PRESENT: Earl Farrell, Albert Tschirhart, Denis Landry, Dennis Fairall, Gary Crossley, John Craig, Cecil Smith, Roman Olszewski

 
1. Government Grant Application Process

John outlined the process that PSO's must now follow in order to receive government grants. Each PSO is evaluated in a number of administrative and technical areas and a score is assigned. A reduction factor, based on the number of members is applied to the score. As the overall amount of money available to the sports is set all of the sports are in reality competing against each other.

The PSOs have until April 30 to refine their earlier submissions. John indicated that we must provide much detail on everything the Association and its member clubs do. The evaluation is not based on what we do but rather how well we prepare our submission to explain our activities.

The staff has been successful in gathering data that will raise our membership to the next level and therefore reduce the effect of the reduction factor. Data-gathering on participants in our sport [particularly road runners and unregistered athletes competing in OTFA meets] must now be done on a regular basis.

John also mentioned that PSOs can apply for special project funding. However, the timing of the grants makes it difficult for our sport to use them effectively.

In summary, government no longer gives grants to PSOs on a historical basis but rather on how well the sport is able to describe its activities in the previous fiscal year.

MOTION 1: That the Board approves the actions of the staff with respect to their application for government funding.

Gary Crossley/Albert Tschirhart: Carried

2. Staff Roles & Responsibilities

Albert Tschirhart reported that he had received from John the report prepared from staff submissions which included their present roles and responsibilities and thoughts on how these could be altered for greater efficiency in the new staff structure. Albert indicated that with some minor adjustments the document can easily serve as the basis for new job descriptions. Denis Landry expressed the need to also consider at this time staff salaries and job titles.

The staff document will be distributed to the staff and board members who do not already have a copy for further comment. Denis and Albert will do some preliminary work and possibly conduct another meeting with the staff, prior to a Board conference call meeting to take place on Monday, April 9, 7:30 p.m.

3. 2002 Fixtures

Earl, as Branch president and member of the AC Competitions Committee expressed concerns about the scheduling of both of our national outdoor championships in June in 2002. There was consensus that there was no need to stage our Junior Championships so early in the year to accommodate a World Junior Championships Trial which would aid in the selection of only about a dozen athletes.

MOTION 2: That the Board endorse Earl Farrell's negotiations with Athletics Canada, as a member of the Competitions Committee with the aim to:

a. move the 2002 Canadian Junior Championships to the first weekend in August

b. conduct the World Junior Championship Trials in conjunction with the Canadian Senior Championships and Commonwealth Games Trials

Denis Landry/Dennis Fairall: Carried

4. Travel Costs of Ontario Officials at CSG

Roman indicated that he received a memo from the Canada Games Council to the effect that "The Province of Ontario" is responsible for costs associated with the travel of Ontario Officials. Roman will follow up with a letter to the Ministry for the purpose of obtaining assurance that these expenses will not be "charged back" somehow to the PSOs.

5. Technical Committee Motions -

a. That the records list as presented by the Technical Coordinator be approved.

b. That the Supermeet schedule as presented be approved.

c. That the conditions under which Dave Mills will include the 2001 Ontario Junior Championships in the Ontario Canada Games Trials meet be accepted.


MOTION 3: That the motions submitted by the Technical Cttee be approved.

Gary Crossley/Dennis Fairall: Carried

6. Cecil's Last Board meeting as E.D.

Cecil made a short farewell speech and wished us well (especially in our dealings with government!) and the Board in turn wished him well.

7. 3M National Coach Awards

The application forms were passed along to Gary Crossley who in turn passed them to Jennifer Kopplin. There was some concern about the timeline - these should be checked and conveyed to Jennifer.

8. Athletes' Representatives

The terms of office for Athletes' Reps as well a request to have their OTFA registration fees waived was discussed.

MOTION 4: That the Athletes' Representatives have their entry fees for provincial championships for the remainder of the year 2001 waived and that the term of office for Athletes' Representatives be 2 years to commence on the date of the OTFA AGM.

Dennis Fairall/Denis Landry: Carried

9. Cross Country Championships - 2001

Two bids were considered.

MOTION 5: That the first choice of bid and site for the 2001 Ontario Cross Country Championships be Hamilton Olympic Club and Chedoke Golf Course provided that an agreement between the host group and the OTFA can be worked out.

Denis Landry/Dennis Fairall:Carried

10. Travel Expense Mileage Increase - OOC

MOTION 6: That the new travel expense mileage rates* as approved by the Ontario Officials Council be accepted.

Dennis Fairall/Denis Landry: Carried

* One per car - 20¢/km. Two per car - 25¢/km. Three or more - 30¢/km.

There was concern expressed that this proposal had not gone through the Board member responsible for officials' affairs.

11. Canada Summer Games Selection Jury of Appeal

MOTION 7: That a Canada Summer Games selection appeal jury be constituted to consist of Dave Watt, Andy Buckstein and a representative of OCC. Denis Landry will be an alternate.

Gary Crossley/Dennis Fairall: Carried

(Note: Andy Buckstein has yet to be asked if he will consent).

12. Next meeting - Conference Call for Board members only (i.e. no staff) on Monday, April 9 7:30 p.m.

13. Adjournment

Minutes prepared by Roman Olszewski.
March 9, 2001



Note: Minutes of the November 29, 2000 Conference Call meeting as well as the March 7, 2001 minutes should be approved at the April 9 meeting. [R.O.]