MSABC BOARD OF DIRECTORS MEETING
SATURDAY, JANUARY 27, 2007 at 11:20 am
6114 WHITNEY PLACE, DUNCAN, BC
CALL TO ORDER: 11:00 a.m.
PRESENT
Glen Mehus (12:30 p.m.), Diane Ruffell, Stephen Ricketts, Keith
Kendall, Leon Politano
REGRETS
Tony Zezza
GUESTS
None
QUORUM
Declared
A.
AGENDA
APPROVED
B.
MINUTES
Motion (Diane) Amend the minutes to show Paul Hasegawa’s resignation from the
MSABC Board. APPROVED
Motion (Leon):
That the minutes of October 7, 2006 be approved.
APPROVED AS AMENDED
C.
BUSINESS
1.
Financial Reports (Keith)
(a)
Adoption of the 2007 Budget
Keith circulated a copy and provided a summary of his proposed budget. General
discussion ensued.
Motion (Keith) Adopt the 2007 budget as presented with the addition of funds to
purchase a camcorder for the existing underwater lens. APPROVED
(b)
Financial Policies (Keith)
The Board reviewed the existing Financial Policies. For the policy on board travel
expense reimbursement, the Board agreed to change the meal allowances to fixed
amounts. The Board agreed to set mileage rates based on government rates. Reviewed
coach reimbursement amounts and will keep them the same. The Board agreed we need
to have Board approval for travel expenses other than attendance at MSABC Board and
Annual General meetings.
ACTION: Keith will update Financial Policies as discussed and circulate by e-mail
for Board approval.
(c)
2005/2006 Financial Statement (Keith)
Keith provided a copy of the updated statement and reviewed in detail with the Board
members.
Motion (Diane): To accept 2005/2006 Financial statements.
APPROVED
ACTION: Keith will forward statements and other relevant documents to the
auditors for review.
(d)
Outside Auditor
No action at this time.
2.
MSABC Registration
(a)
2006-2007 Registration status and Swim Direct Update (Keith)
Currently 1165 paid members and 33 paid clubs. Membership on track from previous
years. Discussed some of the confusion about collecting club fees. Some clubs aren’t
paying their club fees.
ACTION: Keith will ask clubs with outstanding club fees to submit payment. Diane
will add an article to the next electronic bulletin.
General discussion on our clubs membership mixes. Some clubs are all MSABC, some
are community based. Agreed the club membership has to conform to our insurance
requirements.
ACTION: Keith will start stratifying the clubs to get a better understanding of the
membership mix.
(b)
Status of waivers/release form (Keith)
Keith is receiving copies of the waiver forms. Registrar should only get waivers from
independent members. Clubs are responsible to maintain the waiver forms and the Board
discussed how can we monitor the clubs to ensure they are getting waivers from their
members. Blank waiver forms are now available on-line on the MSABC web site.
(c)
Swim Direct Registration Issues (Keith)
General discussion on existing registration process. Some concerns Keith is running into:
1. Matching payments to invoices generated by Swim Direct.
2. Receiving cash instead of cheques.
3. Clubs that haven’t registered their swimmers.
General discussion on payment of MSC and Swim BC payments. Swim BC generates
invoices. General discussion on timing of past payments to MSC.
ACTION: Keith will process payment to MSC based on paid members.
Discussed the need to get better access to membership numbers prior to swim meets.
Many swimmers aren’t aware their MSABC numbers have changed. Question was asked
if we could get access to Swim Direct for the meet managers.
ACTION: Keith will follow up to see if Board can get access to the Swim Direct site.
General discussion on getting the registration cards out to the membership.
ACTION: Keith will take on the job getting the cards out to members.
Board discussed limitations with having an out of province registrar. Keith feels the
position of Registrar and Treasurer would be easier to manage if they were combined.
Concern was raised about being able to fill the combined position. General discussion on
whether a board member can hold two positions.
ACTION: Steve will review the policies and constitution to see if a board member
can hold two positions.
3.
Competition Reports
(a)
2006 Provincials Report (Glen).
ACTION: Glen will send an electronic copy of report to the Board members.
