Swim Ontario President's Town Hall #2 - June 15, 2021
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Swim Ontario President’s Town Hall #2
June 15, 2021
Dean Boles
dean@swimontario.com
Welcome- Anne Bell Insurance Summary- Darin Muma Grass Roots Development- Stu McLean By-Law Update- Darin Hosted HP Competitions- Dean Boles Provincial Re-Opening Strategy- Dean Swim Ontario Road Map- Dean Conference/Awards/Recognition- Christy Yaremczuk Discussion
Highlights from Swimming Canada Cheryl Gibson has been appointed to the FINA Bureau – a prestigious step for both the sport of swimming and Canada. Dean Crawford has been elected to replace Cheryl as President. Upcoming Olympic Trials: Role of Swim Ontario A big thank you to volunteers including officials Covid Testing protocols Looking forward to following our team from a distance. Swim Ontario Annual General Meeting- Tuesday September 28 7:00pm
Overview of Insurance Coverage
• Who is Covered?
• Registrants: Swimmers, Coaches, Officials, Referees, Directors, Officers, Staff and Volunteers
• What is Covered?
• During sanctioned activities which includes: practices, dry-land training, competition
• Activities which require a sanction application: Competitions, travel, training camps (abroad),
fundraisers, year-end parties?
• When is there coverage?
• Registrants during sanctioned activities when supervised by a registered coach
Bill 218 – Supporting Ontario’s Recovery Act
• Protection from Liability
No cause of action arises against any person as a direct or indirect result of an individual being or
potentially being infected with or exposed to COVID-10 on or after March 17, 2020, as a direct or indirect
result of an act or omission of the person if, at the relevant time:
The person acted or made good faith effort to act in accordance with,
• Public Health guidance and any federal, provincials or municipal law relating to COVID 19
and,
• The act or omission of the person does not constitute gross negligence
• “Good faith effort” includes an honest effort, whether or not that effort is reasonable
• Covid Insurance Defence Coverage
Director and Officers Responsibility
• Directors and Officers are obligated to:
• Act honestly and in good faith with a view of the best interests of the corporation; and
• Exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable
circumstances.
• Directors and Officers Liability Insurance
• Covers the directors, officers, employees and registered volunteers for their exposure for the
manner in which they conduct the affairs of the corporation.
• Insurance policy will usually cover defence costs, damages caused by wrongful acts (not excluded by
policy) and administrative errors or omissions.
What if I get a claims? • Contact Swim Ontario immediately • Contact Swim Ontario upon receipt of a threat to litigate • If insurance coverage is applicable, the insurer will appoint a lawyer to defend the club • Keep all records and files relating to the claim
PROJECT GRASSROOTS:
How It Started?
Driven by feedback from past presentation, meetings with club presidents, coaches and discussion amongst staffs as well as seeing the impact
that Covid-19 has had on our sport. It was determined that Swim Ontario would engage the coaching community in a open forum discussion
around the re-engagement of our grassroots or fundamentals swimmers.
First Steps
• Early May: Grassroots Survey
• Mid to End of May: Follow-up Discussions on Survey Responses
• June: Coaches Only Presentation
What Are The Priorities?
• Encourage information sharing and collaborative thinking amongst programs across the province
• Develop resources for clubs to use as they plan for re-engagement of fundamentals athletes.
What Are The Goals?
• Develop a spirit of open discussion and collaboration
• Finding points of dialogue that can assist all
• Understanding that there is no right answer to this problem but there are ways to discuss and define that can be applied to all programs
KEY TAKEAWAYS
How We Define It
• Grassroots Programming engages young and new swimmers at the entry level and introduces them to the foundational fundamentals of competitive
swimming
The Numbers
• Grassroots level membership has fallen by 60-100% depending on the program
• Areas hardest hit include;
• 12 and Unders
• Pre-Competitive
• Learn to Swim Programming
• Para
• Masters
• Auxiliary Programming ie. triathlon, lifesaving, stroke development, camp programming
• Research shows that 7 in 10 athletes have seen a massive decline in their physical and mental health
Programming Considerations
• Make it FUN, Make it Dynamic, Make it Social: It’s about engagement to help retention
• Consider mental health and development of life skills in your plans
• Embrace innovation and creativity but be mindful of realistic benchmarks and expectations
• “If we build it, will they come?”
