Connecticut Swimming, Inc. HOUSE OF DELEGATES Minutes May 26, 1998 PRESENT: Board of Directors: Mary Anne Condon (General Chairman), Michael Close (Administrative Vice-Chairman), Chris Pac (Program Development Vice-Chairman), Mary Lynch (Program Operations Vice-Chairman), Bob Olson (Secretary), Barbara Ehmer (Treasurer), Ellen Johnston (Senior Committee Chairman), Edward Easley (Officials Committee Chairman), Judy Snow (Registration/Membership Coordinator), Roxanne Smietana (Safety Committee Chairman), George Miles (Technical Planning Chairman), Leanne Spletzer (Past General Chairman), Caragh Moynihan, (Senior Athletes Representative) and Kim Richardson (Junior Athletes Representative). At-Large Delegates: Pam Libertiny (Co-Administrative Vice-Chairman), Anita Garaffa (Awards Chairman), Steve Carroll (Senior Meet Manager), Tim Quill (Camp Coach), Ed Steinnagel (Meet Sponsorship Committee) and Jim Cooper (Technology Coordinator). Group Member Representatives: John McCann (AJSC), Linda Dunn (TP), Maggie Frost (CAT), David Moyer (WCA), Mark Johnston (WWRX), Beverly Dyer (FFLY), Peter Cuticeno (OMNI), Debra Phillips (OAK), Pat Lore , Gale Spatz (HNHS), Bill Ball (UAC/UCONN), Eileen McHale (RAC), Tom Steuer (PSDY), Bill Krumm (WRAT) and Tim Murphy (WYW). NOT PRESENT: Board: Victor Xistris (Finance Vice-Chairman), Beverly Medlin (Age Group Chairman), Rick Lewis (Coach-at-large), Rob Riccoban (Senior Coaches Representative) and Mary Ellen Brigham (Zone Team Coordinator). Group Member Representatives: ARAC, BEAR, BRIS, BRS, CSPL, EDST, EHBB, ERA, FINS, FOX, GYWD, HMST, ICSC, MCC, MGAT, MSC, NES, NMEG, NMIL, NMY, NSC, NTSC, NWYL, PAC, RAYS, RHSL, RPDS, SEC, SECY, SHEL, SHKS, STRY, VALY, VSYM, WBAR, WDOL, WILD, WEST, WIND, WLWJ, YALE, YCST and ZEUS. ****************** At 7:45 p.m., Mary Anne Condon, General Chairman, called the meeting to order at the High Plains Community Center in Orange, Connecticut. Mary Anne re-introduced the Roll Call Procedure and explained that each group member representative, Board member, Athlete Representative, Coach Representative and At-Large member shall have voice and shall be entitled to one vote in meetings of the House of Delegates. An individual member who is entitled to vote in the House of Delegates by virtue of holding a position in Connecticut Swimming may not also vote as a Group Member Representative. Also, only the designated group member representative or his/her alternate may vote and his or her name must be in writing and on file in the Connecticut Swimming Office. Also, to be eligible to vote, all designated individual and group member representatives must be members of United States Swimming. Mary Anne reported that there are currently ten (10) At-Large Delegates, two (2) Coaches Representatives, two (2) Athletes Representatives, fourteen (14) Board members and fifty-seven (57) group member representatives. The ten At-Large Delegates were appointed by the Board of Directors at the September 1997 Board meeting. Pam Libertiny, Administrative Vice-Chairman took the Roll Call. Approval of the Agenda: Mary Anne inquired if there were any additions to the published agenda. There being none, the agenda was approved as published. Approval of the Minutes of the October 28, 1997 House of Delegates Meeting: Mary Anne introduced the minutes from the October 1997 House of Delegates Meeting which had been mailed earlier this month to all Delegates to this evening's meeting. There being no corrections to the minutes, a motion was made, seconded and approved to accept the minutes as published. Welcome/Announcements: Mary Anne thanked the Board of Directors, Committee Chairs and members, as well as coaches and parents who hosted meets, for all of their effort during the short course season. Without the efforts of all of our volunteers, Connecticut Swimming could not exist. Mary Anne acknowledged special moments and accomplishments during the short course season -- Dan Schevchik, who finaled at National Championships, several of our younger swimmers who finaled at the Speedo Junior Championships, Sarah Bowman and Amber Johnston winning events at Junior Championships, Tim Murphy who was selected as a Coach of the USA World Championship Open Water Team and Ed Easley who was selected to officiate at the Goodwill Games this summer. Mary Anne noted that while the number of registered athletes continues to grow, Connecticut Swimming needs to continue to improve the management of our organization and to continue to work towards operating more as a business than as a volunteer group. And finally, she noted that Connecticut Swimming needs more input from our coaching community. Reports of Officers: Administrative Vice Chairman - Michael Close/Pam Libertiny - Mike presented a written report for