CONNECTICUT SWIMMING, INC. House of Delegates May 25, 1999 Call to Order: The annual meeting of the Connecticut Swimming, Inc. House of Delegates was called to order by General Chairman MaryAnne Condon at 7:45 PM in the High Plains Community Center (Orange, CT). Present: Board members- Mary Anne Condon, Lauren Taft, Ed Easley, John Abrami, Judy Snow, Leanne Spletzer, George Miles, Pam Libertiny, Mary Lynch, David Moyer, Barbara Ehmer, Steve Carroll, Wendy Whitcomb, and Bill Ball At-Large Delegates: Anita Garaffa, Ed Steinnagel Group Member Representatives: Ann McCann (AJSC); Larry Frost (CAT); Gale Spatz (HNHS); Kurt Bittel (ICSC); Diane Honrath (MGAT); Carol Feeney (NCY); Debra Phillips (OAK); Walter Nitardy (PSDY); Ed Dingus (WAC); April Haskell (WCA); Patrick Love (WEST); Ellen Johnston (WRAT); Jeff Allen (WYW) Also Present: Jim Ottman (OAK), Kim Richardson (WYW), Bill Krumm(WRAT) and Nan Cooper Approval of Agenda: The agenda was approved as published. Adoption of Minutes of October, 1998 House of Delegates Meeting: The minutes were approved as published. Welcome/ Announcements/ Chairman's Report: Mary Anne Condon thanked Barbara Hudson for her years of service to Connecticut Swimming, Inc. as our Executive Secretary and as a CSI volunteer. Barbara retired on May 1, 1999 to pursue other business interests, but she was recognized as guiding Connecticut Swimming through a period of tremendous growth during the past 10 years and running a efficient and effective office. Nan Cooper has been hired to assume the role of Executive Administrator, which will include the responsibilities of the office and serving as the principle agent/spokesperson for CSI. Congratulations, Nan. Mary Anne also thanked Bill Krumm and Rick Lewis for their years of service to the CSI board of directors. MaryAnne announced that the CSI budget for fiscal year 1999-2000 does not include a significant increase in expenses, despite increasing the paid staff to a full-time position. The reallocation of funds and savings in several areas enabled CSI to include the full-time Administrator with a minimal impact on the budget. Reports of Officers Administrative vice-chairman: Pam Libertiny reported that CSI recognized Scholar- Athletes at the annual CSI banquet. She hopes to increase awareness of this honor and encourage more swimmers to apply for consideration for the Scholastic All Connecticut Team. Treasurer: Barbara Ehmer provided a Financial Statement for the period ending April 30, 1999. A copy of the report is attached. Finance vice-chairman: Mary Anne Condon reported for the finance committee in the absence of the vice-chairman, John McCann. A decision will by made by October, 1999 to incorporate CSI reserve funds with the USA Swimming investment program. If approved by the CSI board of directors, involvement in the USA Swimming investment program would enable CSI to utilize the expertise of professional fund managers to invest CSI funds. It was also reported that the finance committee is working with Barbara Ehmer to computerize the accounting functions for CSI. The goal is to complete the transition by September 1, 1999. Age Group Committee: No verbal report-- see attached written report from Bev Medlin. Senior Committee: Tim Quill reported that 30 of CSI's best senior swimmers participated in a rigorous Senior Athlete Training Weekend. Further, CSI hopes to send a select group of swimmers to the Olympic Training Center in the year 2000. Program Operations: Mary Lynch reported that bid packets for the 1999-2000 Short Course season will be sent out shortly and a bid meeting will be held in July. Splash fees for Age Group Qualifying meets have been set at $3 for individual events and $6 per relay. Program Development: Steve Carroll reported that CSI hopes to conduct the first Connecticut Open Water Swimming Championships on August 8, 1999 in Coventry Lake. Details for the championship are still being worked out and there has not been formal confirmation of the location for the championship. The Senior Committee made good strides in improving the quality of the Senior Championships during the Short Course season. Technical Planning: George Miles reported that a new coach's education requirement has been implemented by USA Swimming. Information is available from both USA Swimming and CSI Registration Coordinator. Coaches Representatives: John Abrami and Bill Krumm reported that three coaches received $500 grants as a port of the CSI Coaches Educational Incentive Program. Athletes Representatives: Kim Richardson and Wendy Whitcomb have attempted to increase the level of awareness of the Athletes Representative position within the swimming community and to provide statewide social activities for the athletes. Safety Committee: No report. Official Chairman: Ed Easley thanked the Program Operations committee for their assistance in requiring clubs to have certified officials before they bid for meets. Hopefully, this will encourage more parents to become