2019 Presidents October 18, 2019 & Directors Forum 7 p.m. - - PowerPoint PPT Presentation

ALBERTA GYMNASTICS FEDERATION

2019 Presidents’ & Directors’ Forum

October 18, 2019 7 p.m. – 9:30 p.m. Edmonton, AB

Agenda

1. Call to Order

1.1 Opening Remarks and Discussion

• S. Hayes

2. Federation “Housekeeping”

2.1 AGF Membership Engagement

• B. Kriangkum

a) Insurance: State of the Union 2.2 Safe Sport Overview

• N. Kindrachuk

2.3 AGF Bylaw Review

• S. Davies

2.4 Online Notification of Risk/Waiver

• J. Escobar

2.5 Review of the 2019 – 2020 Calendar of Events

• S. Hayes

3. AGF / Staffing /Programing Update

3.1 Team AGF

• S. Hayes

3.2 Communications and Marketing Overview

• A. Rogers

4. Board Review

4.1 Board Update

• J. Payne

4.2 2019-2020 Operating Budget

• J. Payne

4.3 2016-2020 AGF Strategic Plan / 2020-2024 AGF Strategic Plan

• J. Payne

4.4 Governance Review

• S. Davies

5. Review of the agenda for the Annual General Meeting

• J. Payne

5.1 Various Assemblies 5.2 2018/2019 Audited Financial Statements 5.3 AGF Bylaw Amendments 5.4 AGF Board Elections

6. Closing Comments and Idea Sharing All

6.1 2019 Annual General Meeting 6.2 Social (9 p.m. – 11 p.m.) / West Foyer

7. Adjournment

“Discovering what the needs of the membership are and utilizing AGF resources to enable clubs to create solutions”

• Objectives of the program are to:

– Discover – Clubs, their staff, and their structure – Identify – Areas that clubs require support – Generate – Solutions that benefit the club – Educate – Explore AGF’s various services and staff – Network – Building bridges between clubs and AGF

• 27 Club visits occurred in the 2018-2019 season

– Primary objective for this season was engaging with clubs that are new/out of reach (geographically displaced from urban centers). – Clubs are doing a great job in facilitating gymnastics programming for members of their communities. – Coach education opportunities was the most frequent topic that was mentioned by clubs, followed by administrative support.

Membership Engagement

• Club Observations

– Trend in core club objectives – Insurance affects all clubs; many are creative in finding solutions – Strong sense of market demographics – Aware of key AGF Services – Clarification was typically shared regarding AGF’s registration process, Notification of Risk, and Insurance. – Some clubs were unaware of the some of the benefits/services AGF provides – Many clubs would like to collaborate with neighboring clubs

Membership Engagement

• Coaching Observations

– Trend that additional resources for coach education are desired (spotting workshops, coaching practices). – Feedback was received that coaches need more coaching tools (debatable that some things are learned through experience, where

• thers should be formally taught).

– Coach recruitment/retention is difficult in rural areas.

• Club Communication Observations

– There is a range of communication effectiveness within internal club structures. – Clubs do a good job at determining external communication mediums that cater to their target markets. – Clubs must have a clear communication path from AGF to club managers/coaches.

Membership Engagement

• Membership Engagement Program: 2019 – 2020 Season

– AGF created an Insurance Task Force (May 2019) that is comprised of representatives from 7 AGF Member Clubs and 3 AGF Staff.

• Current projects include Registration by Sessions & Penalty System
• Forthcoming will be reviewing the format of insurance that AGF currently

provides.

– For the 2019-2020 season, AGF is going to transition the style of the Membership Engagement program to a “round table” format.

Membership Engagement

Insurance – Current State of Affairs

• AGF is into its second renewal since nationwide coverage

changes

• Trampoline exposures are restricted by almost all insurance

carriers

• Program versus Non-Program Insurance Policies
• Availability of coverage

– Continual marketing efforts – 2019 Renewal Competitiveness – Some carriers are looking to take advantage of higher premiums (with lacking coverage options/limits)

• On the horizon – Maltreatment Policies and Procedures
• To inquire about insurance, please contact AGF.

