Board of Directors Meeting
Sunday, October 05, 1997
NorTel in Brampton
PRESENT
Board
| Cheryl Blay | Darlene Brown | Geoff Camp | Sharon Cockerton-Agnew | Don Hambley | Barrie Malloch | Pat Niblett | Chris Smith |
Executive Secretary / Registrar
Statistician
Absent with Regrets
CALL TO ORDER
Pat Niblett, acting as chair, called the meeting to order at 12:00 P.M. She welcomed Michael Stroud as a guest.
APPROVAL OF MINUTES
Motion: Don Hambley / Geoff Camp
To accept the minutes of the August 24 meeting.
CARRIED
REPORTS
Constitution / Strategic Plan / Nominations : Pat Niblett, President
Swim Ontario
Pat reported on her conversation with Lea Bredschneider the technical advisor at Swim Ontario. Swim Ontario would like to compile a list of MSO swimmers who have SNC official's accreditation. They would request the information from MSO clubs through Barrie Malloch the club liaison. A club listing will also be sent at the end of year.
Permission to Travel
Swim Ontario requested labels for all clubs and unattached swimmers. They will be mailing out the insurance package to all clubs and it includes a "permission to travel" form. In order for insurance coverage to follow members out-of-province (in Canada or anywhere else), this form must be submitted to Swim Ontario prior to departure. This is acceptable from individuals (masters) or, preferably, from the club with the swimmers names listed.
Insurance
MSO's insurance is paid to December 31, 1997. MSC is not currently looking into setting up National insurance. Darlene will ask Grant to contact her insurance agent to explore alternatives to the current insurance policy.
Constitution - Head Office (Page 46)
MSO's head office is listed as in the Municipality of Metropolitan Toronto. Geoff said a general address is better so it does not have to be revised in the constitution if it changes.
Mail-in / Proxy Voting (Page 52, #8)
Pat will propose a motion at the AGM to change the current bylaw:
The constitution states that: "Delegates situated more than 200 kilometers from the site of a meeting where voting privileges may be exercised may cast their votes by special delivery, registered mail, or proxy to the maximum of their allotted votes."
Amendment
"Delegates may cast their vote by mail-in or proxy to the maximum of their allotted votes."
The current bylaws are in effect for this AGM. Any motion approved at this AGM does not take effect until after the AGM.
Nominations
Pat reported that Darlene Brown, Cheryl Blay, Barrie Malloch and Sharon Cockerton-Agnew have submitted consent to serve form. Grant Sinclair has confirmed that he will as well.
Finance : Darlene Brown, Treasurer
Financial Statements
An income and expense statement will be sent to the accountant for the audit. The unaudited financial statements will be included with the AGM reports. The expenses for the web site and a web master have been added to the proposed budget.
Action: Bruce : Darlene needs the serial numbers for the computer purchased by MSO.
Competition Committee
Sanction Request Form : Michael Stroud
The email address has been added to the sanction request form.
Top Ten : Michael Stroud
The Top Ten will be ready this week. Results from VVM's meet are not included. There were more than 10,000 swims, 970 swimmers competed excluding OWS. Michael processed an interim Top Ten for Christian Berger for the old swim season, which he will not do again.
Meet Management Guide : Michael Stroud
Michael gave Cheryl British Columbia's meet management guide for ideas for MSO's.
Pentathlon and AGM : Michael Stroud
Michael sent Jack Galvin an information sheet about MSO which will be included with North York's meet package including information about the AGM.
Meet Co-ordinator: Cheryl Blay
Ottawa Y Masters will be hosting a meet on November 8 (changed from Nov. 2). Christine Daprat has a new address effective October 15. Please check the meet schedule.
1000 Islands Y Masters are hosting a meet December 14.
Alderwood Teddy Bares' meet on January 25 is definite now. They have postponed the scheduled pool shutdown.
Nepean's Winterlude meet is on February 21, 1998.
Etobicoke Olympium Masters will be hosting the Provincial Championship on March 13/15, 1998. We still need the meet package for final sanctioning.
Dalewood Masters are planning a meet on March 1 to be held at the McMaster Pool.
Ancaster Masters' meet on March 29.
1000 Island Y Masters are planning a pool meet on May 10 at the
Brockville Y.
