Ottawa Synchronized Swimming Club Annual General Meeting Saturday September 29, 2012, 10:00 a.

m ATTENDEES Lynne Patenaude Monique Sauve Paul Godbout Rob McCulloch Anne Berry Eduardo Villada Lisa Isabelle Lorie Zorn Adorata Uwizeyimana-Jacobb Susan Jahudka Rita Jain Natalie Deschenes Nina Maher Steve Grace Kailie Dunn Vera Escobell

Introduction: Lynne introduced outgoing board members Club members introduced themselves in round table introductions Upcoming events: Lynne and Kailie briefly described some of the upcoming events which will be posted on the website: Burning Bright for Breast Cancer Event October 27 Team building session in October Action: Kailie to send out key dates week of Oct 1 Lisa A Meet November 17 Dress Rehearsal Dec 8 Water Show TBC Meet Schedule Lynne reviewed the Meet Schedule which will be posted on the web site: Note that East Regional Championship is during March Break For new Comp team a parent meeting will be schedule to explain competition process. Action: Kailie to schedule

Board Reports Presidents report: Lynne described some of the key changes/developments for 2012/13 season: New head coaches for this season with lots of program changes Much work has been done by the board and coaches over the summer to set up the club for a really good year Stronger emphasis on recreational program this year We have had U of O Sport Management interns working with the club, which will continue in 2012/13, includinga sport psychologist working with swimmers to set goals, etc New volunteer policy introduced last year and revised for 2013 to be tabled later The code of conduct is under revision. The coaches will go over it with swimmers and it will also be sent to families to for their review and agreement. Survey and program assessment conducted for last season: o 28 responses o Over 90% satisfied or very satisfied o Results of survey fed this years program (i.e. increase younger swimmers, better experience for intro to meets with Novice program, more interaction between rec and comp, more support and training for coaches. Registrars Report Monique presented her Registrars report, main points were: 2012/13 increased substantially from last year, primarily in with rec swimmers: 66 versus 24 last year, Comp 20, masters 20 Increase in rec is great as they feed the competitive teams New competitive team started; this was based on a request from pre-competitive parents 2012/13 season has 106 registrations which is an all time record for Ottawa Synchro Rita asked about the pool situation. Lynne explained that we found out that Brewer would not open till Jan in late August. Arrangements have been made at other pools to ensure the program components can be done until Brewer is available. Starting in Jauary, Brewer Thursday practice will be the whole pool from 5:30 to 8:30 pm, remaining 4-7 on Mondays. Paul asked if the city is keeping us up to date on the progress. Lynne said she will have to follow up. Action: Lynne to follow up regularly with the City on the situation of Brewer Pool Kailie will be sending out communications about meets to families Treasurers Report Lorie presented her Treasurers report, reviewed the balance sheet and income statement. Main points were: Last year 67 swimmers 2

Made just over $1000 last year Challenges last year: o Not much fund raising revenues because we couldnt get time at Brewer for the Christmas water show, and it was decided by the board that the Spring water show would be more of a party so swimmers were not charged o Acquiring NLS certified coaches was difficult so the club had to pay for city life guards Project income statement for 2012/13 o More coaches hired this year o Adjusting pay structure for coaches to reflect certifications o Coaching expenses will be a little higher o New policy on life guards: we supply our own which will increase our expenses o Board decided we would not increase our fees this year o Budget not finalized yet primarily because of the situation with pools and those costs can not be finalized yet;. Also a complete review by the Board of projections and spending priorities is required o At this point, projecting a net loss, if our fundraising activities are not increased to offset it. o Need to start replacing some of our equipment (i.e. underwater speakers, training equipment) o Lorie is comfortable with a deficit this year because of our cash balance in our bank account ($26000?), which includes a large amount from an expense from previous years that we were never charged for$11,000 projected miscellaneous expense is mostly for routine suits and merchandise, Travel to Synchro Ontario meetings, photos at Age Groups, office supplies o Rita questioned how we could not make more money with all the extra swimmers. Lorie explained that more coaches were required because of the coach to swimmer ratio needed, especially with the younger rec team swimmers. We are also paying for more coach certification and for lifeguards. o Paul asked about team track suits. Monique said our new equipment manager Nadine Pilon is sourcing new track suits which will be much less expensive than in previous years.

Volunteer Coordinators Report Susan presented her Volunteers report, provided a summary of the lessons learned from last years volunteer program and described the proposed changes for this season, including the tier system. This is posted on the web site. Main points were: There was a request to have job descriptions for all the positions so that people can understand what they are signing up for. Action: job descriptions to be documented. There were not enough points for the volunteer hours needed last year, especially near the end of the season. 3

Inequity in point allocation (i.e. water show coordinator received 75 points versus general volunteering that could be for as little as 1 hour received 25 points). Coordinator roles must be clearly defined and understood (i.e. coordinator responsible for all fundraising activities from a to z). The parent reps were under-utilized. Some people can not volunteer due to personal or health reasons, while others simply do not want to volunteer. This needs to somehow be accommodated. To date we have not received volunteer deposit cheques from all families. Some of the changes for 2012/13: A tiered system was developed to simplify/revise the point commitment program to ensure needed positions are filled early in the season and family commitment points reflect total hours needed and the number of competitive families registered. It will be mandatory for all families to volunteer at the Lisa A. meet. This is a great opportunity for our club and if well done will provide our club future opportunities to host meets which can be a very good revenue source for the club.

Volunteer position nominations: The following positions were filled during the meeting: o Lynne nominated President and all were in favour o Lorie nominated Treasurer and all were in favour o Registrar, Linda Leduc nominated and all were in favour o Secretary / Communications, Rob McCulloch nominated and all were in favour o Volunteer Coordinator, not filled o Banquet Coordinator, Rita volunteered and all were in favour o Travel Coordinator, Susan volunteer and all in favour o Web/Media, Monique volunteered and all were in favour Members also signed up for positions/jobs during the meeting. All remaining positions/jobs will be posted on the website.