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October, 2008 Board of Directors Meeting Minutes

Saturday, October 25, 2008
 9:15am – 4:00 pm
 Sunday, October 26, 2008
 9:15am – 2:00pm

Saturday Meeting called to order 9:16

In Attendance;  Neil Wuolle, Danny Schilds, Mike Lorusso, Stella Kosciuk, Cindi Borsoi, Norm Scott, Brenda Krueger, James Welychko, Tony Tsang, Howard Bassett, Jim Toy, Joanna Linardis, Chris Boulton, Bob Carter, Ian Milford, Ken Davidson, Trudy Kemper, Glen Terrillon, Sarah Kudaba, Heather Stein, Linda Afford, Darcy Morris, Jon Cain.

1.   Welcome

1.1         President welcomed  New Board Members, introductions were made by each member

1.2         Cindi reviewed rules of engagement for meetings

2.   Board Appointments

(due to our Constitution and By-Laws being outdated, the positions of Director of Diving, Director of Synchro and Director of Water Polo legally need to be appointed to the Board)

2.1       Past-President

Don Miller is available for access for info, this is a continuity role and Don has lots of knowledge.

Text Box: MOTION: That the position of Past-President be unfilled for this term. Moved: Danny Schilds Second: Chris Boulton Carried Unanimously

2.2       Director of Diving

Text Box: MOTION: That Joanna Linardis be appointed as the Director of Diving for the term. Moved: Danny Schilds Second: Mike Lorusso Carried Unanimously

2.3       Director of Synchronized Swimming

Text Box: MOTION: That Christopher Boulton be appointed as the Director of Synchronized Swimming for the term. Moved: Danny Schilds Second: Darcy Morris Carried Unanimously

2.4       Director of Water Polo

Text Box: MOTION: That Jim Toy be appointed as the Director of Water Polo for the term. Moved: Danny Schilds Second: Bob Carter Carried Unanimously

2.5         Coaches’ Representative

Text Box: MOTION: That Sarah Kudaba be appointed as the Coaches’ Representative for the term. Moved: Danny Schilds Second: Mike Lorusso Carried Unanimously

3.    Review Minutes

3.1       Review Minutes of the April 2008 Board Meeting

Text Box: MOTION: That the minutes of the April, 2008 Board of Directors Meeting be adopted as circulated. Moved: Ken Davidson Second: James Welychko Carried Unanimously

3.2         Review Minutes of the August 2008 Annual General Meeting

No items arising for Board consideration at this time.

4.    Business Arising

4.1       Review of Watch Time and Plunger Time

·         Source of information was Mike Nickerson and Frank Ball

·         Watch time more accurate than plunger time

·         Looked at 1 event, several races,

·         Go to rounding 10th or 100th

·         Dir of Competitions has reviewed over 7 , 100 finishes in two Regionals and  one Simon Fraser meet this year to determine whether 3-plunger system is an accurate backup system to touch pad.  Preliminary recommendations are:

o   plunger time is excellent 3rd party electronic backup to touch pad;

o   plunger time reported by the electronic system is faster because the default time deduction is more than the latest human finish delay time;

o   plunger time is accurate and no need to roundup to the nearest 1/10 seconds;

o   use 3 plungers or 3 stopwatches per lane,

o   plunger operators produce more reliable backup time;

o   don't average plunger(s) and stopwatch time(s), including digital stopwatch time(s), to produce final result.

·         What’s fair to the swimmer; use Hytec, it does the rounding

·         FINA 100 sec / Plunger time

 4.2         Strategic Planning Committee Report

·         Committee formed,  1st meeting was to be Sept 2008, with change of Board, no meeting happened.

·         nothing to report

·         The Board reviewed the items discussed at the Friday, October 24, 2008 session which provided goals and guidelines to be used for the upcoming term (see attached).

 5.          Non-Synchronized Motions (Email Motions) 

·          By law is silent on electronic motions and voting.

·          When our by-laws were last updated in 1992 we did not have email

·          Danny to review By law, Quorum, Participation, Conducted, Recorded,

·         Is there a need to call it something else other than Non-Synchronized Motions (Email Motions)?     

