Administration Report
January 2001


Submitted by:
Kit Mathews
Irene Millman
Linda Edmunds



Administration:

Aquatics Guide
The Aquatics Guide is currently at the printers, and as of this date waiting the arrival of the final proof. 1,000 copies total will be available with approximately 130 going to the clubs, approximately 30 going to other PVS BoD Members, Committee Chairs, or coordinators. Only 1 additional order for a small quantity was received so well over 800 copies will be available for sale. The sale information will be published on the Web Page after the club deliveries have been made and the clubs have been given another opportunity to order.

The production and editing of this document took far more time than expected. However, the printers are taking more time because the binding must be out sourced. Expected delivery is before the end of the month.

Help Wanted
A "Help Wanted" list has been compiled and appropriate text is being prepared by the General Chair and the Administrative Office. Several attempts have been made to fill several of these positions to no avail. This listing should be posted by the BoD meeting or shortly there after.

Pool Rental
Concerns over MNCP&P Pools will be discussed at the BoD meeting.

Long Course
All but one pool has been contracted. A possible change in venue and date for one or more of the Championship meets will be presented at the BoD meeting when more details are available.

Short Course
The Short course schedule will be presented for approval at the January CCM on the 21st. Bids will be going to clubs for hosting and to pools for rental shortly there after. FCPA need final commitments by the end of March. With uncertainty of the meet format of some of the Championship meets, it is suggested that only dates but no final meet format be submitted for those meets. This is acceptable to FCPA as long as we firm the schedule not later than the end of May.

May Zone Meeting - Maine
The administrative division proposes a more formal policy on attendance at the Eastern Zone Meeting generally held in May.

Attendees should be:

  • General Chairman or his or her Representative
  • Sr. Swimming Chair or his or her Representative
  • Age Group Chair or his or her Representative
  • Operations Chair or his or her Representative
  • Sr. Coaches Representative or his or her Representative
  • Zone Representative or his or her Representative
  • Sr. Athlete Representative or his or her Representative
  • Administrative Staff

Estimated costs for May 2001 will be available at the BoD meeting.

USAS Convention
From P&P - Current policy reads as follows….

A-5. USA Swimming Convention Representation

Full:

Registration, Transportation, Room (˝ double), $100 meal expenses. Not to exceed $750.00/person.

Elected Board of Director members with USA Swimming Votes (incl. substitutions):
General Chairman, Administrative Chairman, Senior Chairman, Age-Group Chairman, Senior Coaches Representative, and Athlete Representatives. Contractual Obligation: Administrative Assistant.

Part:

Registration, Transportation, Room (˝ double). Not to exceed $500.00/person.

Other elected Board of Director members (incl. substitutions):
Operations Division Chairman, Finance Division Chairman, Strategic Planning Chairman, Junior Coaches Representative.

Staff and others: Registration Chairman, PVS Sponsored At-large delegates

Special: If additional room space should be available, other PVS Committee Chairman will be offered space available. Transportation will be at individual's expense but registration and room (˝ double) will be paid by PVS. To qualify for convention funding, current Board members are required to have attended at least five (5) of the previous year's scheduled Board meetings and the PVS Annual meeting.
Other:

Discretionary funding in the amount of $1500.00, is allocated to cover the PVS dinner and luncheon meeting, our contribution to the Eastern Zone reception, balance of double-room costs , and unanticipated or miscellaneous expenses associated with the convention. These monies are allocated to, and accounted for, by the Administrative Assistant.

This policy and budget was adopted when the convention configuration was much shorter then it is currently. Hotel and airfare costs are significantly higher now than they were 5 + years ago.

Therefore, the following is proposed:

BoD:
Elected Voting PVS BoD members. General Chairman, Admin Chairman, Sr. Chairman, AG Chairman, Coaches Reps, Athlete Reps., Operations Chairman, Finance Chairman, Strategic Planning Chairman. 		Convention Registration, Transportation, Room (˝ double), $30/day of meal per diem.

BoD members must have attended a minimum of 5 regularly scheduled BoD meetings and the PVS HoD meeting. Exception - BoD members in their first term as of Sept 1, of the year of convention. Any BoD member not meeting these requirements will be considered at a reduced rate of ˝ double room rate and convention registration. Transportation and food per diem will not be reimbursed.
At large
 PVS Representatives with At-Large or other USA Swimming Votes 		Convention Registration, Transportation, Room (˝ double), $30/day of meal per diem.

Delegate must have attended a minimum of 5 regularly scheduled BoD meetings and the PVS HoD meeting. Exception - USA Swimming Presidential Appointments. Any delegate not meeting these requirements will be considered at a reduced rate of ˝ double room rate and convention registration. Transportation and food per diem will not be reimbursed.
Special:
If additional room space should be available, other PVS Committee Chairman may be offered attendance.		 Transportation will be at individual's expense but Convention registration and room (˝ double) will be paid by PVS.
Other: Discretionary funding in the amount of $1500.00, is allocated to cover the PVS dinner and luncheon meeting, our contribution to the Eastern Zone reception, balance of double-room costs, and unanticipated or miscellaneous expenses associated with the convention. These monies are allocated to, and accounted for, by the Administrative Office.
Administrative Staff:
Contractual Obligation: 		Convention Registration, Transportation, Room, $30/day meal per diem.


Meet Director's Financial Reports

In P&P, the following phrase appears under the club-hosted meets subparagraph of the Financial arrangements for Swim Meets section (C-6) "All PVS Meet Director Reports must be submitted to the PVS Administrative Office as required. Additionally, a copy of the meet results must be provided to the PVS Administrative Office. Results will be posted on the PVS website, but must be submitted in the proper format for posting."

The paragraph should be under the general heading not only under club meets as all PVS sanctioned events are subject to this requirement.

Registration

See the registration reports attached as of 12/31/00. Club count will be provided at the BoD meeting, this report cannot be saved in a format that can be attached to this document.

Five clubs are over 30 days delinquent with registration payments as of 1/8/01. These clubs have been notified via original bills and follow-up statements. Two clubs have assured us multiple times these accounts will be brought current; they have not.

One club in the group above is still delinquent for splash fees on a club meet hosted in October. Numerous conversations and emails have taken place and the office has been assured multiple times this is being taken care of; no payment has been received.

Ten clubs have not paid their club renewal fees, of which 5 are tied up in administrative red tape from Universities or local government. We have been assured that these issues are being addressed promptly, and believe most will be cleared in a short while.

We firmly believe none of these delinquencies are malicious, but feel the BoD should be made aware of the current situation.

The current Officials list has been posted to the PVS Web Page and the current Coaches list will be posted shortly.

Year to Date Statistics - As Of: 12/31/2000


Athlete
Regular 5695
Season 1 23
Season 2 0
Total 5718



Non-Athlete
Individual 279
Family 1 20
Family 2 19
Sports Med 1
Sustaining 0
Life 6
Total 325



Clubs
Regular 32
Organization 0
Season 1 0
Season 2 0
Total 32