Run Ottawa 2015 ANNUAL GENERAL MEETING NOVEMBER 17 TH, 2015 MARRIOTT HOTEL Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave 2014 AGM Minutes 2014 AGM Minutes were posted toottawa/join-run-ottawa/members-area/ottawa/join-run-ottawa/members-area/ Username: runottawamember Password: Ru2014n! *please log out after your session File: run-ottawa-agm-min docxrun-ottawa-agm-min docx Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Your Board of Directors Ian Hunter SecretaryChris Ouimet - Treasurer Dave Palmer ChairFred Pelletier Manny Rodrigues Vice-ChairMark Sutcliffe Wendy WagnerJohn Halvorsen - President Snapshot: Run Ottawa Today Challenges ORW: The weak Loonie Ottawa hotel pricing threat? All events: Race Supply outstripping Demand? Proliferation of events Participation in established events down across Can/US Fee Fatigue? Free 5Ks bucking the trend Membership: No magic bullets Many Positives 2015 ORW a success Excellent financials Strong demand for 10K, Half Positive runner feedback Double Gold Growth for Canada Day, Cookie Run and monthly 5Ks Membership numbers on the rise Member program ready to roll Further positive governance steps Codification of policies/practices Updated Strategic Plan Strategic Plan - Mission Adopted circa 2011 The Corporation (operating as Run Ottawa) is dedicated to promoting the sport of running and enhancing the health and well-being of our community through organizing distinctive world class and local races, and managing an active, membership based running club. Updated 2015 Run Ottawa is dedicated to promoting the sport of running and enhancing the health and well- being of our community. The Board is not changing the scope and intent of Run Ottawas activities. The change is intended to simplify the Mission statement. Strategic Plan - Vision More people running, more often. a)Ottawa Race Weekend is the best running experience in Canada b)Run Ottawa is a leader in offering varied and affordable events for all seasons c) The Run Ottawa Club is a vibrant and thriving running club d) Run Ottawa is a leader in promoting, supporting and developing the sport of running ORW: The Best Running Experience in Canada Accomplishments Positive financials despite challenges Very good registration numbers Renewal of Tamarack sponsorship Achieved double gold Participants: 70% rated ORW above or well above expectations Charities raised over $800K Increased media attention Sustain ORW Top priority: financial health Strong cost management Grow sponsor commitments Maintain Gold Label Maintain or improve runners experience Capitalize on 2017 opportunities A Leader in Providing Varied and Affordable Events for all Seasons Accomplishments Completed strategic review Good participation numbers in some events; others experienced downturns Consolidated Trail Run series Re-launched No Frills as 5/15 Launched women-only 5K Stunning growth in monthly 5Ks Nurture our other events Capitalize on our brand, as a competitive advantage Grow revenues from top-tier events Increase participation in our free/low-cost events Strategy to monetize these events A Vibrant and Thriving Run Club Accomplishments Lisa Georges hired to develop and lead membership activities Plan drafted for the next 3-6 months Revitalize our Membership Goals of increasing Member engagement, attracting new members and shifting membership demograph Ensure an effective liaison between our Members and Run Ottawa staff Club Committee role Implement new initiatives A Leader in Promoting, Supporting and Developing the Sport of Running Accomplishments $500K budgeted for elite athletes (Canadian and International) in ORW Media exposure Continued support for community sports groups Grass-roots events explode in popularity Ambassador for the sport Develop strategy for a further program to promote the sport Meanwhile, continue current programs Run Ottawa = the Voice of Running Greater advocacy role Pursue Organizational Excellence Accomplishments Strategic Plan updated Further documentation of policies and processes Auditor recommendations (2014) implemented Established Nominations Committee Goals Complete documentation of policies Optimize financial processes Real Estate business plan Risk management plan Thank-you, Manny! Manny Rodrigues steps down Board member since 2000 Vice-Chair past 3 years ORW Race Committee Elites coordinator since 2000 Instrumental in achieving Gold Labels Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave THANK YOUs OFFICE TEAM Small but highly dedicated staff; Susan, Joe, Al, Dave and Jim Support by Vanessa, Alyssa BOARD Dave, Manny, Wendy, Mark, Ian, Chris and Fred VOLUNTEERS Too many to list but certainly the ORW Race Committee comes to mind Glendon, Dick, Ken, Mark J, Nancy, Dennis, Craig, Kent, Manny, Karen, Jon, Tom, Bob, Geoff, Shawn and their extended teams But beyond this we have fantastic teams for all our events WHAT WE DO WE COULD NOT DO WITHOUT THIS TEAM THANK YOU Ottawa