TEXAS STATE ARCHERY ASSOCIATION
ANNUAL MEETING

Date: January 31, 2004

Time : Between the Afternoon and Evening lines at the State Indoor

Place: Sokol Gym, Fort Worth

Note: Attendees will constitute a quorum. Proxy voting not allowed.

* text in blue is discussion and action taken

I.  Call to Order

II. Reading of the Minutes.

   A. Minutes from Last Annual Meeting – Summarized by Gina Carmichael

   B. Reading of Executive decisions made since last meeting –

· Tyvek Jackets- Rick Stonebraker able to get us 82 jackets at $20 each. Took orders and handled distribution.

· Sound System - Built by Tim Humphrey for $600 for use at TSAA Tournaments

· Appreciation gift for Tom Parrish for all the contributions he’s made to TSAA over the years

· Setting of State Indoor tournament and State JOAD Tournament dates and sites

· Letter written to Hyo Jung Kim, a South Korean archer and youth coach who has been helping coach some of the JOAD archers in Texas. She is applying for a visa to return to Texas.

III. Reports:

   A. Treasurer's Report - Gina Carmichael See attached (pg 3)

   B. Webmaster Report - Ron Carmichael See attached (pg 4)

   C. JOAD Chairman Report - Tom Barker See attached (pg 7)

   D. Collegian Representative Report (Kathy and Kristine) – No news to report

   E. Hosford Report – See attached (pg 8) Nominations taken for filling of board seat left vacant by

resignation of Tom Parrish. People named are Jim Krueger and Kathy Adams. Vote to be held

via the internet at a later date to be announced.

IV. Old Business - No old business to cover

V. New Business:

A. Discuss, consider and approve acceptance of bids for the following tournaments:

1. 1. TSAA State JOAD Indoor - Feb. 7, 2004 - Bay City Texas - Tiger Sharks and South

Texas JOAD - Director - Ben Dybala Approved with voice vote of members present

       2. TSAA State Field - May 1,2 - Eagle Lake, Texas - Rick Stonebreaker & John Blaschke -

Director - Rick Stonebreaker Approved with voice vote of members present

       3. TSAA State JOAD Outdoor -May 15, 16 - Victoria, Texas - South Texas JOAD - Director -

Tom Barker Approved with voice vote of members present

       4. Note - TSAA State Outdoor is still open - Tentative date is May 8, 9

B. Discuss, consider and approve when the next annual meeting will occur. At the state Indoor or

State Outdoor. Annual TSAA meeting to continue to be held during State Indoor tournament with

the option of holding a secondary meeting at the State Outdoor to address any time sensitive issues.

C. Discuss, consider and approve changes to the TSAA Constitution. Changes instituted in the new

constitution include…

• Updating of division names to align with new FITA names
• Addition of Webmaster duties
• Tournament bid process spelled out more clearly with attention to deadlines of application and guidelines for evaluating the bids
• Tournament directors will have the added responsibility of getting their tournament placed on the NAA and TSAA calendars
• VIEW THE CONSTITUTION AS AN ADOBE ACROBAT FILE AT THIS LINK.

D. Discuss, consider and approve the following:

       Allow any current NAA members who reside in bordering states, (states which share a common

border with the state of Texas which do not have a NAA recognized state organization)  immediate

acceptance as TSAA members. These new members will have an effective date of TSAA

membership of Friday, Jan 30, 2004. Vote taken on this single article to expedite the ruling so as to

be in effect for the 2004 State Indoor tournament. Passage will include it into the body of the new

TSAA constitution.

   E. Accept Nomination of Officers for 2004.

                          President - Michael Hojnacki - Approved with voice vote of members present

                          Vice President - Jim Krueger - Approved with voice vote of members present

                          Secretary/Treasurer - Gina Carmichael - Approved with voice vote of members present

                          Webmaster - Ron Carmichael - Approved with voice vote of members present

   f. Election of TSAA Officers for 2004 See above.

