NEW ZEALAND MASTERS SWIMMING (INC.)
43TH ANNUAL GENERAL MEETING
Held
on Friday 6th May, 2016 at Suncourt Motel, Taupo
MINUTES
Meeting Commenced at 9.30am
PRESENT
President: John Fisher (WK1)
Secretary/Treasurer: Mike Bodger (WH2)
Northern Region: John Trubnick (SC1)
District Region: Eleanor Pinfold (HM2)
Capital Region: Barry Lake(HC4)
Swimming Officer/Trophies Officer: Lesley Parkin (LV4)
IT Officer: Liz Davidson (NS1)
Open Water Swimming: Mike Bodger (WH2)
WELCOME BY PRESIDENT
John Fisher welcomed everyone present to the Annual General Meeting and
thanked them for their attendance. Regional delegates and officers introduced.
APOLOGIES
Andrew Gabites (Webmaster), Liesl Ploos Van Amstel
(Masterscrawl Editor), Warren Gilbertson (Vice President), Jan O’Donnell
(National Recorder).
DECEASED MEMBERS:
Wayne Evans (FV5), Olga
Johnson (DL2)
THE MINUTES of the 42th Annual General Meeting held on
Friday 23rd March 2015 were presented to the meeting and then accepted
as a true and correct record.
Moved by Liz Davidson and seconded by
John Trubnick that the minutes of AGM2015 be accepted.
BUSINESS ARISING FROM THE 2014 MINUTES: No
issues
FINANCIAL AND SECRETARY’S REPORT FOR
2014 Mike Bodger
The financial review for 2015 was completed by EBA Ltd Rotorua and
circulated to the executive, officers and delegates prior to the AGM. Accounting
fees totalled $1,250. The net surplus stood at $6,543, up from $4,629 the
previous year.
The balance stood at $59,344, up from $52,802 in 2015. The cheque account balance was $12,386.48 at
January 1st 2015 and $17,811.22 at January 1st 2016. The Fast Saver account balance was $654.34 at
January 1st 2015 and $670.42 at January 1st 2016. And the
Savings Plus account balance was $39,595.27 at January 1st 2015 and
on January 1st 2016 the balance was $41,144.84. Once again NZMS
should be in a positive financial position at the end of the year. We are
phasing out the use of cheques and using ASB business internet banking for
purchases and payment of honoraria.
As usual, the financial review will be placed on the Charities website
but it is not necessary for the review to be placed on the Incorporated
Societies website. Of 200 copies of the History of NZ Masters Swimming
purchased in 2014, 96 remain unsold. The
publication has appealed to older swimmers.
For 2015, NZMS had 44 “active” clubs (1 or more financial swimmer) and 641
financial swimmers. The Northern Region, Northland and Auckland, account for
51% of the membership.
Moved by John Trubnick and seconded by
Liz Davidson, that the secretary’s report be accepted.
MEMBERSHIP FEES FOR 2016
The present membership fee is $60. The fee was viewed by the meeting as value for
money and our sound financial situation may help lessen the risk to clubs
hosting swim meetings. In the last four years the South Island Short Course
Championships have been cancelled twice due to the lack of support by swimmers.
John Fisher proposed that the membership fee remain at $60 and this motion was
seconded by Barry Lake and accepted by the meeting.
APPROVAL OF ALLOWANCES AND HONORARIA
The honorarium is strictly seen as an acknowledgement of services and
is not a salary. The following payments
are made annually to recipients.
Secretary/Treasurer $15000
National Recorder $3000 (of which 33% is expenses)
Computer Officer $2000
Webmaster $3000
Swim Officer $1500
Masterscrawl Editor $1000
These were approved by the meeting and will remain unchanged. The meeting decided that as officers leave
these roles in the future, the level of honoraria would be examined again.
Moved by John Trubnick, seconded by
Barry Lake that the honoraria payments remain unchanged for 2016. Carried.
NZMS also pays an annual fee of $200 to Aquatics New Zealand, who oversees
all aquatic divisions in New Zealand. Our representative from Masters Swimming
is Roger Eagles (FV5) and Roger will continue in this role for 2016.
PRESIDENT’S REPORT John Fisher
The report from John was circulated to councillors at the meeting.
