BOARD OF DIRECTORS MEETING #2 ( )

Transcription

1 BOARD OF DIRECTORS MEETING #2 ( ) Teleconference Present: Staff: R. Hannah J. Vadeika P. Armstrong H. Dwinnell S. Goodwin R. Gow Absent: T. Hayes A. Almas J. Holmes J. Bartoch J. Hyslop P. Jurenovski P. Legault I. Macdonald E. Martin S. McLean D. Roza G. Sprung D. Taylor ITEM :01.1 CALL TO ORDER Rick Hannah called the meeting to order at 7:03 p.m. He welcomed everyone to the meeting and reviewed the procedure for the call. ACTION :02.1 APPROVAL OF AGENDA MOTION: E. Martin/D. Roza To approve the agenda with the following additions 1. New Business: Ontario Summer Games Regional billing CARRIED :03.1 APPROVAL OF SEPTEMBER 19, 2008 BOARD OF DIRECTORS MINUTES MOTION: T. Hayes/D. Taylor To approve the September 19, 2008 Board of Directors minutes as circulated. CARRIED :04.1 APPROVAL OF SEPTEMBER 21, 2008 BOARD OF DIRECTORS 1

2 MINUTES MOTION: T. Hayes/D. Roza To approve the September 21, 2008 Board of Directors minutes as circulated. CARRIED :05.1 RATIFICATION OF OCTOBER 17, 20, 20, 2008 EXECUTIVE COMMITTEE MINUTES MOTION: S. McLean/D. Taylor To ratify the Executive Committee minutes of October 17, 20, 20, CARRIED RATIFICATION OF DECEMBER 21, 2008 EXECUTIVE COMMITTEE MINUTES MOTION: T. Hayes/R. Gow To ratify the Executive Committee minutes of December 21, CARRIED :07.1 REPORTS President s Report (Appendix A) R. Hannah s report was circulated prior to the meeting and he was available for questions :08.1 Executive Director s Report (Appendix B) J. Vadeika s report was circulated prior to the meeting and he was available for questions :09.1 Administration Finance Committee Report (Appendix C) D. Taylor reported that Swim Ontario finances were good order. He informed the board that the Finance Committee directed J. Vadeika to secure investments at various financial institutions to minimize the risk on our investments. J. Vadeika is finalizing the investments January 15, :10.1 MOTION: T. Hayes/G. Sprung Swim Ontario will cover transportation costs for each region to a maximum of $7, for 5 regions and $3, for the host region. Other associated costs of participation in the 2010 Ontario Summer Games including training camps, swimmer registration fees and kitting would be the responsibility of each region. CARRIED :11.1 As per D. Taylor s request, J. Vadeika confirmed that Swim Ontario would purchase all kitting and the regions would be responsible for the cost. This would ensure that all regions are similarly outfitted. R. Gow will add this item to the Regional Directors Agenda for their next meeting. Ron Gow :12.1 Swimming Development Committee Report (Appendix D) S. McLean responded to a question regarding swim suit technology, indicating 2

3 that Swim Ontario is waiting for direction from FINA and SNC and that we are in a position of hold until their position on this issue is determined. SNC has a position paper on the issue but is awaiting FINA s outcome :13.1 Communication (Appendix E) E. Martin highlighted progress on the Club Manual and the Policy and Procedure Manual :14.1 Ontario Swimming Coaches Association Report (Appendix F) I. Macdonald s report was circulated prior to the meeting and was available for questions :15.1 Ontario Swimming Officials Association Report (Appendix G) In addition to his report, D. Roza reported that Level 3 Officials requirements include participation in all clinics or they are not certified. Up The Ladder is being updated to reflect this :16.1 Regional Directors Report (Appendix H - K) Regional Directors presented their reports and were available for questions :17.1 Ontario Aquatic Hall of Fame Report (Appendix L) R. Hannah and E. Martin were available for questions. Hall of Fame nominations are always sought after and if anyone had any, they should forward them to Rick Hannah. Reference was made to the Junior Pan Pacs where 21 out of the 26 Canadian medals were from Ontario swimmers who could potentially be Hall of Fame inductees in the future. R. Hannah reported that E. Martin has sent SNC an article for their webpage on Ontario swimming. Everyone is encouraged to review on swimming.ca :18.1 Swimmers Representative Report (Appendix M) J. Bartoch had a Big Brother commitment and was not available. It was reported that the Senior Swimmers would meet at Ontario Cup to elect the Swimmers Representative :19.1 Masters Swimming Ontario Report S. Goodwin gave a brief report and was available for questions :20.1 APPROVAL OF STRATEGIC PLAN R. Hannah highlighted areas of the Strategic Plan including the remaining staff vacancy of a Provincial Mentor Coach and the possibility of a National Training Centre in Toronto and that both these initiatives would be reviewed by the Finance Committee :21.1 POLICY AND PROCEDURE REVIEW AND REVISION UPDATE It was recongnized at the last meeting, the need for a review of the Policy and Procedure Manual and it began with a staff audit and was passed on to the Communications Committee. E. Martin recommended that a complete 3

4 overhaul be implemented. R. Hannah recommended that the committee and staff be tasked with the overhaul and bring a comprehensive package to the April board meeting :22.1 NEW BUSINESS Ontario Summer Games Billing D. Taylor questioned the amounts regions were billed for the extra day charges as these were not what were quoted. J. Vadeika will investigate and re-bill if necessary :23.1 ADJOURNMENT MOTION: D. Roza To adjourn the meeting :24.1 The meeting adjourned at 8:26pm. 4

