June 2008 Board Meeting

OREGON SWIMMING, INC
Board Of Directors Regular Meeting
Wednesday, June 4, 2008
Multnomah Athletic Club, Portland, OR

The meeting was called to order at 7:05 p.m. by Mark Rieniets, General Chair. Present were: Stan Benson, Jeff Gudman, Judy L’Roy, Marilyn Loitz, Gene Mielke, Skip Runkle, Coby van Andel, Robbert van Andel.

Minutes Minutes from the April 2, 2008, meeting were approved as submitted.

Treasurer (Jacki Allender) No report.

REPORTS – Bruce Ludwig

Age Group (Vicki Gordon) No report.

Senior Report (Skip Runkle) The biggest news in Senior Swimming is the return of the Short Course Junior National Championship to be held in December following the Senior National Championship. It will also coincide with the OSI Senior Open in Corvallis, the SC Junior International Championship at THills, and the NW Senior Sectional in Federal Way.

M/S/P Motion to go back to funding SC Juniors and do away with Tier 3. (This will be brought to the HOD for ratification.)

Coaches Report (Kyle Kimball) A wriitten report was submitted: The summer is shaping up quite well. Lots of fast swims are being posted, and we are looking to have a great championship season. Some issues that need to be discussed are: 1) Where are we with planning for the Western Zone meet? 2) Do we need further help with the swimmer social? 3) With the top three teams pulling out of the 2009 WZ meet in Hawaii, where does OR Swimming stand on the issue? Do we have the cash flow to send a team to Hawaii and is it worth the expense?

Athletes Representatives (Mailene Leslie, Sloan Storie) No report. Per Coby, both athletes will be attending convention.

Scheduling/Championship Site Selection (Mark Maxwell) At Mark’s suggestion, the conflict with the 11 & Over Championship and Senior Sectionals will go to the HOD to be resolved.

Time Standards (Andy Carlisle) No report.

Technical Planning (Jim Bowe) No report.

Website (Robbert van Andel) Over 820,000 results have been entered into the times data base since February of 2001. These are just “pure results.” Robbert has also been working on the Western Zone website which is up and running.

Safety Chair (Jeanine Serrano) No report.

Camp Coordinator (Scott Kerr) No report.

Officials Committee (Bruce Ludwig) No report.

Disability (Gene Mielke) No report.

Office Manager/Registration (Coby van Andel) The membership report as of June 4, 2008 is: Registered Athletes 4,591, Seasonal Athletes 246, Outreach Athletes 116 for a total of 4,953. Nonathletes 716, Clubs 63, Organizations 2. Seasonal registration for 2008 will end on August 31, 2008. The newest club is the Madras Swim Team with coach Bobby deRoest. The Bud Taylor Swim Team is in the process of completing their paperwork. Mittleman Jewish Community Center has completed their paperwork and just need to send in their fee. Jill Black is their coach and Emerson Christoff is the assistant. Rachael Sandage is the new assistant in the office. The office will be open five days a week with Coby working four days a week, and Rachael working two days.

Vicki sent Coby an idea about recruiting officials, based on a brochure/contest. Coby will pass it along to Bruce.

Sanctions Chair (Terry Johnson) No report.

Awards Ceremony (Cheslah Barkdoll) No report.

NTV Chair (Jacki Allender) No report.

Records (Robbert van Andel) There were nine individual records and three relay records set in the last couple of months.

All-Star Team (Shane Bennett/Jeanine Serrano) No report.

OLD BUSINESS

Meet Fee Review With rising costs it is necessary to raise the OSI portion of the registration fee, which has been the same for 17 years, and to increase our surcharge fee. Two proposals will be brought to the HOD. 1) Increase the OSI portion of athlete registration from $5.00 to $10.00 beginning in the 2010 registration year. 2) Increase the surcharge for regular meets from $1.50 to $5.00 and for championship meets from $4.00 to $10.00.

Travel Policy Funding No report.

Record Recognition No report.

OSI’s role in 2008 Zone meet Jeanine Serrano and Cheslah Barkdoll are working with Meg Weinart and Brandon Drawz on the Swimmer Social.

Convention Attendance. M/S/P to accept the following proposal from the committee.

