ATTENDEES
GUESTS
A. CALL TO ORDER
The meeting was called to order by the chair, Smith, at 3:25 PM.
B. INTRODUCTIONS/WELCOME
1. Deb Langvand was recognized as the AB delegate for this meeting and George Lyle as the past president.
2. The chair welcomed and introduced the delegates.
C. ADOPTION OF AGENDA
Motion B4:04:01 (Greer/Hurtubise) to adopt the agenda as amended. Carried unanimously.
D. APPROVAL OF MINUTES
Motion B4:04:02 (McKee/Greer) to approve the minutes of Sept. 26, 2004 as published. Carried unanimously.
E. CONTRACTS
Tabled to after H. Committees.
F. BUSINESS ARISING FROM MINUTES
None other that are covered below.
Publishing of minutes procedure reviewed. Draft goes to president and secretary for corrections, then is
forwarded to the Board, chairs and staff. When approved at the next Board meeting they are published on
our web site.
G. REPORTS
Reports were received via e-mail to the board prior to the meeting except Marketing, Publications &
Communications, Fitness & Officials. Fitness was received Nov. 7th AM.
1. President - Smith
Motion B4:04:03 (Miller/Boulding) to accept the president's report as presented. Carried unanimously.
Evelly - would like to discuss the second to last paragraph under SNC Report
2. Secretary - By- Laws - Sandilands
Whittall - Notice received from lawyer that Industry Canada has granted approval of our amendments sanctioned
on May 23, 2004
Motion B4:04:04 (Langvand/Greer) to accept the By-Law committee's report as presented. Carried unanimously.
3. Executive Committee - Smith
Motion B4:04:05 (Bell/Miller) to approve the Executive committee's report as presented. Carried unanimously.
4. Executive Secretary - Whittall
McKee - asked if Whittall needed anything to assist in her work.
Whittall - High Speed internet access & scanner would be appreciated.
- Stressed the need for our provincial registration numbers as of Aug 31 each year - for SNC
- Numbers as of Dec. 31 are for MSC/MNC history
Motion B4:04:06 (Kemp/McKee) to approve the Executive Secretary's report as presented. Carried unanimously.
5. Treasurer/Finance Committee - Hurtubise
a. Financial Report
Discussion - Championship Surcharge - originally set up to be able to advance the hosts as start up fund.
Was rescinded in 2000 for the Halifax Championship forward.
Smith wants to re-introduce for 2005 Championship at $5 per swimmer with up to $2,000 going to
Waves/La Vague for advertising (the 4 page meet package).
Finance Committee to look into and make recommendation to the Board by end 2004.
Motion B4:04:07 (Hurtubise/McKee) to accept the Financial committee's report as presented. Carried unanimously.
Motion B4:04:08 (McKee/Miller) that MSC/MNC send $35.00 directly to the Cancer Society as per Sue Schmidt's
request. Carried unanimously.
b. Financial Statements
Boulding - asked for clarification of over spending of the International committee. Committee shoudn't go over
budget and expect to be reimbursed.
Smith - budget procedures to date not workable - new system by Finance committee should correct this.
Evelly - should be a process where the Executive can approve any overspending to be ratified by the Board.
Boulding - questioned only $172 ad income?
Hurtubise - problems collecting from advertisers
Greer - why Marketing expense so high as we had only approved half of Robin's Edmonton expenses.
Motion B4:04:09 (Hurtubise/McKee) to accept the Sept 30, 2004 Financial Statements as presented. Carried
unanimously.
c. Budget Procedures
Budget request forms for committees had been received via e-mail
Hurtubise asked each committee chair to complete forms and return to him by Dec 6, 2004.
PM the meeting was adjourned at 5:20 PM until 9:20 AM Nov.6
6. Strategic Planning - McKee
McKee reviewed and explained that his report was a starting document to get MSC/MNC thinking.
He approached the S.P. by asking "who do we serve?" Concluded that it is the 8,000+ registered Masters
swimmers as well as the 12,000+ non-registered swimmers.
MSC/MNC is a national aquatic organization with a competitive piece.
To further the Strategic Planning the following programmes still need to be developed:-
Communication; Leadership/Coaching; Health/Fitness
The board agreed with committee's conclusions.
Discussions followed:-
Miller - S&P & Structure committees must work together
Marketing is communication and is the committee that needs most improvement.
Privacy act - do we need a disclosure procedure ?
Lyle - The act has certain limitations. As a member of an organization where there is an expected
dissemination of information there is an "implied consent" so mailing would not come under the act but a
distribution of a membership list outside of MSC would.
McKee - kept Betensky informed of S.P. direction.
Bell - directives of S.P. should not be held up while waiting for the finalization of the Structure plan.
Should be presented to the PMO's as complementary to their programmes.