   G. Presentation of "Archer of the Year" Award. - Rick Stonebreaker - Records Committee Chairman

Female Compound – Lindsey Kubecka

Male Compound – Adam Guggisberg

Female Recurve – Kristin Milchanowski

Male Recurve – Staten Holmes

Awards to be given out at Indoor Nationals in March

H. Discussion about the use of PayPal, E-Script and small Google advertisements as fundraising

opportunities for TSAA via the website. Approved with voice vote of members present

VI. Adjourn

2004 TSAA Annual Financial Report

Income
NAA Dues Rebate	$1,229.50
Profit State Indoor Tournament	$274.45
Profit State JOAD Indoor Tournament	$109.64
Profit State Field Tournament	$120.47
Profit State Outdoor Tournament	$118.16
Profit State JOAD Outdoor Tournament	$120.00
Black & White Decals Profit	$786.00
Expenses
NAA Membership	$90.00
Star FITA Fees Field	$20.00
Star FITA Fees Outdoor	$50.00	Indoor fees pd in previous yr to save money
Sanctioning Fee JOAD Outdoor	$15.00
Outdoor Tournament Sound system	$600.00
Gifts	$221.98	Appreciation awards for Parrish and Stonebraker
Gifts	$120.00	6 Tyvek jackets to Texans on USA Indoor team
Color Decals	$499.00	66 decals remaining
Postage	$22.20
Banking fee	$5.00
Beginning Checking Balance	$6,169.50
Ending Checking Balance	$7,284.54	Increase of $1115.04
Starting Bal. Hosford Endowement	$20,093.63
Ending Bal. Hosford Endowement	$20,166.23	Earned $72.60 in Money Market (rate .35% - .7%)

TSAA Webmaster Report 2004 by A.Ron Carmichael

I have moved the TSAA website to a new ISP in order to save money and insure better “up-time” – I was encountering times each week when the site was down. It took me three attempts before I found a host that was honest in their dealings. We should be there for several years.

The TSAA website is now located on a Windows-based server that supports all of the features needed:

• Online registration with support for form email confirmations.
• Subsequent registrations are entered into a relational database which can generate and publish the rosters of current registrations, grouped by times, distances, and classifications.
• Tournament directors can upload photographs to a folder on the website using ASPUpload code, or can mail CD compilations to me. I then use CompuPic Pro to batch resize images to 800 by 600, Paint Shop Pro 8 to touch up and optimize the photographs, and Stoik PM Album to create the code for the online photograph albums. I use FrontPage 2003 to organize and publish the website.
• There are currently more than 3,000 photos and 5,000 pages/documents in ~600 megabytes’ space.
• We have averaged more than 800 visitors per day since coming up on the new host. There were 111,047 hits on the website in the last week. This is misleading since many hits are automated.
• Last year I paid/donated $150 for the website with 500 megs space. This year we will have 700 megs’ for $99. I did have to incur a one-time $35 fee for a pointer for JOAD.ORG. Domain Registration for both JOAD.ORG and Texasarchery.org was $50 each and is upcoming. This time around I should only have to spend $25 each. I also purchased an upgrade to Front Page 2003.
• The most popular pages, judging from the number of hits, are the message board, the calendar, the archery links, and the “for resale” pages.
• There are 812 subscribers to the TSAA Newsletter and 706 subscribers to the JOAD Newsletter. We published 6 issues of the JOAD newsletter since its inception Feb 2003. There were 13 issues of the TSAA newsletter in 2003 for a total of 37 issues via email since switching to electronic distribution in March 2002. I also have a database of 1900+ archer names, 1270 of which have valid emails at this point. These receive periodic “heads-up” notices of simple emails, all with the option to unsubscribe at any time. There is a fairly high attrition rate as people change their emails in a (futile) attempt to avoid spam.
• Email support for our domain is simple and easy. I can provide forwarding aliases to members who want to have a referring email address: THEIRNAME@texasarchery.org. I suggest we charge members $15 per year – they would still receive all email at their current email address, but could give out the TSAA address and anything sent to it would automatically route to their home ebox. As long as most users remain stable it should not be too hard to keep up with normal attrition and changes.

