Masters Swimming Ontario
Board of Directors Meeting
Sunday November 21, 1999
YMCA/YWCA, Brockville,Ontario
Please post the minutes for club member’s information.

PRESENT

Board Members

Darlene Brown Geoff Camp Ralph Chown Charlie Lane

Sharon Cockerton Lesley Mason-Ward Pat Niblett Chris Smith

Grant Sinclair

Absent with Regrets Guests

Cheryl Blay Barrie Malloch – MSO Webmaster

Kalis Rasmussen – Etobicoke Masters

CALL TO ORDER

Sharon Cockerton, acting as chair, called the meeting to order at 10:10 am

ACCEPTANCE OF AGENDA

MOTION: GEOFF CAMP/RALPH CHOWN

CARRIED

ACCEPTANCE OF MINUTES OF SEPTEMBER 26, 1999

MOTION: GEOFF CAMP/PATRICIA NIBLETT

To adopt the minutes as written

CARRIED
 COMMITTEE REPORTS

CONSITUTION: PAT

No Report today. Several motions will be brought forward at the Annual General Meeting (AGM)

STRATEGIC PLAN: SHARON

Is in the AGM package being sent to all the clubs

NOMINATIONS: CHRIS

A few people have expressed interest in running for the board. However the Board will be short one body. Anyone interest in running for the Board of Directors should contact a Board member close by or their regional representative. FINANCE: DARLENE
 
MASTERS SWIMMING ONTARIO
BUDGET
SEPTEMBER 199 - AUGUST 2000
BUDGET ACTUAL
2000
1999
REVENUE
Club Registrations (84 Clubs @ $45)
$ 3,780.00 
$ 3,780.00 
Club Swimmers (2200 @ $20)
$ 44,000.00 
$ 47,940.00 
Fitness Day
$ 500.00 
$ 700.00 
Mailing Members (12 @ $15)
$ 180.00 
Miscellaneous
$ 300.00 
$ 483.53 
Unattached (50 @ $35)
$ 1,750.00 
$ 1,820.00 
TOTAL REVENUE
$ 50,330.00 
$ 54,903.53 
EXPENSES
Administration
Bank Charges
$ 60.00 
$ 40.27 
Donations
$ 100.00 
$ 100.00 
Meetings
Materials
$ 200.00 
$ 164.42 
Rooms
$ 50.00 
$ 43.68 
Travel
$ 4,000.00 
$ 3,397.41 
Total Meetings
$ 4,250.00 
$ 3,605.51 
Stipends
Recorder
$ 2,000.00 
$ 666.58 
Registrar
$ 5,000.00 
$ 4,875.00 
Executive Secretary
$ 2,500.00 
Webmaster
$ 500.00 
Total Stipends
$ 7,000.00 
$ 5,541.58 
Supplies
Copying
$ 700.00 
$ 605.44 
Postage
$ 900.00 
$ 870.17 
Registrar
$ 1,200.00 
$ 1,075.13 
Total Supplies
$ 2,800.00 
$ 2,550.74 
Telephone
$ 480.00 
$ 96.04 
Total Administration
$ 14,690.00 
$ 11,934.14 
Committees
Finance
Insurance
$ 4,374.00 
$ 4,650.00 
Swim Ontario
$ 1,926.00 
$ 2,047.60 
Total Finance
$ 6,300.00 
$ 6,697.60 
Fitness
$ 500.00 
$ 725.72 
MSC
National Registration
$ 22,500.00 
$ 23,660.00 
Total MSC
$ 22,500.00 
$ 23,660.00 
Publications
Editorial
$ 1,000.00 
$ 1,000.00 
Handbook
$ 5,772.47 
Total Publications
$ 1,000.00 
$ 6,772.47 
Web Site
$ 464.82 
$ 514.82 
Total Committees
$ 30,764.82 
$ 38,370.61 
Miscellaneous
$ 300.00 
$ 260.10 
TOTAL EXPENSES
$ 45,754.82 
$ 50,564.85 
NET INCOME
$ 4,575.18 
$ 4,338.68 
  The discrepancies reported in last meeting’s minutes between the registrar’s number and the treasurers numbers have been cleared up and corrected.

MSO has decided to purchase a printer for the Registrar’s use. The maximum cost will be $300.00 including taxes

The Registrar’s petty cash advance will be increased to $400.00 as the original $200.00 was found to be inadequate.

 MSC: GEOFF Full report will follow at the AGM. Patricia Niblett will be taking over as the MSC representative for Ontario.

The meet package has been approved for the Halifax nationals. A maximum of 450 swimmers will be allowed. The meet will be run single ended. Therefore get your entries in early.

