ASSOCIATION WOMEN'S FIELD LACROSSE COUNCIL ANNUAL GENERAL MEETING

November 4, 2012 Heartland Ballroom 10:30 am – 4:00 pm Holiday Inn 100 Britannia Road East Mississauga, On, L4Z 4C3 Attendees

OWFL Executive: Commissioner Stephen Taylor Director of Communications Tanya Tymkiv OWFL Registrar Mena Briscoe Director of Development Kaillie Briscoe Director of Competitions Tony Intranuovo Director Marketing & Promotions Jim Calder

Clubs: Brampton Excelsiors: Ally Phillips Brampton Minor: Lyndsay Brooks Clarington Minor: Cheryl Green-MacNeill & Steph Green-MacNeill Hamilton: Louise Adam, Rhonda Bielecke & Jennifer Moore Kawartha: Fred Blowes Kitchener : Lisbeth Lippert & Tory Lippert : Shelby Simons Mississauga Trilliums: Scott Williams Oakville Lady Hawks: Brent Harwood Orangeville Northmen: Chris Davis & Judy Yurechuk Orillia: John Mayo & John Pritchard Oshawa Lady Blue Knights: Barb Boyes & Jennifer Lemcke Owen Sound: Kelly Wilkins St. Catharines Minor: Robin Cotton, Jeska Eedens & Nancy Huckla Beaches: Michael McCauley & Darrin Vanslack Toronto Stars: Debbie Phillips Toronto Titans: Todd Pepper Welland: Terri-Lynn Dixon

Apologies Marisa Di Bari (Director of Officiating), Brent Hill (Burlington Minor) & Lynn Orth (Kitchener Waterloo Senior)

Meeting called to order at 10:30am by the Commissioner and introductions were made. Club contact information distributed by Tanya for updating

Directors Reports Review Distributed to membership prior to AGM for review by clubs

Coaching  New clubs, new coaches need level one certification but try to have one coach at level two certification; what is on the table is four years’ experience and then level two in the fifth year; CLA are open to discussion; Ontario may consider accepting it on the basis of a three year turn around rather than five year; be ready for U19 and seniors to require level two coaches (mandatory for the head coach)  Mena worked with Todd and Roxanne on making sure that all bench staff are certified – this is a huge step for certification on the bench 2013 Coaching Clinics (To Be Confirmed) . January 5/6 Community Development and Competitive Introduction; . March week of 18 or 25 Competitive Intro Completion of workbook and DVD (free – just to complete work); . April 20/21 or 27/28 C.D. and C.I. . June 1/2 or 8/9 C.I. Only (Saturday/Sunday combination so we avoid clashing with same leagues)

Communications  Deadline of April 30th with Coach/manager numbers for each team; need to have a point of contact per team for game day emergencies about fields, weather, etc.

Competitions  Feedback; people like option A for scheduling

Development  No questions

Marketing & Promotion  Jim Calder – question is whether or not paper copy is feasible – just emailing; Stephen has had conversations regarding sponsorship for its publication; already post OWFL newsletters on the website

