From the Boardroom - November

The following provides a summary of the outcomes from the recent Board meeting held by teleconference on 11 November 2009.

RECEIPT OF RESIGNATION OF GARRY CONNELLY FROM RALLY AUSTRALIA ACTIVITIES

The Board received and noted the resignation of Garry Connelly from the position of Chairman, Rally Australia Organising Committee and Director of Rally Australia Pty Ltd as at 10 November 2009.

The Board again expressed its appreciation to Garry for his dedicated and relentless work in the organisation and conduct of 2009 Repco Rally Australia and looks forward to his ongoing advice and support of future WRC rounds in Australia, although not in a formal capacity.

2010 BUDGET AND APPENDIX R

The Board approved the 2010 Confederation of Australian Motor Sport Ltd Budget and Appendix R which sees moderate increases in fees (in line with CPI) and a forecast surplus budget.

The Board recognised the financial environment that operates across the sport and was very conscious of the cost pressures on clubs and the need to continue to focus on balancing expenditure with supporting and improving the sport where possible. As a result 2010 fees have been subject to a very modest increase across all products. While club affiliation fees have increased by approximately 5-6% (dependent on club affiliation type) it is important to note that these fees have not increased since 2006 with CAMS absorbing CPI since this time which equates to approximately 8%.

APPOINTMENT OF AUDIT & FINANCE COMMITTEE CHAIR

The Board approved the appointment of Ms Robyn Stewart as Chair of the Audit and Finance Committee, effective immediately.

The Board expressed its appreciation to Andrew Papadopoulos for his contribution as Chairman of the Audit and Finance Committee and to Sandra Lordanic for her dedicated work as Executive Officer of the Committee.

CAMS PROPERTY REVIEW

The Board supported the recommendation of the Audit and Finance Committee to commission Director Stewart, in view of her professional skills and extensive property management experience, to review the CAMS property portfolio (including both owned and leased premises). This review is aimed at establishing whether the organisation is making the best use of its capital assets base.

AUSTRALIAN HISTORIC MOTOR SPORT COMMISSION POLICY STATEMENT

The Board approved the revised Australian Historic Motor Sport Commission Policy Statement, subject to a legal review and rewording of Clause 8 – Safety.

The CEO will seek legal advice on the wording and application of Clause 8 – Safety prior to the publication of the Policy Statement.

COMMISSION STANDING ORDER

After further revisions and proposals/feedback received by all commissions, the Board approved the recommended changes to the Standing Order (including individual Schedules for each Commission) that applies to all Commissions appointed by the Board.

ILLICIT DRUGS PROJECT STATUS REPORT

The Board noted the report provided in respect to the current developments to integrate a CAMS-specific educational and testing program with the Federal Government’s Policy on illicit drugs in sport.

RALLY OBSERVED LICENCE TESTING

The Board welcomed the revised conditions for Observed Licence Testing for rally licences as proposed by the Australian Rally Commission, effective 1 January 2010. These new arrangements are totally consistent with the Board’s desire to streamline/simplify arrangements consistent with the policy position of ‘simple rules for simple events and adequate rules for other events’.

RALLYSPRINT LICENSING

The Board noted the introduction of ‘Stage 1’ and ‘Stage 2’ Rallysprints as proposed by the Australian Rally Commission, effective 1 January 2010.

CAMS VISUAL IDENTITY STYLE GUIDE

The Board noted the introduction of the new CAMS Visual Identity Style Guide which is progressively being implemented across CAMS.

POTENTIAL CONFLICT OF INTEREST BY COMISSIONERS INVOLVED WITH ALTERNATIVE SACTIONING BODIES

The Board discussed the issue of potential conflicts of interest by Commissioners involved with alternative sanctioning bodies and agreed for the need to conduct an overview of the governance framework for commissions and introduce a Performance Review Framework for all aspects of CAMS governance structures, including the Board.

BOARD CHARTER – CLAUSE 10(h)(iii) & CLAUSE 10 (h)(iv)

The Board reviewed and discussed Clause 10 (h)(iii) and Clause 10 (h)(iv) of the CAMS Board Charter relating to the minutes of the meeting.

The Board requested that a recommendation which addresses the pros and cons of the following be presented to the Board at its next meeting:

• Distribution of minutes of the meeting;
• Recording of votes within minutes; and
• Level of content within minutes.

SPORT & CLUB DEVELOPMENT COUNCIL (VICTORIA) RESOLUTIONS – BOARD POSITION/RESPONSE

The Board discussed the resolutions of the Sport and Club Development Council (Victoria) and acknowledged the sentiments and feelings of the Council on these issues. In considering these resolutions and the supplementary material contained in the email circulated by the Chair of the Sport and Club Development Council (Victoria), the Board noted that the CEO has met with the Chair and Deputy Chair of the Council to discuss these issues.

The Victorian Elected Director advised the Board that the feedback from this meeting was positive.