the Administrative Division. He thanked everyone for their help and support during his four years in office. Pam Libertiny noted that the Scholastic All-Connecticut Application Form is on the CSI web site. Athletes who have completed their sophomore, junior and senior years are eligible to apply. The application deadline is September 1st. Pam also reported that in June the Board would be discussing a policy for Disabled Spectators. Treasurer - Barbara Ehmer - Barbara presented a written report and briefly addressed the financial status of Connecticut Swimming as of April 30, 1998. Barbara made special note that based upon a recommendation at the last Board meeting $50,000 has been placed into Certificates of Deposit. She also reported that an independent audit had been conducted for the fiscal year ending August 31, 1997. Finance Vice-Chairman: No report. Victor Xistris was not present. Age Group Committee Chairman: No report. Beverly Medlin was not present. Senior Committee Chairman: Ellen Johnston presented a written report on the activities of the Senior Committee. Ellen expressed hope that the incoming Senior Committee Chair and his committee can improve the level of senior swimming. Program Development Vice Chairman: Chris Pac presented a written report on the activities of the Program Development Division. Chris expressed thanks to all that have participated and helped in bringing CSI to its current prominence. Program Operations Vice Chairman: Mary Lynch presented a written report. She encouraged teams and swimmers to enter meets early. Early indications are that long course meets will be heavily subscribed. The 1998-99 Short Course Bidding Procedure and Format will remain similar to this past year. Mary discussed the situation in the Fairfield County area with the heavy concentration of teams. She also discussed the reinstitution of the Bronze Championship meet with a new format. Mary reminded those present that the Short Course Bids are due June 23 for a June 30th Bid meeting. Technical Planning Chairman: George Miles presented a written report which included the minutes from the March 1998 Technical Planning meeting, as well as a preliminary agenda for the June 6th Coaches Long Range Technical Planning Meeting George asked those coaches who will be unable to attend the June 6th meeting to forward any ideas and/or comments to him. Coaches Representatives: Since Rob Riccobon was not present, Mary Anne reported that in March, John Abrami had been elected Junior Coaches Representatives and that in accordance with our bylaws he will take office effective tomorrow. Mary Anne also announced that Chris Michaelson has resigned as Junior Coaches Representative. A replacement will be appointed to complete his term of office. Athletes Representatives: Caragh Moynihan and Kim Richardson introduced Wendy Whitcomb, the new incoming Junior Athletes Representative. Kim expressed the desire to get a more active committee in the upcoming year. Mary Anne noted that at the most recent Board of Directors meeting there was a general consensus that the Athletes Representatives conduct an Athletes meeting at the same time as the House of Delegates meeting. This format would offer athletes the opportunity to obtain a ride to the meeting with either coaches or parents attending the House of Delegates meeting. Coach-At-Large: No report. Rick Lewis was not present. Safety Committee Chairman: Roxanne Smietana presented a written report. She also noted that US Swimming has produced a Safety video. The video is free, but teams must order it. The order form is attached to the Safety report. Officials Committee Chairman: Ed Easley presented a written report. He also announced that clinics for the summer, as officials rosters are available on the table. Teams are encouraged to take copies. The new Observed Swim Policy for CSI will be presented to the Board at the June Meeting. Registration/Membership Coordinator: Judy Snow presented a written report. She made special note that our athlete membership as of today is approximately 4500. We gained 208 members in the Month of May. Judy noted that for the 1998-99 year new registration software would be used. A new unique registration identification number will be used. Judy reminded Coaches that they need to be sure that their swimmers are properly registered this summer, particularly those returning from college. At the request of George Miles, Judy reviewed the transfer (120 day rule) and how it applies. REPORTS OF COMMITTEES AND COORDINATORS Zone Team Coordinators. Anita Garaffa and Sharon Johnston were introduced as our new Zone Team Coordinators. Anita and Sharon will be replacing Mary Ellen Brigham who is relocating to Atlanta. Mary Ellen will be missed. Many thanks for her