swimming canterbury west coast inc. minutes of the ... minutes 1… · 2:02.67 angus w. kelliher at...

SWIMMING CANTERBURY WEST COAST INC.

MINUTES OF THE BOARD MEETING

Meeting opened 7pm at 25th October 2017 at the Wharenui Sports Centre

1. Present: Wayne Rollinson, Janice Rennell, Kim Berquist, Monique van Vugt (by phone), Brigitte Mahan, Chris Ponga

2. In Attendance: Debbie Rahurahu (Administrator)

3. Apologies: Nil

4. Minutes of the previous meeting read and accepted

Moved: Janice Seconded: Kim Carried

5. Matters arising: Nil

6. Correspondence in / out:

SNZ HPSNZ- SNZ Coaching Clinic and National Development Camp Spectator Seating - Regional Allocations NZ Short Course Champs SNZ Short Course - Pre- sales tickets NZ Short Course Champs - Regional Admin Update SNZ Events Committee Terms of Reference Makos

SIC&T Flyer Makos meet Accommodation enquiry

Regions NZ Junior Festival – accommodation Swimming Otago- NZ Short Course report

Sport Canterbury Jon Derry and a Partnership with Canterbury Cricket Chairperson Breakfast Coffee Network

Clubs Swim Timaru- Permission to attend the Otago Junior Meet (1st December) Permission for William Tudgey to attend the Kiwi Challenge Meet (19th Nov) Letter from the board of Aquagym Geraldine- Permission for Connor Foley-Smith and Harry Sands to swim at the Otago Spring Carnival (4th November) Aquagym- Permission for Abby Baxter to attend Southland Championships (16th Dec) NZ Short Course Reports



.

Other

Linwood-Central-Heathcote - The Week in Brief 4 September 2017 Karen Spencer- Scholarship for River Swim Race in Wuhan China Linwood-Central-Heathcote - The Week in Brief 13 September 2017 Linwood-Central-Heathcote - The Week in Brief 18 September 2017 Oshbox- H&S for Swimming Canterbury West Coast Andrew Spencer- Selwyn Swim Meet Linwood-Central-Heathcote - The Week in Brief 25 September 2017 Linwood-Central-Heathcote - The Week in Brief 29 September 2017 Angelina King- 2018 Directory Confirmations Sport Assoc and 2018 Canterbury Secondary Schools Stuff NZ- Sophie Pascoe Linwood-Central-Heathcote - The Week in Brief 9 October 2017 Linwood-Central-Heathcote - The Week in Brief 17 October 2017 Linwood-Central-Heathcote - The Week in Brief 24 October 2017

Correspondence

Moved: Kim Seconded: Monique Carried

7. Transfers

Mr M J Beadle from Mercury Bay Swim Club to Vikings Swim Club Inc Mr M Russell from Aquagym Swimming Club to Selwyn Swim Club Mrs Jo Russell from Aquagym Swimming Club to Selwyn Swim Club Mr T James from Wharenui Swim Club to Sockburn Park Swim Club Miss T Porteous from Course Contact to Sockburn Park Swim Club Miss K Eade from Wharenui Swim Club to Sockburn Park Swim Club Miss R Davie from Course Contact to Sockburn Park Swim Club Miss M O'Reilly from Waitaha Swim Club to Selwyn Swim Club

Moved: Janice Seconded: Kim Carried

8. Records

Women 10-10 100 IM 1:18.58 Mine Z. Nel at QEII Sprint Meet 2/02/2013 1:17.89 Hanna A. Abdou at 2017 Selwyn Spring Classic 24/09/2017 Women 11-11 100 IM



1:13.99 Kyra E. Forrest at 49th Wharenui Junior Olympics 16/03/2012 1:13.68 Arowa Z. Wilson at 2017 Selwyn Spring Classic 24/09/2017

Women 16-16 50 Breast 32.42 Kaylee G. Jackson at 2017 SCWC Short Course Champs 21/07/2017 31.71 Kaylee G. Jackson at 2017 State Teams Championships 22/09/2017