5 PRESIDENT S REPORT TO SWIM ONTARIO BOARD OF DIRECTORS APPENDIX A The months following the AGM have been busy and instructive. To begin, I wish to commend Past President Ted Hayes for his years of dedicated service and leadership as our President. Also, I thank him for his assistance, which enabled a smooth transition. The Standing Committee Chairs have assumed their new roles quite capably and progress continues on all fronts. For my part, I can share a sampling of activities and events. John and I had a worthwhile meeting with our Ministry of Health Promotion Consultant, Steven Boyd. He offered some potentially useful tips for our funding application. Last month he also sent information regarding the various sports status with respect to having a provincial Long Term Athlete Development Strategy as well as the existence of a national LTADS and some congruency of the two. Swimming fared well on all counts. The SNC AGM was in P.E.I. and Strategic Planning was the focus. However, the Presidents Council met separately from but concurrently with the ED s Council, as well. One of the more significant developments was the eventual grasp by senior SNC Staff of both the multitude and magnitude of concerns surrounding the On-line Swimmer Registration Programme. Although many remain, it is fair to say that some progress has been made and hopefully this trend will continue. The Executive met with Hilary Findlay and the Complaint against Dolphins Swim Club reviewed. Counsel is tentatively scheduled to meet with the Adjudicator in February with the hearing to follow by a month. The Canada Cup (formerly Grand Prix) was a great success with one world and many national records broken. Ontario swimmers figured prominently in this achievement. Etobicoke Swimming were again excellent hosts and SNC s Big Splash on the preceding Thursday evening was well done and well received. The relocation of the office was not without incident. However, it is at once a testimony and a tribute to John and his Staff that the disruptions were relatively few in number and minimal in nature. The unpacking and organization were done quickly and effectively. Finally, the engagement of Christy Yaremczuk as Regional Programs Development Coordinator has already proven a valuable addition to the staff complement. Research is under way to pursue the feasibility of filling the long vacant Provincial Mentor Coach position. Rick Hannah, President. 5

6 Appendix B ED s Report to the SO Executive Dec. 17 th, Once again thank you to Ron Gow, Cameron Prymak and their region for doing the initial investigation into venues for the 2008 conference, and a big thank you to Huronia region for their Hospitality. We have secured our location for the 2009 Conference to be in Toronto at the Marriott Airport Conference Center where we have previously enjoyed their cooperation and professionalism. So mark you calendars for September 18-20, 2009! We have already started the planning process and are seeking speaker and presenter on both the coaching and administrative themes. On a global note we are very close to securing a lead presenter speaker who was the 50 th Canadian to summit Mount Everest this past summer of Spread the word. 2. Final financial results of the Conference are still being calculated and will not yet be final until we clarify some of the charges with the host. It is anticipated that the final conference financial report will be available by late January or early February. Swim ON was very pleased with the conference and its theme and it will be prudent to continue to monitor our future strategies based on national deliveries every 2 years. It should be noted that we will need to continue to evaluate how we evolve the marketing and pricing of the conference/event with the policies and direction of Swim Ontario. 3. SNC AGM. Please see the President s Report. Please note that at the time of the SNC AGM (end of October); Swim Ontario was approximately 4 full weeks behind in most of its administrative processes indicating significant capacity deficits. 4. Canada Cup & Bergen International. Many new provincial and national records. The Canada Cup seemed to be a great event with a continued impressive delivery thanks to the many partnerships that were created. ESWIM was congratulated and thanked for their continued support and delivery of a great event like the C-Cup. Swim Ontario certainly recognizes the intangible benefits of a competition like this in Ontario. Canada Cup Results found here The Ontario First pamphlets were completed in time for the C-cup and over 500 were distributed to various interested parties at the event. A big thank you to Marquart Printing and Siegfried Schleich for his support and production contributions to this initiative. Swim Ontario 6

7 has now launched the next phase of distribution of these pamphlets to club presidents as well as distribution at the Ontario Cup in Mid January. Swim Ontario organized and delivered the Swim Ontario Development Clinic with over 80 athletes in attendance. We did not receive any donation from any sponsors or donators as previously experienced. Swim Ontario expended just over $ for the event. Report found here 5. Bergen Meet results were very positive for Swim Ontario. Results of Ontario s success can be found here Swim Ontario is once again sending a team of 8 athletes for a senior oriented competitive opportunity to Zurich Switzerland in partnership with OUA affiliated teams. 7. Swim Ontario is conducting a Canada games stage 3 camp from December 19 th 21 st. It will comprise over 40 hopefuls athletes. Dean Boles is the head coach and named as head coach of the 2009 team and fully integrated into the CGTDP stage deliveries since stage 1 of the season. Stewart McLean is the team manager that has been named and integrated since the season. Canada Games planning continues as we move ever closer to our Trials being the SC national championships at the U of T hosted by TSC. 8. Swim Ontario managed a rather hectic and somewhat delayed office move to our new location at 3 Concorde Gate. We are finally settled however we continue to progress in our organizing. We will need to continue to sift through our items and work towards streamlining our storage area which is exploding at the seams! Staff have worked extremely hard to make the season are relatively seamless one with the challenges of the new SNC on line registration and the planning, preparation and action of our office move. We feel we have been extremely successful; however we do note that Swim Ontario is approximately 3 weeks behind our previous capacity deliveries excluding technical deliveries. 9. Ontario Games 2010 planning begins. We have limited info at this time however we have been assured that the Sudbury organizing committee will be supplying details very soon. It has been noted that the 2010 games will need to have finalized our technical package without any variation in participation numbers by April 30 th, 2009 and Swim Ontario staff will be working with OSCA and the respective regional coaching representatives to do so. We have run into many delays with respect to the reimbursement of our 2008 travel subsidy from the OSG committee and the city of Ottawa. I have been in touch with the SAO sport consultant liaison and have been assured that the check was issued December 15 th along with accompany and expected billing. Once received, Swim Ontario will endeavour to finalize 7

