- 1 - CQSA General Meeting 24/11/2016

CENTRAL QUEENSLAND SWIMMING ASSOCIATION MINUTES OF GENERAL MEETING

24th November 2016

AGENDA ITEM NOTES ON DISCUSSION RESOLUTON OUTCOME

1. OPENING 6pm

1.1

Attendance Michael Borg Amanda Noone Val Kalmikovs Stephen Thefs Sarah Emery Jenny Smith Phena Biddulph

1.2 Apologies Tryphena Biddulph, Karina Collinson Jodie Shanks

2.0 PREVIOUS MINUTES That the minutes of the previous meeting held on 15th September 2016 be accepted as true and correct.

Moved: Amanda Noone Seconded: Jenny Smith CARRIED

2.1 Business arising – previous minutes

3.0 CORRESPONDENCE

Declined: council for money for prize money for Multi Class awards at CQ Champs

That the inwards correspondence be accepted and the outwards correspondence be endorsed.

Moved: Amanda Noone Seconded: Michael Borg CARRIED

3.1

Business arising from

correspondence

See above SBU Club to fold – notified by SQ. With regard to assets SBU would like create a trophy to honour long-time coach Graham Simpson (Simmo). Any excess fund to go to CQSA

4.0 TREASURERS REPORT

Suncorp Acc $15617.90 Railway Acc $1865.82 Development Acc $7318.86 Investment Acc $2990.44 Sinking Acc $ 2409.24 Tech Officials Acc $0 Development clinic JX bronze & green expenses =$1468.80

Moved: Jenny Smith Seconded: Sarah Emery CARRIED

4.1 Reimbursements Moved: Seconded: CARRIED:

- 2 - CQSA General Meeting 24/11/2016

5.0 REGISTRARS REPORT As per attached report Moved: Stephen Thefs Seconded: Michael Borg CARRIED

6.0 RECORDS STEWARD REPORT

Moved: Val Kalmikovs Seconded: Jenny Smith CARRIED

7.0 COACH SUB – COMMITTEE REPORT

Moved: Seconded: CARRIED

8.0 TECHNICAL OFFICIALS SUB – COMMITTEE

*Working on CQ Champs program: -Only finals will be age champ events. -Request for 9-10 free which Sarah & Susan happy -Club Awards to be differentiated. -High point male & female to be split to genders *Sarah has nominated Michael Borg for Mentor program in Brisbane

Moved: Sarah Emery Seconded: Phena Biddulph CARRIED:

10.0 GENERAL BUSINESS

10.1 Summary of Delegates Meeting held at Meeting at Tropics. --*Briefing session on CQ Champs, arrangements same as last year re club jobs. Rotary will cater again. *Raised meet calendar. Email clubs re applications – to be in by Wed before sprints. *Development camp after sprints – maybe cap at 60. Barry Prime and Michael Borg organising. *Purchased Gracemere dolphin system in conjunction with Caribeae CQ Sprint: Have a trophy for overall Club points (Maybe SBU Trophy). * Caribeae approached Emerald & Bilo to do joint meet. Emerald Check Starting. Bilo in Marshalling with 2 from Caribeae. CQ Aquajets may supply two people. Reminder to coaches that ASCTA conference reimbursement is available

Moved: Seconded: CARRIED

- 3 - CQSA General Meeting 24/11/2016

Discussed possibility of Subnovice events – quick easy meet that is over in a morning Could be used to get parents experienced on timekeeping. Maybe CQSA help with venue hire Michael to draft letter re next development.

