ATTENDEES
OBSERVERS
A. CALL TO ORDER
The meeting was called to order at 8:15 AM by the chair
B. INTRODUCTION/WELCOME
The chair introduced and welcomed the delegates
C. ADOPTION OF AGENDA -
Additions: "I can Swim"as G.6
FINA Delegate update as I
Recognition Plaque for past presidents as G5
amendments: numbering after F , change to letters G, …L
motion:B2:99;01 Johnston/Guerard to accept the agenda as amended. Carried.
D. APPROVAL OF MINUTES-
1. Directors Meeting May 14, 1999
Under called to order - motion, Schmidt, Pronk that Lyle chair the meeting
Add time that Monteith took over chair
Under Rules - change Sept 1 to July 31
Motion B1:99;20 - add mover, Schmidt, Horne seconder
Motion B2:99;02: Horne/Johnston that the minutes be approved as amended.
Carried. Camp abstained
2. Directors Meeting May 16, 1999
Date of next board meeting change to Oct 2 & 3, 1999
Motion B2:99;03 Schmidt/Horne that the minutes be approved as amended.
Carried. Camp abstained
3. Directors Teleconference June 28, 1999
add SK delegate to Schmidt in attendees; World Record - add Recorder,
Motion B2:99;04 Schmidt/Johnston that the minutes be approved as amended
Motion B2:99;05 Leier/Johnston that the June 28 teleconference meeting be
approved. Carried. Camp, abstained.
Pursuant to By-Law Section Article VI, 5.05 - consent of all directors,
including those that were absent, is needed for the meeting to be official.
Therefore all motions made at that meeting are null & void.
Concern expressed by Camp that minutes were only sent via e-mail. Delegates
polled as to method of sending Distribution of Minutes: Leier, Camp, by hard
copy; Horne hard copy until able to open e-mail; Lyle, Schmidt, Johnston,
Guerard, Monteith, Pronk, Evelly by e-mail (.rtf).
E. IN CAMERA
Whittall left meeting during the board review of staff performances
Motion B2:99;06: Camp/Horne that the terms of Editor, Webmaster, Recorder and
Executive Secretary be confirmed for a further 1 year term with a review to happen
in May, 2000. Carried
F. REPORTS
1. President
Motion B2:99;07 Schmidt/Horne that the presidents report be accepted. Carried
2. Vice President
No report
3. Treasurer
MSC's fiscal year approved by Revenue Canada
Financial Statements, Budgets & Notes distributed
Nepean: from the advance of $5000 only $3,000 has been repaid. None of the $5
per swimmer fee received. Camp asked if there is a time frame for receipt of
the swimmer's fee. Purpose of this was to cover any future losses at Nationals
& should be identified as such in the statements. Is it still necessary to collect
this fee if MSC is not to cover any future losses. Referred to Rules & Finance
Committees to report back at next meeting.
(find in minutes - Ottawa Turnbell pres)
Ads needed for MSC News
Not reflected in statement - Legal, $6,044.00 regarding Tree's appeal to SNC
Motion B2:99;08 Guerard/Camp that we accept the actual expenses YTD. Carried
Motion B2:99;09 Guerard/Pronk to put budget on the table. Carried
Motion B299;10 Guerard/Johnston to table budget to end of agenda. Carried
4. Secretary
(a) By laws:
Proposed changes from the May 1999 Meetings were looked at: (1) Top 20 to Top 10;
(2) all class III members allowed to vote (Pronk had withdrawn motion); (3) each
of the standing committees be represented by each of the following regions; Atlantic,
Que., Ont., Prairies, B.C.
Secretary recommends no changes.
B.C.'s other proposed changes submitted to the by-law committee are on this agenda.
Motion B2:99;11 Schmidt/Camp that the by law report be accepted by the board. For:
Camp, Horne, Johnston, Guerard, Leier, Schmidt. Against: Pronk. Carried.
1. Code of Conduct
Motion B2:99;12 Johnston/Horne that we accept the recommendations for the Code of
Conduct proposed as a policy by Schmidt, as secretary. Carried. (as amended)
Motion B2:99;13 Pronk/Camp to amend motion B2:99;12 to add "accept….in principal...the".
Carried
2. Appeals process
Motion B2:99;14 Pronk/Camp that the by laws be amended to introduce an appeals process.
Carried.
3. Standing Committees have Regional representation
B.C requests that this be a policy (not a by-law) so as to get, wherever possible,
input (ideas & volunteers) from across Canada.
4. Voting by Class III Members
Withdrawn at May 16, 1999 meeting. New changes proposed by B.C to be addressed later
this meeting.
(b) Directors' and Officers' Job Descriptions
Motion B2:99;15 Leier/Horne that Schmidt's proposals be accepted as guidelines.
Motion B2:99;16 Camp/Horne refer guidelines to nominating chair, for possible
revision and input from other Masters swimmers. Carried
(c) Discipline and Harassment Policy
Motion B2:99;17 Schmidt/Johnston that we accept Schmidt's Discipline Policy draft
in principal. Carried.
