POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
The meeting was called to order by the General Chairman, Thirl Crudup at 7:00 pm. In attendance were Coco Buck, Thirl Crudup, John Ertter, Ward Foley, John Hirschmann, Linda Klopfenstein, Kit Mathews, Bob Walker, Greg York, Irene Millman and Linda Edmunds. A guest was also in attendance
Approval of the September BOD Meeting Minutes
Motion to accept the September BOD minutes as distributed after being amended to reflect the inclusion of the Operations Report that was submitted subsequent to the Board meeting. PASSED.
John Ertter presented the attached report. He stated that the balance of all accounts was $155,334 as of September 30, 2000 He stated that the separate bank account designated as "Travel" had been closed. There was discussion of the decline in the balance of the Dave Davis account. John Hirschmann stated that 50 stroke and turn tapes had been purchased during this period from this fund for distribution to PVS clubs. John E. stated that he had not had the time to review the Zone expense reports provided to him and that he would present these at the next BOD meeting.
General Chairman's Report
Written report submitted. Thirl stated that he would be reviewing the Strategic Planning Board position.
Coco reported on her convention experiences. She shared with the group the issues that the athletes had discussed. Her report follows:
My experience at convention was great and I learned a lot about USA Swimming. Some "hot topics" that were brought up by the athletes at the convention include:
During this portion of the meeting, John Blaschke arrived.
As Jim Garner was not yet present , Bob W. presented the motions brought forth by the Competition Committee (a list of these motions is attached). John H. stated that he had sent comments on this motion list to Jim G. Thirl stated that Bob W. would handle the motions as presented.
1. Present the Outstanding Athlete Awards at CUBU Invitational There was discussion of the voting for these awards. Bob W. presented his discontent with the current voting procedure. John H. stated this issue had been raised in prior years. Greg suggested that a committee of the Coaches Reps, the AG Chairman and the Senior Chairman could make the nominations to put forth to the Competition Committee. John E. stated that this award should be based only on Competitions in which the athlete represented PVS. Motion to present the Outstanding Athlete Awards at CUBU Invitational. PASSED.
2. Zone Team Athlete selection be 9/1/00 through AG Champs 2001 for 12 & under taking the two fastest swimmers, and the 13 & over athletes would be 9/1/00 through Spring Sectionals. There was discussion of the fact that athletes who have previously attended the Speedo Junior Championship meet may now go to Zones, but that athletes who have participated in the National Championship meet remain ineligible. There was discussion of 12-year old athletes and their eligibility to participate in this meet. Irene stated that the Zone manual will be updated. Motion to have Zone Team Athlete selection be 9/1/00 through AG Champs 2001 for 12 & under taking the two fastest swimmers, and the 13 & over athletes would be 9/1/00 through Spring Sectionals. PASSED.
3. That those lines referring to Zone Team limit per swimmer over the age of 13 and 15 be stricken from the P&P. It was confirmed that the 8th place provision would remain in effect. Motion to stricken from the Policies and Procedures Manual those lines referring to Zone Team limit per swimmer over the age of 13 and 15, without affecting the 8th place provision. PASSED.
During this portion of the meeting Jim Garner arrived.
4-5. Two AG Zone assistant coaches selected at AG Champs, nominations no later than the last event in prelims, voted on at the end of the meet.
Two SR Zone Coaches be voted on at the end of Sectionals nominations no later than the last event in prelims, voted on at the end of the meet.
A friendly amendment was made to change the motion as follows: Motion that for the election of Zone Coaches; two AG assistant coaches selected at AG Champs, nominations no later than the last event in prelims, to be voted on during the final finals session and two SR Zone Coaches be voted on at the end of Sectionals, nominations no later than the last event in prelims, voted on during the final finals session. PASSED
During this portion of the meeting, Coco Buck left and Kelly Burke arrived.
6. Motion that the JR Coaches representative or a representative which he assigns run the elections at AG Champs and that the SR Coaches Representative or a representative which he assigns run the elections at Sectionals. PASSED.