10.2 Moved: Seconded: CARRIED

Next Meeting January 19th January 2017 Meeting Closed 6.50pm

Email Inwards Correspondence from 15th September 2016

For Meeting 24th November 2016

Date From Re: Action

15/9/2016 Barry Prime SQ Notification that SQ are considering allowing A & B teams at Regional relays at QLD Champs

16/9/2016 Gary Knight CQ Aqua Jets Confirmation that organisation of Tropics Carnival progressing. May look to other clubs for some help

17/9/2016 RCASC Results – Rocky City Sprint Meet

18/9/2016 Scott Hartwell RCASC Record Application – Ty Hartwell

20/9/2016 Dean Rodgers Gracemere Request to advertise equipment for sale FB ad posted

22/9/2016 Amanda Plate Clermont Carnival Flyer

25/9/2016 RCAS Record applications

26/9/2016 Beth Bell Office rent invoice Paid

26/9/2016 Meagen Nay Re Development Clinic

26/9/2016 Barry Prime SQ Re Development clinic

27/9/2016 Melissa Findlay Sport & rec National Officiating Survey To Sarah Emery

29/9/2016 Amanda Noble SQ Finance Query re increase in expenditure amount for last financial year Jenny responded

4/10/2016 Gary Knight CQ Aqua Jets Confirmation of Tropics planning. CQ Aqua Jets have approached Emu Park to assist

8/10/2016 RASC Files for Rocky City novice Meet

10/10/2016 Biloela Swim Club Biloela Open Meet Flyer

11/10/2016 Gail Milful Moranbah Club General query re changing carnival program Email response

11/10/2016 Gary Knight Raptor Embroidery Invoice – Officials shirts

11/10/2016 Barry Prime SQ Request to send out Development Day Update Sent to all Participants

11/10/2016 Barry Prime Remote Club JX Program

12/10/2016 Jayne Willey Capella Crocs Notice their carnival is to be invitation only

12/10/2016 Intersport Rockhampton School & Club Program

13/10/2016 Western Suburbs Spring Sprint results

14/10/2016 Biloela Club New Meet Flyer

15/10/2016 Moranbah Club Meet Flyer

16/10/2016 Scott Hartwell RCASC Proof of times re record application

16/10/2016 Nicole Heumiller Blackall Club Meet Flyer & File

17/10/2016 Moranbah Club Request for McDonalds Vouchers

17/10/2016 Nicole Heumiller Blackall Update on Office Bearers

17/10/2016 Biloela Club Updated Flyer & File

17/10/2016 Tom Fronek Request for travel expenses

17/10/2016 Danielle Taylor Alpha Meet Flyer & File

18/10/2016 Lane 4 Invoice for pool hire for clinic

18/10/2016 Sarah Emery Emu Park Request to move date of Novice Meet

20/10/2016 Alpha New Meet Flyer

20/10/2016 Raptor Embroidery Invoice – Two Technical Officials shirts

20/10/2016 Dropbox support Re ransomware

20/10/2016 Moranbah Query re meet info on website

21/10/2016 Barry Prime Re clinic

24/10/2016 Amanda Noble Swimming QLD Notification of SBU intention to fold

27/10/2016 Sarah Emery – Emu Park Novice Meet Flyer and file

27/10/2016 UDIT Repair Drop Box files after virus corruption

29/10/2016 Scott Hartwell RCASC Rocky City Novice Results

30/10/2016 Fiona Meldrum – Tieri Meet Flyer & Files

31/10/2016 Bell Beth Office Rent Invoice

23/11/2016 Chrissy Walters Springsure Meet Flyer

3/11/2016 Swimming QLD Notification that Junior Dolphin packs about to be sent to clubs

4/11/2016 Sport & Rec E Bulletin

4/11/2016 Swimming QLD Optus Swim Finder is Live

6/11/2016 Biloela Blue Fins Results – Biloela Open

6/11/2016 Clermont Dolphins Meet Results

6/11/2016 Office of Fair Trading Form submitted receipt

7/11/2016 Barry Prime Swimming QLD 2016 Swimming Gala Dinner Award Winners

7/11/2016 Amanda Plate Clermont Response to results request

7/11/2016 Shari Hancox Apology for General Meeting

8/11/2016 Caribeae Meet Backup File

8/11/2016 Swimming QLD Ticket Information re QLD Champs

9/11/2016 Barry Prime Swimming QLD Notification that Regions can swim two teams per event at Relay Day

10/11/2016 Western Suburbs Gladstone Meet Backup File

10/11/2016 Rockhampton Regional Council Acknowledgement of Community Assistance Program Grant request

10/11/2016 Lane 4 Confirmation of bookings for CQ Sprints + Clinic & CQ Champs

11/11/2016 Kelly Richter Swimming QLD TM File for Regional Relays

11/11/2016 Amanda Plate Clermont Meet Results Files

12/11/2016 Stephen Thefs Registrars Report for General Meeting

13/11/2016 Scott Hartwell RCASC Record Application – Ty Hartwell from Tropics

14/11/2016 David Milburn Caribeae Notification of incorrect CQ email address used.

