CONNECTICUT SWIMMING, INC. Board of Directors Minutes January 27, 1998 Present: Mary Anne Condon, Ed Easley, Barbara Ehmer, Ellen Johnston, Rick Lewis, Pam Libertiny, Mary Lynch, Bev Medlin, Bob Olson, Chris Pac, Kim Richardson, Roxanne Smietana, Judy Snow and Leanne Spletzer. Not Present: Bev Medlin, Chris Michaelson, George Miles, Caragh Moynihan, Rob Riccobon and Victor Xistris. Also Present: Al LaPrino. ***************************** General Chairman Mary Anne Condon called the meeting to order at 7:45 p.m.. Approval of Minutes: The minutes to the October and November 1997 meetings were distributed. Motion was made, seconded and approved to accept the October minutes as published. In the November 1997 minutes, there was reference to the Valley Shore Y. The team was not the Valley Shore Y, but the Valley Y. Motion was made, seconded and approved to accept the minutes of the November meeting, as amended.. Approval of the Agenda: In response to the request for any additions to the evening's agenda, the following items were added: disabled spectator policy, website technology, request for membership, strategic planning, date of next Board meeting and the Scott Roche memorial. Announcements: None. OLD BUSINESS Divisional Meetings: Each Division was asked to schedule a meeting of committee chairmen and coordinators in their division. Pam Libertiny reported that she has scheduled a meeting of the Administrative Division for January 27, 1998. Finance, Program Operations, Coaches and Athletes will schedule their meetings. Program Development meets regularly. CSI Policy Manual: Mary Anne asked that each member and committee chair submit an outline/listing of all policies/procedures that are within their jurisdiction. The outline should indicate which policies are currently in writing, those that require revision and/or updating and those that must be committed to writing. Mary Anne suggested that board members and committee chairs begin this process by reviewing prior minutes. Observed Swim Policy: Ed Easley reported that all issues relating to observed swims at the HS Girls Championships have been resolved. The Officials Committee will be addressing the issue of observed swims and will coordinate the drafting of a policy with OVC Chair Barbara Ehmer. CSI Workshop/Coaches Clinic: The LSC Workshop is scheduled for October 17-18, 1998. The two Coaches Representatives must become involved in setting up the annual Coaches' Workshop. CSI Budget: The budget for the fiscal year, September 1998 - August 21, 1999, must be approved by the Board of Directors no later than April 1998. In accordance with our bylaws, the proposed budget must be sent to the members of the House of Delegates at least twenty days in advance of the House of Delegates meeting. Mary Anne will speak to Victor regarding a meeting of the CSI Budget Committee. Couselor-at-Large Position: Bob Olson recommended that the Board reconsider its position on the Counselor-at-Large position as discussed and approved at the October meeting of the Board of Directors. Following discussion, it was agreed that the bylaws be amended to provide for a Counselor-at-Large position and that the position be appointed by the General Chairman with the advice and consent of the Board of Directors, that the position have voice and vote on issues he/she has not advised on and that the position not have any consecutive term limitation. Additionally, the position would not be regularly eligible for funding to attend the convention nor would the position be in the line of succession. NEW BUSINESS CSI Job Descriptions: Mike Close will forward copies of CSI Job Descriptions to Mary Anne. Board members and Committee Chairmen will be asked to review and update their job descriptions. Individuals in positions which do not have a job description will be asked to prepare a description of their duties and responsibilities. Coaches Representatives and Coach-at-Large Positions: Several members of the Board expressed concern about the lack of coach participation in Connecticut Swimming. The responsibilities of the Coaches Representatives and the Coach-at-Large were discussed. Following discussion, it was suggested that perhaps the Coaches Representatives and the Coach-at-Large could assume responsibility for improving participation of the coaches and for recruiting coaches for the zone team and for the camps program. Ellen Johnston will meet with Pam Libertiny to prepare a statement of responsibilities (similar to that prepared for the Athletes Representatives) for publication prior to the election of the Junior Coaches Representative in March. Travel Reimbursement for Short Course Junior Championships: Mary Anne reported that Tim Quill had