Board of Directors Meeting
Sunday, August 24, 1997
NorTel in Brampton
PRESENT
Board
| Cheryl Blay | Darlene Brown | Geoff Camp | Barrie Malloch | Pat Niblett | Chris Smith |
Executive Secretary / Registrar
Statistician
Absent with Regrets
| Sharon Cockerton-Agnew | Don Hambley | Grant Sinclair |
CALL TO ORDER
President Pat Niblett, acting as chair, called the meeting to order at 1:24 P.M.
APPROVAL OF AGENDA
Motion: Cheryl Blay / Geoff Camp
Approve the agenda as distributed.
CARRIED
APPROVAL OF MINUTES
Amendments / Corrections
Page 2 - Meet Co-ordinator: Upcoming Meets
Cheryl received the Provincial Championship report from the East York Hurricanes, the formal report will follow.
Page 3 - Top Ten & Records: Provincials
Pat Niblett thanked Michael Stroud, Darlene Brown and the East York Hurricanes for an excellent job in hosting the 1997 Provincial Championship and 497 entered the 1997 Provincials.
Page 3 - New Business - Records
Lynn Marshall's name was misspelled.
Motion: Geoff Camp / Chris Smith
To accept the minutes as amended.
CARRIED
Reports
Constitution / Strategic Plan / Nominations - Pat Niblett : President
Constitution: Past President / Next President
Presently the constitution stipulates positions for President, Vice-President, Treasurer and Secretary plus members at large. Pat would like to add the position of Past President. The Past President would have a vote as a member-at-large. There should be a minimum of 9 board members. The current position of Past President is vacant due to Heather Davies resignation. The general consensus was that we could benefit from the involvement of the past president, if the past president was elected as a member of the board for the following year. However the position of past president would not be in addition to the nine directors.
Board Members up for election at AGM
Board members whose term ends this year are: Cheryl Blay, Darlene Brown, Geoff Camp, Barrie Malloch. Sharon Agnew-Cockerton and Grant Sinclair were only appointed for the term ending at the December AGM. The AGM will follow North York's Pentathlon meet on December 6, 1997. Nomination forms are included with this set of minutes.
Proxy Votes
The constitution states that mail-in voting is allowed for delegates living over 200 km from the location of the AGM. Mail-in voting may be done through registered mail or proxy. The procedures for handling mail-in / proxy votes were discussed but no decisions were reached. Michael suggested that a conference call could be set up. Geoff will look into the logistics and cost.
Notice of Motion Forms
Notice of Motion and Consent to Serve Forms are included with this set of minutes. If anyone wants to have a notice of motion published before the AGM please forward and it will be included with the AGM Notification or the next set of minutes. Anyone wishing to serve on the board may return the Consent to Serve form to the registrar.
Board Structure
The proposed revised board structure will be tabled at the AGM for members' approval as it requires a change to the constitution. By-laws or changes to constitution require a Notice of Motion. The committee information is included with these minutes and has been posted to the web site. Volunteers are welcomed and appreciated.
Finance and Marketing - Darlene Brown : Treasurer
Financial Reports
Since there are no changes to the reports Darlene will prepare them for the auditor and the audited statements will go out with the AGM reports.
Insurance through Swim Ontario
The current payment covers insurance for the calendar year (1997) and has been paid during MSO's fiscal year (1996/1997) based on the previous year's affiliation numbers (1995/1996). Swim Ontario's fiscal year is from April 1 to March 31 while MSO's fiscal year is from September 1 to August 31.
Communication and Publications / marketing
Newsletter: Pat Niblett
The production of a quarterly news letter should be investigated. The news letter would have highlights of meets. Cheryl Blay would contact meet manager after a meet for interesting info. This would also require the timely return of meet reports and results. The New England Masters publish a newsletter with only 700 members.
Marketing / Publicity
Masters swimming has been the subject of a few articles in local papers recently. The Toronto Star ran an article on Masters Swimming. Brantford Expositor ran an article on the Provincial Championship. Canadian Living published an article on an 81 year old swimmer.
MSC News
The MSC News could be used as a vehicle to publish MSO's info under the Ontario Section or an insert for Ontario swimmers only could be published.
Web Site - Michael Stroud
Work in Progress
The "Places to Swim" page has been updated with recent changes to the clubs, pools and training schedules. The Top Ten and Records for the 1997 swim season should be posted by late September or early October.
E-mail received
Michael has only received three emails from - Monica, Bill and Don. He would like to receive your comments and suggestions concerning MSO's website.
Email Addresses
Michael will put email addresses for club contacts if they so desire. If clubs want their email address on the web site please let Michael know, and he will do it after confirmation from the club contact.
Correspondence
Michael is interested in creating a section for correspondence received from our members.
Links
MSO welcomes links to club web sites, contacts, or third party sites. If you want your web site linked to MSO's page please let Michael know.