15/11/2016 RRC Request for Community funds for SWD awards refused

15/11/2016 Shari Hancox Re Proposed changes to CQ Champs program

16/11/2016 Swimming QLD CC of email to SBU re finances & assets & folding of club

17/11/2016 Swimming QLD Receipt of Clermont carnival results

20/11/2016 Scott Hartwell RCASC RE Proposed changes to CQ Champs Program

20/11/2016 Moranbah Highlanders Meet results

20/11/2016 Nicole Heumiller – Blackall Meet results

21/11/2016 Barry Prime Swimming QLD Contact details re Clinic on 15th January

21/11/2016 Chrissy Walters Springsure Meet File

21/11/2016 Raptor Embroidery Invoice for Relay Singlets

21/11/2016 John Oberle To Michael – thank you for support re MSQ 2018 State Championships

21/11/20106 ACMA Customer Service Receipt of application

22/11/2016 Yeppoon Sharks Updated Club Contact details

23/11/2016 Scott Hartwell RCASC Record applications

Various Various EOI’s etc for Regional Relays

Outwards Email Correspondence from 15th September to23rd November 2016

For Meeting 24th November 2016

Date To Re: Action

28/9/2016 Meagan Nay Re Flights to Rockhampton for clinic

3/10/2016 Amanda Swimming QLD Response to query re loss recorded in financials

7/10/2016 Barry Prime Confirmation of reimbursement of clinic expenses approval

11/10/2016 Barry Prime Numbers and names for JX Clinic

17/10/2016 Caribeae Beef City Carnival results

19/10/2016 All Clubs Officials Chatter Vol 1

19/10/2016 All Clubs Letter re Multiclass swimmers

21/10/2016 All Clubs Regional Relays – Calls for EOI from swimmers

26/10/2016 Dean Rogers Confirmation of Caribeae & CQ swimming joint purchase of timing system from Gracemere club

27/10/2016 Moranbah Highlanders Direct to Swimming QLD for McDonalds vouchers

31/10/2016 ACMA Application for new land mobile system licence

4/11/2016 Lane 4 Hire Agreement for CQ Champs

4/11/2016 Lane 4 Hire Agreement for CQ Sprint and JX Clinic

4/11/2016 Emu Park Invoice for Technical Officials Levy

4/11/2016 Rocky City Invoice for Technical Officials Levy

4/11/2016 Caribeae & western Suburbs Request for MM Backup of recent meets

5/11/2016 All Clubs Request to send reminder to members re regional relays

7/11/2016 RRC Community Development Application for support for prize money for MC swimmers

9/11/2016 Swimmers re Relay EOI Acknowledgement of EOI & timeline of communication

9/11/2016 Tieri Re Development Clinic

9/11/2016 Debbie Bulman RRC Revised income / expenditure statement

10/11/2016 Annie Western Suburbs Acknowledgement of receipt Meet Backup file

12/11/2016 Swimmers re Regional relay EOI Draft Teams & Confirmation of availability form

14/11/2016 David Milburn Re EOI’s for regional relay’s not received

15/11/2016 Crispin Aldiss & David Milburn Re swimmer EOI for Regional Relay

15/11/2016 All Clubs Re proposed changes to CQ Championship program

15/11/2016 Sophia Czarkowski RRC Re touchpads at southside pool not working at Tropics meet

