July
Minutes of the Management Committee Meeting
of Swimming Manawatu held on Sunday 6th July 2008 at 7.15pm
at
Present:
Linda Bartosh, Geoff Bilton,
Braden welcomed everyone to the meeting and reminded them to leave their club allegiances at the door and when discussing any committee business to be sure that the position of Swimming Manawatu is accurately reflected.
Minutes:
MOVED that the minutes of the previous meeting be taken as circulated.
Dianne Farmer/Geoff Bilton
CARRIED
Matters Arising:
1. Alan advised that the discussion regarding the starting system at last months meeting was not noted in the minutes. Alan had experienced problems with the starter at the Special Olympics (feedback, sounds coming out of the machine, voice button sticking down). No problems were reported with the starter at the 6 Regional Meet but the button was sticking again at Winter League 6 today. Question was asked if there was a more suitable piece of equipment for a pool environment. Dianne advised that she had spent several hours looking at websites but did not find anything more suitable (which was reason behind the starter being purpose built for Swimming Manawatu). Agreed that the starter does need to be set up correctly prior to use. It also needs a box for transportation and that the issue with the sticking button needs to be addressed.
2. Braden reported that he has sold one stopwatch on Trade Me so far for $75.00 including freight.
3. Dianne has purchased the new stopwatches (one of which was passed around the meeting for viewing).
4. Charlie now has medal prices for discussion. To be discussed further in General Business.
5. Braden reported that Nancee's email will be changing after Manawatu Winters to racing@manswim.org.nz and that a further new email addresses will be arranged for Barrie and himself.
6. Swimmer of the Year trophies were returned to Dianne. These have now been engraved and returned to the swimmers at the league today along with miniatures.
MOVED that the minutes with the addition of the note regarding the starting system be taken as a true and correct record.
CARRIED
Correspondence:
Inwards Correspondence
1. Kiwi West Aquatics – Minutes of AGM
2. Kiwi West Aquatics – Financial Accounts
3. Kiwi West Aquatics – Club Personnel
4. L Nevin – Swimmer of the Year Awards Suggestion
5. Arohanui Hospice Newsletter
6. Symon Business Equipment Newsletter
7. Te Kawau Swimming Club – Presidents Report
8. Te Kawau Swimming Club – Financial Accounts
9. The Kit Newsletter
10. Dannevirke Swimming Club – Minutes of Special General Meeting
11. Dannevirke Swimming Club – Financial Accounts
12. Sandra Holden – Annual Leave Notice
13. Palmerston North ASC – Minutes of AGM
14. Special Olympics – Thank You for Information
15. Kiwi West Aquatics – Swimmers Competing out of Centre
16. Dolphin Swimming Club – Minutes of AGM
17. Dolphin Swimming Club – Financial Accounts
18. Ice Breaker Aquatics – Club Personnel
19. Special Olympics – Swimming Evaluation
20. Application for Transfer – F Perrett
21.
22. K
23. Kapiti Swim Club – Feedback on Winter League
24. Special Olympics – Thank You for Assistance
25. NZSCAT – Notes from SNZ Chairpersons Forum
26. NZSCAT – Expressions of Interest – Project Mgmt Appointments
27. Sport Manawatu – Introduction to Sports Governance Workshops
28. Kiwi West Aquatics – Request for Annual Reports Copying
29. M Bilsland – Feedback re Cancellation of League 5 in Dannevirke
30. SNZ – New SNZ Club Membership Form & Notes
31. Sport Manawatu – Confirmation re Workshop Attendance
32. Pahiatua Swimming Club – Draft Financial Accounts
33. Application to Sit Starter Exam – L Brownie
34. Application to Sit Referee Exam – L Brownie
35. C Greenem – Sue Newth Memorial Trophy
36. SNZ – Organisation Review
37. Otaki Swimming Club – Presidents Report
38. Otaki Swimming Club – AGM Minutes
39. SNZ – Relay Teams for
40. Ice Breaker Aquatics – Reply to Letter
41. Geon Print – Incorporating Stylex Print
Outwards Correspondence
1. Ice Breaker Aquatics – Timekeeper Card – T O'Donnell
2. Dolphin Swimming Club – Replacement Card – W Bennett
3. Kiwi West Aquatics – Trophies / Annual Reports
4. N Finlay – Reply to letter re Timekeepers
5. Allan Storey – Thank You Card
6. 6 Regional Fixture Team Information
7. Letters to Swimmers Selected for 6 Regional Team
8. Cameron Blair – 1st Time Record Congratulations
9. Thank You Cards to Officials
10. D Farmer to Regions / Officials at 6 Regional Meet
11. Kiwi West Aquatics – Thank You re Duty Club at 6 Regional Meet
12. D Farmer – Thank You to Manawatu Officials at 6 Regional Meet
13. B Noel to Management – Welcome
14. B
15. B Britten – Advising Appointment as Honorary Solicitor
16. Companies Office – Audited Financial Accounts
17. Email to Clubs re Cancellation of Winter League 5
18. Email to Officials re Cancellation of Winter League 5
19. Stylex Print – Certificate Order
Matters Arising from the Correspondence:
Inwards Item 4: Email from Linda Nevin with regards to Swimmer of the Year trophies referred to the Swimming Committee for further discussion.
Inwards Item 22: Email from Kim Richardson with regards to Manawatu Secondary Schools Swimming Championships and timekeepers for long distance events at Winter League. Email of reply to be sent to Kim to advise that Swimming Manawatu have provided Sport Manawatu with input into the running of the Manawatu Secondary Schools on numerous occasions in the past, however it appears that the meet continues to be run the way the school principals want it to be run. Charlie has been approached by Sport Manawatu to discuss aspects of the running of this meet further – agreed that Charlie may communicate with Sport Manawatu, but in a personal capacity and not as a spokesperson for Swimming Manawatu.
