ATTENDEES
ABSENT
Guest
A. CALL TO ORDER The meeting was called to order by the chair, Schmidt at 8:05 PM EDT Motion B4:03:01 (Sandilands/Nauss) that this be a regular board meeting. Carried unanimously. B. INTRODUCTIONS/WELCOME The chair welcomed and introduced the delegates and guest. C. ADOPTION OF AGENDA Motion B4:03:02 (Nauss/Sandilands) to accept the agenda as published. Carried unanimously. D. APPROVAL OF MINUTES Motion B4:03:03 (Sandilands/Nauss to accept the April 15, 2003 minutes as published. Carried unanimously. Motion B4:03:04 (Sandilands/Smith) to accept the May 18, 2003 minutes as published. Carried unanimously. E. BUSINESS ARISING FROM MINUTES (Executive and Board) 1. Championships 2003 - Luc Results to be sent in 2 weeks to provincial reps, teams, unattached swimmers. Financial statements and final report to board in mid August. Organizing committee would like rules committee to look at changes regarding relays and mailings. 2. Championships 2004 - Chris BC confirmed it will not host. Edmonton still a strong possibility. Motion B4:03:05 (Hurtubise/Nauss) to authorize executive committee to approve bid application when received. Carried unanimously. 3. Championships 2005 - Chris Bid expected from Toronto by this fall 4. Ad Hoc Committee - 16 May Forum, report - Chris Report compiled by Smith and Stroud circulated to board and ad hoc committee resulting in discussions and comments. 5. Long Term Planning - Glenn To send minutes out from teleconference in April; Davis, Stroud, Schmidt, Pinarski, Davis. Most planning in regards to web site approach vs printed material. A web site survey discussed. Sandilands suggests a phone survey also so that not only those with internet access have a say. Smith, Hurtubise, would like to make comments before LTP committee results are decided. 6. Waves/La Vague - Jennifer La Vague (printemps) has been mailed. Waves (spring) now on MSC web site - good response Fall issue deadlines: for submissions - August 27, for ads by Aug 25. for mailing lists - Sept 8; any province that does not submit list to Pinarski by the deadline date will not be sent newsletters. Fall newsletter planned to be in members hands by October 15. 7. MSABC/Waves - Jennifer & Sue Schmidt - Pinarski sent the 1,400 +/- Waves Spring issue to Looye. He refused to pick them up and returned them COD to Pinarski. Return costs $330. Waves to be mailed to BC members with a sticker attached explaining circumstances. Motion B4:03:06 (Smith/Hurtubise) that Pinarski be contracted to do the final mail out of the BC newsletters. Carried unanimously 8. Translator - Sue Received 11 applications; 10 with resumes; about half with swimming background. There was discussion of the need for a background in swimming. Ultimately it was decided that this is very important but a general knowledge of thletics (e.g., injuries) terms is also important. Specific changes agreed to: Change two issues to one issue. Candidates will be given a sample text to translate. The exact name of the translation association will be inserted Motion B4:03:07 (Smith/Sandilands) to approve the 'Translation Job Description' as amended. Carried unanimously 9. New Brunswick representative resignation Schmidt is looking for someone to replace RG F. FINANCE 1. May Financial Statements - Luc Copy of May statements e-mailed to board Need to up the meeting budget by $5,000 if a fall meeting. We are also over budget with teleconferences. Will still have substantial amount (over $70,000) in bank at year end 2. Directors Liability Insurance -Sue In place as of 25 April 2003 for 12 month period 3. Financial Operating Guidelines - Luc Motion B4:03:08 (Nauss/Smith) to approve FOG document as amended. Carried unanimously 4. Web page posting of Audited Financial Statements Motion B4:03:09 (Smith/Hurtubise) to post audited Financial statements on the MSC web site. Carried unanimously G. REPORTS 1. Executive - Sue June 24 minutes sent via email No comments 2. Long Term Planning - Glenn Minutes to go out via e-mail (see above) 3. Awards No report 4. Communications - Jennifer Pinarski researched publication grants but MSC isn't eligible now because we are a 'newsletter', and because we have provincial reports. She will send board a synopsis of the grant specifics 5. SNC/FINA - Ed Sent board dates for Worlds in Italy. Will send time standards shortly 6. Fitness No report 7. Marketing - Sue No report 7. Rules No report 8. Championships - Chris (see above) 9. Officials - Mark O. No report 10. Coaching No report 11. Bylaws - Mark S. Nothing at this time because of ongoing work on Structure and LTP committees H. OTHER BUSINESS 1. Meeting Schedule - - Sue Fall face to face meeting proposed for Winnipeg October 25-26. LTP & Structure Rules committees to be prepared by Sept 19 for the meeting to be worthwhile Hurtubise compiled costing Toronto vs Winnipeg and sent to executive. Toronto about $800 less. Teleconference called for Sun Sept 14 to decide if face to face meeting a go. I. ADJOURNMENT Motion B4:03:10 (Nauss) to adjourn. Carried The meeting was adjourned at 9:40 PM EDT