July 2017 Board Meetings

Summary minutes of Board of Directors’ Meeting

July 15, 2017 – July 23, 2017 – July 27, 2017

An OCF board meeting was held on Saturday July 15, 2017 at 9:30 a.m. in Toronto
Attendees: In person: Kellen Tapley, Shaun Hunter, Gillian Wyett, Lorraine Winger, Lisa Gray, Tyler Norton. Via telephone: Malek Taleb

Issues discussed:

  • CEC update
  • Chair’s update
  • Financial update
  • Selection of gyms to host OCF competitions in the 2017/2018 series

 

An OCF board meeting was held on Sunday July 23rd 2017 at 3:00 p.m. via conference call
Attendees: Kellen Tapley, Shaun Hunter, Gillian Wyett, Lorraine Winger, Lisa Gray, Tyler Norton, Malek Taleb

Issues discussed:

  • Update re CEC matters

 

An OCF board meeting was held on Thursday July 23, 2017 at 7:00 p.m. via conference call
Attendees: Kellen Tapley, Shaun Hunter, Gillian Wyett, Lorraine Winger, Lisa Gray, Tyler Norton. Regrets: Malek Taleb

Issues discussed:

  • Discussion re options for gyms to host OCF bouldering comp on Nov. 18/19

Final competition schedule for 2017/2018 series

Bouldering

Date

Gym

C,B,A,Jr,Open Bouldering Local 1

October 21,22

Coyote Rock – Ottawa

D,E Bouldering Local 1

November 4

Rock Oasis – Toronto

C,B,A,Jr,Open Bouldering Local 2

November 18,19

Boulderz Etobicoke

D,E Bouldering Local 2

December 2

True North – Toronto

OCF Bouldering Provincials
(D,C,B,A,Jr.,Open)

December 16-17

Altitude Kanata

CEC National Series Bouldering Event

January 27

Boulderz Etobicoke

Difficulty

Date

Gym

D,E Difficulty Local 1

February 3

Boiler Room – Kingston

C,B,A,Jr.,Open Difficulty Local 1

March 24,25

Aspire – Milton

D,E Difficulty Local 2

March 31

Climber’s Rock – Burlington

C,B,A,Jr.,Open Difficulty Local 2

April 7,8

Gravity – Hamilton

OCF Diff. Prov./CEC Nat. Ser. Diff. Event
(D,C,B,A,Jr.,Open)

April 21-22

True North – Toronto

  • A, Junior and Open athletes will compete on Saturdays and C and B athletes will compete on Sundays
  • D categories athletes are those athletes born in 2007 or 2008
  • E categories athletes are those athletes born in 2009 or 2010
  • Athletes born after 2010 will not be eligible to compete in the OCF 2017/2018 competitive series
  • The top 20 ranked eligible competitors in D, C, B, A, Junior categories will qualify to compete at each OCF Provincial competition
  • Open competitors not required to compete in a local event in order to qualify for Provincials
  • E competitors will not be eligible to compete at Provincial competitions

The next meeting will be held on Saturday August 12, 2017 at 9:30am in Oakville, ON.

 

Board Meeting June 10, 2017

An OCF board meeting was held on Saturday June 10, 2017 at 9:30 a.m. in Toronto

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

Issues discussed:

  • CEC update
  • Chair’s update
  • Feedback from gyms re hosting fees
  • Determination of competition fees and gym hosting fees for 2017/2018 series
  • Formats and quotas for competitions for the 2017/2018 series
  • Understanding of how speed is/will impact the 2017/2018 series
  • OCF Sponsors
  • Development of social media guidelines

 

The next meeting will be held on Saturday July 15, 2017 at 9:30am in Oakville, ON.

Board Meeting May 13, 2017

An OCF board meeting was held on Saturday May 13, 2017 at 11:30 a.m. in Oakville

Attendees: Gillian Wyett, Kari Robson, Lorraine Winger, Kaleb Taleb, Shaun Hunter, Sheila Marks, and Kellen Tapley. Incoming board members Lisa Gray and Tyler Norton

 

Summary of motions passed:

Bookkeeper Motion to hire Sylvia Jellema to take over all bookkeeping responsibilities starting June 1st.
Registration system To accept the proposal received from Will Johnson and Patrick Cooper to develop a new registration/membership system.
2017/2018 Executive The executive for the 2017/2018 year are as follows:

Chair – Gillian Wyett
Vice Chair – Malek Taleb
Registrar – Lisa Gray
Secretary – Shaun Hunter
Treasurer – Tyler Norton

2017/2018 Portfolios The portfolios held by board members are as follows:

Tour Director – Kellen Tapley
Volunteer Coordinator – Lorraine Winger
OCF Representative to the CEC board – Malek Taleb
Parent Liaison – Lisa Gray

 

Other issues discussed:

  • CEC update
  • Chair’s update
  • Proposals re Bookkeeper and Development of a new registration system
  • Debrief of Difficulty Provincials
  • Planning for Difficulty Nationals
  • Plans for the 2017/2018 series
  • Selection of executive roles and board portfolios
  • Discussion of suggestions received from members

 

The next meeting will be held on Saturday May 13, 2017 at 9:30am in Toronto, ON.

