South Axholme Sharks Committee Meeting
held at
The Red Lion Hotel, Epworth
on the
16th January 2006

Present: Simon Latham (Chairman), Kevin Dunne (Head Coach), Sandra Temperton (Secretary), Margaret Gray, David Gray, Jim Cook, Bev Webb, Lynn Crawford, Claire Windle, Stuart Starbuck & Angie Shpylka. 

Apologies: SJill Watson, Julie Hirst, Jan Simm, Jeff Buxton.

Minutes of Last Meeting

Agreed as a true record.

Matters Arising

Kev advised that there were 12 swimmers taking part in the Competitive Start Award, which starts this Saturday and is running for the next three Saturdays.

It was agreed that all the Committee members and anyone who helps on poolside should be CRB checked as soon a possible, the forms to take this forward are with Rob. We should point out this to anyone we feel it concerns.

Sandra apologised for not getting Shirley’s flowers in time for presentation night but she will organise this shortly.

Mark Appleton won the prize draw for the free Sharks training, which Jim had kindly organised. 

The Running Sport for All Equity Course is scheduled for the 18th of January 2007 and Kev Dunne and Peter Gray are to attend however, there is still one place left if anyone else is interested.

The ‘Meet Manager’ system has not been purchased yet as it is more expensive than originally suggested. We need to look into the possibility of a discount perhaps through the ASA? The Meet Manager system is $249 plus $295 for the interface etc. This is approx. £280, we may need to do some fund raising for this. It was agreed that we should discuss this in more detail later.

Jeff has put a notice on our board for people who would be interested in taking the timekeepers, judges and starters courses.

Thank you to Sandra, Simon & Lynn for tidying up the notice board, it now looks a lot better. We have been quoted a cost of £513 for the lockable notice board. The Committee thought this should be put on hold in favour of the Meet Manager equipment. It was agreed that the photos of the Club/Vice Captains and Committee members still ought to be on the board, even though they tend to get vandalised.

Correspondence

We have received and invoice for £440.96 from Gainsborough Swimming Club re the
new lane ropes, which we promised we would contribute towards last year.

Julie Hirst sent an email asking the Committee to consider a proposal. She proposed that the Club Sprint Ladder points should only be awarded to swimmers who took part in Galas that Kev and the Club supports and not Galas where swimmers went of their own choice. The Committee agreed that every Gala on Kev’s fixture list should be counted for Sprint Ladder points only. We should make this point more widely known by putting a note against each Gala i.e. whether that particular Gala counts for the Sprint Ladder points. Sandra to organise a notice for the notice board re this.

Coach’s Report

Nothing to report as there has not been any Galas, since the last Committee meeting.

Forthcoming Galas

27th of January is our own Sprint Night at Gainsborough.

March 10th is an Open Meet at Scarborough; we have had a good response to this Gala.

John Harriman Champs on the 18th of February and the 11th of March, depending on age group, we have only had three entries so far and we may have to withdraw if we do not get any more swimmers to enter. 

Any Other Business

Sandra advised that the Club lost about £200 from the Club Champs 3 & 4 however; the Committee agreed that this was not a concern as we raise funds throughout the year in order to compensate for this.

Kev was concerned that he had seen on the Sharks web-site details of two Open Meets that were not on the fixtures list and Kev was unaware that some Sharks swimmers were entering these Galas under the Sharks name; the Galas in question are the Rotherham Mets. It was pointed out that the swimmers who had entered were only doing so in order to attain Yorkshire Qualifying times. The Committee agreed that it would have been polite for the swimmers/parents to let Kev know that they would be taking part in these Galas, in case Kev wanted to choose them for a League Gala on the same day for instance. Kev was happy that the swimmers were entering under that Sharks banner and could do so in the future if they so wished but could they please let him know. The information on these Galas should be put on the web-site separate from the usual fixtures list, in order that confusion did not occur. Simon and Jim are to advise Cris of this.

We also discussed Club records and it was agreed that Club records could only be recognised if the swimmer is swimming under the Sharks name and it doesn’t matter which Gala/event they swim in.  

Kev has been in contact with Roy Shepard, Head Coach at DARTES, and he is to visit Sharks at Epworth Pool on Monday the 19th of February from 6pm to 8pm, he will be coaching the swimmers on poolside. Kev to work out swimming times, so all swimmers who usually swim on a Monday night will benefit however, other non Monday night swimmers are welcome to sit on poolside and watch.  

Kev advised that we still need a Records officer, to input times etc. into Team Manager. A notice is to be put on the board asking for a volunteer.

The main computer at Epworth Pool has been taken away for Police investigation, no further details are available.

Swim21

Peter Gray advised that the Swim 21 application is progressing nicely and there are only a few more things to tackle i.e. we need all the teaching and officials certificates to be handed into reception for recording and all teachers and poolside helpers need to be aware of the emergency procedures which are in place at Epworth Pool and in this respect it was thought that a handbook setting out these procedures would be a good idea.  All poolside helpers etc. must be CRB checked and this has to be renewed every three years, we must keep an up to date record of this (Margaret and Bev to push the CRB checking through as fast as possible). We also need to design an application form for Sharks members, particularly the new members, in order that all medical conditions of swimmers are noted and this needs updating on an annual basis. The timescale for all of this is March 2007, when we need to give our application to the Swim 21 Regional Team and then April 2007 when it is passed to National level. David, Margaret and Peter Gray are to co-ordinate this. Laura O’Leary from swim 21 is coming to the Pool on the 8th of February 2007 to assess the progress of our swim 21 application and help if necessary.

It will be necessary to record any disputes or complaints and therefore it was suggested that we should put a notice on our board regarding this. David to draft the complaints procedures, for consideration at the next meeting.

We still need to send someone on the DMASA Equity Course however; the final dates have not been advised as yet.

We need an action plan for any disabled swimmers who join the Club.

Our code of conduct needs to be put on the notice board as well as the web site.

Each new member should be given an induction pack when joining Sharks which should include the Code of Conduct, a swim hat, medical conditions form for completion and return and the complaints/disputes procedures.

The Committee agreed that a simple explanation of Swim 21 should be added to our web site.

The Committee would like to thank Peter, David and Margaret Gray for bringing our Swim 21 application to this point.

Date of Next Meeting

Tuesday the 20th of February 2007 at the Red Lion Hotel, Epworth to start at 7.15pm.