October 19 | 10:30 – 11:30 AM | Consulate Room

• Current State of Affairs
• Negligence – Standard of Care
• Risk Management
• AGF’s Insurance Coverage
• Workers Compensation
• Sanctioned Activities

Insurance Q&A

GymCan Update

• On March 30, 2019, GymCan policies. They want each PSO

to adopt these policies.

• Challenges with these policies.
• Prescriptive versus fluid approach.

AGF Update

1. Full time staff member. Workload management. 2. Safe Sport Subcommittee, Task Force and Staff roles (next slide). 3. AGF Priorities moving forward.

AGF Safe Sport Update

AGF Safe Sport Structures and Roles

Safe Sport Subcommittee (of the AGF Board of Directors)

• 1. Liaise with the staff regarding disciplinary matters and policy
• 2. Guide Task Force priorities and connect BOD to Task Force
• 3. Provide Safe Sport representation to the BOD

Safe Sport Task Force

• 1. Temporary group to help determine AGF’s priorities in Safe Sport,

Representation of key stakeholders is a priority

• 2. Determine key priorities for AGF in: Education, Policy, and Advocacy

President/CEO and Manager of Safe Sport (Staff)

• 1. Manage and implement the decisions of the BOD and the Task Force
• 2. Administrate and process disciplinary issues
• 3. Provide ground level feedback to BOD, Task Force, and subcommittee

Plan Moving Forward

1. Finalizing AGF policies and procedures. 2. Reducing the ongoing caseload of complaints, investigations, hearings, etc. Adjusting the process through policy to engage third parties to manage disciplinary processes. 3. Developing content and educational priorities to engage with coaches, administrators, board members, and clubs (potentially athletes as well). 4. Reviewing Inclusion policy, activities, and creating a more formalized approach to address inclusion and advocacy for specific populations of AGF membership. 5. Finalizing a Safe Sport framework that provides AGF with a road map over the next strategic planning period to progress all initiatives in this area (safe guarding sport for all gymnastics participants in AB).

AGF SafeSport Program

Previous Bylaws & Policies Review Session 5:00 p.m. – 6:30 p.m.

• Better reflect current standards of good governance.

**Note however that additional review and updates will need to be made for consideration at the 2020 AGM.

• Include new definitions and consistent use of defined terms.
• Clarify the membership categories and qualifications/rights associated with

membership.

• Provide a better distinction between annual meetings of members and special

meetings of members.

• Clarify the required minimum and the maximum number of Board members and

quorum for meetings of directors.

• Include structure and procedures regarding committees of the Board.
• Clean-up awkward language and reorganize content so it has a better flow and

grouping of information.

• AGM, Saturday: Agenda item 8. Approval of Bylaws

– Motion to Approve

AGF Bylaw Review

Online Notification of Risk/Waiver

The collection of paper only Notification of Risk/Waiver was implemented in 2014 via legal advice that

• nline Notification of Risk/Waivers were not standing up in court and they were not sufficient to help in a

court case. There were cases in 2017 and 2019 where the court has enforced the online waiver, which is why lawyers are comfortable with advising that organizations can start using online waivers as long as all the recommendations provided are followed. Can the Notification of Risk/Waiver be collected on an online system?

Yes, but the recommendations provided should be followed when collecting Notification of Risk/Waivers online.

What to consider when using online waiver software:

– Presentation of Waivers for Completion by parent/guardian for minors and by the participant 18 years of age or

• lder.

– Waiver must be AGF waiver, which has been approved by legal counsel – Simple for guests to fill out – no confusing log-in or process to fill out waiver – Waiver must be clear and easy to read on all screens (computer, tablet, phone).

