NUSWIM Committee Meetingopened 6pm
Attendees Nigel Richardson, Sue Westwood, John McDonald, Emma Harris, Vicki Sandy, Janeen Richardson, Richard Harris, Vivian Rivero, Jennifer Castaldi, Terry Van Haren
Apologies Wal Mills,
Item No / Topic / Discussion / Action/Decision / ResponsibilityTimeline
1. / Welcome and Introductions
2. / Minutes from previous meeting / See Nuswim Planning Team Agenda Attachment A
3. / Presidents Report / · Each item to be moved and seconded
· Formal agenda to done and sent out with items one week before monthly meeting
· Each meeting to stick to a timeframe
· Thanks to Ian Johnson for his efforts
· Delegation of duties.
Communication team: Secretary and Registrar to lead – responsible for memberships, uniforms, promotions, communications, website, electronic communication from the club.
Race Team: Race Secretary - Vicky Sandy, Coach – Paul Sharman, Team Mangement – Nigel RichardsonLogistics & Equipment: Terry Van Haren – Responsible for packing up venues, rosters, maintenance of equipment
/ Moved – John McDonald
Seconded – Sue Westwood
4. / Treasurer’s Reports / · Outstanding paperwork is being sorted
· Outstanding accounts are being paid
· Monthly summary required of in/out & balance
· Formal thanks to Wal from Nigel for his efforts in paying outstanding accounts
5. / Race Secretary Report / · Reports that good numbers for local carnivals
· Coast and Valley entries done online
· Internal Race secretary – success with finishing on time within the hour. Looking at introducing different events and Birthday vouchers for the BBQ, as well as birthdays on the noticeboard and fun games night / Moved - Sue Westwood
Seconded – John McDonald
6. / Registrar Report / · Life Members x 1
· Non Swimmer x 91
· Swimmers x 139
· Total 231
· Members Financial – 192
· Un-financial - 34
The un-financial member breakdown - See Attachment B
Pending Transfers
Miss K Williams – Novo
Miss T J Bernasconi – Wallsend Warriors
General Update
· Michelle at NSW Swimming has fixed up second claim members in the system so we can email them also.
· Members are up with a number of transfers from Novo’s and Wallsend in the recent weeks.
· Will work on a new Memberships Booklet\Handout for the October 2016 Season pending changes to fees etc. / Moved – Jennifer Castaldi
Seconded – Vivian Rivero
7. / Secretary Report / · Swimming NSW Affiliations sent and emailed
· Coast and Valley Affiliations sent and emailed
· Coast and Valley AGM (21.6.15) Club Delegate Advice Form sent and emailed
· PO Box 22 at Shortland Building access required signatures of all new committee to be presented to the Postmaster
· Financial statements collected from PO Box to be handed over to the treasurer
· Envelope from Swimming NSW to be passed on to Lydia Murray
· Country Swimming Championships – Swimming NSW require top 10 Clubs to provide timekeepers for all 4 sessions – see roster provided by Swimming NSW / Moved – Sue Westwood
Seconded – John McDonald
8. / Nuswim Team Overview / · Action Plan
· Planning Timeframe – Immediate (This month) Soon (This Season) Later (Next Season)
9. / Carnival dates info / · Jennnifer to email the Forum with preferred dates for the Nuswim Carnival and submit to C&V before 1st June. Preferred dates are Saturday 10th and Saturday 17th October / Moved – Sue Westwood
Seconded – Janeen Richardson / Jennifer
10. / Coaches Report / · Novocastrian Target Meet this weekend
· Corey leaving, new assistant coach
· Coloured caps for training according to level of swimming reached, C&V/Country/State/Nationals
11. / Other Items / · Towels will be given to all those attending Coast and Valley
· Red caps to be given
· email to all members about fundraising team / Moved – John McDonald
Seconded – Jennifer Castaldi
Attachment A
Planning Team Agenda
Related to Specific Role / President – Nigel RichardsonNOW - IMMEDIATELY - THIS MONTH
· Swimming NSW paperwork
· C&V Swimming Delegates
· Meet Forum. Get Paul (5-7) Tuesday Thursday
· Request Swim Meet Nuswim- Forum
· Elect Public Officer – Jennifer
· Contact Ian Johnson for electronic files etc.
