Board of Directors Meeting

6:30 p.m., September 18, 2002
Delta Meadowvale Inn
Mississauga, ON

Present:

John Metcalfe, Roman Olszewski, Albert Tschirhart (Chair), Joe Sax, Marc Christie, John Craig, Denis Landry, Gary Crossley

Guests:

Enrico Toscano, Don Mills, Kelly Harris, Clifford Linton, Nathan Percival

Regrets:

Dave Watt

1. Welcome
2. Review of minutes of previous meeting. Good format of meeting in Ottawa
3. Approval of minutes of previous meeting

   Motion to Approve:

   Metcalfe / Christie - Carried

4. Clifford Linton: (9:20)Presentation on concerns about the state of the sport, where we are headed and what we need to do.

   Four concerns:

   • Facilities in this province need to be improved or there will be fewer people participating. This is with respect to the ability of a host to draw the public to the sport. Bleachers are required, and the facility must be spectator friendly. At present the atmosphere is not suited for the calibre of athletes in this province.

     Also, there is a concern specifically with the facility at York University. The facility is crowded - both indoors and out. Clifford wondered if, while this is a public facility, there might be a time at which the track is used only by track and field clubs. At present, several different groups are using the facility and equipment to the detriment of the sport.

     Action: John to ask Cecil if he can voice our concerns to the York/OTFA/Metro Board.

   • Need to change the nature of competition toward championship events. Need to be more oriented to real situations ie. more rounds as appropriate in junior and juvenile championship events which would see heats leading to finals. Fewer timed section finals and more final championship events.
   • OTFA Championships aren't in the pubic eye. We need to be able to promote our sport better in the media the event is worthwhile and we as a sport need to be able to get the public interested in our competitions and championships. Approach the problem from a different angle. Get involved with local radio as an example.
   • Website: should have a part for alumni and public donations. Kelly Harris may be the guy to help this happen he volunteered and can work with Nathan and Joe.

     Action: John C. to see if Kelly can help administer this side of the website.

5. Reports - all matters will come up on other agenda items.
6. New contract for Supermeet. Albert believes that the three groups involved in staging a Supermeet all have concerns with the present structure of responsibilities and duties. They all have responsibilities but not necessarily the authority to fulfill those duties. The contract needs to be revised so that each party controls their own destiny. There isn't unlimited funding, but there are revenue streams available, so each group needs to be able to access those sources in order to maximize their participation&and are no longer at the mercy of the other groups.
   

   John C. suggested that a committee be struck to look carefully but quickly at the proposed contract to iron out the concerns and make sure the contract makes sense for all three parties. Roman suggested that we try to decide this evening on a potential or preferred host for 2003 so we can get the gears in motion. The intent of the contract can be communicated to them and the specifics can be delivered once the three parties have agreed on the principles.

   The suggested committee would be: Roman, Albert, John Craig, Dave Mills and John Metcalfe.

   Action: John C. to find out what are athlete registration numbers and Supermeet entries are with respect to the place in the province where the meet takes place.

   There was a lot of discussion about where future Supermeets and other championships should be staged. Considerations were: the rotation system, geography and it's effect on membership and entries. The first item of business before we settle on a new contract would appear to be which bid we wish to accept for Supermeet 2003. For this purpose, Marc, Joe and Albert declared a conflict of interest and left the room for discussion and a vote.

   Motion 1:
   That the winning bid group for the 2003 Supermeet be given the opportunity to operate for 1 year only under the new contract arrangement presently being negotiated, or to operate under conditions that previously existed between meet directors, officials and the OTFA.

   Crossley / Metcalfe -- Carried

   Motion 2:
   That the Supermeet for 2003/2004 be in Kitchener organized by the Saugeen/Guelph/Mississauga bid group

   Crossley / Metcalfe -- Carried

7. Screening Process: Police checks are not free in some areas of the province, or for some groups.

   Also anyone who is going to be with kids - coaches, parent volunteers, team managers - will all need to have checks.

   What is OTFA's role. OTFA must establish guidelines with respect to what charges / convictions would disqualify someone from coaching or working with kids in our sport. OTFA should pass that on to clubs and clubs then should police their volunteers.

   Action: John C. to check with other sports (including hockey), get guidelines from the Coaching Association of Ontario, and seek other sources to see what they are doing. Denis will check with Ontario College of Teachers. Marc to check with HOC to see what they do.

   Action: The OTFA will have a Screening Process in place by January 2003. This to be presented and passed at the November Board meeting for presentation to the AGM the next day.

