Athletics Ontario – AO CONNECT CALL

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AO CONNECT TEAM Meeting #2: Thursday May 19, 2016 @ 7:00 pm

TOPICS: 1. Strategy for Inclusion & Participation 2. Club Mentoring/ Best Practices 3. Officials/Volunteer Recruitment & Training 4. OFSAA Regional Sanctioning & Approval 5. Facilities upgrades 6. Other News (Espoir, Coach Evaluations at AO Junior

Championships, Coaching Requirements and timelines) 7. Ongoing Action log

Athletics Ontario – AO CONNECT CALL

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May 2016 Dear Club Presidents & Coaches, We would like to invite you to join our 2nd AO Connect Team Meeting on Thursday May 19 at 7:00 pm. MEETING CONCEPT Athletics Ontario kicked off a new program last month – the AO CONNECT TEAM! *See Appendix A - Meeting notes.

Purpose - the purpose of this program is to meet/ connect monthly with some of the key drivers at the helm of our sport - Coaches and Club Presidents! AO wants to inform you of updates to our activities and seek input and feedback from you on what changes you would like to see. It’s also a chance to collect any news/ updates from you about your club or athletes (i.e. best practices, good news stories, challenges, etc.).

Concept - This will be an interactive, informative call - GO To Meeting interface will be set up to conference call/ video with AO staff via phone or computer.

MEETING DETAILS:

Date/ Time: the next meeting/ call will take place on THURSDAY MAY 19 at 7:00 p.m.

Registration: Visit: https://attendee.gotowebinar.com/register/8721962123169598467 Survey: Please complete the survey in advance of the meeting: http://goo.gl/forms/dAat9ZJ7KA Final Agenda and Summary/ Background notes: Available at: http://athleticsontario.ca/toolbox-2/

Contribution: if you have the opportunity to speak on the topic, please summarize your points or email in advance - we will try to facilitate as many attendees to contribute based on the size of the group.

AGENDA: Our meeting will include a brief (~10 min) discussion on some of the most important topics/issues that are relevant to clubs and coaches. Upcoming May topics include:

1. Strategy for Inclusion & Participation 2. Club Mentoring/ Best Practices 3. Officials/Volunteer Recruitment & Training 4. OFSAA Regional Sanctioning & Approval 5. Facilities upgrades 6. Other News (Espoir, Coach Evaluations at AO Junior Championships,

Coaching Requirements and timelines) 7. Ongoing Action log

AO CONNECT TEAM:

AO Member Club Executive(s)

AO Member Coach(es)

Katie Ozolins, Executive Director

Anthony Biggar, Manager, MSPD

Other AO team members as required Looking forward to having you join and contribute to the development and success of Athletics in Ontario! -Athletics Ontario Connect Team

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TOPIC #1 – Strategy for Inclusion and Participation (i.e. Minor Track Association (MTA) and Ontario Masters Association (OMA))

PURPOSE: To investigate the opportunities and challenges of expanding programming in unserved areas/ age groups.

Athletes <13 years of Age:

The <13 demographic is currently served primarily by the Minor Track Association (MTA): a non-profit organization that

coordinates Track and Field athletics on behalf of members in Ontario, Canada. Representing over 1,000 young Athletes,

Coaches and volunteers. MTA’s focus is on Youth under 14 years of age that wish to have fun learning about and competing in

Track and Field.

There are over 30 Clubs represented by MTA with an elected Board of Directors from the membership. They offer a calendar of

sanctioned / insured, competitive meets throughout the year and encourage new Member clubs to join.

Minor Track

Association

Athletics Ontario

Annual Club Fee $75.00 $170.00 - $350.00

*member size specific

Annual Athlete Fee $15.00

*standard fee for

Coach, Volunteer,

Athlete Official

Bantam $55-65.00

Midget: $100

Youth-Senior - $105- $130.00

*age group specific for athletes

$20.00 - $40.00

*lower fee for Coach and Officials

~$15.00 of the total amount from every

member supports Athletics Canada’s

initiatives

Average Cost of Event/

Entry

$10.00 + $1.00 MTA

fee per athlete

$25.00 per event

MTA is not affiliated with Athletics Ontario (i.e. membership, club affiliation, etc.), although many AO Clubs also belong to the MTA to provide events and opportunities for their younger club athletes. AO has some age categories that overlap with MTA (Bantam (12/13) & 1st year Midget (14)).

