CONNECTICUT SWIMMING, INC. Board of Directors Minutes October 21, 1997 Present: Mary Anne Condon, Barbara Ehmer, Ellen Johnston, Pam Libertiny, Mary Lynch, Beverly Medlin, Robert Olson, Chris Pac, Judy Snow, Leanne Spletzer and Victor Xistris. Not Present: Michael Close, Ed Easley, Rick Lewis, Chris Michaelson, George Miles, Caragh Moynihan, Rob Riccobon, Kim Richardson and Roxanne Smietana. *************** The meeting was called to order at 7:46 pm at the High Plains Community Center in Orange, Connecticut by Mary Anne Condon. The minutes of the June 17th and September 16th Board of Directors meeting were distributed. Motion was made, seconded and approved to defer approval of minutes until November meeting. Chris Pac noted that the attendance section of the September minutes required correction since she was not present at that meeting. The evening's agenda was distributed. There being no additions to the agenda, a motion was made, seconded and approved to accept the agenda as published. OLD BUSINESS: Annual Report for the House of Delegates: Mary Anne reported that she has been unable to prepare the annual report for next week's House of Delegates meeting due to a lack of input from several members of the Board. This is the second attempt to put together an annual report. Reports have not been received from the following Board members: Administration, Officials, Finance, Technical Planning, Safety, Coaches Representatives, Athletes Representatives, Senior Committee and Coach-at-Large. Mary Anne requested that the information be submitted to her no later than Thursday for inclusion in the report. Swim Guide: Mary Anne reported that she is close to completing the Swim Guide. Mailing is scheduled for January. The Guide will be mailed to all Connecticut Swimming families and will provide basic information for swimmers and parents. NEW BUSINESS: Responsibilities and Commitment: Mary Anne expressed concern over the fact that the Board does not appear to be functioning effectively. By accepting a nomination for a position on the Board, every member made a commitment to perform the duties and responsibilities of the position to which he or she was elected. Currently, areas of responsibility within Connecticut Swimming are broadly divided into six divisions. Each division should meet at least once a year to plan for the upcoming year and to review the past year to ensure that policies and procedures are working well. Minutes for divisional, as well as committee meetings must be taken and published. Mary Anne requested that a meeting of each division be scheduled prior to the beginning of the short course championship season. Additionally, it was noted that long range planning needs to be taking place. We should be planning up to four years in advance. Mary Anne requested that everyone reaffirm their commitment to their position. Several members of the Board requested that Mary Anne request from the Coaches' Representatives an explanation for their limited participation. The Board is concerned as to their commitment to their positions. Changes to the CSI Bylaws: Mary Anne discussed the proposed changes to the recently revised and restated Bylaws which attempt to resolve the problems regarding voting privileges for four Board positions at the USS Convention. Mike Close has drafted changes for the Board's review and approval. Counselor-at-Large Position: It was agreed that the decision reached at the September Board of Directors meeting regarding the creation of a Counselor-at-Large position required further review. Motion was made, seconded and approved to rescind the prior vote and to reopen the discussion. Following discussion, a motion was made, seconded and approved that the Counselor-at-Large function in an advisory capacity only and that the position not have voting rights on the Board. Additionally, the position should not be in the line of succession should the General Chairman and Administrative Vice Chairman be unable to serve or be funded for the USS Convention. And finally, the Counselor-at-Large shall be appointed by the General Chairman with the approval of the Board of Directors. At-Large Positions to the CSI House of Delegates: Mary Anne requested the consent of the Board for the following at-large appointment to the House of Delegates: Pam Libertiny - Administrative Vice-Chairman Anita Giraffa - Awards Chairman' Ed Steinnagel - Meet Sponsorship Committee Chairman Steve Carroll - Senior Championship Meet Manager Jim Cooper - CSI Technology Coordinator Mary Ellen Brigham - Zone Team Coordinator Tim Quill - Coaches Camp Coordinator Three additional at-large appointments will be made from the following teams: Wilton, Westport and New Canaan. Mary Anne advised the Board that at-large appointments are for a period of one year and are generally given to individuals who serve as co-chairs or chairman of CSI committees. Nominating Committee: Mary Anne reported that the following positions will be elected at next May's House of Delegates meeting: General Chairman, Administrative Vice-chairman, Secretary, Finance Vice-chairman, Senior Committee Chairman, Program Development Chairman and Coach-at-Large. Ellen Johnston and Beverly Medlin volunteered to serve on the Nominating Committee. Mary Anne indicated that she will request that three additional individuals be named to serve on the Nominating Committee at next week's House of Delegates meeting. Scholastic All Connecticut Team: Leanne and the Board thanked Mary Anne for all of her efforts in promoting the USS Scholastic All America Team and in establishing the Scholastic All Connecticut Team. CSI had seven swimmers who became USS All