2015 AGM Meeting Package

Dear WO members:

Please be advised that Whitewater Ontario will be having its 2015 Annual General Meeting in Ottawa on Saturday, November 14th starting at 10:30a.m.

However, the WO Board has agreed to facilitate the involvement of our membership in the AGM by possibly hosting the meeting at two sites which will be connected electronically. This will reduce expenses, travel time, and open possibilities to engage our membership in a new and creative way. It is possible that additional sites may be available again to reduce the amount of travel and to encourage participation.

Plans are underway to facilitate membership involvement, procedural protocols, and the important process of the board election at the AGM. Further details will be forwarded in a timely manner.

At the AGM our membership will be asked to approve proposed changes to our governance model as detailed in a separate email. If approved the Board will consist of the following positions:

Proposed Model of WO Governance:

Executive Committee

President

Vice President

Treasurer

Director Representative (appointed by Board)

Secretary (ex officio)

 

Directorships

Director of the MWWP

Director of Advocacy

Director of Communications

Director of Competition

Director of Recreation

Director of Instruction

Director-at-Large

Director-at-Large

Non-Voting Members-at-Large

Member at-Large

Member-at-Large

Member-at-Large

Member-at-Large

These proposed constitutional adjustments have been reviewed and are supported by the WO Board.

Again, watch for further details about the nomination process for Board positions and information about our proposed satellite locations. I encourage all members to consider stepping forward and being an active member of the 2015-16 WO Board.

Sincerely,

Jim Tayler

President

Attachments:
Download this file (2015 MWWP ANNUAL REPORT.doc)2015 MWWP Annual Report[2015 MWWP Annual Report]20 kB
Download this file (Advocacy2015Report.pdf)2015 Advocacy Annual Report[2015 Advocacy Annual Report]8 kB
Download this file (AGM Minutes 2014-MINUTES.doc)2014 WO AGM Minutes[Minutes from the WO AGM 2014]59 kB
Download this file (AGM.Agenda.15.pdf)2015 WO AGM Meeting Agenda[2015 WO AGM Meeting Agenda]225 kB
Download this file (CKO Governance Report - Summary.pdf)CKO Governance Report - Summary[Summary Report of the CKO Proposed Governance Model]1263 kB
Download this file (CKO Governance Review-Proposed Governance Model.doc)CKO Governance Review - Proposed Governance Model 2015[Proposed CKO Governance Model 2015]30 kB
Download this file (Membership 2015-Nov.5.15.pdf)2015 WO Membership Report at Nov.5.15[WO Membership report at Nov.5.15 ]41 kB
Download this file (President's Report 2015.doc)2015 President's Report[2015 Report from the President]31 kB
Download this file (Proposed WO Constitutional Revisions 2015.doc)Proposed WO Constituional Revisions 2015[Proposed Amendments to WO Constitution 2015]32 kB
Download this file (Slalom Manager 2015.doc)2015 Slalom Team Manager Report[2015 Report from the Slalom Team Manager]27 kB
Download this file (WO Profit and Loss Oct.31.15.pdf)2015 Financial Report - Profit and Loss at October 31, 2015[Profit and Loss Statement from January 1, 2015 to October 31, 2015]42 kB
Download this file (WO Treasurer Report 2015.doc)2015 Financial Report - Treasurer's Report[2015 WO Treasurer's Report as at Oct.31.15]26 kB
Download this file (WOConstitution_Oct172012.pdf)WO Constitution October 17, 2012[Current WO Constitution document]92 kB
Download this file (WOEXECHandbook_Oct172012.pdf)WO Executive Handbook October 17, 2012[Current WO Executive Handbook document]102 kB
Download this file (WP Balance Sheet at Oct.31.15.pdf)2015 Financial Report - Balance Sheet[Balance Sheet as at October 31, 2015]40 kB

2014 AGM Meeting Package

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Whitewater Ontario is holding its Annual General Meeting on Saturday, November 22, 2014 at

Kenner Collegiate

633 Monaghan Road

Peterborough, Ontario

Start time is 10:30am allowing for travelling time for those attending.

