Kwa October 2008

KIWI WEST AQUATICS INCORPORATED MINUTES OF MEETING Thursday 23 October 2008, 7.15pm

PRESENT: Roger Gannon (Acting president), Kelly Jemmett (Secretary), Andrew Nicholls, Karen Wilkinson, Fiona van den Brink, James Elkington, Leigh Buchanan, Zoe Athersuch, Craig Bailey, Denise Marshall.

APOLOGIES: Karen Stothart.

COMMITTEE MEMBERS: Welcome and thank you to Denise and Craig for putting their names forward to come onto the committee. Moved that Denise Marshall and Craig Bailey be co-opted onto the committee as members. James Elkington/Roger Gannon

MINUTES OF THE LAST MEETINGS: Funding Resolutions: Amounts for funding to be added into the September minutes. Pelorus funding, $950.00 for pool hireage for Allstars carnival and $1453.50 for Pub Charity for medals. It was moved that the Minutes of the Meeting held on 25 September 2008 be confirmed as a true and accurate record. James Elkington/Roger Gannon

IN COMMITTEE DISCUSSION (notes attached to minutes in sealed envelope)

CORRESPONDENCE: (Schedule attached) Email received by Jo Feetham regarding Icebreakers carnival (attached). Letter to be sent to Icebreakers requesting towels/medals for Claudia, Autahi and Josh.

James Elkington to let the McGirr’s know that we will be sending a letter requesting these items and have received their correspondence. Moved that Schedule of Correspondence received and despatched from to 25 September to 23 October 2008 be accepted as a true and accurate record. Roger Gannon/James Elkington

TREASURER’S REPORT No report attached. Fiona to do the October accounts then for Leigh to take over subsequent to this. Leigh to make inquiries as to a fixed term deposit for the money the Club has. Fiona raised issues of receiving and dealing with cash for race entries. Discussion was had with the alternatives for cash being sent in and the Club discussed that if cash is to be paid in then it can be done through the bank and a receipt obtained and put into the envelope. A reference of a birth date could be used as a reference. Email to be sent out to explaining this process/policy to those who would like to pay in cash for their race entries. James Elkington/Roger Gannon

COACHES REPORT: See Coaches Liaison report attached. • Honours Board coming along nicely. 2001/2002 Annual Reports to be requested. Kelly to request this information from Linda Bartosh, MSC. • New timetable going well. • National Summer Champs, Christchurch. Mary Anne Maher to be Team Manager. • Andrew wanting to be available to go to Taupo meet, may have to fly Christchurch, Wellington then to Taupo. • Letter to be sent to MSC regarding the clash of Open Water Champs with Manawatu Age Groups. Approval for swimmers to swim out of meet. • Pace Clock. • Club Day. FUNDING Funding to Pelorus and Pub Charity sent for Allstars Carnival Awaiting reply for these. Sent off on Friday 17 September 2008 by Karen Wilkinson. Karen to work on a funding plan for the year so that the funding is in on time. It was resolved on 23 October 2008 that application be made to the Unison Trust for a total of $793.13 (Seven hundred and ninety three dollars and thirteen cents) for a trophy cabinet for the Club. Roger Gannon/James Elkington Senior Camp funding to be looked at as soon as possible.

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Sarah Jane to provide quotes for accommodation at St Mary’s. Pool hire quote to be obtained. Lions may be use for this funding? This to be done at next meeting to get underway before Christmas.

RACE SECRETARY Direct Athletics: Computer files not being sent until late. Entries will have to be put into the box manually when this is not done. Carnival to be held in August 09 for XLR8 programme, just a basic carnival with no prizes etc solely for the purpose to obtain points for this programme. Possible date for this 24 August 2009. Funding will be needed for the pool hireage. Moved that James Elkington approach MSC to arrange this carnival. Kelly Jemmett/Zoe Athersuch

OTHER BUSINESS: Allstars Carnival • Spot prizes to be organised. Can be left at the front desk at NWA but need to be picked up every day. Goodie bags to be made up. Andrew to lend some children/swimmers to help do this. (Zoe) • Kelly to request dais for the carnival, to be pick up along with barbecue from the Jensen’s. (James) • Stopwatches to be taken to shop. (James) • Starter to be charged. (James) • Rules for skins race. (James) • Flyers to be handed out for novice swimmers to enter to get the swimmers coming through. (James) • Medals to be organised. (Roger) • Team Managers (perhaps Sarah Jane?), Officials etc. (James). • List for possible sponsors. (Denise) • Karen to check with pool re: selling of sausages and slices. Arafura (see attached liaison report) Swimathon. Accommodation and catering. Fundraising events. Parent Meetings. Arafura accounts have been sent out. Uniforms. Tim Love added as signatory and statements are going to Tim.

OTHER BUSINESS Committee Meetings

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Change of Committee Meeting time to Thursdays @ 6.15pm. Andrew to join at end or when available. Treasurer Equipment It was discussed that the information should be kept on a Club laptop computer for ease of access when changeover occurs for the Treasurer’s role. Viv Cotton’s feedback regarding which software would be best for the Club to use for it’s finances. Fiona to inquire. Moved that James Elkington obtain quotes for laptop and accounting software for ease of Treasurer’s role. Roger Gannon/Kelly Jemmett

President’s role Email sent out, regarding nominations for President’s role. Nominations to be received. Under Rule 7.3 and 7.6 the committee can appoint the President at their own discretion and a Special General Meeting is not required to achieve this. At present Craig Bailey has shown an interest in this role and other nominations will be received and consulted upon by the committee. If no other nominations are received then at the next meeting, committee to appoint a person for this role.

Next Meeting:

Thursday, 27 November 2008 @ 6.15pm.

Meeting Closed:

8.43 pm.

________________________ ROGER GANNON CHAIR

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