17/11/2016 Swimming QLD Clermont Meet file

17/11/2016 Chrissy Walters Springsure Request for Meet Events File

20/11/2016 Regional Relay Swimmers Final Teams

20/11/2016 Amanda Plate Clermont Re MM backup of meet

21/11/2016 Raptor Embroidery Singlet Order for Regional Relays

21/11/2016 Caribeae Club Invoice for Technical Official Levy

21/11/2016 John Oberle & Kathy Batts Re Letter of Support for MSQ 2018 State Championships

23/11/2016 All Clubs Pre purchase of relay day wristbands

Various Regional relay Swimmers Emails re confirmation of forms etc

Central Queensland Swimming AssociationPO Box 3108

North Rockhampton QLD 4701

Cash Disbursements Journal

1/10/2016 To 31/10/201621/11/20168:32:38 PM

Page 1

ID# Account Name Debit Credit Memo

CD 1/10/2016 BC BELL & DJ THOMASSONEFT Suncorp A/C $300.00 BC BELL & DJ THOMASSONEFT Rent $300.00 BC BELL & DJ THOMASSON

CD 7/10/2016 TelstraBPAY Suncorp A/C $69.99 Telstra phone and dataBPAY Telstra - Telephone $69.99 Telstra phone and dataBPAY Telstra - Internet $0.00 Telstra phone and data

CD 9/10/2016 Equipment MaintenanceTR000091 Suncorp A/C $100.00 Equipment MaintenanceTR000091 CQSA Asset Sinking $100.00 Equipment Maintenance

CD 14/10/2016 Raptor Embroidery (Raptor Group Pty Ltd)EFT Suncorp A/C $98.60 Payment; Raptor Embroidery (Raptor GrEFT Trade Creditors $98.60 Payment; Raptor Embroidery (Raptor Gr

CD 24/10/2016 Kev Browns ButcheryEFT Suncorp A/C $257.75 Payment; Kev Browns ButcheryEFT Trade Creditors $257.75 Payment; Kev Browns Butchery

CD 24/10/2016 Michael BorgEFT Suncorp A/C $116.25 Catering clinicEFT Swimmer Development $116.25 Catering clinic

CD 24/10/2016 Lane 4 Pty LtdEFT Suncorp A/C $666.00 Payment; Lane 4 Pty LtdEFT Trade Creditors $666.00 Payment; Lane 4 Pty Ltd

CD 24/10/2016 Tom FronekEFT Suncorp A/C $96.80 Tom Fronek Travel clinic rockhamptonEFT Coach - Travel Assistance $96.80 Tom Fronek Travel clinic rockhampton

CD 24/10/2016 Jenny SmithEFT Suncorp A/C $332.00 Jenny Smith Expense claim Clinic and ofEFT Swimmer Development $294.00 Jenny Smith Expense claim Clinic and ofEFT Office Equipment & access $38.00 Jenny Smith Expense claim Clinic and of

CD 29/10/2016 United DigitalEFT Suncorp A/C $577.50 Payment; United DigitalEFT Trade Creditors $577.50 Payment; United Digital

CD 30/10/2016 Bells's CanvasEFT Suncorp A/C $460.00 Payment; Bells's CanvasEFT Trade Creditors $460.00 Payment; Bells's Canvas

CD 30/10/2016 Gracemere SC IncEFT Suncorp A/C 2,500.00 Purchase of part Dolphin systemEFT Club equipment $2,500.00 Purchase of part Dolphin system

Grand Total: $5,574.89 5,574.89

Central Queensland Swimming AssociationPO Box 3108

North Rockhampton QLD 4701

Cash Receipts Journal

1/10/2016 To 31/10/201621/11/20168:33:47 PM

Page 1

ID# Account Name Debit Credit Job No.