Harassment Policy to be drawn up by Horne, using SNC's and MASBC's as guidelines.
It was agreed that no documents be passed to legal council prior to board approval
5. Committee Reports
(a) Competition Rules & Guidelines:
SNC Rule book Appendix C specific for Masters swimming rules. Ed Evelly to discuss Bill
Hogan's (SNC's Rules Chair) letter.
Motion B2:99;18 Schmidt/Horne that the rules committee report dated Sept 18,1999 be
received. Carried. Camp abstained
Final rules to be ready for print Sept 1, 2000
Motion B2:99.19 Pronk/Camp that the BC report to the rules committee be received
for consideration by the board. Carried. Horne, Leier, Johnston, Schmidt abstained
Motion B2:99;20 Camp/Pronk that the Rules, Procedure & Guidelines retain all current
components and that the SNC Rulebook be kept in synch. Carried, Schmidt abstained.
Motion B2:99;21 Camp/Pronk that the BC rules report to the rules committee be referred
to Rules Committee for an item by item response. against - Schmidt, Horne, Johnston;
for - Pronk, Camp, Guerard, Lyle; abstained - Leier. Carried.
Resignation of Horne & Schmidt from the rules committee.
1. Canadian Swimming Championship Rules
The Rules Committee is to look at all variations in Championships over last few years
and suggest rules changes.
2. Canadian Open Water (O/W) Championships
Motion B2:99;22 Schmidt/Horne that the O/W Application Form be accepted. Carried.
Motion B2:99;23 Pronk/Johnston that an O/W committee be established. Carried
(as amended).
Motion B2:99;24 Camp/Johnston to amend Motion B2:99;19 .….O/W sub Committee of the
Rules & Competitions Committee, dealing with O/W rules only. Carried.
Motion B2:99;25 Camp/Johnston that the O/W Application Form be referred to the O/W
sub committee. Carried.
Ed Evelly suggests that MSC liase with SNC O/W chair, Bernard Charron , Que.
3. Canadian Championship Bid 2001
Motion B2:99;26 Horne/Johnston that the Rules committee's recommendation to approve
Calgary's bid be accepted. Carried
Pronk will see that the web site "happenings" section be corrected stating that the
Calgary bid is still under consideration and that an apology be posted on the website.
4. National Membership Registry
MSO re-iterates their offer to do registration cards at a fee of $1/swimmers for
any province.
Pronk suggests that the MSC logo be printed on the back of all provincial registration
cards.
5. Report on 2000 Canadian Championship
Charles Nauss, president NS Masters joined meeting by phone. He & Horne presented
the entry meet package & budget. Swim NS is to host the event.
Final approved entry form to be published in MSC News, Fall '99 issue, final hard
copy to the Board through Head Office.
Amendments: Delete: hosted by MSC, swimmers may swim either the 800/1500 but not
both. Change: "flat" fee to "meet" fee, SNC to MSC safety procedures. Add: 100 IM,
T-shirt sizes, relays & relay participants must be registered before deadline date,
all entries will be accepted on a first come basis, deadline date will be closed
early if 450 limit is reached.
Motion B2:99;27 Horne/Johnston that the budget and meet package be approved as amended.
Carried. Leier abstained.
Note: any variances from MSC rules in the meet package means they are approved.
6. Canadian Championships 2002-2003
(i) Provincial Relay Teams - see Policies & Procedures.
(ii) Water Temperature - correct bid form as per MSC rules.
(iii) Limits on Registration - to the rules committee.
(iiii) Points at Canadian Championships - refer to rules committee.
(b) Records:
Reports by Johnston and Berger were distributed to the board.
Berger's comments re "unofficial" Canadian World records referred to Johnston
"Choice" events - should be listed in results as the specific strokes - not "choice".
1. Listing of Top 10 versus Top 20
Motion B2:99;28 Johnston/Pronk that the Top 20 be posted on the MSC web site and
the Top 10 be published in hard copy. Carried
The board directs the Records committee to review web and hard copy content and
format of the Top 20 & Top 10.
2. Swimming Records
(i) Canadian
Pronk requests that the MSC records on the web be updated as they are received
by the recorder. Should be updated at least 2 times/year.
Monteith reminder that a record holders certificate was to be developed.
(ii) Worlds
Motion B2:99;29 Schmidt/Horne Cliodna Johnston be liaison to Records Committee.
Carried
Motion B2:99;30 Johnston/Pronk that the report by the records Committee be
received. Carried
Motion B2:99;31 Johnston/Horne that the Procedures in the report become an MSC
policy. Carried
Horne left meeting at 5:15 PM and Schmidt at 5:20 PM
(c) Fitness - No report
(d) Awards
Leier reported that the committee was working on two awards, based on Performance
and Volunteer/Builder.
Meeting broke at 5:30 PM and resumed at 8:22 AM Oct. 3, 1999
(e) Publication & Communication:
1. MSC News
Additions to all issues: deadlines, address and language preference change
contacts (PMO), editing disclaimer, "season" of the issue on front cover.