8 invoices to the respective regions for fees related to the non conforming timeline of participation. 10. To date Swim Ontario has not only met the challenges identified in the report related to SNC registration and an office move/relocation; we continue to face significant capacity challenges in delivering on responsibilities of current dispute enforcement. I hope the executive, standing committees and Board of directors can appreciate the degree to which not only day to day operations consume but also the additional policing items consume staff capacity at this time. 11. Swim Ontario s focus strives towards the future. In conjunction with the Staff Capacity plan, we are continuing to work within the approved Strategic Plan and will begin the process of those identified strategies and objectives. One of which is hiring a new Provincial Mentor Coach. This is a critical part of augmenting our current organizational strategy and staff compliment as technical programs have expanded significantly over the past 4 years. While there is a priority to hire a provincial mentor coach, Swim Ontario is monitoring the timing and human resource environment with respect to this objective. 12. Most recently Swim Ontario has renewed its sponsorship with Sandalwood Suites hotel and is in present negotiations with its current sponsors. It is important to recognize that we are currently in strong and optimistic negotiations with Team Aquatic Supplies (TAS) to be a sole and exclusive team supplier sponsor with Swim Ontario however it has not yet been finalized. Important items of note from the SNC COO Mark Hahto Executive Directors Council: December 16, 2008 Insurance Update Spoke with Marsh Insurance and informed them that we will remain with BFL for the year. BFL has offered us a new General Liability rate for the December 1, 2008-November 30, 2009 insurance year of 47 cents/member a reduction of 8 cents/member. An audit comparing BFL to Marsh will be conducted this year. Sport Canada and RTE Funding Updates: Finished our Sport Canada SFAF (Sport Funding and Accountability Framework) reporting and verification results will be out mid-january regarding on our funding levels for the next 4 years. Presented our RTE Proposal November 24 th : Submission requested for a significant budget increase (and programming) for both Able-bodied and SWAD. The response seemed quite favourable. We ll find out mid-late January our funding levels. Television Strategy Update 8

9 CBC has reached a settlement with Dentsu (FINA) and will broadcast the international feed for the 2009 World LC Championships 2010 World SC Championships 2011 World LC Championships Next step is to convince CBC to broadcast one (or more) domestic competitions per year. Promotions: Three great 100 th Anniversary promotional features on the website: 100 years of National Champions. Monthly voting for the All-Time Swimming moment over the past 100 years. Provincial Profiles Swim Newfoundland, Swim BC, Swim Saskatchewan each with a unique reporting style The 100 freestyle challenge results (and the 5km) will be posted this week. We are planning a 2 nd series of SYS swimming commercials to be aired on CBC from late Dec March. Selected shows where the commercials are to be aired: Alpine Skiing, Snowboard, CBC Sports Saturday, Christmas specials and the Simpsons; a total of 39 commercials. Targeted groups: (athletic-minded parents) and kids. The total expected reach is 4,467,000. Masters Swimming Canada A new Advisory Council for both MSC and SNC has been formed as we move to improve our relationship. Newly approved Terms of Reference with a committee of 6 (3 SNC and 3 MSC). Office re-location strategy Our current lease expires July A number of strategies that are being investigated, including: Purchase or lease a building with the 4 Aquatic Sports (plus friendly sports). Purchase or lease a smaller building for ourselves. Be part of a multi-sport (30+ sports) building. Remain in our current location the least preferred option. Sponsorship Update Speedo sponsorship expires December, Myrtha Pools sponsorship expires December, Team Aquatic Supplies sponsorship expires December, Omega discussion ongoing sponsorship expires December, Bell Sponsorship is finished / free conference call options expires Dec, 2008 we are investigating new conference call options and will communicate with the ED s shortly. Meeting this Friday with Dan Thompson, Sean Finn, Pierre and Mark to review our sponsorship solicitation strategy. Presidents Meeting (Dec 15 th ) Update Discussion on the need for a national officials plan regarding standards, education, training and certification. 9

10 New Terms of Reference adopted including a two year term for the chair, a review of the EDC minutes and alignment with the national Strategic Plan. Sandi Lowther (co-chair) will ensure that all minutes are directed to Bette for distribution to the EDC. Upcoming Priorities Finalizing Strategic Plan Document Budget Approval in mid-march by the A&F Committee and then the Board of Directors. Revenue streams from Sports Canada and RTE dictates much of the budget. Final budget is required before we start our discussion related to NSO/PSO roles and responsibilities. PSO/NSO Roles and Responsibilities A technical plan will be presented at the EDC Meeting in April. Roles and responsibilities will be discussed at this meeting. Mark Schuett and Mark Hahto to lay down the foundation prior to the April meeting. Alignment of roles/responsibilities with the Strategic plan. Miscellaneous Carded Coaches / ED meeting (April 24-26) tentatively scheduled for Victoria National Office Closure December 24-January 4 th inclusive 10