Officiating  Orillia question the cost of officiating fees and mileage

Finance  Started the year with a surplus of $60,000; in response to request from the clubs the league increased the number of games by 20%+ with only a nominal increase of $100; average cost of $100 per game; money from the $60,000 was invested back in the game;  invested in equipment, game clocks, U11 goal signs;  Cost from previous season – officials mileage paid at incorrect rate so approx $7500 paid out to honour contract  Mileage costs high for 2012 season . mileage costs set by OLRA contract . costs had been tracked by Director of Finance in the past – no D of F this year . no mechanism for declaring mid-week mileage claims . will work with the umpires to reduce mileage - carpooling; overnight accommodation . Questions – trial balance requested by Jennifer Lemke ; would it make sense to have a committee to support the negotiations with the OLRA? We don’t have a voice – we have one representative – but the OLA and OLRA make the decisions; we can put forth our suggestions on certain items . Mena: blanks on weekend schedules due to clubs moving games to mid-week added to costs  The bill from the OLA for provincials was much higher than previous years . When we moved to Oshawa and under the OLA festival we started with costs of $200 per team in 2012 $495; moved from grass to turf – agreed upon by last year’s executive . If we pay the $550 fee this year, OLA will pay the umpire fees for provincials and will pay up to two-thirds of our medal count by paying for gold and silver medals as well . U11 and U13 in the provincials for World Cup – will take on the field costs; we will cover the medals and umpires . Gord recommends removing U15 and U19 from festival to save costs– OLA feel it is of benefit for them to have OWFL as part of their festival; still want to have it closer to the actual festival so it feels part of it; However, Ron from OLA said they understand the financial side of it and will understand if as a membership we don’t want a part of it . Stephen will track down a more detailed outline from Gord Robertson to be able to pass on to Oshawa for review and will continue to work with the OLA to determine the bill items . Jim Calder motions that there is a discrepancy with what our costs from the OLA seem to be. We are requesting from the OLA a detailed breakdown for women’s field lacrosse festival costs which will allow us to plan and budget for the upcoming year. . Hosting costs – OWFL pays for fields, water for players/officials, ice, lining of the fields

 Having clubs hosting provincials will drastically reduce the costs  John Mayo: moving forward we need work towards a balanced budget  Stephen will send out a spreadsheet to show what OLA costs per team would be moving in to 2013 (insurance, magazine, CLA levy, etc.)  Team fees to be sent to the clubs within six weeks so that teams can begin planning for setting their registration costs for the 2013 season.  Mike McCauley suggests creating an ad-hoc committee to help disaggregate the data and work to get answers from the OLA to offer the membership  John Mayo suggests that a new Director of Finance can look at numbers with someone separate to run the book- keeping for an honorarium  John Mayo makes a motion to accept the maximum fee caps as presented by Stephen Taylor, with the understanding that a budget will come forward to clubs no later than December 15th , 2012

Registration No questions

Presentation from clubs seeking membership into the OWFL:

Wallaceburg Have withdrawn their application and will focus on developmental clinics this year only

Clarington Cheryl MacNeil, Steph Green (Curtis, Bowmansville, Newcastle)  Looking to focus primarily on development of house league programs and then rep the year after  Oshawa has 62/400 or so members from the Clarington area  Grandfather rule: when a new club comes into formation within a league and offers a program – anybody in their town gets the option without a release to go to their home town or to choose to stay within the club they are currently playing in  We are bound by the town boundary – distance you travel to the town boundary; Google maps has the entire town boundary  Official colour request is Kelly Green, Black and White  Stephen advises all clubs that moving towards a reversible pinnie might be beneficial for the future with the increase number of teams and colour conflicts  Members from potential new clubs asked to leave the room so that the OWFL members could have an open discussion with each other  Secret ballot from clubs and executive; Mena Briscoe abstained from voting  Clarington has been accepted into the OWFL

Halton Hills – Blaine McCauley and Timothy Stevens [Georgetown, Acton, Limehouse, Glen Williams, Rockwood, Milton and Campbellville]  Organizing group have the full support of our minor system and in conjunction with Milton Minor lacrosse in building the program as well  Casey Lyons is from the Halton community and grew in the system and Brampton's women’s lacrosse  Began a school program at Christ the King – last year 21, now 57 interested  Looking at 2 U19, plan on running U11 and up Mena – Brampton can assist with clinics and coaching  Secret ballot from clubs and executive  Stephen states that OWFL accepts and welcomes the application from Halton Hills minor lacrosse

Welland – Terry Lynn Dixon  Had a high school team that might help to start up Welland, however, they decided to stay in their current club which was St. Catharines  Now looking at the grassroots level and begin on attracting new players to the club and target either U11 or U13; Connection for promoting the sport in the school system  At this point we don’t know our potential numbers or possible coach  Currently affiliated with Welland Minor lacrosse  Voting – secret ballot – votes tallied – reapplication to OWFL – welcome Welland

