Board of Directors Meeting
Sunday, April 05, 1998
NorTel in Brampton
PRESENT
Board
| Darlene Brown | Geoff Camp | Sharon Cockerton | Grant Sinclair | Chris Smith |
Executive Secretary / Registrar
Statistician / Web Master
Absent with Regrets
| Cheryl Blay | Don Hambley | Pat Niblett | Lesley Mason Ward |
Call to Order
President Chris Smith, acting as chair, called the meeting to order
at 2:10 P.M.
Acceptance of Agenda
Motion: Geoff Camp / Sharon Cockerton
Accept the agenda.
CARRIED
Acceptance of Minutes
Corrections: Pat Nibletts email address is ernpcn@intranet.ca
Motion: Sharon Cockerton / Geoff Camp
Accept the minutes of the January 11, 1998 board meeting.
CARRIED
Motion: Geoff Camp / Sharon Cockerton
Accept the minutes of the February 21, 1998 board meeting.
CARRIED
The minutes of the Special Meeting on February 21, 1998, have been received and circulated and will be approved at the next AGM. The minutes of the February 21 Special Meeting will be included with the AGM reports.
Constitution: Chairperson - Geoff Camp
No report
Strategic Plan: Chairperson - President : Chris Smith
The status of each item on the strategic plan was reviewed.
Rotating Meeting
A meeting was held prior to the Nepean Winterlude meet. The location
and date of the next rotating meeting should be publicized more.
Open Meeting
An open meeting was scheduled for the Provincial Championship at Etobicoke
but it didn't take place due to a lack of available board members. There
should be an open meeting held at the Provincial Championship each year
and again publicize it more. A notification could go out in the President's
Editorial.
Nominations: Chairperson - President: Chris Smith
No Report
Finance: Chairperson - Treasurer: Darlene Brown
MSC Fees
Geoff illustrated how MSC's change of fiscal year end defers MSO's fee
payment for the 1997/1998 season to MSO's year end. Geoff will deliver
a payment of $8,000 to MSC at the meeting at the Nationals on May 17, 1998.
A final payment will be made at the end of MSO's fiscal 1998 year.
Insurance
MSO pays Swim Ontario $1.08 for insurance. There is no directors liability
insurance in effect at present. The cost would be too high for MSO to obtain
their own insurance with only 2,000 members. It is cheaper to pay $1.08
plus the subsidy to Swim Ontario for a total of $2.50.
Liability Waiver
Darlene will investigate whether a liability waiver should be included
with meet packages.
SWIMS Awards
The SWIMS awards were $99 over budget but OK'd by the board.
MSC: Chairperson - Geoff Camp
Volunteers
Beth Whittall and Maria Cherry have volunteered to work on MSC committees.
Tele-conference March 27, 1998
The February budget was accepted. Manitoba, Quebec, NB, NFLD have paid
a portion of their 1997/1998 fees. There has been growth in MSC News advertising
revenue, $4000.00 and climbing. The release of the final authorized rule
book is due soon.
Age Determination Date
Geoff will submit a motion to restore the age determination date to
last day of the meet at the mid-year meeting at Nationals in May.
Club Codes
Christian Berger will continue to use his own club codes for top twenty
and record purposes. No one has taken responsibility for resolving duplicate
club codes at the national level.
Rulebook
The next edition of the SNC rule book will apparently not include the
revisions to the Masters rules prepared by MSC.
Communication / Publications: (Interim) Chairperson - Michael Stroud
Handbooks
The handbooks have been delayed because the printer requested payment before shipping them. A cheque went out Thursday, April 2, 1998.
Don Hambley had a heart attack however he is recuperating in London and doing well. MSO wishes Don Hambley all the best for a speedy recovery.
Michael will take responsibility for publishing the next handbook by January 1999.
The next MSO Handbook will be distributed in January 1999.
If there is anything you want included in the Handbook, immediately
notify
Michael Stroud
51 Hammersmith Avenue, Toronto, Ontario, M4E 2W3
days: (416) 698-6889
eves: (416) 698-2045
email: mstroud@netrover.com
Membership: Chairperson - Sharon Cockerton
Out-of-Province Swimmers
Sharon requested a listing of all registered swimmers and their addresses.
The membership committee will check addresses to see if they are valid
or club addresses. Bruce will email a file to Sharon.
Approved Field
Bruce will add a field in the registration database for Quebec swimmers
who have received approval for out-of-province status by the board. Their
times will be accepted for records and top ten.