contacted her regarding the method we will use for reimbursing travel expenses to USS Junior Championships which will be held on Long Island in March. Following discussion, a motion was made, seconded and approved to establish a flat reimbursement rate of $75 per swimmer for this year's short course Junior Championships. Connecticut Swimming Permanent Office: Mary Anne discussed the need to expand the operations and scope of the permanent office. She requested that the Personnel Committee analyze and evaluate the operations of the office and determine long range goals. Athletes and Coaches Representatives Elections: As Administrative Vice-chairman, Pam Libertiny is responsible for overseeing the elections of the Athletes and Coaches Representatives elections to be conducted at short course Championships in March. Request from Al LaPrino: Al LaPrino recommended that the Board recognize and honor Tim Murphy for his selection to the coaching staff of the World Championships team. Al recommended that Tim be honored at this time and that the Board should not wait until the Awards Banquet to recognized his selection. Al will work with Leanne Spletzer in preparing a press release. Technology: Mary Anne is meeting with Jim Cooper next week to discuss various computer issues. A recommendation was made that Mary Anne discuss with Jim a request to keep the results of meets unzipped for the season. Mary Anne plans to discuss with Jim the computerization of the banquet criteria. Disabled Spectators: At a recent meet, a disabled spectator requested permission to sit on the deck because she was not able to access the spectator area. Since spectators are not permitted on deck, there was great concern that should the spectator be injured on deck there would be no insurance coverage. Following discussion, it was agreed that aside from making reasonable accomodation for disabled spectators, Connecticut Swimming should develop a handicapped spectator policy. Scott Roche Memorial: Leanne Spletzer made a motion that Connecticut Swimming contribute $50 to the Scott Roche Memorial Fund at Princeton University. Scott, who was killed in an automobile accident last week, was a former Connecticut swimmer. Scott's parents were very active in Connecticut Swimming. The motion was seconded and approved. Request for Membership: Judy Snow made a motion to approve the Windsor Locks Water Jets as a club member. The team currently has two coaches and twelve USS swimmers. The motion was seconded and approved. Reports of Officers Administrative Vice-chairman: Pam Libertiny reported that she is working with members of the Program Development Committee on determing criteria for Connecticut Swimming "official times." Treasurer: Barbara Ehmer submitted a financial report for the month ending August 31, 1997. Barbara reported that IRS reports were submitted on a timely basis. She also reported that the Auditor has informed her that the cost of this year's audit will be increased by $500. In response to whether the cost of the audit is out-of-line, Bob Olson advised that our costs are considerably less than the normal cost of an independent audit. Finance Vice-chairman: No report. Victor Xistris was not present. Age Group Committee Chairman: No report. Bev Medlin was not present. Senior Committee Chairman: Ellen Johnston reported that time standards for the short course Senior Open have been published. Technical Planning Chairman: No report. George Miles was not present. Mary Anne will speak with George regarding a long range planning meeting. Program Development Vice-chairman: Chris Pac reported that the Program Development Committee is working on the criteria for Connecticut Swimming "official times." Program Operations Vice-chairman: Mary Lynch reported on the undersubscription of qualifier meets this weekend. Although a number of meets have been canceled and sessions have been combined at a number of meets, no team has been denied the opportunity to swim. Coaches Representatives: No report. Rob Riccobon and Chris Michaelson were not present. Coach-at-Large: No report. Athletes Representatives: No report. Safety Committee Chairman: Roxanne Smietanna reported that the new requirements for coach certification have been posted on the web and were included in the December mailing. Roxanne reported her concern about siblings on deck during swim meets. Membership/Registration Coordinator: Judy Snow reported that the 1997 end-of-year membership was at an all time high - 3875 members. Officials Committee Chairman: Ed Easley submitted a written report. There being no further business, the meeting was adjourned at 9:55 p.m. Respectfully submitted, Robert Olson CSI Secretary Board of Directors Page 1 January 27, 1998