(b)
2007 Provincials Status (Glen/Aart)
Meet is sanctioned. Provincial entry forms still not available on line.
ACTION: Glen will follow up with Aart to make sure the entry forms available.
(c)
2008 Provincials (Leon)
Leon reported Victoria is no longer interested in hosting Provincials. Cowichan Masters are
interested in hosting the meet, but their existing pool isn’t suitable. Discussion on changing meet
rotation to allow Provincials to be hosted in Duncan in their new pool in 2009.
ACTION: Diane to provide an article for next Electronic Bulletin asking for submissions to
host the 2008 Provincials. Leon will research other meet formats for presentation to the
Board at the next meeting so the Board can review standard event formats for Provincials.
(d)
2006/2007 Swim Meet Schedule (Leon)
Leon reported the Winskill Otters are planning to host a sanctioned times trials prior to Provincials.
Still working on the sanctioning of the event.
(e)
Interior Swim Meets (Glen)
Salmon Arm hosted a non sanctioned meet and was well attended. Kelowna also hosted a nonsanctioned time trial, but the meet was not well attended because it was held late in the day.
(f)
Open Water Events (Glen)
Open water event in Kelowna, scheduled for August 17, 2007 is now sanctioned by Swim
BC. Event is one week prior to the Iron Man Competition. General discussion on
sanctioning of open water events. Also discussed the potential impact to membership by
the newly formed BC Open Water Swim Association. Glen advised the Board he is the
chair of MSC Open Water Swim Association.
(g)
Officials Training (Diane)
Diane is now qualified as a Level 4 and Leon is working towards his Level 4. Need to continue to
encourage our members to get into officiating.
ACTION: Diane will do an article on the need for officials in the next Electronic Bulletin.
(h)
Meet Results
General discussion on how to get our meet results on the Swim Direct, MSABC and MSC websites
and the need to get two hard copies to Julie Jones. Diane advised the Board MSC will no longer
include our meet results in their Top Ten database unless we send them an electronic copy of the
results. Format is outlined on the MSC website. Diane has put an article on MSABC web site to
explain how to send out the meet results.
ACTION: Leon will monitor the MSC website for changes impacting the MSABC board.
Leon and Diane will look into how to post results to the websites and advise the meet
managers.
4.
Communications
(a)
MSABC Electronic Newsletter
Diane presented her report. Report defines the new role for the editor with respect to the
electronic bulletin. Will also form the guidelines for electronic newsletter when we find
an Editor. Diane wanted to recognize Vince, Deep Blue Creations for all the assistance he
has provided with the Bulletin and the web site changes.
ACTION: Steve will incorporate Diane’s report into the Editor’s policy and
provide a draft for the Board’s review prior to the next meeting.
(b)
Bulletin –Email addresses (Diane/Tony)
Still working out some bugs with the e-mail addresses, but the Bulletin seems to be
getting out to all of our members.
(c)
Website (Diane)
Diane has completed the website changes and the Board thanked her for all of her efforts.
Board feels the new format is a great improvement. The new format allows more
flexibility in updating the website. Discussion on accuracy of club contact information.
ACTION: Tony/Keith to get updated contact list information to MSABC website so
it can be updated.
(d)
Videos (Keith)
Starting to get some rental activity. Keith noted one club has a social night and watch the
video with their coach. Keith’s wife has offered to handle the videos. Board agreed.
ACTION: Keith will get the video contact information changed on the MSABC
website.
(e)
Video Camera (Glen and Keith)
Video camera is currently in Gibsons. Clubs are reluctant to rent the underwater lens
without a camcorder, as they don’t know what they need to run it. To get new cameras,
underwater lens will cost $1,200. For camera attachment, Team Aquatic recommend
three models of Sony DVD cameras, $700-900.
Motion (Leon): We buy one of the recommended camcorders so we have one
working unit available to our members. APPROVED
ACTION: Glen will purchase new camcorder.
5.
Administrative
(a)
Pool Updates (Kelowna and Duncan)
Duncan’s pool has broken ground but not sure when it will be completed. Kelowna pool will go
ahead. Pool will have a 50m tank and will also have a wave and surf pool. Pool will be built above
ground. Completion date is Dec 2008.
