OTFA AGM
Benson Building, University of Toronto
November 23, 2002
Convene 1:00 p.m.
Quorum present with 31 votes on the floor.
1. Albert welcomed everyone and announced that a quorum of members was present.
2. John Craig outlined the Parliamentary Procedures, voting procedures and voting powers.
3. Albert asked for a motion to ratify the all the actions of the Board (motions of the Board meeting the previous evening were on the blackboard). Bill Stephens asked for a change to the proposed motion outlining the OTFA Fee Structure, specifically with regard to the one day competition fee (one day membership) which would be OTFA AGM Motion #1.
The Membership motion was therefore separated from the other motions.
Some discussion ensued with respect to school team and fees under the amendment, the need for revenue to support the all-comers meets, and incentives to compete and join clubs and competitions.
Motion to accept the actions of the Board, other than the motion on membership (including the three motions from the Board meeting the night before).
Phoenix/St. Thomas Legion Carried
MOTION: That the OTFA create an indoor season non-championship elementary and high school registration fee for individuals @$7.00 and for schools @$40 maximum.
Phoenix/St. Thomas Legion Carried
Discussion on Technical Motion from Board Meeting of November 22, 2002 (Motion #2) regarding 200m events for Juniors and Seniors.
4. MOTION: to accept the minutes of the previous AGM.
Ontario Officials Council/Windsor Legion Carried
5. Reports: Chair. Albert’s report was as presented. Albert discussed successes of last year, especially the Espoir competition. We need to continue to seek new sources of funding, and press on with our programs.
Two national championships coming to Ontario next year.
Prior to the AGM representatives of the OTFA had a good discussion with Masters Association and there seems to be some productive, meaningful ways of working together, including a new membership agreement which will see members of each Association being able to compete in competitions hosted by the other group.
Report of the Vice Chair: No report presented. Denis is representing the OTFA at the Athletics Canada Annual General Meeting in Ottawa.
Treasurer’s Report: Dave Watt explained the budget, including the need for members equity to help keep the Association afloat waiting for the government grant to arrive. He also explained the money under Coaching Fee, advising that it relates back to the Coaching Fee collected on behalf of the coaches in 2001-2002.
MOTION: To accept the audited financial statements for 2001-2002.
Treasurer/Phoenix Track and Field Club Carried
Dave reviewed the budget proposed for the current year. He explained the increase of the government grant, and advised that it also showed as an expense in order to help the Association with the Sponsorship and Foundations. He also talked about the purchase of new computer equipment, and the state of our bingo income, which has declined.
MOTION: To accept the budget for the fiscal year 2002-2003.
Treasurer/Ontario Officials Council Carried
MOTION: To appoint the auditors Turnbull, Thompson for fiscal 2003.
Treasurer/Phoenix Track and Field Club Carried
Report of the Director of Marketing and Membership: Joe Sax advised that the new website is going well, though a bit slowly. Maybe a vehicle of choice in the future, and a fair bit has been accomplished.
Report of the Director of Marketing and Administration: John Craig’s report as presented.
Report of the Director of Technical Services: Roman’s report as presented.
6. New Business – Bill Stephens proposed that there be one entry deadline for Championship meets, and no penalty. There should not be a two entry deadline system, with a higher fee for the second deadline.
OTFA needs to make Hytek Meet Manager Lite available to all. Perhaps we can establish a two deadline system which would allow paper entries by one date, and computer entries by a second date.
ACTION: The OTFA will investigate the possibilities surrounding this issue.
7. Motions
MOTION: That, effective January 1, 2003, the OTFA recognize the athlete membership category “Master” and that, to be eligible for membership under this category the applicant must concurrently be registered with the Canadian Masters Athletic Association, complete an OTFA registration form and pay a fee of $5.00 to cover the insurance costs.
Chair/ Director of Marketing and Membership Carried
8 Elections
Two positions are open on the Board, with two nominations. Joe Sax and Kelly Harris both submitted a nomination form to run for a Directors position. There were no nominations from the floor.
Moved that nominations be closed:
Andy Burgess/St. Thomas Legion Carried
The two nominees, Joe Sax and Kelly Harris became Board members by acclamation.
Adjournment 3:27 p.m.