Board of Directors Meeting January 17, 2007

AS APPROVED at the PVS Board Meeting -- February 12, 2007

Meeting Notes




7:00 PM -- WEDNESDAY, JANUARY 17, 2007
McLean Community Center
McLean, VA


ATTENDANCE:  Board Members:   Jim Garner, Chair; Austin Auger, Mark Faherty, John Hirschmann, Dan Jacobs, Bill Marlin, Don Riedlinger, Bill Stephens.  Non-voting Board members:  Janet Auger, John Ertter, Jim Van Erden.  Guests:  Peter Clark (USA-S Eastern Zone Sport Development Consultant), John Cyganiewicz


CALL TO ORDER:  The meeting was called to order at approximately 6:58 pm by Jim Garner, General Chair.


AGENDA:  Jim provided the Board with a proposed Agenda.


APPROVAL OF MINUTES:  A motion was made, seconded to approve the minutes of the December 13, 2006 meeting.  After accepting the need for one correction, the motion passed with one abstention by Don Riedlinger.


SANCTION FEE RECIPROCITY AGREEMENT BETWEEN VIRGINIA SWIMMING INC. AND PVS: Garner informed the Board that VSI had passed the same language that the PVS Board had approved in December with an effective date of January 1, 2007.


SANCTION FEE RECIPROCITY AGREEMENT BETWEEN MARYLAND SWIMMING INC. AND PVS:  The Board unanimously approved the following “Sanction Fee Treaty” with Maryland Swimming:


When meets are held by Maryland Swimming in PVS territory (and vice versa), the sanction fee assessed by the LSC in which the meet is being held will be $100 when all of the following conditions are met:


Maryland Swimming had previously indicated that it had authorized their LSC to enter into the “Treaty.”   Therefore, this “Sanction Fee Treaty” is in effect.   The PVS General Chairman will inform the Maryland LSC General Chairman that the PVS Board has also approved it.


PROPOSED PVS STATEMENT OF PRINCIPLES ON ETHICAL BEHAVIOR AND CONFLICT OF INTEREST POLICY:  Prior to the meeting, John Ertter provided all members of the Board with a proposed Statement of Principles on Ethical Behavior and Conflict of Interest.  The proposal was tabled to allow for further review and discussion at a later date.


2007 HOUSE OF DELEGATES ANNUAL MEETING:  The Board agreed to establish the date for the 2007 House of Delegates Meeting as Wednesday, May 23, 2007.  Time and location were to be investigated and announced at a later time.  [Subsequent to the meeting, the location was announced as McLean Community Center with a start time of 6:30pm.]


CLUB MEET SANCTION REQUESTS FOR THE PERIOD OF 4/1/07 TO 8/31/07:  Riedlinger reviewed Competition Committee's endorsement at its January 14th meeting of six club meets to be held between April 1, 2007 to August 31, 2007:

With the exception of the FISH bid for the Swim Like a Fish Invitational, all bids committed either with their bids or at the meeting to run the same meet this coming year as they had conducted last year.  Riedlinger explained that FISH had requested, via e-mail, to add the 800M Freestyle to their event lineup, limiting it to 4 heats of girls and 4 heats of boys.  The e-mail provided as justification of this request the observation that the Speedo Eastern States Senior Invitational Meet, which was held the same weekend as the PVS January Distance Meet, had included the 1650 Freestyle.


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


CLUB MEET SANCTION REQUESTS FOR THE PERIOD OF 9/1/07 TO 12/31/07:  Riedlinger reviewed Competition Committee's endorsement of six club meets to be held between September 1, 2007 to December 31, 2007:

Riedlinger pointed out that the Harvest Moon bid was for one week later than in the past due to the 2007 Swimposium.  He also explained that this was not the final opportunity to bid on this schedule.  A motion was made and seconded that all meets be sanctioned.  The motion was amended to state that the FAST Qualifier meet was being provisionally sanctioned awaiting the determination of any impact on the 2007 PVS November Open once the NFL schedule is released.  The amended motion passed unanimously.


2007 PVS SHORT COURSE EASTERN ZONE COACHING STAFF:   John Cyganiewicz and Petra Martin had previously been approved by the Board to serve as Head Coach and Assistant Head Coach, respectively.  The Board was informed that ten coaches had requested to be on the ballot to serve as PVS Assistant Eastern Zone Coaches at the upcoming Eastern Zone SC Meet in Buffalo.  The Board voted to approve Competition's election of Shelley Gesker, Peter McDonough, Blair Piddington and Yuri Suguiyama.  


2007 PVS LONG COURSE EASTERN ZONE HEAD COACH AND ASSISTANT HEAD COACH:  The Board voted to approve Competition's election of John Cyganiewicz as 2007 EZ LC Head Coach and Mike Kraeuter as 2007 EZ LC Assistant Head Coach.


QUALIFYING SELECTION TIMES FOR CONSIDERATION FOR SELECTION TO THE 2007 PVS SHORT COURSE EASTERN ZONE TEAM:  The Competition Committee recommended to the Board that relay lead-off intermediate splits and individual event intermediate splits achieved at only the PVS 14 & Under JO Championship and PVS Senior Championship meets not be permitted to be used as qualifying selection times for the PVS Eastern Zone Team.  A motion was made and seconded to approve the selection process.  Following discussion, the motion to accept Competition's recommendation passed (5-2).


