MASTERS SWIMMING CANADA

MASTERS SWIMMING CANADA/MAITRES NAGUERS DU CANADA
BOARD MEETING
OTTAWA, ONTARIO
September 26, 1998 8:00 AM CST
MINUTES

ATTENDEES
Mary Lou Monteith			President
Geoff Camp				Vice President & Ontario Director
Paul Guerard				Treasurer & Quebec Director
Glen Anderson				Secretary & Manitoba Director			
George Lyle				Prince Edward Island Director
Leanne Horne				Nova Scotia Director
Sue Schmidt				Saskatchewan Director
Bonnie Pronk				British Columbia Director
Chris Stevenson				New Brunswick Director
Ed Evelly				SNC Liaison

ABSENT WITH NOTICE
Aart Looye				Alberta Director
Newfoundland

OBSERVERS
Pat Niblett				Masters Swim Ontario & Nepean Nationals 1999
Brian Leier				Masters Swim Manitoba

A.	CALL TO ORDER. 
	The meeting was called to order 08:00 CST.

B.	INTRODUCTION/WELCOME
	Mary Lou welcomed the directors and the observers to the board meeting.

C.	ADOPTION OF AGENDA
	- Addition of G8 - Open Water Championships
	- Addition of G9 - Delegate to FINA Master Technical Committee
	Manitoba requested that Brian Leier have speaking rights. Ontario requested that Pat 
	Niblett have speaking rights. Agreed to by the directors.
	Motion: C1:98:01 Anderson/Lyle to accept the agenda as modified. Carried.

D.	MINUTES ADOPTION
	Motion: D1:98:02 Camp/Horne to approve the minutes of the May 16, 17, 1998 board meeting.
 	Carried.
	Motion: D1:98:03 Stevenson/Lyle to add Bonnie Pronk’s name in the August 4, 1998 minutes to 
	the committee as chair of the Communications Committee. Carried.
	 Motion: D1:98:04 Camp/Horne to approve the minutes of the August 4, 1998 board meeting as
 	amended. Carried.

E	REPORTS
1. President:
	Mary Lou distributed Thank You Certificates for provincial delegates to pass on to their
 	respective volunteers. She requested provincial delegates to advise her if she missed any
 	any volunteers. George recommended that the TradeMark symbol be placed beside the
 	MSC logo and name on any new publications ie: letterhead, certificates. Mary Lou
 	complimented the board on its hard work over this past year. She will distribute copies of
 	the Strategic Planning Document to new board members. Shereported a need for better
 	clarification of Director and Committee Chair responsibilities.  To this end she requested
 	each committee classify their positions and duties and for each committee to form three
 	goals for the upcoming year. Geoff asked that Provincial Masters Organizations (PMOs)
 	define their infrastructure and fee structure and send to Mary Lou for compilation and
 	distribution to board members. Ed recommended that MSC clarify the relationships
 	between MSC, the province and the host club with respect to National Championships as
 	it is MSC’s premiere event.
	Motion: E1:98:05 Camp/Lyle that the MSC Board of Directors thanks Mary Lou Monteith for
 	her dedication and hard work throughout the trying year. Carried.

2. Vice President:
	Geoff gave a verbal report. He reported that Masters Swimming Ontario (MSO) has
 	directed him to write a letter to FINA regarding Casablanca and to copy it to Aquatics
 	Federation of Canada (AFC).
	Motion: E1:98:06 Anderson/Pronk that Geoff write a letter to FINA regarding the awarding
	 of the meet to Casablanca. Carried. 
	There was discussion about the possible retirement of Bruce Rogers and how we are
 	going to position swimming and prepare to present the next delegate. FINA delegates are
 	confirmed at Olympics with Sydney 2000 being the next site and we need to be prepared.
 	Ed reported that he has requested SNC to inform the MSC President of the process. Ed
 	reported that part of the SNC long term strategy is putting his name forward as a candidate. 

3. Secretary:	
	Glen will be tendering  his resignation at the MSC Annual General Meeting, as his term
 	as President of Masters Swim Manitoba (MSM) has expired and Brian Leier will be the
 	President of (MSM) and the Manitoba Director to MSC. 

