January 2009 Board Meeting Minutes

OREGON SWIMMING, INC. BOARD OF DIRECTORS
Regular Meeting
Multnomah Athletic Club, Portland, OR
January 7, 2009 

The meeting was called to order at 7 p.m. by Mark Rieniets, General Chair.  In attendance were:  Jacki Allender, Stan Benson, Joe Dahl, Jeff Gudman, Tim Hamlet, Terry Johnson, Judy L’Roy, Marilyn Loitz, Bruce Ludwig, Bob McMillan, Coby van Andel, Robbert van Andel 

Minutes    The minutes from the November 5, 2008 meeting were approved as submitted.  

Treasurer (Gene Mielke/Jacki Allender) 

All travel expenses for 2008 have been paid, we are current with USA-S and we have money in the back.  Financially, things are looking better.  A new version of Quicken has been purchased, and Jacki and Gene will be working on transferring the records to Gene. 

M/S/P Motion to accept the Treasurer’s written Income and Expense Report for January 1, 2008—December 31, 2008, January 1-January 7, 2009, and the January 7, 2009 Net Worth statement as presented.  

REPORTS 

Age Group (Tim Hamlet)   No report 

Senior Report (Skip Runkle)   No report 

Coaches Report (Kyle Kimball)   Mark Burnett is the chair of the OSCA Championship Meet Progression and Funding Committee.  They are presently looking at a proposal to decrease funding for Tier I and Tier II and to make Tier III a fixed funding for Zones.     

Athletes Representatives (Sloan Storie, Tori Simenec)   No report 

Scheduling/Championship Site Selection (Mark Maxwell)   No report 

Time Standards (Alex Nikitin)   No report 

Technical Planning (Jim Bowe)   No report 

Website (Robbert van Andel)   No report

Safety Chair ( Jeanine Serrano)   No report 

Camp Coordinator (Scott Kerr/Mark Maxwell)   No report

Officials Committee (Bob McMillan)   Meet referees have been assigned for the 10 & U, the 11-14 and the Senior Championships and the High School State Championships and district meets are being worked on.  The administrative referee has been assigned for the 11-14 Championship.  Referees have been asked to recruit key officials at their meets.  Evaluators will be Linda Eaton, 11-14 Championship; Robert Broyles, Senior Championship.  Bob was surprised at the low number of officials who applied to work at the above meets.  Jackie requested that forms be sent out again, closer to meet dates, with deadline dates for applying.   

It was asked if we were going to follow the USA-S position of allowing officials trainees to be on deck in a supervised capacity without being members of USA Swimming.  The insurance stipulation is that the officials trainees are under supervision and do not officiate by themselves.  We have traditionally used trainees as officials.  No action was taken.   

Mark brought up idea of giving some type of recognition/acknowledgment to our referees and officials.  No action was taken. 

Disability (Gene Mielke)   No report 

Office Manager/Registration (Coby van Andel)   The membership figures for 2009 to date are: Athletes--4104 regular, 133 outreach for a total of 4237.  Non-athletes--578.  Clubs--58.   

The 2009 Swim Guides should be available tomorrow. They were delayed due to the snow.   

The meet information for the championship meets in February and March will be posted on the website within a couple of days.   

Sanctions Chair (Terry Johnson)   A USA Swimming Meet and a Masters Meet may be combined with certain criteria required; ie. both must sanction, and there must be separation (lane lines) of swimmers in events.  Eugene has made a request to have some Masters at a meet.  The pertinent information will be sent to them.

Awards Ceremony (Cheslah Barkdoll)   The awards ceremony went well, and we seem to have come full circle -- from being too long to not recognizing all of the achievements such as like Olympic trials, etc.  This area will be worked on.  It was suggested that there be a place on the RSVP invitation for parents to put in a phonetic pronunciation of their swimmer’ name.   

NTV Chair (Jacki Allender   No report 

Records (Robbert van Andel)   Quite a few records were set at Nationals and Jr. Nationals, and they are posted on the wesite. 

All-Star Team (Shelly Rawding/Heather Thomas)   Fifty two applied for the All Star Team, and the 32 who were chosen will travel to Federal Way via bus this coming weekend for what is expected to be a fast meet.  All arrangements are in place.  The All Star coaches are Jill Black, Gina Dhom, Jeff Scheidler and Tim Hamlet.  

OLD BUSINESS 

NEW BUSINESS

Pool Rental   With the swimmer surcharge of $3.40 per swimmer that is being added to the pool rental for the 11-14 Championships, the issue of how much we pay for our championship meets, especially pool rental, was raised.  Following discussion on different ways of bidding, requiring a pool rental contract to be in place for the bid, different ways of funding, etc.; Mark Maxwell was appointed to chair a committee to work on this issue.  He will pick his own committee. 

Hytek   A request was received to have a Hytek empty meet shell on our website.  Robbert explained this wasn’t feasible as most OSI meets are invitationals and teams send files directly to teams invited.  Also, OSI doesn’t want to be creating their files.  If a team wants to send Robbert their file, he would be glad to post it. 

OSAA Update   At the state meet this year, the high school coaches will be discussing and deciding if they want to go to a traditional USA swimming championship meet format.   

M/S/P Motion that Jacki Allender be removed and Eugene (Gene) Mielke, OSI Treasurer, be added as an authorized signer on our West Coast Bank checking and savings accounts. 

Mark thanked Jacki for her time and efforts as our OSI Treasurer for the past five years. 

M/S/P   Motion to adjourn at 8:07 p.m. 

Upcoming:   Conference call, February  4, 2009 at 7:30 p.m.

Board Meeting, March 4, 2009 at 7:00 p.m. at Multnomah Athletic Club 

Respectfully submitted, 
Marilyn Loitz, Recording Secretary