Midwestern Swimming
Board of Directors Meeting
November 8, 2007

The meeting was called to order at 8:04 p.m. via conference call. Present were Bruce Schomburg, Greg Guelcher, Mike Jacobson, Mary Losee, Docker Hartfield, Mary Kocsis, Betty Kooy, Brian Jensen, Tom Beck, Scot Sorensen, Lisa Ellis, Gretchen Lindner and Lynn Weaver.

The General Chair asked if anyone knew what a ‘consent agenda’ was. No one proceeded answer. Mary Losee stated that, if there is no discussion, all reports are approved in one vote, eliminating wasted time. Reports are requested 10 days prior to the scheduled meeting. Mary will be asking for reports prior to the meetings, and reports not received will not be given voice. Questions concerning the end of the quarter were raised. The fiscal year vs the calendar year with regard to financial reporting was mentioned.

Minutes: The original minutes said that the recommendation regarding changes to the MW awards criteria was to be mailed to board members. The original intent was to email to committee. Minutes approved as corrected. A request for including last names in minutes was made. Minutes need to be sent in a format that all can open and read them.

Committee Reports:

Finance and Treasurer’s Report: Mike Jacobson stated that the expense under Age Group in the report represent the purchase of the Olympic Trials tickets and should show as investments. Discussion ensued regarding the placement of certain items in the distributed statements.

Convention/Registration/MW Office Report: Betty Kooy reported that she had a thank you note from Bonnie Berndt regarding the Hall of Fame award. New coaches’ packets will be available shortly (awaiting USA Swimming updates). Written report included the following:

·          There are 35-40 registered for the Club Leadership Workshop at Mahoney. Bylaws with re-letter additions/ corrections were send to all HOD/BOD members.

·          The volunteer form for Trials is being constructed.

·          Sanction applications and summer meet flyers are due by January 15.

·          Registration numbers for 2008 include 7 clubs, 930 athletes, 34 coaches, 34 officials, and 37 other.

·          A reminder to clubs: PLEASE DO NOT sent electronic registration without sending supporting documentation (birth certificates, transfers, hard copy) and money. They will sit in the holding tank.

·          Convention notes included announcements of changes regarding coaching requirements (Coach Safety Training will be required), enhancements to SWIMS will include the ability to download results and rosters from SWIMS (email Betty and she will be able to get them for any club), NCAA Div I times will be put into SWIMS, Top 16 will be changing name and face awarding single ages 11-17 with 11-14 getting certificates, Scholastic All America award will have different criteria (probably no ‘meet’ requirement), and the Zone meet will be a MegaMeet in Indianapolis in 2008 and MW will go to Grand Forks ND in 2009.

Officials Chair: Report postponed to New Business. Scot Sorensen’s written report included notes on the dedicated Officials’ page on the MW website, the Officials Tracking System within USA Swimming, the Officials committee re-evaluation of officials reimbursement for national level meets, change in officials uniform dress for meets (white over khaki), and recruitment of new officials.

Administrative Vice Chair: (No audible report.) Peggy Speer submitted a paper report consisting of a summary of the Board of Review Conference in Texas October 26 and 27. Discussion items at that conference included revamping of the BOR, an investigative or probably cause/fact finding committee, complaints being heard by partial panel, and the BOR MUST be made of of 20% athletes. It was also recommended that the BOR have legal counsel. A one-page document is needed to outline the procedures of a BOR. All proceedings should be recorded or have a court stenographer present. Peggy will make an outline of the recommended procedures and present later to the BOD.

Senior Vice Chair: Brian Jensen reported on the meeting that he and Lynn Weaver attended in conjunction with the USAS Convention in Anaheim. The concept of a sports consultant (like the IN model) was discussed. The position is a good way to promote swimming but expensive. The possibility of sharing with neighboring LSCs was mentioned. There was also discussion of a longer long course season and ending the short course season earlier. HS scheduling was discussed. The Technical Chair will be watching the HS situation. Also discussed in Anaheim was the number of national swimmers in an LSC based on the LSC population. No quota – just seeing how an LSC stacks up.

Coach Report: Lynn Weaver submitted a written report mostly regarding the USAS Convention and the coach meetings on Sunday following convention, including discussion regarding the LSCs mirroring national level swimming with their winter and summer schedules.

