ATTENDEES
OBSERVER
ABSENT
A. CALL TO ORDER
The meeting was called to order by the chair at 6:05 PM EDT
B. INTRODUCTIONS/WELCOME
The chair welcomed and introduced all delegates and observers
Motion B5:00.01 Johnston, Nauss that this be a regular board meeting. Carried unanimously.
Motion B5:00.02 Schmidt, Johnston to table Motion B5:00.01. Carried unanimously
C. RECOGNITION OF NEW PROVINCIAL DELEGATES
Charles Nauss, NS and Anne Kilby, PEI were recognized as delegates.
Camp asked if he could be a voting member at this meeting, as per the letter from MSO
president appointing him Ontario's delegate.
Lyle explained that as per the by-laws no proxies are allowed and if this was for
only this meeting this would be the same as a proxy.
Evelly stated that SNC allows opinions but no vote.
Leier reminded that in the past other provinces couldn't vote under theses circumstances.
Davis, Johnston felt we should be consistent whichever way.
Motion B5:00:03 Guerard, Nauss that Camp be the voting member for Ontario for this meeting.
Recorded vote was requested:
Davis, Guerard, Nauss, for; Johnston, Schmidt, Leier, against; Prebble, abstained,
Lyle, against. Defeated.
Motion B5:00.04 Johnston, Schmidt to un-table Motion B1. Carried unanimously.
Schmidt asked about letter from FNQ re new PQ rep.
Johnston asked why the board did not receive copies of the correspondence
Lyle read the first letter from FNQ and his reply requesting FNQ to provide proof of
the delegate's membership in MSC. FNQ (Bernard Charron) wrote to Bill McFarlane, SNC re MSC rules, stating that the FNQ were not registering the proposed delegate. (see letter attached via e-mail)
Evelly responded to FNQ upon request from SNC. (see letter attached via e-mail)
MSC has had no further correspondence from FNQ
D. ADOPTION OF AGENDA
Motion B5:00:05 Nauss, Johnston to accept the agenda as printed. Carried unanimously.
E. READING AND APPROVAL OF MINUTES
1. May 12, 2000
Corrections: E4b "Budget 2001" to "Budget 2000"
Barry Johnston to Barry Davis
G5e - airfares Johnston asked that the last sentence be changed to "reservations
should always be made according to the guidelines."
Additions: Johnston & Schmidt arrived at 8:45 AM
"unanimously" to all carried motions
G 2 reason - "Johnston, more fiscally responsible and that it would keep the flow
of business going with shorter and more frequent teleconferences."
Para before F "Leier, Johnston and Schmidt not present for above"
Deletions: Schmidt - E16c - "No entry limit."
Motion B5:00:05 Johnston, Schmidt to accept the May 12, 2000 minutes as amended. Carried
unanimously
2. May 13, 2000
Correction: change Barry Johnston to Barry Davis
Motion B5:00:06Nauss, Prebble to accept the May 13, 2000 minutes as amended. Carried unanimously
October '99 and both May '00 meetings now will go on web.
F. REPORTS
1. President - Lyle
Called one executive meeting in July to discuss Quebec situation but some members not
available.
2. Vice-President/External Liaison - Johnston - no report
3. Secretary - Schmidt - no report
4. Treasurer/Finance Committee - Guerard e-mailed statements to the board
a. Financial Report
Motion B5:00:07 Guerard, Nauss to accept the financial report as at August 31, 2000
as presented. Carried unanimously.
b. Budget 2001
Nauss - how are fees to SNC calculated? Guerard - last years membership at $2/person
Motion B5:00:08 Guerard, Nauss to accept the budget as presented. Carried. Prebble
abstained as she has been away and hasn't seen it.
5. Executive Committee - Lyle
a. Policies & Procedure
Lyle explained that these are based on motions/agreements from prior minutes so motions
needed to make any changes to the Policies and Procedures document.
Suggested amendments from Schmidt e-mailed to board were discussed.
Motion B5:00.09: Schmidt, Johnston to add under the Committee section: each chair to
discuss performance with respective staff member(s) annually in May following in-camera
session held by the board of directors. Carried unanimously.
Motion B5:00.10: Schmidt, Johnston to add under the Finance section: that all staff
honorariums and stipends be reviewed annually on the boards in-camera session. Carried
unanimously
Motion B5:00.11: Schmidt, Johnston to rescind under the Finance section the motion made
10/95 stating that "Expenses over $1,000 and capital expenses go to the board for approval.
Money can be moved around within a category without board approval." Carried unanimously.
Motion B5:00.12: Schmidt, Johnston to rescind under the Finance section "That the treasurer
prepare and distribute (to the board) quarterly income statements and a cheque register
showing budget items." Carried unanimously.
Motion B5:00.13: Schmidt, Johnston to add under the Finance section: that the treasurer
prepare and distribute to the board semi-annual income statements and balance sheet.
Carried unanimously.
Motion B5:00.14: Schmidt, Johnston to rescind under the Finance section, travel costs,
number (1) "notify the exec sec at least 2 weeks in advance of travel plans. If not notified
the executive secretary will book flights". Carried unanimously.
Motion B5:00.09: Schmidt, Johnston to rescind under the Finance section, travel costs, number
(2) "airfare paid will be no more than the cost of a 2 week advance seat sale plus
cancellation costs". Carried unanimously.
Motion B5:00.15: Schmidt, Johnston to add under the Finance section, travel costs: airfare
paid will be no more than the cost of a 2 week advance booking plus cancellation costs.
Costs of tickets above 2 week advance prices and ticket changes are the responsibility of
the director. Carried unanimously
Motion B5:00.16: Schmidt, Johnston that we do not extend a line of credit to the organizers
of MSC Championships. Carried unanimously.
