Scarborough Swim Club 2015 Annual General Meeting Agenda, Presentation, Minutes
2015 AGM Agenda Called to Order at 6:36 PM Agenda Approved Last year’s Minutes deemed approved as per distribution following last year’s AGM President’s Report Registrar’s Report Directors’ Reports Treasurer’s Report 2014-2015 Financial Statement Update (Distributed at Meeting) 2015-2016 Budget Head Coach Report Elections New Business Adjourned at 7:35 PM
Attendees Members: BOD: Ashley Rampersad Carolyn Howard Luis Condinho Kalin McDonald Lucy Borges Dave Darby Jacqueline Chance John Morton Ahmer Ali Jim Robb Denise Caldwell Enid Kennedy Larisa Trabulsi Samantha Chadwick Chris Steinwall Brad Warren Darren Ward
President’s Report Introduction of current BOD New in 2015-2016 Upcoming Challenges
President’s Report – Current BOD Sarah Pendergrast Voted in at AGM Samantha Chadwick Carolyn Howard Brad Warren Kalin McDonald Volunteer members Dave Darby Marco Di Carlo John Morton Non-voting Ian Duncan members Enid Kennedy Darren Ward Jim Robb
President’s Report – What’s New? Coach Chris Ellul promoted to Head Development Coach and I Can Swim Coordinator Added an additional full-time coach, Mischa Sommerville, as well as another part-time coach, Samantha Crunkhorn Recently hired a Club Administrator, Janine Smith
President’s Report – What’s New? Expanded into two additional pools to accommodate Club growth: Bendale and Cedarbrae Bendale is temporarily offline so we are using West Hill until January SCAR hosted swim meets will be held at TPASC (Cindy Nicholas & May Invitational)
President’s Report – What’s New? Co-hosting Winter Team Champs with Lakeshore Aquatic Club Parents will be required to work at least 50% of the sessions in order for us to successfully staff the meet
President’s Report - Challenges TPASC Pool time Ensuring that SCAR obtains adequate pool time in this highly sought after facility There are many clubs who train at TPASC but SCAR is the only local club so we will continue to push for preferential treatment with respect to pool time
President’s Report - Challenges Growing the Club Managing Growth from ICS and the Development groups Determining optimal Club size There is a shortage of pool space in Scarborough as the existing pools are heavily utilized so finding additional pool space is challenging but necessary for continued growth
President’s Report - Challenges Continuing to Grow ICS More Advertising & Promotion Possible additional locations in the future Meet Management Need to recruit members to work on a Meet Management committee to ensure our meets are successful
President’s Report - Challenges Officials Our Club has grown but the growth of senior officials has not kept pace Concern about diffusion of responsibility We need more people moving up the ladder to more senior positions in order to be able to host our swim meets which are a crucial source of revenue for the Club
President’s Report - Challenges Parent Engagement The Club has been run by parent volunteers for more than 60 years but there is continuous turnover We need to engage the parents of our younger swimmers and encourage more involvement particularly in officiating and meet management There are 5 vacant Board of Director positions with only 3 nominations
ICS 2014-2015 2 ICS Locations: ICS West (RH King) and ICS East (TPASC) SCAR ICS East SCAR ICS West Gold 21 Gold 26 Silver Silver 17 21 Bronze Bronze 16 21 Gross Revenue - $114k 121 swimmers total with 24 move-ups to Dev 2 76% capacity (maximum of 160 swimmers) 11 instructors, 5 non-SCAR swimmers
Summer ICS 2015 SCAR ICS West RH King – Monday to Thursday Gold 9 Silver 12 5:30 to 7:30 pm Bronze 30 Platinum 3 54 Swimmers 2 Promotions to Dev 2 Gross Revenue $9.1K
ICS 2015-2016 2 ICS Locations: ICS West (RH King) and ICS East (TPASC) SCAR ICS East SCAR ICS West Gold 15 Gold 29 Silver Silver 26 21 Bronze Bronze 17 22 129 swimmers (maximum 164 swimmers) Program at 79% capacity Gross Revenue - $111k 8 instructors, all non-SCAR swimmers
