Board Meeting

August 2, 2003

Waterloo, Ontario

Hotel Laurier

9:15 p.m.

 

Present: Albert Tschirhart, Roman Olszewski, Kelly Harris, Joe Sax, John  Metcalfe, John Craig

 

Regrets: Denis Landry, Marc Christie

 

1. Welcome

 

2. Approval of March 28 Minutes - tabled until next meeting. In the future, minutes posted on the OTFA website should include a disclaimer that the minutes have yet to be adopted by the OTFA Board.

 

3. President’s Report: There are some critical items that need to be dealt with.

 

• We have been cautious with some of the volunteer screening measures but we must be ready for the OTFA AGM.

 

• The 2003 Supermeet is tough with the rain, but the farmers love it so we shall get through it. Total entries seem to be about the same as previous years, despite the weather.

 

• Athletics Magazine is now fully under OTFA control, and hopefully we will be able to get some sort of financial report regarding the magazine by the AGM.

 

4. Volunteer Screening – John C. took the Board through the changes to the proposed Volunteer Screening document. The changes suggested at the previous meeting were adopted. Some discussion ensued with regard to the need for Officials to be screened as this could be sensitive. Roman was concerned about the proposal, specifically as it relates to Officials; it is sad that society has moved to the point that these measures are necessary. Still, it seems apparent that the OTFA needs to have all coaches, volunteers, staff and officials screened.

 

Roman suggested that the OTFA implement a screening process for high risk positions: coaches, staff, club administrators and the Board need to be screened beginning in January 2004, while the program will be introduced for Officials in 2005, after consulting with the OOC. Since Officials do not, generally, occupy high risk positions, it might be reasonable to have Officials simply sign an Offence Declaration.

 

Action: John C. to investigate if other sports are screening their officials as well.

 

John C. will suggest different levels of risk: high risk volunteers (i.e. coaches) will need to have a criminal background check, medium risk volunteers (i.e. officials) will have to sign an Offence Declaration, and low risk volunteers (i.e. one day track meet on-site, volunteers, staff Board of Directors) will not have to have a check at all. There are several different layers that will have to be considered. He will report at the next Board Meeting.

 

Suggested that we have the officials sign an Offence Declaration in 2004, while coaches will have to have a full Criminal Background Check.

 

Perhaps the Offence Declaration can be part of the Officials form, but can be kept in the OTFA office in a secure state (not open to public scrutiny).

 

This will be finalized at the next Board meeting and/or via email to discuss and finalize the Volunteer Screening program. The OTFA should post any motion that is passed with respect to Volunteer Screening on the OTFA website as soon as possible after the September Board meeting, and send notification in the October newsletter that this information will be posted.

 

The OTFA AGM will be Saturday November 15 at the Ontario Sports Alliance building if available, or elsewhere as required. John C. will make arrangements for meeting rooms etc. The Board will meet the previous evening.

 

5. Domestic Competitions Schedule – Bill Stephens may be interested in hosting some indoor mini meets in 2004 in the Toronto area. As well, he is interested in hosting some indoor relays after the March break in 2004. It is possible the mini-meets could be spliced in between the bigger indoor competitions, making for a comprehensive schedule that has plenty of opportunities.

 

Outdoors, Dave Mills, in western Ontario, and Peter Self in Hamilton, have both done a great job of hosting competitions and twilight meets. We may have a chance to rotate some meets through a number of clubs so that no-one gets worn out but the number of local meets increases. There may have to be incentives to get clubs to assist, but several clubs have already bought into the idea. This would help extend the Great Lakes Series concept right over to Scarborough.

 

A working group of meet directors will be convened to explore options, viability and format.

 

Roman will try to put a list together of prospective dates for championships in 2004, for circulation soon.

 

Albert suggested we combine the indoor relays with some other competition late in the season.

 

6. OTFA AGM will be held at the Ontario Sport Alliance Building (location to be confirmed) on November 15 as per the discussion above. NOTE: The location of the AGM has since been confirmed to be at Variety Village in Scarborough.

 

7. Canada Games Staff selection. Roman declared those who had expressed an interest in being named to the Games staff.

 

Motion # 1

 

That Murray Jackson be selected as the Head Coach for the Ontario Team at the Jeux Canada Games in 2005.

 

Metcalfe / Harris                                                                                       Carried

 

Action: Roman to ask the SDO for nominations for coaches to help with the team.

 

8. Motion 2

 

To allow Mikaela Rodgers to transfer from her existing club, the Oakville Legion Track Club, to the Etobicoke Huskies/Striders Club during 2003

 

Sax / Metcalfe                                                                                      Carried

 

Adjournment 11:35 p.m.