Transcript Barrie Trojan Swim Club

Welcome to the 2013 Barrie
Trojan Swim Club FALL
AGM
2013 Fall AGM
Agenda
 Welcome/Introduction
 Approval of Agenda
 Approval of June 20, 2013 AGM Minutes
 Presentation of BTSC Strategic Plan
 Revision to BTSC Constitution Bylaws
 Club Financial Review
 Club Progress Updates
 Questions
Approval of Previous AGM
Minutes
 June 20, 2013
Barrie Trojan Swim Club
Strategic Plan 2016
Vision
Setting the standard of swimming
excellence in Canada
Mission
To enable all swimmers to achieve swimming
excellence, success in competitive swimming and
personal development through Focused Leadership,
Excellent Coaching, Engaged Parents and
Committed Swimmers
Values
 Engagement: We foster the highest levels of engagement and commitment at all
levels to achieve the club goals.
 Integrity and Respect: Honesty and transparency are foundational to how we
interact with our membership and partners. We will use a collaborative approach with
all of our stakeholders as we pursue our goals.
 Passion for Excellence: Everyone embraces an attitude of continuously pursuing
higher performance. We support and encourage each other to be better every day.
 Accountability: We promote personal responsibility for meeting commitments.
Strategic Imperatives
Setting the standard of swimming excellence in Canada
Engagement
Competitive
Performance
Growth
Integrity and
Respect
Fundraising
Sponsorship
Passion for
Excellence
Operational
Excellence
Accountability
Technical
Excellence
Community
Partnership
Barrie Trojan Swim Club Goals
2013/2014
SWIMMING EXCELLENCE
Achieve the following performance
improvement goals:
•
Meet Performance:
•
Win SC and LC Regional
Championships
•
Place top 10 at the Spring and
Summer Festivals
•
Place top 15 at Provincial
Championships
•
Swimmer Qualification:
•
Achieve 15 EN qualifiers
•
Achieve 10 AGN qualifiers
•
Achieve 6 SN qualifiers
•
High Performance:
•
Qualify BTSC swimmers for
Senior National A finals
•
Race at international swim meets
2. Improve swimmer attendance at
championship level meets to 80%
compared to 75% last season.
1.
GROWTH
1.
2.
3.
4.
5.
6.
FUNDRAISING/SPONSORSHIP
1.
2.
3.
4.
Research available grants and submit
applications.
Develop a mechanism for supporting
high performance swimming costs.
Attract an anchor Corporate sponsor.
Improve fundraising revenues by 5%.
Continue to work with city facility
administration to secure future pool
requirements.
Achieve 207 competitive swimmers
registered with BTSC.
Achieve 310 pre competitive
registrations in Swim School.
Increase revenue from registration,
swim meets and fundraising.
Research requirements for new
facilities.
Execute the Marketing plan. Develop
metrics to measure effectiveness of the
plan.
OPERATIONAL EXCELLENCE
1.
2.
3.
4.
5.
6.
TECHNICAL EXCELLENCE
1.
All competitive coaches to attend at
least one coaching development
activity.
Achieve the budget.
Conduct an external financial review.
Develop a comprehensive policy structure.
Develop a new Board member
education/orientation process.
Organize events and communication that
promote swimmer, coach and parent
relations e.g. progressive dinner, season
kick-off, year end banquet.
Research CCES club excellence
requirements.
COMMUNITY PARTNERSHIP
1.
2.
3.
Maintain regular communication with City
administrators (Facilities, Council, Mayor).
Continue to build the BTSC brand by
supporting community events.
Increase the number of mentions of BTSC
in local media.
Revisions to BTSC Constitution
Bylaws
Purpose of Proposed Changes
 To reflect the Strategic Plan Mission and Vision in our
Constitution
Revision to BTSC Constitution
and Bylaws
Current Language
Proposed Language
BTSC MISSION STATEMENT
The Barrie Trojan Swim Club
promotes the development of selfconfidence, leadership and
sportsmanship. Through dedication
and a competitive atmosphere
swimmers will achieve individual
excellence.
BTSC MISSION STATEMENT
To enable all swimmers to achieve swimming
excellence, success in competitive swimming and
personal development through Focused
Leadership, Excellent Coaching, Engaged Parents
and Committed Swimmers.
ADD
BTSC VISION
Setting the standard of swimming excellence in
Canada.
