would like to reiterate what I said before. I think it is our organizing committee in particular and our NOC that will be affected. I would like to assure you that we would like to see an adoption of the agreement but at the same time I would like to suggest you give everyone the chance to have a look at the documents. I think we need next year at least before we are committed to event and sign. I just want to make that comment that we supported but we certainly do need time from our side as well.
Chairman - John has already said that it'll be put on the website but for the time being it is not compulsory. We were giving the host city an idea of what that involvement is and I know in some cases that they are using it as a tool to tell the government to back off a bit. It was suggested that we bring it up again next year. We can bring it up for adoption but what we telling you is this is the way we are moving forward, the way we're defining the role of the government, the role of the NOC and organizing committee so that the people are aware of what their particular roles are.
Ricardo Blas (Guam) - Just a support of the Executive Committee who is in charge of putting this document together. For the council I feel that if we are going to be a major contributor to this that that we take an active role and take a look at the documents. If we have some concerns we address it so that next year we are not sitting around here and re-hatching the same thing. That's all I'm asking and maybe next year we are ready to act on it.
Chairman: Thank you we take your comments on board and agree that it is advisable to give you the opportunity to study and discuss the document with your respective SPGAs.
We will bring the Agreement at the next General Assembly for consideration. In the meantime if you have any comments, please direct them to John Tierney.
REGIONAL GAMES
Chairman - The next item is Regional Games and the South Pacific Mini Games. I'll just take a minute of your time. It was suggested that the South Pacific Council may want to take control of the regional games the Micronesian, Melanesian and Polynesian Games. We, the Executive Committee discussed the issue and wish to leave the regional games to each of the regions. We believe that the SP Mini Games and South Pacific Games are enough for us to manage and to organize. Are there any views to the contrary? No, thank you. Next item, the Arafura Games.
ARAFURA GAMES
Salei Cohen (Director of Events) of the Arafura Games explained that the games would be held from 14-21 May 2005 in Darwin Australia with 31 sports. A 10 minute video presentation was made, with a short question and answer section. She agreed to send on Council members an updated games brochure.
MELBOURNE 2006 COMMONWEALTH GAMES
Power Point Presentation
John Tierney - Area Vice President (Oceania) - Melbourne 2006 is another games opportunity in our region. When you realize it, it wasn't really a long time ago that the Sydney Olympics on our region and we now have Melbourne 2006. It is the 15th - 26th March 2006. It's a 12 days inclusive of the opening and closing ceremony. It's being held summer time, Melbourne extreme conditions will commence and if anyone has been down Melbourne for the Australian Opens, very hot and very dry. It is a great sporting event that is occurring there - 16 sports and 24 disciplines. The sports program will be a wide range of sports events through to netball and rugby 7's, 12 have been cross up sports and primarily in swimming and athletics will be the two main events. There are amazing sports venues down in Melbourne. They are going to use the river as a highway between downtime Melbourne and the sports using dedicated boats to transport the teams and athletes. There is going to be two new pools enclosed together, a new state netball centre and hockey centre. Relays are being worked on at the moment with intentions of going through every country so all the Commonwealth countries and Oceania will have a chance for the baton relays in coming year in 2006. The Victorian and Australian Governments are very determined to make this a very cultural programme and there will be a very strong Oceania impact on that cultural programme. Travel grants are being worked on and I do have some information that some of you would like to have a look. I could give you spread sheets which will show you how it's being worked out. You may all be aware of this is very keen to have your comments, start make appointments and assist the organizing your team going to Melbourne. Taking advantage of some of the opportunities that are coming up also, youths games, television and ticketing are obviously going to be significant. I do have some information here on the website for the youth games. As you know Andrew, Programme Manager of CGO Relations, is keen to get in touch with you all. This is his presentation and as he wasn't able to come but he's looking forward to all your visits to Melbourne. Thank you.
DETERMINATION OF HOST FOR 2009 SOUTH PACIFIC MINI GAMES
Cook Island Bid Presentation
Honorable Peri Vaevaepare, Minister of Sports; Tiki Matapo, President of Cook Islands Sports and National Olympic Committee (CISNOC); Marie Allan, Athlete and Rosie Blake, Deputy Secretary General (CISNOC) comprised the presenters for the Cook Islands Bid Committee. The Cook Islands Committee bid package was give to all Council members (attached) and power point and video presentations were made. The games would be held in August 2009. The list of sports is: Athletics, Boxing, Canoeing, Cricket, Football, Golf, Lawn Bowls, Netball, Rugby Sevens, Sailing, Squash, Tennis, Triathlon, Beach Volleyball and Weightlifting. The per diem was set at USD 25.00 to 35.00.
Wallis and Futuna Bid Presentation
Petelo Sanele Tauvale, Minister for the Sports; Albert Likuvalu, Politic President; Christian Job, Prefect, Higher Administrator of the Territory of Wallis and Futuna Islands and Viane Hoatau, President of Wallis and Futuna Sports Committee comprised the presenters for the Wallis and Futuna Bid Committee. The Wallis and Futuan Bid Committee bid package was give to all Council members (attached) and a video presentation was made. The games would be held in September 2009.