Women 16-16 50 Breast 32.42 Kaylee G. Jackson at 2017 SCWC Short Course Champs 21/07/2017 31.58 Kaylee G. Jackson at 2017 NZ Short Course Championships 3/10/2017 Women 16-16 100 Breast 1:09.44 Kaylee G. Jackson at 2017 SCWC Short Course Champs 21/07/2017 1:08.84 Kaylee G. Jackson at 2017 NZ Short Course Championships 3/10/2017 Women 16-16 100 IM 1:04.18 Hannah F. Bates at 2016 NZ Short Course Championships 2/10/2016 1:04.09 Kaylee G. Jackson at 2017 NZ Short Course Championships 3/10/2017 Men 15-15 50 Back 26.56 Satori J. Dobbie at 2015 NZ Short Course Champs 11/08/2015

26.20 Angus W. Kelliher at 2017 NZ Short Course Championships 3/10/2017 Men 15-15 100 Back 57.14 Satori J. Dobbie at 2015 NZ Short Course Champs 11/08/2015 57.08 Angus W. Kelliher at 2017 NZ Short Course Championships 3/10/2017 Men 15-15 200 Back 2:03.03 Ezekiel J. Pine at South Island Championships 2017 25/08/2017 2:02.67 Angus W. Kelliher at 2017 NZ Short Course Championships 3/10/2017

Men 15-15 400 IM 4:31.85 Ezekiel J. Pine at South Island Championships 2017 25/08/2017 4:31.67 Angus W. Kelliher at 2017 NZ Short Course Championships 3/10/2017 Men 17-17 50 Fly 25.01 Matt PHILLIPS at State 2013 NZ Short Course Champs 29/09/2013

24.80 Oliver R. Rayner at 2017 NZ Short Course Championships 3/10/2017 24.66 Oliver R. Rayner at 2017 NZ Short Course Championships 3/10/2017 Men 17-17 200 Fly 2:03.00 Satori J. Dobbie at 2016 NZ Short Course Championships 2/10/2016 2:02.09 Oliver R. Rayner at 2017 NZ Short Course Championships 3/10/2017

Men 50 Back 25.58 CAMERON J. JAMES at Swim Timaru Winter Meet 5/08/2017

25.43 CAMERON J. JAMES at 2017 NZ Short Course Championships 3/10/2017

25.40 CAMERON J. JAMES at 2017 NZ Short Course Championships 3/10/2017 25.27 CAMERON J. JAMES at 2017 NZ Short Course Championships 3/10/2017 Men 50 Breast 28.10 Matt PHILLIPS at 2016 NZ Short Course Championships 2/10/2016

27.80 Matt PHILLIPS at 2017 NZ Short Course Championships 3/10/2017 27.34 Matt PHILLIPS at 2017 NZ Short Course Championships 3/10/2017



Men 100 Breast 1:00.05 George L. Schroder at 2016 NZ Short Course Championships 2/10/2016 59.95 Matt PHILLIPS at 2017 NZ Short Course Championships 3/10/2017 Men 100 Fly 54.14 GEORGE T. EGLESFIELD at 2015 NZ Short Course Champs 11/08/2015 54.13 Matt PHILLIPS at 2017 NZ Short Course Championships 3/10/2017 Men 100 IM 56.42 Cameron SIMPSON at FINA/Arena Swimming World Cup 20/10/2012

56.21 Matt PHILLIPS at 2017 NZ Short Course Championships 3/10/2017 55.71 Matt PHILLIPS at 2017 NZ Short Course Championships 3/10/2017

Women 17-17 100 IM 1:03.63 Sophia S. Batchelor at State 2012 NZ Short Course Champs 30/09/2012 1:03.63 Hannah F. Bates at 2017 NZ Short Course Championships 3/10/2017 Women 17-17 200 IM 2:17.47 Natasha A. Lloyd at State 2013 NZ Short Course Champs 29/09/2013 2:15.56 Hannah F. Bates at 2017 NZ Short Course Championships 3/10/2017

Men 16-16 800 Free 8:22.77 Arjun Haszard 25/09/2001 8:19.51 Quinton Hurley at 2017 NZ Short Course Championships 3/10/2017

Moved: Janice Seconded: Brigitte Carried

9. Financial records

ACCOUNTS PAID:

DATE DETAILS AMOUNT

21-Aug-17 Atlas Gymnasium Ltd 200.00

Plat/Gold Camp

21-Aug-17 HTS Group 3 x buttons 479.85

21-Aug-17 Ashburton Swimming C Tri 1,605.00

Series Catering

23-Aug-17 NZ Post 5.00

24-Aug-17 Air New Zealand (Flights for 286.00

SNZ AGM)

24-Aug-17 BBIT Solutions Email servic 14.95

24-Aug-17 Renzie Hanham Platinum 115.00

Sq Speaker

24-Aug-17 Selwyn Swimming Club Tri 204.32



Series Meals

24-Aug-17 SNZ Affiliation Payment 253.55

24-Aug-17 Sport Canterbury SC 285.00

Awards Sands

24-Aug-17 Selwyn Aquatic Centr 333.90

TalentID Dev Camp

24-Aug-17 Timaru District Coun Tri 666.00

Series Pool Hire

24-Aug-17 Aqualine SCWC Caps 1,610.00

28-Aug-17 ACC ACC Levy Payment 340.01

30-Aug-17 AK West Motel Auckla 1,627.50

Squad Accom Akl Champs

30-Aug-17 Quality Hotel Lincol Squad 2,572.50

Accom Akl Champs

4-Sep-17 McCafe Auckland (SNZ 18.10

AGM)

5-Sep-17 Countdown (Refreshments 5.44

for BM)

6-Sep-17 Wayne Rollinson SNZ AGM 65.00

Car/Parking

6-Sep-17 SNZ Affiliation Swimmers 147.90

6-Sep-17 Pro Aqua Services Lt TID 250.00

Camp Pool Hire

6-Sep-17 XCM Clothing Plat Squad 953.45

Uniforms

6-Sep-17 Pro Aqua Services Lt 1,000.00

Platnm Camp Pool Hire

15-Sep-17 Warehouse Stationery Copy 81.36

Paper Mouse

15-Sep-17 Brigitte Mahan Tri Series 125.68

Breakfasts

15-Sep-17 Swimming Nelson Marl 432.00

South Island Relays/Fees

20-Sep-17 BBIT Solutions Email Serv 14.95

20-Sep-17 Ace Engraving 15.00

CChampTrophy Engraving

20-Sep-17 GD & AJ Collister Trailer 35.00

WOF Refund

20-Sep-17 SNZ Affiliation Swimmers 217.75

20-Sep-17 Aqualine Regional Cap Final 373.75

20-Sep-17 Christchurch City Co SCWC 3,644.00

SC Pool Hire

21-Sep-17 Bunnings (Padlocks x 2) 44.00



OVERDUE ACCOUNTS:

Customer Name Total Current 30 Days 60 Days 90 Days

Ashburton Swim Club 266.00 157.00 109.00

18-Sep-17 Inv 15273 109.00 109.00

2-Oct-17 Inv 15279 48.00 48.00

2-Oct-17 Inv 15287 109.00 109.00

Roly Crichton 360.00 360.00

15-Mar-17 Inv 15118 360.00 360.00

Jasi Swim Club 101.00 72.00 29.00

14-Sep-17 Inv 15264 29.00 29.00

2-Oct-17 Inv 15281 72.00 72.00

Vikings Swim Club -101.60 55.90 -157.50

14-Sep-17 Crn 15269 -157.50 -157.50

2-Oct-17 Inv 15282 16.00 16.00

2-Oct-17 Inv 15283 39.90 39.90

Waitaha Swim Club 72.00 40.00 42.00 -10.00

24-Jul-17 Crn 15170 -10.00 -10.00

14-Sep-17 Inv 15267 42.00 42.00

2-Oct-17 Inv 15277 40.00 40.00

Wharenui Swim Club 208.75 208.75

2-Oct-17 Inv 15276 133.90 133.90

2-Oct-17 Inv 15285 59.85 59.85

2-Oct-17 Inv 15288 15.00 15.00 Accounts

Moved: Janice Seconded: Chris Carried

10. Funding Report

Provider Purpose Amount

NZ Racing Board Pool Hire- Memorial/Canterbury/Junior Champs $8000.00

Mainland Foundation National Meets Accommodation and Rental 2016/2017 $20,000.00

First Sovereign Trust Bronze Squad Tour 2016 $6555.65

Four Winds Foundation Ribbons 2016/17 $500.00

Pub Charity Pool Hire Shortfall& trophies Cant Champs $2463.00

Lions Foundation Officials Accommodation & Car Hire Nationals $4000.00

Youthtown Ribbons for 2017/2018 $2327.50

Southern Trust PA System $5153.91

CERT Officials Accommodation NZSC 2017 $4680.00

First Sovereign Trust Regional Representative Caps $1725.00



Pub Charity Medals for the 2017/2018 Season $6180.20

Mainland Foundation Canterbury Squads end of year trips $20,000.00

NZCT Administrator’s Salary $30,000.00

NZRB Pool Hire for Regional Meets ($14021.96) $7500.00

Declined Applications

Provider Purpose Amount

TTCF Pool Hire for Regional Meets $15059.94

Funding is to be sought for a new laptop for the administrator. This will enable the current admin laptop to be used as the meet computer, and the old laptop to be retired and kept as a spare should there be any breakdown at a meet. We do not currently have a spare unit. Debbie to source quotes for a new laptop and apply to Air Rescue Services for the funding required. A resolution was passed to apply to Youthtown Inc for funding in the amount of $805.55 for the purchase of keepsake trophies for the SCWC Regional Championships and SCWC Junior Championships, as well as the purchase of a new perpetual trophy to replace the SCWC Regional Championships Harry Horsfall Trophy (1936), which has been damaged and must now be retired. A resolution was passed to apply to the Four Winds Foundation for funding in the amount of $2327.50 for the purchase of ribbons for the SCWC Regional Championships, Development Championships, Junior Championships and SCWC Carnivals for the 2018 season. Moved: Janice Seconded: Kim Carried

11. Membership

Previous Seasons

Date Competitive Swimmers Club Swimmers

24

30/6/2017 681 476

30/6/2016 684 179

30/6/2015 689

30/6/2014 605

30/6/2013 648

30/6/2012 762

30/6/2011 866

30/6/2010 929

30/6/2009 696

30/6/2008 612

30/6/2007 666

30/6/2006 728



Current Membership Numbers (as at 31 September 2017)

CLUB <12 yrs

13/14YRS 15/16YRS 17/18YRS >19YRS TOTAL SWIMMERS

Aquagym Comp 18 15 5 1 6 45

Club 10 2 1 1 14

Ashburton Comp 15 8 8 3 2 36

Club

Geraldine Comp 3 3

1

7

Greymouth Comp 6 2 1

9

Halswell Comp

0 0

Hokitika Club 8 2 1

1 12

Jasi Comp 14 18 14 7 3 56

Club 11 6 4 1 22

MacKenzie 1 1

North Canterbury

Comp 35 22 11 4 2 74

Club 8 8

QEII Comp 2 4 3 6 2 17

Club 1 1 2

Selwyn Comp 4 8 12 3

27

Club 23 3 1 27

Swim Timaru Comp 22 15 5 1

43

Club 4 4

Temuka Comp 8

1

9

Club 1 1

Vikings Comp 25 10 9 1 1 46

Club 3 3

Waimate Comp 0

Waitaha Comp 31 13 6

50

Club 7 2 9

Westport Comp

0

Wharenui Comp 11 15 8 9 9 52

Club 21 9 3

33

Totals by age 292 156 93 36 30 607

Updated figures above include Registered Financial swimmers only



12. Health & Safety

a) Lag indicators NZ Short Course- discussions held ‘in committee’

b) Lead indicators No health and safety training, meetings or inspections recorded this month

c) Risks – items to be actioned

Risk: safety of SCWC events equipment for swimmers and officials.

Inspect event equipment and report back to the board - looking in particular at:

test and tag of electrical components, IP rating (waterproof) of power sockets,

RCD switching, condition of electrical cables and plugs and general condition of

other equipment.

Chris

Risk: safety of swimmers and officials from SCWC events equipment.

Create an inspection checklist of events equipment so that the checklist can be

completed prior to and after each event.