11 Admin. & Finance Committee Report January 11, 2009 Appendix C The Financial Summary for fiscal Year was just received through the end of November, but to-date income is at 88.9% of projection and expenses are at 36.7% of budget. Once we receive December and January numbers, we will have a better feel for end of the year results, but to-date, everything is looking favorable. We finally received Summer Games Transportation funding from the Ottawa Games Committee as well as an invoice for meals and accommodation for the extra night, the Tuesday. The Regions involved have been invoiced, this week, for the extra night expenses. John Vadeika has meetings scheduled this week with Financial Advisors to setup multiple Bank Accounts, where possible, to reduce individual Account Balances to the CIDC Insurance limit of $100,000. This item was a recommendation of the Finance Committee, in light of the current economic conditions, as a just in case action to protect Swim Ontario funds. The Committee is just in the infancy stages of reviewing many Policy and Procedure items, passed to the Committee by the Communications Committee. Just as a matter of information, I will be somewhat more handicapped than usual for a period, as I am scheduled for Hip Surgery Friday, January 16 th, but am anticipating a quick return to service. Submitted on behalf of the Finance & Administration Committee. Dan Taylor 11

12 SWIMMING DEVELOPMENT COMMITTEE APPENDIX D Swimming Development committee has gotten off to a busy start to the Season. Much of the work done by the committee can be seen on the SO website and is already readily available to the swimming community. Provincial Championship Calendar: Meet packages for the Short Course Provincial Meets have already been passed by the committee and are available. Thanks to Christy for all of her work in putting these packages together. Thanks also to the meet management teams from last year s championship meets who have aided Christy. Small changes have been made to the packages and to the running of these meets. These changes reflect the new Swimming Canada LTADS PROVINCIAL CARDING POLICY: Kelly has brought forward the carding policy for the season. Changes include altering the timing of payout to the athletes, this change allows staff time to confirm registration and eligibility of athletes. Athletes will see the first payment after Canada Cup in November with the second payment coming after Spring Nationals in March. Policy will be posted early in the New Year. Thanks to Kelly for all of his work on this issue. SWIM SUIT TECHNOLOGY: This item has been a topic of discussion and debate since our first meeting. This has become the real hot button issue in the swimming world and it certainly has not gone unnoticed by SDC. This item is up for further discussion at our January 19 th meeting. MORE TO COME!! 2009 CANADA GAMES: Canada Games Stage 3 camp was held in December at the Etobicoke Olympium. The camp was attended by 27 athletes who braved some pretty harsh weather and other logistical obstacles to have a really successful training experience. Thanks to Kelly and Swim Ontario staff for all of their hard work putting together the camp and to Dean Boles for all of his work coordinating workouts and leading the team. ONTARIO ATHLETE PERFORMANCE: Finally, I would like to say a quick word regarding the current status of Ontario swimming and the athletes representing Swim Ontario and their clubs at various competitions all over the world. I have been watching the results from recent meets including Junior Pan Pacific championships in Guam where Ontario athletes lead the way in medal wins for Canada. It is important to note that a lot of these kids have come up through the development structure that Swim Ontario started 4 years ago with the provincial training camps, tour teams and the increase in financial support to our athletes. It is important that as we move into the next quadrennial that we 12

13 continue to give all of our athletes the highest level of financial support, training options and racing opportunities that we can provide. SUBMITTED BY: Stewart McLean SDC CHAIR 13

14 Appendix E Communications Committee Members Eric Martin (Chair) Paul Armstrong Ashley Almas Jeff Holmes Peter Jurenovskis Communications Committee Committee Report Club Handbook Completed The handbook was in approx. 7 major files and many different minor files. Sections were copy-andpaste from the club by-laws. It has been re-written with more narrative and description using by-laws and process as supplement. All the graphics have been re-done as the previous files were saved copies of copies and more pretty ratty. Next Steps: The club handbook will be approved by the Executive Committee. Staff to then update their files and save for future requests from clubs. Copies to be sent to all directors to replace the previous version found in the binders. Swim Ontario Policy and Procedures Moved to a single document Under review Motions and alterations to the by-laws to be undertaken by Communications Committee The by-laws were saved in individual files. The foundation for change was based on hard-copy distribution to Directors. Now all by-laws have been placed in a standardized template inside one (very large) document. By-laws without files have now been digitized and placed in the document. Next Steps: Communications Committee will prepare a series of motions and new bylaws to reflect changes in the tone and direction of current by-laws. Motions will be distributed to Committee chairs after completion for feedback, changes and support. The goal of this process is to create a central resource for by-laws and the process under which they are recorded. As well a review of the process behind Policy (determined by Board/Membership) and Procedure (written by staff in support of Policy) will be presented. SWAD policy and the changes to IPC registration are near the top of the list and a new proposed by law will be sent around to Committee Chairs shortly. 14

