Draft EB Meeting Minutes
Vidhya Lakhan President
Jim Tobin Secretary General
John Tierney Treasurer
1. CALL TO ORDER
The President called the meeting to order at 8:30am, Sunday, April 03, 2005.
2. CONFIRMATION OF MINUTES - The minutes of the August 16, 2004 SPGC Executive Board (EB) meeting were reviewed and confirmed.
3. BUSINESS ARISING
Budget - 2004 SPGC Budget tabled as attached to Minutes.
4. OLYMPIC SOLIDARITY GRANT
The President confirmed that the Oceania National Olympic Committees (ONOC)
would provide SPGC an annual US$25,000 Olympic Solidarity grant for the 2005-2008 Olympiad period.
The EB resolved to establish a temporary SPGC Secretariat office at the ONOC office in Suva, Fiji and hire an Executive Officer funded by the grant. Treasurer agreed to submit a budget to ONOC and have the funds released to the SPGC USD account.
The EB resolved to request that the SPGC Treasurer receive all Olympic Solidarity grants for SPGC and GOCs of the South Pacific Games and South Pacific Mini Games directly from ONOC and then distribute to the GOCs. The total amount of the Olympic Solidarity grants is US$75,000 per year.
5. FINANCIAL REPORT
Received historical financial statements or period that the EB had no control or history. Receivables are a matter of record.
Moved financial statement for 2002 be adopted and signed by the President
Moved to receive and adopt 2003 audited report and financial statement and signed by President.
Tabled 2002 and 2003 accounts which were adopted by EB, to be revisited in next EB meeting.
Agreed that Treasurer will meet with CEO of Suva 2003 SPG within 30 days and resolve flag hirer and usage.
6. SPORTING PULSE AND GAMES MANAGEMENT SYSTEMS
Brian Minikin, ONOC Regional Sport Officer, discussed the issue of ownership and official support of Sporting Pulse solutions.
Moved to place Sporting Pulse management system into the Host City Agreement, including Apia 2007 South Pacific Games agreement draft, with GOC paying for system and training and any improvements belonging to SPGC.
Appointed Treasurer to negotiate with stakeholders use, licensing, ownership, marketing, and revenue of games management system, websites, online database and results. Negotiate with Sporting Pulse, ONOC, OSFO an accord of ownership, marketing and revenue sharing.
7. COUNCIL HEADQUARTERS
Moved to accept ONOC offer to set up temporary headquarters. Refer decision on permanent site of headquarters until the 2005 SPGC Assembly. Proceed to open temporary office in ONOC Secretariat in Suva, Fiji.
Agreed that President and Treasurer would draft job specifications for Headquarters Executive Officer and to advertise position before the end of April.
8. GAMES ORGANIZATION MASTER PLAN
The Games Master Plan to be drafted by Simon Toulson, IOC, had not been completed. President requested that Secretary General e-mail Simon and ask for the major topics of the Master Plan and any other information. Will Glenwright, Australian Sport Commission will be asked to draft the Master Plan.
9. COMMITTEE PROGRESS REPORTS
Charter Review Committee - Chairman will circulate new draft, through the website, for a 10 day review by committee members. President requested that the final document be released to Council members by April 24. Chairman will need to get committee concusses on revised charter with eligibility options 1 (IF rules) or option 2 (residency). The Chairman may have to call a Charter Review Committee meeting in June.
Agreed to appoint Tim Castle to complete charter draft and to assist Charter Review Committee in presenting the revised charter to the 2005 SPGC Assembly in Palau.
Marketing Committee - Agreed that Council must take control of host broadcasting and television coverage and asked Committee to discuss the issue with Palau and Apia GOCs.
Sport Committee - No update. Sport Committee meeting held at the same time as EB meeting.
8. FUTURE GAMES REVIEW
Palau 2005 South Pacific Mini Games - President requested Treasurer to draft check list for Palau games readiness. President requested Secretary General to visit Palau by the end of April and review all aspects of the games and ensure all charter requirements are met. President would talk to Palau concerning WADA and drug testing.
Apia 2007 South Pacific Games - President unable to visit Samoa. Requested that delegation headed by Treasurer, including Ken Tapua (American Samoa) and JD Maharaj (GOC Suva 2003) brief newly elected Samoa NOC, Authority and Samoa Government officials. After the Treasurer reports to the President he will decide when to make an official visit to Samoa.
9. GENERAL MATTERS
French interpretation - no new information was discussed.
2005 SPGC Assembly - President requested Secretary General to finalize assembly plans during his April visit to Palau. President also requested Secretary drug testing and disputes meeting rooms; meet with Palau GOC liaison persons; EB arrival and departure dates and hotel arrangements and including booking four hotel rooms.
Flags and Anthems - President requested Secretary General contact FASANOC and request flag and national anthem inventories.
As there was no further business, the meeting was closed at 12:00 p.m., on Sunday, April 03, 2005.
CONFIRMED ...................................................
POSITION ...................................................
DATE ...................................................
Last Modified on 05/08/2005 18:51