Board Meeting March 31, 2018

An OCF board meeting was held on Saturday, March 31, 2018 at 2:00pm in Burlington 

AttendeesLorraine Winger, Lisa Gray, Kellen Tapley, Tyler Norton, Malek Taleb, Shaun Hunter  Regrets: Gillian Wyett 

Summary of motions passed: 

Social media guidelines  Drafted social media guidelines accepted. 
OCF Committee Structure  The committee structure will result in the management and operational work being performed by small groups of committee members so that the board can focus on strategy and oversight responsibilities. Proposed structure is for the following committee to be struck: 

  • Events/Competition Committee 
  • Technical Committee 
  • Finance Committee 
  • Communication Committee 
  • Member Outreach Committee 

 

Issues discussed: 

  • CEC update 
  • Chair’s update 
  • Financial Update 
  • Approval of social media guidelines 
  • Approval of proposed OCF board and committee structure 
  • Presentation of proposal for the development of a scoring and ranking system 
  • Discussion of proposed formats and schedule for the 2018/2019 series 

The next meeting will be the AGM which will be held on Saturday April 21, 2018, between the D/C/B and A/Junior/Open qualifier rounds at True North in Downsview, ON 

 

2018 AGM Agenda

The Annual General Meeting will be held April 21, 2018 at True North Climbing between the two qualifier rounds at the Youth & Open Difficulty Provincials/CEC Open National Series Difficulty event.

 

AGENDA:

1. Welcome and Introductions

2. Approval of minutes of 2017 AGM

3. Summary of Annual Report to Members including year to date financial report

4. Waiver of audit

5. Election of new Directors

6. Other Business

2018 Annual General Meeting & Nominations

Notice of the Ontario Climbing Federation’s 2018 Annual General Meeting and call for nominations for election to the Board of Directors

The OCF will hold its 2018 Annual General Meeting (AGM), including the election of Board of Director members, on April 21, 2018 at True North Climbing in Toronto, Ontario. The meeting and election will take place during the break between the two qualification rounds at the Youth & Open Difficulty Provincials/CEC Open National Series Difficulty event.

OCF Board and positions up for election

OCF members elect the directors to form the Board. The OCF Board normally consists of seven elected directors, each serving a two year term. The terms are offset such that three or four positions come due for election each spring. Three positions are coming up for election this year are due to the directors’ regular terms having been completed and the replacements will therefore commence a new two year term starting June 1st, 2018. The remaining three Board members each have one year remaining in their terms. The current board members, their terms, and their roles this past year are listed at

http://www1.climbontario.ca/contacts/

Eligibility for election, the nomination process, and the deadline for nomination

Any adult member of the OCF in good standing is eligible for election. Nominations are by personal declaration of the candidate member. In order to help our membership make an informed choice, the Board asks those who wish to nominate themselves to email our Registrar at membership@climbontario.ca

Nominees are asked to include a brief statement describing their background, highlighting their skills relevant to being a member of the board, and why they wish to join the OCF Board. To ensure that each member is able to make an informed voting choice during the AGM, all nominations and statements must be received on or before April 7th so that they can be included on the OCF web site and Facebook page, as well as made available to those eligible to vote the day of the election. Nominations will close at 11:59pm on April 7th, 2018. Each candidate will be given an opportunity to make a brief statement before voting takes place on April 21, 2018.

Voting process including proxy voting authorization

Voting will be by secret ballot. All Adult members as of Friday, April 20, 2018 are entitled to one ballot. Child members (those under 18) may not vote, but may give their proxy to their parent or legal guardian to exercise on their behalf. Furthermore, adult members who are not able to attend the meeting but would like to assign their proxy to another adult member may do so by completing and signing the proxy voting authorization form. The signed proxy voting authorization form must be presented by the member who will be voting when they register for the AGM.  Proxy Authorization Form

Voting ballot

Each ballot will contain up to three votes for candidates to fill the three positions up for election. The Registrar will tally the votes and announce/post the results.

 

 

Board Meeting February 24, 2018

An OCF Board Meeting was held on Saturday, February 24, 2018 at 9:30 am in Toronto

Attendees: Lorraine Winger, Lisa Gray Kellen Tapley, Tyler Norton, Gillian Wyett, Shaun Hunter (in person until 11:30 am and then via telephone) Via telephone: Malek Taleb

Issues discussed:

  • CEC update
  • Chair’s update
  • Financial update
  • Plans for the Annual General Meeting
  • Items to address prior to upcoming competitions
  • Preliminary plans for the 2018/2019 series
  • Update re-ongoing projects:
  • Registration system enhancements and scoring system development
  • Certification program for head judges
  • Updated Code of Conduct
  • Development of social media guidelines
  • Proposed Board structure

The next meeting will be held on Saturday March 31, 2018, following the D/E competition (3:00 pm est.) in Oakville.

