CONNECTICUT SWIMMING, INC. Board of Directors Minutes January 21, 1997 Present: Mary Anne Condon, Barbara Ehmer, Bonnie Fisher, Ellen Johnston, Rick Lewis, Pam Libertiny, Mary Lynch, Beverly Medlin, Bob Olson, Chris Pac, Rob Riccobon, Roxanne Smietana, Judy Snow, Leanne Spletzer and Tim Quill . Also Present: Steve Carroll. Not Present: Michael Close, Ed Easley, Brendan Grant, Caragh Moynihan, Tim Murphy and Victor Xistris. ************************* The meeting was called to order at 7:45 P.M. at the High Plains Community Center in Orange by Mary Anne Condon. The minutes of the October 15, 1996 and November 19, 1996 Board of Directors' meetings were not available for distribution. Mary Anne requested that approval of these minutes be deferred until the March meeting of the Board of Directors. The evening's agenda was distributed. In response to whether there were any items to be added to the agenda, Judy Snow indicated that she was in receipt of two applications for CSI club membership. Judy requested that both of these requests be addressed under New Business. Mary Lynch also requested that the issue of meet referees be addressed under New Business. There be no further additions, the evening's agenda was approved. ANNOUNCEMENTS: Connecticut Swimming Data Base: Mary Anne reported that the Connecticut Swimming Database developed by Jim Cooper is fully functional and contains all times and significant splits for every swim at a Connecticut swimming meet. (Teams who attend out of state meets will be required to provide a diskette of the meet's results.) Jim's goal for the coming year is to make the entire times database available for query from our web site and to make it possible for teams to download times from the database into individual team's records using the web site. The database will also assist in the selection of the zone team, swim camp participants, banquet invitees, etc., as well as the computerization of the Top 10 Book. Some concern was expressed related to confidentiality and/or tampering of information. It was suggested that other LSCs with databases be contacted for additional information. The recurring problems associated with the use of several different surnames and/or nicknames on meet entries were discussed. Some LSCs now enter swimmers in meets using USS registration numbers only. OLD BUSINESS: Report of Subcommittee on Integrity and Code of Conduct Policies: Pam Libertiny reported that the Committee had been unable to get together and to finalize for the meeting their proposals for both the Integrity Policy and the Code of Conduct. Prior to the March meeting, the committee will finalize both proposals and will forward them to Mike Close and Victor Xistris for review. It is the intent of the Committee to present their proposals to the Board at the next Board meeting with the goal of publishing these policies at the May House of Delegates meeting. Conflict of Interest: Since Mike Close was unable to attend this evening's meeting, the matter was postponed until the March meeting. Athlete Representatives Report: Pam Libertiny presented and outlined a proposed procedure for the election of the Junior Athlete Representative, as well as a description of the job duties and responsibilities of the Athlete Representatives. It was noted that in accordance with CSI Bylaws, the election will be conducted at the Connecticut Short Course Senior Championships. It was agreed that the outgoing Senior Athlete Representative and the current Junior Athlete Representative be responsible for the actual election which will be overseen by the Senior Chairman and a member of the Nominating Committee. (These four individuals will compose the Athlete Representative Election Board.) It was further agreed that the candidates be required to prepare a biography and brief statement indicating their interest in the position and that this information be submitted to the Connecticut Swimming Office no later than one week prior to the election. Submitted biographies and statements of interest will be posted at the Connecticut Senior Championship meet. It was further agreed that upon receipt of the biography, Connecticut Swimming would forward to the candidate's parents, a letter outlining the responsibilities and obligations of the Athlete Representative. Additionally, a meeting of all declared candidates would be held on the Friday of Senior Championships for the purpose of discussing election procedures and the job responsibilities of the position. It was agreed that these steps be implemented so that athletes and their parents be fully aware of the responsibilities and commitments of the position before running for office. It was further agreed that a mentor be assigned by the General Chairman to the new Junior Athlete Representative at the time he/she takes office (after the May House of Delegates meeting). The requirement of 75% attendance at Board of Directors meetings for convention funding which was previously approved by the Board was raised. Mary Anne will contact Jim Cramption (USS Athletes Vice President ) on this issue. NEW BUSINESS: New England/Connecticut Senior Championship: Ellen Johnston reported that New England Swimming and Connecticut Swimming will host a combined Senior Championship on March 7-9 at Wesleyan University. Steve Carroll will be the Meet Director and Priscilla Davis (NES) will be the Meet Referee. Preliminaries and timed final events will be conducted in two six lane courses . Finals will be conducted in one nine lane course. There will be three heats at finals - a championship, consolation and bonus heat.. Each LSC will maintain their own time standards for entry into the meet and there will be a single set of awards. Ellen reported that we have been working very hard to make this a positive experience for swimmers from both LSCs. In anticipation of a large demand for hotel rooms, blocks of rooms have been set aside at all hotels in the area. The meet will be open to Connecticut and New England Swimming athletes only and will be conducted according to USS rules for national championships. Jim Cooper will be in attendance the entire weekend for technical support and guidance. Auditor's Report: No report. Coach Identification: The issue of coach identification at swimming meets was raised. The problems, as well as the objections of coaches, were discussed. It was agreed that at all meets, with the exception of CSI Championships meets, the requirement of deck passes/ID badges be at the discretion of the meet host. Deck passes/identification badges at CSI Championship meets will, however, be required for all coaches. Phillips 66 Outstanding Service Award: Mary Anne reported that she had received a request that an individual be considered for the Phillips 66 Outstanding Service Award which is presented annually at the CSI Awards Banquet. Although the Board has always selected the recipient