Official Minutes

POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
MEETING NOTES

7:00 PM -- WEDNESDAY, SEPTEMBER 27, 2006
McLean Community Center
McLean, VA

 

Attendance: Board Members: Jim Garner, Austin Auger, Art Davis, Mark Faherty, Frani Hess, John Hirschmann, Dan Jacobs, Bill Marlin, Don Riedlinger, Bill Stephens,  Ron Whalen; Non-voting Board members: Janet Auger, John Ertter, Linda Klopfenstein; Ex-Officio Board Member: Ward Foley; Guests:  Dave Macedonia, Jim Thompson, Jim Van Erden

Call to Order: The meeting was called to order at approximately 6:55 pm by Jim Garner, General Chair.

Agenda: Jim provided the Board with a proposed Agenda.

Approval of Minutes: A motion was made and seconded to approve the minutes of the July 25, 2006 meeting. The motion passed with one abstention, Don Riedlinger.

General Chairman Items:  The General Chair, Jim Garner, introduced and welcomed Austin Auger as the new Junior Athlete Representative to the Board.  He then welcomed Jim Van Erden, Officials Chairman, Jim Thompson, Officials Committee, and Dave Macedonia, Safety Committee Chairman, who were in attendance to present their respective committees' recommendations to the Board on the use of dive-over starts at meets.  The current members of the Board introduced themselves to the new Board members.

Garner prefaced the discussion by stating that eight of the eleven Board members had attended the Fall Competition Committee meeting at which Jim Thompson had presented a PowerPoint presentation on dive-over starts created by the Officials Committee.  He also stated that, of the approximately 14 clubs represented at this meeting, a straw poll was taken resulting in a unanimous vote of endorsement from Competition to adopt Dive-over starts as outlined by the Officials Committee.

Jim Van Erden explained that the Officials Committee, at its August 28, 2006 meeting, on a vote of 13-2, had approved a recommendation to the Board to allow the use of dive-over starts at meets with specific guidelines to be drafted on how to use them and specific meet criteria.  Said guidelines were described in the two attachments to the PowerPoint presentation (one for coaches and the other for officials).  [These attachments have been slightly revised based upon input from the Competition Committee and Board of Directors meeting.]  For the benefit of those who did not attend the Competition Committee meeting, Jim Thompson provided a brief overview of the presentation. 

Dave Macedonia, Safety Committee Chairman, then addressed the Board stating his opposition to the use of dive-over starts.  Noting his long affiliation with water safety, he stated that the practice defies the teachings of coaching and life guarding--"a swimmer should never stand above another swimmer".  He continued by stating that swimming should be fun and that  PVS should not be mass producing a swim meet to save a little bit of time.  He questioned whether the practice truly was a time-saving device and concluded by stating that he was concerned that some outstanding officials may refuse to work meets that employ the process.

All in attendance were given an opportunity to briefly state his or her position on the matter.  Highlights of their comments are as follows:

A motion was made, seconded and unanimously approved to endorse the concept of dive-over starts effective immediately, delegating the specifics of its implementation and effective dates of its implementation to the Operations Division.

Following the vote, Garner updated the Board on the status of outstanding fines pertaining to entering swim meets with an entry time that was not an Official Time for USA Swimming purposes.  He then informed the Board that Paris Jacobs had requested to schedule a Swimposium on Columbus Day weekend, October 6-8, 2007.  Potential seminars to be included were discussed.  They included a registrar session, a meet manager session, an athlete track, etc.  Concern was expressed as to the adequacy of space availability for attendees if the event were co-hosted with VSI.  Noting that no funds had been allocated for a Swimposium in the 2007 budget approved by the House of Delegates last May, the Board was queried whether it wished to go record as endorsing the Swimposium.  A motion was made seconded and unanimously approved to endorse the concept of holding a Swimposium on Columbus Day weekend, October 6-8, 2007.  Paris Jacobs was requested to make a presentation regarding plans for this Swimposium to the Board no later than its November 2006 meeting.   

Senior Division:  Riedlinger presented to the Board for their review and approval various recommendations from the Competition Committee meeting on September 24, 2006.

Riedlinger reviewed Competition Committee's endorsement of four club meets to be held during the period January 1 to April 30, 2007:

A motion was made, seconded and unanimously approved that all meets be sanctioned. 

