Masters Swimming Ontario
Board of Directors Meeting
SUNDAY, JULY 23, 2000
PAT NIBLETT’S COTTAGE, 11:00AM
Please post the minutes for club member’s information.

PRESENT

Board Members

Darlene Brown           Chris Smith             Lesley Mason-Ward

Pat Niblett                   Mary Brinklow        Claus Koch

Ann Gunther

Absent with Regrets                                   Guests

Charlie Lane                                                  Barrie Malloch – MSO Webmaster

Sharon Cockerton                                       Geoff Camp - EOMAC

Ralph Chown

CALL TO ORDER

Mary Brinklow, acting as chair, called the meeting to order at 11:15 am

ACCEPTANCE OF AGENDA

MOTION: Barrie Malloch/Claus Koch

To adopt the agenda as written.

CARRIED

ACCEPTANCE OF MINUTES OF previous board meeting

MOTION: Darlene Brown/Barrie Malloch

To adopt the minutes as amended.

CARRIED
 COMMITTEE REPORTS

CONSITUTION: Vice President – Mary Brinlow

No Report

STRATEGIC PLAN: President – Sharon Cockerton

No Report

NOMINATIONS: Past President – Chris Smith

Chris Smith would like all Board of Director members whose terms are up to let him know if they are intending to run for the Board again. Members whose two-year terms are up are Ralph Chown, Charlie Lane, Lesley Mason-Ward and Patricia Niblett. Sharon Cockerton has previously stated that she was only interested in a one-year term so her position will also be vacant.

Anyone interested in running for a position on the Board of MSO should contact Chris Smith at (416) 444-1885 and let him know as soon as possible.

 FINANCE: Treasurer – Darlene Brown Preliminary Budget for 2000/2001 year was presented. There are not any large expenditure anticipated for the coming year as medals were purchased this year and the Handbook is not schedule to be printed until the 2001/2002 year.

Motion: To pay an addition $10,000.00 of the 2000 Masters Swimming Canada Fees due.

Patricia Niblett/Darlene Brown

CARRIED

The Board also decided to send to Swim Ontario our insurance fees for the current year.

Stipend for the Executive Secretary was discussed and it was determined that the job has two actual components: 1. AGM packages and the Editorial mailing; 2. The taking and getting out of Board meeting minutes. It was decided that the stipend should reflect these two separate components. The minutes will be paid on a $150.00/ meeting basis on the understanding that the time frame for organizing the minutes and sending them out to members shall be in a timely fashion. There shall be one more week to get the minutes in a draft form out to the Board members, the Board members shall then have one week from receipt, usually by email to respond to any obvious errors and get back to the executive secretary. If a Board member does not respond within that time frame the minutes will be deemed to have been read and no corrections needed.

There shall be one more week in which to make any obvious corrections from the Board members, have the copying and folding done and then the minutes shall be mailed to the member clubs, and be sent to the webmaster to be put on the MSO Website as draft until passed at the next Board meeting. The Stipend per meeting shall be $150.00.

Darlene Brown is to discuss with the current executive secretary the time involved in the AGM packages and the Editorial for come up with a fair stipend for the work on these two jobs.

 MSC: MSC Rep – Patricia Niblett Main discussion was to do with problems at the 2000 Nationals in Halifax. Problems included but not limited to: No French on any programs or heat sheets, No records posted, Results not sent out yet.

2001 Nationals will be held in Calgary. Calgary is thinking of increasing the flat fee portion of the meet to add a free get together barbeque as well as a party.

Also under discussion was the fact that BC allows a provincial team for nationals as well as international meets. MSO Board of Directors restated Ontario’s position that we only field a provincial team for unattached swimmers for the World Games where unattached swimmers are not allowed to compete as they must be registered with a club.

 COMMUNICATIONS: Ralph Chown

No Report

MEMBERSHIP: Sharon Cockerton

No Report

MARKETING: Ann Gunther

Ann has identified 16 geographic areas where there are no official masters swim clubs. She has sent letter to these areas to introduce MSO and to see if there is any interest in setting up a club and if they need any information.

Several other areas were touched on such as: 1 a Series meet to increase the number of competitors, 2. MSO participation award with different levels for the amount of events swum, 3. Award from the mayors of different cities for their swimmers who have won an event at provincials, 4. Where MSO should maintain, increase or look for more affiliations with different causes such as heart and stroke.

 WEB SITE: Webmaster – Barrie Malloch Since the last meeting the list of clubs and where to swim has been updated; new alphabetical list of all clubs with the email contacts.

There are several gaps in information that Barrie has not received for the web site and they are as follows:

A list of sanctioned and planned meets after September 2000

Results from Nationals

Board meeting minutes from January, March and May.

The main problem seems to be that Barrie does not get information from many sources in a timely matter.

 FITNESS: Grant Sinclair The fitness day concept remains a good idea however it does need continuous refining. It was agreed that if it could be managed that three clinics a year would be ideal. Pat will talk to Grant about having a set layout for the clinics and making sure the dates go up on our web site. COMPETITION/ PROVINCIALS: Charlie Lane Motion: All requests for meet dates when received shall be put on website and set to all Board members and Webmaster as planned and inform all parties when sanctioned has been granted. Patricia Niblett/Darlene Browns

CARRIED

Decisions made for easy track of competitions

    1. A list of all meets for the calendar year, planned and sanctioned shall be maintained on the MSO website.
    2. A list of all sanction requests for meets shall be emailed to all Board members when received.
    3. When a meet has received its sanction it shall be given a "Sanction Number"
2001 Provincials, OSOA has shown an interest in running the 2001 Provincials at the Etobicoke Olympium from March 30, 2001 to April 1, 2001. This is to be put on the MSO website as a planned meet. The MSO Board is to see the meet package before a sanction number will be given.

Master Athlete Games 2001

Is to be put on the MSO website as a planned meet, from February 2/2001 to Feb 4, 2001 in Barrie as they have met all criteria for a planned meet and are working hard towards correcting all problems to receive sanctioning. They will be given mailing labels to send out entry forms only if they agree in writing not to sell the mailing list to outside sources.

 RULES & OFFICIALS: Pat Niblett No Report however it is to be noted that Chris Smith is MSO’s representative on the officials committee and this relationship seems to be working well. STATISTICS: Lesley Mason-Ward/Patricia Niblett Official Results from Halifax have not been received yet. Michael Stroud has fixed Lesley problems with the computer program. Lesley will now send Barrie a copy of all new records to be put up on the MSO website. NEW BUSINESS Claus Koch is now our MSO liaison with Swim Ontario, Swim Ontario wants a copy of each meet sanction, a list of all pools MSO clubs train and compete at and the qualifications of all master clubs. They say if we do not comply they will deny us insurance. Claus will be in touch with Swim Ontario on the matter. NEXT MEETING Sunday September 24, 2000. Place to be announced later ADJOURNMENT

Meeting adjourned at 3:00pm