ATTENDEES
GUESTS
ABSENT WITH REGRETS
A. CALL TO ORDER
The meeting was called to order by the chair, Smith, at 6:02 PM EDT
Motion B1:05:01 (Sandilands/Boulding) That this be a regular board meeting. Carried unanimously.
B. INTRODUCTIONS/WELCOME
The chair welcomed and introduced the board & guests. Special welcome to Lindsay Patten, attending
his first MSC Board meeting
C. ADOPTION OF AGENDA
Motion B1:05:02 (Sandilands/Bell) To adopt the agenda as amended. Carried unanimously.
D. APPROVAL OF MINUTES
Motion B1:05:03 (Kemp/Boulding) To approve the minutes of Dec.7 - 9, 2004 as published. Carried
unanimously.
E. BUSINESS ARISING FROM MINUTES
1. Minutes of Nov. 2004 were translated into French
2. Note Pad" was purchased for head office, cost $1,206.35
3.Lyle suggests looking into buying a portable printer for head office.
Board asks to put this under advisement and for Whittall to look into cost and availability.
F. REPORTS
1. President
See Smith's e-mail report. His main concern is structure.
Boulding - biggest problem is that there are not enough people to do the work of the organization.
Patten - what is the difference in the objectives of MSC and the PMO's ?
Boulding - if vote on a club basis then 3 provinces would have most of the votes.
Miller - let the Structure committee deal with these problems & present a report.
The board request a report, including elections procedures & structure, by May 4, 2005.
Motion B1:05:04 (Patten/Sandilands) That the president's report be received. Carried unanimously.
2. Vice-President
No report.
3. Secretary - By-Laws
See e-mail of 'working draft by-laws' compiled by Lyle
Sandilands circulated these to By-Laws committee and they are working on them.
Bell - are they working parallel with the structure committee ? Yes, they are communicating.
4. Treasurer/Finance Committee
a) Financial Report - Guerard
see March 31 statements as e-mailed April 21,2005
Hurtubise resigned as treasurer and Smith asked for someone to take over from him
As there were no volunteers Smith is taking over as interim Treasurer.
Why money still owing from six provinces ?
Camp - MSO sending a cheque for $15,000 April 25.
Treasurer sends invoices to the provincial board members two per year - last sent in Feb.
Guerard to re-send these this week. Second invoice to go out July 15, 2005
Motion B1:05:05 (Boulding/Bell) To accept the financial statements as of March 31, 2005. Carried unanimously.
b) Budget - Camp
See 'Transitional Expenditure Plan' sent via e-mail by Camp and drawn up by the finance committee.
Not called a 'Budget' as this is a transitional year.
Camp thanks Hurtubise for all the work he has done over the years.
Camp has been talking with MacDonald & Guerard about the advertising invoices.
Motion B1:05:06 (Sandilands/Patten) To accept the bottom line of the Transitional Expenditure Plan as presented. Carried unanimously.
Motion B1:05:07 (Patten/Sandialands) That McKee be required to approve all expenses against the $24,000 'Special Project'. Carried unanimously.
c) FOG amendments
Hurtubise proposed the following changes to the FOG document:
1. Add - budgeting process with the deadline & the request forms
2. Change - 2nd date for collection of provincial fees from May 15 to July 15
3.Add - all invoicing done on behalf of MSC be copied to the Treasurer and head office
and to indicate relevant committee and/or special projects.
4. Add - all expense claims should be reported on a monthly basis.
Motion E1:05:08 (Boulding/Patten) That the above four items be added to the FOG documents. Carried unanimously.
d) Charitable Number
Motion B1:05:09 (Sandilands/Bell) That Lyle look into obtaining a charitable # for MSC and report back to the board by the fall board meeting. Carried unanimously.
Guerard and Camp left the meeting
5. Executive Committee
See last two executive committee minutes Feb 13 & Mar 6, 2005
6. Publications and Communications
Boulding resigned as chair as of Apr. 15 and McKee has taken over as interim chair.
See P & C committee's report as e-mailed April 1, 2005 and Patten's e-mail of April 22.
Boulding - suggests that MSC go for a web based format of Waves/La Vague for the 2nd 2005 issue.
Bell - do we have someone in place to take over as editor? No.
Motion B1:05:10 (Sandialnds/Patten) That we receive the Publications & Communications report. Carried unanimously.
Boulding accepts the finance committee's decision that no bonus' be given this year.
7. Marketing
Miller - Marketing and P & C should be one single committee.
- Will re-write the wording of the definition of the marketing committee in the by-laws and
forward to Lyle.
8. Awards
See Ivan Szasz's Awards committee report as e-mailed April 13, 2005
Motion B1:05:11 (Boulding/Patten) That we receive the Awards committee's report. Carried unanimously.
9. SNC Liaison
Evelly -the designated meet status for MSC Championships is unclear at this point.
10. International
See Smith's e-mail of April 23.
Motion B1:05:12 (Sandilands/Patten) That we receive the International report. Carried unanimously.
11. Rules
No report
12. Records
See Christian Berger's report as e-mailed April 22, 2005
Motion B1:05:13. (Sandilands/Boulding) That we approve Berger's report. Carried unanimously.
Smith - National Championship Registrar reports MSC club codes require more discipline.
We must insist that Berger approve all MSC club codes.
Kemp - we require a list of coaches or club contacts for coaches focus group, May 20, 2005
Lyle- it is a legal requirement, as per our by-laws, to keep a record of members.
Smith - Strategic Plan calls for establishment of a database of our members which requires a registrar.
Motion B1:05:14. (Boulding/Patten) To ask the executive to establish a national registry committee. Carried unanimously.
First objective is to establish a national registry of club membership
13. Fitness
No report
14. Coaching
Kemp -meeting planned for coaches April 20 at 11 AM
15. Officials
See Smith's e-mail of April 21
16. Championships
See Marj Walton's report e-mailed April 24.
a) 2006
Bidding open for this event
The Board will send out a notice for the next month with bids to go to Walton.
Smith to ask for notice to go into the 2005 meet package
b) 2007
Manitoba plans to submit a bid for Winnipeg to host S/C meet
c) 2008
Quebec plans to submit a bid for Quebec City to host
17. Strategic Planning
No report
18. Structure
No report - Committtee will submit one to the board by May 4, 2005
Patten suggests that we need an 'interim' plan.
He was asked to put one together for the Board meeting in May
G. NEW BUSINESS
1. Next meetings
a) Open & AGM - May 22, 30 mins. after finish of day's event
b) Board - May 20, 8 AM breakfast meeting
Structure report. Smith to set up meeting room at Ramada on Holiday Dr.
c) Board - May 22 after the AGM
Election of officers.
Nomination Committee to submit nominations by the end of the AGM
Smith said that the Board members' travel and one night lodging expenses should be paid for these board meetings.
d) Social Supper - May 19 PM
Smith - there will be the traditional pre-meeting social supper for those in Toronto Thurs. evening.
Please confirm with Whittall if you are able to attend.
2. Committee Chairs
Anyone who has recommendations for committee chairs and members to pass on to Smith. He will get approval from the Board via e-mail.
Chairs are asked to submit descriptions of their committee's responsibilities, checking Lyle's by-laws re-draft.
H. ADJOURNMENT
Motion B1:05:15 (Miller) That the meeting be adjourned.
The meeting was adjourned at 9:29 PM EDT