Page 1 MSC BOARD OF DIRECTORS MEETING MINUTES Sunday ...

MSC BOARD OF DIRECTORS
MEETING MINUTES
Sunday March 25 th , 2012 7:30pm ET
Present:
Board Members: Robert (Bob) Diewold (President), Keith Kendal (Director), Ed Evelly (Vice President),
Chris Smith (Director), Glen Mehus (Director), Sylvie Potvin (Director), Jennifer Power-­‐Hawrylak
(Secretary)
Also Attending: Nancy Black (Executive Director), Bette El-­‐Hawary (Executive Assistant), Robyn
Ouimet (Internal Relations, MSC)
Absent with Regrets: Nigel Kemp (Director), Laura Garrett (Director),
1. Call to Order
The Chair (Bob Diewold) called the meeting to order at 7:37pm ET.
2. Board Operations
a. Approval of March 25th Agenda
Motion B12:03:01 (Smith/Kendal) to approve the Agenda as presented.
b. Review/approval of February 19 th , 2012 MSC Board of Directors Meeting Minutes
Motion B12:03:02 (Evelly/Mehus) to approve the Minutes of the February 19 th , 2012 meeting as
circulated. Carried.
c. Business arising from Minutes
• Update on secure online Agenda
d. Correspondence
• None
e. Board Chair Report-­‐ Bob Diewold
• Report circulated in advance.
Motion B12:03:03 (Smith/Evelly) to approve the Chair’s Report as circulated. Carried
3. Management Reports
a. Executive Directors Report-­‐ Nancy Black
• Report circulated in advance.
• Nancy highlighted some of the key areas:
o Meeting with SNC successful
o New website domain purchased www.mastersswimming.ca
o New MSC phone number 1-­‐855-­‐SWIM-­‐MSC

o Discussed meeting for our face to face with SNC during their annual conference in
Winnipeg.
o Branding/Partnerships/Presence at Olympic Trials/Pop up banner etc
Motion B12:03:04 (Smith/Evelly) to approve the Executive Director Report as circulated.
Carried.
b. Internal Relations Manager Report-­‐ Robyn Ouimet
• Report was circulated in advance.
• Robyn highlighted some of the key areas.
• PMO snapshot will see additional columns and data.
• Club Excellence program will be a great opportunity for Club Development; Swimming Canada
was one of the founding sports of the program that is now being run by CCES.
Motion B12:03:05 (Evelly/Smith) to approve the Internal Relations Report as circulated.
Carried.
c. Financial Report – Keith Kendal
• Report was circulated in advance.
• Signing Authorities-­‐ Keith is in the process of updating the signing authorities.
• Credit Card-­‐ Nancy will be investigating a corporate credit card.
• Auto Deposits-­‐ Nancy will be investigating auto deposits.
Motion B12:03:06 (Mehus/Power-­‐Hawrylak) to approve the Financial Report as circulated.
Carried.
d. Fall Face-­‐to-­‐Face-­‐
• Opportunity for the Fall Face-­‐to-­‐Face meeting and AGM for MSC to be in conjunction with
SNC’s AGM in October.
o It had been tried in 2007 and did not work well; but the general
consensus from the Board Members was that if it is done well it
would be a good idea. Perhaps MSC would host a wine and
cheese party.
4. Board Governance
a. Board Development Policy (Chris Smith/Bob Diewold)
• Tabled for next Board Meeting.
b. MSC By-­‐Laws (Bob Diewold)
• The By-­‐Laws have been updated to reflect the new NFP; the first draft was done by Steve Indig
and reviewed by Nancy, Robyn, Ed and Bob
Motion B12:03:07 (Evelly/Mehus) to accept the draft MSC By-­‐Laws as presented for the AGM.
Discussion:
o Chris expressed some concerns with the draft MSC By-­‐Laws as
presented; in particular the voting delegates at the AGM. Chris
did circulate his comments to the Board.
o Jennifer noted that the unattached registration is not clear in the
draft MSC By-­‐Laws. Bob will follow up with Steve on this.
Motion tabled for a separate meeting on Sunday April 15 th , 2012 at 7:30pm ET. Chris will send
a summary of points for clarification.

5. Committee Reports
a. Governance Committee Report
Circulated in advance (Chris Smith)
• Report ties in with the By-­‐Laws; tabled until the By-­‐Laws have been discussed at the next
meeting.
b. Coach Development Report
Circulated in advance (Nigel Kemp)
• Nancy gave an overview of the timelines.
c. Nationals Committee Report
I. Provincial Teams
II. Pan Canadian Teams
III. MSC Role with Competitions
• Nancy briefly discussed the report that Keith submitted; however these topics need more
discussion. It will be tabled for a future Board Meeting. Chris Smith offered to review the
reports and will provide feedback to their Committee. Keith will provide an update when
available.
6. Review of MSC Board Committee Representatives
• Bob reviewed the current list of MSC Board Committee Representatives; everyone was asked
to review them. A list of USMS Committees was also circulated for information purposes.
It was noted that the Committee Representatives should be posted on the MSC web-­‐page.
There are several vacancies on the committees. The role of volunteer committee members is
to augment Board Member committee representation.
a. HR Committee: Bob Diewold (BOD Chair), Mike Heath-­‐Eves, Nigel Kemp
b. Governance: Bob Diewold (BOD Chair), Chris Smith (Chair), Nigel Kemp,
c. Rules: Chris Smith, Ed Evelly
d. Nominations: Sylvie Potvin, Bette El-­‐Hawary
e. ED Evaluation: Bob Diewold (BOD Chair)
f. Agenda Committee: Bob Diewold (BOD Chair), Ed Evelly, Nancy Black, Bette El-­‐Hawary
g. Nationals Committee: Laura Garrett, Keith Kendall, Glen Mehus. Noted that MSC announces
the future year’s host.
7. New Business
• Nominations Committee-­‐ Deadline is April 2 nd , one nomination has been received to date. A
reminder email was circulated to the CoP last week and the information is also available on
the MSC webpage.

• Kelowna-­‐ Glen Mehus, Laura Garrett, Nancy Black, and Bob Diewold will be there.
8. Next Meeting
• April 15 th , 2012 7:30pm ET (By-­‐Laws, AGM, 2013 Nationals Host)
9. Adjournment
Motion B12:03:08 (Potvin) to adjourn the meeting at 9:55pm ET. Carried
Jennifer Power-­‐Hawrylak
Secretary.