AO offers limited programming through the club model that caters to this age group; the programming that the organization does offer is in the form of school and community Run, Jump, Throw, Wheel 1-day or weekend activations (Athletics Canada’s ‘first contact’ programming and curriculum/ activities). AO does not currently offer any competitive opportunities (events/ Championships) as part of the annual calendar of events for this age group. 1. Current Issue MTA model:

Clubs, Athletes and Coaches in the Province participate in track and field activities and organizations separate from AO. It is also common for some clubs to join or participate in other associations’ activities and/or events (i.e. American Athletic Union (AAU), Other Provinces/ States, etc.). Limited engagement with Athletics Ontario, the governing body and supporting organization for the sport is a risk to the programs and services that are provided. The goal is to explore the root cause of this attrition and alternative membership attraction to understand how AO can improve their model and better serve the needs of its members and further enhance the sport and reach in the Province.

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2. Proposed Solutions: 1. Develop more Minor-Age Programs within AO Club Structure with necessary infrastructure:

a) Coaching Development - Athletics Ontario is able and willing to offer Sport Coach certification (Secondary Interschool) and the Run Jump Throw Wheel Coach certification (Elementary Interschool) courses to MTA clubs and coaches. By providing additional scheduled courses from March 2016 – September 2016 will help to ensure all MTA coaches are trained with the minimum qualifications required for the sport.

b) Competitive Opportunities – i. AO’s proposed *new* Calendar Model (2017-2019), includes the addition of an AO Championship

Meet(s) for Minor-age athletes (Sub-Bantam; 9/10, 11/12, 13/14 TBD)) *See Appendix B – Calendar Proposed

ii. AO is exploring the planning and delivery of an Eastern Canadian Championship for Minor-age athletes (reviving a Hershey’s Games/ Opportunity)

iii. AO is exploring the possibility to offer promotion of “Finding Ontario’s Fastest Kid” (ie. 100m for 12 and under) at several events, including MTA events & AO Championships

ACTION:

1. Support with Program - AO Clubs and Coaches please provide input or indicate level of support in the program

solutions listed above (B - 1a and 1b) (i.e. Very Interested, Somewhat interested, Not interested or additional

commentary).

2. Challenges/ Opportunities – Explain any challenges or opportunities on how your club can/ would expand the

programming to include Minor-age athletes. List any experiences (successes or failures) in the implementation of this

programming if you already have/ do offer this (i.e. fit with LTAD, logistics, resources, cost, etc.).

Athletes +30 years of Age: The +30 demographic is currently served primarily by the Ontario Masters Athletics (OMA): OMA is a registered not-for-profit organization, which is a member of AO (as a “Club”), and by virtue, are also members of AC/CMAA. Masters athletes are classified as 30+ years. Membership in this category is currently >700 members in Ontario, as part of the AO membership. Masters programming includes road series, track and field (in/outdoor) and cross country.

Ontario Masters Association Athletics Ontario

Annual Club Fee $170.00 - $350.00

*member size specific (AO

model)

$170.00 - $350.00

*member size specific

Annual Athlete Fee $35.00

*new members fee

$50.00

*renewing members fee

~$10.00 of the total amount

supports Athletics Ontario’s

initiatives

$130.00 for Senior (+18yrs)

athletes

$65-$130 for all categories*

*age group specific for athletes

$20.00 - $40.00

*lower fee for Coach and Officials

~$15.00 of the total amount from

every member supports Athletics

Canada’s initiatives

Average Cost of Event/

Entry

$30 for first event; $10 for each

additional event

$25.00 per event

3. Current Issue with OMA model:

OMA have different benefits and structural alignments which differ from other AO member athletes. These include lower registration fees ($35-$50), participation in their own Championship events (exception AO Cross Country). Due to the fragmented structure with Athletics Ontario and the OMA, masters-age programming is not

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robust throughout the province (i.e. Clubs with specific Masters groups, events exclusive for the Masters age group, workshops or Provincial Team opportunities).

4. Proposed Solutions:

1. Create a fair/ equitable fee structure for Masters group.

2. Develop and deliver more Masters-Age Programs within AO Club Structure with necessary infrastructure:

iv. Coaching Development - Athletics Ontario is able and willing to offer Sport Coach certification by providing additional scheduled courses from May 2016 – December 2016 will help to ensure all coaches are trained with the minimum qualifications required for the sport.

v. Club Opportunities: AO can continue, and increase it’s exposure of OMA within AO channels, and illustrate how many AO clubs with a Masters component can generate revenue and add support to the club (“How Masters Can Help Your Club”).

c) Competitive Opportunities – i. AO’s proposed *new* Calendar Model (2017-2019), includes the addition of collaborative AO

Championship/ OMA Meets/ Events/ Workshops for Masters-age athletes

ii. AO is exploring the planning and delivery of an Masters workshop series to develop other skills and knowledge and build community

ACTION:

1. Support and Feedback - AO Clubs and Coaches to provide input (i.e. challenges or opportunities) on how they can

support the initiatives and expand their club’s involvement with Masters-age athletes. List any experiences (successes

or failures) in the implementation of a Masters program.

2. Fee Structure Feedback – Clubs to comment on whether they would support a higher, more equitable fee for OMA

members to support the programming of AO and balance/ reduce the fees for other age groups/ membership (i.e.