Barrie Trojan Swim Club
Financial Review
2012-2013
Financial Overview
We have now completed the preparation of the internal financial statements for the club's last 2
operating years. These financial statements as presented, are the best representation that is able to
be made of the operating results and related balance sheet for those years. The 2011/2012 year in
particular remains somewhat subjective as the records available were less than complete and as a
result the balance sheet as well as that year's operating result include some assumptions and
extrapolations based on the records available.
The board, through the finance committee, is in the process of attempting to get these financial
statements reviewed by an outside accountant at a "notice to reader" level, and will share the results
of that with the membership if/when we are able to achieve that.
The results highlight the improved result and overall improved financial position of the club, however
also highlight the depth of the prior year's shortfall that needs to be addressed in coming years.
2012-2013
Financial Overview P & L
Income
2013-2014 Budget
Total 4100 · Swim Meet Revenue
$
Total 4200 · General Revenue
Total 4300 · Fundraising
Total 4400 · Registration Fees
Total Income
2012-2013 Actuals (final)
14,100
$
$
6,100
$
171,985
$
$
2012-2013 Budget
18,130
$
$
5,618
$
164,601
444,696
$
636,881
$
2011-2012 Actuals (final)
21,000
$
12,277
$
5,325
$
4,712
$
153,241
$
87,605
424,772
$
425,642
$
405,728
613,121
$
605,208
$
510,322
Expenses
Total 6100 · Miscellaneous
$
24,500
$
19,556
$
19,650
$
17,213
Total 6200 · Administration
$
17,000
$
26,891
$
11,700
$
27,157
Total 6300 · Dues
$
34,125
$
30,463
$
38,600
$
30,159
Total 6600 · Team Events
$
22,000
$
16,801
$
18,100
$
41,328
Total 6700 · Salaries, Burden & Development
$
322,994
$
293,525
$
304,367
$
285,393
Total 6800 · Pool Rental
$
187,000
$
185,736
$
179,709
$
204,476
Total 7000 · Swim Meet Expenses
$
8,250
$
9,406
$
7,750
$
5,914
$
615,869
$
582,378
$
579,875
$
611,640
$
21,012
$
30,743
$
25,333
$
(101,318)
$
20,000
$
25,000
$
25,000
N/A
$
1,012
$
5,743
$
333
Total Expense
Net Income - Pre Reserve
Reserve
Net Income
$
(101,318)
2012-2013 Financial Overview
Balance Sheet
31 Jul 13
31 Jul 12
$ Change
ASSETS
Current Assets
Total Chequing/Savings
Accounts Receivable
Allowance for doubtful accounts
Total Accounts Receivable
Prepaid Expenses
Total Current Assets
Club Equipment
Total Fixed Assets
TOTAL ASSETS
65,424
21,051
44,373
31,458
22,863
8,595
-8,948
-6,200
-2,748
22,510
16,663
5,847
7,050
32,179
-25,129
94,984
69,893
25,091
58,110
57,160
950
58,110
57,160
950
153,094
127,053
26,041
103,988
117,875
-13,887
16,560
7,376
9,185
120,548
125,251
-4,703
120,548
125,251
-4,703
LIABILITIES & EQUITY
Current Liabilities
Total Accounts Payable
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
Equity
Retained Earnings
Net Income
Total Equity
TOTAL LIABILITIES & EQUITY
1,802
103,120
-101,318
30,743
-101,318
132,061
32,546
1,802
30,743
153,094
127,053
26,041
Barrie Trojan Swim Club
Club Operations and Progress Update
2013/2014 Coaches
 Jason Morawski – Head Coach and Senior Director
 Zack Hurd – Age Group Director
 Jacquelyn Craft – Novice Director
 Jane McCrea – Swim School Director
 Anette Nossiter – House League Director
 Rebecca Stehle
 Lauren McBride
 Keegan Durst
 Debbie Blechta
2013/2014 Staff
 Team Manager – Lori Wadge
 Accounts Manager – Vicki Lejambe
 Marketing Manager – Lisa Butt
 Meet Director – Trevor Cowen
 Graphic Designer – Sandra Willems
 Partners: Equipment – Aquafast
Financial – Vanderel Management
2013/2014 Board of Directors
 John Eley - Chair
 Blair Johnston – Vice Chair
 Colleen Smith - Treasurer
 Shauneen Tierney – Secretary
 Bruce Jones
 Dan Kershaw
 Todd Shivers
 Bill Teggart
We are looking to add a Board member. Please indicate
interest to John Eley ([email protected]).
Progress Update
Club Operations
Current registration = 184
Pool schedules set and projected better than budget
Swim School programs high participation (87 registrations)
Learn to Competitive Swim program in partnership with the
City of Barrie
 Hosted Kick off event Sept. 15
 Coach participation at the ASCA and SO conferences