4. Treasurer:
	Paul distributed a new expense claim form to the directors. Regarding the Actual
 	Income/Expense to Budget Document:  The board was reminded that there was a
  	changeover to a calender fiscal year and that there were 18 months of expenses in 12
 	months of revenue, which was expected.
	Motion: E1:98:07 Anderson/Horne that this report be accepted as amended. Carried
	Paul distributed a balance sheet dated August 31, 1998.
	Motion: E1:98:08 Camp/Lyle that the treasurer be directed to maintain three months operating
 	cash on hand with the balance to be invested as limited to trustee restrictions. 
	Tabled: Anderson. Carried.
	Discussion regarding collection of fees from provinces occurred. Each province has a
 	unique fiscal year. It was decided that the treasurer would invoice each province January
 	15th and April 1st annually. Regarding MSC News: there needs to be better	communication
	between the marketing chairperson to the treasurer for invoicing. Paul distributed the draft
	budget for the 1999 year. Discussion occurred regarding the use of the words stipend and
	honorarium. It was decided that honorarium would be used under records committees,
	stipend would be used under the publications marketing area, honorarium under website
	and Executive Secretary stipend under the National Office.
	Motion: E1:98:09 Guerard/Anderson that the amended proposed budget be approved. 
	Tabled: Lyle. Carried.
	Paul distributed a document comparing revenues, expenses, membership numbers from
 	1989 to 1997.

The directors broke at 10:00 CST and resumed at 10:20 CST.

5. Executive Committee:
	A verbal report was given by the President. Various conference calls have occurred. A
 	summary of the executive conference calls will be forwarded to all directors. The
 	executive committee has been recording minutes of their teleconference calls.

6. Executive Secretary: 
	No report.

7. SNC Liaison:
	Ed reminded the directors that Ian Curry, SNC staff person should be copied of all MSC
 	minutes. He reported that the SNC final draft of rules is ready for print. He will check
 	Appendix D to ensure the amendments are included. Ed reminded the board of directors
 	to make use of the Harassment, Discipline and Abuse policies that SNC has in place. 

8. By-Laws:
	Glen reported that there were no bylaw changes at this time. With the National office
 	address changing, there will be a bylaw change required - see page 15 of bylaws.

9. Competitions, Rules and Guidelines:
	Mary Lou reported that the English rule books have been mailed to all directors. The
 	French translation is still in progress. The MSC Rules, Guidelines and Procedures are on
 	the web page in English and once the French is received, it will be posted as well. Sue
	verbally reported of the committee’s goals for the upcoming year: Revising the
	Memorandum of Understanding (MOU) and better educating the Masters and Senior
 	officials and MSC swimmers about the new MSC Rules, Guidelines and Procedures.
 	Geoff will prepare a summary of all committee goals and distribute to the directors.

10. Records:
	Paul distributed Christian’s written report. Directors are reminded that Christian should
 	be consulted for new club codes. A copy of the club codes will be distributed to the 	PMO’s. 
	Motion: E1:98:10 that Records report be accepted as presented. Camp/Horne. Carried.

11. Fitness:
	Chris read Brendan Smyth’s report. Brendan questioned the value of the fitness
	committee now that the medical aspects are in the coaching committee. The board’s
 	consensus was that this committee is valuable to all MSC members, competitive and
 	non-competitive alike. Brendan Smyth resigned as chairperson of the fitness committee.
 	Chris offered to chair this committee.

12. Awards:
	Glenn distributed his written report. A further suggestion was to publish the Awards and
 	Awardees in the MSC News.

13. Publications and Communications:
	Bonnie reported that David Ellis, Edmonton, has agreed with the Web Page Guidelines
 	and that the new page is up and running. He agrees that the web page content belongs to
 	the MSC Board. He cannot translate into French. He would appreciate things sent to him
 	electronically or by disk. He requested that MSC investigate whether any legal action (or
 	other) action against MSC and the Web Master concerning the content of the web page
 	would be handled by MSC for MSC and the Web Master. That is MSC would pay for any
 	legal representation and would pay any damages awarded. 
	Motion: E1:98:11 that the Corporate Secretary will investigate the insurance coverage and
 	report back to the board. Schmidt/Horne Carried.
	Bonnie handed out a written report regarding the goals of this committee.

14. Coaching /Officials:
	George provided a verbal report, with his written report to be circulated at a later date. 

15. Marketing:
	No report. Paul reported that although invoicing has been difficult with the poor
	communication from the Marketing chairperson, it is current.

