Minutes

Midwestern Swimming Board of Directors Meeting

January 8, 2006

The meeting conducted by conference call was called to order at 6:03 PM. Present were: Mike Jacobsen, Mike McKamy, Jensen Henry, Paul Kemp, Betty Kooy, Mary Losee, Gretchen Lindner, Jack Jackson, Mary Kocsis, Bruce Schomburg, Sarah Abraham and Dave Nelson.

The minutes from the November meeting were approved as corrected.

Treasurer's report:  Mary Kocsis reported that we are close to the budget we set last year. Betty mentioned that some splash fees were still out.  Mary K. asked that Betty indicate when she turns in the splash fees which ones are for 2005. 

Mike J. fielded questions about the budget that was forwarded to the board. He stated that he worked with the figures as of that date.  More came in later. A recommendation to increase the athlete reimbursement budget was made. More than $3000 is needed for reimbursement - $6600 was spent in 2005. Motion was made to increase athlete reimbursement budget to $8000. Seconded. Passed. Revenues for off-setting budgeted items were discussed. Question was raised regarding the high number of chaperones for the January All Star meet – it is a MW expense. At this point it is too late to change. A question was asked regarding the raising of event fees for swim meets. The clubs get that money except for championship meets.

Budget copies were supplied for splash fee comparison. Actual income total will be a bit more than budgeted. Discussion of line items ensued, including discussion of what was included in certain items. It was requested that the awards be separated by category. Convention budget item needed to be increased to $8500. Discussion ensued regarding All Star income, raising participation fees, raising sanction fees etc. Motion was made to accept the treasurer’s report and direct Mike J. to make the recommended budget changes. Seconded. Approved.

Executive Secretary Report:  Betty reported that 64 swimmers will be going to All Stars with some events not full.  Comment was made that the information needs to be out to swimmers earlier.  Patrick, Corey, Kyle and Lori did entries with Betty.  An application form for chaperones was recommended.    Betty will be sending out a newsletter soon.  It is recommended that people check meet results as posted at the meets. Also, check swimmers for new addresses and notify the office.  The Red Book is nearly ready.  The swimming rules and differences are posted on the web site.  Jack asked that the Hall of Fame also be listed.  Betty will do.  As of now there are 1454 athletes, 135, non athletes and 78 coaches registered.  This is 400 down from last year, total, but we could still pick up more. There are 22 clubs registered. Two did not register this year: Western Aquatic Club and Merrick County Breakers.  Betty had two recommendations:  #1 go to electronic registration by September 1, 2006.  Team manager of each team will need to be checked and club must be using the most current version of TM.  If a club can't do electronic registration then club must pay $1 per swimmer surcharge to register by hand. (just athletes)  #2: The transfer fee of $5 as of September 1, 2006 (up from $3).  No waiver of transfer fee is  recommended.  Motion was made to accept recommendations regarding electronic registration with addition fees and the transfer fee increase.  Seconded. Passed.

Official’s Chair report:  Paul reported that the reimbursement policy for officials is cleaned up.  A request was made to include Club Championships. At this point it will be left out of the policy.  The personnel for OVCs (for HS meets) will be lined up by this week.  Question was asked as to whether observers are required in Iowa. The answer if yes. If HS meets are observed and approved by USA Swimming, the times can be used providing they are submitted and the required fee is paid.

Technical Chair report:  The number of Gold/Silver meet combinations was discussed.  More separate Gold and Silver meets were recommended. It was mentioned that there are not enough Gold swimmers to make a viable meet. Perhaps swimmers could enter the meet with one gold time and then be allowed to swim other events

Back to the budget:  Betty asked about whether the registrar's salary is dropped from the budget.  Mary L. said that the standing committee will take it under advisement.

Safety Chair report:  David Nelson reported so far this season there have been three injury reports submitted.  Two were from Millard meet and one from Papillion.

Trials report:  Jack Jackson reported that he and Mary met last month with USA Swimming about the Olympic Trials.  MW will be doing more than previously anticipated.  Mary Losee will be meet director.  MW is in charge of almost all the administration of the meet. It will be a big responsibility but can be done.

Back to the budget:  Mike J. said that he did break down the budget to quarters so we can see the seasonality of the income and expenses.  This way we can see better how we are doing on budget and won't have to wait until the end of the year to find out.  Mary L. asked him to e-mail this to her and she'll get that out to the rest of the board.

Athletes report:  Jensen had no report.

DII Meet:  Council Bluffs will be the only site.  Limits on the miles or 1000s was discussed – not possible at this point.  The sanctioning committee requests that  the same number of officials be at both DI & DII prelims and finals of each session.  It was mentioned that we have lost several experienced officials at the upper level.  Question was asked as to whether the Trials can be an incentive to get more people involved. Lots of discussions followed about the DII meet, the logistics, awards, etc. Last year’s numbers indicated that there were 170 swimmers at Hastings and 364 at Ralston.  We are looking at around 450 this year.  More discussion followed.

DI Meet:  MOST & SO have offered to co-host.  Betty will send DI info to Sarah A. to look over.  Warm-ups and timers: Paul will handle the warm-up assignments. The number of timers required will be based on the number of swimmers entered in the meet.

Mary L. asked that board members send an e-mail about their feeling about conference call meetings.  The next meeting will be March 19th, tentatively. Mary K. asked that we continue the teleconference calls as she can sit at her computer and bring up all the information as needed.  All agreed that this is the best way.

Jack asked about Club Championships for official reimbursement.  No Club Championships reimbursement at this point, but the meet in the spring will be March 21-25.  He also asked that the Para Olympics and the US Para Olympics National Championship be included in the reimbursement policy.  He will e-mail the exact details.

There will be a two day seminar for Boards of Review, February 3-5.  Larry Ohs will attend.

Motion to adjourn.  Seconded. Meeting adjourned at 7:56 PM.

Gretchen Lindner, Secretary