Minutes of CAFA Executive Meeting

January 13th, 2005

Attendees

Tom Lightfoot (Chair), Mandy-Rae Cruickshank, Helen Lightfoot, Peter Scott (Minutes) Matt Charlton (by phone), Kirk Krack.

Call to Order

This meeting was held at the CAFA Headquarters in Vancouver. Meeting was called to order at 7:21 p.m. PST

Meeting Minutes

Minutes from December 8th approved with the following correction: the original meeting date was January 12th, not January 13th.
Peter will revise the November 19th Minutes and submit through CVS.

Action Items

Mandy

• Director's insurance application ongoing. Directors' addresses required

Kirk

• 2003-2004 President's Report for AGM Minutes (overdue)
• Insurance search delayed because of holiday

Tom

• Emailed Goh Iromoto about CAFA sales commission: 15% on any product sold through the website. In this case, since CAFA owns video footage, producer gets 60% and is responsible for orders and shipping, CAFA takes 40% (15% commission + 25%).
• Club Section has been added to CAFA website
• Vote on AIDA rules completed ahead of deadline

Helen

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• CAFA Revenue analysis is ongoing
• Tim Calver's Photo CD still not received from Deeperblue Blue (Helen and Kirk will email Stephan Whelan)
• Received cheque from Perry for new member sign-ups

Peter

• Found Code of Conduct models for other Canadian sport organizations. Will check CCES.ca for model.
• Safety Committee formation/discussion: Put on hold until initial Safety Review Form and Terms of Reference documents are drafted.

Agenda Items

1. AIDA vote

Following AIDA vote, several changes are being made to the rules. The LMC rule has been replaced with a "technical protocol" for completing a performance. The AIDA Board has not yet come to a final decision on this technical procedure.

The Board discussed the possibility of CAFA retaining its own competition rules, thereby holding CAFA athletes to a "higher standard" until the change in the AIDA Rules can be evaluated. A decision to do so will be considered only after AIDA's final decision on the new technical protocol.

2. Selection of CAFA freedivers for Individual World Championships

AIDA has determined that the top two athletes per sex per discipline will qualify for Worlds. Constant weight prerequisites are 61m (men) and 43m (women). There are no prerequisites for static apnea, dynamic apnea with fins, or dynamic apnea without fins.

CAFA will calculate top finishers in each discipline by points, not metres. Athletes can use the 50% + 25% + 25% rule on their two most recent competitions to even out a bad performance at Nationals.

The organizer of Nationals (Matt Charlton) will also be required to offer both dynamic events for four events in total.

3. Competition Dates and Tradeshows

• Regional indoor competition, Toronto
  This is still in question. Mandy recommends that the competition be held after the Outdoor Show in order to capitalize on that recruiting and promotional opportunity. Matt will contact Freedive Toronto to encourage the competition and Mandy will encourage the clubs on Freedivecanada.
• February Indoor Competition, and May Western Regionals, Vancouver
  Pools are booked for both. Mandy is encouraging the members of the new Vancouver Club to help organize the indoor competition.
• Underwater Council of B.C. Weekend, January 22nd
  Mandy will update the display. She will post events on the list, call for extra volunteers, and encourage people to attend. She will be diving with the belugas again. Matt requested digital photos of the display. Kirk suggested that sending the display to various clubs and people around the country would be a cheap way to provide resources for attending trade shows and other promotional opportunities.
• Advil Outdoor Show, Toronto and Vancouver
  Matt has a number of volunteers to help out and will be in contact with the organizer, Dave Cox.
• Northwest Dive News Treasure Hunt and Consumer Show, Tacoma, April 30th
  Kirk and Mandy will attend this show.
• CAFA Brochure
  Matt will revise the CAFA brochure. Kirk recommends two separate brochures, one in each language.

Action:

• Kirk will send Matt copy of brochure.
• Matt will revise brochure and translate into French.
• Mandy will send Matt photos of CAFA display and rolls of stickers for promotions.
• Matt will contact Dave Cox regarding Advil Outdoor Show.

4. Sport Canada Policy Items

Peter will search for Code of Conduct template on CCES web site.

Action: Peter will send Board templates in the coming week.