John was pleased to report that after some uncertainties in 2014, 2015
proved to be a year of increased membership and more clubs hosting swim meetings. The National Long Course Championships,
hosted by South City and Manukau Masters, attracted 140 swimmers. Ashburton
stepped up at short notice to host the South Island Short Course meeting and
NZMS was very grateful to Steve Prescott and his team. The North Island Short
Course championship was well promoted by Levin Masters and attracted 130
swimmers. Lesley Parkin is an untiring member of the Levin club and we thank
Lesley and her team. Sanctioned meetings
drive the membership of NZMS and 2016 is looking even better. NZ Masters Swimming is in a sound financial
position, the best it’s been in the last ten years. John is a member of the
swimming committee for the 2017 World Masters Games in Auckland and NZMS looks
forward to welcoming more swimmers as the Games approach.
Moved by Liz Davidson and seconded by
Eleanor Pinfold to accept John’s report.
SPONSORSHIP: Over
the years Levin Masters has successfully applied for local sponsorship for
their swim meeting and their model is one that other hosting clubs can
follow. Notice of club affiliation to
NZMS is required. A motion was put forward by Barry Lake that the National
Secretary send out each year an Affiliation Letter to all clubs with a link to
the Department of Internal Affairs and organisations that provide grants. The motion
was seconded by John Fisher.
COMPUTER OFFICER’S REPORT Liz Davidson - Download full report here
The report from Liz was circulated to councillors prior to the meeting.
The report was read to the committee.
The present database for NZMS serves us adequately and the processing
of approximately 640 registered members for 2015 is easily manageable by manual
input of data. At the present time the National Secretary enters primary data
into the database and Liz carries out an additional check on the data looking
for misspelt surnames, errors in Date of Birth and double ups of names (a
swimmer returning after many years of not being financial). Discussions to re-organise the database are
on-going but a shared, cloud-based database is envisaged for the IT officer and
the National Secretary. Also John Fisher moved a motion for Liz to look into
providing mass email capability.
The issuing of travel permits is a lengthy exercise but very
appreciated by swimmers and 2016 permits are being issued. Meet Manager is the only available software
for running swim meeting and works efficiently when Liz does the initial set up
for clubs to enter swimmer’s details.
Liz was also congratulated for her speedy completion of the Top Ten
Rankings for 2015 and points for Top Club.
Moved by Barry Lake and seconded by
Lesly Parkin to accept Liz’s report.
WEBMASTER’S REPORT Andrew Gabites - Download full report here
The report from Andrew was circulated to councillors prior to the
meeting. In the absence of Andrew his
report was taken as read.
What is seen as important is the number of hits on a website. For many
years the NZMS website was the only site for swimming information but now with
the introduction of Facebook, monthly newsletter and Masterscrawl the total
reach is much greater. This has lead to a progressive reduction of hits on the
NZMS website, not necessarily
because of competition but with how
people find their information (In contrast, Barry Lake said the Harbour Capital
website receives more hits than their Facebook).
It is important that the front page of the website set a serious tone
and continues as a repository for archives. A motion was put forward that a
link to masterscrawl.com be included on the front page where newsier items
appear.
The webmaster also recommended that new technologies be used to upgrade
the website with a motion put forward that the executive examine this upgrade.
The meeting accepted the report as read, noting the
motions arising from the discussions.
Moved by Liz Davidson and seconded by Barry Lake to accept
Andrew’s report
MASTERSCRAWL EDITOR’S REPORT Liesl Ploos
Van Amstel - Download full report here
The report from Liesl was circulated to councillors prior to the
meeting and read at the meeting.
Swim T3 has indicated that they would like to have a bigger role in NZ
Masters Swimming and we are grateful for their continued support with the
voucher system. The monthly newsletter is now appearing on the website and
therefore is accessible to all swimmers.
Moved by Barry Lake and seconded John
Fisher to accept Liesl’s report.
SWIMMING OFFICER’S REPORT Lesley Parkin - Download full report here
The report from Lesley was circulated to councillors prior to the
meeting.