Following the vote on the motion, it was noted that multiple meets would be scheduled on the same week-ends.  Whalen requested the Board's position on the acceptance of times from a meet without adequate officials.  Riedlinger explained that PVS does not have a requirement for the minimum number of officials and that USA-S merely states such minimums as recommendations rather than strict requirements.  He continued by stating that at Convention an amendment to modify the minimum to three officials (i.e., Referee, Starter and 1 Stroke & Turn judge) had failed.  In light of the Board's recently passed "PVS Officials Requirement," it was suggested that PVS might establish a minimum officials requirement for meets.  Riedlinger volunteered to research what Maryland Swimming has done and report back to the Board.

Riedlinger presented Competition Committee's endorsement 2007 Travel Reimbursement Criteria for PVS Athletes participating in the following 2007 USA Swimming Conducted National Level meets:  2007 USA Swimming Junior Championships, 2007 Conoco-Phillips National Championships, 2007 US Paralympics Summer Can-Am, 2007 USA Swimming Spring Championships and 2007 USA Paralympics Spring Can-Am..   A motion was made, seconded and unanimously approved to adopt the 2007 Athlete Participation Requirements for reimbursement as recommended by the Competition Committee and now posted on the website.   

The Board next approved the Competition Committee's elections of John Cyganiewicz as Head Coach and Petra Martin as Assistant Head Coach for the PVS Eastern Zone SC 2007 Team.

The Competition Committee recommended to the Board that the PVS SC Zone Team be selected based on the two fastest times (limited to those swimmers eligible to represent PVS on the Zone Team and who apply to be on the Team) The selection period would start September 1, 2006 and end for 15-18 athletes at the conclusion of PVS Senior Championships (March 11, 2007) and for 14/Under athletes, at the conclusion of PVS 14/U Age Group Junior Olympic championships (March 4, 2007).  The Committee clarified that relay lead-off split times would qualify, including those occurring later in the final selection meet; however, times from time trials from any meet would not.  In response to a question regarding the acceptability of using intermediate times, Riedlinger stated that Competition had neither clarified nor discussed such times. It was suggested that this would be useful for Competition to address this matter and make a recommendation when it meets in January.  There would still be time to implement this policy for selection of this year's team.  A motion was made, seconded and approved (with 1 dissent) to approve the selection process as presented.

The Competition Committee recommended to the Board that the team concept (as was used in 2005 and 2006) be continued for the 2007 PVS EZ LC Zone Team.  Marlin informed the Board that he had polled the 2006 EZ LC athletes at the conclusion of the meet in Buffalo and all had preferred the team concept.  He also informed the Board that a motion to allow 9-10 year olds to stay with their families and only require them to attend Finals the last night had not been addressed at the Competition Committee even though it was the intent of one attendee to raise the issue. The Board was advised that Competition would undertake a review of this concept as regards 10/U year old athletes at its January 2007 meet.  A motion was made, seconded and unanimously approved to accept Competition's recommendation.  IIf a supplemental recommendation regarding 10/U swimmers is made in January, it can still be considered.

Riedlinger presented Competition Committee's recommended 2007-08 PVS Meet Schedule as follows:

He noted that there had been considerable discussion at Competition's meeting about reinstating a Junior SC Championships, but no recommendation had arisen from the meeting primarily due to two factors: (1) more meets have already been added to the schedule for these swimmers and (2) scheduling problems due to the addition of sectionals to the meet calendar.  Also, Easter is early in 2008, thus reducing by one the weekends on which most would want to schedule a meet.  Frani Hess, Senior Athlete Representative, informed the Board that she thought that there was a need for a return of the Junior SC Championships to provide a season culminating meet for swimmers since it was difficult to swim through the season without one.  Noting that many coaches agreed with her position, Riedlinger endorsed Hess' position and stated that he would try to work earlier next year to come up with alternative schedules for the Competition Committee to consider.  Thereafter, a motion was made, seconded and unanimously approved to accept the 2007-08 schedule as presented.