5. Insurance Status

• Insurance search delayed by holiday.
• Director's liability insurance will be submitted by Mandy.

6. Safety Committee

Peter presented Terms of Reference for Safety Committee competition reports and general safety review. Board agrees that results of review should be accessible only to members and be collected from CAFA sanctioned events. Part C of the document, which deals with anecdotal data collected from outside of CAFA sanctioned events, will be put on hold so priority can be given to CAFA data collection and issues. Once Safety Report template is ready, the Committee will work on preparing for their first competition as a test run. Matt will create the report sheet.

Peter suggested that definitions of certain terms (e.g. barotrauma) are needed to collect data. If the safety reporting proves successful, CAFA will invite other AIDA Nationals to follow suit.

Action: Matt will draft a Safety Report (checklist) from the Terms of Reference.
Peter will update Terms of Reference for Safety Committee.

7. Club Outreach

• Vancouver Apneists Club
  Vancouver's newly formed club. The Board is: Mario Gomes, Ananda Escudero, Brent Pascall, Luc Gosselin, and Calvin Hass. A website and forum/email list are coming soon.
• Ottawa Freedivers
  Needs to confirm weblink.
• Tremblant Club
  Coming soon.

Action: Matt will encourage the Tremblant club to form.

8. Worlds DVDS

Kirk recommended, and the Board agreed, that CAFA send complimentary copies of the Worlds DVD to the presiding AIDA Judges, AIDA Board members, the Speakers and Doctors.

Kirk asked that the Board consider streaming video on the CAFA site during the new season of competitions, promotions, recruiting and tradeshows and that it be featured on the front page of the website. This would cost CAFA CAD$1300 per three months of service. Matt will ask a friend if there are cheaper alternatives.

9. Other business

• Membership mailout
  Tom and Helen will mailout complimentary June 2004 Diver magazines to CAFA membership as promised.
  Kirk will call Peter Golding to see if there are extra November 2004 issues with Worlds coverage that could be included in the mailout.
• Mexican team issues
  Tom is waiting for confirmation that the mini-DVs have been received.
  Kirk asked, and all agreed that reference to the issue be removed from the website.
• Kirk recommended that a budget be drawn up for the next meeting.

Action Items

Kirk

1. 2003-2004 President's Report for AGM Minutes (overdue)
2. Send CAFA brochure to Matt (due Feb 9)
3. Insurance (ongoing)
4. Email Stephan Whelan about photo CD (due Feb 9)

Helen

1. Outline of Sport Canada development procedure (due Feb 9)
2. Revenue analysis (ongoing)
3. Email Stephan Whelan about Tim Calver's photo CD (due Feb 9)
4. Magazine mailout to membership (pending other issue availability)

Tom

1. Post competition information on web (from organizers)
2. Online registration for Feb indoor competition on website
3. Agenda reminders for next meeting (due Feb 9)
4. Magazine mailout to membership (pending other issue availability)

Mandy-Rae

1. Complete application for Director's Liability Insurance (due Feb 9)
2. Encourage Toronto February indoor competition on list (due Feb 9)
3. Revise CAFA booth display
4. Supply digital photos of CAFA display to Matt
5. Send roll of CAFA stickers to Matt

Matt

1. Add dynamic apnea without fins to Nationals event
2. Encourage Freedive Toronto to hold indoor competition after Advil Outdoor Show
3. Revise CAFA brochure and translate into French
4. Draft Safety Report for Safety Committee
5. Outreach to Tremblant Club for official formation
6. Check with friend re: video streaming costs
7. Encourage Ottawa Freedivers Club to submit Charter and become official CAFA club; ask David Nesbitt about website
8. Talk to David Cox about Advil Outdoor Show

Peter

1. Revise Executive Meeting minutes from November 19th 2004 (overdue)
2. Make corrections to December 8th Executive Meeting minutes
3. Submit minutes to CVS (overdue)
4. Check CCES web site for Code of Conduct and email templates to Board
5. Revise Terms of Reference for Safety Committee (ongoing)

Adjournment

Meeting adjourned at 8:56 p.m. PST

The next meeting will be at 6:30 p.m. on February 9th 2005 at:
108 - 3083 West 4th Avenue
Vancouver, B.C.
V6K 1R5

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