ATTENDEES
ABSENT WITH REGRETS
Guest
A. CALL TO ORDER
The meeting was called to order by the chair at 8:50 AM
B. INTRODUCTIONS/WELCOME
The chair welcomed and introduced all delegates and guests.
Whittall confirmed that letters from the provinces for the new PEI nomination to the board, and the BC and
PQ proxies had been received at head office.
Lee Anne Greer was recognized as PEI delegate; Bell as proxy for Looye; Guerard as proxy for Hurtubise.
C. ADOPTION OF AGENDA
Schmidt: delete "web site content".
Motion B6:03:01 (Smith/Miller) to accept the agenda as amended. Carried unanimously
D. APPROVAL OF MINUTES
Motion B6:03.02 (Sandilands/Davis) to approve the minutes of Sept 14, 2003 as published.
Carried unanimously.
E. BUSINESS ARISING FROM MINUTES
1. Dual Registration - Stroud
See e-mail
Motion B6:03.03 (Sandilands/Smith) that the board approve the proposal to remove CMGR 2.01.b made
by the rules committee. 4 for, 1 against (Miller). Carried.
2. Rules - Stroud
a. Publication & Distribution
The board received the following from the Chair of the Rules Committee:
All quotes are 20 lb paper, coloured, 3 holes, 4 5/8" by 6 5/8" to match the SNC Format.
The English version is about 50 pages (25 double sided);
I allowed for a French version of about 70 pages (35 double sided)
English 25 copies - $98 French 15 copies - $77
50 " - $190 25 " - $129
200 " - $650 100 " - $398
Motion B6:03.04 (Smith/Sandilands) that MSC send one copy to each registered Masters club in Canada and
have additional copies for sale through head office. Motion withdrawn with permission of assembly.
Motion B6:03.05 (Smith/Miller) That MSC print 50 English and 15 French copies and advise all clubs that
the rules are available at no charge upon request, and make them available on the MSC web site. One copy
to be sent to each provincial delegate and two copies to be sent to the organizing committee of each
Canadian Championship. 4 for, 1 against (Davis). Carried.
b. New Rules
See e-mail
Motion B6:03.06 (Sandilands/Miller) that MSC ask the rules committee to draw up a document for
distribution showing where MSC & SNC rules differ. Motion withdrawn with permission of the assembly.
Motion B6:03.07 (Smith/Sandilands) that the MSC rules be approved as presented. Carried unanimously.
3. SNC/FINA - Evelly
FINA: New 'stand alone' Masters rules to be ready for 2004 Worlds. MSC will be able to work from these
instead of from SNC rules
SNC: at their AGM Oct 19 SNC approved a new structure. It will still include a liaison to MSC.
See papers distributed for details
4. September Financial Report- Guerard
The amount that FNQ owes for the GST to be added to the Balance Sheet as a receivable.
Miller suggests that the Treasurer look into a better interest rate than for Short Term Investments.
Motion B6:03.08 (Sandilands/Davis) to approve the Sep. 30, financial statements as published.
Carried unanimously.
5. Financial Operating Guidelines - Schmidt
See corrections to FOG as e-mailed to the board Oct 2003
Motion B6:03:09 (Sandilands/Smith): amend Appendix 1 - delete "….one half of a designated double room…";
replace with "…. A designated single room…". Carried unanimously
Motion B6:03.10 (Smith/Miller) to approve the Oct.2003 Financial Operating Guidelines as amended.
Carried unanimously.
6. ASUA / LATyCAR - Smith
See e-mailed report
Evelly; is on the ASUA committee which has been inactive to date; he supports LATyCAR.
Motion B6:03.11 (Smith/Sandilands) to approve the following resolution that:
"MSC supports the inclusion of members of United States Masters Swimming (USMS) and MSC in the bi-annual
Latin American and Caribbean Masters Swimming Championship, which was initiated in 1991 and plans to
hold its 8th Championship in Sao Paulo, Brazil, in Oct. 2005, and will encourage its members to participate,
and
MSC supports efforts to create an active Masters Committee with representatives of Masters from the
Region, to further the development of Masters in the Region, also to formalize a Pan American Masters
Championships with the national Masters organizations in the Region, administered by the different countries
that would participate in the venue bidding, and
MSC supports the designation of the biannual Latin American & Caribbean Masters (LATyCAR) meet as the
officially recognized traditional Masters meet for the Americas by the Amateur Swimming Association of
Americas (ASUA) until such time that ASUA, with LATyCAR and South American Swimming Confederation (CONSANAT),
both of which have held several regional meets, formalizes the above arrangements."
Carried unanimously.
