Nov 2008 Sm Minutes

Minutes of the Management Committee Meeting of Swimming Manawatu held on Sunday 2nd November 2008 at 7.00pm at Rose City Clubrooms, 50 Park Road, Palmerston North Present: Linda Bartosh, Geoff Bilton, Dianne Farmer, Tracey Field, Charlie Greenem, Joanna Kelly, Alan Montgomery, Nancee Linney, Braden Noel, Colin Rose Apologies: Barrie Swailes MOVED that the apology be accepted. Dianne Farmer/Colin Rose CARRIED Minutes: MOVED that the minutes of the previous meeting be taken as circulated. Dianne Farmer/Nancee Linney CARRIED Matters Arising: 1. Dianne advised that all clubs have now received the Swimming Manawatu 2009 handbook. 2. No further update on FINA points calculator as yet. Possibly a link through Kiwi West Aquatics website. FINA points Calculator can also be purchased which could be another option to investigate. 3. Sue Newth Pentathlon. Nancee advised that she had some concerns with regards to the points totals of some of the swimmers who took part in the Sue Newth Pentathlon (run in conjunction with the Ice Breaker Aquatics carnival). Agreed that Nancee’s totals be given to John Seymour (who calculated the points) to show him where the discrepancies are. MOVED that the minutes be taken as a true and correct record. Dianne Farmer/Geoff Bilton CARRIED Correspondence: Inwards Correspondence 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20.

SNZ – Thank You for Contribution at AGM Application to Transfer – B Gillespie Application to Transfer – L van den Brink Application to Transfer – A van den Brink Application to Transfer – C Brenkley Application to Transfer – A Brenkley PNASC Swimmers Competing out of Centre NZSSSC – Thank You re NISS Information SNZ – Update re Annual Report to Clubs Swimming Taranaki – Reply to Swim Wellington re Team Mgr Expenses Swimming Auckland – Lap Counters Feilding Swimming Club – Carnival Flyer Swimming BOP – Query re Banner Bag Sportsground Web Page SNZ – Communication to All Regions Kiwi West Aquatics – Travelling Team Query SNZ – AGM Minutes Arohanui Hospice News SNZ – Constitution Swimming Northland – Query re Assistance from Local Sports Body

21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31.

SNZ – Officials Newsletter Kiwi West Aquatics – Application to Host a Swim Meet Kiwi West Aquatics - Summer Opens Kiwi West Aquatics – Permission to Use Centre Dias Trophy Specialists – Name Badge Visual PN Girls High School – Invitation to Attend Sporting Excellence Awards SNZ – Reply re Lapel Badge Swimming Wellington Handbook Northland Swimming – Annual Report Hart Sport Catalogue Paul Kent Memorial Spring Meet Flyer

Outwards Correspondence 1. 2. 3. 4. 5. 6. 7. 8.

Eastern & Central Community Trust – Accountability Report Endeavour Community Trust – Pool Hire Grant Application Swimming Wellington – Reply to Query re Team Mgr Expenses D Farmer to Club – Update re Transfer Rule NZ Community Trust – Salaries Grant Application Screen Print Services – Shirt Quote Uniform Centre – Shirt Quote Pub Charity – Representative Shirt Grant Application

Matters Arising from Correspondence: Inwards Item 9: Contact SNZ to advise that Annual Reports for Clubs have still not arrived, nor has a copy of the SNZ Annual Report been received by SNZ Life Member Colin Kennedy. Inwards Item 22: Permission has been granted for Kiwi West Aquatics to host a carnival on 23 August 2009. Inwards Item 23: Letter of reply to be sent to Kiwi West Aquatics regarding their concern that the Open Water Championships and Manawatu Age Group Championships are on the same weekend in 2009. Reply to be sent to Kiwi West Aquatics to advise that Management do not envisage that many swimmers from the Manawatu region will be participating in the NZ Open Water Champs, and that as this meet is being rotated through different venues it is unlikely to be held in Wellington the following year and therefore may not clash with the Manawatu Age Groups again. MOVED inwards correspondence be accepted and the outwards correspondence endorsed. Geoff Bilton/Nancee Linney CARRIED Finances: As attached. MOVED that the Financial Report be adopted . Linda Bartosh/Alan Montgomery CARRIED Records: SWIMMING MANAWATU RECORDS FOR RATIFICATION As at 2 November 2008 LONG COURSE – Age Group At the Capital Ford Classic - Wellington

Hamish McGirr

M

11

Kiwi West

100m

Butterfly

1:15.02

25/10/08

Hamish McGirr

M

11

Kiwi West

100m

Backstroke

1:16.50

25/10/08

Notes: These two records were set by Danny Strawbridge (Kiwi) back in 1992. MOVED that the records be ratified. Charlie Greenem/Tracey Field CARRIED Sponsorship Committee Minutes as attached. Grant applications for Administrator Salary, Pool Hire and Representative Shirts have been completed and posted to relevant organisations. Strategic Plan Committee Minutes as attached. Discussion regarding name badges for Management Committee members. Printed sample of badge circulated to management. MOVED that the purchase of the badge proceed once email of the coloured option has been viewed by all Management. Dianne Farmer/Colin Rose CARRIED Policy Manual review. Meeting to discuss policy manual to be on Sunday 14th December at 7.00pm in the Clubrooms. MOVED the Swimming Manawatu Strategic Plan for 2008-2011 be adopted. Braden Noel/Dianne Farmer CARRIED Strategic Plan to be circulated to clubs. General Business 1. Nancee advised that there is a small error in Age Group flyer which is numbered incorrectly from event 31 onwards. Updated flyer to be made available on Swimming Manawatu website. 2.