 


Board Meeting March 18, 2017

An OCF board meeting was held on Saturday March 18, 2017 at 9:30 a.m. in Toronto

Attendees: Gillian Wyett, Shaun Hunter, Kellen Tapley, Lorraine Winger, Kari Robson
By telephone: Malek Taleb Regrets: Sheila Marks,

 

Summary of motions passed:

Competition series for 2017/2018 To hold two locals per discipline next season which will be run in the same format as the 2016/2017 season but will exclude D category. D category will have two scramble competitions per discipline and top D athletes (11-10 yrs. only) will be invited to compete at Provincials. D will be separated into D (11-10yrs), E (9-8yrs), and F (7-6yrs). A and Junior athletes will have the option to compete in either their own category or open but cannot compete in both at the same competition.

 

Other issues discussed:

  • Chair’s update
  • Registration system
  • Head judge schedule
  • Plans for the 2017/19 series (competition schedule and categories)

 

The next meeting will be held at the annual general meeting on Saturday April 22 2017 between the first and second qualifiers in London, ON.

 

Board Meeting Feb 25, 2017

An OCF board meeting was held on Saturday February 25, 2017 at 9:30 a.m. in Toronto

 

Attendees: Gillian Wyett, Shaun Hunter, Kellen Tapley, Sheila Marks, Malek Taleb. Lorraine Winger, Kari Robson.

 

Issues discussed:

  • CEC update
  • Chair’s update
  • Debrief of Open Provincials/NS event/TdB at Boulderz Etobicoke on Sat. Jan. 28
  • Debrief of Youth Bouldering Nationals
  • Plans for the annual general meeting
  • Registration system

The next meeting will be held on Saturday March 18, at 9:30am in Toronto. 
 


2017 AGM Agenda

The Annual General Meeting will be held April 22, 2017 at The Junction Climbing Centre, London. ON between the two qualifier rounds at the Youth & Open Difficulty Provincials/CEC Open National Series Difficulty event.

Ontario Climbing Federation Annual General Meeting Agenda:

  1. Summary of Annual Report to Members
  2. Election of new Directors
  3. Other Business


2017 Annual General Meeting & Nominations

Notice of the Ontario Climbing Federation’s 2017 Annual General Meeting and call for nominations for election to the Board of Directors

The OCF will be hold its 2017 Annual General Meeting (AGM), including the election of Board of Director members, on April 22nd, 2017 at The Junction Climbing Centre in London, 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. Four 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, 2017. 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 8th 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 8th, 2017. Each candidate will be given an opportunity to make a brief statement before voting takes place on April 22nd, 2017.

Voting process including proxy voting authorization

Voting will be by secret ballot. All Adult members as of Friday, April 21st, 2017 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. See Proxy Authorization Form here.

Voting ballot

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


Board Meeting Jan 14, 2017

An OCF board meeting was held on Saturday January 14, 2017 at 9:30 a.m. in Toronto

 

Attendees: Gillian Wyett, Shaun Hunter, Kellen Tapley, Sheila Marks, Malek Taleb.
By telephone: Lorraine Winger, Kari Robson.

 

Summary of motions passed:

Exemption policy 10 (d) Except as specified under section 10(c) regarding non-Ontario residents, no other exemptions will be granted in the event that an athlete is unable to meet the previous ‘one local’ rule, regardless of the circumstances.
To add a preface to the series rules Preface

The Climbing Escalade Canada (CEC) is recognized by the International Federation of Sport Climbing (IFSC) as the National governing body for competition climbing in Canada in conjunction with the Provincial Sport Organizations (PSO).The Ontario Climbing Federation (OCF) is recognized as the Provincial PSO for competition climbing in Ontario.

Canada follows the International Federation of Sport Climbing (IFSC) rules with any National amendments documented.

Ontario follows the CEC rules with Provincial amendments where required.

This document is intended to be read in conjunction with the CEC and IFSC rules.

Each Provincial Sport Organization (PSO) is responsible for organizing local and provincial events and defines its own Provincial Team selection criteria.

It is expected that PSOs will conduct all competitions which provide points to the National Ranking in Open and Youth in accordance with these rules. This is desirable, so that climbers are not impacted as they move up from local competitions to the Provincial, National and International competitions.

It is expected that the amendments to the OCF series rules, where different from CEC and/or IFSC rules, will be related to administration (e.g. quotas, venues, legal requirements, etc.) and not the actual climbing rules.

The CEC rules can be found at: https://climbingescaladecanada.files.wordpress.com/2015/10/2015-2016-canadian-rules-and-regulations-2016-01-09.pdf

The IFSC rules can be found at: http://www.ifsc-climbing.org/index.php/world-competition/event-regulation

To amend the privacy policy To include after the first paragraph in the “Use of your personal information” section of the privacy policy: The personal information of individuals who purchase a Climbing Escalade Canada (CEC) national licence through the OCF will be shared with the CEC for their purposes. Use of such personal information shared with the CEC will be governed by any privacy policy the CEC has established.

To amend the (now) third paragraph in the same section new wording underlined): The OCF will not share any personal information with third parties, apart from the CEC, as indicated above, without your permission, other than if required to do so by law, or in a good faith belief that such disclosure is necessary to either comply with the law, or prepare and defend the rights or property of the OCF. Any use of personal contact information is for OCF administration use only. Any unauthorized use is strictly prohibited.

Insurance renewal To pay the annual fee to renew the board’s insurance.

 

Other issues discussed:

  • CEC update
  • Chair’s update
  • Plans for Open Provincials/NS Event on January 28, 2017
  • Debrief of Youth Bouldering Provincials

The next meeting will be held on Saturday February 25, at 9:30am in Oakville.