Minutes - OTFA Board Meeting of March 22, 2002
Travelodge Hotel, Toronto, 8:00 p.m.
Present: Albert Tschirhart, Denis Landry, Marc Christie, John Metcalfe, Dave Watt (Treasurer), Roman Olszewski (Staff); Observers: Don Mills, Enrico Toscano, Kelly Harris.
Absent: Gary Crossley, Joe Sax
1. Minutes of the meeting of January 25, 2002.
MOTION: That the minutes of the January 25, 2002 meeting be approved.
J.Metcalfe/M.Christie Carried
2. Business Arising.
Roman reported that a meeting with the Masters Association has been scheduled for April to discuss a number of issues, including a possible co-membership programme. John Craig was meeting with Sport for Disabled representatives in Windsor on the subject of integration on the day of the Board meeting.
The Coaches' Council has a new executive, including Chairman Kelly Harris.
3. Leo Shapiro claim.
Enrico Toscano raised the issue of Leo Shapiro's unsettled claim with Ottawa Lions TFC for accommodation costs he and several other officials incurred after they left their rooms at Carleton residence during the 2001 Supermeet. Approval for the move by the officials was apparently not sought from the meet organizers, although this has to be confirmed. One of the officials did receive reimbursement from the meet organizers. It has to be determined why this official received reimbursement while others have been denied.
Members present agreed that the officials should have obtained permission prior to switching accommodation. Roman suggested that all officials should be advised that they can not unilaterally make changes and then expect to be reimbursed by meet organizers.
MOTION: That the OTFA reimburse Leo Shapiro, an official at the 2001 Supermeet, an amount of $416.64 (pending submission of recipts) for accommodation at Algonquin College and that the outstanding amount be obtained from the Ottawa Lions TFC pending a further enquiry.
D. Landry/J.Metcalfe Carried
John Metcalfe will make further enquiries into this matter.
4. Treasurer's Report.
Dave Watt reported that the OTFA appears to be in good shape for the fiscal year just ending. There should be a surplus.
He advised that for the coming year we should plan for about a 10% reduction in government grants. As the technical budget is the most discretionary the majority of possible cuts will have to be made there. Roman, referring to the technical budget proposed for 2002-2003 (distributed prior to the meeting), indicated that there were a number of soft areas which could be cut, if necessary, without serious consequence. Grants for most of the technical programmes need not be committed and are sent out late in the fiscal year, so adjustments can be made easily.
Roman mentioned that two significant items have been added to the technical budget:
espoir team trip to New Brunswick and new throwing implement purchase, and that these necessitated reductions for the coming year in many of the current budget areas.
It was agreed, however, that we endeavour not to reduce the amount spent in the technical areas of the sport.
Dave checked on 2002 OTFA registration figures to date and reported that although the overall cost of registration this year is much lower than last there is no significant difference in the number of registrations received.
Dave brought up the matter of staff salaries and Roman was asked to leave the room.
MOTION: That the staff be awarded salary increases as per discussion of the Board.
D.Watt/A. Tschirhart Carried
5. President's Report.
Albert distributed copies of an information package describing the FUNdamentals programme that he has, in concert with Athletics Canada, developed for use in Guelph this summer. The programme will introduce a large number of children in the community to our sport. This is a pilot project, which, if successful, could have a large impact on Track & Field in this province.
A questionnaire has been developed by OFSAA seeking advice on how high school track & field and cross country should be re-structured in light of the reduction to a four-year high school programme. Albert distributed copies to members present and asked them to send their comments to him to help form an OTFA position.
6. Vice President's Report.
Denis Landry commented on the potential move by the government to shift responsibility for delivery and funding of sport from the Ministry to an alternate organization, such as Sport Alliance.
An advantage of the switch would be greater control by sports over available funding but this could be offset by a shift of the laying of blame on the services deliverer if the needs of sport are not met.
Although a questionnaire on the subject of "Alternate Service Delivery" had been distributed to the PSO's it is likely that a decision has already been made. Denis distributed a summary of the questionnaire results of the PSO's.
On other subjects, Denis suggested that the Board directory should include a short description of the roles of Board members and that the new $25 lottery was hurting charities with other lotteries.
7. Director of Technical Development Report.
John Metcalfe reported on his efforts to use other groups' data (RCL, OFSAA) to help the OTFA with its need to report a higher membership. He said that both groups agreed to supply him with names but that it would be difficult to obtain exact addresses. John Craig will be asked to advise on whether an athlete's name and a point of departure for the provincial Legion meet or a school name is sufficient for government audit purposes.
There is also the problem of double reporting of athletes, as OFSAA is required to provide similar data to the government in exchange for grants.
John M. met with Roman earlier to prepare the technical budget.
8. Director of Operations Report.
Marc Christie presented the Safe Steps: A Volunteer Screening Process for Recreation and Sport document. It is a good starting point for what screening is all about and what needs to be done. After some discussion it was agreed that the first step in implementing the programme in our sport should be to distribute the Safe Steps document to the clubs via the Newsletter (May?). In subsequent newsletters more detailed information, such as timelines, can be included. Furthermore, a workshop that would be open to coaches and club administrators should be held at the Supermeet to further explain the process and to answer questions.
Denis suggested that volunteers could be placed into several categories of priority based on whether or not they were parents with children in the club, whether they would be travelling overnight with athletes, etc. Members agreed with the following timelines:
Clubs to have begun screening process by January 1, 2003
Clubs to have completed most of screening process by May 2003
9. Technical Committee Report.
MOTION: That the Technical Committee recommendations from its meeting of March 22/02 be approved.
D.Landry/J.Metcalfe Carried
Technical Committee recommendations:
1. That the list of new records, as recommended by the Director of Technical Services be accepted.
2. That the throwing implement masses for Juvenile Boys be changed to the following, effective the summer of 2002:
Shot Put: 5.0kg Hammer: 5.0kg Discus: 1.5kg Javelin: 700g
3. That the Juvenile Girls sprint hurdles specifications be changed, effective the summer
of 2002, to 100m at 76cm.
4. That the Juvenile Boys and Girls intermediate hurdles specifications be changed,
effective the summer of 2002, to 400m at 84cm and 400m at 76cm, respectively.
5. That the relays be included in club scoring with the first three teams in each category
scoring 7 - 4 - 2 points.
10. "Canadian High School Championships".
The Board had briefly discussed this concept last year. Several ideas concerning venues with spectator facilities were shared, including the St. Denis Centre in Windsor and Hamilton Spectator Indoor Games. Roman agreed to contact Tom Roden of the Spectator Games to broach the possibility of making this proposed high school championship a major component of the Games. A group to consist of Kelly Harris, John Metcalfe, Marc Christie, Roman Olszewski and possibly Joe Sax will work on this project.
11. "Universal Registration".
Members agreed that the OTFA should require all athletes participating in any competition sanctioned by the OTFA to hold some category of OTFA membership. Some of the problems and mechanics of putting this policy into place as of January 1, 2003 were discussed. Roman suggested a secondary membership with a modest fee ($10.00), which could be easily covered by an unregistered athlete appearing at an allcomers competition. Depending on costs of administration the fee may have to be set at $15 or $20. The staff will be directed to further develop this policy so that everything can be in place for its inclusion in the agenda of the 2002 AGM.
12. Adjournment.
Minutes prepared by Roman Olszewski, March 27, 2002.