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Executive Minutes

PRINCE GEORGE BARRACUDA SWIM CLUB

ANNUAL GENERAL MEETING

November 7, 2020

 

Location: Virtual meeting (MNP Office): 800-299 Victoria Street

Attendees: Tracy Williams, Kerim Ozcan, Jerzy Partyka, Cindy Thomson, Kelly Esopenko, Sarah Stratton, Nicole Ellington, Rance Ellington, Jason Smith, Erin Bohn, Sheila Nelson, Mark Grasley, Marilyn King, Bonnie White, Laura Zapotichny, Clayton Wilkinson, Sarah Gray

1. Call meeting to order and Welcome

Kerim Ozcan called the meeting to order at 10:20 am.  

Quorum was confirmed. Tracy Williams recorded minutes.

 

2.  Approval of agenda

Agenda was circulated. An amendment was made: the position of fund-raising director not up for renewal and was removed from the election protocol.

A motion was made for approval of the Agenda as amended. A motion was made by Laura to approve the Agenda. The motion was seconded by Erin. All were in favour of approving the agenda. The motion was carried.                           
 

3.  Adoption of minutes from October 30, 2019 AGM

Minutes from the October 30, 2019 AGM were distributed and reviewed.

Kerim Ozcan asked for any errors or omissions and requested a motion to approve minutes as presented.

A motion was made by Laura to approve minutes from the October 30, 2019 AGM as presented. The motion was seconded by Sarah Stratton. All were in favour of approving minutes as presented. The motion was carried.  

                       

 4.   President’s Report: Kerim Ozcan

I would first like to welcome everyone who has taken the time to join us today. It would be an understatement to say this year has been anything but a normal year. Our society has shown fortitude and exceptional resilience in adapting to the reality of the pandemic.

I would like to personally thank the Barracudas board and coaching staff for formulating a back to swim program that balances safety and swimming expectations. Although it has not been easy, I think we are well on our way to the new normal.

Last year the Barracuda roared to a great early start only to have the season halted in mid-March. We realize that this was a great disappointment to our swimmers but had to be done in order to be compliant with provincial regulation set forth by the Health ministry.

Our new season was launched in September.  Our return to swim program has been very successful with our club swimmers following protocol and I am happy to report from the pool management and coaches that compliance has been very high. Our team should be very proud of our progress thus far. 2021 will most likely bring further changes and relaxation of the social distancing rules which may bring changes to protocols, swim schedules and fees structures. Rest assured these changes will be for the better.

Return to competition will most likely commence with Time Trials in the early to mid-winter. Return to formal competition is also on the horizon but one must remember the pandemic situation is fluid and ever changing.

Once again, I would like to thank our team of board members and coaching staff for the incredible job, they have done over the last 4 months putting the back to swim program together.

            That will be the end of my report. 

 

  1. Treasure’s Report: Cindy Thomson

Cindy reviewed financial statements for the fiscal year ending August 31, 2020.

Kelly made a motion to accept the draft financial report as presented. The motion was seconded by Bonnie. All were in favour of approving the report as presented. The motion was carried.

Cindy presented budgets for the swim seasons 20/21 and 21/22 swim seasons.

A motion was made by Mark to approve the proposed budgets as presented. The motion was seconded by Bonnie. All were in favour of approving the proposed budgets as presented. The motion was carried.  

 

  1. Head Coach’s Report: Jerzy Partyka
  1. Thanks to the Executive Board for the great commitment and hard work in organizing the return to swimming. I am also very grateful to Debbie and Jim for the great cooperation and help in such a difficult time.

2.  Registration 2020-2021 season.

We started a new session on September 8th with 58 swimmers and got a very limited pool rental with the option of only placing 5 swimmers per double lane.

The City of Prince George decided to book a swimming pool from 4:00-6:30 pm from Monday to Friday only for youth groups. Before we started our practices at the pool, we spent one week on a dryland training outside Sep. 1 - 7. Due to the situation with COVID-19, the club was forced to reorganize the existing groups:

Group A - 20 swimmers

Group B - 10 swimmers

Group B1 - 10 swimmers 

Group C - 8 swimmers

Group D - 10 swimmers

From the beginning of October the situation improved and the pool management gave us permission to rent more pool space and register additional swimmers. We also started our swim practices on Sunday’s from 8:30 am to 10:30 am. As we received approval for early practices, we moved the master program to the morning, which allowed us to increase the number of swimmers in the afternoon. The registration for the club is now as follows:

Group A - 21 swimmers

Group B - 12 swimmers

Group B1 - 14 swimmers  

Group B2 - 13 swimmers 

Group C - 10 swimmers

Group D - 14 swimmers

Group E - 8 swimmers 

Open Competitive- 1 swimmer

At the moment we are working on a new schedule which will start on January 2nd, 2021 and this new plan gives us the opportunity to register more swimmers again. Of course, this will only be possible if the situation with COVID-19 does not get worse.

3. Swim meet and Time Trials.

Considering the current situation with COVID-19, I personally think that it will not be possible to organize Swim meets and Time Trials in the near future.

4. Coaching staff: Jason Smith, Aiden Winkle, Jerzy Partyka. We plan to hire 3 new junior coaches for the beginning of January.

Jason and I work with the pool staff to make sure all swimmers comply with the applicable safety requirements set out by Northern Health and Swim Canada. All participants who use the pool at the same time with the Barracuda swim club comply with these requirements. Since we started swimming again, i.e. from September, only one requirement was changed by Northern Health and City of Prince George. We can now have 7 people instead of 5 in each double lane. I would like to add that every day we check each swimmers for any symptoms and we require parents not to bring their children to the pool when they are not feeling well.

 

  1. Fundraising Directors Report: Erin Bohn

All accounts have been updated from the last fundraiser in March.

A decision was made by the executive to not run fundraising programs this swim season.

 

  1. Nomination and Election of Directors and Officers

The following Directors positions are up for election:

  • President
  • Vice President
  • Treasurer
  • Secretary

The following individuals have let their names stand for above positions:

  • President: Kerim Ozcan
  • Vice President:
  • Treasurer:
  • Secretary: Tracy Williams

Kerim Ozcan called for nominations from the floor for the following Directors positions:

  • President: Kerim Ozcan
  • Vice President: Mark Grasley
  • Treasurer: Cindy Thomson
  • Secretary: Tracy Williams

Elected by acclamation:

  • President: Kerim Ozcan
  • Vice President: Mark Grasley
  • Secretary: Tracy Williams
  • Treasurer: Cindy Thomson

 

  1. New Business:

Kerim Ozcan called for any new business from the floor.

1. Transfer of Positions:

 The Director of Officials position will be transferred to Sarah Gray until the position comes up for renewal next year.

The Registrar position will be transferred to Jason Smith, who will shadow current Registrar, Kelly Esopenko, while he learns the position. As a coach, Jason will not have voting rights as an executive member.

 

Kerim Ozcan called for any questions or concerns from the floor.

1. Nicole Ellington questioned whether year-end awards would be presented to swimmers even though the banquet being cancelled due to COVID-19 restrictions.

This matter was discussed at a recent executive meeting and it was decided that, due to the shortened season and the cancellation of most of the major swim meets, that awards would not be presented this year. It was shared that Swim BC had provided t-shirts for swimmers who had qualified for the Age Groups and Provincial meets, which were distributed to swimmers in September.

  1.  Adjournment:

Kerim Ozcan called for meeting to be adjourned.  

The meeting was adjourned 11:02 am