Competition Committee requested that the Board consider two modifications to Policy & Procedure regarding the selection of Eastern Zone Head and Assistant Head Coaches--one modification for Long Course and the other for Short Course.  At Riedlinger's suggestion, the motion was consolidated into one motion which was that Eastern Zone Long Course Head and Assistant Head Coaches would be selected at the Spring Competition Committee meeting (rather than Winter) and that Eastern Zone Short Course Head and Assistant Head Coaches would be selected at the Winter Competition Committee meeting (rather than Fall).  Riedlinger explained that Competition had expressed the opinion that, in holding the elections closer to the meet dates, more coaches might request to be on the ballot if they knew that their swimmers would likely be on the team.  In the discussion that followed, others suggested that the current timing was a result of prior years' difficulty in obtaining zone coaches.  Noting that the issue of obtaining zone coaches appears cyclical, one member suggested that he thought the policy should not be amended. A motion was made and seconded to adopt the change proposed by Competition.  A vote was taken which was unanimously opposed to these modifications.  The current timing of the selection process will not change.

At  Competition Committee's request, the Board considered modifying Policy & Procedure to state that meet bids for the period September 1 to April 1 (as opposed to April 30) be permitted to be presented at the Fall Competition Committee Meeting.  The request was tabled.

Competition's final request to the Board was that it consider a recommendation that PVS pay on behalf of its coaches, the cost of the newly implemented USA-S Background Screening Program.  Many members of the Board indicated that they believed the expense more properly was a coach's responsibility, not unlike his or her other current re-certification expenses as well as other costs related to his or her chosen profession.  It was noted that clubs could absorb this cost for their coaches if they wished to do so.  Others noted how burdensome such a reimbursement policy would be on the PVS Controller since the coaches would initially have to pay the amount via PayPal.. Speaking in support of Competition's recommendation, one member suggested that the Vice Chair for Administration research the actual timeline for the rollout of the Screening Program.  A motion on behalf of Competition's was made, seconded and failed (1-7). 

Riedlinger concluded by informing the Board of Competition items not requiring Board action.  He announced the selection of the 2005-06 Distance Award Winners as follows:

Men's 1500M
Thomas M Koucheravy, SDS, 15:17.09, 2006 ConocoPhillips Nationals, 8/1/2006
Men's 1500M 18 & Under
Guillaume Judes, ASA, 2006, 16:12.33, Speedo Junior Nationals, 8/07/2006
Men's 1650Y
Thomas M Koucheravy, UN, 15:09.35, 2005 PV Patriot Invitational, 11/16/2005
Men's 1650 Y 18 & Under
Hugh A Anderson, FiSH, 15:36.16, 2006 PVS SCY Championships, 3/09/2006
Women's 800M
Kate M Ziegler, FISH, 8:24.56, 2006 Pan Pacific Championships, 8/17/2006
Women's 1000Y
Kate M Ziegler, FISH, 9:24.80, 2005 PVS Tom Dolan Invitational, 12/05/2005

He noted that the recognition for Judes had been inadvertently overlooked when the information was presented at the  Competition Committee meeting.

and the 2005-06 PVS Outstanding Athletes as follows:      

Janet Hu

10 & U

Bailey Maloney

Sarah Haase

11-12

Kurtis Ratcliff

Chloe Sutton

13-14

Zack Wepasnick

Ashley Danner

15-16

Brady Fox

Kate Ziegler

17-18

Josh Hafkin

Kate Ziegler

Senior

Thomas Koucheravy

   

National Travel Reimbursement:  Due to the lack of timeliness and completeness of many of the applications for athletes attending the 2006 USA Swimming C-P Summer Nationals and the 2006 USA Swimming Junior Championship, the matter was tabled.

Open Water Coordinator:  In preparation for planning for the 2008 EZ LC Open Water Meet which should be held in conjunction with the Eastern Zone Long Course Championships that were recently jointly awarded to PVS and VSI, Bill Marlin reported to the Board that he had had email communications with Kurt Thiel indicating that he wished to remain as Open Water Coordinator. 

Treasurer's Report/Finance Division:  Financial results for the period ending August 31, 2006, had been provided to the Board prior the meting.  PVS's current assets on hand as of August 31, 2006, were $617,123.  The Board raised no questions regarding these reports. 

A resolution to authorize the opening of two $100,000 Certificates of Deposit (one for a 6 month term and the other for an 11 month term) at Virginia Commerce Bank was unanimously approved.  The Board was also informed of the signature authority for these two CD's and that two different Board members would both have to authorize the withdrawal of funds from these CD's.

The matter of a SC Zone receivable was discussed.  The amount due is now expected to be collected very shortly.  Its collection was delayed due to receiving misinformation as to what party owed the funds.