efforts. Copies of the Zone Coaches Application, the 1998 long course zone cut-off times and preliminary meet information are available at this evening's meeting. CSI Technology Coordinator: Jim Cooper will be presenting a full update a little later in the meeting. Awards Chairman: Since Anita Garaffa was unable to attend this evening's meeting, Mary Anne explained the duties of the CSI Awards Chairman and thanked Anita for all of her efforts to date. Time Standards Chairman: George Miles reminded everyone that long course time standards were distributed at the Fall House of Delegates meeting. Issues and concerns, which arose in the short course season, will be addressed for the 1998-1999 short course season. PRESENTATION AND APPROVAL OF THE ANNUAL BUDGET: Mary Anne presented the budget for the fiscal year beginning September 1, 1998, as recommended by the Budget Committee and approved by the Board of Directors. Mary Anne reported that the proposed budget is approximately $23,000 higher than the prior budget. The increase which is attributable to the increased cost of operating the CSI Office is offset by the projected increase in membership. The floor was opened for questions related to the budget. There being none, motion was made to accept the Budget as presented. The motion was seconded and passed unanimously. PRESENTATION AND APPROVAL OF THE ANNUAL AUDIT: Barbara Ehmer reported that an audit of Connecticut Swimming's financial records and statements for the fiscal year ending August 31, 1997, had been conducted by Tobin & Company, Certified Public Accountants, located in Larchmont, NY. Copies of the auditor's report are available upon request. Motion was made and seconded to accept the Audit as presented. The motion was approved without objection. ELECTIONS: Board of Review: Mary Anne reported that in accordance with our bylaws, the House of Delegates annually elects regular and alternate members of the Board of Review. In odd numbered years, the House is required to elect at least four regular and two alternate members. Mary Anne reported that the following individuals' term of office expire on August 31, 1998: Leanne Spletzer, Frank Keefe, Barbara Ehmer, Mike DiVernero, Victor Xistris, George Miles, Bill Krumm, and Charlie Griffis.* Mary Anne requested that if there were no objections, that these same individuals, with the exception of Charlie Griffis who has relocated to Virginia, be re-elected for a second two year term. Mary Anne then asked if there were any additional nominations from the floor. There being none, the motion was made, seconded and approved without objection. Board of Directors: Steve Carroll, Chairman of the Nominating Committee, read the list of nominations for a two year term beginning on September 1, 1998. General Chairman Mary Anne Condon WYW Administrative Vice Chairman Pam Libertiny NCY Program Development Vice Chairman Steve Carroll CDEV Senior Committee Chairman Al LaPrino NCY Finance Vice Chairman John McCann AJSC Secretary Dave Moyer WCA Mary Anne inquired whether there were any additional nominations for these offices. There being none, the Chair asked for a motion to accept the slate as presented by the Nominating Committee. Motion was made and seconded to accept the slate as presented. The motion was approved without objection. New Business: Technology Presentation: In addition to a written report, Jim Cooper discussed recent updates in the LSA program, the improvements to the CSI Web Site and the other technological advancements which have occurred. Jim has proposed that every team be sent a program team file with the new USS numbers and that each team update and correct athlete names and numbers to eliminate any confusion. He has also asked for cooperation and assistance in maintaining the LSC database of swims. Currently a lot of manual work has been involved due to teams not using proper full names in entries. Both of these items he is hoping to have in place by this fall. Jim is also asking for input of weekly news stories from the membership to keep the web site more current. Special Presentation: Tim Quill, Bill Ball, and Bill Krumm presented a report on the Senior Training Camp held at the Olympic Training Center in Colorado Springs earlier this month. It was agreed that the program was outstanding and a tremendous success for the athletes and coaches who attended. Many thanks to each of our coaches, who under significant time constraints, planned and coordinated on a great program for our athletes. United States Swimming Update: Leanne Spletzer presented a written report on recent developments at USS. There being no further business, the meeting adjourned at 9:45 p.m. Respectfully Submitted Robert V. Olson, CSI Secretary House of Delegates Page 5 May 26, 1998