(b)
Awards and Nominations
1.
BC Hall of Fame (Diane)
No more action on this item.
2.
Masters World Hall of Fame (Glen)
Glen still looking into the criteria for this award.
3.
Masters Athlete of the Year (Diane)
Keith submitted Avila Rhodes as our candidate for Masters Athlete of the year. We should know if
she received the award by early spring.
ACTION: Diane will include an article in the next Bulletin.
4.
MSABC Awards (Keith)
Discussion on the MSABC awards. Ted Simpson is for achievement and Stan Powell is for service.
Keith wanted to know what the award criteria is and offered to receive nominations. Keith will
review the nominations and make the decision on who gets the award. If there are no nominations,
Keith will advise the Board so the Board can make the nomination/decision.
ACTION: Steve will provide the criteria for awards and pass the information to Diane and
Keith for the next Bulletin. Steve will get a list of previous winners for Stan Powell. Keith will
get previous winners of Ted Simpson. Will forward to Diane for the website.
(c)
Issues from Annual General Meeting (Steve)
1. List of available high level coaches.
No progress on the action item. Discussion on whether MSABC should fund swim clinics. Tabled
discussions for future meeting.
ACTION: Leon will contact Swim BC on available coaches for swim clinics.
2. Host a National Caliber Coaching Clinic (Steve)
Only one response was received from the call for interest in hosting a Coaching Clinic at
Provincials. Swim BC offers the coaching clinics and the Board feels our coaches could benefit
from them. Swim BC has list of available clinics on their website.
ACTION: Diane will provide article in Bulletin to refer MSABC coaches to these clinics. Can
be added to the article outlining how MSABC funds coaching training.
3. More Effort Towards Long Course Meets
No action as Semiahmoo weren’t able to offer a long course Provincials meet this year.
ACTION: Keith will take polls at future swim meets to determine interest in long course.
(d)
Club Issues: Age of Swimmers, Victoria Crystal Silver Streaks
General discussion of clubs with non MSABC members and the impact to the insurance
coverage for the swimmers and the coach. Issue with VCSS resolved itself, as all
swimmers are now registered with MSABC. Diane presented letter from Swim BC
outlining their concerns and the potential to impact our insurance coverage.
General discussion on the age of members. MSABC allows membership from age 18 and
over. General discussion on clubs wanting to further limit ages of their club members,
(e.g. limiting to 55 and over). The Boards position is all ages should be welcome in all
clubs. The board recognizes clubs set their own operations. The Boards position is if
clubs want to further limit ages of their swimmers, any conflict resulting from this
decision is between the club and the swimmers wanting to join.
(e)
MSABC Annual General Meeting and Nominations
General discussion on the upcoming general meeting. President, Secretary, Editor and
two Director at Large positions are up for election. Glen and Steve are prepared to stay
on. All Board members will seek other members interested in being on the Board.
ACTION: All nominations to be sent to the Secretary.
6.
Swim BC, MSC and SNC Reports
(a)
Swim BC Coaching Clinics and Correspondence (Diane)
This item was discussed under other agenda items.
(b)
MSC Update (Glen)
Glen updated the Board on the MSC. MSC has realized they haven’t communicated very
well with the PMOs and are taking steps to improve communications. MSC is looking at
using Swim Direct for their registration process. MSC is also considering raising
membership fees.
(c)
Council of Provinces (Glen)
Glen updated the Board on his meetings with the Council of Provinces.
(d)
SNC Annual General Meeting (Diane)
Glen and Diane attended the SNC meeting. Both felt the meeting was money well spent.
Diane provided the Board with her report on the SNC meeting. They made good contacts
with other provincial masters organizations. Helped other provinces to understand what
MSABC’s concerns are with MSC. Also helped to get steps taken to start resolving these
concerns. Subsequent to the SNC meeting, Diane sent a letter to MSC outlining these
concerns.
7.
MSABC Meeting Schedule
Next meeting March 10 to 11, 2007
D.
ADJOURNMENT
Meeting adjourned 5:40 pm.
_____________________________
Stephen Ricketts, Secretary
___________________________
Glen Mehus, President