ATTENDEES
ABSENT
Guest
A. CALL TO ORDER The meeting was called to order by the chair, Schmidt at 8:36 PM EDT Motion B2:03:01 (Nauss/Sandilands) that this be a regular board meeting. Carried unanimously. B. INTRODUCTIONS/WELCOME 1. Korrie Miller was recognized as the Saskatchewan delegate. 2. The chair welcomed and introduced the delegates and guests. C. ADOPTION OF AGENDA Additions: Recognize new SK delegate as B.1 Motion B2:03:02 (Sandilands/Smith) to accept the agenda as amended. Carried unanimously. D. APPROVAL OF MINUTES Motion B2:03:03 (Nauss/Smith) to accept the Jan 14, 2003 minutes as published. Carried unanimously. E. BUSINESS ARISING FROM MINUTES 14 JANUARY 2003 1. Contracts and guidelines for staff - Schmidt Contracts signed by Whittall and Pinarski. Smith is drafting for others. 2. Championships 2003 - Hurtubise 600 entries as of April 12. Accepting all entries posted by April 15. Estimate about 900 total. Average 5 events per swimmer. About 1/10 entries form outside Canada. All going as planned. Many clubs not aware of rules, especially relay entries which is creating problems. Smith; proposed re relay entries - let clubs know that they have until Apr. 22 to enter relays and until May 16 to confirm swimmers and age group. Motion B2:03:04 - (Smith/Hurtubise), that Rule L 4.a. be suspended for the 2003 Championhship. Amendment (Sandilands/Smith) - add; and replaced with the following: any change to the age group of a relay team after 6 PM May 16, 2003, which is the latest time that will permit orderly seeding and relay heat sheet preparation, shall result in "exhibition" status for that team. Carried. Motion B2:03:04 - (as amended) - that Rule L 4.a. be suspended for the 2003 Championhship and replaced with the following: any change to the age group of a relay team after 6 PM May 16, 2003, which is the latest time that will permit orderly seeding and relay heat sheet preparation, shall result in "exhibition" status for that team. Carried. Nauss opposed. (Camp, although does not have a vote, expressed opposition tot he motion.) 3. Championships 2004 - Smith MSC has heard that at the MSABC AGM they have decided that they are not interested in hosting the 2004 Championships. Smith to notify MSABC that as they have not responded that MSC is now looking elsewhere . Smith requests that if any other province is interested to apply by May 18, 2003. 4. WAVES/LA VAGUE Editor Jennifer Pinarski is new editor for the newsletter. 5. Ad Hoc Committee - Smith Forum now at 1:00 PM Fri. May 16, 2003. Smith suggests that Forum start via e-mail prior to Montreal. Wants to ensure that it includes people from the provinces other than ON & PQ. Sandilands - numbers not as important as the chair ensuring that there is a balance of input. F. FINANCE 1. Audited Financial Statement 2002 Smith - Guerard sent to auditor 2 months ago, should arrive next week. MSABC and NF only provinces that have not paid dues for 2003. We have received unsubstantiated reports that MSABC AGM voted that they pay MSC their fees. Evelly - NF forwarding their fees 2 Budget 2003 The executive approved 2 changes; translation costs increase for upcoming issue; travel costs of up to $500 for editor for 2003 Championship. This, with F.3, will result in shortfall. If BC only sends payment for competitive swimmers then we could be further over budget. 3 Directors Liability Insurance Smith - verbal quote from Agent of $1,050. This is a very good price. Motion B2:03:05 (Smith/Nauss) that we accept the proposal from Sports Can to provide liability insurance for 2 million for corporate and 1 million for directors for a cost not to exceed $1,200. Carried unanimously. 4 Financial Guidelines Smith - draft sent out, comments coming in. 5 Stipends - Guerard As per auditors - if there is a contract MSC is not responsible if recipient doesn't declare as income. If no contract MSC is obligated to send out T4A slips or they could be responsible (fined). 6 CCRA Compliance - Guerard MSC is GST exempt. 7 Job Descriptions Schmidt - drafted and to be presented to next executive committee meeting G. REPORTS 1. Executive - Schmidt Minutes of last two executive meetings sent to board members. 2. Long Term Planning - Davis See e-mail from Davis sent to the board just prior to this meeting or a draft plan. Motion B2:03:06 (Nauss/Sandilands) that the LTP committee be authorized to go out and get quotes to implement the proposal for internet based communications. Carried unanimously 3. Awards No report 4. Communications - Pinarski Thanks to all for sending their submissions in time. Good costs for printing, postage to remain the same, translation up for this issue. WAVES out early May, La VAGUE, end of May. 2 Pinarski to send an electronic copy send to PQ for distribution to their members prior to the Championships and a PDF copy to Ellis for MSC web site. 5. SNC/FINA - Evelly No report. 6. Fitness - Prebble Report via e-mail: MSC Fitness Challenge continues until June 30th with results sent to Juanita Prebble by July 15,2003. Attachment: rules and worksheet. Also available on MSC Website. 7. Marketing - Schmidt Schmidt has asked MacDonald not to do anything until we have our insurance 8. Rules - Stroud Draft sent to rules committee 9. Championships - Smith See E.2.3. 10. Officials No Report 11. Coaching No report 12. Bylaws - Sandilands No report H. OTHER BUSINESS 1. Nominations Report - Camp Camp had verbal assurance from 4 incumbents that they were willing to return. Interest expressed from other directors. Nauss withdraws name as VP Motion B2:03:07 (Sandilands/Nauss) that the past president request written expressions of interest for executive positions for presentation as a nominating committee report, by May 1, 2003. Carried unanimously. 2. Supper May 15 - Smith Suggestions - that anyone on the board arriving Thurs. get together for an informal supper to get to know each other. Smith to organize with Hurtubise & Whittall. I. ADJOURNMENT Motion B2:03:08 (Sandilands) to adjourn. Carried The meeting was adjourned at 11:51 PM EDT