MASTERS SWIMMING ASSOCIATION OF BRITISH COLUMBIA
ANNUAL GENERAL MEETING
KELOWNA, BC - APRIL 12, 2003
CALL TO ORDER: 3:30 p.m.
PRESENT:
Board: Aart Looye, Russ Donaldson, Suzanne Scriven, Brian Rodger,
John Bell, Leon Politano, Bonnie Pronk
List attached of members in attendance.
REGRETS:
Mike Hambrook, Vanda Stocks
QUORUM:
Declared
1.
ADOPTION OF RULES OF ORDER
Robert's Rules of Order were adopted for the meeting.
2.
ADOPTION OF AGENDA
MOTION: To Adopt the agenda as circulated. (Ivan Szasz/Leon Politano)
CARRIED
3.
ADOPTION OF MINUTES FROM 2002 ANNUAL GENERAL MEETING
MOTION: To adopt the minutes from the 2002 Annual General Meeting as
presented. (Stephen Ricketts/Ian Burvill)
CARRIED
4.
INTRODUCTION OF BOARD OF DIRECTORS
The Board members present at the meeting were introduced.
5.
AUDITOR'S REPORT
See attached financial statements for the period ending October 31, 2002. Given the
surplus, we encouraged those members present to think of ways that we might be able to
assist their clubs and swimmers. A question was asked if that might include purchasing
equipment and we indicated that a proposal/request should be submitted and each request
would be evaluated. There was a question of what "unearned member fees" are and Aart
explained that those were fees payable (but not yet paid) to Swim BC and MSC. Aart
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also mentioned that we expect the newsletter expenses to decrease because we anticipate
soliciting increased advertising.
MOTION: To adopt the Auditor's Report as circulated. (Danielle Brault/Steve Ott)
CARRIED
6.
APPOINTMENT OF AUDITOR
We recommended that MSABC stay with the current auditor, namely Hill & Partners.
MOTION: To appoint Hill & Partners as the Auditors for the 2003-2004 season.
(Laura Harris/Brian Rodger)
CARRIED
7.
REPORTS OF THE DIRECTORS
See attached reports of Mike Hambrook (Treasurer) and Brian Rodger (Registrar).
Russ extended accolades to Linda MacPherson for her work on the million-metre club
and mentioned that Laura Harris will be taking this over. As well, Russ acknowledged
with appreciation the work of Norma Powell as the sunshine coordinator for her work in
sending cards and flowers, etc. where necessary. Russ promoted the Masters Coaches
Clinic with Jack Kelso, scheduled for June 14, 2003 in Vancouver and also mentioned
that nominee swimmers were required. Russ is stepping down as vice president, but will
retain management of "gear", such as pins and caps.
Leon commented that the sanctioning process this year went well and that we have
worked hard to improve the attitude of officials to treat Masters swimmers appropriately.
Leon mentioned that he has all of the swim meet equipment, including the lap counters.
John commented that he unfortunately was not as involved this year, as he would have
like to have been and has goals for the coming year.
Bonnie mentioned that she has taken on the newsletter and that the current issue is at the
printers. There are new sections including a Coach's column (Q&A) and a Behind-theScenes look at people that contribute to Masters. She is open to new ideas and welcomes
pictures and articles.
Aart, captain of the good ship, discussed how much of this year was involved with the
politics of swimming. He also expressed appreciation for the people who assist the
Board and Masters swimming in BC, including Julie Jones and John Clarke, and thanked
them for helping make MSABC a good organization and Masters swimming in general
better.
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8.
SETTING OF THE 2003-2004 SWIM YEAR FEES
Aart explained the background on the current fee situation. In short, MSABC reports to
MSC, who reports to SNC, who reports to FINA. In the past, we adopted a policy of
non-participation with MSC as we are getting nothing from them and that organization
does nothing of substance. At the February Board meeting, we agreed to pay to MSC the
$2 that gets passed on to SNC, plus a nominal fee, and agreed to ask them to provide an
accounting of the remainder of the fee levy. MSC is now asking for the full fee. We
recommended that the fee was collected from the swimmers for 2002/3 and we should
pay it. We thought, however, that fee should go to MSC with a strongly worded letter
that expresses our association's disapproval and disappointment with MSC. As well, it
was suggested we include observations of MSC's shortcomings vis-à-vis MSABC and
suggest that perhaps they should rebate an amount to all swimmers for no services last
year. The letter should be copied to SNC.
MOTION: That the full MSC fee levy for 2002/3 fees be paid.
Brault/Leon Politano)
(Danielle
CARRIED
We discussed the advantages and disadvantages of a two-tier registration system, such as
in Quebec and New Brunswick. In order to compete in any meets, you would have to
register with SNC. The two-tier system would eliminate "recreational" Masters
swimmers from having to subsidize the "competitive" swimmers. However, it is an
administratively difficult and time-consuming system for clubs to maintain. Brian
mentioned that it would also make it more difficult for swimmers to spontaneously enter
swim meets at the last minute.