Article V. Section IV - Representation to the Annual USA Swimming Convention

a.   Purpose - To fund and pay travel expenses, registration fees, and lodging for eligible delegates.
b.   Eligibility - These criteria establish the basis for assistance to those serving as OSI delegates to the USA Swimming Convention.
1.   Delegate must be a member of USA Swimming and OSI.
2.   Must attend all meetings at the convention pertinent to their respective position, or as assigned by the General Chair.
3.   If an OSI Board Member, the delegate must have been actively involved in OSI and present at a minimum of 2/3rds of the meetings of the Board of Directors during the twelve-month period prior to the convention. Note: For delegates eligible for travel support whose principle residence is outside a 90 mile radius from downtown Portland, this requirement is waived contingent upon: 1) attendance at one OSI Board of Directors meeting in the twelve month period prior to the convention, 2) submission of a report, if required, for each OSI Board of Directors and Executive Committee meeting in said twelve month period, and 3) attendance at the OSI House of Delegates meeting immediately following the USA Swimming Convention.
4.   Attend scheduled pre-convention delegate meetings and take active part in OSI activities and caucuses at the convention.
c.   Reimbursement - The number of individuals who receive travel funds, and the Board of Directors, subject to budgetary considerations, are described as follows:
1.   100% Reimbursement - Any person selected by the House of Delegates of OSI to represent OSI at the convention, or appointed in accordance with the Bylaws to so represent OSI, as a delegate entitled to vote or; any person elected by the House of Delegates of USA Swimming or appointed in accordance with the Bylaws to serve in a National office or on a National committee who at the time of such election or appointment is a member of OSI. Normally, those designated to serve as delegates based on their position with OSI include; The following people shall receive full reimbursement for travel and shared accommodation from OSI: 1) General Chair, 2) Administrative Chair, 3) Senior Chair, 4) Age Group Chair, 5) Coaches Representative, 6) Technical Planning Chair, 7) Senior & Junior Athletes Representatives, 8) Treasurer, 9) Office Manager, 10) Officials Chair, and 119) any person holding an “At Large” a vote to the Convention who is a member of OSI.
2.   75% Reimbursement – The following people shall receive 75% reimbursement for travel and shared accommodation from OSI: 1) Treasurer and 2) Officials Chair.
3.   50% Reimbursement - The following people shall receive 50% reimbursement for travel and shared accommodation from ODI: 1) USA Swimming National Committee members who are a current member of OSI.
24. Registration Fee - This will be paid for any member of OSI who attends the Convention.
35. Athlete Representatives - Junior & Senior athlete representatives shall also receive full travel assistance, lodging (maximum double occupancy), and a per diem for meals and miscellaneous expenses.
46. Should any of the above delegates decline to attend the USA Swimming Convention, the General Chair may choose to appoint a substitute to attend the convention in their place, except for the Coaches Representative, who shall appoint their own replacement. If conditions prevent the Coaches Representative from appointing their replacement, the General Chair will appoint the replacement.
57. Subject to budget constraints, the General Chair may elect to schedule caucuses at the Convention during the lunch hour, and provide lunch, at OSI expense, for those OSI delegates present.
8.   Should a delegate agree to attend the convention and then withdraw once airfares have been purchased, the delegate shall be responsible for the reimbursement to OSI of the full amount of the airfare, unless waived by the OSI Board of Directors.
9.   If a delegate chooses to take alternative methods of transportation to convention other than what is arranged by the OSI office, the amount of travel reimbursement shall not exceed the amount of the average air carrier ticket purchased for the remaining delegates.

Senior Champs/Sunday Night Finals This issue was discussed at the April Board meeting and a motion to levy a $100 fine per swimmer/per event for those who have not scratched and who do not show up on Sunday for finals at any OSI championship meet was passed at that time.

NEW BUSINESS

OSI Blogs Robbert will give space on the website to those who usually did articles for our OSI newsletter; ie. General Chair, AG Chair, Athlete Reps, Sr Chair, etc. You will be able to subscribe to the blogs and receive notification when something has been posted. A “Latest Updates” section is also being added on the home page.

Travel Reimbursement – Status Checks will go out this week.

Zone Team 2009 Several teams have indicated that they will not attend the 2009 Zone Meet in Hawaii. The expense is a very major concern for OSI. M/S/P Motion that OSI will examine the possibility of alternative options for funding a team to the 2009 WZ Meet in Hawaii.

IE is interested in putting together an Allstar meet in the Pacific Northwest to increase competition.

Announcements/Adjournment

OSI is looking for a new Treasurer as Jacki isn’t eligible to run again.

The next Executive Committee Conference call will be July 2, 2008 at 7:30 p.m.

The next Board Meeting is September 3, 2008, 7 p.m. at the Multnomah Athletic Club.

The meeting was adjourned at 8:15 p.m.

Respectfully submitted,

Marilyn Loitz, Recording Secretary