Technical Committee concerned about the bins for swimmers’ clothing and the

Quantum speakers being a hazard on pool deck with the current congestion-

numbers of Officials and Timekeepers could be reduced when using electronic

timing to reduce the congestion, and while we cannot reduce or remove the

speakers, only one clothing bin per lane is required rather than the two currently

being used.

Wayne is meeting with Christine, Lesley and Monique to discuss the reduction in

the number of Officials rostered at each meet

Chris

Wayne/Monique

Risk: safety and health of swimmers during an event. Create a health and safety

outline and recommendation for improving the management of health and

safety across the Canterbury and West Coast region. To be distributed to board

prior to next meeting.

SNZ pool depth recommendations to be adopted, reported back to Clubs, and

uploaded to the SCWC website

Clubs to be advised to report any poolside incident at a swim meet which

resulted in First Aid being applied- reporting form uploaded to the SCWC website

Chris

Debbie

Warm up processes to be reviewed to more safely accommodate the increase in

swimmer numbers at meets Events/Tech



Risk: Team Manager guidelines for away meets

Clubs to be made aware that they have a responsibility to have guidelines and

procedures in place for Team Managers and athletes when attending an ‘away’

meet. All Clubs handle this differently however they should all have a Travel

Policy, Code of Conduct (which must be signed by every member attending), and

a Health Information form for each member

Debbie

It was determined that the most appropriate to Health & Safety procedures in terms of forms and

reporting, is as per EOTC. This approach uses Google Forms which can be easily accessed and

completed by individual members. Digital signing is also available.

Completed forms will automatically populate a spreadsheet which can be sorted by Club, so Team

Managers can access their Club members’ information as required.

SCWC will proceed with the EOTC format- this will be set up and tested prior to being rolled out.

13. Technical Committee

Task Current Numbers

Target % Increase 12mnth period

Target Numbers

Qualified in the last 3 months

Year to Date Numbers

IOT –Regional 42 20% 50 -1 46

IOT – National 11 25% 14 1 13

Stroke Judge* 5 60% 8 0 6

Starter 7 30% 9 0 10

Regional Referee 6 15% 7 1 6

National Referee 8 8 1 8

*New Qualification ** Target 5% increase after first year

Updated KPIs pending.

The Technical Committee expressed the Health and Safety concerns in the table above.

13. Events Committee

The Events Committee report was tabled:

Fiona resigned as Chairman and was re-elected unopposed.

The terms of reference for the Committee were discussed and it was agreed that the Committee would like to review them.



Jellie Park was to be shut for maintenance in the New Year. This closure is now not happening however, in future, if Jellie Park were to close for a reasonable length of time, and meets had to be shifted to Selwyn, should SCWC look at storing the equipment, pads etc, at Selwyn Aquatic Centre? The SCWC Board determined that the trailer could not be left at Selwyn as there is no secure area for it to be parked.

The SCWC Events Committee proposed to add to the SCWC calendar every quarter so we have a rolling 18 month calendar, and also recommended that a link to the SNZ 4 year calendar be added. Both have now been implemented on the SCWC Website.

Meets:

The SCWC Events would like to set up a tier system for Club meets throughout the year but recommend that these meets are ‘given’ back to the Clubs to organise, set up and run from booking to sorting out events etc. within a set of parameters; eg. max. of 4 hours racing per session/day (if they can get pool space and have the officials they could have extra sessions); restrict meets by number of events, qualifying times, age or capping of swimmers.

A meeting with a representative from each club plus coach should be organised then the Events Committee would provide a power point for Clubs for meets going forward, once the format is agreed to by all clubs concerned.

The SCWC Board have reviewed various regional structures and recommends a tiered system built around three levels that would assist in the development of a new structured calendar that will deliver the quality swimming that is needed to our members.

A document outlining the recommendations is to be submitted to the SCWC Events Committee for their consideration

14. Follow up Items from Previous Meetings

Janice to look at adding some more details to Graham’s pamphlet and sourcing some quotes from older well-known swimmers- a reminder email has been sent to Matt Hutchins, who will provide an article about his experiences.