Reports will be attached to this package as they are received. We look forward to seeing you there.

 

Attachments:
Download this file (Advocacy2014Report.pdf)WO 2014 Advocacy Committee Annual Report[WO 2014 Advocacy Committee Annual Report]54 kB
Download this file (AGM Minutes 2013-Minutes.pdf)WO 2013 AGM Minutes[WO 2013 AGm Minutes]83 kB
Download this file (AGM.Agenda.14.pdf)WO 2014 AGm Agenda[Wo 2014 AGM Agenda]224 kB
Download this file (ANNUAL REPORT MWWP 2014-revised.pdf)WO 2014 MWWP Annual Report[Wo 2014 MWWP Annual Report]70 kB
Download this file (PanAmReport2014.pdf)WO 2014 Pan Am Annual Report[WO 2014 Pan Am Annual Report]319 kB
Download this file (president report.doc)WO 2014 President's Report[WO 2014 President's Report]31 kB
Download this file (SlalomManagerReport2014.pdf)WO 2014 Slalom Team Manger Annual Report[WO 2014 Slalom Team Manager Annual Report]317 kB
Download this file (WO 2014 Financial Report.pdf)WO 2014 Financal Report[WO 2014 Financial Report]2783 kB

2012 AGM Meeting Package

Whitewater Ontario AGM:

Date:               November 3, 2012

Time:              10:30am – 1:30pm (** Please be early; the meeting will start promptly at 10:30am)

Location:        Burleigh Island Lodge
                       4719 Hwy. 28
                       Burleigh Falls , ON
(Directions: Heading north on 28 through Burleigh Falls, it is on the right immediately after crossing the bridge)


Special Note: The WO constitution is being updated to more accurately describe current WO practices. Once approved by the executive, a summary of the amendments will be made available to the membership in advance of the AGM and the revised constitution will be tabled for approval at the AGM.

Friday/Saturday night Accommodations:

  • If anyone wants to stay over, tenting is available at the Reeder residence across the street, or rooms can be reserved at the Lodge (Please book one week in advance if possible as this is off-season.):
  • 9 Motel rooms are available with 2 double beds each for a special flat rate of $100 plus tax for 1 to 4 people (if you mention WO AGM)
  • 11 extra Hotel rooms are available at a special rate of $120, but only if all of the motel rooms fill up first.
  • For reservations: Call Steve Halladay on his cell at 705-306-0514 (leave message)

………………………………………………………………….

KWP’s “Naked in November” Paddle/Party:


Date:              November 3, 2012

Time:              1:30pm

Location:       Burleigh Falls – Cale & Stephanie Reeder’s home

Everyone is also invited to a Kawartha Whitewater Paddlers’ event called “Naked in November”, which starts immediately after the AGM at Burleigh Falls. People will gather at Cale and Stephanie Reeder’s home directly across the street from the Burleigh Island Lodge. First there will be a regular paddle, followed by the annual ‘Naked Paddle’ at 3:00pm, then Dinner, KWP’s AGM, Movies, Party etc.  KWP invites all clubs and WO members to participate in this event, including the paddles, dinner, movies and party. There is even grass to pitch a tent if you want to stay over.