• Your diehards? YES!!
• Those who are uncertain “If you give them a reason and engage them properly.”
• New Swimmers?: This is where the challenge lies. It won’t be as easy
Next Steps
• Continued dialogue with the coaching community
• Encourage Collaboration between clubs regionally
• Build and develop resources for clubs with this programming in mind
Why update Bylaws? Why now? Significant changes have occurred since SO’s Bylaws were last re-written in 2012. Legislative and Sport Governance best practices Ensure compliance with new Ontario Not-for-Profit Corporations Act (ONCA) Align with COC Canadian Sport Governance Code best practices Align with Swimming Canada policies Ensure consistency with evolving Safe Sport policies and practices Growth and evolution of Competitive Swimming Participation Align with SO’s vision, mission, values and aspirations (i.e., inclusion of Masters Swimming) Registration has doubled since 2012 and post Covid is expected to continue to increase driven by performance success.
Proposed Changes 1. Member & Stakeholder Definitions 2. Board Composition 3. AGM Quorum & Agenda 4. Voting Formula & Thresholds
1. Members & Stakeholder Definitions
Recommendation Rationale
1. Add “Preamble” that summarizes SO’s - Acknowledges the individual stakeholders, particularly swimmers, that
vision, mission, and defines the various SO ultimately serves, not just member clubs
individual stakeholders (registrants) SO - Clarifies policies (e.g., Safe Sport) extend broadly to individuals, not
serves and represents via its member clubs just member clubs
2. Maintain definition of members as Clubs but - Maintaining one class of members (clubs) continues to make sense
expand to include varsity clubs (that operate given all SO Registrants must be affiliated with a club. It also reduces
year round) investigation/litigation risk under new ONCA legislation
- Consistent with Swim Ontario’s vision to be a “world leader in
swimming excellence at all levels” and “support performance and
participation for life”
- Ensures representation of all competitive swimmers, including varsity,
consistent with Swimming Canada’s policy and other PSOs
- Varsity swimmers should have the option of registering through their
varsity club if that is their preference.
3. Expand member definition to include - Enables business-related motions from the Board at the AGM
current Directors of the Board - Common practice, consistent with many other PSOs.2. AGM Quorum & Agenda
Recommendation Rationale
1. Amend quorum provision to 40% of - Reduces the risk of not being able to proceed with AGM despite
members in attendance (physically or the presence of a majority of members
virtually) including at least 1 club from - Encourages regional participation
4 regions
2. Lengthen notice period for adding - Provides more time for SO to adequately consider new business
new business to agenda from 10 to 60 agenda topics proposed by members
days - Ensures AGM agenda topics are governance related and relevant
to the majority of members
- Consistent with notice period and criteria of other PSOs
3. Remove “ratification” clause from - Eliminates a requirement for the members to ratify decisions that
current bylaws the Board has made which is not meaningful or productive
- Consistent with bylaws of Swim Canada, other NPFs and PSOs
4. Add right of Board to invite guests to - Ensures more productive and informative meeting
the AGM (e.g., auditors, MPPs, - Provides flexibility to invite others in appropriate circumstances
speakers) - Consistent with bylaws of other NFPs and PSOs3. Board Composition
Recommendation Rationale
1. Propose changing board size from seven (7) to nine - Better alignment with Director terms and turn-over
(9). - Improves Committee coverage and oversight
- Provides more flexibility to ensure the board has the desired skills
and represents the diversity of its stakeholders
2. Expand Director Nomination and Election section
to specify;
• Eligible Directors as defined by ONCA and who are - Ensures independence required for objective oversight
not employees or contractors of Swimming Canada
or Swim Ontario, may be elected by the Voting
delegates at the Annual Meeting
• Candidates for election shall be nominated - Encourages the identification and nomination of qualified
according to the Determination of Eligible candidates to address specific skill and diversity gaps identified by
Candidates Policy and procedures established by the Nomination Committee
the Swim Ontario Nominations Committee.
