Meeting Minutes Hilton Garden Inn -Vaughan 3201 HWY 7 West, Vaughan, Ontario L4K 5Z7 Date: Friday, April 28th 2017 Time: 8:00 am – 2:00 pm

Attendance: Gordon Orlikow, Chair, Bill MacMackin, Sean Holman, Ann Peel, Helen Manning, Jillian Drouin, Tim Berrett, Dave Thomas and Rob Guy.

Conference Call: Grant McDiarmaid and Inaki Gomez

Invited Guests: Mathieu Gentès, Chief Operations Officer and Sylvie King, Chief Financial Officer

Recording Secretary: Judy McCallum, Finance Assistant – Judy M. and Sylvie K. arrived late at 8:15 am

Regrets: Abby Hoffman

The Chair, Gord Orlikow, welcomed board members, invited guests and staff to the April 28, 2017 Board Meeting in Vaughan, the meeting commenced at 8:00 am.

Approval of Minutes from February 18-19, 2017: The minutes from the February 18 and 19, 2017 Board Meeting, were motioned for approval from Bill MacMackin and seconded by Helen Manning.

Adoption of Agenda: Board members reviewed the April 28th, 2017 agenda and a motion to approve the agenda was by Helen Manning and seconded by Sean Holman.

Programs:

Hershey pleased with first contact partnership.

Officials – rebuilding the relationship one-step at a time.

Coaching area on the website reformatted to make for easier access.

Race Director’s Summit format needs a review. Likely move to more regional digitally focused events.

National Road Championship partners very supportive of AC plan and financially support AC initiatives.

Road Rankings – motion constructed to vote on at the AGM after consultation between John Lofranco and provincial coordinators.

National Championships:

Ottawa 2017 – AC owned event, unlike Edmonton, which was a hybrid partnership.

Bell media partnership, communications to begin mid May.

$7,000 in ticket sales already. Objective is for a sold-out Terry Fox, which will create a very special atmosphere.

City of Ottawa will bring in temporary seating to get capacity to 5,000.

US athletes coming in for Para international event.

Run Ottawa distance night on Thursday evening.

Athlete visits in schools to encourage attendance.

Street events - Mondo- new deal in place including 4 lane -120m portable surface, high jump, pole vault. Owned by AC.

AC app 2.0 available next month. E store tied into it.

An interest from WE.org. Suggestion to approach Canadian Tire re: Jumpstart

Apparel agreement – negotiations with Nike continue consistent with terms of contract.

2019-22 Hosting:

Competition Committee will reconvene next during AGM weekend.

Cross-country – Yarmouth bid not conducive to athlete travel and may not meet minimum AC standard.

Development of the sport needs to be considered in our secondary properties.

National Championship Date Working Group:

Not much progress on first call. Staff support a June date, branches a July date. Reasoning for both laid out and discussed without resolution. Determined a second call required.

During the second call the date of the National Championship was not resolved, branches unanimous in preference for a July date. Group support for an outside facilitated calendar congress examining the full season was suggested and approved for the AGM.

Motion:

While identifying dates of national championships is an operational Athletics staff decision, in spirit of collaboration with branches and other stakeholders be it moved that the 2019-2020 cycle date of the national championships remain at an early July date, subject to the suitability for Olympic and Paralympic team selection in 2020. The 2017 AGM will include a calendar congress to review dates for national championships and national competitions overall.

Motion by Helen Manning, seconded by Bill MacMackin.

Action Item: Bill MacMackin has offered to head this discussion and plan of address at AGM.

Human Resources:

HR manual draft prepared by Sylvie and reviewed by three staff. Draft sent to HR Committee for feedback. Timeline mid May for distribution to staff. Salary levels and time in lieu are staff concerns. Sick leave and carry over time policy have been updated. Suggestion of a review of policies take place annually over a three-year cycle. There is a need for a better performance review process. Judy McCallum, Kim Cousins and Geoff Harris new hires at AC. Paul David-Bernard and Kayla Cornale have resigned to pursue other opportunities.

Finance – in the middle of Year End. Jared working closely with Sylvie on monthly updates. Jared now working in Toronto in efforts to solidify leadership at the hub.

High Performance Update:

Overall leadership team is strong. National carding policy completed, a thorough review was done by Scott MacDonald. More para specific expertise has been put in place. Rick Reelie is now a voting member as well as Dustin Walsh as athlete rep, but more is needed.

Eleven team selection criteria now completed. We are now sending a team of eight athletes to the IPC World Junior Championships. More focus required for staff coach selection. AC will comply with COC encouragement that Canada participate at the Youth despite our concerns that Youth Olympics are inconsistent with long-term athlete development model.

CTO / HC hiring process. 46 applications for CTO, 10 were interviewed by phone, 5 face to face last week. Due diligence underway with the short list. Interview committee was restructured to add voice from athlete and introduce gender diversity by way of inviting Jillian Drouin onto the panel along with Rob, Mark Hahto from Own the Podium and Trent Stellingwerff. Carmen Drouin was involved in the recruitment and will continue to assist through the process. The HC position had a limited number of applicants. If the coach does not have the required passion, expertise for the Olympic, and Paralympic role, the position will be split.