Newmarket Redbirds presented by Stephen Taylor [Keswick, Bradford, Aurora, Newmarket and area]  Two options due to a direct representative not being present – vote on it or table it to the SAGM, meeting agreed to hear the presentation  Full support of the minor association – Carey Piper and John Bloomstein are the contacts  Proposed red, black and white  Looking at building from the U11 level  Already spoken with Kaillie about development clinics and growing the sport  Voting by secret ballot – Newmarket welcomed into the club

Compliance  Clubs have been in receipt of monthly update emails from Stephen Taylor regarding clubs needing to be in compliance - This pertains to the minor association only - less than a third of clubs are in compliance  As of the 31st of December, if still not in compliance: failure to comply, will result in a fine and/or suspension $500 January 31st; $1500 February 28th; $2000 March 31st; after that suspension  Don’t leave this until the last week of December to take care of this  Lynn Orth [email protected] will help you complete the paperwork

2013 World Cup  Short presentation from Cheryl MacNeil and Steph Green  Final list of countries confirmed last week; 20 countries attending  Within the next few weeks promotional material will be coming out  2012 World Challenge – technically, things went off well  Festival will have a U19 event only – England, Scotland and US teams July 12, 13, 14; Cost is $1500 per team – six full games, swag bag for participants  U11 / U13 provincials will run on the final weekend – may engage them in a type of opening ceremonies and be involved with the world cup games  CLA AGM – national tournament to run mid-week, likely Tuesday, Wednesday and Thursday – should be a go as far as an invitational tournament  Applied for a Trillium Grant – three-fold application; volunteer development in Durham region; Hiawatha region designing and making awards for the event; third is partnership with the abilities centre for a wheelchair event  Second weekend is the 20th, 21st – almost guaranteed no OWFL league play because of this world cup event

2012 Bylaws and Regulation Amendments  56 Votes available between clubs and executive  Two Thirds Majority [37 votes] to pass an amendment

Amendment #1 OWFL Executive (Rewrite)

WBL1, 2, 3  No comments  Motion carried

WBL4  Executive council committees – housekeeping, fitting in with the OLA – alternate years  Need to be registered with the OLA  Right to attend executive meetings – publish entire year of meetings  Provide 48 hours notice  Clarification on a committee and sub-committee  Moves to carry forth the motion as presented - Motion carried

WBL5 – general meetings  B states a club has a vote in each category that they had in the season; E states no club has more than one vote  Stephen tables it until we work on the wording  Moves to carry forth the motion as presented - Motion carried

WBL6, 7, 8, 9 – two-thirds clubs in attendance  Motion carried

WR1  clarity of what will happen if there are fines; these are superseded if we don’t have one; letter should originate from Director of Finance  Move to vote - Motion carried

WR2  Clubs and teams – OWFL AGM – new club versus existing clubs  Deposit from $300 to $400 to committing teams on the 31st of March  April 30th for the remainder of the balance

WR201.4  Must declare the names of head coach and trainer’s email, home and cell numbers  Motion carried for the amendment of the amendment  Non-refundable deposit

WR2 for any further discussion – on the table  Motion carried

WBL 504.1E  director only carries a vote as an executive member and cannot simultaneously represent the club vote – recommendation from Jennifer Lemke and seconded by Mena Briscoe  Motion carried

WBL 5 as amended - Motion carried

WR3  Team registrations – would like to be able to announce by November 30th prior to the upcoming season  Initial list of team players; final list of players by June 15th  Registration deadlines – to Mena Briscoe by June 1st

WR303.1  OLA forms to OWFL registrar by June 1st of each year  Motion carried  Affiliation, proof of registration, added in summer games into the wording as they require proof

WR303.2  OLA electronic database – emailed out to OWFL registrar and OLA as well  Player release committee – request form posted on the Registration page of OWFL website  10 day window from the initial request to the hearing; Player or the club can appeal the decision of the release hearing  Signed two page form to the new association must be presented  Put the letter M in for “form”  Amendment to the 15th of June  Motion carried