Club Web Pages
Web ready documents will be posted to MSO's site. If your club wants to have a page on the web site please forward a web ready document (disk or email) to Michael.
Membership Liaison - Barrie Malloch
Regional Reps
People interested in contacting MSO should contact their area representative.
| Toronto - Downtown | Darlene Brown / Michael Stroud |
| Toronto - Metro | Chris Smith / Geoff Camp |
| Ottawa | Pat Niblett |
| Eastern | vacant |
| Golden Horseshoe | Barrie Malloch |
| Western | Don Hambley |
| Huronia | Beth Whittall |
| North | Ian McCloy |
Fitness
Cheryl will be in touch with Sue Robertson to discuss a future plan for the fitness committee.
Competitions - Cheryl Blay
Upcoming Meets
Alderwood will host their Grizzly Bare Meet November 2, 1997. North York Masters Pentathlon will be held on Saturday, December 6. 1000 Island Masters will be holding a meet December 14, 1997. Alderwood's January meet is tentative at this time because the pool is schedule for maintenance. If the pool is available they will host the meet at Alderwood. Otherwise they will try to book another pool otherwise the meet will be canceled. Etobicoke Masters have proposed to host the 1998 Provincial Championship on March 13, 14, and 15 at the Etobicoke Olympium. Ancaster Masters will host a meet on March 29, 1998. Technosport Swim and Triathlon club is again running a series of meets that will be announced at a later date.
World Masterathlete Winter Games
Due to ongoing problems in meeting MSO's requirements for sanctioning a meet, MSO declines to sanction the swim portion of the World Masters Winter Games. Pat Niblett will write a letter to the director general detailing MSO's decision.
Police Games (Calgary)
Some members of MSO attended the Police and Firemen's Games in Alberta. If the swim portion was sanctioned by Alberta Masters then any records would be eligible for Ontario records. Geoff will followup with meet manager and Christian Berger.
East York Hurricanes - planning an April meet
The East York Hurricanes are investigating a completely different kind of swim meet in which the results would be listed alphabetically, but special recognition would be given to: 1. first time competitors, 2. swimmers who swim an event for the first time, 3. swimmers who attain personal age group pb's, and 4. swimmers who attain personal all-time pb's.
Club Codes
There is duplication in club codes on the national level. At the National Championship in Montreal MMAC was entered for Milton Masters but Manitoba Masters were upset because this is also their club code. The National results should have a province code so duplication in club code would not create a problem. Otherwise MSC will have to decide on the club codes for all Canadian clubs. Geoff Camp will discuss this with
MSC.
MSC - Geoff Camp
Resignation
Brian Turnbull has resigned and Mary Lou Monteith is now the President of MSC.
MSC's AGM
MSC's AGM will be held October 17, 18 and 19, 1997 in Toronto at Nortel in Brampton.
Nationals
The results of the Canadian Masters Swimming Championship should not identify provincial records, particularly if set by out of province or out of country swimmers. The inclusion in the heat sheets of the biographies of 2 Quebec swimmers was inappropriate for a National Championship. Geoff will discuss with MSC.
Rules / Officials - Chris Smith : Vice President
Officials Clinic
Everyone is welcome to attend the Central Ontario's Officials Clinic October 18 at Swim Ontario's office.
Registrar - Bruce Fairbrother
Registered Clubs: 81, club swimmers: 2107, unattached swimmers: 34, mail membership: 9.
Recorder - Michael Stroud
Records
Walt Reid (FINA Records) has confirmed that Lynn Marshall and Judie Oliver's records have been accepted by FINA.
Relays
Michael has recorded only 1 relay team per club in the top ten.
Top Ten
Michael is developing a proposal to eliminate top ten and institute a new scheme of recognition.
Provincials
Provincials are not hosted by MSO but by individual clubs, this years Provincials were hosted by the East York Hurricanes.
Scoring
Michael has submitted a notice of motion to prohibit scoring at the Ontario Championship.
Swimmer Survey
MSO might think about developing a demographic information questionnaire which would be included with the President's editorial.
French Safety Procedures
The safety procedures have been sent to Gordon Knowles for French translation.
Relay Age Groups
Michael is developing a proposal to eliminate the 100-119 year old age group for relays.
New Business
Committee Structures
The new committee structures document is at the end of the minutes. Please
comment and let MSO know if you have an interest in serving on one of the
committees. We need your input to serve members better.
NEXT MEETING
The next meeting will be on Sunday, October 5, 1997 at the new time of 11:30 A.M. at Nortel's Brampton office.
ADJOURNMENT
Motion: Geoff Camp / Darlene Brown
To adjourn the meeting.
CARRIED
The meeting was adjourned at 6:00 P.M.
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source : mso minutes; updated : 1997.11.09; file : minutes09