Masters fee increases to $70; other age categories’ fees lowered with subsidy from contribution from this group)?

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TOPIC #2 - Club Mentoring & Best Practices (policies, rules, conduct, assistance, etc.)

PURPOSE: To share best practices amongst clubs, and provide feedback and direction to AO with respect to needs, shortfalls, opportunities and successful strategies. GOVERNANCE - Current Model Issues: There is lack of information to confirm if clubs are properly governed and if risks are present (i.e. adherence to club policies, background check procedure, coach training requirements upheld, etc.); standards are either not established, unclear and/or not well communicated. Each club has a different model, system and policies in place; a common concern from member Clubs is the number of clubs that are not registered as non-profit (NFP) status. COACHING - Current Model: Many clubs and coaches do not have NCCP training and/or certification. Some clubs may also have coaches who are not registered with AO, and may not have completed a necessary background check/vulnerable sector screening. Some coaches may not be aware or trained in certain aspects of Risk Management in all event disciplines. Proposed Solutions:

1. AO to create an AO/Club Member Policy & Handbook to equip Clubs with key requirements to ensure consistency. 2. Provide templates and resources on AO website which could be utilized by clubs to form the foundation of their own

club policies. 3. AO Membership Policy to be enhanced and to include strategies to ensure a high level of compliance. All AO clubs are

suggested to have a minimum of one (1) NCCP Sport Coach Trained (or NCCP Run Jump Throw Wheel Trained Coach for under 13 yrs) in attendance at all sanctioned practices and competitions effective January 2017. All coaches will be required to be registered as a Coach with AO, and have completed a Risk Management Professional Development workshop or training opportunity. See Appendix C for Coaching requirements

GOVERNANCE - ACTIONS:

1. Examples - Clubs to send AO a copy of their handbook(s) and policies, for information sharing of best practices and to determine benchmarks and/or minimum standards, and assess where work needs to be done. Email documents to Manager, Member Services, Programs and Development.

2. Census - The following are the 10 key requirement areas for becoming affiliated in the Club Excellence program, a benchmark and example of best practices. For full details and descriptions of the program, please visit: http://clubexcellence.com/become-affiliate

Please identify (check all that apply) how they fit in your current programming: __Already in place __Currently developing __Need Assistance in this area __Not in place

1. Quality Sport Experience (overall training, competition, customer service, etc.) 2. Athlete Program Description(s) 3. Athlete Safety Plan 4. Affiliation of Club and Members with Athletics Ontario 5. Coach Training and Certification 6. Annual Screening (Volunteers and Coaches) 7. Policies and Procedures 8. Insurance 9. Financial System 10. Club Contact Information (i.e. location, practice times, contact, etc. on website)

Please provide comments on the level of importance that the above areas should be met by all Athletics Ontario clubs: Essential- High- Moderate- Low- Not Necessary Please provide any success stories that you could share on how one or more of these requirement areas have led to a positive result for your club/community.

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In addition to the policies Athletics Ontario has, and the new policies being developed or updated (see here: http://athleticsontario.ca/policies/), please indicate the policies your Club references or uses most frequently and indicate any gaps or further updates (specific) required. COACHING - ACTIONS: AO Club Presidents and administrators should ensure that the requirements and Policy be followed within their club, and put systems in place to ensure necessary operations and programming. AO to continue to support, promote and deliver Coaching workshops in communities across the province and create a series of Risk Management video modules, which can be circulated for education online. Consideration of a submitted/ successfully completed Risk Management test will be a requirement of all AO Coaches effective January 2017.

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TOPIC #3 - Officials/ Volunteer Recruitment & Training

PURPOSE: To discuss opportunities, benefits and strategies to address the current issue - a decreasing number of active officials and volunteers in the sport. Based on the necessity and contributions that these stakeholders have in promoting our sport and ensuring high rates of satisfaction among athlete participants at sanctioned or approved competitions/ events. What modifications or incentives could be implemented to grow this category to support planned initiatives (i.e. per diem for officials in lieu of meal and travel allowance, local/ regional Officials workshops and requirements, other ideas)? Current Model: Workshops, generally, are organized by volunteer members of the AOOEC, and can be coordinated on an “on demand” basis (ie. Major event in a community where there may be insufficient local officials, or when a group hosting an event requests a workshop to support their event). Issues with this model include lack of interest or awareness, consistency and marketing (both campaigning the opportunity and the delivery model of the course). Proposed Solutions:

1. AO to encourage regular delivery of workshops, training/mentoring or upgrading, possibly in line with coaching workshops, AGMs (AO or AOOEC).

2. Include mandatory Officials training and volunteer recruitment as part of a Legacy requirement for hosting an AO Championship.

