October 2009 Board Meeting

OREGON SWIMMING, INC. BOARD OF DIRECTORS
Regular Meeting
Multnomah Athletic Club, Portland, OR
November 4, 2009  

The meeting was called to order at 7:01 p.m. by Mark Rieniets, General Chair.  In attendance were:  Jacki Allender, Stan Benson, Joe Dahl, Jeff Gudman, Tim Hamlet, Marilyn Loitz, Bruce Ludwig, Bob McMillan, Gene Mielke, Rich Tobergte, Coby van Andel, and Robbert van Andel.   

Minutes    The minutes from the September 2, 2009 meeting were approved as submitted.  

Treasurer (Gene Mielke)   Gene was asked to make a recommendation on the travel endowment fund re adding to it and the distribution of income realized.  At this time, all travel reimbursement requests that were submitted with receipts have been paid.  Gene is developing a new form for reimbursement requests which will be posted on the website soon. 

M/S/P Motion to accept the Treasurer’s Income and Expense Report for January 1, 2009—October 31, 2009. 

Gene presented bar graphs showing income and expenses for the past seven years for OSI champ meets.  This information will be given to the Championship Meet Funding and Scheduling Committee. 

REPORTS     

Age Group (Tim Hamlet)   The committee to review the 11 & Over Championship meet has been formed and will meet this month.  Members are Tim Hamlet (FGSC) Chair, George Sampson (CST), Jack Ridley (PAC), Ruth Stocks (THSC), Sean Taylor (MAV), Leslie Cromwell (TEAM) and Greg Bostrom (CAT).   

Senior Report (Skip Runkle)   No report. 

Coaches Report (Kyle Kimball)   No report.  The incoming Coaches Representative, Rich Tobergte was introduced. 

Athletes Representatives (Sloan Storie, Tori Simenec)   No report. 

Scheduling/Championship Site Selection (Scott Kerr/Mark Maxwell)   No report. 

Time Standards (Alex Nikitin)   No report. 

Technical Planning (Jim Bowe)   No report. 

Website (Robbert van Andel)  It has come to our attention that there is a group on facebook, which is owned by a coach and is using a scanned version of our logo and calling itself Oregon Swimming.  While we don’t want to discourage this type of activity, we do want to protect our logo and name.     

M/S/P Motion to have them remove our logo, add a disclaimer that the site isn’t an entity of Oregon Swimming and make a name change to something that does not sound like Oregon Swimming; ie., Friends of Oregon Swimming.   

Robbert will make contact with the coach in Bend, and Mark will look into having our logo trademarked or copyrighted.   

Robbert has been playing around with Twitter and having an administrative site that the office can use as well.  It was mentioned that there is a lot of merit for posting a timeline for championship meets and other items.

Safety Chair ( Jeanine Serrano)   No report. 

Camp Coordinator (Scott Kerr/Mark Maxwell)   No report. 

Officials Committee (Bob McMillan)  The new Training Committee has been organized with Mark Rieniets as Chair.  Work is being done on a “Train the Trainer” course to get more trainers out in the field.  Mid January is the target date for having the course available for classes.  Using OTS as a meet report is working well; all of the meets this year, except one, have been updated on it.  The official’s directory section on the website should be completed soon.  This will be especially valuable for clubs who are hosting meets and need officials 

Disability (Gene Mielke)   A regional Special Olympics meet was recently held at Mt. Hood, and there is one coming up at Corvallis.  There will be no state meet this year.  

Office Manager/Registration (Coby van Andel)   Membership figures for the year 2020 are: Athletes—Regular 2,086, Outreach 101 for a total of 2087; Non-athletes— 216 total which includes 60 coaches and 115 officials; Clubs—Regular 21.  The Stingray Swim Team (MJCC) is being reformed with Jason Amos as coach.    

The 2010 Swim Guide is almost done.  There are only a few items of information needed before it goes to the printer.   

OSI will be making a change to Comcast for telephone and internet service.  This will reduce our basic bill from $158 per month to $98, give us much faster internet speed, two phone lines with free long distance in the US and Canada on one line, voicemail and call waiting. 

Sanctions Chair (Kathy Coddington)   No report. 

Awards Ceremony (Cheslah Barkdoll)   The 2009 Awards Ceremony will be held at the Canby High School on November 22, 2009.  The planning is well underway, all awards have been ordered and the invitations have been sent.  

NTV Chair (Jacki Allender   No report. 

Records (Robbert van Andel)   Robbert has a stack of record certificates for Mark to sign.     