Americans this past year and thirty-nine athletes who were named to the Connecticut All Scholastic Team. It was recommended that CSI change the application deadline for the Scholastic All Connecticut to August to coincide with the USS Scholastic All American deadline. A motion was made, seconded and approved to implement this change. After additional discussion, a motion was made, seconded and approved to change the designation from Scholastic All Connecticut Team to Connecticut Swimming Scholar Athlete. It was agreed that this designation is self-explanatory and more meaningful to those outside "swimming circles." REPORTS OF OFFICERS: Administration: Pam Libertiny reported that she is working on establishing consistency in determining times eligible for CSI banquet invitations, CSI and resident records, Connecticut Top 10, Zone Team, etc. Treasurer: Barbara announced that the books are closed for the fiscal year ending August 31, 1997. Barbara presented a year end report for the fiscal year and a preliminary report for the month ending September 30, 1997. The Board discussed the budget variances for the year. It was recommended that we consider transferring some of our surplus into the Sara Janet Fund to make it self-sustaining. A motion was made, seconded and approved to again retain an outside auditor and to authorize Victor to make the necessary arrangements for the audit. Mary Anne requested that Victor and the Finance Committee review our CSI assets. Victor will report back at the November meeting. Finance: Victor announced that the computer has been programmed for the Treasurer and that arrangements are being made to train Barbara Ehmer in its operation. Victor also reported on the John Abram Fund. $9885 in total has been raised. $2123 remains in the account after paying submitted bills. The Board approved that the account should remain open until six months has elapsed with no further funds raised or disbursed. Age Group Committee Chairman: Beverly Medlin reported that the All Star Jackets have been ordered and are scheduled to arrive by Christmas. The Age Group Committee is having its first meeting of the season in November. Bev reported that she is working on revising and updating the meet announcement for Short Course Age Group Championships. Senior Committee Chairman: Ellen Johnston reported that the Senior Spring meet will be the Connecticut Senior Open. New England Swimming has opted not to co-sponsor a senior championship meet. Technical Planning: No report - George Miles was not present. Program Development: Chris Pac discussed the changes in the Zone Team application process for the short course zone team for athletes ages 15 and over. The intention is to attempt to fill all slots with qualified swimmers. 15 & over swimmers who qualify with one time may swim others events with no entrants as long as they have an "A" time in the event. Chris also reported that the Program Development Committee approved a policy which will no longer require that 15 and over athletes pre-apply for the Zone Team. Chris also reported that time standards for the Championship meets have been set up in short course yards, short course meters and long course meters. Please note that there will be no consideration times for the longer distance events. Chris also discussed the new Championship meet format including the regional championships. Program Operations: Mary Lynch discussed several new procedures relative to the new meet scheduling program. All host teams will be responsible for mailing meet announcements to in-state as well as out-of-state teams. Connecticut Swimming will provide to meet hosts address labels for in-state teams meet announcements. Host teams are required to send their meet announcements to every CSI team. Meet announcements will be posted to the Web on a weekly basis. Mary reported that she has received a request for a sanction for a meet to be sponsored for and among three Connecticut teams. The meet will be held on the same day as age group qualifier meets. It was noted that when we originally established the new meet format and schedule that qualifier weekends were protected weekends and other meets could not be run on those particular weekends. After much discussion, a motion was made, seconded and approved to deny a sanction for any meet in direct conflict with a scheduled qualifier meet. The Board agreed to reaffirm its support for Age Group Qualifier Meets. The Board also felt that the decision was consistent with the original intent of the program. Coaches Representatives: No report - Rob Riccobon and Chris Michaelson were not present. Athletes Representatives: No report - Caragh Moynihan and Kim Richardson were not present. Coach-at-Large: No report - Rick Lewis was not present. Safety Committee Chairman: No report - Roxanne Smietana was not present. Registration/Membership Coordinator: Judy Snow reported that two new teams have applied for membership. The first was the Italian Center in Stamford, to be known as the Orca Swim Team. The Board noted that a potential conflict exists with the New Canaan squad name of Orca. The Board approved the team's request for membership and asked Judy to discuss the name with the team. The second team applying for membership is the New Milford Swim Team. The Board approved membership. Officials Chairman: No report - Ed Easley was not present. Mary Anne reminded everyone who attended the USS Convention to submit their convention reports for distribution at the House of Delegates. A motion was made, seconded and approved to adjourn at 9:50pm. Respectfully submitted, Robert V. Olson CSI Secretary Board of Directors October 21, 1998 Page 3