ACTIONS:

1. Local/regional growth – The concept is being considered that Clubs who host sanctioned events should connect with AO to assist in the coordination and communication of officials training opportunities prior to any event. It is suggested that a new requirement in the HOC agreement could be that a Club supporting a Provincial Championship must offer an Officials course or upgrading plan/ opportunity as part of the legacy for the region/ area/ club to further develop this program. Athletics Ontario in the process of hiring volunteers and interns in the AO office to support a regional approach to growing the number of volunteers in Athletics.

2. Census – a) Do you feel that events across the province are supported by or have access to a sufficient number of

qualified officials and volunteers? Y N b) Events I participate in have a large number of knowledgeable and qualified officials T F c) I have difficulties in finding local officials to assist in meet management T F d) I am regularly in need of finding volunteers to assist in meet management T F e) Events that I participate in run very smoothly and efficiently T F f) I am satisfied with the officiating at meets T F

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TOPIC #4 - OFSAA Regional Sanctioning & Approval PURPOSE: To discuss concerns, benefits, strategies to address the situation of athlete performances at non-sanctioned/approved competitions. Current Model: AO-member Athlete performances are only recognized if the event is sanctioned or approved by AO (i.e. for records, national team selection, Provincial and National rankings). Most high school competitions do not apply for either, and may or may not be aware of this requirement. They may not be concerned with this AO policy or may feel it is not in their mandate. Proposed Solutions:

1. AO to determine the Associations’ benefits or risks with the new model launched last year – all groups must submit an approval application vs. a passive approval process.

ACTIONS: 1. Survey – Is it important for AO to place a priority on having high school track events sanctioned? Y N 2. Please explain your above position ________

URGENT- Clubs please follow up with local/regional track and field convenors in their communities to convey the importance of having their event sanctioned through AO, and assist in connecting our Manager of Technical Specifications, Competitions & Logistics, to those local organizing committees. For any Coaches who have athletes competing in any OFSAA regional or High School events, please check our AO Calendar and notify AO if any are not listed. More information on our approval process can be found here: http://athleticsontario.ca/competition-approval/ There are two forms that need to be filled out and returned for the meet to get AO Approval.

1) The following approval form must be filled out and returned: http://athleticsontario.ca/wp-content/uploads/2014/03/Athletics-Ontario-Competition-Approval-Kit.pdf

2) False starts must be tracked with the following form and submitted after the competition: http://athleticsontario.ca/ontario-high-school-rules-re-false-starts/

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TOPIC #5 - Facility Upgrades & Infrastructure PURPOSE: To discuss the role that communities and clubs can play in further developing our sport and increasing access to programming by supporting infrastructure strategies. Current Model: Athletics Ontario submits, and has the ability to submit grant applications for supporting infrastructure to help grow the sport of track and field across the province (i.e. Trillium, Ontario government, municipal, etc). Some clubs have taken the initiative to work with local partners and, in some cases have involved Athletics Ontario, for support of building tracks, stadiums, and other related projects in their communities. Athletics Ontario and it’s members have also provided technical expertise with respect to IAAF/AC/AO requirements for facilities to host sanctioned or championship events. Proposed Model or Initiatives: AO to investigate infrastructure project opportunities that would meet the needs of our members. ACTIONS:

1. Feedback/Evaluation - Clubs requested to investigate options in their communities with respect to grant opportunities or current/future developments. Clubs are encouraged to conduct a needs assessment for current facility upgrade suggestions. If opportunities or needs exist, they are encouraged to connect with AO to support grant applications, if necessary/ helpful. Clubs requested to connect with AO Manager of Technical Specifications, Competitions & Logistics, for assistance in reviewing current or upcoming projects and providing necessary technical specifications.

2. Census - Please describe the level of access to a facility in/ near your community. (Excellent (E), Good (G), Adequate

(A), Poor (P), None (N)) a) Proximity E G A P N b) Scheduling (ie. Training days/times) E G A P N c) Event specific infrastructure (ie. Suitable 200m/400m track surface, hurdling/throwing/jumping/steepling

facilities) E G A P N d) Accessibility (ie. Wheelchair access, equipment for blind athletes) E G A P N e) Washroom access E G A P N f) Cost to access facility E G A P N g) Equipment storage E G A P N

3. Please describe a project that you may have in mind that Athletics Ontario could assist in supporting your plans to

grow the sport in your community.

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TOPIC #6 - Other news (Espoir Championships, etc) PURPOSE: To inform AO member clubs and presidents of upcoming events, projects and initiatives.