The Board supported the President and CEO attending a special meeting of the Council to be convened by the Chair of the Sport and Club Development Council (Victoria) on 30 November 2009.

Further, the Board noted the council’s concerns and its resolution with respect to Board minutes and the relevant provisions of the Board Charter and acknowledged this issue is incorporated in the resolution of the Board to review these provisions after a further report requested from the CEO which will involve dialogue with and input from the States.

The Board noted the level of interest in these issues by Victoria but hoped these types of issues could in the future be resolved in a less confrontational manner through an improved relationship and enhanced two-way communication, and requested the CEO to communicate the outcomes of the Board’s lengthy consideration of these resolutions to all Councils and relevant clubs as a matter of priority.

From the Boardroom - December

The following provides a summary of the outcomes from the recent Board meeting held by teleconference on 2 December 2009.

NEW EXECUTIVE ASSISTANT

The President Andrew Papadopoulos formally welcomed Julia Edwards to the position of Executive Assistant to the CEO, replacing Ashlee English as she commences maternity leave at the end of 2009. He also formally acknowledged and thanked Ashlee for her contribution to the role of Executive Assistant and passed on the best wishes of the Board as she commences maternity leave for a period of approximately 9 months.

END OF TENURE FOR TWO DIRECTORS

The President, on behalf of the Board, acknowledged this was the last meeting for Directors Kevin Shaw and Bob Glindemann and expressed his appreciation for their contribution, dedication and service as CAMS Directors and wished them both the very best for their future endeavours. The president noted that both gentlemen will be formally recognised for their service at an official function during the Australian Grand Prix in 2010.

APPOINTMENT OF APPOINTED DIRECTOR (2010 -2012)

The Board noted the formal notification of Director Glindemann’s intentions not to stand for another term as an Appointed Director. As such, the Board agreed to discuss the appointment of a third Appointed Director at its face-to-face meeting in February 2010.

ELECTION OF VICE PRESIDENTS

The Board agreed to hold over the election of its Vice Presidents until the face-to-face meeting in February 2010.

2010 BOARD MEETING DATES

Consistent with the Board’s recent strategic planning discussions aimed at facilitating a more equitable engagement opportunity with the broader membership and to demonstrate its transparency to key stakeholders, the CAMS Board resolved to de-centralise its face-to-face meetings and conduct these in different states throughout 2010.

This new arrangement is seen to provide an opportunity for the Board to meet with clubs, members and Sport & Club Development Councils the evening prior to the Board meeting at an informal BBQ or similar function hosted by the State Elected Director. It also extends to an opportunity for the Sport & Club Development Council Chair and Alternate Director and selected Staff (at CEO’s discretion) from the host state to attend the Board meeting as an Observer.

The Board approved the proposed dates and arrangements for CAMS Board meetings for 2010 as outlined below:

ENVIRONMENTAL STRATEGY FOR THE AUSTRALIAN MOTOR SPORT INDUCTRY

The Board endorsed the Environmental Strategy for the Australian Motor Sport Industry, subject to:

• alteration of references to noise being changed to “maximum allowable”;
• a further teleconference to discuss several minor amendments to the wording. Further discussion and inclusions of recognition of Indigenous, Cultural, Habitat Conservation and Social Outcomes.

The Board discussed the need to confirm ownership of intellectual property of this strategy and has requested that the CEO clarify this within the contract.

2010 BOARD PORTFOLIO HOLDERS

The Board approved the Board portfolio holders for 2010 as outlined below:

PORTFOLIO	DIRECTOR	EXECUTIVE OFFICER
	Graeme Emerton	Shawn Graetz
	Angus Black	Sport & Club Development Co-ordinator
	Alan Cook	Toby Ward
	Laurence Svenson	Toby Ward
	Angus Black	Sport & Club Development Co-ordinator
	Alan Evans	Sport & Club Development Co-ordinator
	Andrew Papadopoulos (Kevin Moore1)	Graham Fountain
	Andrew Papadopoulos	Paul Taylor
	Alan Evans	Graham Fountain
	Graeme Emerton	Andrew Fisher
Historic	Bob Piper	Jo Coad (Rebecca Drummond2)
Regulations Advisory	Graeme Emerton	Tim Schenken
Sport & Club Development (including Training & Development)	David Waldon	Michael Smith (Julia Farrell)
Audit, Finance, Corporate Risk & Organisational Performance	Robyn Stewart	Sandra Lordanic
Community Programs & Special Projects (Environment & Alternative Energies)	Alan Evans	Graham Fountain
Government Liaison, Strategic Partnerships and Stakeholder Relations	Andrew Papadopoulos	Graham Fountain
International	Andrew Papadopoulos Garry Connelly3	Graham Fountain

Footnotes

1. CAMS President’s representative on the AMSF Board
2. Transitional arrangement to be implemented commensurate with acquisition of skills and experience in discipline/role
3. Appointed FIA Delegate/Member World Motor Sport Council

JUNIOR OFFICIALS POLICY

The Board approved the recommended changes by the Australian Officials Commission to the Junior Officials Policy.

