Guests: Jennifer Pinarski, editor
A. CALL TO ORDER
The meeting was called to order by the vise-president, Smith, at 6:03 PM EDT
Motion B1:04:01 (Sandilands/Luc) that this be a regular board meeting. Carried unanimously.
B. INTRODUCTIONS/WELCOME
1. Tony Foster was recognized as the new NS delegate and John Bell as the new BC delegate
2. The chair welcomed and introduced the delegates and guests.
C. ADOPTION OF AGENDA
Bell - add Tree agreement as G. Renumber following items
Motion B1:04:02 (Greer/Miller) to adopt the agenda as amended. Carried unanimously.
D. ELECTIONS
Sandilands assumes the chair
1. President
The chair called for nominations for president
Greer nominates Chris Smith.
The chair called for further nominations.
The chair called for further nominations.
The chair called for further nominations. There were no other nominations.
The chair asked Smith if he was willing to serve as president
Smith declared elected president by acclamaition
2. Vice President
The chair called for nominations for vice president
Smith nominates Lee Anne Greer.
The chair called for further nominations.
The chair called for further nominations.
The chair called for further nominations. There were no other nominations.
The chair asked Greer if she was willing to serve as vice president
Greer declared elected vice president by acclamation 1
NOTE: Term for both positions to May 2005
Michael Stroud was recognized as the new ON delegate.
Smith assumes chair
E. APPROVAL OF MINUTES
Motion B1:04:03 (Sandilands/Foster) to approve the October 25-26, 2003 minutes as published.
Carried unanimously.
F. BUSINESS ARISING FROM MINUTES
1. Demographics - Miller
Should be compiled by mid February
Other items included in H. Reports
G. TREE - Smith - see e-mails
An agreement to settle Tree's grievances, drawn up by Smith and Tree, with assistance from Lyle,
and signed by Tree and witnessed was presented. A general discussion resulted in some agreed-upon
amendments.
Motion B1:04:04 (Sandilands/Greer) that the board approve the agreement as amended and that,
as per our by-laws, it be signed by the president and one of either the treasurer or V.P.
Motion B1:04:05 (Schmidt/Miller) To amend B1:04:04 as follows: that the document be reviewed
by independent legal council for comment as to risk to the parties, before signing by MSC.
In favour: 5; opposed: 2. Carried
Motion B1:04:04 (Amended): That the board approve the agreement as amended and that, following
review by independent legal counsel for comment about risk to the parties, and, as per our
by-laws, it then be signed by the president and one of either the treasurer or VP. (Voting on
this motion postponed by procedural motion B1:04:06)
It was agreed that Foster would request a risk statement on the agreement from a solicitor
this week on behalf of MSC.
Motion B1:04:06 (Miller/Sandilands) that voting on Motion B1:04:04 (as amended) be postponed
until legal advice is received and that it be dealt with by an e-mail vote. Carried unanimously.
(See Addendum below for results of the action)
Schmidt left meeting; Davis Joined meeting
H. REPORTS
1. Treasurer/Finance Committee - Hurtubise - see e-mails
a) Financial Report
NS has overpaid MSC for 2 or more years, thus MSC has paid too much to SNC. We should give
credit to SNS & SNC to us.
Motion B1:04:07 (Hurtubise/Davis) to accept the Dec.31, 2003 financial statements as published.
Carried unanimously
b) Budget - 2004
(1) "Base Budget"
Motion B1:04:08 (Hurtubise/Miller) that the proposed 2004 "base budget" be approved as amended
(SNC $1,000 more; Records travel to $750). Carried unanimously
(2) "Special Projects" Budget
Items explained by Hurtubise. Further discussion at next board meeting
2. By-Laws - Sandilands - see e-mailed report
Sandilands reviewing several discrepancies: Will bring proposed changes to next meeting for
approval to go to the AGM. John Bell volunteered to join George Lyle and Sandilands on the
By Laws committee.
Motion B1:04:09 (Sandilands/Bell) that the By Law chair's report be received. Carried unanimously.
3. Rules & Guidelines - Stroud
a) Distribution/Cost.
Charged - cost covered by purchase price.
No charge - as per last board meeting
b) Minimum age to 18
Motion B1:04:10 (Stroud/Sandilands) that the minimum age be changed to 18 years, as of the date
of birth. Carried unanimously.
