Nelson Marlborough Swimming Inc

SWIMMING NELSON MARLBOROUGH INC.

MINUTES OF BOARD MEETING 13 November 2012 7.00 PM WHK Boardroom Oxford Street Richmond

1) WELCOME Present: Steve (by Skype), Brent, Hamish, Phil, Sue, Jos, Lindie (minutes) Hamish agreed to chair the meeting, and welcomed Lindie as Acting Secretary. Condolences were expressed for Susie at the loss of her mother-in-law. 2) APOLOGIES Susie, Jim, Lynn, Margaret Young

3) CONFIRMATION OF THE LAST MEETINGS MINUTES Phil/Hamish, carried.

4) MATTERS ARISING FROM THE MINUTES. Letter to SI committee written Audited accounts will be provided when Susie gets back Invoice to Nelson Club sent. Records done and included in Registrar report. Ideas sent to Lynn will be discussed later in the meeting.

5) SECRETARY’S REPORT Lindie Lindie tabled the report. It was agreed that Westport swimmers could attend both events, provided they met any requirements of the events. Jim to respond. Hamish/Jos carried. In response to a query Brent noted that relay finalists’ certificates are awarded at the AGM, hence the results are shown in the AGM minutes rather than the Annual Report.

6) TREASURER’S REPORT Susie Susie sent a message noting there is not a lot of activity. On Susie’s behalf Brent reported the account balances, the amended accounts for Winter Meet, and advised that an invoice has been received from SNZ for flight for an extra person to SNZ AGM. Approve that Susie pay the 50% profit of SNM Winter Meet. Brent/Hamish carried. Approve that Susie pay SNZ for travel ($197.50) Brent/Sue carried. Susie has been accepted as a signatory on cheque account. Debbie Troman and Brett Currie were removed. The signatories are now Steve, Susie, Brent and Hamish. Margaret Young was not a signatory.

1 7) REGISTRAR/RECORDS REPORT Jim Hamish tabled Jim’s report. Moved that the Registrar’s report, including new records and transfers, be adopted. Brent/Hamish carried. Jos reported that 3 top administrators in Kaikoura have resigned. He is happy to go offer a training session in Kaikoura one Sat before Xmas. The Board supported this. The training clinic for Golden Bay, Murchison, Kaikoura & Nayland Park clubs was discussed. The suggested time is Friday evening before the Town & Country Meet. The suggested format is a dryland training session at 5 pm (ask Pogo to run), followed by a pool session 7-8:30 pm. Swimmers would then participate in the meet on Saturday (unregistered events will be included). Any coaches are welcome to attend. The Board will meet any costs (if needed). It was agreed that this would proceed if there was interest from the clubs. Jim to write to clubs with this offer & asking for a firm commitment by 10 Dec.

8) PUBLICITY/COMMUNICATION REPORT Jim Nothing to report.

9) FUNDING REPORT Lynn Sue reported that responses were received from Blenheim and Jim. It was agreed that priority should go to items of highest value and most likely to get, as follows. 1. Medals & Ribbons for 2013 – SI champs, NM Summer and Winter champs, C&T Champs. Medals need to be ordered ASAP. Brent to ask Steve where medals & ribbons are. Urgent to get to Sue so she can do a stock take and get order in. Brent can provide contacts to order medals. Ribbons will say “Finalist”. Resolved to apply to Lion Foundation for $9774 for funding of medals and ribbons for our swimmers for the 2013 calendar year. Sue/Phil carried Sue will talk to Lynn about other funding options. 2. Starter box (est $2700) Phil to provide information about starter boxes to Sue/Lynn 3. Shirts for officials – we have a quote. Lindie to check past minutes for details. 4. Bronze Coaching course in Blenheim – defer to end of summer season and input from coaches (see coaching report) An estimate/quote for the touch pads is needed before we can prioritise this.

10) TECHNICAL Steve No formal report. Phil recommends that each club nominate 2 people to be trained. At every meet there needs to be someone training. We can start this weekend. Hamish has offered to become a technical official. Lindie to advise clubs, requesting nominations by 30 November and noting the SNZ website has info on officials’ duties.

11) COACHING REPORT Hamish Hamish has discussed establishing a coaching forum with Nigel, Tim, Jeni, Eileen, and Andy Adair. There is some interest in getting the coaches together to discuss coaching

2 needs in the region. Recent meeting with Andy - Andy is a Gold certified coach. To retain this status one option is to mentor other coaches – so there is a good fit. Andy is keen to meet with other coaches and share ideas about what is needed. Andy will chat amongst the coaches and see if there is an appetite for a group similar to that established for the south island coaches group. The Board needs to support where the coaches want to go, and be involved but not facilitate the group. Ideally one of the coaching team would eventually be on the Board. Hamish noted that Andy feels things have started well and he feels very welcome. Blenheim has discussed hosting a Bronze coaching meet. This may be done at the end of the summer season and once we have input from the wider coaching group.