Table WR3 as clarified and amended for conversation Motion carried

WR4  violations protest – housekeeping on wording, letters, etc.  Conducted on a case-by-case basis based on what evidence is presented  No set fine or suspension; Hearings – seven days  No conflict of interest with members presiding over the hearing  Discipline, appeals, protest  If you choose not to appear at a hearing, that is your choice, but the hearing will go ahead without you  WR4 tabled for discussion – vote  Motion carried

WR5  appeals – tweaking of words – OLA driven  Discussion? WR5.01 “member or club” ?  Motion carried

WR7  uniform colours – will be getting clashing colours with more teams added to the OWFL  Away team will need to come up with an alternative – otherwise will be supplied with the OWFL baggy white pinnies  Solid block colour for pinnies or jerseys; Submit digital image to the Director of Competitions; Goalkeepers have to have the same shirt type  Rosters – OLA 25 signed per team; Currently our rules allow for 22 per team; International rules on a game sheet is 18  What that would promote is more kids getting field time; Clubs can decide to register or set their own rosters  Amendment to the amendment – Stephen moves to make it 25 on the roster, seconded by Todd  Motion carried

WR8.304  FIL rules and bylaw rule allows for managers to be on the bench - will need to change that for next year  Game sheets – players name must be on the game sheet  WR8 for discussion – vote as presented  Motion carried

WR9  hosting responsibilities  Provincial championships  Clarification of one third rule in the bylaws – rounded up  Overtime clarification

WR10  OWFL employee distribution of fees

WR11 on the table Motion carried

WR6  player movement – if a club cannot resolve internally, then within 72 hours, a club can go to the OWFL for support for the rules  Motion carried

WBL2  Aims and objectives presented by Oshawa Lady Blue Knights  Membership would support the growth and development of affiliated clubs and members  Motion carried

WBL4.01 –  added d – concerned party must be notified seven days prior to the date set  To be aligned with the OLA bylaw – should be in our bylaws as well? B6.09  Nature of “impact”  Motion carried

WR6.01  Calling up to a higher team in the same division for a maximum of three games  Motion carried

New business Bring back the decision for finances to a December 15th meeting

Dissolution of the old executive – Thank you for all their work this last year in particular Todd Pepper who is retiring from the Executive after many years work on Development & Coaching

2012 Executive Elections Overseen by Stephen Taylor & Kaillie Briscoe

Director of Registration 2012-14  Mena Briscoe  No other nominations from the floor  Mena Briscoe Acclaimed

Director of Finance 2012-13  To work as a member of the executive to oversee the finances of the league, put us back on correct footing, income/outgoings for the 2013 season and working with current employees  Robin Cotton nominates Nancy Huckla for position of Director of Finance; Seconded by Owen Sound; Nancy accepts the nomination  Brampton nominates John Mayo, seconded by Orangeville; John turns it down but will support new member  Nancy Huckla Acclaimed

Director of Scheduling 2012-14  Creating, maintaining schedule  Antonio Intranuovo Acclaimed

Director of Game Day Operations 2012-13  Not at the fields all day, every day, but rather a point of contact for hosting clubs and work with the two OWFL employees  Brampton nominates Jessica Eedens ; St. Catharines seconded the motion; Jessica accepts the nomination  Jessica Eedens Acclaimed

Director of Communications 2012-14  Tanya Tymkiv; No other nominations from the floor  Tanya Tymkiv Acclaimed

Director of Promotions 2012-13  Jim Calder; No other nominations from the floors  Jim Calder Acclaimed

Director of Media 2012-14  Oversees: Websites – Arbiter and OWFL website, plus adding Facebook and Twitter Presence  Lisbeth nominates Torry Lippert for Media student, Brampton seconds; Tory accepts  No other nominations from the floor  Torry Lippert Acclaimed

New Business  December Club meeting weekend of December 15th:  Budget / Finances plus 2013 Planning Session  Hosting – fill out the host request form to be considered for hosting  Shelby moves to adjourn the meeting. Lindsey seconds the motion.  Meeting Finished at 4:50pm