All-Star Team (Shelly Rawding/Heather Thomas   For the January 2010 All Star trip to Cerritos, CA. the team will fly Jet Blue into Long Beach on Saturday, January 9 and return on Sunday, January 10.  The team will be selected after December 10 which means there will be a change fee.  Even so, the tickets will still be much less than any other airline.  The cost per swimmer will be approximately $350 for flight, hotel, transportation, food, and t-shirt.  Swimmers will be charged $200 each with OSI picking up approximately $150 per swimmer this year.  The application is done and it will be posted online soon.  A budget was submitted for this meet.  

For the Zone trip, the team will fly on United Airlines.  We will have until three days before we leave to give them the names on the tickets, so we can choose the Zone team at 11 & Over Championships with no change fees.   We will leave on Sunday, August 9 and return Sunday, August 15.  Airfares are less on Sunday and even with the additional cost of food and hotel it is a ‘wash’.  Leaving a day earlier will allow a pre-meet workout at the pool on Monday before the meet begins, will allow our coaches and athletes time to get to know each other before the meet begins and will allow our distance athletes to come into the meet more relaxed. Shelly Rawding is the head coach with assistant coaches Mark Bennett (HEAT), Paige Lee (THSC), David Crippen (TDPS) and Nina Munch (NIKE).  Chaperones will be chosen closer to the meet date.   

Our staff last year was excellent, and we are fortunate that Heather is willing to take on the logistics planning again.   Also, many thanks to coaches Jeff Scheidler (BEND), Tim Hamlet (FGSC), Jill Black (CWS) and Gina Dhom (EA) for making the All Star and Zone meets a great experience for the athletes.  Thanks go to Tyler Shortt who is taking the pictures from the Zone meet and creating a slide show for the Top 5 banquet later this month.  

OLD BUSINESS

 

Board of Review Updates   There will be a hearing next week on one case and another one is pending.   

HoD Site/Bidding Guidelines Committee  The committee will have a report for the January meeting. 

Newsletter Reinstatement Committee  The committee recommendation is that we do not reinstate a mailed-out newsletter.

Championship Meet Funding and Scheduling   Mark Maxwell will continue working on this.  The graphs which Gene compiled will be turned over to him. 

Championship Meet Evaluation Form   Mark is working on revising the process and will be getting input from Gene and Stan. 

NEW BUSINESS 

Review and Funding of All-Star Meets/Review of Funding of Altitude Camp at Olympic Training Center Committee   A committee to review the All Star Meets attended and the funding of them and the Altitude Camp at the Olympic Training Center was appointed at the request of OSCA.  Members are Mark Bernett, Chair; Shelley Rawding, Ben Swinehart, Gina Dhom and Jeanine Serrano.   

Bank Signatures     M/S/P    Motion to remove Mark Rieniets from the West Coast Bank signature card and add Bruce Ludwig. 

Meet Fee Refunds   Some meet invitations are including the statement that there will be no refunds for cancelled events.  Discussion was held on OSI’s position of including this statement in a meet invitation and on making refunds to teams when events at a meet are cancelled.  At the present time we have no OSI policy on this and there was no consensus on a position.  We will continue to monitor this issue to see if it is a continuing problem.  Referees will be reminded that the four-hour rule does not mean that a meet session must be cut off at four hours, but must be planned to run four hours and can be allowed to go somewhat over four hours.  

Speedo Conference Call  A couple of weeks ago, Mark and Coby sat in on a conference call with Speedo.  Their impression from the call was that money was tight, but there would not be too many changes to the contract.  Since then an e-mail has been received that implies that money is now very tight and questioning what Speedo gets out of a contract in Oregon.  Mark’s suspicion is that the Speedo contract, if there is one, will be significantly reduced in terms of money.   

OSI Letterhead   Coby was asked to change the geographic description at the bottom of our letterhead to reflect current changes.  This can be done now on computer generated items and later when letterhead stationery is reordered. 

11-14 Championship    M/S/P    Motion that the 400 IM will be a deck seeded timed final event with the fastest heat swum in finals. 

Outreach Fees   M/S/P    Motion that in order to qualify for outreach membership registration fees in Oregon Swimming, a swimmer must be from a family who qualifies for food stamps; ie., have a food stamp number.   

M/S/P   Motion to adjourn at 8:40 p.m. 

Teleconference December 2, 2009 at 7:30 p.m.

The next Board Meeting will be January 6, 2010 at 7:00 p.m. at the Multnomah Athletic Club in Portland. 

Respectfully submitted,  
Marilyn Loitz, Recording Secretary