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NUSWIM COMMITTEE MEETING MINUTESHPE2 , Newcastle UniversityTuesday 26th May 2015NUSWIM Committee Meeting opened 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
Responsibility
& Timeline1. Welcome and
Introductions2. 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
Moved – John McDonald
Seconded – Sue Westwood
NUswim SC 2015
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 Richardson
Logistics & Equipment: Terry Van Haren – Responsible for packing up venues, rosters, maintenance of equipment
4. Treasurer’s Reports
Outstanding paperwork is being sorted
Outstanding accounts are being paid
2
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 TransfersMiss K Williams – NovoMiss T J Bernasconi – Wallsend Warriors
Moved – Jennifer Castaldi
Seconded – Vivian Rivero
3
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.
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
Moved – Sue Westwood
Seconded – John McDonald
4
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
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
5
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
6
Attachment A
Planning Team Agenda
Related to Specific Role President – Nigel Richardson
NOW - 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 +)
7
Signage/advertising/Promotions Annual Budget 2015/16 season Social Media Policy
8
Planning Team Agenda
Related to Specific Role Vice – President – Terry Van Haren
NOW - 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
9
Planning Team Agenda
Related to Specific Role Secretary - Jennifer Castaldi
NOW - 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)
10
Planning Team Agenda
Related to Specific Role Registrar – Emma Harris
NOW - 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
11
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.
12
Planning Team Agenda
Related to Specific Role Race-Secretary - Vicki Sandy
NOW - 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 +)13
Backstroke start New Blocks Roster for Club night (BBQ, timekeeping etc.) Annual Budget – 2015 -2016
14
Planning Team Agenda
Related to Specific Role Head Coach – Paul Sharman
NOW - 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
15
Planning Team Agenda
Related to Specific Role C&V Delegate – Sue Westwood
NOW - 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
16
Look at Constitution & docs Nuswim – change if required Look to amend Club programs/ Club night
17
Planning Team Agenda
Related to Specific Role Whole Club Issues
NOW - 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
18
Rep program/ sponsorship Tour/ breakfast BBQ Social Events Functions
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Attachment B
Unfinancial Members
Forenames Surname Personal Email Indicator Club FeeLaura D'Amico [email protected] Unfinancial Club Night Swimmer One Season Only (Winter or Summer)Oliver D'Amico [email protected] Unfinancial Club Night Swimmer One Season Only (Winter or Summer)Jemima Sisson [email protected] Unfinancial Club Night Swimmer One Season Only (Winter or Summer)Sebastian Sisson [email protected] Unfinancial Club Night Swimmer One Season Only (Winter or Summer)Chadd Hutchinson [email protected] Unfinancial Club Night Swimmer One Season Only (Winter or Summer)Jude Voigt [email protected] Unfinancial Club Night Swimmer One Season Only (Winter or Summer)Stephen Mayan [email protected] Unfinancial Non-Swimmer/Committee Member/ParentDavid Virtue [email protected] Unfinancial Non-Swimmer/Committee Member/ParentTroy Lindberg [email protected] Unfinancial Non-Swimmer/Committee Member/ParentMelissa Pearce [email protected] Unfinancial Non-Swimmer/Committee Member/ParentRichard Percival [email protected] Unfinancial Non-Swimmer/Committee Member/ParentLuke Neilson [email protected] Unfinancial Non-Swimmer/Committee Member/ParentTony Moody [email protected] Unfinancial Non-Swimmer/Committee Member/ParentCarol Dillon [email protected] Unfinancial Non-Swimmer/Committee Member/ParentPeter Moore [email protected] Unfinancial Non-Swimmer/Committee Member/ParentAnthony Dodds [email protected] Unfinancial Non-Swimmer/Committee Member/ParentSuzanne Niblett [email protected] Unfinancial Non-Swimmer/Committee Member/Parent (Pending NSW)Julie D'Amico [email protected] Unfinancial Non-Swimmer/Committee Member/ParentBrendan Sisson [email protected] Unfinancial Non-Swimmer/Committee Member/ParentPatrick Moore [email protected] Unfinancial SwimmerBlake Lindberg [email protected] Unfinancial SwimmerDaniel Hope [email protected] Unfinancial SwimmerJamie Mayan [email protected] Unfinancial SwimmerFletcher Dillon [email protected] Unfinancial SwimmerChiara Voigt [email protected] Unfinancial SwimmerTaelah Davies [email protected] Unfinancial SwimmerGenevieve Percival [email protected] Unfinancial SwimmerAurora Percival [email protected] Unfinancial SwimmerSasha Virtue [email protected] Unfinancial SwimmerAshleigh Dodds [email protected] Unfinancial SwimmerJordyn Moore [email protected] Unfinancial Swimmer
20
Ella Spicer [email protected] Unfinancial SwimmerOlivia Virtue [email protected] Unfinancial SwimmerAnastasia Prajogo [email protected] Unfinancial Swimmer (Sent Email re wrong balance-No Reply)
Pending TransfersMiss K Williams – Novo
21