Motion B1:04:11 (Stroud/Foster) to expand the lower age group to 18 to 24 years. Carried unanimously.
Motion B1:04:12 (Stroud/Sandilands) to implement this change Sept. 1, 2004.
Amendment to Motion B1:04:12 (Sandilands/Stroud) that the date in the motion be changed to Mar. 15,
2004. Amendment carried unanimously.
Motion B1:04:12 (as amended) (Stroud/Sandilands) to implement this change March 15, 2004.
Carried unanimously.
Stroud to prepare a "press release" for the board to notify the directors of 2004 Canadian
Championships.
4. Publications and Communications - Pinarski - see e-mailed report.
Now publishing in colour. Plan to increase ad rates. Next deadline Mar 1.
Pinarski left meeting
Sandilands assumes chair
5. Structure - Smith - see e-mailed report
Motion B1:04:13 (Smith/Stroud) that the board concur with the structure committee's broad
interpretation of their mandate to review all aspects and not just the "Board" and "Voting".
Carried unanimously.
Motion B1:04:14 (Smith/Stroud) that the board request that the Structure Committee assist
when requested by the members by facilitating a discussion and resolution of any structural
issues. Carried unanimously.
Motion B1:04:15 (Smith/Hurtubise) that the report of the Structure Committee's report be
received. Carried unanimously.
6. Championships - Smith - see e-mailed report
Motion B1:04:16 (Smith/Foster) that the report of the Championship Committee's report be
received. Carried unanimously.
7. SNC Liaison - Evelly
Evelly to again ask the SNC to put a link on their web site to the MSC web site.
Motion B1:04:17 (Smith/Hurtubise) that the SNC report be received. Carried unanimously.
8.International - Evelly & Smith
a) FINA - Evelly
FINA Masters Technical Committee working on rules for all aquatic sports; with a separate
rule book for Masters Aquatics.
Motion B1:04:18 (Smith/Hurtubise) that the board received the FINA report. Carried unanimously.
b) ASUA - Smith & Evelly - see e-mails
Trying to get ASUA to change the 2005 meet date because of conflict with the WMG in Edmonton.
Evelly will be working on MSC's/Edmonton's/SNC's behalf to this end.
c) International Committee - Smith - see e-mailed report
Motion B1:04:19 (Smith/Hurtubise) to adopt the following:
That MSC set up an International Committee as proposed in Dec. 2003 with a budget in 2004
of $2,000, with Smith as Chair;
That MSC confirm its position that the proposed Pan Am Masters Championship in DR in July
05 is in conflict with the WMG '05 in Edmonton;
That MSC, if asked, join LATyCAR, a non-profit association of National Masters organizations
of the Americas which hosts a biannual Americas Aquatic Championships. (There have been no
fees to date for joining);
That should ASUA request from the AFC the names of two representatives from MSC for the ASUA
Masters Committee, MSC inform the AFC that they propose Evelly and Smith for this Committee;
That MSC encourage its members to participate in international meets. It encourages the
formation of a 'Canadian Team' for Riccione, recognizing that even though this team is only
a 'team' as far as the uniform is concerned, it will do much to foster good will between our
members from all parts of the country. It encourages
our members to participate in the USMS Championships and invites members from USMS and other
Americas Masters Associations to participate in ours. It encourages our members to participate
in the LATyCAR Championships in Sao Paulo, Brazil in Oct., 2005.
Carried unanimously
Smith assumes chair
9. Long Term (Strategic) Planning - Davis, Stroud -see e-mails
Davis - Stroud welcome to take it over with a broader scope, more generic plan.
MotionB1 04:20 (Greer/Sandilands) to approve the Executive Committee's recommendation to the
board that the name of the ad hoc "LTP committee" to be changed to "Strategic Planning Committee"
and that Stroud chair the committee. Carried unanimously
H. NEW BUSINESS
1. Next teleconference - April 18, 2004 6 PM EDT
Whittall left meeting
2 Exec. secretary - stipend (in camera)
I. ADJOURNMENT
Since the agenda was finished, the chair declared the meeting adjourned at 9:37 PM EST
Addendum to Minutes
Further to Motions B1:04:04 to B1:04:06
Upon receipt of comments by independent legal counsel, an amended agreement was forwarded to
the Board of Directors and an e-mail vote was taken on Feb. 3, 2004.
Motion B1:04:04 (amended) Carried unanimously