15 SwimMeet.ca In response to the provincial reaction at the SNC AGM the On-Line Committee is working even more closely with SNC on, Bug reporting (current focus) Enhancements Development The committee now receives weekly updates on bug reporting and problems throughout the country (the latest report on SwimMeet.ca is attached). Discussions on report formatting, change and process are discussed prior to SNC implementation. By no means is the system there. Provinces have different age categories, club structures, development programs and more. However, the reaction to the involvement of the committee has improved. One change which Swim Ontario should consider is Club payment and timing. Currently this can take to October 15 for clubs to pay. Because registration can begin Sept. 1 and because clubs which haven t paid do not appear.. we get problems (people register as unattached and more). Swim Ontario should consider a club registration/payment deadline of September 1. Begin collecting money and registration over the summer. Coming soon is a standard qualifying test. SNC will be testing the ability of provincial organizations to load a standard and confirm on-line a swimmers qualification. Last year at this time we had approx. 20 meets without results. This year is much better. Would still ask that sanctioning officers stay diligent to results being uploaded. Uploading results within 7 days of the meet is a condition of the sanction and sanction should be withheld from any organization/club which does not fulfill this obligation. o Central Region OSHAC Red and Blue Oct. 18 o Eastern Region All up to date o Huronia All up to date o North-Eastern Region All up to date o North-Western Region All up to date o Western Region Aqua 7 (WAAC) Dec. 21 o Ontario University MACU Brock Guelph McMaster Nov. 01 BADGR University Tri-Meet Oct. 19 WLU WLUUWMACUWO Quad Meet Oct. 4 The Communications Committee has had one meeting and a big thanks to Paul for reviewing and reading the club manual. I look forward to the support of the committee members in moving forward with the policies section over the next few months. 15

16 Appendix F OSCA Chairperson Report The Ontario Swimming Coaches Association started the season by once again working with Swim Ontario to deliver the coaches portion of the annual conference weekend in Huntsville. The conference was very successful and there was a great deal of positive feedback. OSCA once again contributed $6000 to the operation budget of the conference. In addition to our cooperative effort towards the conference delivery, OSCA continues to have a very positive relationship in working with Swim Ontario with regards to the provincial technical program. Swim Ontario staff are present on all OSCA conference calls to present technical program details and ask for feedback. In addition the staff is a valuable source of information with regard to all issues confronted by OSCA. In October OSCA named the recipients of the grants from our Olympic Support Fund and our Education Fund. Once again there were very few applicants. The number of applicants for the Olympic Fund was likely low because of the large financial support provided by Swim Ontario. We did however have one successful applicant, Dean Boles of the Region of Waterloo Swim Club. We also only had one applicant for the Education Fund. Sean Baker of the Hamilton Aquatic Club was awarded a grant from this fund. Given that this was the third consecutive year of low interest in the Education Fund we have decided to change the use of these available funds. For the upcoming season we will be working with SNC to send a deserving Ontario coach as a member of the staff to one of the the Junior/Youth National Team trips in the summer. We will once again offer grant opportunities for Senior National trips as well. Full details are available on the OSCA website ( Finally, one of OSCA s primary objectives this year will be to streamline our by-laws and more clearly define our relationship with Swim Ontario. The OSCA Board of Directors have approved the expenditure of funds to seek legal advice on these issues. Respectfully submitted, Iain McDonald OSCA Chairperson 16

17 Appendix G ONTARIO SWIMMING OFFICIALS ASSOCIATION (OSOA) REPORT The fall swim season started in September with officials attending clinics and working club invitational meets in every region. Preliminary information indicates outstanding clinic attendance in all regions including an overwhelming turnout of over 650 for the Central Regional clinic day. Throughout Ontario, Club Officials Chairs (COC s) are encouraging parents to get involved in officiating and are organizing and presenting clinics. Senior Ontario officials, many without an active swimmer, continue to give back to swimming by presenting clinics, mentoring officials on deck and volunteering their time and effort to organize and work meets. An exciting competition schedule for the first quarter of 2009 includes Regional, Provincial and National short course championship meets. Ontario officials will have an opportunity to gain exposure and experience at a variety of levels of meets across the province, including the following meets: Jan 16 th -18 th Ontario Cup. (U of T) (TSC and NYAC) Jan 30 th Feb 1 st Regional Short course Championships (Western, Eastern and Huronia) Feb 5 th 8 th Regional Short course Championships (Central) Feb 12 th -15 th Eastern Canadian Championships (Halifax N.S.) Feb 26 th Mar 1 st Junior Short Course Provincials, (Nepean, NKB) March 20 th to 22 nd 2009 Ontario Masters Swimming Championships, (Nepean, NKB) March 11 th -14 th SNC Spring SC Nationals (TSC/U of Toronto) April 17 th -19 th Team Champs. DIV 1 (Etobicoke, ESWIM) DIV 2 Sudbury; (SLSC) DIV 3 Brantford; (BRANT) May 15 th to 18 th 2009 Canadian Masters Swimming Championships, (Etobicoke, ESWIM) OSOA WEBSITE OSOA launched its new on-line, interactive Level one (timers) and Stroke and Turn clinics to support the delivery of educational material to officials across the province. Club Officials Chairs will administer access and monitor the results of the on-line clinics which were rolled out in October. To date, 160 candidates have attended and successfully completed the on-line clinics. User feedback allows us to maintain and improve delivery of the two existing clinics even as we continue development of additional clinics. OSOA proposes to develop and launch on-line versions of all clinics. This project is a volunteer motivated effort which takes a significant amount of time to complete. 17