Attachments:
Download this file (2012 Annual Report - Communications Committee.pdf)2012 Communications Report[2012 Communications Committee Report]116 kB
Download this file (2012 WO Instruction Report.pdf)2012 Instruction Report[2012 Instruction Committee Report]53 kB
Download this file (Advocacy2012Report.pdf)2012 Advocacy Report[2012 Advocacy Committee Report]59 kB
Download this file (AGM Minutes 2011_minutes.doc)2011-10-22 AGM Minutes[2011 AGM Minutes]47 kB
Download this file (AGM REPRT 2012 MINDEN WILDWATER PRESERVE.pdf)2012 MWWP Report[2012 MWWP Committee Report]63 kB
Download this file (AGM.Agenda.12-revised.pdf)2012 AGM Agenda[2012 AGM Agenda]236 kB
Download this file (Membership 2012_Oct.31.12.pdf)2012 Membership Summary as at Oct.31.12[2012 WO Membership Summary Report as at October 31, 2012]38 kB
Download this file (WO AGM 2012 Treasurer report.pdf)2012 Treasurer's Report[2012 Treasurer's Report - also see Financial Statements attachment]293 kB
Download this file (WO Finance Oct.31.12 AGM.pdf)2012 Treasurer's Report-Financial Statements[2012 Interim Financial Statement as at Oct.31, 2012]65 kB
Download this file (WO President Role Description.pdf)WO President's Role[WO Role & Responsibilities of the WO President]74 kB
Download this file (WO.Report.2012.pdf)2012 President's Report[2012 WO President's Report]329 kB
Download this file (WOConstitution_Oct172012.pdf)WO Constitution Oct.17.12[WO Constitution revised Oct.17.12]92 kB
Download this file (WOEXECHandbook_Oct172012.pdf)WO Executive Handbook Oct.17.12[WO Executive Handbook revised Oct.17.12]102 kB

2011-09-14 Board Meeting Minutes

Present: Jim Tayler, Donna Boadway, Steve Pomeroy,  Peter Farr, John Slot, Laura Duncan, Brad Statham.

 

Regrets:  Claudia Van Wijk, Stephanie Reeder, Leah Kindree, Holly Blefgen, Wayne Donison, Jim Smedley

 

Meeting convened at 7:15pm:

 

1.                  Welcome – Jim Tayler: Even though there have been mainly regrets, we will go ahead with the meeting and discussions regarding the key issues that were previously circulated to the Board. Thank you to Donna for the preparation of such comprehensive meeting minutes.

 

Motion to accept the meeting minutes from June 6th, 2011:

Moved by John Slot,   Seconded by Laura Duncan  Motion carried.

 

2.                  RFP (Request for Proposal) – John Slot: We are close to concluding our two-year pilot project at the Gull and are ready now to re-visit the program and begin a process to continue to the next stage. John circulated a draft RFP (4 pages) to the Board prior to this teleconference. The RFP document is intended to be comprehensive and exclusionary. The committee was comprised of John Slot, Leah Kindree and Russ Lackey. Leah prepared an outline of the basic content, Russ submitted important bullet points and John amalgamated the two versions to produce a single document. The issue and submission closing dates as well as the length of the terms of agreement, must be determined by the Board. We will use the office as the central point for information dissemination, questions and submission receipts. John proceeded to outline the document format and contents. (This document will be available on the WO website once approved). Applicants must be WO commercial members and have demonstrated the ability to run a successful paddling school.  Both the proponent and the landlord (WO) requirements are outlined in the document. The proponent remains an independent contractor with a clear distinction of responsibilities and must not interfere with other activities on the river. They must also be willing to be present on a full-time basis. AOB showed tremendous support for WO functions. The full-time presence of a paddling school on the property was a huge success. AOB provided a summary of the last two years along with accolades received indicating the success of the pilot project. The MWWP is alive with activity and people have taken notice of this. WO will maintain the management function for the Preserve. There will be a link to the RFP document on the WO website along with a press release to inform the membership that the RFP document is “up” on the website. We want this process to be fair and transparent. The document link will be on the website by Sept.19.11 and the submission deadline is to be October 31st, 2011. The length of term will be two-years with the option of renewal based on compliance with pre-determined criteria.

 

Motion to accept the Request for Proposal as drafted.

Moved by Steve Pomeroy,   Seconded by Laura Duncan     Motion carried.

 

John wishes to thank Russ and Leah for their contributions. A committee comprised of Steve Pomeroy, John Slot and Russ Duhaime will be charged with the development of the evaluation criteria for this process. The criteria will then be presented to the Board.

