Thursday, 2 June 2016

NZMS AGM 6 May 2016 - Minutes

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.

NATIONAL RECORDER REPORT Jan O’Donnell - Download full report here

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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