SWIM WAIKATO BOARD Inc.
MINUTES OF MEETING Monday 11th October 2004
57 Morrinsville Road, Hamilton – 7.30pm
PRESENT: Humphrey Pullon (Chairman), Shona Hutt (President), Rodney Coombridge
(Treasurer), Russell Strange, Tim Rogers, Dean Patterson, Dave Magill, Richard
Sutton (Coaches Representative), Mandy Elliott (Technical Representative), and Kate
Thorn (Secretary)
APOLOGIES:
Theresa Duke – apology accepted and Richard Sutton and Rodney
Coombridge for lateness
Minutes of Previous Meeting :
Note that Val Strange is also on the College Games Committee.
Moved Patterson / Rogers that the Minutes as distributed be taken as a true and correct
record
Cd.
Matter Arising from Minutes:
1. Sports Force – Written report noting the following:
(a)
Moved Hutt / Strange that Swim Waikato approach Scottswood Trust in
conjunction with Waikato Waterpolo for a grant of $7,500.00 for the first Sports
Force payment. Cd.
(b)
Sport Waikato are in the process of submitting a Contract for both Swimming
and Waterpolo to sign.
2. Scoreboard : Dennis Preston has ordered the Hy-tek scoreboard software and has been
carrying out more testing on the software using our equipment.
Russell Strange to contact Jon Elliott to ascertain progress and to discuss the Roller
Door.
Meeting decided to advertise Swim Waikato on the roller door and Secretary to obtain
approval to use medal design on the door also. Design to be provided to Russell.
A letter regarding advertising received from Rovers Swimming Club. Secretary to
respond thanking them for their offer and advising what the Board have decided to do
with regard to the roller door.
3. Stopwatches: Mandy Elliott to place an order for the new watches.
4. High Performance – Secretary still to contact Clive Power with regard to asking him to
come over and discuss the proposal.
CORRESPONDENCE:
Correspondence as listed at the end of these minutes was read through and accepted by
meeting.
1.
Medal Quotation : Moved Hutt / Magill that Swim Waikato make an approach to
Century Foundation to apply for a grant to cover the cost of all Waikato Medals and
badges for Waikato Age Group Championships, Waikato Classic Meet and North
Island Championships for a total amount of $11,268.52 exc GST. Cd.
2.
HBPB Proposal. Proposal to be discussed by Development sub-committee –
acknowledge letter.
3.
Prime Ministers Coaches Scholarships application: on the advice of New Zealand this
information has been provided to Jo Sullivan with a request that she should be
submitting an application.
REPORTS:
Financial:
1. Visa details to be submitted at next meeting. (Not ratified)
2. NSW Tour costings to next meeting when all relevant account information has been
received.
3. Final figures for distribution between Swim Waikato and Matamata (Short Course)
have been distributed and approved. Matamata payment to be made.
4. Items to be added to Financial Statement:
1.
Val Strange printing of Team Manager Seminar Manual.
$129.81
2.
Re-imbursement of flowers and cards to be made to Secretary.
3.
Emblems NZ – extra medals and two trophies
$30.07
Moved Hutt / Rogers that the accounts as presented for ratification (excluding Visa)
and payment be approved. Cd.
International Time Trials Report:
Humphrey thanked Shona for her excellent Report and expressed the Board’s thanks to her
and Mike Poole for the work they carried out on behalf of Swim Waikato.
Shona mentioned that she felt the First Aid Kit needed more practical items included.
Noted that the Long Course, Short Course concept appeared to suit a lot of swimmers and
did not cause concerns.
AOD Report:
Dean did not have anything to report.
Humphrey explained about the Flash Gun Light - It appears to have gone missing from
where he had placed it.
Check to be made with Dennis Preston and Mike Meister.
Contact to be made with Harding’s about price and availability of more Buttons.
Check with Jon about Red Start-time – Russell to speak with him.
Ares Seminar – information should be forthcoming this week.
Coaches Report and Waikato Champs QT’s:
Richard held a meeting with the Age Group Coaches on Friday 8th and also a Coaches
Meeting after the conclusion of the Ace Meet on Saturday 9 th Oct. to discuss the proposed
Qualifying Times for the Waikato Age Group Championships.
The first meeting adjusted some of the proposed qualifying times and all five Age Group
Coaches approved those new times.
The second meeting (Saturday), all coaches present agreed that qualifying times were
necessary to improve the standard of the Waikato Champs and the submitted 2 nd version of
the proposed times were approved by this 2nd meeting.
50m Events: Board meeting discussed – decision to split into two age groupings – 12yrs
& under and Open. Events to be added into Flyer and clubs advised.
Some Board members expressed a concern regarding the 10yrs & under times. It was
reported that coaches attending the Saturday meeting felt that 9yrs & under swimmers will still
be at the Waikato Champs if they are at the higher level of the age group.
There was also some concern expressed regarding the safety factor of the Junior swimmers.
In order to qualify for Champs, it was felt that coaches would target more meets now in order
to ensure that their swimmers met qualifying times. Concerns had been expressed as to
where swimmers would qualify. Board felt that there were plenty of meets available to clubs
prior to close of entries.
Qualifying Period – to be set at 1st day of 2004 Championships to close of entries.
Moved: Elliott / Coombridge that the Board rescind the July meeting motion to adopt the
Swimming BOP qualifying times for the Waikato Age Group Championships and also to
rescind the September meeting motion to adopt a 2nd set of Qualifying times. Cd.