The enhanced budget process is almost complete. The use of our staff coaches has worked well. There is a need to keep both the athlete and the personal coach involved in the process. Our OTP budget will need to be adjusted when the new CTO starts. We have a new advisor, Deborah Chafe (from Skating) who begins May 1st. Our HP governance review with OTP has begun, being led by Wilma Shakespear. Next Gen funding from still uncertain, hopefully in place by the fall. Carla Nicholls and Glenroy Gilbert are doing well in their respective interim technical leadership roles.

New policies – up to 20% of enhanced budgets can be used for coaching fees. Airfares, accommodations can be prepaid for athletes on a case-by-case basis.

Rob visited the wheelchair, sprint and endurance training camps in Daytona, Gainesville and Flagstaff. Very well organized. A greater coordination of 2018 camps will result in even better, more cost effective events. Commonwealth, Tokyo site visits completed, planning in the advanced stages.

Governance:

Governance needs to be clarified, especially with respect to decision-making processes. The strategic plan will be reviewed at the AGM with the branches. A “reset” is anticipated from a branch, board, staff perspective.

It was confirmed that the competition committee mandate is solely to select the hosts of our national championships.

Athletes CAN:

Jillian is a Director of Athletes CAN. Athletics Canada Athletes Council may nominate two athlete reps (including one para athlete) to attend Forum on behalf of AC's athletes.

Member Conduct Policy:

Review of Rule 129 with Ann. To be followed up on with Jessica Scarlato.

Action Item: Ann Peel asked Jessica to share her concerns on April 28 before the Board considers her draft policy. In addition, any changes to the Code of Conduct must go to Governance, then to the Board and then to the AGM. As of May 4, Ann has not heard back from Jessica.

External Relations Sub Committee Terms of Reference: (to be a sub committee of Governance Committee)

The External Relations sub-committee will (1) develop an external relations plan for AC, (2) assist in the preparation of board members attending external meetings on behalf of AC, and (3) ensure accountability to AC.

Action Item: Board members to review draft sub-committee terms of reference to provide their feedback to Ann by June 1, 2017 for consideration at July Board meetings.

Human Resources Committee:

The committee mandate should be extended to include the hiring of CTO.

The board discussed Ann's recommendation that the Committee's mandate be expanded to ensure the committee acts in an advisory capacity in relation to the entire C-Suite, and in an active capacity in relation to the hiring and performance evaluation of the CEO.

Board of Directors matrix - a matrix has been created by the Governance and Nominating committee to highlight board member’s skill-sets to identify gaps on the board that can be addressed by nominees. The nominating committee will be tracking gender and diversity of perspective (now phrased as visible minorities, for lack of a better word), as these are also important considerations when evaluating nominees.

Action Item: Ann Peel asked Board members to complete matrix with regard to their own skill-sets, and send it to her by June 1, 2017.

Action Item: Ann Peel will draft a revised HR committee terms of reference to reflect the above discussion, for consideration by the Board at the July meeting.

Action Item: Helen to contact to confirm Chair is CEO or designate.

Rules:

Question for clarification: At the Board or AGM, does the chair vote in the case of a tie? As per Roberts Rules, yes.

Confirmed that National Team Committee now responsible for confirmation of records and not the full Board.

Transgender – Must comply with Canadian laws and regulations. AC to default to IAAF rules.

Tim Berrett moved that the policy for the participation of transgender athletes in athletics in Canada is that Athletics Canada will at all times act in compliance with IAAF rules, as those progress. Seconded by Ann Peel. Motion passed.

Action Item: Encourage local organizing committees on the track or road to include “participatory” Race walk events to attract more participants, i.e. women and minorities. “Participatory” means less rigorous oversight regarding compliance with all technical aspects of the event.

International Update:

We are hosting NACAC T&F Championships in 2018 in Toronto. To include street event, television, youth camp, and a coaching congress.

New IAAF integrity unit, 2 Canadians involved (out of 5 positions).

Doping, transfer of allegiance remain important issues.

Confirming supplementary board involvement: Ann for COC, Helen at IPC.

50km Race Walk – event to stay for Olympics 2020. Tim provided an update on IAAF committee discussions.

Action Item: Abby Hoffman to provide further follow-up at later date.

Athlete Update:

Good feedback from Indoors Grand Prix this year. Response mixed on carding criteria. More updates at the AGM.

Strategic Partnerships:

Rob presented an update on our various strategic partnerships. Good progress to date, and a good opportunity for additional revenues. Just finalized our agreement with B210 and 94 Forward Foundation, with new support in 2017-18. Our marketing partnership with Twenty Ten Group has not generated any new revenue. A need to strengthen our relationship with CPC. Rob to meet with Karen O’Neill next week. World Masters 2020 is an interesting initiative and one we will continue to support. Sam Rogers is setting up the fundraising framework and will be at the AGM to present more. Indigenous funding an opportunity for AC.

Key Dates: (See appendix.)

Next Meeting Date:

The next Board of Directors meeting will be on Friday, July 7, 2017 from 9:00 am – 3:00 pm at the Delta Ottawa City Centre, 101 Lyon Street North, Ottawa, ON K1R 5T9.

The Board of Directors meeting concluded at 2:00 pm, motion to adjourn by Helen Manning, seconded by Sean Holman.

______Mr. Gordon Orlikow Mr. Rob Guy Board of Director’s Chair Chief Executive Officer Athletics Canada Athletics Canada Signature Signature

May 5, 2017 May 5, 2017 Date Date