Motion B6:03.12 (Sandilands/Miller) that MSC reimburse Smith for up to $250 to represent MSC at the LATyCAR
& USMS meeting in Washington or Richmond in Dec. 2003. Carried. One abstention (Smith).
7. Championships Smith
a. Edmonton - 2004
Meet package arrived via e-mail to Smith Oct 26. Championship committee will review and present to the MSC
Executive committee for approval.
b. Etobicoke - 2005
Final meet package to Board for approval by Feb. 2004.
8. Long Term Planning - Davis
Davis elaborated on the e-mail presentation sent out.
He had looked at other companies - chose the one with the best value.
Some concerns raised: privacy and security; who approves what goes on site; value of a hard copy newsletter
should not be underestimated.
Consensus - good to look to the future and do things in stages.
Davis will get back with more details and plans.
Motion B6:03.13 (Sandilands/Smith) that the president, in consultation with the chair of the LTP committee
choose and register a domain name for the MSC web site. Carried unanimously.
9. Structure - Smith
See e-mailed report.
Suggestion that SNC re-structure could be used as an example.
Motion B6:03.14 (Smith/Greer) that the Board direct the Structure committee to prepare proposals addressing the
following issues: (a) goals & objectives of MSC
(b) composition of the Board of MSC
(c) voting rights & decision making procedures
(d) implementation schedule.
and present a progress report to the Board by Feb. 29, 2004. Carried unanimously
Motion B6:03.15 (Smith/Sandilands) that MSC instruct the Executive committee to investigate the authority for
sanctioning Masters meets. Carried unanimously
F. REPORTS
1. Executive - Schmidt
See e-mailed report
Motion B6:03.16 (Miller/Bell) to receive the Executive report as published. Carried unanimously.
2. Executive Secretary - Whittall
See e-mailed report
Motion B6:03.17 (Miller/Bell) to receive the executive secretary report as published. Carried unanimously.
G. OTHER BUSINESS
1. Nominations report - Camp
Nomination Guidelines distributed, same as Camp had sent to board in May 2003.
Meeting adjourned at 4:00 PM
Meeting re-convened at 8:15 AM Oct 26, 2004
Motion B6:03.18 (Smith/Sandilands) that the Nominations Guidelines Report be received as presented.
Carried unanimously.
Motion B6:03.19 (Camp/Sandilands) to approve the nomination report as guidelines for nominations.
Motion B6:03.20 (Sandilands/Miller) that the board postpone action on motion B6:03:18 until the next Board
meeting. Carried unanimously.
NOTE: Camp & Sandilands will prepare a set of recommendations based on the report.
2. Waves/la Vague - Pinarski/Schmidt
See e-mailed reports
Publications & Communications committee over budget, mostly due to MSABC distribution of Spring issue.
Next issue (Winter 2004) mailing planned for mid January.
Motion B6:03.21 (Smith/Sandilands) that the cost of the third issue of Waves/la Vague be accrued into 2003.
Carried unanimously.
Motion B6:03.22 (Smith/Miller) that the 'Mailing List Guidelines' be adopted as presented. Carried unanimously.
Motion B6:03.23 (Smith/Davis) that the 'Proposed Editorial Guidelines' be adopted as presented.
Carried unanimously.
Motion B6:03.24 (Sandilands/Miller) that the board approve the document 'Editorial Calendar - Waves/la
Vague 2004' as presented. Carried unanimously.
3. Age for registration - Smith
Smith reported that at the MSO AGM Oct 19, 2003 the MSO by-laws were amended to allow registration as Masters
for those having attained their 18th birth date. MSO Board is now considering lowering competition age from
20 to 18. He asked the MSC Board to consider the minimum age rule, currently 20. Matter referred to the
Rules committee.
4. Marketing Report - MacDonald
Advertising - must be value to members and advertisers.
More value to advertisers in hard copy over electronics.
Evelly: SNC recently signed new sponsorship contract with Speedo.
Miller to work with SNC in obtaining sponsorship contract with Speedo for MSC
Survey methods discussed
Motion B6:03.25 (Miller/Smith) that MSC request the following information from the PMO's, to be sent to Miller
prior to Dec. 1, 2003, in order to provide better demographic data on our membership:
(a) numbers by age group; (b) numbers by gender; (c) first 5 digits of postal code.
Carried unanimously.
5. Swim for Terri - Schmidt
See e-mailed information. Tony Zezza, MSABC, has undertaken the project for MSC.
H. ADJOURNMENT
Motion B6:03:26 (Miller) that the meeting be adjourned. Carried.
The meeting was adjourned at 11:55 AM.