A leaflet inviting new parents to become volunteers is to be developed and provided to Clubs for distribution to their new Club and Competitive level swimmers

Janice

WIP

Debbie

Numbers to the 3 target meets (Aquagym, Wharenui, Jasi) need to be limited, either using QTs, restricting events or entry numbers or some other means. Concern now around numbers allowed within each facility and length of sessions. The proposed XLR8 meet format provides racing for the swimmers who would be excluded from entry to the 3 target meets should QTs and age group restrictions be implemented. The SCWC Events Committee, with support from the Board are undertaking a comprehensive review and will consider setting templates for all meets across the SCWC Calendar. Financial concerns need to take a back seat to getting the structure of the meets right to meet the needs of our swimmers.

Wayne

SCWC Events

SCWC Relay records need updating to reflect current age groupings and Club Relays- new standards required. The SCWC Events Committee to review these and issue new standards

SCWC Events



Technical and Events Committee- TOR need to be changed to reflect a ‘term’ on a Committee as a set period for each position regardless of when that position is vacated or filled, so there is consistency across all committees for terms and appointments. By the next round of appointments a process for re-election needs to be in place for members of each committee such that positions are not just rolled over and allow new applicants to put in an expression of interest. Once nominations are submitted the SCWC Board needs to consult with the Committee on the selection of a candidate

Wayne/Debbie

Delivery of HP Swimming- Following a consensus that the current HP Pathway is not delivering, a 6 member working group, consisting of a representative from each Zone, a SNZ Board member and the SNZ CEO, has been formed to look at establishing a new template for the HP Pathway which is likely to see the formation of Zonal Performance Hubs. A proposal to change the National Zonal boundaries to better distribute swimmer numbers is supported by the majority of the working group, and most are in agreement that the Zones need to be the framework for the Performance Hubs, with a singular HP Centre not required. Performance Hubs are not envisioned to be a set location, with one coach and one team of athletes. Rather, the key role of the PH will be Coach development, and this was identified as the leading factor in achieving success. SCWC will be looking to source a specialist/s to deliver exceptional multi-faceted Coaching development opportunities in areas such as Coaching, Health & Safety, Communications and so on. A budget is to be put together for a 12mth contract.

Wayne

SCWC Regional Team Manager- A relevant job description needs to be developed then signed off by the SCWC Board

Debbie/Kim

Regional end of year awards- It is proposed that SCWC investigate the possibility of having awards to present at an Awards Evening held each each year, in addition to the AGM. Awards presented at this event could include Swimmer of the Year, Emerging Swimmer of the Year, Volunteer of the year, Coach of the year, as well as This could also be an extra incentive to present to a corporate sponsor to go hand in hand with lane sponsorship to assist with covering pool hire costs. Debbie to investigate venue costs.

Debbie

Review of the current SCWC H & S policies is well underway with updated Health and Safety information uploaded to the website. All updated information will be communicated to clubs and committees via email including a new incident report form.

Debbie/Chris

15. General Business

Meeting with Karen Haigh re Wuhan River Race Scholarship held today. Karen has confirmed that all international flights, transfers and accommodation are covered by the scholarship. 2 swimmers, one male and one female will be offered this opportunity (which has been offered to both SCWC and Canterbury Triathlon) with the age group being 14 & over and qualifying times as per last year’s flyer. This is an 1800m river swim with swimmer to be selected based on their ability to perform in the water, and as an ambassador for Christchurch City- this scholarship is offered based on Wuhan, China being Christchurch’s sister city.

Kim/Debbie



A CCC representative would be in attendance throughout the trip and act as Chef de Mission, however parents would be welcome to attend with their swimmer if they wished (at their own cost). Karen will be getting back to us with details regarding water quality, accommodation type provided, and race rules. As well as costs for parents if they wished to go. SCWC will be shortlisting athletes, and interested athletes will be invited to complete a questionnaire, with the final selection being made by a combined panel of members of the CCC, Christchurch NZ, Canterbury Triathlon Club and SCWC.

The meeting closed at 10:25pm The next meeting will be held at the Wharenui Sports Centre Meeting Room

on the 29th November 2017 at 7pm

swimming canterbury west coast inc. minutes of the ... minutes 1… · 2:02.67 angus w. kelliher at...

Documents