• Mobile friendly
• Font readable on all devices. Cannot be too small

– Must be given the opportunity to read waiver

• Break the waiver down into 5 or 6 sections and require that the participant (parent/guardian)

acknowledge having read each section before moving to the final section at which time the participant (parent/guardian) “signs” or clicks to signify agreement.

• Multiple locations or links to access the waiver to allow participant (parent/guardian) at any time to

easily view the entire waiver before continuing with the online purchase.

continue on next slide…

Online Notification of Risk/Waiver – Cont’d

– Must be clear agreement with the terms of the waiver by the participant/participant’s guardian. – Adult waiver: Must be able to identify who signed/agreed to the waiver and associate the signature/agreement with the relevant waiver. – Minor waiver: Must be signed/agreed to by guardian/parent and must be able to identify who signed the waiver and associate the signature/agreement with the relevant waiver. – Must flag any incomplete mandatory information and require it to be completed prior the waiver being recorded as completed – Consider having email verification/2 step verification – to help prevent fraud – Must be able to retrieve the waiver in the future in the event of an incident/lawsuit. – Copy of waiver emailed to participant once the waiver has been agreed to – Storage must be secure – Ease of access for Guest Services/Required Staff to view signed waivers – Ability to have more than one waiver active at a time – Cangym, Birthday Party, Drop-In, etc – Ability to customize waivers. – Can you set up a kiosk for waiver signing? – Legal Review – Electronic waiver system should be reviewed by legal counsel. Sent to _________________ (lawyer) on _________________(date)

Notification of Risk/Waiver requirements changing for the January 1, 2020 All Developmental/Provincial/Elite/National programs will require 2 Notification of Risk/Waivers, 1 for anything none trampoline related and 1 for trampoline use, as per recommendation of legal. All GFA, Birthday Party, Drop-in will only require the 1. AGF will also be implementing adult waivers and minor waivers (depending on the age of the participant). When can an online system be used to collect Notification of Risk/Waiver? AGF will attempt to implement during January 2020 an online system can be used when all the steps mentioned above have been followed.

Notification of Risk/Waiver

2019 -2020 Calendar of Events

Note: The events listed above only include those that will be hosted by the Alberta Gymnastics Federation and/or Gymnastics Canada.

Only events with dates and locations confirmed on or before Sept. 30, 2019 have been included. For an up-to-date listing of events and full details, please visit abgym.ab.ca/Calendar-of-Events

2019

Date Event Location Program(s)

• Oct. 26

Training Camp (South) for JO Levels 4 - 5 Calgary, AB WAG

• Oct. 27

Training Camp (North) for JO Levels 4 - 5 Edmonton, AB WAG

• Nov. 1 - 3

Training Camp for JO Levels 6 - 7 Tawatinaw, AB WAG

• Nov. 8 - 9

Training Camp for Provincial Trampoline / DMT Airdrie, AB T & T

• Nov. 9 - 10

Training Camp for P1 - 2 / E1 - 2 Spruce Grove, AB MAG

• Dec. 7 - 8

Trials to Alberta Winter Games (North) Tawatinaw, AB WAG

• Dec. 14 - 15

Trials to Alberta Winter Games (South) Airdrie, AB WAG

2020

Date Event Location Program(s)

• Jan. 9 - 12

Gym Power 2020 / Acro Trials to Worlds Edmonton, AB ACRO / MAG / WAG

• Jan. 11 - 12

Cup #1 & 2nd Annual Altadore Invitational Calgary, AB T & T

• Feb. 5 - 9

Elite Canada in Women's Artistic Gymnastics Calgary, AB WAG

• Feb. 14 - 16

Copeland Classic / MAG Trials to Westerns Spruce Grove, AB MAG

• Feb. 14 - 15

Cup #2 & Pegasus Classic Calgary, AB T & T

• Feb. 14 - 17

Alberta Winter Games Airdrie, AB WAG

• Feb. 27 - Mar. 1 Salto Gymnastics Challenge / Acro Trials to Canadians

MAG Trials to Westerns & Canadians Edmonton, AB ACRO / WAG MAG

2019 - 2020 Calendar of Events

Note: The events listed above only include those that will be hosted by the Alberta Gymnastics Federation and/or Gymnastics Canada. Only events with dates and locations confirmed on or before Sept. 30, 2019 have been included. For an up-to-date listing of events and full details, please visit abgym.ab.ca/Calendar-of-Events

