Present:
Ralph Chown
Darlene Brown
Mary Brinklow
Lesley Mason-Ward
Claus Koch
Ann Gunther
Charlie Lane
Absent with Regrets:
Nicole MacDonald
Guests:
Geoff Camp
Michael Stroud
Barrie Malloch
Brian Croker
Meeting was call to order at 11:45 AM with Ralph Chown, President acting as chair.
After review of the agenda, Swim Ontario was added.
MOTION: To approve the agenda with additions mentioned.
Moved by Charlie Lane, seconded by Mary Brinklow.
CARRIED
Previous Minutes:
Corrections to last minutes were:
Page 3 under Competition- delete the line "In the absence of Charlie…"
- delete wording after "Association Teams"
MOTION: To accept the minutes of the last meeting as amended.
Moved by Darlene Brown, seconded by Lesley Mason-Ward.
CARRIED
Strategic Planning:
Ralph Chown reported that the emphasis for this year would be the new version of the handbook and working with the insurance broker to review and revise our insurance policy striving for the best possible coverage for the membership.
Constitution:
Mary Brinklow tabled a policy in regards to MSO equipment and the legalities should something unfortunate happen to those in possession of it. Darlene and Brian to get legal opinions on the document presented.
Finances:
Darlene Brown reported that the financial statements are not fully complete since Brian and Darlene have not had the chance to balance to verify numbers. This should be done next week and ready for the AGM mailing.
Darlene also reported that both computers were purchased under budget.
Membership:
Brian Croker reported that all registration packages were sent out mid August. Of the 69 registered swimmers for 2002, 15 are new to MSO. See report attached. A new club in Tillsonburg has registered. MSO will contact Christian Berger regarding the "Call letters" of Tillsonburg "TILL" so that he could ensure no overlap with other clubs across the country. He has previously agreed to use ours so long as they do not conflict with another pre-existing one.
Discussions ensued regarding the difference between Honorary Members and the Order of the Soggy Goggle members. We have 3 Honorary Members- Hud Stewart (deceased), Bernie McGrath and Jack McCormick (deceased). We have 5 OSG Members- Beth Whittall, Ted Roach, Kay Easun, Michael Stroud and Pat Niblett.
Discussions turned to the new computers. Both Lesley and Brian are pleased with the new equipment. It was decided that in order to have smooth exchange of information, new software would be needed.
MOTION: That MSO purchase 2 sets of Office XP software for the use on the computers of Lesley Mason-Ward and Brian Croker.
Moved by Darlene Brown, seconded by Mary Brinklow.
CARRIED
Insurance:
Claus reported that discussions were still ongoing with the new broker.
The new broker may not know much about Masters Swimming, so it was suggested that we invite him to a meet or club practice. Claus will look into his knowledge background.
The Board requested a copy of the proposed policy prior to the next meeting and that Steve the Broker Representative make a presentation at that meeting.
Meet Co-ordinator:
Charlie Lane reported that Chris Smith and the OSOA organization is working on the Provincials Meet package and should have it for the next meeting.
Information and sanction was approved for Etobicoke, the Technosport series (except the open water swims since they are outside Ontario), Alderwood and North York Pentathlon.
This year’s St. Mary’s 5K Ontario Championship was a great success with 46 swimmers, all whom completed the course. Host, Bryan Finlay (LSD) sent thanks for MSO’s support during the recent insurance difficulties.
The meet sanctioning process was reopened, beginning with a review by Ralph Chown of the July discussions. After further discussion it was agreed that Charlie would continue to send email e-versions of meet packages to notify the Board on each non-championship meets. Board members would have 3 days for questions or comments after which Charlie would confirm sanction. Charlie would inform Leslie as well as Barrie and Brian about all meets as the sanction is approved.
The Guelph meet of June 24th, 2001 was discussed because of the inclusion 3 fun events, the results from which were not properly identified as being unorthodox events. Charlie passed around the meet package, which did show the correct information. Charlie will follow up with the Meet Manager and/or Referee concerned.
Further to the discussions on time trials, we agreed that the sanction application form should include notice of any potential limit on the number of entries to be accepted. Charlie is to amend the present form for the website and for the revised handbook.
MOTION from the Floor: Be it resolved that MSO welcomes any and all competition opportunities for swimming. With that in mind, all sanctioned competitions must be notified to all registered clubs, unattached and mail membership swimmers in the province at least one week prior to the entry deadline. It is understood that if a host chooses to limit the number of swimmers, that limit may be reached prior to the official deadline. Moved by Geoff Camp, seconded by Charlie Lane.
CARRIED
Rules:
Ralph Chown reported that MSO would not proceed with the new FINA proposed fly rules (outline attached). This issue will not be addressed by MSO until after the FINA Technical meeting in New Zealand at the World Masters Swim Championship in March 2002.
Marketing:
Ann Gunther stated that it might be a little late but if anyone is interested in advertising for the handbook, please contact her at 905-780-9715. Prices are full page $300.00, half page $200.00 and all others are $100.00. At this point Ralph Chown (on behalf of Michael Stroud) presented documentation to be archived that showed the advertising from the East York Hurricanes in the last edition of the handbook was paid for, and that the minutes from May 31, 1998 meeting indicated that such advertising was available to all clubs and in the province.
Ann also brought to the table the idea of having sponsors listed on the website somehow. Without much more information it was decided to discuss further if a potential client brought a proposal forth. One item was generally agreed upon is that it should not be intrusive.
The Heart and Stroke campaign received $32,000 that was raised by Masters Swimmers in Ontario.
Ann brought forth the idea of recognition for participation using different levels and a full slate of events including open water. Based on the calendar year it would be the swimmers responsibility to keep track of events swum and at what meet. At the end of the year they could send in their results and based on the criteria yet to be decided, level certificates or similar, would be presented to the swimmer. Ann will email Board members a revised draft for comments.
Masters Swimming Canada:
Geoff Camp (as MSC President) reported the following on behalf of Darlene:
Lesley Mason-Ward reported she was still learning the new system and was working well with Don Clinton. They need a copy of the computer backup of the file for registered swimmers to complete the updating of the stats. Brian Croker is looking at getting that to them.
Handbook:
Claus Koch reported that the new version is almost ready for print. It was decided to go for an initial run of 5000 copies at a cost of $6700. 00 plus tax.
Claus commented that MSO might want to look at alternative ways for future consideration of doing the handbook:
3. Separate sheets/booklet for Officials
Swim Ontario:
Claus Koch reported that SO has recently started online registrations for Clubs and swimmers. They also sent out an advisory to all clubs regarding those alternative training methods that were not covered under the current policy. Club officials are not covered for officers liability insurance but such riders are available to any club that wishes to pay for it.
Swim Ontario has in place their rolling 5-year plan. They also have a fundraising catalogue available – this year they are using calendars as the major fundraising seller.
Nominations:
Ralph Chown reported he has received a nomination from Shona Maclachlan of Markham Masters. There are 4 vacancies up for grabs and 1 position open. The 4 are 2-year terms and the 1 position is for 1 year.
AGM:
All committee reports should be sent to Brian by an email attachment no later than Friday October 12, 2001.
Next Meeting Sunday November 4th, at 11:30 AM at Claus Koch
home.
MOTION: To adjourn the meeting at 5:17 PM.