A motion was made and seconded to re-visit the Board's September 27, 2007 decision to allow full leg relay lead-off splits at the PVS 14 & Under JO Championship and PVS Senior Championship meets to be permitted to be used as qualifying selection times for the PVS Eastern Zone Team.  The motion failed on a vote of 3-3; consequently, the Board's previous vote decision stands.      


A motion was made and seconded to prohibit the use of all out-of-LSC meet times that are achieved by 14/Under athletes on the weekend of the PVS 14 & Under JO Championship and for 15-18 athletes on the weekend of the PVS Senior Championship.  The motion passed on a vote of 4-3.


PVS RENTAL OF OAK MARR POOL IN JULY 2008:  Riedlinger informed the Board that the Competition Committee had recommended that the Board accept Fairfax County Park Authority's offer for Oak Marr in July 2008 suggesting that either a PVS sponsored meet or PVS hosted camp could be scheduled.  The Board took no action on the recommendation since, subsequent to the Competition Committee meeting, FCPA indicated it might wish to reconsider the specifics of its initial offer.


DIVERSITY COMMITTEE:  The Competition Committee requested that the Board strive to have a more active Diversity Committee.  Jim Garner stated that he would confirm the current Chair's desire to continue, as well as to investigate the interest of four other individuals to join the committee.


FUNDING FOR PVS CAMP:  A motion was made, seconded and unanimously approved to provide funding of up to $2,000 for a PVS Camp to be held on April 29, 2007 at Fairland.  The Board also endorsed the holding of the camp and authorized its Administrative Assistant to issue the necessary sanction.


AWARDING OF 2007-08 PVS SPONSORED MEETS:  After reviewing requests to host PV sponsored meets for the 2007-08 Long Course season, the Board unanimously voted the following awards:

The Fairland sites for both the PVS Senior and Age Group 1 and PVS Senior and Age Group 2 meets, along with the PVS Distance Meet and PVS Junior LC Championship received no bids.  The Administrative Assistant was requested to re-advertise for more bids.


OBSERVATION OF HIGH SCHOOL MEETS:  A motion was made, seconded and passed (7-1) to adopt the following policy regarding the observation of high school meets:

When a meet is scheduled to occur in its territory, Potomac Valley Swimming will normally agree to observe the Ultimate (last) and Penultimate (next to last) meet that athletes from each school can achieve as part of their high school championship season.  Therefore, up to two levels of High Schools meets will be observed.  Normally this will be the State Championship Meet in both Virginia and Maryland and their respective Regional meets.    If a school participates in a district meet and has no Regional meet between that and the appropriate State Championship, the district meet may be considered for  observation   A similar approach will be applied to determining which private school championship meets will be considered for observation.

The meet must also satisfy the other requirements to be observed which includes having sufficient USA Swimming certified officials present, having applied to have the meet be observed in a timely manner, payment of the observation fee to PVS, etc.

Note: In the case of Montgomery County schools since they are not participating in the State Championship Meet, their last two meets will be considered to be Metros and Counties."


TRAVEL REIMBURSEMENT FOR PVS ATHLETES PARTICIPATING IN 2006 US OPEN:  The Board was advised that requests had been received to provide travel assistant support to four PVS clubs on behalf of four athletes within the specified time frame.  All athletes had satisfied the requirements in order to be eligible for reimbursement.  None was submitted on an appeal basis.  The Board approved payment of $250 per athlete to the appropriate clubs on behalf of these athletes.  A fifth request was received via mail on the day of the Board meeting.  A motion was made, seconded and unanimously approved to reject the request as it was submitted after the deadline for submitting applications.


MODIFICATION  TO POLICY & PROCEDURES TO IMPOSE FINES AND LEVY INTEREST FOR PVS SANCTIONED MEET ENTRY FEES AND CLUB-SPONSORED MEET SPLASH FEES:  Prior to the meeting, all members of the Board had received John Ertter's proposal to modify Policy & Procedure to impose fines and levy interest for delinquent remittance of payments for PVS sanctioned meet entry fees and club-sponsored meet splash fees.  A motion was made, seconded and unanimously approved to adopt the proposal with an effective date of 30 days following FLASH notification.  [Since the FLASH notification occurred on January 24, 2007, the effective date will be February23, 2007.]  The Board also agreed that any amounts currently outstanding would also have an effective date 30 days after general notification via Flash Mail.   The Board also granted Ertter the authority to impose the fines and interest and also to waive fines and/or interest if, in his opinion, such action was warranted with the understanding that he would keep the Board informed of his actions.


HOSTING 2008 EASTERN ZONE LONG COURSE MEET:   Bill Marlin reported to the Board on the hosting of the 2008 Eastern Zone Long course Meet.  Marlin explained that he had received an e-mail from VSI proposing to have PVS handle all the financial arrangements for the GMU/Fairfax site while VSI agreed to handle all the financial arrangements for the GMU/Freedom Center site and do reconciliation at the end to split the total proceeds equally.  The Board expressed its desire to more clearly understand VSI’s definition of “proceeds” and to be able to see what would be the likely financial impact on both LSC’s of any specific financial proposal.   The Board requested that Marlin and Ertter present at its February meeting a cost estimate for hosting the meet and a cost estimate for the PVS Zone team.


 NEXT BOARD MEETING:  The Chair announced that its next Board meeting will be held at McLean Community Center on Monday, February 12th at 6:30PM.


ADJOURNMENT:  The meeting was adjourned at 10:18PM.


Respectfully submitted by,
Janet Auger
PVS Administrative Assistant