for this award, Mary Anne indicated that perhaps nominations for this award be solicited and accepted from the general membership. Following discussion, it was agreed that nominations be accepted and that a committee be set up to review the nominations and recommend a recipient to the Board. It was recommended and approved that the following positions serve on the Phillips 66 Outstanding Service Award Committee: Past General Chairman, Administrative Chairman, Senior Coaches' Representative and two at large members to be appointed by the General Chairman with the approval of the Board. Nominations for the 1997 award will be solicited in the next CSI Newsletter. Nominating Committee: Pam Libertiny reported that the following officers are to be elected at the May House of Delegates meeting: Age Group Committee Chairman, Program Operations Vice-Chairman, Treasurer, Technical Planning Chairman, Safety Committee Chairman, Officials Committee Chairman and Membership/Registration Chairman. Pam indicated that the Nominating Committee would begin working within the month. Approval of New Teams: Judy Snow reported that two teams have applied for CSI membership: UCON -- this team will be exclusively for UCONN athletes and is being set up so that university athletes will be unaffected by the issue of the 120 waiting period. Northwest YMCA, which is located in Torrington, which was previously a club member has applied to reactivate their membership and has submitted all required paperwork. Following a review of each teams' applications and credentials, a motion was made to offer membership to both teams. The motion was seconded and approval was unanimous. Meet Referees: Mary Lynch discussed the problem of teams which sponsor meets but do not have a meet referee. This matter continues to be a problem despite the requirement that a meet referee be named on the meet bid. It was agreed that clubs be encouraged to obtain referees prior to bidding or at least enough in advance of the meet. Swim for Hunger Swimming Meet: Mary Anne recognized the efforts of the Cougar Aquatic Club (CAT) for all that was accomplished at the Poland Springs Swim for Hunger meet. Over 1000 pounds of food and hygiene items were collected at the meet. CAT also donated a total of $500 in cash to two food banks - one in Hartford and one in New Haven. REPORTS OF OFFICERS: Administrative Vice-chairmen: No report. Treasurer: Barbara Ehmer presented financial reports for the months ending November 30, 1996 and December 31, 1996. Barbara reported that both reports were somewhat abbreviated anticipating the use of a new computer generated format. The motion was made, seconded and approved to accept both financial reports. The computerization of the financial records was discussed. Problems and concerns related to the audit and the income tax return were also discussed. It was agreed there is a need to discuss the selection process for future audits as well as the need for an annual audit. Finance Vice-chairman: No report. Age Group Committee Chairmen: No report. Senior Committee Chairman: Ellen Johnston reported that we were in receipt of a request to provide travel funds to a first time national qualifier who submitted the travel fund request approximately two weeks following the deadline for submission. The extenuating circumstances surrounding the particular swimmer's delay in submission were discussed. The motion was made, seconded and approved to provide funding to the swimmer. It was further agreed that the procedure for submission be published and fully explained so that there be no misunderstanding regarding the deadline for submission of requests for travel reimbursement. Athlete Representatives: No report. Ellen reported that she has asked Caragh Moynihan to contact New England Swimming's athlete representatives to discuss the type of awards for the Connecticut New England Senior Championship meet. Technical Planning Committee Chairman: No report. Program Development Chairman: Chris Pac stated that committee reports covered the issues discussed at the last Program Development Committee meeting. Program Operations Vice-chairman: Mary Lynch reported that bids for long course meets were due last week. A meeting of the Meet Sponsorship Committee will be held on Thursday, January 23, 1997 at the High Plains Community Center. Mary reported that there is very limited bidding on the April and May meets. Discussion continued regarding the availability of UCONN for long course meets this summer. Coach Representatives: Tim Quill reported on the annual CSI Coaches Clinic scheduled for the Spring. Details of the clinic including a guest speaker and clinic sponsorship were discussed. Rob Riccobon reported that he is working on producing for a monthly coaches' newsletter. He is looking for a sponsor for the newsletter. The issue of ASCA plaques for Coach of the Year awards was raised. Tim Quill will follow-up. Coach-at-Large: Rick Lewis discussed computer problems that occurred at recent meets. It was agreed that all teams provide back-up/contingency plans. It was recommended and approved that the Coach-at-Large serve as a member of the Meet Sponsorship Committee. It was further discussed and approved that all new meet managers be required to attend a Meet Manager's workshop. Policies related to the timing out of meets and how decisions to cut teams and swimmers were raised. Rick and Mary Lynch are to review and report to the Board at the next meeting. Safety Committee Chairman: Roxanne Smietana presented a written report. There was a discussion regarding the occurrence and frequency of accidents during warm-ups. Roxanne recommended that a committee be set up to study the warm-up procedure. Following discussion it was agreed that the Safety Committee review the current warm-up procedure and make any recommendations for change and/or improvement to the Program Development Committee. Roxanne also distributed a generic medical release form that can be used by the teams. Registration/Membership Coordinator: Judy Snow presented a written membership and registration report which was discussed. The issue of registration fees paid to member clubs by athletes' parents, but not turned over to Connecticut Swimming, was discussed. All teams have been notified that if the registration fee has not been remitted to Judy Snow ,(i.e., not in her "hands"), the athlete is not registered. Officials Committee Chairman: Ed Easley was not present but submitted a written report. Past General Chairman: Leanne Spletzer updated the Board on happenings at United States Swimming. USS is in the midst of a search for a new Executive Director and is in the process of changing its marketing strategies. There being no further business, the motion was made to adjourn the meeting. Being seconded and approved, the meeting was adjourned at 9:45p.m. Respectfully submitted, Robert V. Olson CSI Secretary