18 Up the Ladder will be revised and changes posted shortly. A complete revision of the Meet Manager clinic is underway and changes will incorporate a new Hy-Tek component. The Recorder Scorer clinic was also revised and will be posted shortly. OSOA continually updates the on-line PowerPoint clinics used by Ontario officials and many other provinces across the country, providing training materials to new officials. A Briefing Video with overview of strokes is located on the Officials page of the Swim Ontario Website. This video is not meant to replace a verbal briefing but to be used as a visual aid to assist all officials, including referees. Financing projects of this magnitude are costly; however we hope to continue with these technological developments when funding is available. I would like to thank Alastair Currie for his time and effort maintaining the OSOA website. CLUB OFFICIALS DEVELOPMENT PLAN Year two of The Club Officials Development Plan took effect in September 2008, and saw a dramatic increase in clinic attendance across the province. Regional Official Representatives (ROR s) in each region are working with clubs and Club Officials Chairs (COC s) to encourage the development of officials. In September 2008, ROR s provided their Sanction Officers with a list of non-compliant clubs, based on the number of families in the club as of June 30 th, 2008 and the number of officials associated with the club. Non-compliant clubs wishing to host a meet provided an official s development plan to their ROR s. The plan received enthusiastic response which exceeded the initial expectations of OSOA. Most clubs were supportive and eager to comply with the objectives of the program, Develop their individual club base of officials. Small clubs with less than twenty families (exempt from the plan) were particularly keen and welcomed assistance to train and develop their own officials. For further information, please contact your Regional Officials Representative (ROR). A copy of the plan is also available on the Officials page of the Swim Ontario website at: MASTERS Preparations are underway to host the two largest Masters Championships meets in Canada in May 15 th to 18 th 2009 Canadian Masters Swimming Championships (designated meet) will be hosted by Etobicoke Swimming. March 20 th to 22 nd 2009 Ontario Masters Swimming Championships will be hosted by Nepean Masters and NKB. The MSC Board approved a new MSC Rule Book effective on Jan 1, 2009 which can be found, at the top of the home page of There is only one rule change and that is the adoption of the FINA Masters start rule, no more one false start allowed (MSW4.4). The two big changes to 18

19 previous MSC Rule books is that it is complete and that it follows the FINA (SNC) numbering system, making it much easier for officials not familiar with masters to follow. The New Masters Rulebook is available at OSOA thanks Masters Swimming for its continued financial support, which is directed to ongoing training and development of Officials in Ontario. CANADA CUP Etobicoke Swim Club successfully hosted Canada Cup, a designated meet November 28 th to 30 th 2008 at the Etobicoke Olympium. Canada Cup provided an opportunity for great swimming with outstanding results including a new world record, and many National and Provincial records. Once again Alastair Currie, senior official s chair, spent many hours organizing work assignment schedules, which provided outstanding opportunities for senior Ontario officials to gain national exposure. The John Grootveld Memorial Officials Training Fund and the Ontario Aquatic Hall Of Fame benefited significantly from the Canada Cup Sponsorship Program. We would like to thank Etobicoke Swimming, (Canada Cup) for the opportunity to participate in this program and acknowledge the efforts of Horst Tietze and Jeff Holmes working to make this a success. CONGRATULATIONS Elevated to the LEVEL IV Jeff Ruttan (NKB), Jenny McKay (NKB). Elevated to LEVEL V Wayne Dorrington (U/A). In summary I would like to thank the OSOA board members for their contribution to the development of officiating in Ontario. Respectfully submitted, Dave Roza Chairman OSOA 19

20 Appendix H Swim Ontario Regional Directors Conference Call Dec 9 th, :00 PM MINUTES Attendance: RD s: Janet Hyslop (North West), Jeff Holmes (Central), Chair: Ron Gow (HRSA) Swim Ontario Staff: Christy Yaremczuk, John Vadeika Regrets: Dan Taylor (NEOR), Paul Legault (Eastern), Ashley Almas (Western) 1. Call to Order 1:00 PM 2. Approval of Agenda 3. New Business a) Staff Updates 5. Ontario Summer Games Status Christy o Christy reports that first steps are underway and on track. o Next meeting scheduled for late January with PSO s. o Technical issues have been discussed with coaches in the regions. o Expect completion of tech pkg by April. Ron added that all regions will be attending. Thanks to Swim Ontario Staff for their work on OSG 2010 thus far. o JV added that the 2008 reimbursement subsidy is still outstanding, as the City of Ottawa is behind schedule on this due to medical issues with the responsible staff. Expect this shortly. Regions can expect they will receive the overdue invoices. (for the day of arrival costs) ii) Canada Games Status John o Stage 1 of the selection process moved to stage 2, from 72 possible athletes to 60. o Next phase is a camp held in Etobicoke Dec with Head Coach for Canada Games Team Ontario, Dean Boles. o Athlete goals and preparation will be addressed as they move toward CG Trials in March at SC Nats via video assessments and race plans. o There will be mandatory attendance required for team Ontario selected athletes Jun 19,20,21 at U of T, where CG Code of Conduct and related drug doping education will take place. o Staging immediately before the camp is currently being finalized and will be announced once completed. It will take place late July into August. o JV is aware of some congestion and overlap that may occur with SNC Tour Team program selections in the same time period (August) and Swim Ontario will be prepared for that possibility. iii) Provincial Competitions Updates Christy o Next up, Ontario Cup at U of T, January 17,