 

Jim thanked the committee for a terrific job. The last two years has been a great success and it speaks for itself.

 

3.                  Quest for Gold – Steve Pomeroy:  Canoe/Kayak Ontario has a total of 20 athlete cards available of which 4 are allocated to whitewater slalom. This program is a funding mechanism for Olympic and Canada Games athletes who do not receive Canada funding, in order to obtain support for training and competition activities. WO follows the national ranking order. The new Quest for Gold criteria has been posted on the WO website. WO splits it’s cards into half-cards awarding the top 4 male and 4 female athletes based on the national ranking system.(CKC).

 

Motion to accept the Quest for Gold criteria as posted on the WO website:

Moved by Steve Pomeroy,   Seconded by John Slot    Motion carried.

 

4.                  Budget Update – Steve: WO is in good shape both cash-flow wise and financially in general. The CKO grant will be forthcoming.

 

5.                  AGM and GRS date and format – Jim Tayler: We are considering separating the WO AGM from the CKO AGM as our meeting is held in the morning and we are generally rushed in order to finish prior to the CKO meeting in the early afternoon. We need to do what is best for WO. October 22nd, 2011 is now set for the WO AGM with the Gull River Summit to follow in the afternoon. The location is Minden. The new board that will be determined at the AGM in the morning, will then have the opportunity to prioritize, set committees and discuss at the GRS portion in the afternoon. Official meeting notice will go out to the membership shortly.

 

6.                  Reimbursement Policy – John Slot: A draft WO expense reimbursement policy was circulated to the Board prior to this meeting. This included expenses for Board and committee members who are on official WO sanctioned business to help offset travel expenses. It has been decided to reimburse travel at a rate of $0.15 per km. Although this is not much, it is hoped to be a fair and balanced offer of support that WO can financially handle. Each expense claim is to go through the committee chair and then forwarded to Donna for processing. Electronic receipts and claims are preferred. Laura has programmed a fillable pdf expense claim form.

 

Motion to accept the reimbursement policy as proposed by John Slot.

Moved by Steve Pomeroy,  Seconded by Brad Statham   Motion carried.

7. Committee Reports:

Membership – Brad Statham: Brad and Donna have met and are doing some work on the membership database “wish list”. Brad and Peter will be working on the development of the electronic membership and camp pass cards and welcome letters, as well as additional reporting functions of the database.

 

Advocacy – Laura Duncan:  The committee is carrying on with the various projects that it has been involved with over the season. We are involved with the Cambridge project and have been in contact with Quebec Whitewater regarding additional projects. Gary George has been instrumental in securing signage for the Salmon River. This will be available for next spring. The committee has applied for an MEC grant for next years’ activities including seed money for a fundraising event specifically for advocacy projects.

 

Communications – Peter Farr: Donna has been doing all the website work this summer. WO is looking for additional help in the communications area.

 

KOC (Clubs) – John Slot: The event on Labour Day weekend (Saturday) was very successful event though the numbers were down. Several clubs chose to attend an event in up state New York. We “mixed” up the events this year and fun was had by all. Results are on the website. We might consider changing the event day as Labour Day weekend always tends to be busy. The committee will be soliciting input from the clubs in order to determine a more applicable date. Note: The Petawawa River Rats chose to become full members of WO this year instead of just paying the KOC “day participant” fee.