MOTION: To keep the fees at the current level: $30 per swimmer and $25 per
club, with a fee of $10 for new swimmers and new clubs registering after the
Provincial Championships. (Ivan Szasz/Denis Crockett)
CARRIED
9.
AWARDS
(a)
Achievement
(i)
Ted Simpson Memorial Achievement Award. This award was
presented at the banquet to Graham Welbourn.
(b)
Service
(i)
Stan Powell Memorial Service Award. This award was presented
at the banquet to Vanda Stocks, in absentia.
(ii)
Board certificates. Retiring Board members were presented with
Certificates of Appreciation.
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10.
ELECTION OF DIRECTORS
Board positions up for election this year and elected directors, all by acclamation:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
11.
President
Vice President
Secretary
Registrar
Editor
Member-at-Large
Member-at-Large
Member-at-Large
Aart Looye
Leon Politano
Tony Zezza
Brian Rodger
Bonnie Pronk
Glen Mehus
Stephen Ricketts
Suzanne Scriven
QUESTION PERIOD
Nationals 2004
We explained that we are restricted in BC by the number of pool facilities that have the
capability of hosting this event. Clubs in those vicinities have been approached (UBC,
VMSC, CSS, EBSC, NAVY) and everyone has said no.
MOTION: That a bid for Nationals 2004 will not be submitted by BC. (Russ
Donaldson/Bob Wilkins)
CARRIED
It was suggested that we look at 2005 or future years. It was also suggested that perhaps
we should deal with MSC first in terms of defining that relationship before proceeding to
get involved with MSC in hosting a national Masters event. Many clubs are apparently
unsure of what is required to host Nationals and the preparation of a set of guidelines was
discussed. It was recommended that the Board prepare the groundwork to approach the
clubs to facilitate hosting a national championship in a future year. UBC is already
considering nationals in 2007.
MOTION: That the Board prepare the groundwork to approach clubs to pursue a
national championship for a future year. (Rod Carmichael/Tony Zezza)
CARRIED
Provincials 2005
Alex Muir indicated that the Delta Retreads are considering hosting Provincials 2005. As
well, Nanaimo would consider hosting the event.
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12.
ADJOURNMENT
MOTION:
Scriven)
To adjourn the Annual General Meeting.
(Brian Rodger/Suzanne
CARRIED
The annual general meeting was adjourned at 5:00 p.m.
RESPECTFULLY SUBMITTED:
Suzanne Scriven
Secretary
Aart Looye
President
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Treasurer’s Report
I am pleased to report that the finances of MSABC are in very good shape and the Board of
Directors undertook a number of activities during the past year to help them stay that way. Three
noteworthy activities included:
Publication of our Consolidated Financial Polices
The Board of Directors reviewed the existing financial policies of MSABC and developed some
new ones, and then all of these policies were consolidated in a simple two-page document for the
reference of all MSABC members. Copies are available. Previously, financial policies were
contained in the minutes of MSABC and that made referencing them a time-consuming activity.
Hiring of an Insurance Consultant to Review MSABC’s Insurance Coverage
To ensure that the insurance coverage that MSABC carries is appropriate for such an
organization and provides sufficient liability coverage, an insurance consultant, John Roberts and
Associates, was hired to review MSABC’s insurance coverage. The cost of this review is quite
modest relative to the annual cost of our insurance and the consultant’s report is expected
sometime this month.
Hiring a Professional Bookkeeper
In past years, the bookkeeping of MSABC had been completed by the Treasurer on a volunteer
basis. This approach presented several problems related to the timeliness of financial reporting
and the ability of the Treasurer to address the other responsibilities of the position; MSABC has
grown to be a substantial organization. Consequently, a professional bookkeeping service, Axel
Zitcher Financial Services Ltd., has been hired to produce quarterly financial statements and
related tasks. The use of a professional bookkeeper will do much to ensure that MSABC’s
finances are in order and otherwise transparent in the years to come. The report of our auditor is
attached.
If any members of MSABC have questions about our finances, please feel free to contact me.
The best way to do so is via email: michael_hambrook@hotmail.com. Alternatively, please also
feel free to phone me at 604-221-0797.
Swimmingly submitted,
Michael Hambrook
Report of the Registrar
This year has been another busy year for registrations. Our swimmer count as of April 7, 03 was
1425 and the total of the swim clubs was 46.
The new clubs for the 2003 season are Simon Fraser Aquatic Masters Swim Club, Team Aquatic
Sharks, Haney Seahorse Swim Club, Summerland Orcas Masters Swim Club, Bull Trout Swim
Club (Fernie), UVic Tri Swim Club (Victoria), and the White Rock Wave Swim Club.
The Registrar position has not been filled. There has been no one stepping forward at this time
to take over the position, I will keep doing the Registrar duties. I have been discussing with
someone to help out with some of the duties so this help may be of great benefit if all the details
can be worked out.
I would like to thank the membership for all the help and support they have given me in making
this position so much fun.
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Respectfully submitted.
Brian Rodger