Race Weekend 2015 Participation by event 49, K 5K 10K Marathon Marathon Kids +3%/1500 2015 Participation by region ONTARIO 24,921 QUEBEC 22,691 BEYOND 1,663 OTTAWA / GATINEAU 24, 2015 Participation by gender MARATHON MARATHON 10K 5K 2K KIDS FEMALE MALE 55% 45% TOTAL 49,275 No significant YoY change Some Impressive Numbers 49,439 Runners, 46% from outside Ottawa/Gatineau (44% in 2014) 38,220 Runners and spectators from outside the National Capital Region $323 of spending per visitor ($301 in 2014) $1.0 million in shopping at the runners expo $11.6 million in visitor spending $34.4 million in economic activity ($32.3 in 2014) $15.8 million GDP for Ontario 253 jobs $7.7 million in taxes supported The Canadian Sport Tourism Alliance conducted an economic impact assessment of the 2015 Tamarack Ottawa Race Weekend.Here are some highlights Connected by the media 2015 TORW Media Hits Connected Online Tamarack Ottawa Race Weekend: Twitter (8691+) Facebook (13,406+) Instagram: (915+) Pulse newsletter ~70,000 subscribers Race Directors Newsletter ~40,000 registered runners (7) 57% Opens % Clicks Run Ottawa Web analytics 910,653 sessions, 480,306 users, 50.6% returning visitors % New Visitors Language: English: 65.46% French: 30.45% Age:18-24=10.09, 25-34=22.10%, 35-44=30.61%, :24.42%, 55-64=9.02%, 65+=3.77% Gender: Female: 57.4% + Male: 42.6% Country: Canada, USA, Russia, UK, France/Kenya Devise: Desktop: 55.2%, Mobile: 29.1%, Tablet: 15.6% Industry opensclicks Health +Fitness Sports *Benchmarks (Mail Chimp) Engage runners 365/24hrs via web & social channels; ex. website, e-newsletters, blog, experts, & Team Awesome providing a runner resource for authority based content Twitter (451+) Facebook (1,324+) Instagram: (155+) Race Directors Newsletter 3,105 runners 81% Opens % Clicks Social Media Growth & Reach Jun14 Oct15 Jun15 Oct15 Jun14 Oct15 Jun15 Oct15 Oct14 Oct15 Jul15 Live Broadcast statistics Live Broadcast numbers via channels: (including rebroadcast) Live Broadcast from Run Ottawa Homepage: 14,960 Live Broadcast on Rogers TV : (Pending) Live Broadcast via Athletic Canada TV: 40,322 Social Media FB : reached 31.4 K Salmini Sportfilm produced a condensed show (4min) to air on USA FOX regional TV ( 16 states) and YES TV (# 1 in US) total viewership: 30,000,000. Available on Youtube (https://www.youtube.com/watch?v=dOtvzC0ogv E&feature=youtu.be)https://www.youtube.com/watch?v=dOtvzC0ogv E&feature=youtu.be Elite Program Summary Athletes: 10K: 34 Elite women & 45 Elite Men Marathon: 35 Elite men & 28 Elite women 84 were Canadians 10K Performances: Nicholas Bor - 27: th fastest 10k performance this year Gladys Cherono - 30:56 - 3rd fastest 10k performance this year at Ottawa and the fastest marathon in the world this year in Berlin. Our 2nd place runner, Peres Jepchirchir, ran the #2 time in the world - 30:55 Gladys' time is the Cdn soil record. Our 10k now has the fastest 10k times men & women in Canada ever Marathon Performances: Girmay Birhanu - 2:08: th fastest marathon this year (fastest in Canada) Aberu Zenebe - 2:25: st fastest marathon this year (4th fastest in Canada. Toronto Waterfront had 3 faster runners) Overall 2015 Marathon is ranked #16 in the world this year k is ranked #17 in the world for non-marathon road-races this year. Ottawa was mentioned in both Chicago and NYCM TV productions I Love this race why? Capital City & Stunning Scenery Historic Landmarks on Course 1000s of Incredible Spectators Clockwork Organization World Class Competition Atmosphere of Support TORW Charity Program 2015 initiated first year of Scotiabank Charity Challenge nationwide initiative by Scotiabank in 6 other Canadian markets. Record year for Charity Participation 40 (31 in 2014) Record year for fundraising - $802, ($626, in 2014) Initiated first ever SCC Street Party on Sparks Street May SCC/TORW Goal announced at October Press Conference: $1,000,000.00 Celebration Stage at TORW 2015 was second year TORW hosted free 3 day music festival at City Hall. 45% of funding providing through Celebrate Ontario Grants 12 live acts 16 hours of music programming Friday, Saturday, Sunday Headliner in Roch Voisine. Local Beaus Brewery sponsored refreshment tent grant has been approved by Ontario Tourism. Talent search is on! 2015 Post TORW Survey Summary 8187 responded as of June 10, 2015 Overall, how well did the Tamarack Ottawa Race Weekend meet your expectations? Of note, we increased both our well above and above expectations in all 3 areas year over year. Run Ottawa Events Incredible Saturday Free 5K Growth Canada Day saw growth and investment continues Contribute growth to new web site, social media and cross pollination of events Richmond too late to benefit, Trail/Beaver chase dropped 2 events Overall Event Picture 2015 ORW World Class Event Business Baseline Tier 1 Events Full Service & Value, $$ to enter Richmond, Canada Day, Cookie Run, 5/15 Farm Run, Girls Run, Jim Howe Tier 2 Events Minimal