Minutes Approved at the November Board
POTOMAC VALLEY SWIMMING
Overlee Community Center
6030 Lee Highway,
October 12, 2009
- Attendance: Greg York, Jim Thompson, Bill Stephens, Yuri
Suguiyama, Riley Eaton, Art Davis, Dave DiNardo, John Hirschmann, Bob
Vincent, John Ertter, Tim Husson, Jim Garner, Jack Neill, Brian Pawlowicz,
Linda Klopfenstein, Terri Marlin
- Call to Order: Greg called the meeting to order at 7:01 pm
- Approval of August 3, 2009 Meeting Minutes: A motion
was made to approve Aug. 3, BoD meeting Minutes, it was seconded and
- 20 Year Volunteer Service: USA Swimming recognized Kerry
Ellet, Steed Edwards & Don Reidlinger for 20+ years of service as
volunteers on both the LSC and USA Swimming Level by giving them a “20
- 10 Year Volunteer Service: USA Swimming recognized Art
Davis, Jim Thompson, Dan Jacobs & Jim Van Erden for 10+ years of
service as volunteers on both the LSC and USA Swimming Level by giving them
a “10 year pin”.
- Introduction of “new” board members: Yuri Suguiyama,
Coaches Rep; and Dani Schulkin, Athlete Rep. Jack Neill attended as the new Official's Chair.
Welcome to all.
- HyTek MM 3.0 Licenses: Jim Garner had previously offered
to contact HyTek about renewing the PVS license and upgrade to Meet
Manager 3.0. HyTek has altered the way they sell licenses and it has been
more difficult than expected to find the best license option(s) to fit our
unique needs. PVS has asked it’s member teams not to use MM3.0 until this matter
is resolved due to the differences in the old and new programs. The Board
hopes to resolve this matter quickly and remove this restriction.
- The most attractive option so far appears to be for PVS
to purchase on license for Administrative purposes and then ask all teams
who run meets, club or PVS hosted, to purchase their own license.
- All teams should be aware that they will need to purchase
the scoreboard option if they plan to run any meets at PGS&LC.
- The Board has asked Jim Garner and Tim Husson to present
a final recommendation at the November Board Meeting, as to the best way
to proceed. An Admin license will be purchased right away.
- LEAP Project Update: LEAP is the USA Swimming LSC
recognition program. It is intended for LSC to use as a “self evaluation” tool
for how well their organization is running. There are 44 items that must
be submitted to achieve Level 1 recognition. John Hirschmann has been
asked by the General Chair to work on this project and submit all
necessary information to USA Swimming. He is doing this by collecting
additional information from other Board Members as needed. A report has
been submitted by John Hirschmann.
- 29 items have been completed out of the 44.
- Of the 15 left, about 8 should be able to be completed
using input from individuals, without the need to have the item on the
- There are still 7 items that will require Board
assistance and input.
- Vision Statement: Jim Thompson and Jack Neill will work
on this and report back
- Report of Occurrence: Normally the Safety Chair would
handle this item, but the position is currently vacant.
- Safety Chair: Greg is asking Jack Neill, Brian
Pawlowicz & Dave DiNardo to find/prepare a job description & attempt
to recruit a candidate for the Safety Chair position and to report back
at the November Board meeting. John Ertter will be listed as the acting
Safety Chair and listed on the forms and PVS website/contact person.
- Description on how we sanction meets: this is currently
in the P & P – it needs to be reviewed so it can be submitted as
- How PVS authorizes Approved meets and Observed swims: this
is not currently addressed in the P & P and only to a limited extent
on the application form.
- A current version of Policies & Procedures is needed
in order to respond affirmatively for two of the items in LEAP. Art
Davis is currently working on a plan to get the P&P updated and
posted to the web site (see below)
- PVS Policies & Procedures Project Update: Art
Davis reported that the posted P&P were last updated in December 2003.
Even though there have changes made since 2003, he finds that PVS is operating
within all the currently approved Policies & Procedures. Art stated
that all of the Board and HOD minutes from 2003 have been printed out, and
a red line version of the P & P with all amendments will be completed
by the November Board Meeting. Art would like to take a look on doing a
complete structural overhaul and believes that there are several different
approaches that can be taken to complete this task, see example (Art has).
- John Hirschmann commented that he feels that there are 3 distinct
steps to complete the P & P update process. The first step is to add
in all the new information from all minutes from 2003 so the P&P will
be current as regard HoD and Board actions. Then if we want to change it organizationally
do that as a second step. The third step would be to look through all the
P &P and determine where there are topics that need to be revised, updated,
deleted or added. He recommends given the number of Board or House
actions needing to be reflected in the P & P that the steps not be
- There is a general consensus that the P & P should be
written and published in such a way that a “general member” can read and
understand the content. If there is anything more specific that needs to
be added then an attachment or addendum can be created and added.
- Art stated he will proceed with making all redline changes
to the current P & P and bring it to the November Board Meeting.