Board Meeting January 14, 2018

An OCF board meeting was held on Sunday, January 14, 2018 at 9:30am in Toronto

Attendees: Kellen Tapley, Shaun Hunter, Tyler Norton, Gillian Wyett, Malek Taleb Via telephone: Lorraine Winger, Lisa Gray

Issues discussed:

  • CEC update
  • Chair’s update
  • Financial update
  • Update re registration system and plans for future system enhancements and developments
  • Update re certification program for head judges
  • Feedback from Provincial Bouldering Championships
  • Ontario rulebook
  • Participant feedback
  • Items to address prior to upcoming competitions
  • Preliminary plans for the 2018/2019 series

The next meeting will be held on Saturday, February 24 at 9:30am in Toronto, ON.


Board Meeting December 2, 2017

 An OCF board meeting was held on Saturday December 2, 2017 at 3:45pm. in Toronto

Attendees: Kellen Tapley, Shaun Hunter, Lorraine Winger, Lisa Gray, Tyler Norton, Gillian Wyett, Malek Taleb.

  

Issues discussed:

  • CEC update
  • Chair’s update
  • Financial update
  • Update re registration system and plans for future system enhancements and developments
  • Update re development of certification program for head judges
  • Updated re development of social media guidelines
  • Discussion re updating of code of conduct
  • 2017/2018 series competitions – those held to date and upcoming

 

The next meeting will be held on Sunday January 14 at 9:30am. in Toronto, ON.




Board Meeting November 11, 2017

An OCF board meeting was held on Saturday, November 11, 2017 at 9:30 a.m. in Toronto

Attendees: Kellen Tapley, Shaun Hunter, Lorraine Winger, Lisa Gray, Tyler Norton, Gillian Wyett.
Regrets: Malek Taleb

 

Motions passed:

OCF representative to the CEC board Malek Taleb to be put forward as the OCF’s recommendation for election to the CEC board at the CEC AGM to be held Oct. 15, 2017.
Judging clinic mileage allowance In cases where a judging clinic is held at a time other than the evening before a competition, the Jury President performing the clinic will be reimbursed for their travel costs from their home to the location the clinic is being held and back at a rate of $0.55/km.

 

Issues discussed:

  • CEC update
  • Chair’s update
  • Financial update
  • Update re registration system
  • Update re development of certification program for head judges
  • Updated re development of social media guidelines
  • 2017/2018 series competitions – those held to date and upcoming

 

The next meeting will be held on Saturday December 2, 2017 at 4 p.m. in Toronto, ON.


CEC AGM Update

The Climbing Escalade Canada 2017 Annual General Meeting is taking place in Canmore, Alberta on Sunday, Oct 15th. All those involved in the competition climbing community are welcome to attend in person or via Skype online. The usual AGM business will be dealt with but once the mundane chores are taken care of there is be a presentation about what the CEC does and an opportunity for discussion.

Location:
10:00 AM – 12:00
The Craft Room
Origin at Spring Creek
808 Spring Creek Drive
Canmore, AB
T1W 0K3

You can check in online using Skype. The Skype app can be downloaded here:
https://www.skype.com/en/

Skype Link:
NAME: CEC AGM 2017
https://join.skype.com/rxbjExdAEb0f

 

Board Meeting September 17, 2017

An OCF board meeting was held on Sunday September 17, 2017 at 3:00 p.m. in Toronto

Attendees: Kellen Tapley, Shaun Hunter, Lorraine Winger, Lisa Gray, Tyler Norton, Malek Taleb. Gillian Wyett

 

Motions passed:

OCF Memberships All Ontario athletes, Open and youth, are required to purchase an OCF membership in order to be eligible to participate in any OCF sanctioned competition, including the Bouldering National Series event.
Competition Official honorariums and role descriptions Jury President Honorarium – The OCF is to offer an honorarium to each Jury President who presides at an OCF-sanctioned competition. The honorarium is intended to somewhat compensate the Jury President for their out-of-pocket expenses (primarily gas and hotel) incurred in the course of their duties, not as a salary for the hours they contribute. The Jury President honorarium for the 2017/18 season to be $100 per day with an additional $50 if the Jury President runs a judging clinic and/or attends the gym the night before the competition to check out video system and the set-up of the routes, and an additional $50 if the Jury President needs to stay overnight in a hotel between the first and second day of a competition. In case of a Jury President and a Head Judge (only at Provincials) at a competition they will both receive the honorarium. Judges in training will not be paid an honorarium.

OCF Judge Honorarium – The OCF is to offer an honorarium to each OCF Judge who presides at an OCF-sanctioned competition. The honorarium is intended to somewhat compensate the OCF Judge for their out-of-pocket expenses (primarily gas and hotel) incurred in the course of their duties, not as a salary for the hours they contribute. The OCF Judge honorarium for the 2017/18 season to be $100 per day with an additional $50 if the OCF Judge attends the gym the night before the competition to check out video system and the set-up of the routes, and an additional $50 if the OCF Judge needs to stay overnight in a hotel between the first and second day of a competition. In case of a Jury President and an OCF Judge (only at Provincials) at a competition they will both receive the honorarium. Judges in training will not be paid an honorarium.

