May 2009 Board Meeting Minutes

OREGON SWIMMING, INC. BOARD OF DIRECTORS
Regular Meeting
Hilton Hotel, Eugene, OR
May 6, 2009

The meeting was called to order at 7:00 p.m. by Mark Rieniets, General Chair. In attendance were: Joe Dahl, Jeff Gudman, Scott Kerr, Marilyn Loitz, Bob McMillan, Linda Postma, Coby van Andel, Robbert van Andel. Scott Price and visitors Sue Harshbarger and Kayla Kremply

Minutes The minutes from the March 4, 2009 meeting were approved as submitted.

Treasurer (Gene Mielke)

M/S/P Motion to accept the Treasurer’s Income and Expense Report for January 1, 2009—April 30, 2009 and 2009 Projected Cash Flow.

REPORTS

Age Group (Tim Hamlet) No report. It was mentioned that Camps were successful and that there was a nice article in the Hillsboro paper.

Senior Report (Skip Runkle) The High Altitude Camp went very well and came in under budget. Skip would like to see it returned to every year rather than every other.

Coaches Report (Kyle Kimball) Kyle is starting work on clinics for the October House of Delegates meeting. He would like OSI to discuss Senior State Meet; different possibilities and ways of running it. It definitely serves a need for our athletes; however, he thinks that getting a team to host it will become increasingly difficult as there is very little profit for a four day meet. At this time, there is nothing pressing for coaches

Athletes Representatives (Sloan Storie, Tori Simenec) No report

Scheduling/Championship Site Selection (Mark Maxwell) Mark’s written report follows:

I was asked to look into the costs and scheduling of the Championships meets in Oregon Swimming. Lack of detailed information has made the task more than difficult. We know little about what we are buying when we issue a check to a host team and with athlete surcharges being added in we are just writing blank checks to these teams. In this and any economic climate this needs to change. I see this as a work in progress so any suggestions are welcome and will be reviewed to see how they might fit as we go along.

I recommend the following ideas.

All bids put in are detailed and a final number is arrived at by the host team of what it will cost to hold the meet, all figures bundled into one. Athlete surcharges can be arrived at by a simple average and put together with other numbers.
Oregon Swimming comes to a number that they are willing to pay for the meet. This can be figured by past experiences and financial reports. This is probably a long-term issue but if Gene can make heads or tails of the past budgets it might be available before the next round of scheduling.
All meets including this summers meets complete a financial report with all of the monies in and out for the meet. A complete report will help to see the larger picture for everyone about the monies involved. This would include receipts for any money we reimburse them for and all money they receive from T-shirt vendors, photographers, and the like.

I have also attached a list of questions about this bidding process and how it works. It is only a beginning list as I have not been through this before. If you have any other questions and actions for the list please get back to me.

It seems there is a lot of money for running this meet with Oregon Swimming doing a lot of the work. I also wonder, as the costs escalate, if the community that is bidding as a whole for the economic impact or if the team is doing it in deference to the community and only looking at the dollars for themselves. Maybe a different division of dollars and or work would be more fitting for everyone.

What is expected from a bidding team

Pool and timing and computer system
Hospitality
Paper work at the site – finals sheets, deck seeded events
Deck management
Heat sheets for sale

What Oregon Swimming pays for

Pool rental
Equipment rental to make pool usable for championship meet
Coaches and officials heat sheets
Awards
Head referee hotel costs
Paper work at site – finals sheets, deck seeded events

What the bidding team receives

Pool rental costs
Cost of paperwork at site – finals sheets, deck seeded events
Entry money @ .75 per individual splash and 3.00 for each relay
Concession money
Vendor money as per their agreement with the vendor
Profit from heat sheets

What Oregon Swimming gets

Entry money minus the share to the bidding team
Surcharge money

Time Standards (Alex Nikitin) No report. A question was raised about time standards over the long term. Is the rule that time standards never get slower a good one? Should you use an average over 4 years? Or 10 years?

Technical Planning (Jim Bowe) No report.

Website (Robbert van Andel) Meet results are all up-to-date on the website. The website is currently in maintenance mode.

Safety Chair ( Jeanine Serrano) No report

Camp Coordinator (Scott Kerr/Mark Maxwell) A goal this year was to move all of the top camps to the same weekend. The High Altitude Camp was moved from October to April. Twenty swimmers were selected using a power point selection procedure based on their four best events. Burt Stratton, Mark Bernett and James Resare were the coaches. Twenty-five swimmers were selected for the Senior Camp off of high point awards from the Senior A Meet. Link Bergen, Alex Nikitin and Gary Gutierrez ran the Senior Camp which was the largest in many years. Thirty-eight swimmers attended the Age-Group Camp at Forest Grove headed by Tim Hamlet, Mark Maxwell and Scott Kerr. Olympian Megan Jendrick worked both camps. This year invitations were sent out to swimmers inviting them to attend, and there was great feedback on doing this. Coby was thanked for all of her work on the Senior Camp and Age Group Camps.

