MINUTES OF A MANAGEMENT MEETING
HELD ON TUESDAY 20th MAY 2008
AT 7:30PM CENTURY POOL, CRAIGIE AVENUE, TIMARU
Mike Wingfield (Chair), Gillian McCone, Allister Johnstone, Rob Naylor, Marty Pow, Catherine Gibb,
Shane Jones, Pat Johnstone (LM) and Margaret Ramsay (LM). Also present was Amanda McLeod.
Minutes of 15th April 2008
The minutes of the last meeting were taken as read and approved as a true and correct record.
Sub Committee Feedback
Coaching & Development
Shane tabled a draft letter to go to clubs to provide information on coach development & encourage
clubs to continuing upskilling their coaches.
A flyer promoting clubs has been put together for distribution to schools, information centres etc within
the region. Need to confirm club contact details & add ED logo to flyer.
ED winter meet in Oamaru on Sunday 27th July agreed start time of 10.30am. Warm up commence
10.00am. Allister to confirm key officials availability.
Shane to supply meet calendar details he has already put together for his club for 2008 to help with our
ED Competition calendar for 08/09.
In process of confirming club liaison contacts for technical officials. Will be requesting clubs to
critically review officials listed in green handbook & correct errors, remove names of those who are no
longer active and add names of new officials. Clubs will be supplied with updates of contact details for
newly qualified officials between publications of the green handbook.
List of available funders for our region prepared. For each funder have listed what is acceptable & not
acceptable as projects for funding.
No accounts were presented for payment.
The meeting was advised ED’s had received a second $1,000 from SBS in their monthly Club Account
The transfer of Hannah Stewart from Ashburton Swim Team to Wharenui Swim Club in Canterbury
The following record was submitted by the Records Clerk and ratified by the management committee:
AQUAGYM CHALLENGE MEET – 24/11 – 25/11/07 – Short Course
Todd Howden 12 yr 50 BK was 34.71 new 34.59
CANTERBURY CHAMPIONSHIPS – 16/1 – 20/1/08 – Long Course
Elizabeth Brown 14/15/16yr/Open 200 Fly 2.23.94 2.23.34(Heat)
NZ TRI-SERIES COMPETITION – 22/1 – 30/1/08 – Short Course
Elizabeth Brown 14/15/16yr 400 FR 4.35.67 4.29.80
Open 400 FR 4.34.70 4.29.80
14/15 yr 50 Fly 29.73 29.62 (Semi)
16 yr 50 Fly 29.69 29.62 (Semi)
Zachary Aitken 14 yr 800 FR 9.23.75 9.15.10
14/15 yr 400 IM 5.12.37 5.11.81
NZ AGE GROUP CHAMPIONSHIPS – 4/3 – 8/3/08 – Long Course
Alice Sommerville Open 50 FR 27.87 27.80
DIVISION II COMPETITION – 19/3 – 22/3/08 – Short Course
Jeremy Tasker 13 yr 800 FR 9.51.00 9.50.37
I have checked the relevant information and certify these records to be correct.
19 May 2008
The items raised at the Delegates meeting for consideration by the Management Committee were
Paid Administrator – it was agreed a permanent solution to the current lack of a dedicated
person in the admin secretary/treasurer role was necessary. If it becomes a paid position there
may need to be a cost recovery component from the clubs as the employment cost may well
exceed what is currently being paid in honorariums. None of the charitable trusts looked at by
the funding sub group offered funding of paid administrative positions in their list of
Amanda McLeod offered her services to train in the role of the administrator on a trial basis to
see if she was comfortable with taking on the position on a more permanent basis. Her offer
was gratefully accepted by the Management Committee.
Improved Communications between Clubs – it was agreed the work that was being done by
the sub committees should see a better cross pollination of ideas across clubs. The volunteers
group had already requested a club liaison person & the coaching development group will
similarly require a contact point within the clubs.
Having some form of club feedback on its activities as part of the Delegates Meeting was also
suggested as a way to improve in this area.
Reduced size of Management Committee – given the five pillars process of sub committees
introduced by the management committee in the last year it was agreed the current committee
size was suited to this structure. With 1-2 people being allocated to each area of focus the
current management committee numbers worked well.
It was agreed the Delegates Meeting dates would be confirmed at the start of each financial year and
included in the green handbook so Delegates are all aware when the meetings are on. Delegates are
also to be added to the ED’s email mailing list so they receive copies of minutes directly from now on.
It was requested that a short memo be prepared outlining the areas of responsibilities/portfolios that
were now clearly identified as Management Committee responsibilities. At their first meeting after the
AGM the newly elected Management Committee will allocate out these sub committee responsibilities
amongst themselves so each committee member has a clearly defined area of responsibility for the
coming 12 months.
Clubs should take this information into consideration in identifying those they wish to nominate for
positions on the Management Committee & also pass it on to those people they decide to nominate so
they can see the type of work they will become involved in on the committee.
Still not all in yet. Need to follow up with swimmers who attended the National Meets to find out who
still has these.
The meeting was advised of the following exam passes. M Howden & S Johnstone (Timekeepers) and
M Parore (Recorders).
Timaru Aquatic Centre Plans Review
The plans for the new aquatic centre were reviewed. Areas of concern from the perspective of both the
competitive and learn to swim disciplines were identified for inclusion in a submission to the District
Mid Canterbury Sports Awards
The meeting was advised that Elizabeth Brown had won the Juniors Sports Person of the Year at the
above awards ceremony in Ashburton. A letter of congratulations is to be sent to her from the Region.
As there was no further business the meeting was closed at 9:30pm.
Next meeting will be held on Tuesday 17th June at 7:30pm at Century Pool.
Signed as a True & Correct Record