7. To retain Zone Coach Applications not voted as Head or Assistant Head coach toward assistant Zone coach positions for either AG or SR assistant coach. There was discussion of the coaches desire to accept a specific position but not another. Irene stated that each coach would be given an opportunity to specify the position for which they wish to be considered. Motion that the Applications for Zone Coach for those not voted as Head or Assistant Head coach be retained and be considered applications for the assistant Zone coach positions for either AG or SR assistant coach. PASSED.
8. Motion to approve the elected Head and Assistant Head SCY 2001 Zone Coaches -Bob Walker - Head Coach and Evan Stiles - Assistant Head Coach. PASSED.
9. Motion to rename the meet currently referred to as AG Champs as PVS JO (unanimous approval). PASSED.
10. SR II be moved to June[sic] 24 and AG II to July 1.
There was discussion of the need to approve the entire long course schedule. NOTE: The schedule was approved following the 10/25 Competition Committee Meeting Kit questioned the need for a change in the dates. It was explained that this closed the gap created when July 4 was on a Sunday. Jim G. stated that the tabling of the approval of the LC schedule was primarily caused by the Sectionals meets as the Sectionals meet had not been finalized at the time of the Fall Competition meeting.
Motion to move the dates for the following: SR II move to June 24 and AG II to July 1. PASSED.
11. Accept the process of determining the QT for Sectional as outlined by Jim Garner
12. Once the cuts are approved, that the sectional cuts be the upper cut for JR Champs - SR Champs cuts will not change.
13. JR Champs be 13 & OVER for all events offered at AG Champs and available to all swimmers in events not available at AG Champs providing the athlete makes the QT. (12 & Unders may now enter JR Champs in 400IM, 1000 free and the 200 stroke events if they have the QT).
There was discussion of 11, 12 and 13 which were WITHDRAWN as decisions at Convention meant there was no need for Board action.
Bob W. also presented the following passed motions pertaining to Age Group Champs:
1. Thursday night distance - 500 12 & under 1650 14 & under - Friendly amendment - leave distance format to AG Chair.
2. 1000 Timed final with fastest heat at night.
3. 13-14 free relay at the 14 & under champs.
4. 1 heat of finals for 10 & under (per gender).
5. 10 & under athletes in the afternoon session and bring back 1 heat at night for 10 & under finals.
There was discussion of the above 5 motions. Ward asked if there had been discussion of the non-traditional Olympic events being held during Thursday's evening session and the traditional Olympic events being held Sunday and asked that the events be held as in the past. Bob stated that the Men's 1000 free and the Women's 1650 free would be held Thursday evening and that the Women's 1000 and the Men's mile would be held Sunday. John H. noted that this should be sent to the Competition Committee. It was explained that Competition had already authorized the Age Group chairman to make these refinements.
Motion to accept the decision of the Competition Committee with regards to the above 5 motions. PASSED.
Jim G presented the other items brought forth by the Competition Committee.
1. Table LCM 2001 schedule until winter meeting pending LCM Sectional selection.
2. Use the FINA SC to LC and LC to SC conversion for sectionals.
These items were both WITHDRAWN as result of decisions made regarding the Region 2 sectional at the USAS Convention..
3. Discontinue National travel funding for FY 2002.
There was a considerable amount of discussion on the above item. This motion was interpreted to apply to all National level meets, but the application to Camp participation was unclear. John H suggested that this motion be tabled and taken before the House of Delegates because of the significance of the matter and the fact no immediate decision was needed. The Treasurer could be instructed to present alternative budgets to the regular May, 2001 House of Delegates meeting.. The channels through which members could "apply" for funding from the association were discussed. It was stated that the Competition Committee desires a feeling from the Board. It was noted that delaying this decision until the House of Delegates meeting would mean that the athletes who participate in the LC National events during the Summer of 2001, would not know whether any financial support would be available. Thirl stated that he felt support for the athletes is important and did not feel inclined to table the issue. Bob W. stated that if Mark E. were present, the Board would have the benefit of hearing the reasoning behind the motion. There was discussion of the total reimbursement for the Speedo Junior Championship versus the National Championship meet. Bob W. stated his opinion of the importance of supporting these athletes, and questioned setting a cap on the total funding. Ward stated that he would agree with the above if it was distributed to a large percentage of our athletes, but since only 1% of the PVS athletes benefit, he cannot agree. Greg Y. stated that a large percentage of the Senior level athletes had participated in the PVS Mini Camp, he further stated his opinion that the requirements placed upon the athletes to qualify for Travel Assistance funds is minimal yet some athletes have a hard time meeting the requirements. He further discussed the opposition to the Travel Assistance by the smaller clubs in the association. Jim G. expressed a desire to continue moving the funds back to the clubs and stated that the current Travel Assistance does not provide for an equal share among clubs and consumes a considerable amount of the PVS Board's time. Linda K. shared that the Travel Assistance was originally intended as an honorarium and that while the shares have grown through the years, the shares could be lowered yet still honor the athletes participating at this level. Kit stated that the removal of the Travel Assistance would send a message that PVS doesn't support high level athletes and fast swimming. John E. stated that much of the concern regarding Travel Assistance seemed to have come about as a result of the $5 increase in registration fee; yet no parent has complained to the PVS Administrative Office about this increase. There was further discussion with regard to this motion.