  Text Box: MOTION: When there are issues in between Board meetings it shall be acceptable practice to forward motions via email to the Board. All discussion via email shall be entered into the minutes of the next Board meeting. All votes must be clear otherwise the facilitator will contact any member who was vague before the results are published. - 75% yes vote to pass the motion - 75% of Board is quorum - each individual vote will be recorded. Moved: Heather Stein Second: Joanna Linardis Motion: That the above motion be tabled until the January 2009 meeting. Moved: Ian Milford Second: Brenda Krueger Opposed: Howard, Darcy, Jim, Trudy CARRIED

 Review of motions passed electronically:

 5.1       Cariboo Olympic Swim Camp Exemption

Text Box: MOTION: That the BC Summer Swimming Association provide an exemption to rule Admin Section 2.3.A. (two hour rule) for all Cariboo Region swimmers to attend the Swim with an Olympian weekend, Oct.17-19, 2008." Moved: Tony Tsang Seconded: J. Welychko CARRIED RATIFICATION VOTE ON ABOVE MOTION: CARRIED

5.2       Signing Authorities

Text Box: MOTION: That effective October 1st, 2008 the signing officers for all BC Summer Swimming bank accounts be changed to: Neil Wuolle – President Danny Schilds – Vice-President Mike Lorusso – Director of Finance Cindi Borsoi – Director of Member Services Jon Cain – Staff Member Moved: Mike Lorusso Seconded: Jim Toy CARRIED RATIFICATION VOTE ON ABOVE MOTION CARRIED with change to Seconder (replace Neil Wuolle with Jim Toy)

 5.3       Bank Account Creation

Text Box: MOTION: That the BC Summer Swimming Association open two new bank accounts with TD Canada Trust, the first account to be for our General Operating Account and the second account to be our Provincials Account. Moved: Mike Lorusso Seconded: Danny Schilds CARRIED RATIFICATION VOTE ON ABOVE MOTION CARRIED with change to Mover (replace N. Wuolle with Mike Lorusso)

5.4       Water Polo Exemption

Text Box: MOTION: “That the BC Summer Swimming Association provide an exemption to rule Admin Section 2.3.B (four hour rule for waterpolo) and Admin Section 2.B.4.d.iv (Any individual participating in a Water Polo Canada’s National Team training or selection camp) for athletes who attend the following BCWP Section Camps. October 25th - Boys 1991 & 1992 Vancouver Aquatic Centre 9:00am – 2:00pm October 26th - Boys 1993 & younger Vancouver Aquatic Centre 9:00am – 2:00pm November 2nd - Girls 1993 & younger Saanich Commonwealth Pool 3:00pm – 7:00pm November 23rd - Girls 1991 & 1992 Vancouver Aquatic Centre 9:00am – 2:00pm” Moved: Jim Toy Seconded: Tony Tsang CARRIED RATIFICATION VOTE ON ABOVE MOTION CARRIED with Jim Toy abstaining from vote due to conflict of interest.

 6.    Director of Competitions                                     Tony Tsang

6.1       Report

See attached report.

Discussion arising:

·         April Board meeting will have Draft Meet Package

·         All regions are booking facilities now for 2009

·         Entries due August 11th , 2009 Noon ( rule states 2 weeks before Provincials)

·         If entries available earlier, submit earlier

·         Water Polo / Diving and Synchro are okay with date

·         Discussed if swimmer list is required

See attached report from the Assistant Director of Competitions.

Discussion arising from Assist Director of Competition Report – Trail Provincials 2008:

·         As a region, got lots of funding

·         Discussed Bleachers biggest stumbling block, financial and construction

·         Got approx $25K in donations or services in kind

·         Need to develop guideline on what funding the Board will provide, need guideline on sharing cost between Region & Board.

·         Discussed the warning given regarding the river and medical incidents

·         Needed more drinking water and more air movement in facility.

·         Reviewed DRAFT provincial cost breakdown, decided to move on until official report available.

 6.2         Provincials 2008 Financial Report

Financial Report presented for review, not official, decision to move forward until official report available.

