Minutes - Committee Meeting

Saturday 28 January 2017

2:00pm

  1. Welcome and Apologies

Caitlin opened the meeting at 2:05pm

Present:

Caitlin Francis, Helen Deas, Anissa Oddy, Nyree Webster, Carmel Kanaley, Lin Johnson, Amelie Hohne, Annette Cannock, Leanne Thompson

Apologises: Sonya Harris, Brigitta Oberlander, Marianne Perrott, Allison White

  1. Conflict of Interest Declaration

Nil conflicts declared.

  1. Acceptance of previous minutes – 3 December 2016

The minutes of both meetings were circulated by email to all members. They were accepted as an accurate record of those meetings.

  1. Previous Action items

Item / Who By / Status
Handover of Registrar role to be completed / Carmel / Completed
Updated list of current members of the club is required / Carmel / Completed
Updated affiliation details to be completed on website / Carmel / Ongoing
All distribution lists to be updated / Carmel
Helen
Nyree / Ongoing
Stocktake of all uniform on hand to be completed / Marianne / Uniform with incorrect logo identified to be given away
Organise payment of all members of the committee for SUSF / Anissa / Individuals to pay and submit claim to Anissa
EOI for technical officers / Helen / Completed
Nomination for SUSF Awards / Caitlin / January 2017
Entity to be created for the club on WWC / Carmel
Helen / Completed
Committee members to forward WWC details for updating on register / Carmel / Awaiting Marianne Perrott
Notification of Office of Children’s Guardian of status / Helen / Completed
Implementation of SNSW Declaration form / Carmel / Ongoing
Update of Club Handbook / All / Ongoing
  1. Presidents Report

Caitlin outlined her vision to implement a values and purpose statement for the Club. Leanne gave an example of a club she was previously involved with in NZ. Amelia indicated that many of the clubs websites that she had viewed had similar statements. Supported by the committee. Caitlin to develop and present at future meeting for approval.

Lin had prepared a summary of activities and roles at Club Night. The new committee is still working through ensuring all activities are covered for each club night. It was discussed the need to ensure that the parents of younger swimmers are actively involved in supporting activities.

Action: Development of draft values and purpose statement for the club

  1. Treasurers report

The December balance for the account was $13,600.28.

Anissa has been working with Leanne to complete the draft budget for submission to SUSF. It is due by 3 February 2017. She requires details of relay entries and membership data to complete some of the requirements.

Anissa will distribute information to committee members regarding the claiming of money from the club and electronic forms to be used. When approving payments, signatories are to include what their role is.

Marianne has been very active in selling uniforms. She has $1203 on hand for sales. She has prepared a monthly spreadsheet in relation to the sales. She requested information about whether she could direct deposit the money. Anissa to liaise with SUSF regarding the correct process.

Action: Budget to be submitted to SUSF by Anissa. Information from Leanne/Nyree regarding race entries, Carmel regarding member details

Anissa to liaise with SUSF regarding correct process for depositing money

  1. Secretary’s Report

The key activities during the period include the submission of key documents to the SUSF. This included the Sporting Injuries Scheme information, Club compliance form, and annual report for 2016.

There has been an increase in swimmer inquiries with the beginning of the New Year. Since the last meeting, assisted Registrar with establishing Working with Children checks for the club. Carmel is managing this on an ongoing basis.

There has been liaison with SNSW and MetSEA regarding a Technical Officer for the club and EOI to club members. There have been no volunteers at this time. There has been ongoing liaison with SNSW regarding Safe Sport Framework with next meeting planned to be an information session from SNSW. A further MIPO has been identified (Audrey McGibbon) and arrangements will be made for her to access training.

Updating of email distribution lists for clubs is ongoing at this time. An issue identified is the inconsistency with the emails used for the committee of the swim club. At this stage it looks like the majority using the SUSC with the full stop before the role. Discussion regarding the possibility of having a domain name for the club

SU Club Administration night to be held on 8 February 2017 at 7pm. Caitlin has volunteered to attend.

Action: Annette to follow up regarding domain name for the SUSC

Caitlin to attend SU Club Administration night

Helen to organise SNSW to attend next club night

  1. Registrars Report

One new swimmer has commenced after transferring from Col Jones. One swimmer has transferred out of the club.

  1. Race Secretary

First club night completed. Some issues with parents who were unavailable/unwilling to volunteers. There was discussion regarding this issue.

  1. Coaches Report

Leanne tabled a document that outlined proposed changes to annual calendar. This includes moving the club championships and changing the categories. For further consideration by the committee.

The Swim Squad program is currently operating at a deficit and Leanne has been tasked by her supervisor to source sponsorship. Anyone who is aware of potential sponsors to speak with Leanne.

Action: Change to championship program for further consideration by the committee with any feedback to Leanne before next committee and for ratification at next meeting

  1. General Business

There was discussion regarding engaging a sports psychologist to work with the older swimmers. Leanne has approached a suitable person who is able to provide ten sessions at cost of $200 per session. It is proposed to engage the psychologist with a cost recovery component from swimmers.

Action: Leanne to liaise with psychologist and arrange suitable time for sessions

Amelia developed a draft communications plans, particularly in relation to the website. There was discussion regarding key aspects such as results and other information to be contained on it. She requires updated information including photos and profiles of coaches and committee members.

There was agreement to continue with a newsletter – a one-page format was preferred.

Summary of outstanding Action Items

Item / Who By / By When
Updated affiliation details to be completed on website / Carmel / February 2017
All distribution lists to be updated / Carmel
Helen
Nyree / February 2017
Stocktake of all uniform on hand to be completed / Marianne / February 2017
SUSF membership required by all committee members. / Anissa / Individuals to pay and submit claim to Anissa ASAP
Nomination for SUSF Awards / Caitlin / ASAP
Committee members to forward WWC details for updating on register / Carmel / Awaiting Marianne Perrott
Implementation of SNSW Declaration form / Carmel / Ongoing
Update of Club Handbook / All / Ongoing
Development of club values and purpose / Caitlin / February 2017
Budget submission to SUSF / Anissa / February 2017
Direct deposit information for SUSC for uniform money / Anissa / February 2017
Domain name for SUSC / Annette / February 2017
SUSF Club Administration night / Caitlin / 8 February 2017
SNSW to attend next club night / Helen / February 2017
Club Championships Program / All / February 2017
Sports Psychologist sessions / Leanne / February 2017

Proposed Future meeting dates:

Month / Date
February / 25 February 2017 at 1pm
March / 25 March 2017

Meeting closed: 3:15pm