Two camps are being set up for August 16 with some Olympians; one in the a.m. at Willamalane in Springfield and one in the p.m. at Tualatin Hills in Beaverton. BC camps will probably be set up for September/October. Higher level camps will be kept in April.

Officials Committee (Bob McMillan) The following have been appointed for OSI championship meets: 10 & U -- Dale Lewis, Referee. 11 & O -- Kevin Nagle, Referee; USA-S Evaluator - Paul Memont - N3 CJ/Starter/Referee. Jackie Allender will be Referee for the 2009 Summer Sectional with USA-S Evaluator - Bruce Stratton - N3 CJ/Starter/Referee/Admin.

No reports have been received from HS State, 11-14, or Senior Champs, despite repeated requests.

Officials have been advised via email of the intent to post their email addresses on the OSI web on May 5, 2009 with an opt-out date of May 22. Discussion with Robbert is on-going on how to make the Officials page news section send an email to opt-in members any time there is an update. The goal is to make news and/or updates more readily accessible to officials.

Revising the dress standard for referees has been raised. The current standard is blue over white. Some referees have suggested white over blue which is the same as other officials. The Board consensus is that the referees’ dress standard should be different so that they stand out.

Bill Boyce has tendered resignation as AOC for the Mid-Willamette Valley area. Mark Rieniets has asked to be replaced on the Training Committee and Kathy Coddington has tendered resignation.

In the long term, Bob would like to see OTS having meets set up by area chairs and have meet referees complete their meet report in the officials tracking system. This is of value for advancing through the levels of certification.

Disability (Gene Mielke) No report

Office Manager/Registration (Coby van Andel) The membership figures for 2009 to date are: Athletes—5393 total which includes 209 outreach; Non-athletes—763 total which includes 215 coaches and 422 officials; Clubs—65; Organizations—2. M/S/P to accept a new club at Parkrose. A draft of the LC meet invitation was sent to several to proofread. It will be posted on the website soon.

Sanctions Chair (Kathy Coddington) No report

Awards Ceremony (Cheslah Barkdoll) No report

NTV Chair (Jacki Allender) No report

Records (Robbert van Andel) No report.

All-Star Team (Shelly Rawding/Heather Thomas) A written report was submitted. In summary, planning for the Zone trip is well underway and going smoothly. The team will depart on Monday, August 3 and return on Monday, August 10. The Zone packet is on the OSI website with a recent blog to promote early application. The design for shirts/caps is complete, and they will be ordered in June. One chaperone has been chosen and the remainder will be selected in July. Meet information is posted on the Hawaiian Swimming website.

Heather is monitoring airfares for the January 2010 All Star trip to Commerce, CA.

Mark Rieniets reported that per Mark Bernett there is a move to bring back LC Age Group Regionals which could have an affect on the WZ meet.

OLD BUSINESS

Travel Reimbursement Committee (Mark Bernett, Chr.) The Committee presented their report/proposal.

M/S/P Motion to accept the committees proposal as follows and bring it to the HOD for ratification with a specified starting date.

PROPOSED TRAVEL REIMBURSEMENT

ZONE SR JR WZ MEET*

Federal Way/Oregon $300 $250 $150
California/Arizona $500 $360 $300
Mid-West/Colorado $600 $450 $350
East Coast/Hawaii $750 $600 $450

*15-Over swimmers would receive 100% reimbursement money their first two years for WZ competition, but would be eligible for only 50% reimbursement money if they choose to attend the Zone meet in subsequent years.

* * * * * * * * * * * * * * * * * * * *

Basically, the current Tier 3 and WZ Championship funding goes away and Tier III is replaced with WZ Meet funding.

Championship Site Selection (Mark Maxwell, Chr.) No report

NEW BUSINESS

Travel Lane County Sue Harshbarger and Kayla Kremply from Travel Lane County gave a presentation on their organization which offers service to all visitors coming into the area. Their website features lodging, special events calendar and vacation planning for Lane County. They would like to work with OSI in having their site readily available to swimmers, their families and officials who would be attending meets in Lane County. This could be done by having a link to them on our website. There would be no cost to OSI. Working with them would also give us an opportunity to use their economic impact data on having an event in a community.

Late Application of Travel Reimbursement for SC M/S/P Motion to approve a late application for travel reimbursement.

Members at Large for Convention Those who are attending and do not have a vote should give their names to Mark.

M/S/P Motion to adjourn at 8:30 p.m.

The next Conference call will be June 3, 2009 at 7:30 p.m.

The next Board Meeting will be July 1 at 7:00 p.m. the Multnomah Athletic Club in Portland.

Respectfully submitted,
Marilyn Loitz, Recording Secretary