CAMS STUDY ASSISTANCE POLICY

The Board approved the Study Assistance Policy for CAMS staff, effective immediately.

The Manager – Training and Development will provide a summary of staff training topics to be presented at the next Board meeting, February 2010.

OFFICIALS APPAREL – SHORTS IN PIT LANE

The Board noted the recommendation from the Australian Officials Commission seeking the approval of an addition to Schedule D of the Manual of Motor Sport relating to Officials Apparel when working in pit lane.

The Board declined to approve the policy given potential conflicts with its existing policy for pit lane crews and requested a more holistic review of pit lane apparel commensurate with risk, role and practicalities of a policy covering all pit lane activities.

INDEPENDENT REVIEW PANEL – HSITORICS – FINAL REPORT

The Board approved the final report of the Independent Review Panel – Historics, including the following recommendations:

1. That the Australian Historic Motor Sport Commission and Australian Motor Racing Commission consider and endorse the model presented for sustaining Formula Ford.
2. That Group Fc be formalised by 1 January 2010 as a transition from contemporary to historic recognition.
3. That application for Certificates of Description for Group Fc be accepted from 1 January 2010.
4. That Group Fc be transitioned into the 5th Category from 1 January 2011.
5. That creation of Group Fc also includes the principles of model ‘run on’ as regularly applied by the AHMSC.
6. That the Australian Motor Racing Commission and Australian Historic Motor Sport Commission jointly consider the timeframes applicable to post Group Fc Formula Ford 1600 to determine whether this group is likely to come under a single designation (Group Fd) or require further refinement.
7. That the Commissions endorse the principle and concepts outlined in this report to encourage participation and sustainability of Formula Ford in all competitions.

The Board instructed management to translate the policy related outcomes of this report into a formal CAMS Policy and communicate this outcome to the membership.

MEMBER PROTECTION POLICY

The Board approved the amended Member Protection Policy with immediate effect.

The Board discussed the current complaint process and effectiveness of the Member Protection Information Officers and noted the advice of the CEO that the number of complaints under this policy has increased over the last 2 years.

The Board has requested that a National Register be developed to capture the number of complaints, the state in which complaints are made and the nature of complaint. The Board confirmed that under no circumstance are names of individuals to be recorded in the report and that the purpose of the Register is for the Board to monitor this important matter consistent with their legislative obligations.

AUSTRALIAN TARMAC RALLY CHAMPIONSHIP FOR MODERN CARS

The Board approved the establishment of the Australian Modern Tarmac Rally Championship, subject to the CEO obtaining further legal advice.

SPORT & CLUB DEVELOPMENT COUNCIL (VICTORIA) SPECIAL MEETING – 30 NOVEMBER 2009

The Board received a verbal report from President Papadopoulos, Director Black and the CEO regarding the special meeting at the Sport & Club Development Council (Victoria) held Monday 30 November 2009.

The Board considered in detail the issued raised at the special meeting and reaffirmed its previous recognition at the sentiments and feelings at the Council and reassures the Council and Clubs that the Board is taking these issues very seriously.

The Board also noted the unanimous reaffirmation of the previous resolution at the Council and the number of delegates at the special meeting.

As a consequence of this consideration and to expedite resolution of these issues, the Board instructed the CEO to establish a representative Task Force to operate within Victoria to explore and address the issues of concern to Victorian Clubs. This Task Force will be convened by the CEO and will include the subject matter experts that presented papers during the Special Meeting. A priority for the Task Force is to develop an action plan to progress these issues.

It was agreed that any issues that arise from the work of the Task Force that have a national implication, should be referred to either a regular or extraordinary Sport & Club Development Council Chairs teleconference that the CEO currently convenes or the relevant Commission, prior to any policy and/or management decisions being taken by either the Board or CEO. The Board requested that the first meeting of this Task Force should occur as soon as practicable.

The Board were also made aware of the speculation that it has allegedly commissioned and received legal advice in order to facilitate the establishment of two sets of Board Minutes, which was raised as an issue at the Special Meeting. The Board affirmed that it has not commissioned nor received such advice, has not implemented such a practice and has no intention of implementing such a practice.

SALOON CARS

The Board received a verbal report from the CEO in relation to the recent Saloon Car issue. The Board were informed that invitations were furnished to competitor group representatives within the category to attend a forum which was held on 30 November 2009, in an effort to shape the category’s future and resolve a number of ongoing issues.

The CEO advised the Board that all parties were committed to the principles of a viable and sustainable Saloon Car category into the future and all parties were pleased with the outcome.

It was noted that following this forum, CAMS will reconvene Competition Management discussions with TASCCO for the management of the National Series in accordance with the outcomes reached at the meeting.

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