Special thanks was extended to Lesley for re-writing the procedures for
hosting swim meetings. Each meeting has
specific procedures to follow and it is important that hosting clubs and Lesley
work closely together.
With the approaching World Masters Games in 2017, and swimming being
one of the disciplines, it is important that procedures for ratifying records
by Masters swimmers at this meeting be rigidly followed.
There is the expectation by swimmers to receive medals at the Long
Course Championships and the North Island/South Island Short Course meetings
but a host club can recognize place-getters with another form of award. Medals
are a cost to the host club and must be included into the meeting budget.
Moved by Liz Davidson, seconded by Mike
Bodger to accept Lesley’s report
OPEN WATER SWIMMING REPORT Mike Bodger - Download full report here
The report from Mike was circulated to councillors prior to the
meeting.
NZ Masters Swimmers continue to support the many open-water event through
New Zealand but our own open-water championship is relatively poorly supported
due to it being a non-wetsuit event. It was moved by Liz Davidson and seconded
by John Trubnick that NZ Masters Swimming should survey the membership if they
want to continue with a non-wetsuit event.
In the past three years our event has run concurrently with an Auckland
Central Masters open-water event and we are grateful to their continued
support.
Moved by Lesley Parkin and seconded by
Eleanor Pinfold to accept Mike’s report.
The report from Jan was circulated to councillors prior to the meeting.
The meeting congratulated Jan on her continued service to NZ Masters
Swimming and her dedication to accuracy.
Moved John Fisher and seconded by
Eleanor Pinfold to accept Jan’s report.
TROPHIES OFFICER REPORT Lesley Parkin - Download full report here
The report from Lesley was circulated to councillors prior to the
meeting.
A memorial race to honour the late Wayne Evans(FV5) will be contested
at the 2016 South Island Short Course Championships. A member of Wayne’s family
will present the new trophy and NZ Masters Swimming will make a donation towards their costs of attending
the meeting and presentation.
Only three Robert McClure Medals for the men’s 65-69 yrs 400m
Individual Medley remain and we would like to see this tradition continued. The
addition of two further trophies in honour of the late Barry Young (NS1) and
Olga Johnson (DL2) was discussed by the meeting and the executive will liaise
with their respective clubs about the nature of the trophies. As older
swimmers, the trophies to honour Barry and Olga may have an age group
restriction and a gender restriction.
Moved by John Trubnick and seconded by
Barry Lake to accept Lesley’s report.
ELECTIONS: John
Fisher was re-elected President and Warren Gilbertson was re-elected
Vice-President of NZ Masters Swimming.
There were no other nominees.
APPOINTMENTS
The current officer’s positions were endorsed.
National Secretary/Treasurer – Mike Bodger
Webmaster -
Andrew Gabites
Swimming Officer – Lesley Parkin
National Recorder – Jan O’Donnell
Computer/IT Officer – Liz Davidson
Masterscrawl Editor – Liesl Ploos Van Amstel
Openwater Swimming Officer – Mike Bodger
The executive will discuss the expectation of officers attending the
AGM.
REMITS
No remits. However, a letter will be sent to regional
secretaries each election year with a list of nominees for President and
Vice-President.
SWIMMER OF THE YEAR 2015
Swimmer of the Year: Eleanor
Pinfold (HM2) who swims in the 65-69year age group.
A Certificate of Achievement for 2015 was awarded to Jo Matthews (MS4).
NZMS CHAMPIONSHIPS: HOSTING 2016
South Island Short Course 2016 – Ashburton
North Island Short Course 2016 - Taupo
National Long Course Championships 2016 – North Shore
Hamilton Meeting – 30 July 2016
Hosting clubs for 2017 swim meetings are required. We discussed the possibility of holding the
2017 Long Course Championship concurrently with the World Masters Games in
April but the idea was rejected due to registration costs and the issue of registered
Masters swimmers competing against non-registered swimmers.
LIFE MEMBERSHIPS
The exclusivity of the Life Membership Award must be maintained but the
President was keen to see the introduction of a National Service Award. This will be discussed at the next executive
meeting. A list of Awardees for Life
Memberships and Service Awards will be prepared for display on the websites.
The meeting closed at 3.30pm
Download the minutes at this link: Minutes AGM 6 May 2016
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