Espoir Games ANNOUNCEMENT & CRITERIA

Athletics Ontario is excited to announce this important competitive opportunity for Espoir/Canada Summer Games (CSG)

Athletes. The

Eastern Canadian Espoir Championships will be hosted in Moncton, New Brunswick August 6-7, 2016. Athletics Ontario will be

fielding a Provincial Team.

o Location: Moncton, New Brunswick

o Maximum Team Ontario Size: ~ 50 athletes

o Event Technical Manual & Team Selection Criteria: see AO’s website: http://athleticsontario.ca/athlete-resources/

o Declaration: Athletes (able bodied and para) are required to declare their intention to be a part of Team Ontario Espoir

Championships link by Wednesday July 13th, 2016, 11:59pm

o Performances: Declaration will be for their desired individual competition events that they intend to compete in at the

Espoir Championships and include the best outdoors performances realized from April 1, 2016 to July 11, 2016 in those

events. Any athlete on Team Ontario may be asked to participate in the relays. Athletes must compete in Athletics

Ontario Championships in order to be considered.

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Action Log Below is a list of ongoing updates and activities from current and past AO Connect Team meetings/ calls.

Action Log – Tracking AO Connect Call Activities and Follow Up

AO Connect Call #1: Tuesday April 12, 2016

Activity Target Date Description Parties Involved Completed

Topic #1 Competition schedule/ 3-year Calendar Concept & Event Sanctioning

1 TO ILLUSTRATE COMPARISON model and discuss Sanctioning Options

May 19, 2016 Proposed Sanctioning Guideline updates/ changes. Appendix attached with Projected participation and revenue breakdown

YES

2 Outline of Qualification model/ process for Prep Meets

May 19, 2016 Projections of Calendar Remodel Appendix Attached

YES

3 Regional Volunteer recruitment and training

May – Aug 2016

Office to coordinate development of program. AO Summer Intern and 2 volunteers to assist in this program initiative.

ED/MSPD/AOOEC NO

Activity Target Date Description Parties Involved Completed

Topic #2 Coaching Courses (upcoming) & Development Opportunities

4 AO Standards for Coaches May 2016 Appendix 2017 Coaches and Clubs Minimum Standards (Draft attached)

ED/MSPD YES

5 AO Standards for Coaches June 2016 Draft document to be reviewed by Risk Committee & BOD

ED/MSPD/Risk Committee

NO

6 AO Standards for Coaches July 2016 Notification and Policy *2017 Active to be circulated to Clubs/Coaches; commencement of Video training

ED/MSPD NO

7 Reinforcement of policies for club/member registration

May 2016 Draft Letter – Appendix attached (Still to send)

ED/MSPD NO

8 Facility access and infrastructure

May 2016 Strategy for new facilities. Investigate grant opportunities. Link to AO Facility Grading Form

ED/TSL YES

9 Coach Evaluator Process May 2016 Develop process, including fee structure for Coaches to complete evaluation process (with AO support)

HP NO

10 Revision of Sport Coach Program

May/June 2016

Conversion of 2-day course to 1-day HP/Athletics Canada

NO

11 Coach Evaluator List May 2016 Post list on AO website to promote connection of Coaches and LFs

HP NO

Activity Target Date Description Parties Involved Completed

Topic #3 Membership Modelling (categories, fees, opportunities, etc.)

12 Registration process December 2016

Eliminate paper forms for registration. MSPD YES

13 Development of Club membership incentives and fee structure

November 2016

Outline member benefits (current and proposed) and determine possible incentives. Consideration of fee changes to be presented and approved by the Board before going to AGM (Members) unless lower fees.

ED/MSPD/Board NO

14 Membership support and assistance

May 2016 Promotion of JumpStart and KidSport on AO website under ToolKit

MSPD YES

Activity Target Date Description Parties Involved Completed

Topic #4 High Performance - Quest for Gold Criteria

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15 Q4G Selection criteria May 2016 Have BOD review draft before publishing

HP/ED YES

16 Q4G Selection criteria May 2016 Post selection criteria on AO website and email to members

HP/ED YES

17 Q4G Selection criteria May 2016 Ranking of Athletes who meet the criteria to be posted on website; commencing in May with Q4G Board Committee

HP/ED NO

Activity Target Date Description Parties Involved Completed

Topic #5 Governance and Club Support

18 AO Policies and Procedures to be updated

May 2016 AO Member Handbook to be developed and to be available on AO website and email to members

ED/MSPD NO

19 Club/Coaching Best practices May 2016 Resource list to be available on AO website; templates and policies; input requested from Clubs at AO Connect #2 meeting

ED/MSPD NO

20 Risk Management May 2016 Grant application for creation of videos to be available on-line, and built in to Coaching workshops

ED/HP YES

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Appendix A AO Connect Team Call #1 Date: TUESDAY APRIL 12 @7:00 pm Agenda Topics and Summary/ Brief:

1. Competition schedule/ 3-year Calendar Concept & Event Sanctioning 2. Coaching Courses (upcoming) & Development Opportunities 3. Membership Modelling (categories, fees, opportunities, etc.) 4. High Performance - Quest for Gold Criteria 5. Governance and Club Support 6. Championships (Indoor) Feedback & Recommendations