- Resident Records: This is an issue brought forth by
a coach as it applies to how a swimmer should be recognized who sets a PVS
resident record while swimming for their HS or college and how they should
receive their recognition. PVS policy currently permits any swimmer who
participates in an Observed or Approved High School or College meet and is
a PVS registered swimmer at the time to set a “Resident Record”. The issue
is whether the swim should be credited to their club or show as UNAT. Time
swum as observed swims appears as UNAT to comply with NCAA and some states
HS representation rules. All HS times must go into SWIMS as unattached to
keep the “playing field” level for the Virtual Club Championship program.
- Riley, Bill, Manga and Yuri have been asked to discuss
this issue and talk to other coaches to get their opinions and report
back in November.
asked that the pragmatics also be part of this discussion as SWIMS
is normally the primary source as to who is entitled to earn PVS
records as well as being recognized for the annual fastest distance
swims.He indicated that we do not want to create eligibility issues for
any of our athletes.
- PVS Meet Director Post-Meet Reports: The General
Chair made a motion to consisting of 4 items give the PVS Board the
authority to fine PVS meet host clubs if they failure to comply with
administrative & financial requirement in a complete, accurate and
timely manner. Prior to the Board meeting Executive Director, John
Ertter, submitted a report that contained his recommended language
regarding this issue, see report.
- The motion only applies to PVS sponsored meets (including
all Open Meet and PVS Championship meets both Short Course and Long
- Ertter informed the Board that all too often some Meet
Directors fail to turn in their post meet financial reports in a timely
manner or the financial information is incomplete with money not
collected in full, deck entries are not recorded properly and/or deck
entry money missing.
- This causes the Controller to spend hours researching and
reconciling the meet reports.
- John Ertter explained that the meet manager does not even
have to collect all of the entry money under his proposed policy in order
to avoid a fine being assessed. If the money is not in, the Meet Director
just needs to report who still owes. Ertter knows how to collect the
- The motion was seconded and approved 5 yes-0 no-3
- Travel Assistance Grants for US Open, Junior
Nationals & the Paralympics Can-Am Meet:
- Junior Nationals: 18 athletes could have possibly applied
for assistance. Of those 15 turned in applications and it was recommended
to approve13 athletes at $250 each. A motion was made to grant the 13
athletes travel assistance, it was seconded, approved.
- A request was made at CCM that we find a way to notify
coaches when an application is turned in. Tim has helped to develop a
process that can be placed on-line
- Paralympics Can-Am Meet: One request was made and it was
recommended for approval. A motion was made to grant $450 in travel
assistance for this athlete, it was seconded and approved.
- US Open: 11 athletes could have possibly applied for
assistance. 7 applications were received and it is recommended that only
4 receive travel assistance. Three of the applicants also received World
Trials funding. Therefore, they were not eligible due to the no double
dipping clause. A motion was made to grant 4 athletes $450 each for
travel assistance, it was seconded and approved.
Games: There was one request from a swimmer and one from a club in the
spring of 2009. It is required that both clubs make the official
requests following the competition, however; in this case the clubs have yet to make the request
for the swimmers, nor has the swimmer returned any of the information
she was asked to complete in order to receive assistance. As of this
date no formal paperwork has been turned in by either swimmer or the
Board is formally approve payment. Riley Eaton and Greg York will
attempt to contact the teams involved to see if any requests are to be
made. If no formal paperwork is turned in before the November Board
meeting then this matter will be dropped.
- World Championship Trials: There were19 possible athletes
who could apply for assistance. 12 requests were received and it is
recommended to approve all 12 athletes for $450 each. A Motion was
made to grant travel assistance to 12 athletes for World Championship
Trials, it was seconded and approved.
- A motion was made to increase hospitality reimbursement
from $200 to $250 per session for all PVS meets except Distance Meets.
Distance meets will remain at $200. The motion was seconded and approved.
This is effective as of October 1, 2009.
- Actions from 2009 Fall Competition Committee Meeting: see report submitted.
- The following recommendations from the Fall CCM meeting
require Board approval:
- A Motion was made to authorize the sanctioning of
additional club sponsored meets during the period of January 1-March 31,
2010 as endorsed by Competition. The motion was seconded and approved.
- A Motion was made to authorize the sanctioning of
additional club sponsored meets during the period of April 1-August 31,
2010 as endorsed by Competition. The motion was seconded and approved.
- A Motion was made to approve the Competition schedule
for the PVS sponsored meets during the SC 2010-2011 season as recommended by CCM on September 27,
2009. The motion was seconded and approved.
- A Motion was made to approve to keep Travel Assistance
and Zone Selection process the same in 2009-2010 as it was in 2008-2009; the
motion was seconded and approved.
- A motion was made to accept the selection of the 2010
SC Zone coaches as Mark Faherty (CUBU), Head Coach and Emily Felker
(HACC), Assistant Head Coach; the motion was seconded and approved.
- Zone Budget: Greg had asked the question at CCM to put a
budget together for Zones. The CCM recommended that we continue to hold
charges to athletes to a minimum and have PVS pick up the rest. It has
always been difficult to pinpoint the exact reason for the overspending.
The budget is frequently set before the location and therefore the cost
of the meet is known and in particular for the LC meet – the number going
can vary significantly. CCM recommends that we spend what we spend. It
was recommended that CCM come up with a PVS provided Zone Team Outfitting
package that can be set from year to year to help control the budget.