Motion that PVS discontinue National travel funding starting in FY 2002. FAILED
4. Travel requirements: Athletes must swim 9 events of which 6 must be in PVS sponsored meets and the 9 events swum over 3 meets.
It was noted that these requirements apply to the SC 2001 National Championship Meet. John H. asked that the motion be clarified to include meets as follows:
Motion that the Travel requirements for the 2001 SC National Championship meet be that athletes must swim 9 events of which 6 must be in PVS sponsored meets and the 9 events swum over 3 meets during the period from 10/1/2000 through the National Championship Meet entry deadline. PASSED.
5. Swim in prelims is what is used, participation in finals are not required. Finals would not be considered as a travel event.
Bob stated that he feels PVS should demand more of the athletes, he believes the athletes should swim finals. Greg stated that morality cannot be legislated and the association cannot tell the coach how to coach. John B. pointed out that the high schools have community service as part of their requirements and suggested the possible use of a point based system.
Motion to allow the preliminary event participation ( in a prelim and final meet) to count toward meet event requirements. FAILED.
6. If a profit was made at a Zone level or above meet that the club pay a splash fee as currently outlined in P&P. This would include both past (SCY EZ 2000) and future meets.
John H. stated that this Board already voted on this issue in September and that this is a Board issue rather than a Competiton Commiteee matter. He further stated it was his understanding and it was confirmed that the club that hosted the SCY EZ 2000 meet has made a contribution equal to the splash fee to Potomac Valley Swimming. He additionally stated that there have been two teams who have bid for meets under the assumption that the Board's prior motion would remain in effect and that it would be unfair to change the policy when the teams have formulated and made bids based on that policy. Greg stated that the perception among the association was that the large clubs run these meets yet the large clubs are not required to pay splash fees for these meets. He additionally stated that most clubs did not know that the splash fee had been paid. Ward asked if the splash fee had been paid. It was reiterated that YES the equivalent of the splash fee for the SCY EZ 2000 meet had been paid. Ward stated that if this information were published, it would be helpful in resolving hurt feelings and that if the policy for the future is known it will be fair. There was further discussion of this issue.
Motion that if a profit was made at a Zone level or above meet that the club pay a splash fee as currently outlined in P&P. This would include both past (SCY EZ 2000) and future meets. FAILED.
7. Approval and sanction of this meet with the understanding that a PVS LC Meet may be scheduled on that weekend. Metro Marlin Outreach Meet.
Motion to approve and sanction this meet with the understanding that a PVS LC Meet may be scheduled on that weekend - Metro Marlin Outreach Meet on June 16-17. PASSED.
Kelly reported that her experience was similar to last year and asked if any Board members had any questions. Receiving no questions, she excused herself from the meeting.
The attached written report had been submitted. John Hirschmann stated that he felt uncomfortable with the procedure of delivering the non-athlete cards to the club represented rather than the individual. He requested that this procedure be given reconsideration and that we return to prior practice.