MORE Fund Raising:

· The use of the Google family-approved content-targeted advertising inserts on the website has been active since Jan 6. In that time we have made 65 cents per day, which includes a number of days when the site was in transition up/down. Rates may go up slightly over time. Whenever we reach $100 Google will mail the TSAA a check. At the current rate, we should make around $240 in 2004. If more members pursue more adverts then our rate goes up.

· Escripts – I am investigating the establishment of the TSAA as an Escrip group. Saddleback Archery in California has done this, and it appears to be a no-lose situation. There is no cost to supporters, no cost to TSAA since they take a portion of the money that we wouldn’t be getting anyway.

In essence, it works like this for any non-profit organization.

1) Apply for an account.

2) Our supporters register their discount cards (Vons, Albertsons, etc) AND personal Credit Cards with escrip, online.

3) Our supporters shop at participating merchants and use their registered credit cards and in some cases gets a discount.

4) The merchants make a donation to escrip.  Escrip distributes the donations (less a very small handling charge) to the TSAA.

The webmaster at Saddleback reports to me: “One of the other hats I wear is as a commissioner with the local Boy Scout Council.  One of the local cub scout packs is currently receiving $300 - $400 per month through Escrip.  Last Year this paid for a banquet at the Disneyland hotel with the years’ escrip funds (and still had money left over)”

For non-profit organizations it really is free money when you consider that our supporters do not pay any charges for the service.  In many cases they receive a discount for using their membership cards.  Even though you are paying a small service charge to receive the fund, they are funds you would not have had otherwise, so it is win-win.

· Escrip stores include Office Max, Whole Foods, Eddie Bauer, Safeway, Coldwater Creek, Sun Harvest, Budget Rentacar, Carl’s Jr., Delta, Payless Shoes, Pep Boys, Sharper Image, Mary Kay (10%!), Skechers, Terminix, TruGreen ChemLawn.

· Rewards Network partners with eScrip to offer a program that is totally discreet in nature. There are no other cards or coupons to present. No membership numbers to remember. Simply pay with the credit or debit card you've registered with eScrip and your contributions will be automatically forwarded to your organization when you dine at participating restaurants or stay at participating hotels, more than 17,000 hotels and restaurants.

· PAYPAL

We can also set up an account with PayPal that enables web surfers to easily donate a small amount to us with no risk. The webpage would read: “TSAA is a non-profit outfit – if you have found what you wanted here, help us keep it going by making a small donation, say, $10, by using PayPal. PayPal would exact a 3% (approximately) fee. Once again this is a no-lose for the TSAA since this is money we would not be getting anyway.

I would set up the hyperlink so that it leads them into a default $10, but provides the option to go higher/lower as they feel appropriate. Convenience increases the chances of donating.

I would like the board to consider endorsing both Escrip and PayPal accounts, and allowing me to promote the escrip enrollment to all TSAA members.

The scope of the website:

This is the top 30 of 53 countries to hit the website in the last week:

#	Hits	Country
1	39914	Network (bots)
2	39078	US Commercial (bots)
3	14854	Unresolved/Unknown
4	3251	United Kingdom
5	2279	US Educational (.edu)
6	1335	France
7	1223	Italy
8	1216	Canada
9	1138	United States
10	975	Netherlands
11	649	US Government (.gov)
12	588	US Military (.mil)
13	535	Poland
14	461	Hong Kong
15	434	Australia
16	382	Germany
17	351	Non-Profit Organization (.org)
18	323	Greece
19	290	Mexico
20	280	Japan
21	243	Brazil
22	238	Norway
23	120	Finland
24	113	Luxembourg
25	103	Singapore
26	99	New Zealand (Aotearoa)
27	87	Switzerland
28	81	Malta
29	75	Denmark
30	38	Austria