Swim Club 2015 Annual General Meeting Agenda, Presentation, Minutes - - PowerPoint PPT Presentation

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

 BOD:

 Carolyn Howard  Kalin McDonald  Dave Darby  John Morton  Jim Robb  Enid Kennedy  Samantha Chadwick  Brad Warren  Darren Ward

 Members:

 Ashley Rampersad  Luis Condinho  Lucy Borges  Jacqueline Chance  Ahmer Ali  Denise Caldwell  Larisa Trabulsi  Chris Steinwall

President’s Report

 Introduction of current BOD  New in 2015-2016  Upcoming Challenges

President’s Report – Current BOD

 Voted in at AGM

 Carolyn Howard  Kalin McDonald  Dave Darby  John Morton  Ian Duncan  Enid Kennedy  Sarah Pendergrast  Samantha Chadwick  Brad Warren

 Volunteer members

 Marco Di Carlo

 Non-voting

members

 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

• fficials 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

• ur 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)

 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

SCAR ICS West

Gold 26 Silver 21 Bronze 21

SCAR ICS East

Gold 21 Silver 17 Bronze 16

Summer ICS 2015

 RH King – Monday to Thursday

5:30 to 7:30 pm

 54 Swimmers  2 Promotions to Dev 2  Gross Revenue $9.1K

SCAR ICS West

Gold 9 Silver 12 Bronze 30

Platinum

3

ICS 2015-2016

 2 ICS Locations: ICS West (RH King) and ICS

East (TPASC)

 129 swimmers (maximum 164 swimmers)  Program at 79% capacity  Gross Revenue - $111k  8 instructors, all non-SCAR swimmers

SCAR ICS West

Gold 29 Silver 21 Bronze 22

SCAR ICS East

Gold 15 Silver 26 Bronze 17

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

Total 300 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



• r 5 x lvl II 2 x lvl III & 1 x level IV/V



• r 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

Spookfest 2014 Cindy 2015 Pan Am 2015 Summer Team Champs Total 10 Teams 11 Teams 498 swimmers 653 swimmers Revenue $24,054 $42,358 $0 $21,801 $88,213 Expense $17,083 $22,485 $0 $0 $39,568 Net $6,971 $19,873 $0 $21,801 $48,645 HPF $2,465 $3,265 $0 $0 $5,730 $54,375 Budget $45,000 Excess $9,375

Spookfest 2015 Cindy 2016 Pan Am 2016 WinterTeam Champs 2016 Total 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

2015-2016 Meet Budget

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 Net Earnings (Loss) $3,802 ($21,811) ($4,271) 12 months 1 month

(change in year-end)

12 months

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

 Revenue - $592,000

 Memberships & Training

 Competitive - $309,600  Masters - $nil  ICS - $106,000

 Fundraising - $38,250  Meets - $115,000  Bingo - $4,000

 Expenses - $585,500



Pool Permits - $160,600



Salaries



Coaches - $200,000



ICS (hourly) - $36,000



Rent - $12,000



Meet expenses - $55,000



Club Affiliation Fees - $25,000



Travel $7,500

Key to Financial Success



Increasing numbers of ICS swimmers is feeding our competitive program;



The Board is conscious of not losing money on any single event/activity;



Swim meets are important to the financial success of the club – large source of net revenue that requires many hours of volunteer work to secure: $60,000;



Bingo revenues have helped meet payroll costs in Q1 of 2016;



The May 2016 Pan Am Invitational will be our largest meet in many years;



Cancelling our Masters program improves our budgeted results for 2015- 2016.

Where Do We Go From Here?

Darren Ward Head Coach Scarborough Swim Club

History 2010-2015

• In 2010 I was hired to rebuild the Scarborough Swim Club in order to position the Club to occupy the Pan Am Pool

four years later.

• At that time SCAR had no developmental base or a curriculum based swim school.
• In 2010 I recommended the Sears I Can Swim. A curriculum based program endorsed by Swimming Canada.
• This program has grown from about 30 swimmers in the first year to 129 that it currently services.
• In 2010 SCAR had approximately 68 registered swimmers in the competitive programs.
• This number has grown steadily over the past 4 seasons.
• Currently sits at 130+ swimmers
• Much of this growth is a direct result of the ICS program.
• Word of mouth and school flyer drops.
• In 2010 SCAR had 2 coaches, myself and Steve Downs who currently works at NYAC.
• We have grown our staff both in numbers and in quality over the past 4 years.
• We have had a few coaching hiccups along the way.
• In 2014 SCAR starts its first practices at the Pan Am Facility.
• The Club is the healthiest it has been in more than 4 years.
• A base of 75% 12 and Under swimmers.

What do we Look Like?

