|ARAC:||RALPH JONES||PVS:|| BOB FOUT|
MARY ANN HENDERSON
|AVST:||.PETER KARL||SNOW:||STEPHANIE SHIPP|
|CUBU:||PETE MORGAN||TCSD:||TYANNA ERTTER|
|DCRP:||RODGER MCCOY||VSC:||VICTOR ABRAHAMIAN|
|FBST:||DAVE BURNS||YORK:||GREG YORK|
|GOLD:||RICHARD ROBBINS||UNAT:||JIM GARNER|
|HACC:||KERSTIN SEVERIN||JOHN ERTTER|
Dick introduced Bob Liddell of Booz-Allen & Hamilton, Inc., and extended PVS’s thanks for assistance in hosting this meeting. Bob welcomed PVS.
Presentation of Phillips Outstanding Service Award:
Dick Rankin announced that it was with great pleasure that PVS was able to present this very prestigious award to both the Taylor’s – Evelyn and Ron – and the Henderson’s – Mary Ann and Marty. Each LSC gets to present this award to only recipient per year. PVS received special permission to present this award to both families who have been cornerstones in the organization. PVS also presented them with a certificate of Distinguished Service from USA Swimming signed by the Executive Director. Additionally, PVS presented both families with letters of thanks from Carol Burch of the USA Swimming staff with her gratitude for the efforts they have given to USA.
Mary Ann stated that her time with PVS was wonderful and while she was leaving the position, she was not saying goodbye to swimming or to her friendships.
Evelyn Taylor stated that it’s been great working with all the people in PVS and thanked everyone for their support and what they’ve done for PVS. She said she will remain in contact through email.
Approval of the 1998 House of Delegates Minutes
MOTION PASSED to approve minutes of the May 17, 1998, House of Delegates.
Mary Ann Henderson reported that over 5900 athletes, 541 non-athletes and 37 clubs (an additional 1 club is pending) are registered. Due to the new coaches’ certification requirements, coaches will be required to send forms a copy of the front and back of their certifications with their 2000 registration. They will then be issued their membership card clearly marked with the date of expiration of the first expiring certification. The new USA registration forms will be in a full page format, the use of these forms is most successful when answered completely. Mary Ann stated that she had 1999 USA registration forms for seasonal, transfer, athlete and non-athlete available at this meeting. There was discussion regarding the extra work that would be a result of the expiration dates of certifications. Although, this will cause additional work, it is not PVS policy, it is USA policy. Dick commented that while we are the 6th largest LSC in terms of number of swimmers, we are not among the leaders on the number of volunteers and that the teams need to encourage volunteers.
The new administrative assistants were introduced to the House of Delegates.
Treasurer’s Mid Year Report:
Bob Fout reported that PVS had at mid-year aggregate assets of $211,722.02 and $7,982.80 in the Dave Davis fund.
General State of the Corporation - as reported by Dick Rankin:
As Administrative Chairman, Kit Mathews was tasked to oversee a revision of the PVS Policy and Procedures Manual to ensure that the manual reflects current policies and procedures. The results of this year long effort was distributed to the clubs present at this meeting and will be mailed to the other PVS clubs by the Administrative Office. Now that our current policies and procedures are clearly delineated it is clear to the Board that there is need to review some of these to reflect the changing environment. One particular area where this is the case is the PVS web page; presently there is no policy or procedure that deals with the issues of the web page. Kit acknowledged that there are no doubt other areas that need review, addition, or deletion and that the Board will take on this task in the next year. He welcomed any suggestions, recommendations, and actual language from the membership at any time.
Another task for Administration this year was to review our Board organizational structure and recommend any changes to reflect more accurately the way we do business. The Board has approved a revised organizational structure, which realigns several committees and staff positions. That organizational chart is attached.
MOTION PASSED to accept the revised organizational structure.
There was discussion regarding the changes in the financial arrangements for the meets.
Safety Report: Kit Matthews reported for John McDonald. (Report attached.)
Communications Committee Report: Dave Scibetta reported that the web page was working well and they are open to any suggestions/corrections. The web page has had over 1.5 million hits through April, as compared to 1998 when there were 1.8 million hits for the entire calendar year. Both swimmers and families are accessing the page which has received many kudos. The committee is working hard to judge which information is in the best interest of the LSC and include it on the web page.