16. Search Committee:
	Sue provided a written report. 
	 Motion: E1:98:12 that for the position of MSC News editor this committee recommends that
 	MSC enter into a contract of one year with Christianne Fournier Kramer with an annual
 	stipend of $ 2,000.00 plus $ 350.00 for translation services required. Schmidt/Lyle. 	Carried.
	Motion: E1:98:13 that for the position of MSC Executive Secretary this committee
	recommends that MSC enter into a contract of one year with Beth Whittall with an
 	annual stipend of $ 4,000.00. Schmidt/Lyle. Carried.
	George will develop contracts for each of these positions and forward to each committee
 	chairperson to contract the individuals. Mary Lou will write to each of the unsuccessful
	candidates.
	The directors discussed job descriptions and performance appraisals. It was decided that
 	these tasks were the responsibility of the committee chairpersons. The proposed budget
 	was amended to include travel to Nationals for the MSC Editor, Webmaster and Records
 	Chair. When deemed necessary, travel to Board meetings will be at the dsicretion of the
 	Committee Chair.

17. Nationals:
	1998 Edmonton - No report
	1999 Nepean - written report provided by Nepean Organizing Committee. Don Clinton,
 	President of Nepean Masters Swim Club, Doug Petty, representative of Nepean Masters
 	Swim Club, Pat Niblett, MSO representative of Nepean Nationals joined the meeting to
 	present their report.  Kathleen Milne was unable to attend. They will research a shuttle
 	service and grazing services. The chairperson of fundraising will be contacting Aart
 	Looye from Nationals 1998 to obtain the relative financial information and
	administration information regarding the charity agreements.
	Motion: E1:98:14 that MSC advance $ 3,000.00 to Nepean Nationals under interest free loan.
 	Camp/Anderson. Carried.	
	Discussion occurred regarding limiting meet entries. Due to the fire code regulation of
 	725 people maximum allowed in the building, Nepean Organizing committee felt that
 	850 swimmers is the maximum allowance they can have for this event. 
	Motion: E1:98:15 that MSC approve the April 1, 1999 deadline for out of province and out of
 	country registration deadline and April 15, 1999 for in province registration deadline.
 	Anderson/Camp Carried.
	Discussion occurred regarding the tight warm up space and it was suggested that the
 	warm up times be assigned by gender and alternate start times, flipping them each day.
 	MSC requested MSC booth placement. MSC was advised that the AGM & Open
	meetings are scheduled for Sunday at noon at the end of morning heets on the deck.
 	Opening ceremonies are planned during the scheduled break of Saturday morning. Geoff
 	reported that the MOU was still in draft and was expected to be completed by December
 	1998. 
	Motion: E1:98:16 that the MSC board authorize the MSC Executive Committee to approve the
 	MOU of the Nepean Nationals. Camp/Stevenson. Carried.
	Nepean Organizing Committee was reminded that they required a contract between their
 	organization and the NKB Club for their services.
	2000 Dartmouth - Leanne reported verbally that Dartmouth Organizing Committee is
 	unable to host a Long Course event as there is insufficient warm up facilities and
	requested that the event be amended to a Short Course Event. 
	Motion: E1:98:17 that MSC approve the Dartmouth site as a short course event in 2000.
 	Camp/Stevenson. Carried.
	Leanne reported that with Nova Scotia Masters (NSM) disbanding, Swim Nova Scotia
 	(SNS) will take over the registration and management of the Nationals
	2001 - Bonnie reported that UBC is interested in hosting only a Long Course Event and 
	will put a formal bid in. 
	2002- Saskatoon - No report.
	2003 - Ed reported that Swimming Newfoundland is interested in hosting a Short Course 
	Nationals in St. John’s Newfoundland. Paul reported that Quebec is interested in Short
 	Course Nationals. Both will investigate and report back to the board.

19. Long Term Planning: the Executive Committee will review the Action Plan and report back to the board. 

F	BUSINESS ARISING FROM MINUTES
	1. Legal Matters: Report received.
	2. Motion Age Determination B1:98:14 this will be reviewed by the Rules and
 		Competition committee at the next scheduled review date of September 1999.
	3. MOU revision: Glen distributed a draft MOU.