Keys To Continued Growth

• We must continue to grow our ICS Program.
• Currently at 129 members and growing.
• The 2014-15 ICS program is responsible for about 25 % of our current membership.
• If this trend continues at the current size of 129, the club will reach 200 Swimmers in 3-4 years.
• If this trend continues with an ICS at 150 swimmers our club will reach 200 swimmers in 2-3 years.
• If this trend continues with an ICS at 200 swimmers our club will reach 200 swimmers in 1-2 years.
• We must continue with our outreach.
• Post Card drops of surrounding areas at each of our pools
• Local Media.
• Newspaper, Television and Internet.
• Continue with word of mouth.
• We must have quality coaching at all levels.
• All 3 scenarios above require more coaches at the DEV 2, Dev 1 and Youth Levels in 1 year.
• In 1-2 years we will require another fulltime coach. (Mischa Sommerville)
• We must work towards each coach only coaching 1 squad.
• Silver 2 and Gold 2 would be the current priority.
• DEV 1 and Dev 2 would be the next priority. (Samantha Crunkhorn)

How Big Do We Want To Be?

• Size does matter
• But how big is too big?
• Clubs Like NYAC and MSSAC are massive clubs with over 750 total
• members. I believe that this is too big.
• This is like throwing everything against the wall and hope something

will stick.

• Too difficult to staff.
• Less than competent coaches creating mediocrity.
• Lack of available pool time in Scarborough.
• Creates saturation throughout the core flow and mediocrity within

the talent pool.

• Talented swimmers get overlooked.
• Difficulty in finding meets for all swimmers.

How Big Do We Want To Be?

• My vision is that SCAR grow to about 200-220

Competitive with another 250 in the ICS program.

• Philosophy on quality over quantity.
• Easier to staff.
• Find the highest quality coaches money can buy.
• Fits within our ability to acquire pool time.
• Ensures we maintain quality within our core flow.
• All swimmers will get a fair shake at progressing through

the Core Flow.

• Appropriate competitions easier to get into with smaller

numbers.

What could we look like in 2017

Performance Goals

2014-15

• 40 Swimmers to Central Regions. (Achieved)
• Top 10 Finish
• 10 Swimmers to Provincials and Festivals. (Achieved)
• Top 30 Finish

2015-16

• 50 Swimmers to Central Regions.
• Top 10 Finish
• 15 Swimmers to Provincials and Festivals.
• Top 20 Finish

2016-2017

• 60 Swimmers to Central Regions.
• Top 5 Finish
• 20 Swimmers to Provincials and Festivals.
• Top 15 Finish

Changing The Culture

• Re-visit the ‘Mission’ and ‘Vision’
• Create an environment where professionalism and organization are the rule.
• Set both individual and team goals and ask swimmers to contribute to setting of goals
• Expectations are set around goals.
• Challenge the membership to strive towards and support a higher level of performance. Set challenging new

goals and demanding new standards.

• Emphasize the importance of the Club being a social outlet for all of its members.
• Coaches need to outsell other sports and activities. Success in swimming is more exciting and ‘cooler’ than

anything else.

• Rewards of the program are based on 100% attendance and commitment
• Participation in other sports only if they enhance swimming program. I.e. x- country in Sept, Oct works.
• Evaluate progress in terms of achieving success at all levels. Keep to the vision.
• Constant selling of vision and promotion of success. (Social Media)
• Demand individual and Club commitment to ‘Mission’.
• Develop a Club identity, kitting, logo, (Changed team name, code, colours etc.)
• Civic pride. Representing Scarborough and SCAR.
• Expand the club rewards system. A well organized Awards Banquet is important.

Final Thoughts

SCAR continues to move forward. We are rapidly improving

• ur talent base and our coaches are constantly getting

better as they gain more experience. The adding of another full time coach has cemented a whole new paradigm into the quality of our programming. We must continue to develop our relationships within TPASC, not just with the staff but with all users of the facility including other swim clubs. We are starting to see interest from swimmers from other

• clubs. We are becoming a much more viable option for

swimming success.

Board of Directors Elections

 2014-2015 Board of Directors  2015-2016 Board Of Directors - Openings  Nominations  Balloting

Current Board of Directors

 President – Carolyn Howard  Head Coach – Darren Ward

(non-voting)

 Treasurer – Kalin McDonald  Secretary – Dave Darby  Registrar – Samantha

Chadwick

 Official’s – John Morton  Equipment – Enid Kennedy  Bingo - Jim Robb (non-voting)  Meet Management – Ian

Duncan

 Communications – Sarah

Pendergrast

 Marketing– Brad Warren

2015-2016 BOD Openings

 There are 5 openings  Two year term  Positions determined at a

Board meeting following AGM



According to Scarborough Swim Club By-Laws, the Board of Directors should consist of :

• Ten voting, elected Directors,
• One non-voting position for Head Coach
• One non-voting position for past President

BOD Candidates

 Samantha Chadwick  Lucy Borges  Marco Di Carlo  Luis Condinho  Ahmer Ali  Jacqueline Chance

BOD Election

 Given the unprecedented situation in which

there were more nominees than open positions, and in consideration of the significant need for additional help, it was agreed that all six nominees would be accepted onto the BOD. Any required changes to bylaws will be pursued subsequent to the

• meeting. Positions/jobs of all elected

volunteers will be determined at next BOD meeting.

New Business?

None

Adjournment