Motion to accept reports. Seconded. Accepted.

General Chair Report: Mary Losee discussed the following:
          1. Club Development seminar is scheduled for November 18. Board members were encouraged to attend. Randy Julian, the presenter, is excited about coming.
          2. A small committee met at convention to recommend minimal changes to the MW Awards. A written copy of the recommended guidelines was distributed. Recommendations include the following: Awards for male and female, age groups 10 & U, 11-12, 13-14-15-18 and Senior for both short course and long course seasons; selection made in September (or as determined by the BOD) based on achievements for the immediately preceding 12 months to include one long course and one short course season; points base on MW Top 8 finishes, MW records set, National Top Times finishes, All Star/Zone/Sectional/US Open/Junior/National swims and placements; points for Senior swimmer computed based on competition at the Sectional level or higher; the awards committee will make the final determination; and selections will be announced during the fall (or spring) at the MWS Awards Banquet. Short Course awards and Long Course awards will be determined separately and presented separately. There were questions regarding how ‘points’ were generated. Betty Kooy stated that Top 8 finishes (9, 7, 6, 5, 4, 3, 2, 1), Sectional and Zone placements, etc. were used. Question was asked about swimmer getting award in more than one age group. Discussion ensued regarding points, who gets awarded, whether the points should be posted on the website. Motion was made to accept the recommendation from the committee. Seconded. Passed. This will be added to the MW Policies and Procedures.
          3. Those present at convention discussed the Golden Goggles awards. It was highly recommended that each LSC have someone present. The board voted by email to send someone. Jack Jackson will be attending.

New Business:

Officials Chair: Scot Sorensen brought up the Officials Committee’s recommendation for an increase in reimbursement for working national level meets. Scot also received information from the Central Zone Secretary as to what ten other LSCs in the Central Zone do regarding reimbursement for officials. MW is at the top of the reimbursement range. The proposal was to double the reimbursement. In the light of the CZ documentation Scot will be taking the recommendation back to his committee. Scot also stated that the recommendation was for reimbursement for a maximum of two meets per year.
          Scot also brought up the use of cameras at meets. Perhaps a policy regarding camera phones on deck might be appropriate. Much discussion followed regarding what is appropriate use of technology and what is inappropriate. It was recommended that Scot and his committee come up with recommendations, particularly asking officials and coaches to be aware of inappropriate actions.

Age Group: Lisa Ellis is trying to sort out the All Star stuff – what has been done and what still needs to be done. A block of rooms is reserved. Corey Ayers is to email the plans and passcode for room reservations. Betty will post on web. Question was asked as to how much financial commitment is needed from each swimmer. Recommendation was made for $25. Discussion followed regarding the level to which MW has subsidized the meet expenses. Motion was made to set All Star fees for 2008 at $25.00 per swimmer. Seconded. Discussion regarding past expenses. Motion passed. Lisa and Betty will work at getting the application posted and get info to Lori Benson and Andy Cunningham (head coach).

There was discussion of the necessity of a Budget Committee meeting. Our guidelines and USA Swimming guidelines require a fiscal year (September 1 through August 31) rather than a calendar year. A list of expenses per month would be helpful in setting the budget. Mary Kocsis should have Microsoft Excel (MS Office) in order to do the job.

The Board of Review must come into compliance with USA Swimming requirements and have more athlete representation. Zac Samland was recommended as an additional athlete representative. Motion was made to approve the appointment of Zac Samland to the BOR. Seconded. Passed. It was mentioned that by January we also need to more athletes on the Board to make up 20%.

Dates for Swimposium were discussed. April 5 or 12 were mentioned. Either weekend was OK with the group.

Mary Losee brought up the purchase of one of the boxes for the Olympic Trials. MW would purchase in conjunction with other LSCs so it would be affordable. No decision is needed tonight. It is a PR thing.

Mary Kocsis reported on a thank-you from the Wemhoff family for the MW financial support given to Kyle for participation at Junior Nationals.

Bruce Schomburg asked about the number of applications for the MW tickets (drawing to be held in January). Mary said that there were some. If they are not purchased perhaps they could be auctioned off at the short course meet.

Motion to adjourn. Seconded. Meeting adjourned at 9:38 p.m.

Respectfully submitted,
Gretchen Lindner, Secretary