CR 6/10/2016 Swimmer registrationCR000448 Suncorp A/C $900.00CR000448 Swimmer Registrations $900.00

CR 12/10/2016 Payment; Emu Park Swimming ClubCR000449 CQSA Development $428.50CR000449 Trade Debtors $428.50

CR 26/10/2016 RegistrationsCR000450 Suncorp A/C $988.00CR000450 Swimmer Registrations $988.00

CR 31/10/2016 EarnedIE311016 Railway Account $2.61IE311016 Interest - Railway 601417630 $2.61

CR 31/10/2016 InterestIE311016 CQSA Development $10.03IE311016 Interest - Develop - 601417649 $10.03

CR 31/10/2016 InterestIE311016 CQSA Investment $41.97IE311016 Interest - Invest - 601417657 $41.97

CR 31/10/2016IE311016 CQSA Asset Sinking $3.33IE311016 Interest Sinking - 203464296 $3.33

Grand Total: $2,374.44 $2,374.44

Central Queensland Swimming AssociationPO Box 3108

North Rockhampton QLD 4701

General Ledger [Detail]

1/10/2016 To 31/10/201621/11/20168:40:52 PM

Page 1

ID# Src Date Memo Debit Credit Job No. Net Activity Ending Balance

1-1114 Suncorp A/CBeginning Balance: $19,304.79EFT CD 1/10/2016 BC BELL & DJ $300.00 $19,004.79CR000448 CR 6/10/2016 Swimmer regist $900.00 $19,904.79BPAY CD 7/10/2016 Telstra $69.99 $19,834.80TR000091 CD 9/10/2016 Equipment Mai $100.00 $19,734.80EFT CD 14/10/2016 Raptor Embroid $98.60 $19,636.20EFT CD 24/10/2016 Kev Browns But $257.75 $19,378.45EFT CD 24/10/2016 Michael Borg $116.25 $19,262.20EFT CD 24/10/2016 Lane 4 Pty Ltd $666.00 $18,596.20EFT CD 24/10/2016 Tom Fronek $96.80 $18,499.40EFT CD 24/10/2016 Jenny Smith $332.00 $18,167.40CR000450 CR 26/10/2016 Registrations $988.00 $19,155.40EFT CD 29/10/2016 United Digital $577.50 $18,577.90EFT CD 30/10/2016 Bells's Canvas $460.00 $18,117.90EFT CD 30/10/2016 Gracemere SC $2,500.00 $15,617.90

Total: $1,888.00 $5,574.89 $3,686.89cr $15,617.90

1-1115 Railway AccountBeginning Balance: $1,863.21IE311016 CR 31/10/2016 Earned $2.61 $1,865.82

Total: $2.61 $0.00 $2.61 $1,865.82

1-1116 CQSA DevelopmentBeginning Balance: $6,880.33CR000449 CR 12/10/2016 Payment; Emu $428.50 $7,308.83IE311016 CR 31/10/2016 Interest $10.03 $7,318.86

Total: $438.53 $0.00 $438.53 $7,318.86

1-1117 CQSA InvestmentBeginning Balance: $29,948.47IE311016 CR 31/10/2016 Interest $41.97 $29,990.44

Total: $41.97 $0.00 $41.97 $29,990.44

1-1119 CQSA Asset SinkingBeginning Balance: $2,305.91TR000091 CD 9/10/2016 Equipment Mai $100.00 $2,405.91IE311016 CR 31/10/2016 $3.33 $2,409.24

Total: $103.33 $0.00 $103.33 $2,409.24

1-1121 Technical OfficialsBeginning Balance: $0.00

Total: $0.00 $0.00 $0.00 $0.00

Grand Total: $2,474.44 $5,574.89

Page 1

Central Queensland Swimming Association

November 2016 Registrar’s Report

As at 22nd November 2016:

37 Clubs

28 Financial for 2016/2017 season.

1 Unfinancial for 2016/2017 season. (was 10 last in September)

7 Inactive

SBU Saints Swim Club changed to “ZFOLDED” on 17/10/2016, but still marked as “Active” in ClubLANE.