• Voting delegates can vote on all eligible candidates - ONCA legislation requires voting members be allowed to
nominated or from the floor if desired. nominate candidate from the floor if desired
• Voting delegates can vote electronically - Increases accessibility and convenience for member delegates
3. Minimum meeting attendance requirement for - Ensures director participation and provides removal remedy, if
Board Directors required4. Voting Formula & Thresholds
There are two different philosophies on member representation that result in different POVs on how votes
should be allocated to member clubs
Swim Ontario ultimately serves…
Swimmers Swim Clubs
VS.
via their affiliation with member clubs and their affiliated swimmers
• Puts swimmer representation first • Puts club representation first
• Philosophy used by most Ontario PSOs in • Makes sense in regions/sports where
member voting formulas difference in club size is not significant
• Must balance representation between • Smaller clubs have same/similar votes as large
small and large clubs clubs
• More democratic/fair representation of • Unfair representation of Registrants that pay
Registrants that pay SO membership fees SO membership fees
• Assumes effect of Board decisions may • Assumes effect of Board decisions may not
differ based on the size of the club and the differ based on the size of a club and the
number swimmers it represents swimmers it represents4. Voting Formula & Thresholds
Recommendation Rationale
Expand vote/club thresholds… - Ensures more equitable representation of competitive swimmers given the growth of the
FROM sport and the number of clubs with more than 200 competitive swimmers over the last
• 1 vote/50 swimmers to a max. of 200 10 years
swimmers (4 votes) - Better matches the distribution of clubs by size; both now and in the future as
TO participation continues to grow
• 1 vote/50 swimmers to a max of 250 - While clubs with more than 250 swimmers will receive 1-4 additional votes, their share of
swimmers, and 1 vote/100 swimmers votes (250 swimmers to a max of 8 votes - No club loses votes
- Reducing voting increments below 50 doesn’t have a material impact on swimmer
representation (# of votes per swimmer) or share of votes by club or region.
Alternatives Considered Reasons for not recommending
• 1 vote/50 swimmers - Provides the most equitable representation for all swimmers but reduces the share of
• 1 vote/100 swimmers votes among smaller clubs too much vs. the status quo
• 1 vote/25 swimmers to max of 250, - No materials difference vs recommendation using 1 vote/50
and 1 vote/100 > 250
• 1 vote/club
• 1 vote4. Voting Formula & Thresholds
2021-22 Affiliation and Registration Information • As a reminder Registration fees will remain the same as the 2020-21 season with no increases. • The RTR will have a new look for September registration. Swimming Canada has made the system more user friendly with pop up information to guide registrars and families when completing the required documents. • As the RTR will have a new look, it is recommended that all club Registrars (new and returning) should review the Registrars Guide which will have detailed instructions and screen shots of steps to complete registration. • Registrants will be required to submit consent forms for the new season. • The Swim Ontario Membership Information will be sent to clubs at the end of July. • The RTR will be shut down the last week of August for the annual maintenance and roll over for the new season. Beginning September 1st clubs who have completed the affiliation process will be granted access to the RTR to begin registration.