Email of reply to Kim to also advise that swimmers providing their own timekeepers for long distance events at Leagues has gone well and it is therefore the intention is to keep this in place.
Inwards Item 29: Feedback from M Bisland with regards to the cancellation of Winter League 5. Agreed to refer this email to Swimming Committee for further discussion.
Inwards Item 40: Letter to of reply to be sent to Ice Breaker Aquatics requesting the additional correspondence required.
MOVED that the inwards correspondence be accepted and the outwards correspondence be endorsed.
CARRIED
Finances:
Financial Report as attached.
MOVED that the Financial Report be adopted.
Linda Bartosh/Geoff Bilton
CARRIED
Records:
Nil records for ratification.
Swimming Committee Meeting:
Minutes as attached.
Discussion regarding changes to Policy N2.
MOVED that Policy N2 read as follows:
Fines at National Fixtures
Any fine/s imposed on Swimming Manawatu by Swimming New Zealand for any indiscretion at a national fixture will be invoiced to the swimmers club.
Protest Fees at National Fixtures
Any protest costs will be invoiced to the swimmers club.
Regional relay teams
Should a swimmer withdrawal from a relay team at a National fixture result in the team having to be scratched then the swimmer/s withdrawing shall be liable for the whole entry fee.
Any fees imposed on Swimming Manawatu by Swimming New Zealand as a result of a late relay withdrawal will be invoiced to the club of the swimmer or swimmers withdrawing.
Braden Noel/Dianne Farmer
CARRIED
Winter League
Winter League Questionnaire to be drafted and sent out to clubs.
Next meeting: Thursday 17th July at 7.30pm at Nancee's residence.
General Business
1. Management Duties. Discussed and updated with completed list to be circulated to Management.
2.
3. Appointment of Deputy Chairperson.
MOVED
Dianne Farmer/
CARRIED
4. Central Regions Meeting. Agreed that this would be held on the Sunday prior SNZ AGM.
5. Presentation of the Swimmer of the Year Awards. Dianne advised that verbal reports had been received from people who were upset by the words that were chosen when Jenna Buchanan's award was presented. A reminder to anyone who does any sort of presentation that they must choose their words carefully.
6. Dianne advised that she had recently purchased a binding machine for personal use and suggested that Swimming Manawatu should also purchase one as it would be useful for documents such as the Policy Manual / Rules etc to be bound rather than stapled.
MOVED Swimming Manawatu buy a binding machine for up to $100.00 for the Administrator.
Dianne Farmer/Colin Rose
CARRIED
7. Fairbrother Cup results are not yet on Take Your Marks. Charlie to follow up this up with Swimming Wairarapa.
8. Petrol Vouchers for Officials. Agreed Dianne to purchase $50.00 worth of petrol vouchers for officials who officiated at the most meets in the previous season to go into a draw to win. To be drawn and presented at Winter Championships.
9. Discussion regarding correctly setting up meet names so that the results of all Swimming Manawatu meets are easy to find on Take Your Marks (e.g. state Manawatu Winter League 1 or Manawatu Winter Championships). Also suggested to use mixed case lettering so that all meets names look the same.
10. Accurate list of team names for Fairbrother Cup and 6 Regional Meet to be emailed to Dianne.
11. Dianne advised that she needed to purchase blank DVD's for the purpose of copying the new officials DVD for officials.
MOVED the purchase of DVD's for the purpose of copying the officials DVD.
CARRIED
12. Noted that Geon Print and now taking over Stylex Print (where our bromides are currently held). Geon have advised that they will continue to provide Stylex Print customers with the same service, so it was agreed to continue to order certificates etc through Geon Print.
13. Charlie advised that 4 further tracksuits jackets are required in larger sizes.
MOVED that 4x XXL and 2x XXXL tracksuit jackets be purchased.
Charlie Greenem/
CARRIED
14. Charlie indicated that he would like to see another Stroke Clinic run this year. Noted that there is a budget for this.
MOVED that permission be given to Charlie to develop a Stroke Clinic weekend and come back to management with plans and costings for this.
Dianne Farmer/Joanna Kelly
CARRIED
15. Charlie discussed incorporating the Sue Newth Trophy into the Ice Breaker Aquatics meet. All agreed that this was a good idea and that continued dialogue with Swimming Manawatu will be necessary in order for this to be a success.
16. Charlie discussed Swimming Manawatu becoming a Board. Everyone was happy with the status quo. Also noted that Sport Manawatu are running workshops on Governance, so it was suggested that once members of Management (who had indicated that they would be attending these workshops) had been to these workshops there would be a clearer picture on what becoming a Board actually entailed.
17. Medals. Charlie has obtained costings for new medals with a green background and SNZ logo (circulated around the meeting). These cost $6.05 each including ribbon (for 300) and $5.80 each including ribbon (for 500).
MOVED that the medals be changed to the Trophy Specialist medal as presented.
Charlie Greenem/Tracey Field
CARRIED
Agreed to continue to run the old stock of medals out first. Also agreed that old stocks of Age Group medals could be used for visitors with the new medals being presented to Manawatu swimmers.
18. Nancee commented on the difficulty on getting towels for Winters this year. These were eventually purchased at a good price once again, but Nancee advised that this may not be the case in the future.
There being no further business the meeting was declared closed 9.40pm.
Next Management meeting: Sunday 3rd August 2008 at 7.00pm
Chairperson: ______________________________
Date: ______________________________