21 o Good opportunity for high school and varsity competition o An excellent turn out is expected. o There will be a carded athlete/coach meeting held over that weekend. o Jr.Prov s, SC are in Nepean o CG s SWAD and Spec. Olympics athletes will be selected there. o Christy thanked Andrew Craven, Corrine Duncan and Dave Roza for their work on this. o Sr. Prov s. will be ABC finals, open age o Coaches felt it worked well into calendar, Jun 4, 5, 6, 7, in Etobicoke. o Held in conjunction with the AGI, which is an age-group competition with time finals. Thanks to Steve Goodwin on this. o Charlotte Grand Prix. Is moved to mid May for 2009, so Sr. Prov s will work well for prep with Prov. Team attending Mission Viejo CA., Jun 17 to NCCP coaching education update Christy o JV and Christy attended meetings in Calgary late Oct re: NCCP. o Discussed Skills Coach and timelines, fee will be $109 o There will be eventually 17 modules to complete. 4 are up now, all 17 expected by Feb. o Workshop April timeframe, with facilitators trained by then, provided by provincial sections. o Coaches in the level 2, 3 have been in a blackout period. o It is identified that there is a great range between some coaches in this range some are part time right up to coaches of Olympic athletes. o Competitive Development Coach. Intro is Skills. 3 multi sport modules, available thru PSO, 5 sport specific, exp. Sept o Skills Coach Advanced not available yet, exp. Sept start date. This will parallel swimmers with coaches (stage of competiveness) o Janet asked about level 2 or 3 coaches who are caught in the blackout period, with their practical not completed. JV replied that clarification coming. PLG needs to be sent to Swim Ontario (Practical Learner Guide) o Christy added that a coach doesn t lose training on their NCCP Transcript (due to changes with the NCCP) o Janet asked re: a skill coach assessment on Skills Coach., Christy stated they can be assessed. JV asked Christy to work with Janet on this. v) Technical program updates John o Bergen Tour, departing tomorrow (Dec 10) o Canada Games prep, Ontario Cup in January, February is SC Jr. Prov s, SC Nats in March, Provincial Camps will take place in April. o No Tri meet this year due to Canada Games Team Initiatives vi) Registration & Sanctions updates John o The SNC sanctioning process for meets was discussed briefly. JV relayed that training for Regional Sanctioning Officers (RSO) would be advantageous to provide consistency throughout the province. Interpretation of the SNC LTADS and it impact seem to be the main area of education that needs to be reviewed in order to reflect better decision making on a case by case basis. o This will be looked at, how best to accomplish this. 21

22 o JV reminded all regions to have their RSO forward questions to staff, please don t hesitate. 5. New suit technology - JV o FINA is being hit with a lot of questions re: High performance suit technology o There has been a lot of discussion in all swimming circles, re: how this is affecting out sport, with no real consensus at this time. o A growing trend from coaches is that these need to worn by only age appropriate, developmentally appropriate and competitively appropriate athletes. o CSCTA is investigating this as well o USA Swimming has passed motions preventing 12 and unders wearing styles of suits, ie over the shoulder or below the knee. 5. Membership Policies John o A possible upcoming issue will be looked at by committees re: athletes being registered in one province while training and living in another, full time. This while not attending post secondary, or competing as a varsity athlete. 5. NWOR Janet o Janet inquired re: coaches in her region that are not registered with the OSCA. She explained she has attempted to address this issue cordially and through education with 2 clubs that are presently in this situation o JV replied that she should contact Lindsay Taylor at S.Ont who will look into this. 4. Next Meeting, TBD, late Feb, or early March pm. Respectfully submitted, Ron Gow, HRSA 22

23 Appendix I Huronia Region Report to Swim Ontario, Board of Directors Jan 12/09 The Huronia Region looks forward to our SC Champs later this month, being co-hosted by two Huronia clubs. This two-club partnership has worked well in previous years, where two smaller clubs can compliment each other s strengths on producing such an event. The Huronia region LC Champs have been confirmed to be held in Brantford, in June. With Huronia the only region in Ontario without a LC pool, we unfortunately have to move out of the region for this event. A club in our region was directly affected by SNC s non-sanctioning of yard pools, this past fall. Thanks to the hard work of Swim Ontario s Executive Director, this issue was dealt with swiftly, allowing sanctioned swim meets to take place in these facilities. While all meet results are unofficial, it does allow a smaller swim club, as in this example the opportunity to produce and host a sanctioned swim meet. Thanks also to Swim Ontario staff for their assistance in addressing issues surrounding the Ontario Summer Games for Our region did look for some feedback and information relating to this event, prior to commitment. Staff provided this, with the result being our participation in Respectfully submitted, Ron Gow Regional Director Huronia Swimming Association 23