Competition Committee Report:
Steve Ercolano reported that the number of splashes is consistent with last year, but the swimmers are getting faster. Over 450 OVC’s have been issued. Over the summer, the committee will be examining the order of events and the length of the meets. There are several new, large excellent but costly facilities. George Mason University and the University of Maryland are two of these facilities. To cover the cost of using these facilities, there needs to be an increase in the competition budget and the Board has approved an increased splash fee.
Travel assistance - New travel assistance rules were put into affect last year which limit the number of times a swimmer qualifies because the cost of this assistance is increasing. A discussion followed regarding the disbursement of the assistance funds.
Zone Team-Ward Foley reported that a good staff and team had participated with good success. The training camp prior to the Zone Meet was a good tool used to bring the team together. He thanked Linda and Thirl Crudup for their great job as Team Manager and John Hirschmann and Mark Eldridge for getting the Top 10 listing per event posted to the web so quickly.
Age Group Planning - Kerry Ellett reported on the meetings held by the National committee on Sports Psychology and Age Group Forum. Both of these provided wonderful information to assist the coaches. He further reported that USA will make available for coaches registering for the second year, a handbook and tests; he felt this would be a good investment for a team library. There was discussion of the definition of "age group". Kerry said they were encouraged to look at athletes in the scope of total development and look at the lifetime of the athlete.
Operations Chairman Report:
Thirl Crudup presented a report on meet management and Equipment(See Attached). Additionally, he stated that with the new facilities in our LSC, we should expect people to want to come here and that we should find creative ways to use and finance our use of the facilities.
Officials -John Hirschmann reported that the quality of PVS officiating is good and the officials have become more involved. However, we do need to get more people involved with officiating; it is in the best interest of the swimmers and coaches to have more people involved.
Bob Fout reported that the investment strategy being used which mirrors USA’s strategy has been successful and as of 30 April 1999 has earned PVS $4926.
Eric Moore expressed his desire to have an open forum on the internet for coaches with specific concerns. A discussion followed regarding this concept and the pros and cons. Dave Scibetta indicated that this issue will be reviewed by the Communications Committee at its next meeting and into the future.
Dick Rankin reported in the absence of the Athlete Reps. that they have been active in trying to generate communication among swimmers and pass this information to management.
Board of Review
Carol Nickel reported that there was nothing to report.
Presentation of the 1999-2000 Budget:
Bob Fout reported on changes made from the 1998-1999 budget due to increase of travel assistance and pool costs. There were discussions about how funds can be increased and about the expense of Zone team. The Board has the authority to revise the Budget during the year, should there be changes.
Motion PASSED to reduce zone team expenses from $45,000 to $40,000, in effect reducing the PVS subsidy from $15,000 to $10,000, and increase the travel assistance budget from $66,200 to $71,200. The motion reflected the fact that the Zone Meet would be in Potomac Valley next year and therefore it was felt that we could accommodate this one time reduction in expenses and at the same time we continue to run a deficit in our Travel Assistance and that this change would better reflect financial realities.
Motion PASSED to approve the 1999-2000 budget as revised at this meeting.
Report of the Chairman of the Nominating Committee:
Board of Directors/Review: Dave Scibetta reported that the following positions were open for nominations:
Board of Review - three members up for re-election. Only Carol Nickle will run again. New nominees for this position are John McDonald and Larry Woodward.
Vice Chairman of the Finance Division - John Ertter will run.
Vice Chairman of the Senior Division - Jim Garner will run.
General Chairman - Thirl Crudup will run.
As there were no new nominations from the floor, nominations were closed.
Motion PASSED to elect the Nomination Committee slate by acclamation.
Nominations for Coach and Athlete Representative to the Board of Directors: These positions will be elected by their peers during the summer. Dave Scibetta opened the floor for nominations. Greg York and Steve Ercolano were nominated as Coaches’ Representatives. Amanda Sovik will remain as Sr. Athlete Rep; Kelly Burke was nominated to fill the open position.
Dick Rankin thanked Dave Scibetta for serving as Nominating Chairman.
There was no Old Business to report.
There was a discussion about the USA Club Membership proposal. Mark Eldridge will prepare a presentation to be presented to the Board by the Competition Committee. Dick Rankin charged all the PVS clubs to review the existing literature from USA Swimming on this issue and provide any input they choose to him by July 1 so that the Board can be prepared to represent the views of the LSC on this issue at the USAS Convention in September.
Dick Rankin congratulated the new electees and thanked them and the remaining chairs for their work, he concluded that it has been his pleasure to serve Potomac Valley.
Motion PASSED to adjourn meeting.Respectfully Submitted,