- The last two year Ertter has calculated the athlete fee
based upon a best estimate of the number of athletes that will
participate using historical experience. The athlete’s contribution has
remained between $425-500.
- This matter is tabled. The budgeted 2010 SC and LC PVS
subsidy was set by the House in May 2009, it can readdressed when next
year’s budget is prepared in the spring of 2010.
- Proposals Regarding PVS Investments:
- Motions were verbally proposed by the Finance
Chair, Bill Stephens regarding PVS investments. Before discussing
possible changes in PVS’s investment policy, Bill stated he agreed with
the observation of the Audit Committee that initial investments in excess
of $100,000 have been placed in a single financial intuition – contrary
to PVS’s current policy. However, PVS policy has been adopted when the
federal insurance limit was $100,000, it has since been raised to
$250,000. A recommendation was made to change PVS’s limit to $250,000.
However since there was no longer a quorum present, no vote took place.
There was also discussion on the exact wording of the amendment,
regarding how the $250,000 limit would be applied. Stephens and Ertter
were asked to develop exact wording for this motion.
- Bill then made a proposal to both move management of
PVS’s mutual funds from Dain Raucher to First Western and to increase
the holdings in PVS’s mutual fund account from the current level of
about $95,000 to $250,000. A lengthy discussion followed regarding both
parts of the proposal.
- In November Bill Stephens will bring forth the formal
proposals regarding the above items. Please read over Financial Report
and send any questions to Bill.
- The General Chair has asked that Bill Stephens, John Ertter
work with the Audit Committee and report back with pro and cons as to the
advantages and disadvantages of following USAS and moving management of
its Mutual Funds to First Western from Dain Rauscher.
- Update on PVS Equipment Operations: John Ertter
reported that he is working with a Commercial Real Estate agent to find a
space with room to store PVS meet equipment. Our requirement includes that
the space has electricity and a work space.
- Both Greg and Ertter have spoken with the current
equipment manager, Jake McGrail about the job requirements and they will
continue to work help him gain and better understanding of what the job
entails and how to provide a better service to those clubs running meets
in and for PVS.
- Dave DiNardo will be rolling up his sleeves and will see
if he can assist in getting a location for storage of PVS’s equipment. He
will work on the inventorying of all equipment.
- Old Business
- September financial statements went out this morning to
the Board. The final Swimposium numbers are not yet finalized, but it
looks like PVS will come in about $7,000 under budget for the Swimposium.
Paris Jacobs did a great job setting up the event. More people actually
attended then were expected.
- Sean Link (DCPR) and John Ertter will be attending the
USA Swimming Diversity Conference in Colorado Springs, Colorado.
- The detailed financial information necessary to audit
PVS’s financial results for the year ending August 31, 2009 will go to
the auditors in the morning.
- Miriam Lynch has been busy working on the seminar for
prospective college students at Howard University. The information has
been sent out and the event is set for Saturday October 31.
- New Business
- IMX report from Bill Marlin (as reported on by Terri
- Bill has been in touch with Sean Link from DCPR and Link
has offered the availability of Takoma for the Eastern Zone IMX meet.
They are looking at the weekend of February 27 & 28, 2010. Bill has
also been in touch with Tony Young from USA Swimming and is working on
getting a Meet Announcement together. Decisions on the meet host and
meet manager still need to be made. Bill will give more details
regarding this meet at the November BoD meeting. This includes in
particular whether PVS or the Potomac Marlins will take financial
responsibility for the meet.
- There was a request to discuss the bidding process of the meet.
- At the Harvest moon, a situation came to attention of the
Meet Referee of a Secret Service Agent on the deck fulfilling his duties
in protecting a swimmer. This is a situation that will continue to come
up at meets within PVS and meet managers should be aware of this
was a death in the PVS Swimming Family; nothing had been posted to the
website for several days. The family was contacted by PVS and was asked
for permission to post something on the website. At this point we have
not heard back from the family. However on the Friday prior to the
Board meeting, after the funeral was over and the death had already
been published in the Washington Post and on the website
“reachforthewall,” an “In Remembrance” was posted to the PVS website.
It was observed that the swimmer was a minority and the absence of PVS
publicly extending it’s condolences via its website was being
misinterpreted by some. Situations like this are very sensitive and
need to be handled as such.
- Jack Neill announced that the November 2009 Maxwell
Excellence Award recipient was announced by USA Swimming’s Officials
Committee. Congratulations to Tim Husson, a PVS Official for his
- Athlete Representatives: no report submitted
- Executive Director Report; no report submitted
- Administrative: no report submitted
- Webmaster Report: see report submitted
- Finance/Accounting: no report submitted
- Operations Division: no report submitted
- Senior Division: report on CCM as stated previously.
- Age Group Division: see report submitted
- Coaches Representatives: no report submitted
- Officials: no report submitted
- Strategic Planning: no report submitted
- Next Board Meeting: November 9, 2009 at Overlee. 6:30
dinner, 7:00 meeting
- A motion was made to Adjourn, it was seconded and approved