The board broke at 17:15 CST and resumed at 7:45 CST September 27,1998

Motion: F1:98:18 That MSC approve the amended MOU as presented. Lyle/Anderson. Carried.
Motion: F1:98:19 That MSC receive as compensation from the successful bidder, a head tax for
 	all rights and trademark and that all profits or losses are the benefits or the responsibility
 	of the host committee. Lyle/Anderson.  Defeated.
Motion: F1:98:20 that the MSC Executive be authorized to approve the MSC National 
	Championship Form and the MSC Meet Contract. Schmidt/Stevenson. Carried.

	4. National Registry: Discussion regarding the benefits of a national registry were
 	discussed. Directors were reminded that the information required is name, birth date and
 	gender.  Board Directors were requested to discuss this with their PMO’s and report 	back.
	Ed reported that SNC has a database software developed for this purpose and MSC 	is
	welcome to try it out. The board directed Geoff, as the MSC representative to the
 	Alberta AGM on October 3, 1998 to encourage Alberta to participate in the National 	Registry.
	Motion: F1:98:21 that MSC establish a National Registry. Camp voted no; Horne abstained. 	Carried.

5. Alberta:
	Geoff will be representing MSC at the Alberta AGM October 3, 1998 in Calgary
	 Motion: F1:98:22: that pursuant to bylaw 4.05IV that MSC remove Aart Looye as the director
 	of Alberta, as the incumbent has not fulfilled his duties as a director. Schmidt/Stevenson.
 	Tabled. Lyle Carried

6. SNC Policies - MSC Applicability:
	Covered under SNC liaison report.

7. Postponed Agenda Items:	
	a) Air Miles: The carrier air miles belongs to the member who must be a person and not
 	an association or company and cannot be transferred. The credit card air miles belong to
 	the cardholder and not an association or company and cannot be transferred.
	b) Open Water Rules - are to be submitted to the Rules and Competition Committee for
 	the next scheduled review
	c) Software - Leanne will talk to Brendan regarding his inquiry about this
	d) University Swimmers - FNQ is looking into having CIAU swimmers swim masters
 	and age group meets. SNC rules state that MSC has a ruling to preclude admittance.

G.	NEW BUSINESS
	1. Armed Forces:  there has been a verbal inquiry about allowing Armed Forces to
 	combine swimmers to make teams of bases, regions or nation-wide. It was decided that
 	they should be asked for a formal written request. Mary Lou will follow up.
	2. Corporate Secretary - Vacancy:
	Motion: F1:98:23 that George Lyle be appointed to finish the Corporate Secretary term until
 	May 1999. Schmidt/Horne. Carried. 
	3. National Bid Process - covered under MOU approval
	4. Web posting of agendae and minutes:
	Motion: F1:98:24 that MSC Executive approve highlights of the board of directors meeting to
 	be posted on the web page. Pronk/Stevenson. Carried. Approved minutes will be posted.
	5. Coaching Sponsorship: the proposal of sponsoring an age group coach that has a
 	swimmer that makes a Commonwealth or Pan Am Games team has been referred to the
 	coaching committee.
	6. Next meetings- Board and AGM: AGM: Sunday May 16, 1999 noon on deck at
 	Nepean Sportsplex. Board Teleconference calls to be determined by the President.  
	7. Other Business: nothing to report
	8. Open Water Championships: Geoff will present a bid for the 1999 Canadian Open
 	Water Championships to the Rules and Competitions Committee.
	Motion: F1:98:25 that MSC ask SNC for a license to provide MSC the sanctioning power for
 	National Championships. Lyle/Anderson. Recorded vote: In favour: Sue, Bonnie, Glen,
 	Paul, George, Chris. Against: Geoff. Abstain: Leanne. Carried. Mary Lou will pursue this
 	with SNC.
	Motion: F1:98:26 Raised at 11:45 am CST that MSC refer the proposed amended budget to
 	the September 28, 1998 MSC AGM. Guerard/Anderson. Carried.
	Motion: F1:98:27 Raised at 11:46 am CST that MSC refer the MOU to the next board of
 	director’s meeting. Anderson/Horne. Carried.
	 9. Masters Technical Committee of FINA: Mary Lou will investigate this position and Ed
 	Evelly as a candidate.
	Motion to adjourn: 11:58 am CST Guerard/Schmidt. Carried