Nancee to order towels for Summer Opens.

3. Sue Newth Pentathlon. Agreed that at the next Centre meeting Delegates to be asked to decide if they agree to a variance in the Sue Newth Pentathlon rules so that the pentathlon can be run in conjunction with another swim meet and not run as a separate meet as the rules state. It was agreed that if this change does not occur it is unlikely that the Sue Newth Pentathlon would be swum at all. 4. Colin had drafted the Recognition of Age Group Excellence Award (RAGE) Nomination Form. Minor changes to be made and circulated at the next Management Meeting for approval. 5. Charlie advised that qualifiers list was updated today and will now be available on the website. 6. Charlie reported that Trevor Nicholls has recently been unwell. Linda to send a card to Trevor wishing him a speedy recovery. Due to Trevor’s illness, he is no longer available for the Coaching Clinic. Charlie is now trying to schedule the Coaching Clinic for the weekend

of 22 and 23 November. If however Charlie doesn’t receive confirmation from the coaches running the coaching sessions within the next 48 hours he will cancel the Coaching Clinic for this year and look at running again next year. 7. Charlie requested that an email be sent to the PNCC requesting an update from our meeting earlier in the year to discuss the Aquatic Facility Strategy. 8. Discussion regarding a ‘dress’ shirt to be worn by representatives of Swimming Manawatu at meetings such as the SNZ AGM. Dianne and Braden had observed shirts being worn by some of the delegates at the AGM which looked quite smart. 9.

Sue Newth Junior Pentathlon Records for Ratification.

Peter Tremain Courtney Evans Courtney Evans

11 years 12 years 12 years

100m Backstroke 100m Backstroke 50m Butterfly

1.10.91 1.15.64 35.03

19.10.08 19.10.08 19.10.08

MOVED that the above records be ratified. Charlie Greenem/Nancee Linney CARRIED There being no further business the meeting was declared closed 8.35pm. Next Management Meeting:

Sunday 7th December 2008 at 7.00pm

Policy Review Meeting

Sunday 14th December 2008 at 7.00pm

Chairperson:

______________________________

Date:

______________________________

Minutes of Sponsorship Meeting on Sunday 12 October 2008 at the Rose City Clubrooms, 50 Park Road, Palmerston North at 6.00pm Present: Linda Bartosh, Joanna Kelly, Alan Montgomery, Colin Rose Apologies: Braden Noel, Barrie Swailes Agreed that grant money needed to be sourced for the following: • • •

Salaries $7000 Pool Hire $6000 National Fixture Representative Shirts $2000

Salaries Agreed that Swimming Manawatu apply to the NZ Community Trust for $7000 for salaries and that this recommendation be made at the next Management Committee Meeting.

Pool Hire Agreed that Swimming Manawatu apply to Endeavour Community Trust for $6000 for pool hire and that this recommendation to be made at the next Management Committee Meeting.

National Fixture Representative Shirts Agreed that Swimming Manawatu apply to Pub Charity for $2000.00 for representative shirts and that this recommendation be made at the next Management Committee Meeting. General Discussion Discussion regarding a ‘major’ fundraiser. Agreed that this would be a good idea for a large one off item to fundraise for – i.e. electronic timing. Major fundraiser could either be securing a corporate sponsor or run a ‘major’ raffle which has some big ticket items for prizes. Meeting closed at 6.45pm.

Minutes of the Management Committee / Strategic Planning Meeting of Swimming Manawatu held on Sunday 12th October 2008 at 7.00pm at Rose City Clubrooms, 50 Park Road, Palmerston North Present: Linda Bartosh, Geoff Bilton, Dianne Farmer, Tracey Field, Joanna Kelly, Nancee Linney, Alan Montgomery, Colin Rose Apologies: Charlie Greenem, Braden Noel, Barrie Swailes Business: Linda requested that the first order of business be for the Management Committee to approve grant applications as recommended by the Sponsorship Committee. National Fixture Representative Shirts MOVED that Swimming Manawatu apply to Pub Charity for $2000.00 for representative shirts in 2009. Colin Rose/Dianne Farmer CARRIED Pool Hire MOVED that Swimming Manawatu apply to Endeavour Community Trust for $6000.00 to assist with the cost of pool hire in 2009. Colin Rose/Dianne Farmer CARRIED Salaries MOVED that Swimming Manawatu apply to the NZ Community Trust for $7000.00 for salaries in 2008/2009. Colin Rose/Dianne Farmer CARRIED Strategic Planning Meeting Strategic Plan document reviewed, discussed and changes made. •

Dianne to investigate management name badges

•

Agreed to review changes to Strategic Plan at next Management Meeting then send out to Clubs

Meeting closed 8.45pm.