Ref Club Name Abbrev Financial Paid to

Members 18/10/16

*Members 12/9/16

Difference

2636 Alpha ASC Inc ALPHA Yes 2017 58 50 8

2638 Barcaldine ASC Inc BARCA Yes 2017 126 124 2

2640 Biloela ASC Inc BILOE Yes 2017 120 123 -3

2641 Blackall ASA Inc BLKAL Yes 2017 80 59 21

2642 Blackwater ASC Inc BLKWA Yes 2017 120 96 24

2643 Boyne Tannum SC Inc BOYNE Yes 2017 198 164 34

2648 CQ Aquajets SC Inc CQAQU Yes 2017 41 40 1

20450 Capella Crocs Amateur Swimming Assoc CAPCR Yes 2017 48 43 5

2646 Caribeae ASC Inc CARIB Yes 2017 446 409 37

2647 Clermont Dolphins ASC Inc CLERM Yes 2017 2 0 2

2649 Crescent Lagoon SS ASC CRESC Yes 2017 29 36 -7

2650 Dysart SC Inc DYSAR Yes 2017 71 68 3

2651 Emerald Amateur Swimming Club Inc EMERA Yes 2017 137 132 5

2652 Emu Park SC Inc EMUPK Yes 2017 129 118 11

2653 Gladstone Gladiators SC Inc GLAD Yes 2017 173 187 -14

2655 Gracemere SC Inc GRMER Yes 2017 95 77 18

2656 Longreach ASC Inc LONGR Yes 2017 38 61 -23

9613 Middlemount Community Sports Assoc Inc MIDDL Yes 2017 102 76 26

2659 Monto ASC Inc MONTO Yes 2017 31 46 -15

2660 Moranbah Highlanders SC Inc MORAN Yes 2017 150 170 -20

2661 Moura ASC Inc MOURA Yes 2017 97 82 15

2665 Rocky City ASC Inc ROCKC Yes 2017 245 223 22

2666 Rolleston SC Inc ROLLE Yes 2017 55 46 9

2667 Springsure ASC Inc SPRSU Yes 2017 75 141 -66

2669 Theodore SS ASC THEOD Yes 2017 48 51 -3

2670 Tieri ASC Inc TIERI Yes 2017 88 90 -2

2671 Western Suburbs (Gladstone) SC Inc WESTS Yes 2017 343 318 25

2672 Winton Pelican SC Inc WINTN No 2016 130 131 -1

2673 Yeppoon SC Inc YEPPO Yes 2017 149 133 16

2668 ZFOLDED SBU Saints Swim Club SBUSA No 2016 41 43 -2

2527 ZINACTIVE Baralaba Swimming Club BARAL No

2644 ZINACTIVE Calliope Catfish SC

No

2645 ZINACTIVE Capricorn ASC Inc CAPRI No

2654 ZINACTIVE Gladstone South ASC Inc GLADS No

2662 ZINACTIVE Mount Morgan ASC Inc MTMOR No

6281 ZINACTIVE Mt Larcom Swimming Club Inc MTLAR No

2663 ZINACTIVE Muttaburra ASC Inc MUTTA No

Total: 3456 3337 128

* Members reported at the last CQSA Committee Meeting

Page 2

Breakdown by Membership Category in ClubLANE

Category 18/10/2016 12/09/2016** Difference

*8YO Rec Swimmer 29 33 -4

*8YO Optus Junior Dolphin 200 182 18

Coach 27 30 -3

*Dolphin 744 661 83

Life member 32 33 -1

Non-Swimmer 14 11 3

Official 52 52 0

Parent 1114 1048 66

*Recreational Swimmer 188 193 -5

*Swimmer 1065 1094 -29

Total 3465 3337 128

* A category for swimmers. ** Numbers reported at the last CQSA Committee Meeting

Note: Since September’s report, the National Member Type of “8YO Swimmer” is now called “8YO Optus Junior Dolphin”.

Financial Overview of Swimmers in ClubLANE

There are 2226 members across the five “swimming” categories (64% of total membership).

611 of these swimmers (27% of all swimmers) have a STATUS of “Active”, but INDICATOR is

“Unfinancial”.

That leaves 1615 swimmers who are either “Financial” or “Non Paying” (47% of total membership) :

o 1090: Financial (32% of total membership)

o 525: Non Paying, i.e. Dolphin. (15% of total membership)

Parent Members

Parents (1114) form 32% of the membership.

SBU Saints Swim Club status in ClubLANE