CONNECTICUT SWIMMING, INC. Board of Directors Minutes April 20, 1999 Present: Steve Carroll, Mary Anne Condon, Ed Easley, Barbara Ehmer, Bill Krumm, Al LaPrino, Pam Libertiny, Mary Lynch, John McCann, Bev Medlin, Roxanne Smietana, Judy Snow and Leanne Spletzer, Wendy Whitcomb. Not Present: John Abrami, Rick Lewis, George Miles, David Moyer and Kim Richardson. Also Present: Bill Ball, Nan Cooper, and Jim Cooper ***************************** General Chairman Mary Anne Condon called the meeting to order at 7:40 p.m. Approval of Minutes: Approval of the minutes was deferred to next meeting; minutes had not been received. Approval of the Agenda: Judy Snow requested that approval of seasonal athletes be added under Old Business and new club applications be added under New Business. Announcements: House of Delegates meeting will be May 25, 1999. Half-year "bullet" reports (annual report format) should be to Mary Anne by May 1st. Wendy Whitcomb announced that Lauren Taft (WYW) is the new Junior Athlete Representative. OLD BUSINESS CSI Policies Manual: Pam Libertiny is overseeing the manual. Mary Lynch will be forwarding to Pam the necessary information concerning Program Operations. After completion, the manual will be posted on the CSI web page. CSI Job Descriptions: Job descriptions are to be forwarded to Pam Libertiny. Purchase of Server Computer: Jim Cooper would like to establish a database inquiry(s) on the CSI web page. This would make available to users a means of searching for information contained in the CSI databases, (i.e. team rosters, swimmer's times and ranking, etc.). If the concept works, Jim is requesting funds to purchase a computer. This computer would be the server for the web page and run out of Jim's residence. Costs and budgeting were discussed. Approval was given to purchase a computer assuming the querable databases and server software function properly after testing. It was also approved to increase the budget for technical-related support from $4000 to $6000 beginning fiscal year September 1, 1999. ASCA Seminar: Steve Carroll reported that at this time, the response was low (12 registered as of April 19th), and that no deadline had been indicated on the registration form. Steve and Bill Krumm will write a reminder postcard/letter to the coaches adding a deadline of April 27, 1999 and that first year coaches can use this clinic to meet the USA Swimming requirement of ASCA Level I certification. Officials: Ed Easley reported an increase in the number of officials, as well as officials upgrading their level of certification. Eastern Zone Meeting: Connecticut is hosting the Eastern Zone meeting, May 8, 1999 at the Stamford Marriott. Each zone traditionally sends 2-3 representatives. Contact Mary Anne if you are interested in attending. Discussion will include drafting proposals for Club Championship and Club Membership. Approval of Seasonal Athletes: Judy Snow proposed instituting seasonal membership for athletes next year. The membership would be valid only from April 15th to August 15th (122 days) and would be offered through existing clubs. There will be no seasonal clubs. The National fee is $12.50, LSC fee $5.00, which would bring the total fee to $17.50 per athlete. The seasonal athletes could swim in local open competitions. They could not swim in Zones or Nationals. The 120 day unattached rule applies to swimmers who transfer to another team. Athletes will have the option of becoming full members at an additional cost of $35.00. Athletes shall be required to register as full members at a cost of $35.00 if they wish to compete after August 15th or if they wish to participate in zones or USA Championship meets. Athletes who register after September 1st will pay full-season membership valid into the following year. Dates of the seasonal membership can be modified. NEW BUSINESS Report of the Nominating Committee: Mary Lynch distributed a draft of the slate. Discussion ensured regarding the qualifications the board feels are necessary to chair a committee. The nominating committee will continue to work on the slate until it is in final form for the House of Delegates meeting. USA Swimming- Club Business Management Seminar: This seminar is to be held in Stamford May 21-23, 1999. Leanne stated that 20-22 clubs had sent in registration thus far. The seminar has received excellent reviews. It was approved that CSI would reimburse member clubs' registration if a club board member and club coach attended the entire seminar. Leanne will forward a posting to Barbara Hudson for posting on the CSI web page. New Team Applications: Two teams have applied to membership, Regional Y of Western CT and New Fairfield. Brookfield Y currently has coaches safety training pending and New Fairfield has indicated that they will defer application to this fall. The board, pending completion of registration, approved both teams. Review and Approval of Annual Budget: Discussion began of the annual budget for fiscal year beginning in September of 1999. Mary Anne proposed removing the line item expense of the parent handbook. This was approved. It was also approved to remove the expenses for the meet manager and official's handbook, as well has decrease the office salary. Age Group "misc." line item was renamed "pins and event awards". Technology budget was increased from to accommodate possible purchase of computer for web page maintenance. Discussion ended with approval of the budget as amended for the House of Delegates meeting. Reports of Officers Chairman: Mary Anne Condon initiated discussion of the effort to make CSI as "paperless" as possible. This would involve posting all information on the web in a timely and user-friendly fashion. The concerns are that not all clubs may have Internet providers in their area, access to a computer or a computer-literate volunteer. These problems seem to lessen each year as computers have become commonplace in most homes. Judy Snow reported that currently there are 20 clubs requesting paper mailings. Leanne Spletzer recommended that CSI continue with its three-year phase-out plan and charge club membership dues accordingly. September 1, 2000 remains the target date to go "paperless". Immediate Past General Chairman: Leanne Spletzer reported on the new mailing from USA Swimming regarding their Club Development program. Administrative Vice-chairman: No report. Treasurer: Financial Statement for month ending March 31, 1999 was given. Barbara Ehmer reported expenses look lower than usual due to the Blue Camp. Actual expenses are normal for this time of year. Finance Vice-chairman: John McCann presented the investment proposal that USA Swimming offers. The management fee is roughly 1%. It would be in CSI best interest to invest wisely. John asked that board members review the proposal and discussion will continue in a subsequent meeting. John will write up his recommendations. Age Group Committee Chairman: No report. Senior Committee Chairman: Al LaPrino reported that the Senior Elite camp is in place. It will be held at Wesleyan May 7-9th. The response has been small thus far. Concern was expressed that the coach to swimmer ratio be kept reasonable, and that if response continued to be small that the number of coaches be reduced. No minimum number of swimmers was established because this is the camp's first year running. Technical Planning Chairman: No report. George Miles was not present. Program Development Vice-chairman: No report. Program Operations Vice-chairman: No report. Coaches Representatives: Bill Krumm reported that three coaches had returned coaches' incentive forms. Four grants were available. The awardees are Bill Krumm, Rick Lewis and Tim Quill. It was decided to apply a minimum number of points be achieved for consideration of grant in the future. Awarded coaches cannot apply a second time. Treasurer will send reimbursement for awardees coaches education. Coach-at-Large: No report. Rick Lewis was not present. Athlete's Representatives: Wendy Whitcomb reported that she is not available to attend the Zones meeting. Safety Committee Chairman: No report. Officials Committee Chairman: No report. Registration/Membership Coordinator: No report. There being no further business, the meeting was adjourned at 9:59 p.m. Respectfully submitted, Nan Cooper