Langvand/Greer - most non-competitive swimmers 'don't care' about being involved in administration aspect.
Camp - Communication (vs "broadcasting") is a two way process
Knowles - Bilingualism is one aspect not addressed and is most important for French Canadians to feel part
of MNC/MSC.
McKee - S.P. committee to address this situation.
Kemp - the national coaching assoc. is now working on re-doing program to include fitness.
Boulding - the S. P. should be a regular (not ad hoc) committee and should work with the finance committee.
McKee - to coordinate the work of the Structure, Coaching, Fitness and Publications & Communications
committees to further develop the Strategic Plan
Motion B4:04:10 (Miller/Boulding) to accept the Strategic Planning Committee's report as presented.
Carried unanimously.
7. Structure - Betensky
Betensky presented and elaborated on his interim report.
Structure committee should not be an ongoing one.
Two parts - actual structure of the organization and voting procedures.
Discussions followed:-
Lyle - suggests that instead of amending the present by-laws we re-write new by-laws for the new organization
and transfer the governance if this body to the new one
McKee - whatever the structure someone must be in place who is accountable to the board and to see that the
work is carried out. Function of a good Board should be to govern - not to manage.
Lyle - proposed charter set-up. Validation from national organization to lower ones. (ie: MSC/MNC gives a
charter to clubs). This would result in communication both ways.
Miller - CEO/TD important for new structure. SNC good model as a basis, adapt to MSC/MNC needs.
Betensky - if every swimmer has a vote then the Board represents all swimmers
McKee - must make sure that each part of the country is represented. Proportional voting a good system as it
would ensure that no 1 (or 2) province(s) be able to 'high-jack' the vote.
Smith - still need a mechanism in place so that the PMO's, who are our main component, have some direct
communication with MSC/MNC
Each Provincial delegate described their provincial Masters set up versus provincial SNC
Whittall to up-date the data received from the provinces on this in 2002
Betensky - now has enough information from this meeting to go forward with the 'structure' and 'voting'.
Board agreed on May 2005 (before the AGM) as deadline for finalizing the Strategic Plan & Structure.
Motion B4:04:11 (Miller/Boulding) to accept the Structure Committee's report as presented. Carried unanimously.
Motion B4:04:12 (McKee/Miller) that MSC/MNC allocate up to $20,000.00 from the reserve to expedite the next
steps of the Strategic Plan. Approval of expenditures of this fund shall be recommended by the executive to the
Board. Carried unanimously
This fund is for the S. P. and Structure committees to work with the Fitness, Coaching, and P & C committees
to develop, and where approved, commence the implementation of their strategic plans.
PM the meeting was adjourned at 4:10 PM until 9:10 AM Nov 7.
8. SNC Liaison/FINA & ASUA - Evelly
Considers his role as SNC liaison with MSC/MNC a two-way one.
As he is on the FINA Masters Technical committee & ASUA he in a position to report on these.
This Board meeting the most positive and productive with everyone working together for common goals of the
organization.
Evelly - asked that MSC/MNC recommend to SNC officials for the FINA WMSC.'s and ask SNC to finance.
Motion B4:04:13 (Greer/Kemp) to accept the SNC liaison's report as presented. Carried unanimously.
Motion B4:04:14 (Hurubise/Miller) that MSC request that SNC designate the MSC Championships, from 2003 on,
as a "National Championship". Carried unanimously.
Motion B4:04:15 (Boulding/Miller) that MSC request that SNC recognize the MSC Championships on the SNC
calendar and that no other meet occur on the same week-end. Carried unanimously.
Motion B4:04:16 (McKee/Hurtubise) that MSC recommend that Evelly's name be put forward to SNC for a
second term on the FINA Masters Technical Committee. Carried unanimously.
9. International - Smith
Motion B4:04:17 (Miller/Greer) to accept the International committee report as presented. Carried unanimously.
10. Championships (2005 to 2008) - Walton
Motion B4:04:18 (Miller/Langvand) to accept the Championship committee report as presented. Carried unanimously.
Boulding - if MSC sanctions the Championships who covers the insurance? Smith to follow up.
Need to find sponsorship for the Canadian Championships
a. 2005
Smith - MSO is sanctioning the event and covering the insurance.
Motion B4:04:19 (Boulding/Hurtubise) that the Board accept the Championship committee's recommendation, and
approve the 2005 Canadian Championship meet package as presented. Carried unanimously.
b. 2006
BC unable to host at Saanich because of conflict with age group meets and unable to get the pool and officials.
Are looking at UBC facility
The Board asked that the Championship committee find a host for the 2006 Championship ASAP
c. 2008
Motion B4:04:20 (Hurtubise/Greer) that MSC/MNC facilitate the presentation of the 2008 Championship in Quebec
City if their Masters clubs are still interested in hosting it. Carried unanimously.