 6.3         Provincials 2009 Budget

   

Provincials Standing Committee Members

Neil

Wuolle

President
Tsang Tony Chair

James

Welychko

Co-Chair

Stella

Kosciuk

Provincials Secretary

Mike

Lorusso

Provincials Treasurer

Wendy

Jordan-Olive

Upcoming  local organizing committee Liaison

Joanna

Linardis

Diving Coordinator

Christopher

Boulton

Synchro Coordinator

Jim

Toy

Waterpolo Coordinator

Ken

Davidson

Next local organizing committee Liaison

Norm

Scott

Director of Marketing

Sarah

Kudaba

Coaches' Rep

 ·         Discussed Provincials 2010 Kelowna versus Kamloops location and associated costs

·         Need guidance on new 2010 OK Region committee

·         Request to discuss rotation of locations moved to Additional Business section.

 7.    Director of Finance                                                                 Mike Lorusso

See attached report

7.1       Income & Expense Statement

·         Reviewed Financial statement Period April 1, 2008 to Sept 30, 2008

·         Reviewed Budget for 2008 /2009 in comparison to actual year to Date

o   Propose Board should not pay for Regional Director expenses for provincials

o   Reviewed list of all Board positions, purpose and length of stay required at Provincials (Paid accommodations)

o   AGM requires table of officers

o   Not all regions have enough people to man volunteer  positions

o   Water polo / Synchro and diving offered to reduce # of days in attendance at provincials

o   Can hire people to do garbage pick up, rather than pay for Board members to stay

o   Should deal with exceptions for regions that have concerns

 7.2       Budget 07/08 Analysis

·         Discuss requirements for BCSSA LAN Server

·         Maintenance $200 per month, done offsite

·         Server is under utilized

·         Propose April Board meeting do remotely, Jon will pull information together to present at Jan Board Meeting, as a cost saving measure other cost saving measures include having the annual Registrars and Officials meeting held electronically thus saving on travel and accommodations.

7.3         Aquatics for Arthritis

·         Looking for $10K Contribution

·         This is affecting their long term budget

·         Review Contract, not in budget

��         Review committee formed to look into this issue

 8.    Vice President                                                                               Danny Schilds

8.1       Report

See attached report.

·         Reviewed Constitution and Bylaws Friday night

·         Discussed regarding survey of members

·         Reviewed list of committees

·         Allowance for Swim Suits

o   Laser Suits, costly, favourable time difference, is this fair competition, unfair advantage?

o   Swim BC has suit restrictions now

o   Will publish in newsletter that the BCSSA Provincial Board is considering placing restrictions on suits.

8.2       BCSSA Computer System

·         discussed with Budget

 8.3         Registration Forms – Legal Requirements

8.4       Coaches’ Roster Forms

 ·         Forms need to be stored at BCSSA office, as info is confidential

·         Under Privacy Act forms must be stored in fire proof box, suggest scanning & storing on PC then destroying hardcopy.

·         Plan to be presented at January, 2009 Board meeting.

 8.4         Database of addresses and email addresses

8..1        Contact clubs for most up-to-date electronic contact information.

 9.    Director of Marketing                                                                  Norm Scott

9.1         See attached report

Discussions Arising from Report:

·         Getting harder to get funding from Organizations

·         Will try to contact Premiers’ Office

·         Need to define role / responsibility of Dir of Mktg

·         Need Brand name recognition

·         Need to increase membership

·         Discussed Parent Volunteer membership to increase numbers

·         Club’s gaming funding based on registration #’s

·         Including volunteers has no impact on insurance premiums

Sunday Oct 26 Meeting called to order 9:55

10. Director of Synchro                                                     Christopher Boulton

10.1      See attached report

Discussions arising from Report:

·         2-3yrs rules /Reg changes requirements, age

·         Last year parent judge’s challenge, judge exp to zero. 6 Trained Lev 1, huge success judge meet in Trail. Thanks Shannon Berg from Synchro BC, great liason. Thank Stella meet pkg & computer work and Joanna for all the help providing pizza dinner.