VOTE
Chairperson - I will now get the Treasurer to make the roll call. As he does the roll call, the Secretary will issue your ballot papers and then you will write your decision. Decide and say whether you want to meet in the Cook Islands or in Wallis and Futuna in 2009.
Treasurer - All 20 members present at the meeting are current with their subscription fees and may vote.
Secretary General - Each country and territory will be given 2 votes each, and the voting will be done by who is current and have paid their dues as of 2004. On your ballot, will you please write either Cook Islands or Wallis and Futuna.
REVIEW - PALAU 2005 SOUTH PACIFIC MINI GAMES PER DIEM
Chairman - Yesterday, we had some discussions on the per diem for Palau. We have had further representations from Palau Olympic Committee asking the Council to review the suggested $5.00 per diem. The Executive Board met this morning, and the Executive Board is of the view that we should place this matter before the General Assembly for discussion and reconsideration.
Bill Keldermans (Palau) - We really appreciate the Executive Board giving us an opportunity to discuss this matter this morning. We had asked for $20.00 but we will settle for something in between $20.00 and $5.00. We would like to have $20.00, which we think is still very reasonable. We said we will would keep it as low as we could at $5.00 that was the original bid.
Ricardo Blas (Guam) - I guess the question that we should really ask ourselves is to what degree do we really want the organizing committee to bring the standard of having to provide for our athlete. I would like to reconsider this cost because there's going to be a possible impact into the delivery part and I want to make sure that nothing is compromised for our athletes.
David Tupou (Tonga) - I'm very sympathetic on this request, on the other hand, I think we must go back to when the bid was made. I feel sorry for Cook Islands. This bid of $5.00 must have swayed a lot of countries. The vote at that point was made based on the $5.00 bid. I'm sympathetic to the request that $5.00 is not enough but they got the vote because of the $5.00 per diem rate.
Bill Keldermans (Palau) - I would like to say that I don't think we won the bid because of the $5.00. As for what Ric said on bringing the level of services down if this request is not permitted, that will not happen. We will do what needs to be done to get it there. Thank you.
Sir John Dawanincura (PNG) - I would just like to say, like David, that we are sympathetic with relations to the request. However, as a matter of principle, I would like to state and set out precedent now. Maybe we should seriously consider recommendation made by Fiji or have a ceiling and say if you are going to increase; it should not be more than 10%, either way, in that way we set a ceiling.
Chairman - As stated yesterday that in the charter review we are trying to address this issue so it doesn't happen in the future. We got the issue at the present time, as a member of this Council, Palau, has made a request to us, and we are giving the opportunity to this Council to decide one way or other. We have to resolve this, so the only way is to give you the opportunity to decide whether we stay at $5.00 or whether you want to consider Palau's request in raising it to $20.00. Am I correct, Palau?
Bill Keldermans (Palau) - We will settle for $15.00.
Chairman - The request from Palau is for this Council to reconsider the per diem for the Mini-Games in 2005 and to raise it to $15.00. I will take it by show of hands all those in favor of raising it to $15.00. Two votes per country. The per diem is increased to $15.00.
Assembly approved to increase the Palau 2005 South Pacific Mini Games per diem from $5.00 to $15.00
HOST OF THE 2009 SOUTH PACIFIC MINI GAMES
Chairman - Ladies and Gentlemen, the Assembly has made a decision as to where we will meet in 2009 for the South Pacific Mini Games. It is my pleasure to invite you for the 2009 South Pacific Mini Games in the Cook Islands. Wallis and Futuna and your delegation, thank you very much for your presentation. Cook Islands, good luck with the games, I know you will put on a good games. The votes were as follows: Wallis and Futuna - 15 and Cook Islands - 28. With your concurrence we will ask the Secretary General to destroy the ballots. Moved by Guam, seconded by FSM, and the motion was carried.
Cook Islands was selected as the host of the 2009 South Pacific Mini Games.
CHARTER REVIEW - WORKING COMMITTEE OF THE ASSEMBLY
The Chairman, convened the Assembly into a Working Committee on the Charter and handed the meeting over to the Chairman, Charter Review Committee
Chairman, Charter Review Committee - The Charter review committee met prior to this Assembly and now seeks the assembly input.. The Committee has recommendations to present to this Workshop and by the end of the workshop session we want to be able to report back to the Council and say that we accept the principles in the following articles (as listed) and that we could not reach agreement on these other principles, (also as listed).
With the help of Brain Minikin the clauses that you agree to will be recorded on screen in the Power point format so that the assembly will vote on them. The list of agreed clauses is attached. The new charter will be able to be adopted at the next assembly in Palau in 2005. In respect to the Games in Palau and Samoa the 12th edition will apply. If we are able to finalize and agree on the new edition, Samoa can elect to operate under the new charter. We would like to start the discussion on the Sports Program.
Power Point Presentation
Each Article of the proposed charter was read out, discussed and agreed. Brian Minikin recording the list of articles approved in principle (attached).