SOON - THIS SEASON (3 MONTHS)
· Dept. of Fair Trading – Sort out
· Allocate Committee Members Jobs
· Constitution - Amendments
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Signage/advertising/Promotions
· Annual Budget 2015/16 season
· Social Media Policy
Planning Team Agenda
Related to Specific Role / Vice – President – Terry Van HarenNOW - IMMEDIATELY - THIS MONTH
· Get up on communications
· Understand business relationships, standing arrangements and procedures
· Co-ordinate Club Night work rosters
SOON - THIS SEASON (3 MONTHS)
· Gain input from members on big ticket issues (through suggestion book)
· Preview strategic plan & update as necessary with practical achievable goals
· Develop technical officials in club for internal race verification
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Investigate timing and race system improvement
· Investigate other opportunities
Planning Team Agenda
Related to Specific Role / Secretary - Jennifer CastaldiNOW - IMMEDIATELY - THIS MONTH
· Change Password ( in process takes 30 days)
· Edit member list
· Set meeting dates
· Get miniutes form AGM
·
SOON - THIS SEASON (3 MONTHS)
· Possibility of Assistant Secretary
· Access to Uniform stock
· Make uniforms available by online order
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Plan for whole club social activities (Seniors/Juniors)
Planning Team Agenda
Related to Specific Role / Registrar – Emma HarrisNOW - IMMEDIATELY - THIS MONTH
· Contact all unfinancial members and determine status
· Email NSW Swimming all second claim members
· Put Registrar Tub back together
· Update & print Members booklets and Instructions
SOON - THIS SEASON (3 MONTHS)
· Discuss and publish 2015/16 season fees/ Discuss at Mqs
· Develop new member Pack ie- Free cap, free bottle, Member info
· Organise event – advertising newspapers, Website (NSW, C&V) other forums, invitations, Guest speakers
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Club information/ Event promotion
· Rego open 30/1st Oct
· Web Admin – Update website latest programs
· New email for Web admin listed
· Speak to C&V re formatting to IPAD etc.
Planning Team Agenda
Related to Specific Role / Race-Secretary - Vicki SandyNOW - IMMEDIATELY - THIS MONTH
· Change password and /or address (email)
· Delegates for Coast and Valley AGM (21 June)
· Date for our Carnival
· Check if we owe money to Coast and Valley
· Next meeting date
SOON - THIS SEASON (3 MONTHS)
· Auditor
· Entry fee for our carnival
· Fundraising - Bunnings
· Fundraising Committee
· BBQ replaced
· 12/0 Bus trip every year camp
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Backstroke start
· New Blocks
· Roster for Club night (BBQ, timekeeping etc.)
· Annual Budget – 2015 -2016
Planning Team Agenda
Related to Specific Role / Head Coach – Paul SharmanNOW - IMMEDIATELY - THIS MONTH
· Meeting with Chris Hicks
· Head Coach Report
SOON - THIS SEASON (3 MONTHS)
· Rectify Constitution – Coach vote ( Financial member?)
· Membership sponsor guidelines
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· 12 & U bus trip + 13 & over overnight camp
· Season Setup
· Summer v Winter
· Super Series
Planning Team Agenda
Related to Specific Role / C&V Delegate – Sue WestwoodNOW - IMMEDIATELY - THIS MONTH
· Update and decide on all emails for Committee members
· Sort out Friday Night Club- Program Lists, Areas, etc.