·         Feb 09 judge training

·         Rebuild relations with Synchro BC

·         Last change rules to move towards Synchro BC winter program

·         Goal for this year to get new Synchro software program, look at Synchro BC program

·         New club in Kootenay, Nelson,

·         Look to increase Synchro fees at Provincials

 11. Director of Officials                                                              Trudy Kemper

11.1   See attached report

 Discussions arising from Report:

·         Plan to host web / conference call in place of annual meeting

·         Provincials in Trail went well

·         Rules are dead on with Fina, therefore no need to change rules, just need consistency of application

·         Fina rules reviewed every 4 years, they have bulletins for interpretations, we have ours in the rule book

·         Can deal with variance of rules in Meet Package

·         Pressure from parents re protesting, fewer protests in Swim BC Meets

·         Can’t protest statement of fact.

 12.  Registrar                                                                           Brenda Krueger

See attached report    

 13. Secretary                                                                              Stella Kosciuk

13.1Wavelength Articles Deadline Oct 24th

13.2  Reminder to send all reports into Stella, copy Jon  

 14. Director of Member Services                                                    Cindi Borsoi

14.1    Report

 15. Director of Diving                                                              Joanna Linardis

See attached report

 Discussions arising from Report:

·         Provincials went well, coach’s meeting put forward rule book changes. In January a motion regarding entry fee increases will be put forward to help towards rising costs for out of town. One idea is to have a surplus for in town held provincials to offset out of town. Maximum fee to be $20 per diver.

·         We had two Official’s training events which were a success.

·         In Wavelength an article will appear about shadow judging. Approaching Al Hungerschafer to do judge training manual which will allow the training to be mobile and done where and when needed..

·         Coaches’ Conference went well and is expected to expand this year.

·         Shannon Campbell from Simon Fraser was a great resource and fabulous help

·         A volunteer coaches manual directed at Dive Coaches is also in the preliminary stages.  New program started in FV, very successful.

Text Box: MOTION: To have the DIVING community prepare and take care of the deck food for the DIVING portion of Provincial Championships – on WED & THURS for a trial of ONE year. Each participating region will be awarded a task in the organization, preparation and distribution of deck food. Moved: Joanna Linardis Seconded: Darcy Morris Discussion: Individuals need Food Safe, need to organize deck food. For Insurance purposes, we need to due diligence on food safe Apply for a License listing all people names involved with the handling of food. Carried

 

Text Box: MOTION: To have an exemption for a diving training camp over the Christmas Holiday Season. (Max 3 days, max 12 hours water time). Moved: Joanna Linardis Seconded: Norm Scott No Discussion Carried

  

Text Box: MOTION: To add 8 & Under 3 Metre event with 100; 200; 001 dives; plus ONE DIVE TRICK. Moved: Joanna Linardis Seconded: Jim Toy Discussion: How much time impact on pool? No impact. An effort to recognize younger swimmers is needed. How many kinds 10 & under = 12 Under How many kids are 8 & under = 6 at Provincials What is reason for new category: To encourage to use 3 M Board, kids back off when competing against 10 Yrs old, intimidating. Aligns us with Dive BC Carried 1 Abstention - 1 Opposed

 16. Director of Water Polo                                                                  Jim Toy

16.1   See attached report

Discussions arising from Report:

Running 2 pools during Provincials - need communication / contact at both pools.  Requirement to get clarification in a timely manner.

Fee set up  for travel & accommodations, not for paying referee (~$1072), to balance in town versus out of town. Parent willing to pay fee .  Synchro implemented for 2008.  Diving community discussed concerns.

May have to revisit decision (paying refs), length of time to get experience judging / referee for these 3 sports is very long in relations to speed swimming.

 Request to break down costs for Provincials by discipline to really understand costs..  Discuss budget allocation related to Provincials, used against unused budget (surplus for future out of town Provincial Meets).  Discuss fundraising and past decision on WP / Synchro/ Dive need to fund themselves.

  Text Box: Motion: That the P5 Category for Water Polo be accepted into our rules. Moved: Jim Toy Seconded: Joanna Linardis Discussion Last year was 1 yr trial Keep same parameters, respect each other as athletes. Allowed mentorship between experienced players and new players and helped build skills of all players. Carried 1 Absention

Text Box: Motion: That the Referees for all Water Polo games held during Provincials be paid according to the fee schedule set by the Director of Water Polo. Moved: Jim Toy Seconded: Joanna Linardis Motion: That the above motion be tabled until the January 2009 meeting. Moved: Danny Schilds Seconded: Norm Scott CARRIED Carried 1 Abstention Jim Toy Opposed Carried 1 Abstention