2020

Date Event Location Program(s)

• Mar. 18 - 22

Elite Canada in Trampoline Gymnastics Gatineau, QC T & T

• Mar. 19 - 22

Jurassic Classic / MAG Trials to Westerns & Canadians Calgary, AB MAG / WAG

• Mar. 27 - 29

Northern Zones / WAG Trials to Westerns Wetaskiwin, AB WAG

• Apr. 3 - 5

Cup #3 & Phoenix Invitational Edmonton, AB T & T

• Apr. 3 - 5

Southern Zones Calgary, AB WAG

• Apr. 3 – 5

Acrobatic Provincial Championships Edmonton, AB ACRO

• Apr. 17 – 19

Artistic Provincial Championships / WAG Trials to Canadians Edmonton, AB MAG / WAG

• Apr. 23 - 26

Trampoline & Tumbling Provincial Championships Calgary, AB T & T

• Apr. 25 - 26

Westerns Training Camp TBD MAG

• Apr. 29 - May 3

Western Canadian Championships Richmond, BC MAG / WAG May 1 - 3 Alberta Compulsory Championships Lethbridge, AB WAG May 7 - 10 Canadians Training Camp TBD WAG May 15 - 16 Canadians Rookie Camp TBD T & T May 19 - 24 Canadian Championships in Artistic & Trampoline Gymnastics Gatineau, QC MAG / WAG / T & T May 29 - 31 Pre-Western Training Camp TBD T & T June (TBD) Canadian Championships in Acrobatic Gymnastics TBD ACRO June 5 - 7 Western Canada Cup Regina, SK T & T June 26 - July 1 MAG HP Summer Challenge & Training Camp Montreal, QC MAG

Staff Members

• Scott Hayes, President & CEO
• Karen Beresnak, Women’s Artistic Program Assistant
• Jacqueline Escobar, Online Systems
• Carolyn Foster, Women’s Artistic Program
• Bobby Kriangkum, Membership Engagement & Gymnastics For All
• Nathan Kindrachuk, Manager, Safe Sport
• Robin McDougall, Events & Partnerships
• Jackie Padley, Membership & Finance
• Gina Peake, Education (NCCP)
• Kevin Quon, Men’s, T&T and Acro Programs
• Anna Rogers, Communications & Marketing
• Cara Thibault, Independent Consultant
• Vacant, Program Support

abgym.ab.ca/About

• AGF Staff
• AGF Board
• AGF Committee Members

Team AGF

Communications & Marketing

Social Media

• Continued to implement the same strategies as last year
• Dedicated staff on site at major events

(e.g. Canada Winter Games, Provincials, Gymfest, Nationals)

• Submissions accepted from other events

(e.g. International, Training Camps, Courses)

• Professional Photographs
• Focus on profiling the sport and the people behind it
• Driving people to website for more information
• Achieving higher engagement though targeted posts
• Instagram: Youth/athletes, coaches
• Facebook: Parents and coaches
• Twitter: Community organizations and media

The results…

Communications & Marketing

Communications & Marketing

Communications & Marketing

Website

Communications & Marketing

Website updates:

• More content moving online
• Secure login feature under development
• New or updated webpages and resources
• abgym.ab.ca/Membership/Registration
• abgym.ab.ca/Membership/Communications-eBinder
• abgym.ab.ca/Membership/3rd-Level-Consulting
• abgym.ab.ca/Safe-Sport/FAQs-Regarding-Disciplinary-Matters
• abgym.ab.ca/Safe-Sport/Requirements-for-Team-Alberta-Events