· Set date /time & post meeting times Board/Web
· Launch Team App
SOON - THIS SEASON (3 MONTHS)
· Promote Nuswim LC Carnival
· Start annual / 6 month Newsletters
· Start fundraising Team and promotions
· Banner for Club & events ( pull up in one roll)
· Sponsors & grants
· (Paul / Coaches Constitution) Amendment Done
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Fundraising ongoing – Events
· Look at Constitution & docs Nuswim – change if required
· Look to amend Club programs/ Club night
Planning Team Agenda
Related to Specific Role / Whole Club IssuesNOW - IMMEDIATELY - THIS MONTH
· Committee roster for club night
· Change Winter to 5 lanes
· Roster for Club night parents
· Clean out mess in club space
· Tidy admin /files/records
SOON - THIS SEASON (3 MONTHS)
· Presentation Night
· Set Summer club dates
· Revisit what club does/ club night/ club expectations
LATER - NEXT SEASON ONWARDS (4 MONTHS +)
· Starting blocks
· Touch pads
· Timing display/ wall
· Rep program/ sponsorship
· Tour/ breakfast BBQ
· Social Events
· Functions
Attachment B
Unfinancial Members
Forenames / Surname / Personal Email / Indicator / Club FeeLaura / D'Amico / / Unfinancial / Club Night Swimmer One Season Only (Winter or Summer)
Oliver / D'Amico / / Unfinancial / Club Night Swimmer One Season Only (Winter or Summer)
Jemima / Sisson / / Unfinancial / Club Night Swimmer One Season Only (Winter or Summer)
Sebastian / Sisson / / Unfinancial / Club Night Swimmer One Season Only (Winter or Summer)
Chadd / Hutchinson / / Unfinancial / Club Night Swimmer One Season Only (Winter or Summer)
Jude / Voigt / / Unfinancial / Club Night Swimmer One Season Only (Winter or Summer)
Stephen / Mayan / / Unfinancial / Non-Swimmer/Committee Member/Parent
David / Virtue / / Unfinancial / Non-Swimmer/Committee Member/Parent
Troy / Lindberg / / Unfinancial / Non-Swimmer/Committee Member/Parent
Melissa / Pearce / / Unfinancial / Non-Swimmer/Committee Member/Parent
Richard / Percival / / Unfinancial / Non-Swimmer/Committee Member/Parent
Luke / Neilson / / Unfinancial / Non-Swimmer/Committee Member/Parent
Tony / Moody / / Unfinancial / Non-Swimmer/Committee Member/Parent
Carol / Dillon / / Unfinancial / Non-Swimmer/Committee Member/Parent
Peter / Moore / / Unfinancial / Non-Swimmer/Committee Member/Parent
Anthony / Dodds / / Unfinancial / Non-Swimmer/Committee Member/Parent
Suzanne / Niblett / / Unfinancial / Non-Swimmer/Committee Member/Parent (Pending NSW)
Julie / D'Amico / / Unfinancial / Non-Swimmer/Committee Member/Parent
Brendan / Sisson / / Unfinancial / Non-Swimmer/Committee Member/Parent
Patrick / Moore / / Unfinancial / Swimmer
Blake / Lindberg / / Unfinancial / Swimmer
Daniel / Hope / / Unfinancial / Swimmer
Jamie / Mayan / / Unfinancial / Swimmer
Fletcher / Dillon / / Unfinancial / Swimmer
Chiara / Voigt / / Unfinancial / Swimmer
Taelah / Davies / / Unfinancial / Swimmer
Genevieve / Percival / / Unfinancial / Swimmer
Aurora / Percival / / Unfinancial / Swimmer
Sasha / Virtue / / Unfinancial / Swimmer
Ashleigh / Dodds / / Unfinancial / Swimmer
Jordyn / Moore / / Unfinancial / Swimmer
Ella / Spicer / / Unfinancial / Swimmer
Olivia / Virtue / / Unfinancial / Swimmer
Anastasia / Prajogo / / Unfinancial / Swimmer (Sent Email re wrong balance-No Reply)
Pending Transfers
Miss K Williams – Novo
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