officials. Ed also noted that 32 CSI officials met the requirements to apply for National Certification and 5 officials obtained National Championship Stroke & Turn Certification. Congratulations to all! Registration: Judy Snow reported that all coaches will receive membership cards with the expiration dates of their certifications clearly marked. Coaches are required to provide Judy with proof of re-certification prior to the expiration date, and a new card will be issued. Any team that conducts a CSI sponsored meet is reminded to send meet results to Judy so that she can complete membership verification. Beginning in the year 2000, CSI will offer a "seasonal athlete" membership, which will be available to seasonal swimmers who wish to compete between April and August. Fees will be one half (1/2) the usual, annual membership. Swimmers may not compete at the Zone or National level with this type of membership. REPORTS OF COMMITTEES AND COORDINATORS Zone team: Mary Anne Condon complimented Anita Garaffa and Sharon Johnston for the superb organization of the CSI Short Course Zone Team...Mary Anne noted that she had received a number of letters from parents praising the Zone Team coordinators. Anita and Sharon recommended that the Long Course Zone Team be reorganized-- specifically, the Zone team members would be required to travel to the meet by team bus and stay with other swimmers in the hotel. The goal of the restructuring would be to promote the "team" experience and Connecticut pride. Parents/ siblings would be able to reserve rooms in the same hotel. The Long Course Zone meet will be conducted in Pittsburgh. Awards: Anita Garaffa reported that the annual CSI Awards Banquet will be held on November 7, 1999 at the Aqua Turf. The Connecticut Top 16 times will be used as the criteria for inviting swimmers to the banquet. Time standards: George Miles reported that the Time Standards which were published in the fall, 1998 will be revised during the fall, 1999. Technology: Mary Anne reported in Jim Cooper's absence...Jim is working on revisions/ updates to the CSI web site. CSI's technology goals include: (1) electronic entries for meets and (2) paper less communication for CSI business. Specifically, by September 2000 CSI will to cease all paper mailings to member clubs; instead, each club will receive an electronic mailing and/or the club can obtain information from the CSI web site. PRESENTATION AND APPROVAL OF THE ANNUAL BUDGET Mary Anne presented the Budget for the 1999-2000 fiscal year. (See attached) Motion: It was moved, seconded and approved to accept the budget for the fiscal year beginning September 1, 1999, as proposed by the Budget Committee and the CSI Board of Directors. PRESENTATION AND APPROVAL OF THE ANNUAL AUDIT An independent consulting firm has conducted the second annual audit. An audit by John Tobin concluded that the "books are in order and all taxes have been filed". The cost of the audit was approximately $3000. Copies of the audit are available through the CSI office. ELECTIONS Board of Review: The following people have been re-nominated to serve on the Board of Review: Judy Snow, Mary Lynch, Cliff Johnson, Ed Steinnagel, and Steve Carroll. In addition, Clark Cooper, Kim Richardson, and Bonnie Fischer were nominated to fill three vacancies on the board. Motion: It was moved and seconded to accept the nominations and elect all candidates. The motion passed unanimously. Board of Directors: The following nominations were made and ran unopposed: Age Group Chairman: Ken Block (PSDY) Officials Chairman: Edward Easley (VSYM) Program Operations: Steve Carroll (CDEV) Safety Committee Chairman: Kathleen Walsh (NCY) Treasurer: Barbara Ehmer (UN) Senior Committee Chair: Tim Quill (WYW): to finish term of Al Laprino Motion: It was moved and seconded to accept the slate of officers as proposed by the nominating committee. Passed unanimously. Secret ballot elections were conducted for the following offices: Coach at Large: Ann Hughes (GLAS) and Bill Krumm (WRAT) Technical Planning: Jeff Allen (WYW) and George Miles (BRS) Note: Winner of election is identified in bold print MOTION: Nan Cooper was asked to hold the ballots for 24 hours and then destroy all ballots. Passed unanimously. NEW BUSINESS USA Swimming Grants to Clubs and LSC's: Leanne Spletzer reported that USA Swimming gave $10,000 to $15,000 in grants to clubs and LSC's last year. Applications for the next round of grants are available and are due by August 30, 1999. Further, Leanne reported that USA Swimming is potentially proposing significant changes in the Club Membership Program...more to follow. Swim-for-Hunger: The Cougar Aquatic Team (CAT) requested to run their annual Swim-for-Hunger as the only CSI sanctioned meet on the weekend of January 8-9, 2000. Currently, CSI has also scheduled that weekend for Age Group qualifying meets. Matter was referred to Program Development. The meeting was adjourned at 9:30 PM. Respectfully submitted, David C. Moyer Secretary