Communications & Marketing

Community Engagement / Strategic Planning:

• A new 4-year planning cycle brings with it an opportunity to engage stakeholders

and set a new strategic direction for the organization

• Opportunity to simultaneously develop a brand strategy that helps bring

consistency, continuity, and clarity to internal and external communications

• Developing a look and feel that all stakeholders are proud of
• Working with Torque Strategies
• Phase I: Research & Strategy (underway)
• Research & Discovery
• Stakeholder Engagement and Interviews
• Internal Questionnaire
• Strategy and Recommendations
• Phase II: Creative Development (TBC)
• Creative Development & Brand Strategy
• Branded Assets

Communications & Marketing

World Gymnaestrada:

• The Olympics of Gymnastics For All
• Held every 4 years
• 20,000 gymnasts from 60+ countries perform
• Participation is for everyone
• 2019 World Gymnaestrada was held in Dornbirn, Austria
• 800 individuals from 28 teams represented Canada
• 11 teams were from Alberta (230+ participants)
• 5 teams were AGF members (71 participants)

Communications & Marketing

2019 World Gymnaestrada Takeaways:

• Extremely marketable
• Bringing gymnastics to the people (e.g. city stages)
• Highly entertaining
• Similar to Cirque du Soleil but ramped up
• Beautiful choreography, lots of creativity and storytelling
• Artistic with elements of Acro, T&T, MAG, WAG woven in
• Accessible: Anyone can see themselves being able to take part
• Kids performing alongside their parents and grandparents
• Participation really is for everyone regardless of gender, age, race, religion, culture, ability
• r social standing
• Relationships that last a lifetime

Big year for AGF

• Many accomplishments achieved and challenges overcome
• Strong community engagement
• Developing the next 4-year strategic plan

– 50th Anniversary is in 2021

• Major theme has been change

– Uncomfortable but we are growing stronger and more resilient

Board Update

Adapting to a Changing Environment

• Media and Government focus on Safe Sport
• New full-time AGF Safe Sport Manager position
• Safe Sport Taskforce
• Sound Safe Sport policy, education and advocacy initiatives are critical
• New full-time AGF Membership Engagement Manager position

– Facilitating two-way dialogue and collaboration – Identifying our organizational strengths, weaknesses, opportunities and threats

Board Update

Achieving Notable Successes

• Growing competitive programs
• Exceptional representation at the first ever Canadian Championships in

Acrobatic Gymnastics

• Canada Winter Games in Red Deer

– T&T Athlete served as torchbearer for opening ceremony – Women’s Artistic Team medalled for the first time since 1995

• Competed for an Olympic spot at World Championships in Men’s Artistic

Gymnastics

• 71 participants aged 10 to 89 supported for World Gymnaestrada
• And much more!!!

Board Update

THANK YOU

• Athletes, coaches, judges, club administrators, parents,

countless volunteers and current board members

• Departing Board members and AGF Staff

– Katie Biberdorf – Brady Spencer – Kim Shore – Maya Patrie – Marthe Desmarais-Moen – Heather Davidson

We are united by a passion for our sport and unwavering commitment to seeing it succeed. Together we can make a difference!

Board Update

– Jack Payne – Ingrid Meger – Joanna Low – Cassie Crook

• Continued Fiscal Responsibility to the Membership
• No increase in Membership Fees
• No increase in Insurance Fees

– Reinvestment of $100,000 of membership revenues

• No decrease in funding/services to the Technical Programs
• Increase investment into the Safe Sport Program
• Various cost savings in a multitude of areas

– Removal of the AGF Gala – Removal of Enhancement Funding – Wage freeze for Staff

