ATHLETICS CANADA / ATHLÉTISME CANADA ANNUAL GENERAL MEETING MINUTES Saturday, July 8 2017 Delta Hotel OTTAWA, ON Board Attendees: Gord Orlikow (Chair), Bill MacMackin (Vice-Chair), Rob Guy (CEO), Ann Peel, Dave Thomas, Helen Manning, Jillian Drouin, Inaki Gomez Conference Call-in: Tim Berrett Board Regrets: Abby Hoffman, Sean Holman, Grant McDiarmaid Guests: Sylvie King and Samantha Rogers (ACF) Recording Secretary: Judy McCallum Candidate Attendance: Lynn Kanuka, Susan MacDonald, Robert Demers, Brian Levine Candidate Regrets: Robert Beria, John Paton (provided video resume) Branch Attendees: Brian McCalder (BC), Greg White (BC), Maurice Wilson (BC), Chris Winter (BC), Sabrina Nettey (BC), James Rosnau (AB), Linda Blade (AB), Bob Reindl (SK), Harvey Weber (SK), Grant Mitchell (MB), Lisa Ferdinand (ON), Ross Ste-Croix (ON), Randolph Fajardo (ON), Marc Desjardins (QC), Sylvain Proulx (QC), Darren Blois (NB), Anitra Stevens (NS), Andrew Walker (PEI) Conference Call: Harry Cassie (NWT) Branch Regrets: Yukon (rep), NFLD (rep) and Donna Harris (MB) Call to Order Chair, Gord Orlikow called the meeting to order at 2:35 pm. Gord thanked everyone for their participation, welcomed Harry from NWT, and further thanked Linda Blade for facilitating the introduction. Bylaw change to make election communication mode for everyone. Adoption of the Agenda changes and include competition committee under number nine reports. Motion to Approve by (PEI) seconded by (ON). Declaration Voting Delegates. Roll call for provincial representation. Yukon and NFLD not present. 58 votes. Simple majority will be 30 and 2/3 majority will be 40 and we have quorum. Approval of 2016 AGM Minutes by (SK) and seconded by (MB). Motion Carried. Business Arising from the minutes no business arising. Adoption of 2016 Board of Directors Motions by (MB) approved and seconded by (PEI). Motion Carried. Resolutions: i) Financial Report - Sylvie King, CFO, presented the March 31 2017 Year End Financial Statements.
Approval of audited statements expect Final Statements to be received unqualified and without reservation, if not we will revisit with the branches. Motion to approve (BC) and seconded by (MB). Motion Passed (unanimously). Review of the budget by Sylvie King, CFO. Budget approved by board and will be electronically distributed to branches. Own the Podium (OTP) remains the same as last year. Regional agreements have increased. Para-Olympic combination of athlete support, coaching and developing and talent ID, this includes three recruiters Quebec, Ontario and British Columbia. Revenue generation on National Track League is now under International Hosting Grant. Carding money not included. A motion to RFP for appointment of new Auditors approved by (BC) and seconded by (ON). Motion Carried. Athletics Canada Foundation (ACF) separate from AC Financial Statements, and will not be reviewed at AGM. Samantha Rogers provided summary of revenue generation, donor relations including impact reporting, repeat donors and community engagement have strong presence. New AC website information for donation was presented. Donations are structured through the AC Foundation, provides tax receipt, and is designed to support AC programs. ACF Board of Directors made up of AC members, Helen Manning, Sean and Marc Lalonde (president AC NB) and three other banking representative contacts. The ACF holds assets and it is the AC Board s main function to manage those assets. ii) Governance Report from June 6 2017 - Ann Peel: Present Rule Recommended Change Rationale Nature of Decision Article 5.4 Nominations must be submitted to the registered office of the Corporation at least 30 days prior to the annual meeting, will be circulated to the Members at least 21 days prior to the annual meeting, and elections will take place at the annual meeting. Amend Article 5.4 as follows: Nominations must be submitted to the registered office of the Corporation at least 60 days prior to the annual meeting, and will be circulated to the Members at least 21 days prior to the annual meeting, and elections will take place at the annual meeting. Amend Article 5.4 to allow the Governance & Nominating committee more time to vet nominees to the board of directors. Special Majority of Members Human Resources Committee Key Duties include reviewing performance of the CEO and, if requested Amend Rule 122.02 Key Duties of the Human Resources committee to include: Advise the CEO regarding the hiring, evaluation, and termination of C-Suite employees are critical to the success of the organization, the recruitment and retention should be Majority of Members
by the CEO, involvement in the hiring, evaluation and termination of other employees. Rule 129: Code of Conduct and Ethics 129.1 (a) 129.3 (4) An Individual sanctions pursuant to Athletics Canada s Discipline and Complaints Policy. In addition pursuant to Athletics Canada s Discipline and Complaints Policy 129.4(7)(a)(ii) all members of the C-Suite of Athletics Canada, including the COO, CFO, and CTO. 129.1 (a) Add to definition of Individuals: event group leaders, Integrated Support Team (IST), team managers, team staff, suppliers of services 129.3 (4) An Individual who violates this Code may be subject to sanctions as determined by the Commissioner s Office pursuant to Rule 140. In addition..pursuant to a determination by the Commissioner s Office. 129.4(7)(a)(ii) Add IST as inclusive of stakeholders as possible, and gives the CEO more direct support from the board. To include explicitly individuals who were included implicitly. The Commissioner s Office has replaced the Discipline and Complaints Policy. Include IST explicitly in groups not to be criticized publicly by Individuals. Majority of Members 129.4(7)(i) 129.6 129.4(7)(i) Add training camps 129.6 Add and IST Include training camps as a nonsmoking venue. Add IST to section regulating behavior of Coaches as a similar privileged relationship with athletes. 129.6 (q) Add 129.6(q) To avoid conflicts of interest and clarify roles.