Age Group Division:  Bill Marlin informed the Board that PVS and VSI had jointly bid to host the 2008 Eastern Zone Long Course Meet.  As explained to the Board, the bid was jointly submitted by PVS and VSI at the recent Eastern Zone meeting.  In response to a question, it was confirmed that this bid was not approved by the PVS Board prior to it being submitted to the Zone.  While the arrangements are not finalized, he stated that the 12/Under sessions would be run by VSI at GMU-Manassas and the 13/Over sessions would be run by PVS at GMU-FFX.  Noting the importance of establishing the financial arrangements, the Board requested Marlin to present specific proposals no later than its November meeting.  This includes how revenue and expenses will be allocated between the two LSC's.  This is particularly important since there will be changes in the leadership of both LSC's before this meet is held in August 2008.  There is also a need to address who will provide the volunteers necessary to conduct this meet.  It is important that these understandings be committed to writing and approved by the Board of Directors of both LSC's.

Garner requested the Board to consider supporting a club when it bids to host a zone or sectional meet.  It was agreed that the Board would be willing to entertain a club's proposal if presented prior to the bid being submitted to the Zone. 

Marlin next informed the Board of a PVS Camp Survey he had circulated at the Fall competition Committee meeting.  He indicated that the results of his survey indicated that coaches were interested in camps being held for all levels and ages of swimmers.  With the assistance of the new Camp Coordinator, Terri Marlin, he was anxious to proceed with the future hosting of camps.

Prior to the meeting, Paris Jacobs, Zone Team Coordinator, had informally suggested that the Board consider an increase in zone coaches' stipends.   Since she was not in attendance and no formal or specific recommendation had been made, the Board tabled the request and requested that present her request at the next meeting. 

Riedlinger pointed out to the Board that Paris had announced at the September 24th Competition Committee meeting that she will step down from her position as Zone Team Coordinator following the 2007 Short Course Zone meet.   He stressed the importance of having her replacement in place by March 2007 to work as her understudy.

Marlin then announced that the Time Standards for the 2007 14/U SC Junior Olympics Championships had been developed and were posted on the website.  

The final matter addressed was a request that the Board consider a request that a swimmer be prohibited from attending future Zone meets as a result of his behavior while a member of the PVS 2007 LC Zone Team.  The Board requested that supporting written documents pertaining to what was alleged to have occurred be provided at its next meeting for its review. (Ward Foley excused himself from the meeting while this matter was informally discussed by the Board.) 

Operations Division:  A motion was made, seconded and unanimously approved to award the hosting of the remaining site of the 2006 November Open site at PGS&LC to Potomac Marlins.  Bill Marlin explained to the Board how he would host the meet and that he and his wife would be present--though his club will swim at Cub Run.  (The Board was also informed that another club had inquired about submitting a bid, but had elected not to do so when it was informed there was another bid pending.)

At the request of John Ertter, Controller, the Board considered increasing the session maximum reimbursement for hospitality for PVS sponsored meets.  A motion was made, seconded and approved (with 1 abstention) to increase the maximum from $125 per session to $150 per session.  A motion was then made, seconded and passed (7-2) to make the policy retroactive to July 1, 2006.

Administrative Division:  Art Davis informed the Board that two YMCA teams were in the process of applying to join PVS as new USA-S teams.  Separately, the status of one club which has also been considering applying to join PVS was reviewed.  The Board was informed about the change in leadership at one club and the steps that had been taken to confirm that the prior leadership did not have any objections.  He also spoke to name changes that had occurred at two clubs.  The need for a collegiate member club to also be registered as an independent USA-S swimming club so that it could enter swimmers not eligible to represent then in NCAA competition was also discussed.

Strategic Planning:  At the request of Bill Stephens, his agenda item pertaining to Championship Meet Planning was deferred until next month's meeting.

Due to the late hour, the remaining items on the agenda were also deferred.

Future Board Meeting Dates:  The Board agreed to schedule future Board meetings on the second Wednesday of the coming months.  [Following the meeting, it was requested that the January meeting be scheduled for the third Wednesday of the month in order for the Board to act in a timely fashion on motions arising out of the previously scheduled January 14, 2007 Competition Committee meeting.]

Next Board Meeting: The Chair announced that its next Board meeting will be held at McLean Community Center on Wednesday, October 11th at 6:30 PM.

Adjournment: The Meeting was adjourned at approximately 10:07 PM.

Respectfully submitted,
Janet Auger
PVS Administrative Assistant