12) GENERAL BUSINESS SI Champs 30 Aug – 1 Sept 2013 Phil Phil, Jim, Lorraine met to discuss sponsorship, qualifying times, scoring, trophies, medals, etc. Phil will provide the notes and request Board members to respond by e- mail. (Jos to explain open 1500 to Jim. Hamish to prepare warm up plan.) Agreed to invite Lesley Huckins to be Meet Director – she can qualify officials at the same time—and to include 50m qualifying times. Jim, Phil,& Lorraine plan to attend a Jelly Park meet to see how touch pad equipment works. SNZ Conference Meeting/ New Board etc Brent Teleconference reports every fortnight. SNZ is not focused on regional constitutions at present (working on other issues) so the SNZ Board will defer the 31 March deadline. We may hear something after the December SNZ Board meeting. SNZ want to review draft regional constitutions before they are sent out (they were drafted by lawyers who did the SNZ constitution). Steve & Brent will attend AGM. Brent reported that regions cannot raise business at the AGM, unless 6 regions agree. Suggest setting up a group of 6 friendly regions so items can be put onto the agenda. The regions would not have to support the item at the meeting, the mechanism is just to ensure items can be discussed at AGMs. Resolved to form an agreement to cooperate with at least 6 regions for the purpose of getting items onto the AGM or SGM agendas of SNZ. Brent/Hamish carried In the past affiliation fees have been set at the SNZ AGM but that is not the case this year due to the new SNZ constitution. Brent will raise this issue at a regional chairs teleconference in order to try to obtain some clarity as to the timing and levels of future fees. Administrator All Sue reported that one of her contacts is not interested in the Administrator position. Sue will follow up with other person. Hamish will take up with Nelson Club again. Amalgamation with another Region Carried over to next meeting.

3 13) BOARD TIME

Hamish reported: 1. Timetable clash – Canterbury Junior Champs are held on 1 Dec. This is a new meet which our junior swimmers will be targeting. In 2013 we will need to move the Nayland meet and likely to require other changes. Note for next year’s meet calendar. 2. Nayland meet will be split into 2 sessions and a 1500/800 event has been added for swimmers wanting to qualify for Wellington LC.

Next meeting date: Tuesday 11 December, 7pm at NSSC Club Rooms (Hamish to confirm)

Meeting closed at 9.10 pm.

Tasks Jim to respond to Westport swimmers Susie to pay accounts. Jim to write to GB, Murchison, Kaikoura & Nayland Park about training clinic Brent to ask Steve where medals & ribbons are Sue to order medals & ribbons Phil to provide info on starter box to Sue/Lynn Lindie to search for minutes with quotes for officials shirts Phil to circulate notes on SI Champs Sue & Hamish to follow up interest in Administrator role.

4 Secretary’s Report – November 2012 Correspondence Inwards  Sport Tasman: E-news October & November (forwarded to NM Clubs)  Swimming Otago: Kiwi Challenge Meet (forwarded to NM Clubs)  Golden Bay SC: Annual Tata Swim (forwarded to NM clubs)  Swim Canterbury: Annual Canterbury West Coast Champs (forwarded to NM clubs)  D. Balvert: Medley Skins Meet Cambridge (forwarded to NM clubs)  SNZ: Bronze and Silver Coaching courses May 2013  SNZ: NZSC Champs Relay certificate names (forwarded to Blenheim, NSSC and Motueka)  Golden Bay SC: Committee contact details (file could not be opened, requested re-send)  R. O’Connor-Neilsen: Request for Westport swimmers to participate in Jan 12 & 23 meets

NM Club Committee minutes  Motueka 12 Sep 2012 and 17 Oct 2012, of note: o No one available for SNM Board vacancies  NSSC 18 Oct 2012 and 23 Oct 2012, of note: o Will ask swimmers to exit from side of pool at meets o Club working to encourage new people to train as technical officials o Agreed to co-host SNM Country & Town meet (see Registrar Report)  Murchison 20 Sept 2012

5 10 November 2012 Registrar’s Report to Swimming Nelson Marlborough

1. Transfers I have approved the following transfers: Swimmer transferring From To Fraser Neill Nelson SC Nelson South SC Eddie Neill Nelson SC Nelson South SC

2. SNM Country & Town Meet Nelson South Swimming Club formally agreed, at its meeting on 23 October, to host this meet:

It was moved that Nelson South Swimming Club agrees to co-host the Country & Town Meet with the Swimming Nelson Marlborough Board on 12 January, 2013. Nigel/Liz B

Nigel has also proposed that if profits are to be shared 50/50, then work to set up and run the meet should also be proportioned 50/50. I will assist Kirsty Rukuwai, the NSSC Recorder, to set up and run the meet.

3. Training session for country club swimmers I have also raised with Golden Bay, Murchison and Kaikoura whether the day before or day after the C & T meet would be a good time to have the training session that the Board offered them some months ago. If they say yes, it will require us to organise one or two coaches and pool space (Hampden Street pool would seem the easiest, though we would need to work around training sessions and public swimming). Anyone willing to organise this? Will we charge a small fee to cover coaching costs and pool hire?

4. SNM Records The times listed below are faster than existing SNM records. I recommend that the times listed below be confirmed as SNM records. LC/ M/ New Event SC Age F time Swimmer Club Previous record holder

NZ Short Course Champs 30 Sept – 3 October 2012* 200 IM SC Open F 2:27.69 Ellie Rukuwai Nelson South Tracy Norton 1991 200 IM SC 16 F 2:27.61 Grace Woodall Nelson South Ellie Rukuwai NZ Short Course 2012 * Note: The record set by Grace Woodall was included in my October report, but not the record set earlier in the meet by Ellie Rukuwai, which was later broken by Grace.

Blenheim Meet 13 Oct 2012 50 Fly SC 13 M 29.58 Sam McKenzie Nelson Standard 50 Back SC 17 M 28.74 Kaiori McGuinniety Nelson South Kaiori McG at NZ Short Course 2012 100 Back SC 17 M 1:01.91 Kaiori McGuinniety Nelson South Kaiori McG at SNM Winters 2012

Blenheim Movember Meet 10 Nov 2012 200 Free SC 15 M 2:02.90 William Borrell Nelson Fraser Neill SNM Country&Town 2012

Jim Sinner SNM Registrar