ALBERTA GYMNASTICS FEDERATION 2019 Presidents’ October 18, 2019 & Directors’ Forum 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
Membership Engagement “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 others 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.
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.
Insurance Q&A 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
AGF Safe Sport Update 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 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
AGF SafeSport Program 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 Bylaw Review 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
Online Notification of Risk/Waiver The collection of paper only Notification of Risk/Waiver was implemented in 2014 via legal advice that online 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 older. – 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…
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