Aquatics Guide Irene distributed an email soliciting information for the Guide. She requested that these be handled quickly in order to facilitate publication of the Guide. Kit proposed that a complementary copy of the Aquatics Guide will be given to each Board member. Additionally, he proposed for every 100 pre-ordered copies, 5 free copies will be given and also each club will receive 2 free copies for every 100 athletes registered by their club. Otherwise, the cost will be $6 per book.
Motion to accept the above stated terms for price and distribution of the Aquatics Guide. PASSED.
No additional information to be presented at this time.
Strategic Planning As Greg Stephenson was not present, no report was presented.
John H. submitted the attached report. He stated that he was working with the clubs involved to get the December meet information published. John H. further discussed the October Open, he stated that athletes could have been shifted in order to create better timelines. He discussed the attendance of Dave Macedonia at the USA Safety Clinic, there could be changes required as a result of the information disseminated at the meeting. Ward asked about "over the top" starts in Potomac Valley Swimming. John H. stated that these did not meet the safety guidelines.
Age Group Division
Bob Walker had provided the attached written report in advance of the meeting. Bob W. asked about the setting of goals for the LSC. Thirl stated that the Strategic Planning chairman handles this.
Jim G. had provided the attached written report in advance of the meeting.
Travel Assistance Requests
Linda K. presented the following appeals:
1. The swimmer was unable to fill the event requirement as the athlete was invited to train at the Olympic Training Center in Colorado Springs, CO for the summer leading up to the Olympic Trials because the athlete was one of the top swimmers in the athlete's event. Since this was an honor for PVS, the travel committee recommended accepting the appeal and paying travel. Motion to grant travel assistance to the team on behalf of this athlete. PASSED. - NOTE: After the meeting, the affiliation of the athlete at the National level meet was questioned. The reimbursement for this athlete will be held until such time as this has been clarified.
2. The swimmer had more than the needed "club" events but is lacking one (of two) PVS events. The athlete was entered in several PVS events, but due to family and business matters could not make some meets at the last minute. Because this swimmer has been in PVS for many years and was one of if not the oldest competitor at Olympic Trials, the travel committee recommended accepting the appeal and paying travel. Motion to grant travel assistance to the team on behalf of this athlete. PASSED.
3. The swimmer, now in college, has been a member of PVS for many years. The athlete swam the necessary events for receiving travel, but did not register with PVS until May, as the athlete wasn't planning to compete in USA Swimming meets until the long course season began. Also, the athlete had switched from the athlete's former PVS club (last meet with them was Nov.1999) to a PVS College Club, so the athlete wouldn't have been reminded to reregister until after "college" swimming was completely over. Linda K. recommended accepting the appeal and paying travel. Motion to grant travel assistance to the team on behalf of this athlete. PASSED.
4. The swimmer swam more than the needed number of events, to qualify for travel, but did not swim the Olympic Trial event in PVS during the season. The coach states that since the athlete swam a longer event in the same stroke, the athlete swam the time and thus qualifies. Note: the swimmer made the "cut" at a time trial at Summer 2000 Speedo Junior Championship meet, for which reimbursement has been received. Motion to deny travel assistance to the team on behalf of this athlete. PASSED.
Greg Y. stated that the information for the Gold Medal Camp had not been distributed in a timely manner and that the lack of adequate notice was unfair to the participants. There was discussion of the causes of lateness and possible solutions. Greg Y. stated that the Coaches who attended the Olympics felt there had been good teamwork, while from the athlete's perspective, there was not. There was further discussion of the Olympic events. John B. stated that his report would be submitted. [Note; It was subsequently submitted and is appended to these minutes.] Greg Y. added that the he felt the experience at Convention had been great and provided a good way for the current Board members to work as a cohesive unit.
Ward proposed a recipient for the Arvydas Barzdukas Performance Award. He stated the he would handle the award and forward the bill to the PVS Administrative Office. Ward stated he would like presentation of this award to become permanent. John H. recommended that a draft of the criteria for this award as well as the approval process be proposed to the Board for approval so it could become part of P&P.. Motion to award the Arvydas Barzdukas Performance Award to the proposed recipient. PASSED.
Bob W. asked if there was a similar award presented to coaches within the LSC. The response was that there was not.
Motion to adjourn at 9:20 PM. PASSED.
Potomac Valley Swimming