Leier asked if Calgary & Saskatoon understand that it was available.
Schmidt and Johnston say neither need one.
Johnston to inform Calgary and Schmidt to inform Saskatoon in writing.
Whittall to amend bid form, Davis to amend website
6. Executive Secretary - Whittall
Requests that each delegate send in the number of registered swimmers by Nov 30, 2000
7. SNC Liaison - Evelly
Evelly is now on the FINA Masters Technical Committee
To ask again that SNC send the Appeals Process and the MOU of the coaches with SNC to Lyle
8. By-Laws - Schmidt
a. BC amendments from Oct '99 copy sent to board members 29/9/00
Some members not seen before or had a chance to study
Motion B5:00:17 Johnston, Prebble to table to next meeting. Carried unanimously.
b. Discipline Policy
E-mailed to board Sept 28.
Davis asked Schmidt what was meant by the bold, underlined and bracketed notations.
Motion B5:00:18 Schmidt, Guerard that the discipline policy that was accepted in principal
Oct'99 now be accepted as a policy of MSC. Carried unanimously
c. Appeals Process
Lyle has not received the SNC copy. Tabled to next meeting.
9. Competitions Rules & Guidelines - Monteith
Camp talked to Monteith and the committee has concerns about some changes that must be made.
Motion B5:00:20: Prebble, Guerard that MSC extend existing "Rules & Guidelines" to May 31,
2001. Carried unanimously
10. Records - Johnston - no report
11. Fitness - Prebble
Committee decided to put aerobic trophy aside for now and start something simpler such as
a postal event which they are now working on.
12. Awards - Leier
Aquatic Hall of Fame agreed that MSC could locate the past presidents plaque in their display.
Motion B5:00:21: Leier, Nauss that the first president be the one when MSC was created as
committee of SNC (Winnipeg 1978). Carried unanimously
Whittall to send history chart to Leier
13. Publications and Communications - Davis
a. MSC News - future issues to have an international flavor with articles from different
countries.
b. Website - New "Comments" and "Tributes" sections. Anna Tosto to compose a disclaimer
to be added
Motion B5:00:22: Davis, Nauss that submissions by members for the "Comments" section to be
on the website for up to 2 months. Carried unanimously.
Juanita & Brian left meeting at 8:07 PM
c. Request from Fournier-Kramer for raise and reminder that her contract was only for 1
year.
Contracts renewal (for a further year) were recorded in the minutes of Oct '99 board
meeting but none were re-written and signed.
Nauss - who is responsible for negotiating contracts? Lyle - executive.
Camp suggests that the chair of the committee (owner of that budget) is responsible
for the decision.
Davis to find out what she is looking for and to bring back to board for discussion
at the next board meeting.
14. Coaching - Monteith - no report
15. Officials - Niblett - no report
16. Marketing - Davis
No response to ad asking for Marketing Director in last newsletter, going in the fall
issue.
Advertising - several US companies interested.
In May each board member was asked to look for a sponsor or advertiser. No results
17. Canadian Championships
a. 1999 - Guerard
Nepean paid all monies due to MSC
b. 2000 - Nauss
Copies of Charles' report sent to all board members. Ended up with a $1,550 loss
Nauss asked that the advertising bill for MSC News and the $5 fee per entrant be forgiven
because he understood it was for a fund to help support future championship losses
which is no longer applicable.
Motion B5:00.23 Johnston, Schmidt that MSC provide up to 4 page in MSC News for the
registration package for the Canadian Championship free of charge to become effective as
of the 2000 Championships. Carried. Nauss abstained.
Motion B5:00.24 Johnston, Schmidt that MSC does not collect the $5/head due from Halifax.
Carried. Nauss abstained.
Guerard - revised budget differed from first budget submitted
Nauss explained that this was due to an error in the Excel formula.
c. 2001 - Johnston
Motion B5:00.25 Johnston, Nauss that we approve that the change to seeding by time only.
Carried unanimously.
Motion B5:00.26 Johnston, Guerard that we accept the registration package. Carried unanimously.
d. 2002 - Schmidt
Motion B5:00.27 Schmidt, Nauss that we accept the change to Long Course. Carried unanimously.
e. 2003 - Guerard - no report
18. Long Term Planning - Lyle
a. Structure of board - as per MSABC Oct '99 presentation
Referred to the committee
G. BUSINESS ARISING FROM MINUTES
1. Executive Director/Administrator - Johnston
Tabled to next board meeting
2. SNC AGM - Lyle
Date changed to Nov 10 -12, 2000. Lyle now not able to attend.
Motion B5:00.28 Schmidt, Nauss that Johnston represent MSC. Carried. Abstained Johnston
3. SNC/MSC MOU - Lyle, Evelly
Tabled to next meeting.
4. Committee composition
Tabled to next meeting
5. Marketing - director & re-definition
Tabled to next meeting
H. NEW BUSINESS
1. David Tree
Evelly - Tree has gone to federal government who contacted Evelly reporting that they would
not be involved and are referring him back to the sport governing body.
2. USMS AGM - FL, Oct 11-15,2000
Delegates see no benefit in having a representative attend and it is not budgeted.
MSC will not send a representative.
3. FNQ - SNC - Evelly, Lyle
Discussed in Item C.
4. Next Meetings
Teleconference - Oct 29, 2000, 6:00PM ET
Teleconference - Jan 14, 2001. Lyle not available. Johnston to chair.
6. Canadian Olympic Swim Team
Nauss suggests that MSC send a congratulatory letter to the Canadian Olympic Swim team.
Schmidt to write and send letter to Harold Cliff, SNC, copy to Dave Johnston.
I. ADJOURNMENT
Motion B5:00:29 Johnston to adjourn the meeting. Carried unanimously.
Meeting adjourned at 9:17 PM