University of Western Ontario Aquatic Club has applied for sanctioning of their 5 K Provincial Championship on September 13, 1998.
Motion: Geoff Camp / Darlene Brown
To approve UWO to hold the 5 K. Provincial Championship.
CARRIED
Technosport has mailed out their planned meets but sanction has not yet been requested or granted, although the package says they are Sanctioned. Chris suggested a conditional approval for all but two of the meets - the one that conflicts with the Provincial Championship in March and the one that conflicts with 1000 Island Y Masters May meet. Cheryl will contact Duane Jones. These meets have been included on the meet schedule.
Web Site Committee: Michael Stroud
A bulletin board for the web site is under construction.
Jackie Spry asked Michael to act as an advisor for MSC's web site.
Club Liaison: Barrie Malloch
Barrie will help Pat design a map for the AGM showing the regions and clubs assigned to each region.
Registration
Registration numbers for the 1996/97 season: Clubs: 81, Swimmers: 2103 and Unattached: 34
Two new clubs have registered for the 1997/98 season. Courtice Masters Swimming are operating out of a new complex in Courtice. The 22nd Wing / CFB North Bay Masters Club has registered the club and 15 swimmers.
Awards: Chris Smith
Due to an oversight ribbons were not sent to Bryan Findlay for UWO's 5K Provincial Championship. Medals were awarded instead which worked out well.
MSC Rep: Geoff Camp
Quebec Meets
Geoff has received the meet schedule for Quebec. The Quebec meets are now included in the meet schedule.
Clinic for Masters Swimming
Etobicoke's age group team is running a series of clinics for masters swimmers. The fee is $225.00 for the 2-day clinic. They will hold the clinics November 01/02 (front crawl camp), December 13/14 (front crawl camp) and January 17/18 (stroke camp). Flyers are available from he registrar.
World Police and Firefighter's Games (Calgary: July 1997)
Alberta did not sanction the meet because not all swimmers were registered with masters. They are offered to sanction if all swimmers would register, but meet organizers declined. As a result, times cannot be used for masters record applications at any level.
Club codes
Geoff will bring up the problem of duplicate club codes at MSC's meeting.
MSC's AGM - October 17, 18 and 19
Items up for discussion are: bylaw changes; rules; 97/98 nationals; Christian Berger - records; combined special olympics / masters; club codes; national registry and guidelines; Philip Clarke will be discussing the travel permits for out of country meets; MSI (Gordon Knowles has not closed off MSI business yet); World Winter Masterathlete Games; letter to Japan about Morocco.
Ontario Notices of Motion to MSC AGM
1. Change financial year end to calendar year end (ie. July 1 - June 30 changed to January 1 to December 31
2. AGM of MSC held concurrently and co-located with the National Championship
3. Second meeting would be a conference call
4. Voting directors reimbursed for travel only if they compete or volunteer at nationals.
Other MSC
SNC's AGM is in P.E.I. and MSC President Mary Lou Monteith is attending as well as the P.E.I. rep George Lyle.
Communications and Publications Committee : Don Hambley
MSO has postponed the next handbook until the 1998/99 swim season to go out in January 1999. A small reprint of the 1996 handbooks may be necessary to have sufficient copies for the new swimmers for the 1997/98 swim season.
NEW BUSINESS
Expenses
Motion : Chris Smith / Sharon Cockerton-Agnew
MSO will reimburse Pat Niblett and Cheryl Blay for the one night hotel expense (a shared room) to attend the Ontario Swim Officials AGM and Officials Clinic on Saturday and MSO's board meeting on Sunday.
CARRIED
Motion: Geoff Camp / Chris Smith
MSO will cover the cost for lunch at the MSO board meeting.
CARRIED
First World Winter MasterAthlete Games (Ottawa: Februrary 1998)
Mary Wilson was invited to attend this meeting to discuss the board's position on refusing to sanction the games swimming portion. She was unable to attend due to personal matters. The swimming portion of the games has been cancelled.
NEXT MEETING
The next board meeting will be held at Nortel's Brampton office on Sunday November 16, 1997 at 11:30 A.M.
ADJOURNMENT
Motion: Darlene Brown / Barrie Malloch
Moved to adjourn the meeting.
CARRIED
Meeting adjourned at 4:15 P.M.
Home
source : mso minutes; updated : 1997.11.07; file : minutes10