Article 22 Discussion. Sports Program. I will read it to you. "The program of the Pacific Games shall consist of a maximum of 28 sports of which the following 12 would be compulsory:" And these 12 sports are:2004 SPGAssembly Draft Minutes07April05 football, athletics, basketball, beach volleyball, golf, Va'a, swimming, tennis, volleyball, weightlifting, table tennis and rugby 7. The second part of that clause talks about optional sports and it says, "The program shall include up to 16 optional sports" A long discussion followed over whether or not 28 was a good number to work with. Some delegates believed it was a good number because it was manageable. The Fiji Games had 32 events and it was recommended after those games that the number be reduced.
Samoa moved to accept 28 sports. Palau seconded.
The Assembly approved 28 sports for the South Pacific Games - Motion Carried
Compulsory sports
Another long discussion followed concerning the increase in the number of compulsory sports and on what sports should be included on that list.
A paper was passed around listing the Suva games sports and the number of countries that competed
Dr. Robin Mitchell (Fiji) - There is several reasons for taking up this recommendation. First in terms of sports development we recognize that there are certain sports, that irrespective of which games, there are always a significant number of entries from countries. It helps the SPGA's preparing their athletes, it helps the organizing committee in terms of ordering equipment in advance, knowing the program helps the organisation and planning, it also helps the sponsors and sponsorship program, and it makes the games less expensive to run.
Chairman, Charter Review Committee - I draw you to the conclusion our compulsory sports program. We've deleted boxing, replacing it with table tennis. You're all nodding around the table saying it's a good idea. I now suggest you do accept the recommendation of the Charter Review Committee in terms of the compulsory sports. Are you all in favor?
The Assembly approved 12 compulsory sports of football, athletes, basketball, beach volleyball, golf, Va'a, swimming, table tennis, tennis, volleyball, weightlifting and rugby 7 would be compulsory. Boxing was deleted from the compulsory list and table tennis was added making a total of 12 compulsory sports. Motion Carried.
Chairman, Charter Review Committee - The programme of the Mini Games will comprise of a minimum of five sports and a maximum of 15. Fifty percent of the sports will be selected by the compulsory list and the same from the optional. Everybody says that that's a good principle to adopt.
The Assembly approved the programme for the South Pacific Mini Games and the games would be comprised of a minimum of 5 sports and a maximum of 15 sports, with fifty percent of the sports selected from compulsory and the rest from optional. Motion carried
Article 24. Eligibility. On the eligibility issue the review committee was not able to offer a unanimous recommendation to the Assembly. We have considered the options as residential, citizenship and IF Rules. We did favour the International Federations rules and we have concluded that it maybe too complex. We recommended either a residency or citizenship with residency.
The same issues effect Palau and Samoa, the 12th Edition is the binding charter, however Samoa is interested to clarify this issue and agree to it. Accordingly Samoa will negotiate with the Council to adopt this new provision. Everybody agrees Palau will have to operate with the 12th Charter.
The meeting considered the IF rules option, noting the Soccer precedent has been adopted by this Council. We have accepted FIFA rules for eligibility under our 12th Edition charter. Agreed, this provision must prevail as to the sport of Soccer.
The Assembly discussed the two options in detail. There was no clear consensus. It was agreed that our current Charter accepts IF Eligibility rules in the sport of Soccer, and residency in all other cases. The simplification of residency was an issue for SPGA's and it was agreed that we seek a simple, clear definition of Eligibility. The Charter review Committee was asked to reconvene to consider the points raised by the Assembly and to secure a satisfactory solution and wording.
The Charter Workshop Committee concluded and reported back to the Assembly that the Committee had completed the review and made recommendations and reached agreement on most of the clauses of the new Charter as outlined in the Brian Minikin recorded power point document.
Chairman - Thank you everybody. We will need to adopt the final document at the next General Assembly next year in Palau. I take it therefore that this General Assembly is happy to accept the recommendations of the Working Committee as noted.
The Assembly adopted the recommendations of the Working Committee on the Charter review as outlined and as listed in the PowerPoint presentation as recorded by Brian Minikin. Motion Carried.
OTHER MATTERS
JB Fukui (New Caledonia) - We would like to know as soon as possible if the 2011 South Pacific Games bid presentations will be part of the agenda for the 2005 General Meeting in Palau?
Chairman - Your comments are taken on board and will ensure we comply with the Charter requirements. I will look at the charter and I will communicate the decision with all of you within the next 2 weeks.
Secretary General - Next year's General Assembly will be held in Palau on Sunday 31 July 2005 at this venue.
CLOSING REMARKS BY PRESIDENT
The Chairman thanked all those who helped in facilitating the smooth running of the meeting and the fine work of the Palauan hosts. He reminded all delegates to assemble in front of the hotel in 15 minutes to board buses to take them on a tour of venues to be used in the Palau 2005 South Pacific Mini Games. He wished all delegates and guests a pleasant trip, safe trip back home and see you next year in Palau.
There being no further business the meeting was adjourned at 4:30pm.
Signed as a true record of the business of the 2004 Assembly in Palau.
_____________________________________ _____________________________
Vidhya Lakhan DATE
President
Last Modified on 11/12/2008 08:41