 COMMUNICATIONS: RALPH At the MSO board meeting on May 2nd it was suggested that clubs could be better served if most communication with the clubs was done electronically. Following Nationals a questionnaire was sent to some 50 clubs to ask if they would prefer to have the minutes of board meetings and other notices sent to a club contact as an attachment to an e-mail. Of the 26 clubs that responded 23 favoured having information sent by e-mail, however, there was disagreement on the format for a file attachment.

After reviewing the replies and with the MSO web site much improved it became apparent at the September meeting that a better solution would be to post all information on the MSO Web Site and to advise a club contact by e-mail whenever information had been updated. This procedure would:
    1. Eliminated the format problem.
    2. Make posted information available to all swimmers with access to the Web.
    3. Encourage more frequent use of the MSO Site.
To this end, the year 2000 swim club registration form will request an e-mail contact and a motion shall be made at the AGM in December 1999 to
    1. Adopt the procedure of posting MSO meeting minutes and notices on the MSO web site.
    2. Advise the club contacts by e-mail when the minutes have been posted.
    3. Not mail minutes and notices to clubs unless specifically requested by a club or an unattached swimmer who does not have access to the Web.
MEMBERSHIP: SHARON

The Board is short one regional representative for Metro Toronto.

The Board of Directors is asking for nominations for the SWIMS Award. The deadline for nominations is the end of January 2000 and must include the following information on the nominee:
    1. The NAME of the nominee
    2. REASONS why you feel the person should receive the SWIMS Award.
    3. A BRIEF HISTORY of the person’s accomplishments in MSO
    4. CLUB NAME of the person’s club.
 

 

MARKETING:

No report

WEB SITE: BARRIE

Barrie has talked to Lesley and Lesley will now be sending Barrie the top 20 and records

updated by meet.

Barrie has updated the metatag fields for search engines. Hopefully this will make things easier for people searching the web to find the MSO Web Site. FITNESS: GRANT Duane Jones of Technosport ran a fitness camp on Saturday November 20, 1999 in Ottawa from 7:30am – 4:30pm. Thirty people attended and were given stroke correction, fitness and nutrition information.

Another fitness clinic is planned for April 2, 2000 at the Etobicoke Olympium. If you want more information on the upcoming clinic email Grant at gsinclair@chrt-tcdp.gc.ca

 

 COMPETITION: CHERYL Don Clinton is making the Meet Software Nepean used at Nationals available free for anyone who would like to have it. RULES & OFFICIALS: PAT All funding for officials depend on numbers. We will be sending out an officials registration form with the editorial. STATISTICS: LESLEY As of Saturday November 20, 1999 Lesley had only received one set of results from meets held since the beginning the new swim season. At the meeting she received three more sets of results and they will be dealt with shortly. PROVINCIALS: CHARLIE A Future Provincial Championships

-A Letter has been submitted confirming reserved pool time at the Etobicoke

Olympium for the Masters Provincial Championships for a weekend in April of 2001, 2002, and 2003, with the exact dates to be confirmed approximately one year ahead.

-This three-year commitments do not precluded another venue form hosting the meet during these years, but this would require confirmation a full year prior.

-Appeals for clubs interest in hosting (especially for 2001) should be repeated in all possible places…. At the AGM, in this year’s Provincial meet package and heat sheets all mailings to members, etc.

-My personal goal is too able to announce at Provincials 2000 the hosing club for 2001, and so on.
    1. Details of plans for April 7-9/2000 Provincials.
-An age group club will be hired to run most aspects of the meet with EOMAC retaining control for a few key areas…probably meet package preparations, registrations, reception and social.

-Some modification of the warm-up procedures may be necessary, depending on the availability of the Patio Pool. This could include the insertion of a few short warm-up periods between events.

-The 1500 freestyle will take place on Friday night, with the 800 free last on Sunday.

-The possibility of running 400 &/or 800 relays on Friday night seems unlikely at this time.

-The meet fees include a flat fee of $10, plus a per event fee of $6… a full 6-event weekend will cost a swimmer $46, with no extra charge for the meal and party on Saturday p.m.

-T-Shirts and grazing details have not yet been worked out.

 

 NEW BUSINESS Proposed competitions:

London 13th February 2000 – Long Course

Dalewood 11th March 2000 – Saturday night only – Long Course

Alderwood Teddy Bares held a 25th anniversary party, which was very successful.

NEXT MEETING

Following the AGM on Sunday December 12th, 1999

ADJOURNMENT

 The meeting was adjourned at 12 noon

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source : mso minutes; updated : 1999.12.11; file : minutes26