Attendees:

1. John Stevenson (LW) 2. Dave Scott-Thomas (SR) 3. Earl Letford (FA) 4. Jim Catton (BB) 5. Bud Willis (LL) 6. Kevin Smith (LV) 7. Brett Lumley (UW) 8. Rudy Sylvain (AA) 9. Kyle Smith (BBD) 10. Joe Ryder (LL) 11. Anthony Biggar (AO) 12. Katie Ozolins (AO)

1. Competition schedule/ 3-year Calendar Concept & Event Sanctioning

PURPOSE: To explore the option of presenting a new model to deliver and schedule events and championships throughout the year, a service/ product that the organization currently provides to members.

RECOMMENDATION: Athletics Ontario is looking to provide more events/ meets for members of the organization and encourage the participation of small(er) meets and Prep/ Qualifier meets leading up to AO championships (in all parts of the Province ~6 possible regions). An intentional consequence of this change in delivery model and schedule is to create a noticeably different atmosphere for the Provincial Championships and increase the quality and competitiveness of the Championship meets through Prep/ Qualifier Meets. To balance the reduction in size/ accessibility of the Provincial Championships to all AO members, the calendar model will include more regional opportunities through the Prep/ Qualifier Meets and geographically cater to the membership throughout the Province.

PROPOSED PROCESS: Rollout a 3-year fixtures calendar with predictable/set schedule of a three category model (below) that introduce 3 prep meets to be used as qualifiers to AO Championships Accept bids for Indoor and Outdoor AO Provincial Championships, AO Prep/ Qualifier Meets (regional) and Series/Twilight Meets from AO Member Clubs. The change in process to bid for other events is intended to generate competitive opportunities around the province and encourage clubs to host events with support and tools AO can provide (i.e. equipment, promotion of events, registration for events, insurance, official’s coordination, schedule and technical package development, etc.).

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A. SANCTIONING: In addition, the process will ensure adherence to sanctioning policies and the full season calendar will help athletes/ coaches to plan their season more effectively.

B. CATEGORIES: In addition, AO will consider adding events that cater to Minors (<13) aged athletes and work with the Ontario Masters Association (OMA) to deliver some combined/ joint events.

C. EVENTS: to encourage development of the road and trail community; supporting target races as part of an AO Provincial road and trail series is being considered, Clubs and/or AO Members will be encouraged to host and/or organize these.

Three Category Model:

1. Series/Twilight Meets (weekend/day club hosted) 2. Prep/ Qualifier Meets (as well as non-qualifying) 3. Provincial Championships

1. Series/Twilight Meets (weekend/day)

a) No standards are required to compete or participate at these meets

b) Meets offer training and development opportunities across the province for athletes and provide diverse

competition from different clubs/ groups

c) To drive participation and entice athletes; offer tracking system to reward participation at these meets

(series winner or event winner) with Award/ Trophy, Ribbons/ Medals, MVP/ MIP, etc.

d) LOC to host meets in their entirety (no-AO influence other than Sanctioning)

e) Only seeds achieved at sanctioned AO Series/ Twilight meets will be used for Provincial Championships (can

also be achieved at sanctioned Prep/Qualifier Meets and AO Approved University / College Meets)

2. Prep/ Qualifier Meets (as well as non-qualifying) a) No standards are required to compete and/or qualify at these meets

b) To drive participation and entice athletes; invitation to Provincial Championships will be presented at these

meets (6 categories: Mn/B/ Md/ Sr/ Jr/ Youth x Events)

c) AO and LOC to co-host meets in their entirety (schedule permitting)

d) LOC to host (non qualifier) meets in their entirety (no-AO influence other than Sanctioning)

3. Provincial Championships a) Entry standards set by AO must be met (at any AO Sanctioned meet); athletes who qualified at Prep/

Qualifier meet are automatically invited to compete

b) A cap of a certain number of athletes who meet the entry standards will be enforced (i.e. CIS, NCAA, Olympic

model) to promote exclusivity, high performance and schedule management (i.e. 100m with 60 jr athletes = 9

heats, 3 semi's and 1 final; 100m with 24 jr athletes = 3 semi's and 1 final)

c) AO and LOC to co-host meets in their entirety

ACTION: recommendations and feedback is requested from Clubs and Coaches to gauge interest in adoption of this model.

Consider exceptions and other circumstances (i.e. decathlon Prep/ Qualifier Meet, etc.) with possible solutions. **Survey will

be circulated to submit formal feedback.

2. Coaching Courses & Development Opportunities 1. NCCP COURSES: AO is developing a new model to deliver and consistently schedule events/ courses (i.e. coaching

workshops, professional development and skill/ knowledge enhancement) throughout the year – a service/ product that the organization currently provides to both AO members and non-members.