2013-2014 Financial Forecast
Budget Item
Budget Amount
Forecast
Difference
Revenue
$636,881
$631,790
$5,091
Expense
$615,869
$604,670
$11,199
Net
$21,012
$27,923
$4,422
Key Forecast Drivers:
1. Meets revenue projected better than budget
2. Registration revenue projected less than budget while accounting for seasonal growth
3. Pool costs less than budget
4. Salary and development costs projected better than budget
5. Administration expenses projected higher than budget (merchant fees)
Progress Update
Hosted Meets




Aquafest Nov. 1 - 3
BTSC Quad Meet Nov. 30 (followed by Christmas breakfast)
Trojan Cup Dec. 6 – 8
Devo. Meet May 4
 There will be Officials training scheduled Oct. 26
 We need: 1) Higher level officials
2) Meet managers
Progress Update
Chaperoned Meets





Division II Team Champs (Dec. 14 – 15) in Brantford
Eastern Championships (Feb. 15 – 16) Windsor
SC Provincial Championships (Mar. 1 – 2) London
Spring Nationals (Apr. 5 – 6) Victoria
Canada Cup (May 24 – 25) Vancouver




LC Regional Championships (Jun. 7 – 8) Sudbury
LC Provincial Championships (Jul. 5 – 6) Brantford
Summer Nationals (Jul. 19 – 20) Saskatoon
Age Group Nationals (Jul. 26 – 27) Winnipeg
Progress Update
Fundraising
2013/2014 Fundraising Opportunities
 Sponsorship(information & helpful documents on our website)
 Fundscrip
 Coupon Cards
 Silent Auction
 Barrie Colts
 Bradford Greenhouses
 Tupperware
 Swimathon
 Bottle Drive (individual group opportunity)
Questions?
Barrie Trojan Swim Club
2013 Regional Long Course Champions
2016 Goals
Competitive Performance
Achieve the highest levels of swimming performance
Performance Goal
Olympic
Put a Barrie Trojan swimmer on the Olympic team
National
Qualify 10 Barrie Trojan swimmers for Senior Nationals
Provincial
Achieve 60 Provincial level swimmers
Regional
Achieve 150 regional level swimmers
2016 Goals
Growth
2011
2012
2013 - 2014
2016
Increase the number of Barrie Trojan swimmers
Competitive
Pre-Competitive
191
213
207
320
220
430
250
600

Position Swim School as the program of choice for learning to swim

Actively promote BTSC through focused marketing and increased public exposure

Work collaboratively with municipal partners to access increased pool time

Partner with the city Planning committee to ensure that competitive swimming
considerations are included in future recreational facilities

Establish a foundation for a 50 M pool
2016 Goals
Fundraising/Sponsorship
2011
2013 - 2014
2016
Increase funding/sponsorship for BTSC
$20K
$200K
$350K

Create comprehensive marketing and sponsorship literature

Establish 2 -3 large corporate sponsors and increase local sponsorship

Identify and obtain additional funding grants

Develop a support program for the high performance swimmers

Grow contributions from established fundraising mechanisms e.g. Swimathon, hosted
meets
2016 Goals
Operational Excellence

Continue to develop governance leadership

Achieve Financial excellence

Continue to grow healthy swimmer, coach and parent relations

Comply with new not for profit legislation

Recognized club excellence by CCES
2016 Goals
Technical Excellence

Upgrade to state of the art timing, starting blocks and electronics at the East
Bayfield pool

Implement use of state of the art coaching technology

Continue to develop elite dry land programs

Continue to develop elite nutrition and sports medicine programs

Continuous coaching education and development
2016 Goals
Community Partnership

Become the sports brand in Barrie

Develop a mutually positive relationship with the City of Barrie where the Trojan
Swim Club is the primary tenant for aquatics

Promote healthy living through sport with youth in the community

Be involved in more community outreach programs