Regional Reps
The membership committee will be getting in touch with the regional
reps who will be communicating with the clubs in their region.
Residency
An Ontario swimmer who trains and competes with a US club for a portion
of the year has requested that these times be included for Ontario records
and top ten. The board reconfirms that only races swum at sanctioned meets
under the banner of an Ontario club are eligible for records and top ten.
Retention Rate
The membership committee is now in possession of an analysis of swimmers
over the last 10 years, indicating how many swimmers remained active each
year, how many swimmers were lost each year and how many new swimmers registered
each year. The analysis breaks down the statistics by age group and gender.
Recognition sub-committee: Michael Stroud
SWIMS Award : Ted Roach and Beth Whittall received their awards March 14 at the Provincial Championship. The Board received a letter from Ted thanking MSO for recognizing his work with Masters swimming showing that his work is appreciated by his fellow swimmers. Michael will present Kay Easun with her award either officially at a meet or meeting or unofficially, whichever Kay wishes to do.
Lifetime Membership
Motion: Geoff Camp / Darlene Brown
The three swimmers awarded the SWIMS awards will receive a lifetime membership with MSO.
CARRIED
The Order of the Soggy Goggle (OSG)
The recipients of the SWIMS awards are now entitled to use the designation OSG for The Order of the Soggy Goggle. This designation would appear on heat sheets and the Top Ten.
Volunteer Recognition
Michael proposed to recognize volunteers under 4 categories with a random draw for a gift donated from a sponsor. The four categories are:
1. Officials
2. Coaches
3. Administration
4. Volunteer
A draw will be made at random from each group at the AGM. The four winners will receive a gift donated from a sponsor. The volunteer recognition winners would be published in the Editorial or other MSO publication.
Motion: Sharon Cockerton / Geoff Camp
Present 4 volunteer awards as per Michael's suggestion at the AGM by random draw.
CARRIED
Swimmer of the year
The board did not agree with Michael's proposal to recognize a swimmer drawn at random.
Current Registration (1998)
The current registration figures as of April 5 are:
Clubs: 80; Club swimmers: 2098, Unattached: 30 for a total of 2128 swimmers.
Marketing : Chairperson - vacant
Ian Christie and Roy Smith have been pursuing some marketing ideas. Michael recommended that Chris Smith talk to them and invite them to a board meeting.
Web Site: Chairperson - Michael Stroud
The profiles of the recipients of the SWIMS award (Beth Whittall, Ted Roach and Kay Easun) are on MSO's web site.
Nancy Irwin is working on the history documentation of the people who have served as directors on MSO's board.
Barrie Malloch will work on questionnaires.
Fitness: Chairperson - Michael Stroud
Sue Robertson has located an article on nutrition/fitness which Michael will prepare for the MSO insertion for the next publication of the MSC News. There is information on the USMS web page on fitness, training and coaching.
Competition: Chairperson - Michael Stroud
Canadian Top Twenty
Christian Berger is picking up the meet results from MSO's web site. The age determination dates are different than MSC's so records will be different. Michael will continue to send the Top Twenty to Christian in January.
Provincial Results: Geoff Camp
Etobicoke is going through the results to match up the timing tapes with the heat sheets to make sure there are no mistakes before sending out the Provincial results. If your club notices any remaining errors when you receive the results, please call Charlie Lane at (416) 270-0084 and let him know. He will pass on all corrections to Michael Stroud.
Provincials: Geoff Camp
The Provincial Championship hosted by Etobicoke was a successful meet, every one was pleased. Charlie Lane anticipates presenting a meet report at the May MSO meeting. There was a problem with timing and future meet managers may choose to return manual watch backups.
Rules: Chairperson - Michael Stroud
MSO will comply with the new rules to be in effect May 1, 1998. SNC (Swimming/Natation Canada) and SO (Swim Ontario) will also comply with the rule changes.
Officials: Chairperson - Pat Niblett
No Report
New Business
Swim Ontario's AGM
Swim Ontario's AGM will be May 1/3, 1998 at Novotel in Mississauga. Cheryl Blay will represent MSO at the meeting.
NEXT Meeting
May 31, 1998 1 P.M. at Nortel in Brampton
Motion: Sharon Cockerton / Darlene Brown
To adjourn the meeting.
CARRIED
The meeting was adjourned at 4:40 P.M.
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source : mso minutes; updated : 1998.06.13; file : minutes15