Saturday, November 24, 2001
Travelodge - Toronto Airport

At 10:00 am there was no quorum present for the meeting (29 votes required), so, in accordance with OTFA by-laws, those assembled stood down for 15 minutes at which point the meeting convened with those present being considered a quorum for the transaction of business (at that point we did, in fact, have 32 votes on the floor).

1. Welcome: Earl Farrell welcomed those in attendance to the OTFA Annual General Meeting and reminded everyone that the real power of the OTFA lies in its membership. The Board endeavors to implement the wishes of the members, and as such the members should be aware of both their authority and responsibility during the meeting.

2. Parliamentary Procedures and Announcement of Voting Powers: John Craig advised those assembled of the voting power of each of the member clubs and associations, and announced the process of voting for both motions and during elections.

3. Ratification of Motions of the Directors 2000/2001: Denis Landry asked the members to review the Board motions of the past year. He then read the motions of the Board, passed on Friday, November 23, to the assembly, and asked for a motion to ratify the actions of the Board for the past year.

Moved: Don Mills
Seconded: Enrico Toscano                                       Carried

4. Adoption of 2000 OTFA AGM Minutes:

Moved: Marc Christie
Seconded: Colin Inglis                                              Carried

5. Reports

a) Chair's Report: As presented. Earl Farrell offered thanks to the staff and the Board for their work during the past year and suggested that the OTFA had changed more in the past few years than in the first 20. He advised that the OTFA can expect more cuts in provincial Government grants, and that the entire Association will need to depend more and more in the future on membership. All clubs should help grow OTFA membership.

b) Vice-Chair's Report: As Earl will be stepping down as Chair, Denis Landry thanked him for his service to the Association. He advised that we continue to work to change the Ministry's formula for funding, but we have to be prepared for change to be slow.

He presented 7 ideas for consideration by the membership (as per his report). In response Val Sarjeant, South Simcoe Dufferin and UTTC acknowledged that the Fun In Athletics Program was a good one, and Val will be hosting the program at the Hamilton Indoor Games in 2002 at Copps Coliseum. John Craig explained the importance of reporting membership numbers and club activities to the Ministry for the grant application. Denis also added that the OTFA should move toward making sure all registered coaches are certified - this step could take a couple of years.

c) Treasurer's Report - Dave Watt discussed the audited statement for 2000-2001 and the surplus (member's equity) that is necessary for the operation of the OTFA given the Ministry's pattern of funding.

Motion to Accept the Audited Financial Statement: Dave Watt
Seconded: Denis Landry                                           Carried

Dave then explained the budget for the 2001-2002 fiscal year, the effect of various conditions on the membership revenue, and our status with respect to gaming lottery revenue and Fun In Athletics.

Motion to Accept the Budget as Presented: Dave Watt
Seconded:  Denis Landry                                          Carried
 
Motion: that Turnbull Thompson be OTFA Auditors for the current year: Dave Watt
Seconded: Richard Borek                                         Carried

d) Report of the Director of General Operations: Albert Tschirhart discussed his report as presented. General discussion on membership fees, selling ourselves and the need to bring the OTFA, OMTFA, ORA, OCC, OOC and other groups together to get everyone on side.

e) Report of the Director of Athlete/Coach Development: Gary Crossley presented his report as written.

f) Report of the Director of Marketing and Administration: John Craig discussed his report as presented, and thanked those clubs who had acted as host through the last year for OTFA championships, including the Windsor Legion Track and Field Club, the Hamilton Olympic Club, the Ottawa Lions Track and Field Club, and the London-Western Track and Field Club.

g) Report of the Director of Technical Services: Roman Olszewski discussed his report as presented. Special recognition was given to Dave Mills and Albert Tschirhart for their excellent contribution to the Canada Summer Games, and to Enrico Toscano and the rest of the Ontario Officials Council for their continued devotion to the sport. Roman then discussed some of the merits and concerns of continued participation in the Ontario Summer Games, and asked the membership if the OTFA should continue to participate. There was agreement that the discussion should end as a motion later under Further Business.

BREAK (12:45 pm - 12:57 pm)

6. Motions. Several motions, received prior to the start of the AGM were presented. A motion presented by Elaine Lake was divided into two separate motions.

Motion No. 1: That all clubs that send athletes to any track meet in Ontario be asked to supply at least one or more people (parents or friends) to help out as an official wherever needed.
Moved: Elaine Lake
Seconded: Denis Landry                                                       Carried

Motion No. 2: That any club that does not supply at least one person as an official should be charged an extra fee (suggest $10.00 or more).
Moved: Elaine Lake
Seconded: Denis Landry                                                       Defeated
 

Motion No. 3: That the OTFA rescind the Coaching Fee instituted last year and investigate another method for rewarding coaches.
Moved: Paul Poce
Seconded: Michelle Coburn                                                   Carried

(14 votes in favour, 4 against, 1 abstention from Ted Neptune of Oakville Legion Track Club)

Tom McQuade of South Simcoe Dufferin presented another motion that was similar but withdrew it to allow the above motion to move forward.

Motion No. 4: That all changes to fees and constitution be voted on by mailed ballots.
Moved: Tom McQuade
Seconded: Jack Phillips                                                       Defeated

7. New Business: The concept of a new format for the OTFA AGM was discussed, suggesting that perhaps the OTFA could stage an AGM in the afternoon, with different groups including the OOC, the OCC, the ORA and possibly the OMTFA all meeting in the morning. This would allow for closer ties between the groups and provide a forum which may generate more participation. There could be a luncheon and awards presentation between sessions.

This was accepted as a direction by the membership.

Carl Georgevski offered that the meetings could all be hosted at the University of Toronto. Mississauga Track and Field Club offered some draw prizes. The date for the meetings is to be confirmed but is tentatively set for Saturday, November 23, 2002.

The subject of OTFA participation in the Ontario Summer Games was presented as a motion.

Motion No. 5: That the OTFA participate in the Ontario Summer Games July 21-23, 2002 with a select competition for Juvenile aged athletes.
Moved:  Denis Landry
Seconded: Don Mills                                                           Defeated

8. Elections: John Craig explained the positions open on the Board, and that Earl would not run again for the Chair. Dennis Fairall was also stepping aside.

Albert Tschirhart submitted a nomination form to run for the position of Chair.
Denis Landry submitted a nomination form to run for the position of Vice-Chair.
Marc Christie submitted a nomination form to run for one of the open Directors positions.
John Metcalfe submitted a nomination form to run for one of the open Directors positions.

There being no other nominations, the four nominees became Board members by acclamation.

9. Comments by the Chair: New Chair Albert Tschirhart thanked Earl for his long service to the Association.

Adjournment: 2:16 p.m.

Minutes prepared by John Craig - November 26, 2001