Moved: Hutt / Magill that the Board adopt the “2nd Version” of Qualifying Times for the
Waikato Age Group Championships, as now presented.
Amendment: Strange / Hutt that the Board adopt the “2nd Version” of Qualifying times for the
Waikato Age Group Championships, as now presented, with the following two changes:
(a)
10yrs & under – 50m Fly – change to
49.50
(b)
10yrs & under – 100 Breast – change to
1.59.50
Cd.
The Amendment became the motion and was carried.
Dean commented that although the discussions have been lengthy, they were very important
and very worthwhile.
The Coaches Meeting decided to re-appoint Richard Sutton the Board Representative until
the 2005 Waikato Age Group Championships, at which time the Coaches will hold their next
meeting. It was felt that this would be a good time to make their annual appointment as more
coaches available for a meeting.
Championship Points:
Discussion held regarding the Points system for the Waikato Championships. There was
some discussion regarding allocating points to “Top 8” Waikato swimmers in all events
whether there were 8 Wk swimmers in a final or not. This would mean giving points to
swimmers from Heats.
Meeting were advised that where there were Heats and Finals only the Final could be scored.
Secretary requested to discuss matter with NZ and report back.
Moved : Sutton / Lornie that Swim Waikato adopt the Points that were used at the recent
NSW Short Course Championships. Cd.
(Points will be as follows:
1st – 35;
2nd – 30;
3rd – 26;
4th – 23;
5th - 20;
6th – 17;
7th – 14;
8th – 11.)
Relay Points to be identical.
Technical:
Mandy tabled her written report and then spoke to it.
Pool Surveys: Secretary requested to write to NZ seeking clarification on pool surveys –
length of time between surveys.
Moved Mandy / Rogers the following Technical Exams:
Fairfield:
Rovers:
Gary Forsman
Carolyn Edwards
Starter
IOT Cd.
Computer Software Seminar Report
Kate and Jenny gave a verbal report.
Problem experienced with incorrectly setup computers to be discussed with Te Awamutu
College
21 attendees present
Seminar notes will be made available to clubs who did not attend on request at a cost.
Team Manager booklet , as produced by Val Strange, was excellent.
Disappointed with the number of attendees who came along had had no experience at all with
either Team Manager or Meet Manager.
Even with the hiccups, the day was very worthwhile.
Recorder: Moved Lornie / Sutton the list of record applications as read out and attached
hereto. Cd.
Concern expressed that a swimmer has missed applying for records. Secretary to contact
club concerned and advise them accordingly.
Development:
Dave reported that the Development sub-committee have met and are working on a
plan for the next 12 months. Hopefully be in a position to present this plan to the next
Board Meeting.
Inter Club Competition:
Rodney reported: Junior Inter-Club - 13 teams entered.
Two divisions –
A Division – 2 or more Juniors or 2 or more 13 & under
B Division – all the others.
Well managed teams – good support from parents.
Going to have the Hydroslide open for 1/2hr at the conclusion of the final night.
Teams tas follows: Hamilton 3; Ace 4; Te Awamutu 2 (Pd).; Morrinsville 1; Matamata 1;
Cambridge 1; Rovers 1.
College Games:
4 and 5th December for Swimming.
Russell reported - Sports meeting held last Thursday.
Entries have started arriving.
Risk Management Plan being discussed.
GENERAL BUSINESS
1.
Delegation of Board Responsibilities: Send out separate copy to Board Members.
Development and AOD may increase their numbers as required.
Humphrey explained that the Waikato Meets sub group are to assist with operational
matters. The Calendar was to be a separate issue.
2.
Calendar Initial Group to work on formulating 2005/06 Calendar to be:
Richard Sutton, Shona Hutt, Humphrey Pullon and Jenny Lornie
Meeting to be held at Frankton Primary School, 20th November 2004.
3
Cheque Signatories: Moved Hutt / Sutton that the Swim Waikato cheque signatories
be two of the following – President, Secretary, Treasurer. Cd.
3.
Russell spoke about Board seeking funding for lane hireage for Championship meets.
All funding information to be forwarded to Rodney.
Signed as a true and correct record of the Swim Waikato Board Meeting held 11 th October
2004.
Signed: ………………………………………….
Date: …../…..2004
CORRESPONDENCE 11.10.04
Inwards: New Zealand:
Other Regions:
General:
1.
Quotations from Emblems NZ for 2004/05 medals and badges.
2.
HBPB re suggested Inter Regional Proposal.
3.
NZ Community Trust - requesting information of grant
4.
WEL Energy – requesting information re May grant
5.
Pub Charity – requesting information of grant
Clubs:
1.
Transfer – Ellen Stapleton – Hillcrest to Hamilton
2.
Shona – re QT’s
Outwards:
1.
Te Awamutu Swimming Club – forwarding Jacobs Cup Relay bronze medals.
2.
Board members and Club Coaches – papers concerning the proposed QT’s for WAGS 2005.
3.
SNZ – Affiliation fees – 1st payment
4.
Emblems NZ ordering medal requirements and seeking written quotation.
5.
Economic Development – Companies Office – sending 2003/04 financial report.
6.
WEL – re outstanding funding notification (from May 2004)
7.
NZ Community Trust – advising the delay with the Scoreboard
8.
Pub Charity – advising delay with the Scoreboard
9.
Corrected affiliation account for Opal.
Late:
1.
Emblems NZ medal Quotation
2.
Hawkes Bay Poverty Bay – tri series
3.
Prime Ministers Coaches Scholarship