Potomac Valley Swimming

Approved at the August 3, 2009 meeting.

Potomac Valley Swimming

Board of Director’s Meeting

Overlee Community Center

6030 Lee Highway, Arlington, VA

June 8, 2009

Dinner – 6:30
Attendance: Greg York, Jim Thompson, Riley Eaton, Bill Stephens, Manga Dalizu, Dave DiNardo, Bill Marlin, Tara Banks, CJ Fiala, Jim Garner, John Hirschmann, Tim Husson, Boots Hall, John Ertter and Terri Marlin
Call to order – Greg called the meeting to order at 7:00 pm
Approval of April 13, 2009 meeting minutes: Motion to approve April minutes with amendments, seconded and approved.
Review of HOD minutes: will be posted shortly.

Policies & Procedures: The PVS Board was questioned by the HOD as to why the Policies and Procedures were not completed yet. The House was advised that there is still a considerable amount of work to be done on them; however efforts are being made to get them corrected and completed in a timely manner.
HOD would like to see more detailed plans on how the Equipment Purchase Assistance program is going to work.

First the board needs to know, do we have clubs and if so how many that are seriously interested? Then figure out the financial plan. In order to qualify for this program, the clubs will have to be running enough meets to make this worthwhile. The money given by PVS to the clubs will be through forgiveness of the Splash fees for the meets the clubs host.
If your club is interested please let John Ertter know. “Diversity Teams” may be handled on a case by case basis.
Each club would be responsible for purchasing and storing all equipment. The amount subsidized by PVS will be capped at $5000 per team.
How many clubs per year? Are we going to make a list of what is “qualifying” equipment? How do we make sure they are using the equipment for these meets? These are questions that still need to be answered.
It would also be permissible for clubs to go in on this program together, as long as they can work out an arrangement.

The Athlete reps asked if we could have clubs add an athlete rep along with the HOD for each team. This will be taken into consideration; policies would have to be changed.

How can we get more athletes to the HOD meeting? We asked every team to bring athletes, but historically not very many athletes attend. The board is interested in finding ways to get more athletes involved.

Convention Planning: see Ex Director report submitted.
Travel expenses for PVS out of town business meetings: Criteria for the number of nights is already set. Some felt that the expenses went a bit over for the Eastern Zone Meeting in Ft. Lauderdale. The Board is working to keep expenses down.

Ex. Director report: comments on USA Swimming Convention in September, see report. Please try to remember to book your flights early, if you wait until late and your airline rate is higher than average then you may not get fully reimbursement.
Hotel rooms have already been blocked: 11 rooms plus a suite.
What we have done in the past 3 years: we have reimbursed expenses with the idea that Convention is a learning experience, networking experience and a reward for hard working board members. Some expenses will be disallowed; for example room service, internet…

PVS vs. Club meets on same weekend: At the AG/SR 1 meet the issue came up where three fairly large teams went to the FISH meet the same weekend instead of the PVS meet. Some stated they thought that allowing Clubs to host meets on the same weekend as a PVS meets sets a bad precedent. The current policy states a sanction will not be issued to a Club for a meet being held the same weekend as a scheduled PVS hosted meet. However requests for exceptions are taken on a case by case basis and voted on by the Board of Directors. There are many thoughts, concerns and feeling regarding this issue. For now the policy of not allowing Club meets on the same weekend will remain in effect. The primary goal is always to give the swimmers the best competition opportunities as possible.
Actions from 2009 Spring Competition Committee Meeting

Approval of Sept 1-Dec 31, 2009 Calendar:

Oct 4; MSSC – All Free Meet; Fairland
Oct 9-11; SNOW – SNOW Pumpkin Invite; Claude Moore
Oct 10-11; YORK – Halloween Mini Meet; Oak Marr
Oct 11; PEAK – All Free Meet; PGS&LC
Oct 16-18; RMSC – Kick Off Classic; MLK
Oct 24-25: MSSC – Senior Meet
Oct 24-25; PEAK – Senior Circuit
Oct 31- Nov. 1- AAC Fall Gator Mini, Wakefield (or Washington Lee if construction is completed)
Nov 7-8; RMSC – National Age Group Classic; GISC
Nov 14-15; RMSC – November Invite; MLK
Nov 15; YORK – Friendship Mini Meet; Providence
Nov. 22- CUBU- Pilgrim Pentathlon, Claude Moore
Dec. 3-6- CUBU -Tom Dolan Meet, GMU (change from previous date that had been approved by the PVS Board)
Dec 5-6- YORK – Reindeer Mini Meet, Providence
Dec. 11-13- MSSC: Christmas Champs, Fairland
Dec. 11-13- MACH- Turkey Claus, Takoma (change from previous date that had been approved by the PVS Board)

Motion to accept the meets as recommended by CCM, seconded and approved.
Approval of Jan 1-March 31, 2009 Calendar:

Jan 9-10; MAKO – Winter Invite; GMU
Jan 10; RMSC – Frosty Pentathlon Mini Meet; GISC
Jan 23-24; PM – Snowdude Mini Meet
Feb 6-7: Feb. 13-14- CUBU Qualifier
Feb 13-15; OCCS – President’s Day
Feb 13-14; PM – PM 14 & U Qualifier, Cub Run
Feb 15; PM – President’s Day Bash (Invite), Cub Run
Feb 20-21; RMSC – Gender Blender Mini
Feb 21; YORK – Friendship Mini Meet; Providence
Feb 28; RMSC – RMSC Qualifier
March 13-14; RMSC – Mini Champs, Olney
March 27-28; MAKO – Spring Invite, GMU
March 26-28; MSSC- Spring Champs, Fairland
April 16-18; YORK – Cherry Blossom (March Madness), Oak Marr
April 24- FAST; Munchkin Mania

Motion to accept the meets as recommended by CCM, seconded and approved.