11. Rules - Niblett
These warm-up rule will govern all MSC/MNC meets, not just the CMSC's.
Miller finds them too structured for smaller facilities
Motion B4:04:21 (Miller/Bell) to accept the Rules committee report as presented. Carried unanimously
Motion B4:04:22 (Miller/Bell) to approve the Rules committee's proposed Warm-up Procedures as written.
Carried unanimously.
12. Records - Berger
Motion B4:04:23 (Miller/Greer) to accept the Recorder's report as presented. Carried unanimously
13. Fitness -Osborne
Report discussed and the Board agreed on proposed direction
Motion B4:04:24 (Langvand/McKee) to accept the Fitness committee report as presented. Carried unanimously
14. Awards - Szasz
Board welcomed the activation of this committee
Motion B4:04:25 (Langvand/Greer) to accept the Awards committee report as presented. Carried unanimously
15. Publications and Communications - Schmidt
No report
Motion B4:04:26 (Hurtubise/Kemp) MNC/MSC to instruct its web master and/or the P& C committee to translate
into French the MSC welcoming page on the web prior to Dec. 31. 2004. Carried unanimously
16. Marketing - MacDonald
No report
17. Coaching - Kemp
Welcomes input from the Board
Need more coaches on committee and asked the Board to assist in finding them.
Will go ahead with input from this meeting - S.P. report and discussions
Motion B4:04:27 (Boulding/Hurtubise) to accept the Coaching committee report as presented. Carried unanimously
18. Officials
No report - no chair - Board to look for one.
Greer - missing reports - what has been the policy to deal with this?
Smith - None to date.
H. COMMITTEES
1. Approval of committee Chairs for 2005
Ad Hoc, By-laws, Finance & Nominating committee's chairs - see by-laws.
Motion B4:04:28 (Miller/McKee) to approve the Coaching, Fitness, Rules, Championship, International, & Awards
committee chairs as presented for 2005. Carried unanimously
Motion B4:04:29 (McKee/Greer) that Miller be the chair of the Marketing committee for 2005. Carried. Abstained, Miller.
It was agreed that the S. P. committee include the Marketing committee in the strategic planning process.
Motion B4:04:30 (McKee/Langvand) that Boulding be the chair of the Publications & Communications committee
for 2005. Carried. Abstained, Miller.
Committee members to be approved by the Board by Dec 31, 2004 - upon recommendation of the chairs.
Thank yous will be sent to all 2004 committee members and chairs by the president on behalf of MSC/MNC.
E. CONTRACT RENEWALS FOR 2005
1. Recorder - Christian Berger
Motion B4:04:31: (Mckee/Hurtubise) that Berger's contract be renewed for the year 2005. Carried unanimously.
2. Bookeeper - Paul Guerard
Motion B4:04:32: (Mckee/Miller) that Guerard's contract be renewed for the year 2005. Carried unanimously.
3. Web Master - David Ellis
No contract with Ellis as yet. He would like a simpler one.
Motion B4:04:33: (Miller/Boulding) that Lyle draw up contract for Ellis for 2005. Carried unanimously.
4. Editor - Jennifer Pinarski
No Termination clause in Pinarski's present contract. All other contracts have a one year term.
Motion B4:04:34: (Miller/McKee) that the Board send a letter to Pinarski through the chair of the P & C committee
advising her that there will be a "termination/renewal" clause attached to her new contract. Carried unanimously.
5. Executive Secretary - Beth Whittall
An " In Camera" session was held
Motion B4:04:35: (Greer/Boulding) that Whittall's contract be renewed for Jan 1 to Dec. 31, 2005 and to send her
a letter to this effect which stipulates the "termination/renewal" clause in it. Carried unanimously.
I. NEW BUSINESS
1. Other
a. World Swim for Malaria - Smith to forward info to provincial delegates
b. Letter from Aart Looye
Motion B4:04:36 (Greer/Hurtubise) that a response to MSABC president, Aart Looye's, letter of Oct. 25, 2004
be drafted by Greer on behalf of the Board, and approved by the Board prior to sending. Carried unanimously
c. Dual Registration
Miller - clarify - can a MSC/MNC registered swimmer compete in an SNC sanctioned meet ?
Smith - no, must be registered with SNC
Evelly - yes, but for SNC rankings must be registered with SNC.
Each province appears to handle this differently
Smith - to get further clarification and send to the Board
2. Next meetings
The Finance committee was directed to budget for 2 face to face Board meetings in 2005.
One to take place in the spring prior to the AGM and one to take place in the fall.
J. ADJOURNMENT
Motion B4:04:37 (Miller) that the meeting be adjourned. Carried unanimously.
The meeting was adjourned at 1:07 PM.