24 Northeastern Region Report (Jan. 2009) Appendix J The season has been relatively quite so far in North Eastern Ontario Region. Although there where some issues with the new SNC On-Line registration system and the new sanction requirements to meet the LTADS requirements, the folks have worked through it. Internal issues have been reduced dramatically, compared to the past couple of years, thank goodness. Many thanks must go to the Swim Ontario Staff, for their guidance and assistance, though, for without them the story may have been quite different. NEOR had a very successful Training Camp in November. I was especially please with the support from Swim Ontario in supporting Cliff Noth as the Mentor Coach for this Camp. I would also like to thank Christy for her involvement and input, which was really welcomed by all of the Camp Administration. Christy, the feedback I got indicated the folks really appreciated your input and suggestions, and from the feedback I have received, the Coaches and swimmers in attendance went away with a lot of good ideas. The NEOR Regional meet program has been well supported to date, this year. Our Short Course Championship is scheduled for February 6-8, 2009 in Sault Ste. Marie. We are expecting this to be a really competitive event. Work has begun on Training Camp #2, and the Coaches are putting together a plan for a Travel Team, toward the end of the season. The final destination is still undetermined. Dan Taylor Director Northeastern Ontario Region (NEOR) 24

25 Northwest Region Report Appendix K To date, the NW region has had a challenging but positive start to the season. With a new approach to the meet schedule, swimmers have had a number of competitive and training options available to them. Communication between clubs, coaches and the regional director has improved greatly which has improved our ability to plan and manage issues as they arise. However, there were some concerns and issues with the new SNC On-Line registration system and the new sanction requirements as seen I other regions. Unfortunately, an incident this past weekend regarding the transfer of and athlete from one club to another brought the issue of deck entries to the forefront for our region. Discussion regarding this will ensue and direction from Swim Ontario and OSCA may be required. Both coaches and swimmers benefited from the camp hosted in Thunder Bay with guest coach Dean Henze and the region looks forward to Christy Yaremchuk s leadership at the next camp to be held next weekend. The main goal of the region is to continue getting clubs and swimmers online with athlete development strategies that involve coaching development opportunities and to continue pursuing open lines of communication to allow for growth and support in the region. Officials training has been another focus for the region. The regional coaches representatives have seen good movement up the ladder and are optimistic regarding the increase in number of officials in the region. Further planning in regards to SG2010 are underway with coaches working on and implementing a long term competition plan to further the support swimmer improvement and performance. The region looks forward to the remainder on the season. Respectfully submitted, Janet Hyslop NW Regional Director 25

26 ONTARIO AQUATIC HALL OF FAME REPORT TO SWIM ONTARIO BOARD OF DIRECTORS Appendix L The inductions of Jane Wright, Mojca Cater and Elisabeth Walker, last September were very well attended and received. Thanks to everyone, most notably Lea Bredschneider, Heather Dwinnell and Eric Martin, for making it so successful. Updating our membership list and securing current contact information is an ongoing project. Eric is also using the website to this end as well as to the promotion of the OAHOF. The review of the OAHOF By-Laws has been completed. The one outstanding remains a redefinition of membership (i.e. in the corporation as distinct from inducted members). The Hall continues to benefit from the moral and financial support of Swim Ontario and Etobicoke Swimming. The former s annual grant and the latter s allocation of proceeds from both the OAHOF Meet and Canada Cup event sponsorship are critical to the sustainability of OAHOF operations. At last Fall s AGM, the Lea, Eric and Rick Hannah were re-elected to their positions of Secretary- Treasurer, Representative to Swim Ontario Board and President, respectively. At present there is one vacancy on the Board. Volunteers or nominees are invited as possible replacements. Please contact the OAHOF President. Similarly, nominations for inductions are also welcome and receivable at any time. Eric Martin, OAHOF Rep to SO Board/ Rick Hannah OAHOF President. 26

27 Appendix M Swim Ontario s Swimmers Representative Report Monday January :00pm *I will not be available for the Jan 12 th meeting as I am a volunteer big brother and have a prior commitment that could not be rescheduled thank you for understanding. This will be the first report I will have written as Keith Beavers replacement. I would like to acknowledge Keith for his time and effort as the past Swim Ontario Swimmers Rep. for a job well done. Having the advantage of growing up with him throughout the years and knowing him still to this day I can tell you he really applied himself to the role and represented the swimmers with only the best of interests in mind! Hopefully I can be as helpful and insightful as he was. Saying such, I am slowly learning my role and from the SDC meetings I quietly sit in on I am beginning to find a comfort level. Ontario Swimmers Representative Identity The first thing I would like to address would be the lack of knowledge the swimmers I represent have of this position. It was even unknown to me (entering my 20 th or so year of competitive swimming in Ontario) about the position until Keith asked me if I was interested in taking over this position. It is still a position I am learning and trying to promote in order to understand how it is I should be representing, its hard to connect with the age group swimmers from the furthest of regions and even the senior swimmers of the closest of region because no one knows I am their voice to the Swim Ontario Board. This makes starting off in the representative position difficult as I don t have anyone coming to me with anything so I don t really have anything to bring to table sort to speak. All I can do is offer my own personal insights but that would not be fair to the majority that I am to be representing as it would only be miniscule on the grand scheme of things. I feel as a representative it is my objective to bring forth what others want, not just my thoughts. I have been thinking of doing something in terms of Facebook the worlds largest social networking tool, but was wondering what else could be done to connect with the swimmers in order to represent them in the future. Any thoughts or suggestions would be greatly appreciated, especially on how to connect with the youth and age group swimmers not just the senior swimmers my age! My report will unfortunately have to end here. I will continue to feel out the swimmers rep. position to better serve my fellow athletes in the future again I am sorry I will not be available for the meeting tonight. Respectfully Submitted, Joe Bartoch 27