129.7 (10)(a) Report any medical problems in a timely fashion, when such problems.. 129.7(10)(b) 129.7(10)(f) Act in a sportsmanlike manner to other athletes, officials, coaches, spectators 129.7(10)(h) Act in accordance with Athletics Canada s policies..and additional rules as outlined by coaches or managers. Coaches who are also IST members must refrain from performing and treatments typically performed by IST practitioners on their personal athletes during Athletics Canada training sessions or competitive events. 129.7(10)(a) Add: Report any medical, personal and/or legal issues in a timely fashion, when such issues.. 129.7(10)(b) Add: Participate.in all training camps, competitions. 129.7(10)(f) Add: IST 129.7(10)(h) Act in accordance with Athletics Canada s policies..and additional rules as outlined by coaches or managers and international governing bodies. To include the full range of issues that could affect athlete commitments to the national team program. Include training camps in athlete obligations Add IST staff More inclusive of rules that may affect athletes. Rule 140: Commissioner s Office 140.8 Procedures Complaints 140.8 Add Contact information for Commissioner s Office
140.8(7)(b) Disrespectful conduct. 140.8(8) If the alleged violation..the person in authority can be, but is not restricted to being, staff. 140.8(15) becomes (16) Delete Member Conduct Policy and Waiver from website Athleticscanadacommissioner @gmail.com 140.8(7)(b) Add Disrespectful and unsportsmanlike conduct. 140.8(8) Add: event group leaders, team managers Add 140.8 (15) Major infractions that occur at training camps or competitions may be dealt with immediately by the appropriate person having authority. In such situations, disciplinary sanctions will be for the duration of the training camp or competition only. Further sanctions may be imposed after review of the matter using the procedures set out in this Rule. Replaced by Rules 129 and 140 Contact information was missing. Additions to persons in authority authorized to impose in situ sanctions. To include training camps as venues under the authority of the Commissioner s Office. Redundant Amend Article 5.4.Motion to Approve by (BC) seconded by (AB). Motion Carried. Human Resources - Moved by (BC) seconded by (MB). Motion Carried. Rule 129. Motion to Approve by Greg White (BC) and seconded by Bob Reindl (SK). Motioned Carried. Rule 140.87 B to be removed.
Delete Member Conduct Policy. Moved by (MB) and seconded by (AB). Motion Carried. Board Election: Motion to approve Bill MacMackin as Chair by (BC) and seconded by (QC). Motion Carried. Motion to approve Inaki Gomez as the Male Athlete Directors from 2016 by (PEI) and seconded by (MB). Motion Carried. Motion to approve Jillian Drouin as Female Athlete Director approved by (ON) and seconded by (NS). Motion Carried. Board of Director Candidate Presentations (Rank Ballot being used): Robert Demers Lynn Kaluka Brian Levine Susan MacDonald Helen Manning John Paton (video) Matt Stiver-Balla (video) The Board of Directors parting members are Gord Orlikow, Grant McDiarmaid, Dave Thomas and Tim Berrett. Thank you to those Board Members for their services to Athletics Canada from their members. Motion to approve by (NB) and seconded by (BC). Motion Carried. Election to Board: First Place - Helen Manning Second Place - John Paton Third Place - Robert Demers Fourth Place - Lynn Kaluka Motion to destroy ballots Approved by (BC) and seconded (NS). Motion Carried. Rules 096: Motion to Approve by (BC) and seconded by (MB). Motion Carried. Rule 181b: Abstained by (ON). Motion to Approve by (MB) and seconded by (QC). Motion Carried. Host Report Helen Manning presented her report from the Board of Directors meeting July 6 2017. Sport Canada Report sent to Branches on July 8 2017 at AGM, as requested. Branch Member Reports sent with AGM information.
Other Business no other business. Action: Page 8 noted by Dr. Linda Blade to evaluate role of Altus and further noted the need to review IAAF. Closing message by Bill MacMackin, Vice-Chair, thanked everyone for support of new role as Chair. Bill noted the experience he brings to the role of Chair and looks forward to working with AC team and new board members. Next meeting: SAGM Dec 1 2017 The Mere Hotel, Winnipeg. All meetings held at Sport Manitoba Complex. Next AGM May 24-25 2018 and host PEI. Adjournment at 4:50 pm. Chair, Gord Orlikow motioned to adjourn meeting, seconded by (BC). Motion Carried. Mr. Gordon Orlikow Chair, Board of Directors Athletics Canada Signature December 1, 2017 Date Mr. Rob Guy Chief Executive Officer Athletics Canada Signature December 1, 2017 Date