Minutes for the Ottawa-Carleton Soccer League

                      2012 Annual General Meeting

                             Jan 10, 2013

                       Ron Kolbus Lakeside Centre

List of Acronyms used in the minutes

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AGM:   Annual General Meeting

CV:    Curriculum Vitae

EODSA: Eastern Ontario District Soccer Association

LMB:   League Management Board (of the OCSL)

MLA:   Maple Leaf Almrausch soccer club

OSA:   Ontario Soccer Association

OCSL:  Ottawa-Carleton Soccer League

OT:    Oldtimer

RTD:   Request To Deviate

WOS:   West Ottawa Soccer club

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Roll Call:

- The following clubs were not present:

  Aylmer, Capital United, Cumberland, St Stefan, Glengarry, North Dundas, Ottawa Bolides, Ottawa Roots, Ottawa South United, Ottawa United, Prescott Gunners, Sporting Peru

Credentials Report: introduction of the OCSL board, staff and guests:

  Board

  - David Norton - Chair

  - Colin Anderson - Deputy Chair

  - Roy St. Germain - Treasurer

  - Peter Blackman - Director, Senior Operations

  - Gordon Smith - Director - Discipline

  - Greg Jurchuk - Director,

  Regrets:

  - Christine Whittaker - Director at Large

  - Osman Saatci - Director - Officiating

  - Michelle Budak - Director at Large

  Staff

  - Shanna Slater - OCSL Office Manager

  Guests:

  - Ryan Kennedy - Gowling Lafleur Henderson LLP, legal counsel

  - Paul Dobson – EODSA President

  David Norton informed the meeting that Roy St Germain, has decided to stay for now but the OCSL is actively looking for someone to volunteer with the intention of moving over into the Treasurer’s  position.

Minutes and matters arising from previous year's AGM

- MLA moved to accept the minutes.  Ottawa Hellenic seconded.  The motion passed.

- No matters arose from the minutes.

Chair's Report

- Presented by David Norton.

- See the AGM package.

- Cataraqui Clippers addressed the out of town teams expressing their concern at the fact they had to pay out of pocket $300 every time a team did not show and wanted the LMB to consider raising the default fine for out of town games.

Treasurer's report

- Presented by Roy St Germain.

  Roy mentioned a couple of points before reviewing the Financial Statements.

  1. The Financial Statements were delayed in getting to the membership in advance due to the new and increased auditor requirements. This was unavoidable.

  2. The OCSL was audited by the CRA this past fiscal year. After reviewing the operations and seeing that the OCSL LMB was not paid and reviewing the books. The CRA determined as a non-profit organization the OCSL was compliant.

- See AGM package.

  Roy highlighted some points in the Financial Statement:

  1. Mentioned that a couple of items had been prepaid which were rent and water bottles

  2. The income statement highlights that there were less teams and subsequently less fees received.

  3. Fields were the main issue. Due to the really hot summer and no rain, the anticipated cancellations from Terry Fox did not materialize causing a substantial loss. The office will have to return more fields in order to prevent such a thing again in 2013 and hope for the best.

  4. Office Rent received a number of credits in 2012 due to operating costs of the building.

  5. The membership were reminded that the costs for the league management system doubled this year as the trial period was over.

- Kemptville moved to accept the financial statement.  WOS seconded.  The motion

  passed.

Appointment of auditors

- Roy moved to re-appoint Hendry Warren Chartered Accountants as the OCSL

  auditors.  Smiths Falls and WOS seconded.  The motion carried unanimously.

Discipline Report

- See AGM package

- Questions:

Fitzroy Harbour asked the LMB to consider raising the Red Card fee from $50 to $100 to help deter discipline.

Ottawa Bears asked what the procedure with regards to 1.19a and 1.21a was. Gordon Smith advised that with those charges there is a hearing and sometimes the charge is downgraded. Those included here in the report are those that were not.

Smiths Falls suggested the OCSL should check and see how our discipline compares with similar type leagues.

Paul Dobson advised the OCSL Membership that they are setting up a program to keep an eye on this as well as fields and referees.

Gordon Smith pointed out that the level of dissent towards referees is unacceptable and is a disgrace.

Unfinished Business

David Norton said that the OCSL needs to revisit the U16 rule.  As mentioned at the SGM recently that U16 would be accepted with the proviso that this would not put the OCSL in a liability situation. However, after having our lawyers look at the U18 registration form from the Ontario Soccer Association they have raised a number of questions that not only put the U16 at risk but all minors playing in the OCSL. This will require further investigation by the OCSL of our options and possible solutions to prevent any future possibility of litigation.

Ottawa Royals asked what the time line would be. David Norton responded that the OCSL will work as quickly as possible and it could be as simple as an additional form for minor players to sign.

With regards to the application of the rule passed at the SGM which allows two teams from the same club to enter the premier divisions: Nepean Hotspurs commented that if warranted the LMB should apply the rule retroactively to maintain competition and an even number of teams in those divisions.

Break.

Election of the board.

  - Ryan Kennedy, legal counsel, ran the elections.

  - No nominations for the open positions had been received before the meeting.

    Ryan asked for nominations from the floor for each position with the

    following results:

  - Vice - Chair: Colin Anderson: acclaimed

  - Treasurer: Roy St Germain: acclaimed

  - Secretary: The position is vacant.

  - Director at Large: Greg Jurchuk: acclaimed

  - Director at Large: Greg Elliott

  - Director of Discipline: The position is vacant

  Since the membership had agreed to the creation of club liaisons, the board

  asked if any of the clubs could put forward a name for them and they did so as

  follows:

  - Competitive Club Liaison: Carlos Ramos from Lusitania volunteered

  - Recreational Club Liaison: Ian Carter from the Ottawa Bears volunteered.

Budget and Fees

- Presented by Roy St Germain.

- See AGM package.

- Questions + Discussion

Falcons: Why such an increase in field fees?

Roy: As mentioned last year the team fees and field fees would likely need to go up and for 2013 have.

Shanna: At the fall wrap up meeting one of the items brought up for discussion was the difficulty of trying to get money from players after the season ended. IT was suggested that the OCSL collect more fees up front and return the excess at the end of the season to avoid receiving an invoice. After taking those suggestions into advisement Roy and Shanna came up with the proposed fees. Given the situation with the premium fields in 2012, and although unlikely to occur again, the fees were raised accordingly. Shanna advised the membership if they wish to decline allowing the field fees to increase, she had no problem going back to them at the end of the season looking for the money. Shanna stated that it was ultimately it was up to the membership as to which route they would take.

  Kemptville moved to accept the budget and fees.  Ottawa Gloucester seconded.  The motion passed (Falcons voted against).

Other Business:

1.  Lusitania raised concerns over the excessive amount of extra fees the referees receive and the difficulty of budgeting for it.

Paul Dobson advised that the EODSA was working at getting the statistics out of ref centre to get a better picture of who is abusing the system and to find ways of preventing it from continuing.

Adjournment: 11:30am