Road Map for Ontario Swimming
Vaccination rollout- 18 &over 1st shot end of May
12-17 yr olds for return to school
Gathering numbers- inside/outside (competitions)
Pressure on the health system
Insurance implications (travel)
Vaccination Certification
Objective: a slow progressive return with no
pauses or interruptionsReturn to Swimming COVID Updates- Return to Swimming Memos and Communications https://www.swimontario.com/news_detail.php?id=3408 June 14, 2021 (Step 1) https://www.swimontario.com/uploads/SwimOntarioSummer2021Fr amework.pdf
Return to Swimming- to serve better
• 5 business days for approval process
• Friday 12:00pm- Re-open Monday 8:30am
• Revisions need to be hi-lited (all required updated)
• All Participants need to be fully registered
• Facility Letters must accompany plans/ if beyond the Prov’l
regulation, their acceptable levels clearly illustrated
• Dive Start certifications/Insurance certificate request prior to
submissionRoad Map for Ontario Swimming June 15, 2021
January- March 2022
June –August 2021
‘3 steps’
April-August 2022
September- December 2021
September 2022 & beyondCompetitions and Programming
• HP Exemption- Time Trial/Take 5 Test Event/ Olympic Trials
a great deal of planning, re-writing, starts and stops
• Open Water- July 24-25 Gravenhurst/ August 22 Welland
confirming the gathering numbers under Step 2/3 of the Provincial measures
• Stage 1 Club Time Trials- dependant on faces in the water/facilities
• Stage 2/3 Competitions- November-December
• In person and Virtual Camp deliveries- TBD
Much is determined by gathering numbers/ additional protocols/ viabilityRE-IMAGINING ONTARIO SWIMMING TOGETHER
Swim Ontario Virtual Conference, AGM, Awards & Recognition
Friday September 24th – Saturday October 2nd, 2021
Mark your calendars and get ready to take part in Engaging, Inspiring and Empowering keynotes, workshops
and interactive sessions for coaches, administrators, volunteers, officials and clubs. Parents too!
Please join us for a week full of insight, influence and inspiration where the Swim Ontario community will come
together to connect, create conversations, share experiences, celebrate successes and explore opportunities to
“Re-Imagine Ontario Swimming Together”
Overview of Schedule
Afternoon Sessions – 1-3pm
Early Evening Sessions – 6-7pm
Late Evening Sessions – 7-8:30pm
CLUB OPERATIONS CULTURE CLUB HEALTH & WELLBEING
(ENGAGE) (INSPIRE) (EMPOWER)
Facility Relations Equity/Diversity/Inclusion Mental Health Is Health
Creative Club Marketing Bottom Up Programming The Value of Volunteers
The Power of People Clubs In the Community The Value of Life SkillsRE-IMAGINING ONTARIO SWIMMING TOGETHER
Swim Ontario Virtual Conference, AGM, Awards & Recognition
Friday September 24th – Saturday October 2nd, 2021
“Re-Imagine Ontario Swimming Together”
Highlights
Friday, September 24th, 2021 – 7-8:30pm - Kick Off Keynote & Fireside Chat – CEO Dean Boles in conversation with Cliff
Barry – Coach of Olympic Gold Medalist Victor Davis, Olympic & National Team Coach, Club Coach, Varsity Coach –
“Leadership & Coaching Through Challenging Times – Coach by Engaging, Inspiring, & Empowering the Person, Not the
Result & Lead By Example”
Saturday, September 25th, 2021 - 1-2:30pm - “Future of Leadership” Keynote & Moderated Panel with Judy Riege –
Connector, Coach, Educator – Connected Leaders
Saturday, September 25 , 2021 – 7-8:30pm – “Developing A Swim Club Culture of Leadership Through The Values of
th
Courage, Perseverance, Team & Community” Interactive Coach & Club Administrator Session with Chris Plum – CEO & Head
Coach, Carmel Swim Club – Carmel, Indiana
Monday, September 27th, 2021 – 1-2:30pm – “Building Trust & Safety Within Your Organization” – Workshop with Judy Riege
– Connector, Coach, Educator – Connected Leaders
Tuesday, September 28th, 2021 - 6-9pm - Swim Ontario AGM
Wednesday, September 29th, 2021 – “Emerging Better” – Workshop with Judy Riege – Connector, Coach, Educator –
Connected Leaders
Friday, October 1st, 2021 – 7-8:30pm – Swim Ontario Awards & Recognition CelebrationRecognition and Support Covid Relief Update: closed June 11 - 63 clubs applied - 14 small/20 medium/29 large - $150k (10 ea category/ $5k each) - Recipients announced mid to end of July Club Recognition Pin - Each club will receive 20 pins in September - If you wish more, a process to add to the order will be shared
Discussion
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