Editor to send reminders to all reps for labels and reports which are to be kept
to under 400 words.
Publications committee and editor have license to edit articles, excluding
provincial reports.
2. Advertisements & Sales
Motion B2:99;32 Guerard/Monteith that the executive hire a professional sales
agent to solicit ads for MSC News. Carried.
This would be under Publications & Communications Committee
3. Publishing Costs
Costs of the pages over the 20 increase costs of printing and mailing considerably
- anything over 50 gms mailing costs go way up.
Translation costs. Guerard to look into costs including what the $350 for
translation to the editor is for.
The Publications committee is to follow budget guidelines
4. National Registry:
Executive secretary asked for updated numbers of swimmers and clubs from each province.
5. Website
Pronk to negotiate webmaster contract with Ellis
All board members should send information for the web through Publications committee.
Payment of "honorariums" to be requested by the committee chair
(f) Coaching
No report
(g) Officials
No report - no committee
(h) Marketing
No report - no committee
The board agreed not to add any new MSC products.
Monteith to approach Rhonda (Nepean) to act as marketing chair.
G. OTHER BUSINESS:
1 Long-Term Planning
Whittall handed out a draft of the Policies & Procedures taken from the minutes since
incorporation (1994). Corrections & suggestions requested from the board.
Pronk suggested that the position of executive secretary be changed to "Technical
Director, similar to other sports organizations. She is to report to the board a job
description.
2 Technology Up-Dating
Whittall distributed list of sales of MSC merchandize and of MSC inventory at Head
Office.
Leier suggests that a physical audit be done annually of the inventory.
3 Sanctioning of Canadian Masters Championships
Motion B2:99;33 Johnston/Horne that the policy as moved in Sept '98 motion F1:98:25
"that MSC ask SNC for a license to provide MSC the sanctioning power for National
Championships" be removed from the Policies & Procedures. Carried. Guerard abstained
4 Directors' meetings - teleconference vs. face to face
The board agreed to have more regular teleconference meetings. Johnston & Lyle will
draw up a schedule.
Motion B2:99;34 Johnston/Camp that the board direct the by-law committee to prepare
an amendment concerning the covering of teleconference board meetings to be consistent
with those governing face-to-face board meetings. Carried
Motion B2:99;35 Schmidt/Johnston that the directors at this meeting agree to have a
teleconference meeting Jan 9,1999 at 6:00PM EST with agenda to be distributed later.
Carried.
5 President's plaque
Motion B2:99;36 Camp/Schmidt that the topic of a plaque for past presidents be
referred to the awards committee for report to the next board meeting. Carried
6 SNC "I can Swim" program. Part of program is "I can Master it". Evelly assured board
that they would be consulted prior to anything about Masters swimming be included in
the program
H. NEW BUSINESS:
1. Meeting dates at 2000 Canadian Championship
Motion B2:99;37 Camp, Schmidt that the open meeting and AGM be held on Saturday &
Sunday, during lunch break, order to be determined. Carried.
Board meeting date to be decided at next board meeting
2. Attendance at FINA Meeting in Munich
Motion B2:99;38 Camp/Horne that MSC present Evelly plus another attending Masters
swimmer for consideration as the Masters delegates to the FINA Technical Committee
meeting at the Worlds 2000. Carried
3. Attendance at Annual Meeting - S.N.C.
Motion B2:99;39 Pronk/Guerard that we send Lyle as voting delegate to the SNC '99
AGM. Carried.
4. Attendance at U.S.M.S. Annual Meeting
An invitation was received by the president to attend the Sept. '99 USMS AGM. Lyle
will write a note of thanks to USMS and say we would like to be invited in the future.
I. FINA UPDATE
Evelly's name to be put forward by AFC to FINA as a member of the Masters Technical Comm.
J. RECOVERY OF MOTIONS AT JUNE 28, 1999 TELECONFERENCE
Motion B2:99;40 Camp/Guerard that, through Anna Tosto, MSC contact Harold Cliff to find out:
(1) what is going on at SNC in regard to this matter;
(2) what jurisdiction SNC feels they have;
(3) she should aquaint Cliff with the factual history between Tree & MSC. Carried
Motion B2:99;41 Camp/Guerard that MSC discontinue any further interaction with Tree,
either through the board and staff or through Tosto until such time as the board
further instructs Tosto. Carried
K. BUDGET 2000
Motion B2:99;42 Guerard/Camp that the amended Budget for 2000 be approved. Carried
L. REPORT ON TREE
Motion B2:99;43 Guerard/Camp that the invoice in the amount of $6,044.18 dated Sept 23,
1999 received from McCarthy Tetrault for representing MSC in the David Tree Appeal be
paid. Carried
The board directed Lyle to approach SNC to ask them to share in these costs and to make
them aware that it represents 10% of our budget and 60% of the amount MSC pays SNC
per year.
M. ADJOURNMENT
Motion B2:99;44 Johnston to adjourn. Carried. The meeting was adjourned at 1:30 PM.