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An intentional consequence of this change in delivery model and schedule is to create an increase in recognition of the time, commitment and expertise of coaches, which will in turn have a positive effect on the quality and competitiveness of athlete participants.

3. Current School Issue: Based on the Ontario Physical Education Safety Guidelines, in order to coach a higher risk

sport within the school, at least one coach (teacher-coach or volunteer) must possess the minimum coaching qualification/ certification by September 2016. All teacher-coaches and volunteer coaches in the Province (72 School Boards) are expected to be trained and/or certified in high-risk sports, which includes many disciplines of Athletics.

4. Proposed School Solutions: Athletics Ontario is able and willing to customize the Sport Coach certification

(Secondary Interschool) and the Run Jump Throw Wheel Coach certification (Elementary Interschool) courses to cater to these coaches. By providing additional scheduled courses from March 2016 – September 2016 will help to ensure all school coaches are trained with the minimum qualifications required for the sport.

5. Club Opportunities: AO is offering to help deliver a Coaching course or a Professional Development workshop

with any AO Member Club interested in hosting or coordinating in their community. 2. AO CLUBS & COACHES: AO is considering implementing a policy to mitigate risk and enhance the sport delivery (similar to

many other PSO/NSO’s) requiring AO member clubs to have minimum of one (1) NCCP-certified coach registered and in attendance at all practices and events. Additionally, all Coaches of Clubs must be registered in the current year with AO and completed necessary documents (i.e. vulnerable sector screening, police check, offense declaration form, etc.).

ACTION:

NCCP:

a) AO Clubs to consider their connections with High Schools and Elementary Schools and convey the necessity of this

training. **Please email office@athleticsontario.ca any teachers/ principles names and contact info who might be

interested, so we can follow up.

b) AO Clubs to plan a date in their calendar to have a PD session – email office@athleticsontario.ca to arrange for

Learning Facilitators to provide this training opportunity for your community’s coaches.

c) For a list of resources and grants, Visit http://athleticsontario.ca/toolbox-2/

POLICY

a) Clubs to evaluate their policies and procedures and include this agenda item for upcoming meetings if this

standard is not currently being met to evaluate training requirements for coaches; or

b) Connect with Athletics Ontario by email to office@athleticsontario.ca to arrange for Learning Facilitators or find

out about upcoming workshops in your or a nearby community.

3. Membership Modelling (categories, fees, opportunities, etc.) 1. ATHLETE MEMBERSHIP:

a. PURPOSE: To explore the possibility of updating the Membership Fee structure. The new structure proposed is to

offer one season (all year) and a single fee for all categories.

b. CURRENT MODEL: The structure is confusing for each of the athletes, coaches, and club administrators as there are a range of fees for each age category and discounts for shorter seasons (i.e. Indoor, Outdoor, and Cross Country).

c. PROPOSED MODEL: Move to a blended model, offering one fee for all age categories. Include other age groups (i.e.

Minors) as part of a membership and

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2. CLUB MEMBERSHIP:

a. PURPOSE: To explore the possibility of updating the Club Affiliation Fee structure. The new structure proposed is to offer incentive for clubs to grow, developing the sport in the Province.

b. CURRENT MODEL: The AO Club Affiliation Fee has tiers that charge less to clubs with fewer than 26 members and fewer than 100 members and charges more to clubs with greater than 100 members.

c. PROPOSED MODEL: Offer discounted rates and rebates to clubs that grow their membership in size (i.e. Club fee is

$350 at the beginning of the year for everyone; once a club exceeds +26 members; receive a $100 from AO OR once a club exceeds +100 members; receive an additional $100 from AO). Promotes community within clubs and encourages some clubs to work together/ share resources or collaborate.

3. CLUB AGE GROUP DEVELOPMENT:

a. PURPOSE: To illustrate the benefit of incorporating programming for Minor aged athletes (<13) and Master aged

athletes (>30) within a club. Development of programs for all ages will promote physical literacy and bring awareness to long term athlete development; consequentially, growing the sport.

b. CURRENT MODEL: Currently <50% of AO Clubs offer programming to Minor and/or Master aged athletes. Lack of representation in the sport.

c. PROPOSED MODEL: Clubs to consider the development of programming to serve athletes of other ages, and in other event categories not currently offered within club’s current programming offerings.

ACTION: Consider your club’s vision, fee structure, and resources and evaluate supply/demand in your community to

determine if opportunities exist to expand your club’s programming.

4. High Performance – Quest for Gold Criteria (athletes, funding sources, Provincial/National team, etc.)

PURPOSE: Athletics Ontario appreciated the input from all of the Quest for Gold (Q4G) Committee Members this year. The process and experience of 2015-2016 Selection unveiled many learnings which are being examined and applied to the future process to further enhance the program.