8. John discussed the insurance issues and a new proposed revenue neutral fee structure, recognizing inflation and other rises in costs.

   The OTFA is to review its membership fee structure for this year in accordance with a resolution passed in 2000. New fee structure would see universal membership in 2^nd year at $75 which seems steep. Perhaps we need to stay with a graduated fee structure to make the climb from introductory to senior levels easier.

   OTFA should increase competitive membership fees across the board by about 5% to bring to an even figure, including GST.

   Motion 3:
   That the OTFA Fee Structure for 2003 be as follows:

   • Officials - $0.00
   • Coaches and Admin - same as 2002
   • $10.00 one day competition fee
   • $10.00 non competitive fee
   • $30.00 first year for all athletes
   • Coaches and Admin - $35
   • Recreational/Developmental(no magazine) - $30
   • All other groups go up about 5% to come to an even figure including GST

   Tschirhart / Sax -- Carried

   To be proposed at the AGM. Notice of recommended fee increase to go in the next OTFA.

9. Unless things have changed with respect to the concerns we have previously brought to the attention of the MCZCR, the OTFA is not interested in competing in the 2004 Games.

   Action: Roman to correspond with Judy Sutcliffe to advise of the Board position, and see if rules for participation have been altered.

10. OCC - Kelly advises that the Council is not dead, and is limping along. Since February Kelly has sent out emails to the council and has had no replies except from a select few. Kelly will continue to work and wait until someone expresses a concern with the way things are being done.
11. Vicki Croley has asked the OTFA for financial assistance to help keep her from running a deficit for hosting the National CE Jamboree and the OTFA CE Championships. Both OTFA and AC supplied some financial support prior to the competition. The deficit is in excess of $2,000. This may be a personal loss instead of a loss to the club.

    Action: Roman will ask Vicki for receipts and try to determine if Vicki is responsible for the debt herself, or if she was acting on behalf of her club or the University. OTFA shouldn't be responsible for bailing out the event by itself without support from AC and other sources.

12. Technical Committee Motions: Motions presented were:

    That the list of new records, as amended and recommended by the Director of Technical Services, be accepted

    AND

    That at the OTFA Championships the Juvenile Girls intermediate hurdles event revert to the 300m distance (76cm), effective January 1, 2003 and that the Juvenile Boys intermediate hurdles event revert to 300m (84cm), effective January 1, 2003.

    Motion:
    That Technical Committee motions be passed as presented.

    Metcalfe / Christie -- Carried

    Motion 4:
    That a representative of Sport for the Disabled Ontario be added as an ex-officio member of the Technical Committee effective November 2002.

    Crossley / Metcalfe -- Carried
13. OTFA and AC AGMs are scheduled for the same day. Denis suggested that he would attend the AC AGM on behalf of the OTFA, and the OTFA should go ahead with it's AGM on November 23 as planned.

    AC has two Board positions up for election this fall, and nominations are now being entertained. If Rolys position is open and he wants to stand for re-election, we should support his nomination.

    Action: Gary will contact Earl Farrell to see if he is interested in putting his name forward, and he will advise Albert if he is interested.

    OTFA AGM - We should host a forum of shared ideas prior to the AGM, which could include the ORA, OMTFA, Masters, SDO, OCC, OOC

    Action: OOC will schedule its AGM on the same day and same facility.
    John to ask Carl about availability of local, cheap parking. Meetings to commence at 10:00. Refreshments or lunch at a cafeteria (at individuals expense - check out options) at 1:00 - awards, recognition etc. Re-convene in afternoon for mutual interests meeting and concerns. John to contact ORA and OMTFA, Roman to contact Masters Association and SDO.
    John and Roman to ask these groups for agenda items for afternoon sessions.

14. Other Business: OTFA is in direct control of Coaching Levels I, II, and III

    Harassment officers: John to contact Ann Barteau to see if she can help identify and train administrators.

    John gave office and computer update.

    John advised of two positions (Joe and Gary) that will be open for election at the next OTFA AGM. Gary and Joe to advise if they will stand for re-election.

    John advised of cost of a booklet to all members will be prohibitive. Maybe this is the sort of thing that should go out on a regular basis in the Newsletter, and should be posted on the Website. John will see that a suggestion that people visit our website be on all membership forms so this information goes to everyone.

    OTFA is trying to move to Nathans website, and will try to move there in the near future.

    Minutes should be posted on the website, with a note that minutes are subject to review and approval at the next meeting.

    Adjournment: 11:15 p.m.