ONTARIO LACROSSE 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 Waterloo United: Lisbeth Lippert & Tory Lippert Mimico Mountaineers: 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 Toronto 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