• A proposed deficit of $86,000 for the 2019-2020 Season

2019 – 2020 Operating Budget

2016 – 2020 AGF Strategic Plan

PILLAR STRATEGIC GOAL RESULTS

Club Support & Development To provide clubs in Alberta the opportunity to continue to work together towards building strong, successful programs in order to continue increasing numbers of participants, as well as assisting in the development and sustainability

• f new clubs/programs.
• 2 Open Houses hosted to facilitate community engagement
• 36 clubs & AGF office using Amilia
• 27 membership engagement club visits
• 6 clubs provided with funding for Gymfest
• 4 clubs provided with funding for World Gymnaestrada
• AGF Insurance Taskforce created
• Rise in insurance subsidized
• 85 professional development sessions offered with 197 total participants
• FT AGF Safe Sport Manager position created
• AGF Safe Sport Task Force created
• Trained: 4 C1 Coach Developers, 7 Coach Evaluators, 225 Coaches in GF

Trampoline, 134 Coaches in L2 Trampoline, 85 Coaches in C1 WAG Coaching / Judge Development & Leadership To provide opportunities for coaches and judges to further their professional development; contribute to the retention of these coaches and judges for the long-term benefits of gymnastics in Alberta.

• 36.1% decrease in coaching clinics participation
• 15.8% decrease in coach mentorship
• 6.0% decrease in participation in gymnastics foundations
• 13.6% decrease in participation in judging courses

Gymnastics Awareness To continue increasing the number of people participating in and enjoying gymnastics, through various strategies and platforms.

• 85 participants in AGF’s session of All Sport One Day
• 71 participants at World Gymnaestrada
• Extensive social media coverage of gymnastics
• 500 participants at Gymfest
• National Gymnastics Week social media contest

Athlete Support & Leadership To provide athletes and their parents/guardians additional information as it pertains to: community and sport science services, personal development, career development, and academic opportunities.

• 37.2% increase in athlete participation

• 2020 – 2024 AGF Strategic Plan

– Key initiative for AGF Board and staff – Align with GymCan Strategic Plan – Membership engagement upcoming – To be presented at the 2020 AGM

Strategic Plan

• The Board has completed a review of the Bylaws and have identified a

number of additional areas for further consideration in 2020.

• Work continues on the AGF’s Policies and Procedures, with the main focus
• n:

– Discipline/Abuse/Harassment – Financial Accountability (internal and external)

• Work continues to be done on updating all terms of reference / mandates

for Board and other committees / subcommittees/ taskforces.

Governance Report

• Program Reviews

– Gymnastics For All Program

• K. Bonnell (Stand in for K. Wills)

– Women’s Program

• H. Luttrell

– Men’s Program

• T. Oxley

– Trampoline & Tumbling Program

• T. Quinney

– Acro

• J. Johnson
• 2018/2019 Audited Financial Statements

– Brief presentation at the AGM, followed by a MOTION to accept

Review of Agenda for the AGM

• AGF Bylaw Amendments

– Will be a MOTION requested to approve as presented

• AGF Board Elections

– List of Nominees

• Michelle Bahr
• Brett MacAulay
• Jeremy Mosier
• Jennifer Perrault
• Ovidiu Serban
• Dawn Vande Vyvere
• Monte Weber
• Link Smart

– Review of Process

• Closed Ballot
• Member Club will be allotted ballot(s) in accordance with the number of votes the Member Club

qualifies for. E.g. Member Clubs with between fifty (50) and ninety-nine (99) registered members shall be entitled to two (2) votes thereby two (2) ballots.

• Each nominee will be given the opportunity to speak for up to three (3) minutes. No more than one
• ther individual may speak for the nominee for up to a maximum of two (2) minutes.

Review of agenda for the AGM – Cont’d

• Annual Awards Gala

– Status

• 2020 Annual General Meeting

–To be confirmed

• Social

(9:30 pm – 11:00 pm)

– Yukon Room

• Past Directors – Thank you!

Closing Comments & Idea Sharing