 

Text Box: Motion: That teams be gender specific (male only and female only teams). Moved: Jim Toy Seconded: Heather Stein Motion: That the above motion be tabled until the January 2009 meeting. Moved: Joanna Linardis Second: Mike Lorusso No Discussion: 2 Opposed Glen Terrillon & Jim Toy Carried

 

Text Box: Motion: That an exemption be made available for all Water Polo Players to attend the Water Polo Team BC camps held each winter. Moved: Jim Toy Seconded: Joanna Linardis Jim provided clarification that this is a new process with Water Polo BC and that it will be held each year in the winter. Discussion Will length of time change year over year? No. Parameters needed around exemption (length of time – days – etc.). Motion defeated:

 

Text Box: Motion: That Section 2.A.3.B be changed to from 4 hours to 6 hours, allowing for 6 hours of training during the off season. Moved: Jim Toy Seconded: Norm Scott Discussion This will address the fact that athletes not coming back each summer, definition of “O” category is a main issue, bridge building between summer and winter, look at long term athlete model, a disservice for PSO. Need to revisit at next Board meeting. Motion: That the above motion be tabled until the January 2009 meeting. Moved: Norm Scott Seconded: Bob Carter Opposed Jim Toy, Sarah Kudaba, Joanna Linardis Motion carried

17. Coaches’ Representative                                                      Sarah Kudaba

17.1    Report

Provincials problems was lack of water and food for coaches. Hard work but great weekend. Coaches felt they were being attacked. Need more coaches represented for each region to attend conference.  Sarah needs coaches email address, Regional Directors are requested to get the addresses to Sarah as soon as possible.  Providing deck food discussion for January Board meeting.  Discuss NCCP level changes coming down the pipe.  Certification process is grey area.  Review Coaches contract, great examples in the Boot camp manual.  Coaches can also contact the office.

 18. Regional Director’s Report see individual reports:

18.1  Vancouver & District Glen Terrillon
18.2  Simon Fraser Darcy Morris
18.3  Cariboo Howard Bassett
18.4  Vancouver Island Bob Carter
18.5  Okanagan Ken Davidson
18.6  Kootenay Linda Afford
18.7  Fraser Valley Wendy Jordan-Olive
18.8  Fraser South Ian Milford

 19. Rule Changes

      19.1    Diving will circulate and cc all.

      19.2    Synchronized Swimming will circulate and cc all.

      19.3    Water Polo in minutes

      19.4    Speed Swimming

      19.4.1 Breaststroke Dolphin Kick, backstroke turn

Danny will send email re wording for - Stroke rule book, fly and breast stroke different than FINA, do we wait until next year?  Direct Regional Directors to discuss with membership and bring to January meeting.

19.4.2  Administration of Swimming – Jury of Appeals

Discussion around appeal process, Danny will rewrite rule section and send to office for distribution to the Board.

High school versus Middle / Elementary school different in rule book

Are we going to appoint a Rules & Reg committee?  Answer is yes and it will be arranged shortly.

        Text Box: Motion: To accept Colorodo or Omega electronic plunger or button timing results as approved automatic judging and timing system as per section 8C and 9B of the BCSSA Rules & Reg’s. Moved: Tony Tsang Seconded: James Welychko Motion: That the above motion be tabled until the January 2009 meeting. Moved: Norm Scott Seconded: Darcy Morris

 20. Provincial Office

20.1    Provincial Office

Janet has taken semi-retirement, and is willing to help out during busy cycles.

Coaches Conference coming up and planning is underway.  Volunteer Coaches Clinic manuals rewrite is planned to cross train volunteers and to include all aquatics.

  1. Additional Business
    1. Provincials Rotation of locations- to be discussed at January Meeting
    2. Aquatics for Arthritis issue turned over to Admin Committee.
    3. Parents and volunteers registration issue tabled to January meeting
    4. Planning 51st year celebration, work in conjunction with FV Provincial Organizing committee and Board appointed committee. President will send an email to collect information.
    5. Review Cost of Board members going to Provincials for accommodations, reviewed chart of required accommodations, discussion and recommendations to come to the January Board Meeting.

 22. Adjournment 2:00 PM.