 

Preserve – John Slot: The MWWP committee is developing a partnership agreement with Derek Little, who teaches a forestry class. The partnership includes the provision of firewood. His forestry class will do the “hard” work for us and they are fully insured. As payment we may consider offering a day on the river for his students. It has been determined that the take out area below the Otter Slide, actually belongs to the town. We are soliciting support from them in order to rebuild the eroding site. Repairs are necessary. All the wood has been ordered and stained and is ready for the assembly of about 8-10 new picnic tables. A question has been brought forward regarding the TODS signs for the Preserve ? Our cheque was cashed by Canadian TODS in June but we still do not have our signs up on Hwy 35. Jon McPhee will be following up with TODS. We will be soliciting a credit for this year’s TODS signs fee seeing as we do not have the signs. This year we have had many day users at the Preserve. We are encouraging them to make a $2.00 donation to help cover our costs. We have had several groups in there as well like a commercial private camp group which uses our property to stage their day’s events. They should be made to pay their way as they do use our facilities. A bear has been sited on the property this year and applicable signage must be made to notify campers to be cautious. We had many campers over the weekend of the Open Boaters races. This would be a good time to host a membership drive so we should think about this for next year’s race. We worked well with Mark Scriver and the open boater folks. They had to pay a $4000.00 fee for a water release. We must figure out a way to approach politicians about this “high cost” situation.

 

Pan Am Update 2015 – the Toronto Pan Am committee wants a meeting on the site (MWWP) to do a review of the venue. This is to happen on September 30th, 2011. Attending will be Claudia, John Hastings, John Slot and possibly Holly Blefgen. They wish to discuss the venue relative to the proposals that we submitted for infrastructure such as parking, building etc.

 

Other: Laura (WO) and Neil Ross-Ross (AOB) are submitting an RFP to host team trials. We find out on October 11th.

 

 

8:         The next teleconference date is to be determined. We should have another conference prior to the AGM. A WO Update will be sent out by the end of next week. The RFP will be included in this update.

 

Meeting adjourned at 9:10pm.

 

Safety Policy (revised Feb.2014)


  

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WHITEWATER ONTARIO SAFETY & RISK MANAGEMENT POLICY

Purpose

This policy applies to Whitewater Ontario (“WO”) members and clubs conducting on- water activities. It is intended to alert event organizers and participants of important safety practices to minimize and manage the risk of accidents.

The procedures outlined in Part 1 must be followed at all WO sanctioned events/trips and all WO sanctioned club events/trips (“Event/Trip”). Failure to follow the procedures could result in the insurance company rejecting a coverage claim.

The procedures outlined in Part 2 are recommended for WO sanctioned events/trips and should be applied as appropriate according to the judgment of Event/Trip Leaders (“Leaders”).

Part 1. Mandatory Safety Practices

  1. When in a kayak/canoe while on moving water, every paddler must:
    1. wear a lifejacket or personal floatation device (PFD)[1];
    2. wear a helmet; and
    3. carry a sound signaling device (whistle)[2].
  2. Leaders, or a designate in the group, must:
    1. carry a safety throw rope;
    2. have a first aid kit on the river or in an accessible location on shore; and
    3. advise participants that each person is responsible for the safety of their own equipment.

Part 2. Recommended Safety Practices

  1. It is recommended that all paddlers:
    1. Be able to swim with a life jacket and be familiar with safe practices when swimming in rapids (e.g. feet first, do not attempt to stand due to risk of entrapment or river obstacles).
    2. Have canoe/kayak equipment that is safe, appropriate for the paddler and the current water conditions.
    3. Have flotation devices in their boat.
  2. It is recommended that Leaders, or designates in the group:
    1. Know the current water conditions and river level.
    2. Discuss potential hazards with the participants.
    3. Use common river running safety practices (e.g. head counts, sweeper boats)
    4. Respect the skill levels of all participants when planning an Event/Trip.
    5. Set up throw ropes and/or safety boaters where needed.
    6. Wear a safety boat harness tow system when running a river.
    7. Have a contingency plan for emergencies that includes knowing the route to the site and the access points.
    8. Have at least one Leader or participant experienced in First Aid and Cardio-Pulmonary Resuscitation (CPR).
    9. Have at least one Leader or participant experienced in swift water rescue.
Revised February 2014

[1], 2 Required according to Transport Canada, Safe Boating Guide - TP 511E (2011), “Minimum Safety Equipment Requirements”

 

 

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