Proposed Changes:

a) Updates/ timelines to editing and publishing the criteria

o INPUT: Involve coaches/ clubs to provide input on areas to improve last year’s criteria in ‘AO Coach & Club Connect’ monthly meeting/ call

b) Evaluation process & governance o METHOD - Develop a new method to publish information of top Ontario athlete performers to track

throughout the season o COMMITTEE - Establish a new Committee structure, Terms of Reference and timelines.

c) Application process (automated)

o INTERFACE - Update the online form/ document to utilize and ensure time stamp, DOB, results are captured in an electronic vs. scanned/ faxed method (i.e. clear process and one amalgamated location for attachments, input, etc.)

o INVITATION - Send directly to all AO Members and targeted athletes eligible. ACTION: a survey will be circulated to all AO Coaches in April to collect feedback and evaluate application for current year.

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5. Governance and Club Support (policies, rules, conduct, assistance, etc.)

PURPOSE: To encourage and support clubs in maintaining and/or developing good governance and encouraging growth and changes within their community. Find creative ways for the Association to assist or provide a framework for clubs to support their members, as well as supporting the Association by providing input and guidance for the betterment of the athletes and members as a collective.

An intentional consequence of this change in delivery model and schedule is to create an increase in recognition of the time, commitment and expertise of coaches, administrators, officials and volunteers, which will in turn have a positive effect on the quality, competitiveness and safety of athlete participants.

CURRENT MODEL: Lack of information to confirm if clubs are properly governed and if risks are present. Situations are likely where clubs may not be registering athletes as members of the Association. Some clubs may have coaches who may not have proper vulnerable screening of coaches and volunteers, as well as proper training and/or certification for their role (i.e. NCCP Sport Coach, Club Coach, Performance Coach, RJTW, etc.). Standards are either not established, unclear or not well communicated.

PROPOSED MODEL/ INITIATIVES: Support of “Club Excellence” and/or core values (i.e. Registered members, trained and certified coaches, Board of Directors, Policies and Procedures, By-Laws, etc.)

Benefits of Proposed Model: 1. Reduction in risks to the Association and Club 2. Encourages early registration and an increase in Members 3. Increase capacity of clubs and encourages club growth 4. Encourage expansion of clubs and groups that may not currently be involved (i.e. Roadrunners, Minors, Masters)

ACTIONS: Clubs to evaluate their current Policies and Procedures and determine risks. Contact office@athleticsontario.ca for assistance, access to resources or request assistance where needed. Athletics Ontario to begin process to develop an AO Member Handbook, outlining benefits of AO membership, along with Rules, Policies & Procedures. Implement systems to encourage and monitor compliance.

Visit http://athleticsontario.ca/toolbox-2/ to access resources for athletes, coaches, and clubs.

Visit: http://athleticsontario.ca/policies/ to find more information about Athletics Ontario’s policies.

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Appendix B – Event Calendar 2017 Proposed

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Appendix C – Coaching/Club Policy 2017 Proposed Athletics Ontario [insert club name here]

Table of Contents:

A Minimum Coaching Requirements

B Recommended Coaching Requirements

C Suggested Resource List for Coaches & Clubs

A Minimum Coaching Requirements [Indicate here what your club believes is necessary for your coaches to have in terms of training, education, background check, etc.]

1. 2017 AO Coach Registration – complete on-line application, pay $40 membership fee and submit current Police background check (Vulnerable sector), or for renewing Coaches, submission of an Offence Declaration form to the AO office. Police checks must be submitted every 3 years. Background Checks Policy

2. All Coaches must have successfully completed Making Ethical Decisions (MED) module (on-line

or in person): http://www.coach.ca/make-ethical-decisions-med--s16834

3. All Coaches working with clubs must be trained in either NCCP Sport Coach or NCCP Run Jump

Throw Wheel during the course of their involvement with their club activities

B Recommended Coaching Requirements [Indicate here what your club believes is necessary for your coaches to have in terms of training, education, background check, etc.] - Athletics Ontario recommends that AO registered club must have at least one NCCP Certified

Coach present at all practices and events in which their athletes are training, competing or participating.

- Athletics Ontario recommends that Club Managers (or individuals in a suitable role within the

club) ensure that each coach meets the criteria list in “2017 Minimum Coach Requirements”

C Suggested Resource List for Coaches & Clubs

Coaching Resources: Training & Orientation Checklist: http://clubexcellence.com/example-training-and-orientation-checklist

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Policy Review Checklist: http://clubexcellence.com/sites/default/files/content/docs/pdf/clubexcellence-example-policyreviewchecklistforcoaches-e.pdf Club Handbook (template/sample) - http://clubexcellence.com/sites/default/files/content/docs/pdf/clubexcellence-example-clubhandbook-e.pdf Additional Resources to be added as they have been received from Clubs and Coaches as per AO Connect Call request.