OCF Judges only required for Provincials in 2017-2018 season

Technical Delegate Honorarium – The OCF is to offer an honorarium to each Technical Delegate who participates at an OCF-sanctioned competition. The honorarium is intended to somewhat compensate the Technical Delegate for their out-of-pocket expenses (primarily gas and hotel) incurred in the course of their duties, not as a salary for the hours they contribute. The Technical Delegate honorarium for the 2017/2018 season to be $50.00 for pre-competition work including assembling running orders and posting of the running orders, usually includes being at the gym the night before the competition and $50.00 per competition day work including scoring and results and running orders if required for semi finals /finals.

Video Technician – The OCF is to offer an honorarium to each Video technician who participates at an OCF-sanctioned competition. The honorarium is intended to somewhat compensate the Video technician for their out-of-pocket expenses (primarily gas and hotel) incurred in the course of their duties, not as a salary for the hours they contribute. The Video Technician honorarium for the 2017/2018 season to be $120.00 for video set up (to a max of 6 hours) with any additional hours to be paid at an hourly rate of $20.00, and $50.00 for Video tear down (regardless of additional help from board or gym for tear down).

Position descriptions for the above officials as follows:

OCF Jury President (formerly called OCF Head Judge) – The Jury President has overall authority within the Competition Area. This authority extends to covering the activities of the media and all persons nominated by the organizer. The overall authority of the Jury President covers all aspects of the running of the competition. The Jury President presides over all meetings of competition officials and over organization and technical meetings with the competition organizers, team officials and competitors. Although the Jury President does not normally have a judging role, they may at any time choose to carry out any judging task generally assigned to the Co-Head Judge or other judges should they deem that necessary. The Jury President is responsible for briefing all officiating Judges on the application of the OCF and CEC Rules before the start of a competition. The Jury President can be responsible for running an OCF Directed Judging Clinic prior to the Competition.

The Jury President is a member of the Appeals Jury with the Technical Delegate and/or the OCF Judge.

OCF Judge (formerly called OCF Co-Head Judge or Head Judge) – The OCF Judge is a judge appointed by the OCF to assist the Jury President in undertaking all aspects of judging a competition. The Jury President or OCF Judge may also appoint Aspirant Judges to assist the OCF Judge in their judging duties. The OCF Judge is responsible for announcing the publication of starting and result lists, appeals, and any important changes to the competition programme.  The OCF Judge generally assigns the Route or Boulder Judges to their route or problem with information provided to him/her by the Volunteer Co-ordinator. For competitions where an OCF Judge has not been appointed or in case of absence of the OCF Judge, the Jury President will take over the duties of the OCF Judge.

The OCF Judge will be a member of the Appeals Jury with the Technical Delegate and can replace the Jury President on the Appeals Jury if the Jury President has been involved in the original decision.

OCF Technical Delegate – The Technical Delegate deals with all OCF-related organizational matters during the running of the competition. The Technical Delegate has the authority to ensure that the facilities and services provided by the competition organizer (such as registration of competitors and others; scoring and results service; and medical, media and other facilities) are in accordance with IFSC Regulations. The Technical Delegate is a member of the Appeals Jury with the Jury President and OCF Judge, and has the right to attend all meetings with the competition organizers, and take part in an advisory capacity in meetings of the Competition Jury. In the absence of the Jury President and before their arrival at a competition, the Technical Delegate acts on their behalf in respect to the organization of the competition within the Competition Area. Under exceptional circumstances, the Technical Delegate has the authority to decide to apply emergency measures, for instance an adjustment of the competition format. These measures are specified separately by the IFSC Rules.

For competitions where a Technical Delegate has not been appointed or in case of absence of the Technical Delegate, the Jury President will take over the duties of the Technical Delegate.

OCF Video Technician – Loads and transports video equipment to venue, sets up, tears down and transports equipment back to storage.

207/2018 budget 2017/2018 budget accepted as presented.
2017/2018 series rules Changes to series rules for the 2017/2018 series accepted.

 

Issues discussed:

  • CEC update
  • Chair’s update
  • Presentation of the 2016/2017 series Financial Statements
  • Presentation of the 2017/2018 budget
  • Finalization of series rules for the 2017/2018 series
  • Update re registration system
  • Finalization of the athlete information booklet for 2017/2018
  • Head judge schedule for 2017/2018 and development of certification program
  • 2017/2018 series competitions
  • Potential changes to the structure of the OCF board
  • OCF representative to attend CEC AGM

 

The next meeting will be held on Saturday November 11, 2017 at 9:30 a.m. in Oakville, ON.