Service but full of Fun, nothing or $ to enter, makes running accessible and feeds RO, ORW & T1 Beaver Chase, Trail Run, Free Runs Partner Support Runs (BIA, Charity, City Hall) Overall Event Picture 2016 ORW World Class Event Business Baseline Tier 1 Events Full Service & Value, $$ to enter Richmond, Canada Day, Cookie Run, 5/15 Farm Run, Girls Run, Jim Howe Tier 2 Events Minimal Service but full of Fun, nothing or $ to enter, makes running accessible and feeds RO, ORW & T1 Beaver Chase, Trail Run, Free Runs Partner Support Runs (BIA, Charity, City Hall) Emilies Run Membership Events Runs, Socials, Fitness Activities Case Study. Free Saturday 5K Goal: Pumping up attendance at Run Ottawa's free Saturday 5Ks. Strategy: Useand social media to raise awareness about the event. The Starting Line: In 2014, 5K attendance averaged runners. Use the Pulse newsletter, TORW Race Director, Facebook and Twitter to drive people to the 5K page on the new Run Ottawa site for information. Actions and Response March 27 th, 2015 Our Race Directorgoes out to 30,000 runners registered for the TORW. The introduction contains an invite to the first 5K of the year. With spring also comes the first of Run Ottawa's free 5K races, which take place the first Saturday of the month at Ottawa's Central Experimental Farm. Come out on April 4th to test your legs in a fun, casual atmosphere. Find out more here. 620 readers click for more information. April 2nd, 2015 Run Ottawa's monthly newsletter The Pulse goes out to 60,000 readers, including a feature about the 5K 508 readers click through for more information. On April 4th, participants show up to run the first 5K of the year. In the snow. On Sept 2 nd, 2015 This Facebook post reaches 5,000 readers On September 5 th, a record 490 runners show up to run! Conclusion From April 2014 to Sept 2015 the 5K grows from 27 to 490 runners. A fun and well organized event team supported by the Run Ottawa website, targeted communications to registered TORW runners helped drive a ten-fold jump in attendance at the Saturday 5K. Run Ottawa Membership Run Ottawa Membership Update Kick-starting a Run Ottawa membership program has begun. Lisa Georges has been hired as Run Ottawa Members Coordinator. Introduction of all new members benefits program and members events. Goals of this initiative are to: Provide value and purpose in being a Run Ottawa Member. Why join? Seek to achieve greater direct engagement with Run Ottawa Members Increase participation/volunteer rates of current members in all RO events Attract new members all demos - retain existing members currently 217 Fulfill the Run Ottawa mission statement Have FUN running! Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Summary of Audited Financial Statements (Drafts) Our financial statements and the report of the public accountant are available at the Run Ottawa office. Members may, upon request, obtain a copy of those financial statements and other documents free of charge at the Run Ottawa office or by prepaid mail. Motion to appoint Auditor for 2016: OHCD LLP Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Membership Participation Award New award was introduced for 2015 Points for participating in Run Ottawa events: Monthly 5Ks, Beaver Chase, Trail Series, 10-Miler, Jim Howe: 1 point for running, 1 point for volunteering Richmond, Canada Day, Cookie Run: 1 point for running, 2 points for volunteering ORW: 1 point for running, 3 points for volunteering 1 bonus point for running the marathon Prizes to the top 10 will be presented at 2015 AGM For 2016 the Membership Club Coordinator and the Membership Committee will review & redefine the program Award Winners NamePoints Doug McGinn Martina McGinn 21 Ingrid Koenig Chris Renne Mike Southgate 20 Cindy Southgate Rick Balderson 18 Raleigh Young17 Tracy Shouldice Vicki Bencze Richard Borsos 16 CONGRATULATIONS AND THANK YOU Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Nominees We are extremely fortunate to have several candidates step forward and offer to contribute to the future of Run Ottawacandidates Candidates profiles have been up on the Members Site for 1 week and we handed out sheets are the door. Candidates are; Cynthia Daley Patrick Girard Chris Ouimet David Palmer Dina Salvador Mark Sutcliffe THANK YOU FOR YOUR OFFER TO CONTRIBUTE Elections Process Please select 5 from the candidate list by marking the paper provided The 4 candidates with the most votes will receive a 2 year board term The candidate with the 5 th highest votes receives a 1 year term Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave Agenda 7:00 Call to Order / Opening of Meeting Dave 7:05 Approval of Agenda Dave 7:10 Approval of the 2014 AGM Minutes Dave 7:15 Report Chair of the Board Dave 7:20 Presidents Report John 7:35 Financial Report and appointment of Auditor Chris 7:45 Participation Awards Fred 7:55 Board of Directors Elections John 8:15 Q&A Dave 8:30 Adjournment Dave