Registration Process Registration is done on-line only Payment is made by credit card Information is transferred to Swim Canada website An email is generated to update swimmer’s Swimming Canada profile Once the profile is submitted, registration is complete All steps must be completed for swimmer to compete! Swimmers who are not current will not be able to train or compete
Membership Overview Total Membership: 260 131 Competitive 129 Pre-competitive (I Can Swim)
Membership Trends 300 0 Total Competitive ICS
SCAR Officials Scarborough Swim Club Officials (as of Nov 14 2015) 74 Competitive Swimmers , 61 Families – Level I – 118 (81) Level IV – 1 (1) - Alumni – Level II – 5 (9) Level V – 1 (1) - Alumni – Level III – 3 (3) 128 SCAR officials registered on OSOA.CA vs. 118 last year
Officials – Where we Stand Swim Ontario requires us to have senior officials in order to host meets: 5 x lvl II, 1 x lvl III & 2 x level IV/V or 5 x lvl II 2 x lvl III & 1 x level IV/V or 7 x lvl II 0 x lvl III & 2 x level IV/V SCAR currently has 10 senior officials (down from 13 last year) We meet requirements, but 2 Level III and our Level IV & V officials are alumni We are in desperate need of more level II officials Level IV+ is required in order to host a meet on our own Need to encourage more to “Climb the Ladder ”
Officials – Ongoing Activity 2015 Officials Clinic Attendance Jan 2015: 12 Timer (up from 7), 7 S&T (down from 8) May 2015: Nov 2015: 47 Timer (up from 26), 35 Strokes & Turns (up from 14) Goals for 2015-2016 Should hold another set of Clinics in January, before Cindy Nicholas Meet A level III candidate will teach the timer clinic Current Level II candidates: Connie Akot, Grace Baba-Hoang, Mihaela Crisan, Enid Kennedy, Susie Surette, Joanne Tervakoski Current Level III candidates: Bob Maunder, Julian Teng, Marco DiCarlo, Wayne Chee Climb the ladder! New cards at meets Deck Evaluation lists at meets Online Officials clinics no longer available
How to Get to Level II 1. Attend Level I and Strokes & Turns Clinics Get 2 deck evaluations for each job 2. Attend a clinic for any other level II job 1. Chief Timer, Clerk of Course, etc. 2. Get 2 deck evaluations for that job
How to Get to Level III 1. Attend all Level II Clinics and the Referee Clinic 2. Get 2 Deck evaluations for 3 additional Level II jobs 3. Teach a clinic
2014-2015 Meet Report Summer Spookfest Cindy Pan Am Team Total 2014 2015 2015 Champs 10 Teams 11 Teams 498 swimmers 653 swimmers $21,801 Revenue $24,054 $42,358 $0 $88,213 $0 Expense $17,083 $22,485 $0 $39,568 Net $6,971 $19,873 $0 $21,801 $48,645 HPF $0 $2,465 $3,265 $0 $5,730 $54,375 Budget $45,000 Excess $9,375
2015-2016 Meet Budget Cindy Pan Am WinterTeam Spookfest 2016 2016 Champs Total 2015 2016 Revenue $0 $45,000 $50,000 $20,000 $115,000 Expense $0 $25,000 $30,000 $0 $55,000 Net $0 $20,000 $20,000 $20,000 $60,000 HPF $0 $3,000 $3,000 $0 $5,000
Fundraising Included in fundraising fees 2 Event Dates Chocolate Almonds Swim-a-thon Optional Loblaw's Cards Mabel’s Labels Corporate Sponsorship Donations for swim meets
Social 2015-2016 Rock Climbing & Pool Party - Nov. 29 SCAR Holiday Party/Gift Exchange - Dec. 18 Additional social event to be determined End of year barbeque since Awards Banquet will be moved to the fall going forward to better reflect the entire swim season
2014-2015 Financial Results Aug. 2015 Aug. 2014 July 2014 Revenue $573,151 ($181) $424,434 Expenses $569,349 $21,992 $428,705 $3,802 ($21,811) ($4,271) Net Earnings (Loss) 12 months 1 month 12 months (change in year-end)
2014-2015 Financial Highlights Revenue - $573,151 Membership & Training - $411,683 Swim Meet revenues - $88,213 Fundraising - $25,035 Swim-a-thon - $24,615 Bingo - $6,330 Expenses - $569,349 Wet-side - $416,614 (Salaries and Pools) Dry-side - $113,167 Swim meet expenses - $39,568
2015- 2016 Budget: $6,500 surplus Expenses - $585,500 Revenue - $592,000 Pool Permits - $160,600 Memberships & Training Salaries Competitive - $309,600 Coaches - $200,000 Masters - $nil ICS (hourly) - $36,000 ICS - $106,000 Rent - $12,000 Fundraising - $38,250 Meet expenses - $55,000 Meets - $115,000 Club Affiliation Fees - $25,000 Bingo - $4,000 Travel $7,500
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