Jan Distance has been locked into the Jan 2-3, 2010. The Jan 9-10 date sought by Competition and previously approved by the Board could not be arranged due to pool availability.

PVS Schedule for Summer 2010 LC Meets:

AG/SR 1 June 13
Distance: June 19-20
AG/SR 2: June 27
Jr/Sr Champs; July 15-18
AG Champs: July 22-25
The following meets for the 2010 LC season had already been scheduled on the following dates
Sectionals: July 29-Aug 1
Senior Nationals
Junior Nationals
AG Zones
New Eastern Zone 15 & Over meet
Motion to accept the PVS LC meets to the above dates, seconded and approved.

Zone Coaches: 8 positions available. Only 4 coaches applied to be assistant coaches at the time of the May Competition meeting. It is recommended that we accept the 4 assistant coahces by admission, with giving the Board the authority to add coaches as necessary. (Denise Adams, ASA; Emily Felker, HACC; John Aldonas, PM; Scott Bryant, PM) Tony Murray from FAST was nominated at the Board meeting. Motion to accept these five coaches as Zone Assistant coaches, seconded, approved. [Josh Travis, MACH was added as the sixth Zone assistant coach after the June BoD meeting]
Travel Assistance:

CCM recommended to the Board of Directors moving the Qualifying time period for the December National meets for travel assistance from Sept 1 to April 1.

Motion: to change the qualifying National championship meets to be held in December 2009 to April 1 through the entry deadline, seconded and approved.
Motion: require 4 swims in a PVS sanctioned meet with no requirement to swim the individual event in a PVS sanctioned meet which is swum at the national meet for which travel assistance is being requested, seconded, all in favor-5, against - 2, abstain - 1. The Motion is approved.
For the Maccaibiah Games; The Board previously approved at the March Board meeting paying a Senior National share for PVS athlete participating as an Open Member, a Junior Share for the PVS athlete participating as a Junior member. The request for financial assistance must be made through the club. The money will be granted to the swimmers through the club instead of given directly to the athlete, so not to risk their amateur athlete status.

World Championship Trials (July 2009): In order to qualify for PVS travel assistance for the World Championship Trials, the swimmer has from September 1, 2008 through the entry deadline to swim in 6 events in a PVS sanctioned meet. No swimmer can receive PVS travel assistance for more than on travel meet per season.
US Open (August 2009): In order to qualify for PVS travel assistance for the World Championship Trials, the swimmer has from April 1, 2009 through the entry deadline to swim in 4 events in a PVS sanctioned meet. No swimmer can receive PVS travel assistance for more than on travel meet per season.
LC Junior Nationals (August 2009): In order to qualify for PVS travel assistance for the World Championship Trials, the swimmer has from April 1, 2009 through the entry deadline to swim in 4 events in a PVS sanctioned meet. No swimmer can receive PVS travel assistance for more than on travel meet per season.

Motion to accept as stated above, seconded and approved. (Same numbers as previously approved: $450 per swimmer max/$6750 total amount rewarded for World Championship Trial and $250 max per swimmer /$7500 total amount rewards for the US Open and LC Junior Nationals)

It was recommended that 4 courses be used for the 2010 PVS January Open Meet: 2 courses at Fairland, 1 MLK, and 1 course at PGS & LC. The motion to add a fourth venue for January Open, seconded and approved.
Open Water Event to 2010 Senior LC Champs on the Monday following the Senior Champs. Was brought up at the CCM, who asked to take this to the Board. No discussion at this time will revisit at a later date.

Grant Requests:

Nadar Por Vida: see request, $5000;
PEAK: see request, submitted a detailed list totally about $1200 for supplies for a Grant for a meet box. It was suggested we approve a Grant to help them purchase a meet box and all necessary supplies. PVS will work with them to obtain all necessary meet box equipment
We have $5000 this year budgeted to support Diversity and have spent $1700. Ertter recommends we provide a Grant to both teams not to exceed our budget, however the Board will request that Nadar Por Vida will begin to run some sort of a meet, in whatever manner, for it’s swimmers with in PVS, there by putting Nadar Por Vida on the name of a meet.

Motion: PVS will grant $3000 for Nadar Por Vida and up to $1000 to PEAK for a meet box, seconded and approved.

Old Business; no old business
New Business: Do we need a fourth Hy-Tek License? Jim Garner will contact Hy-Tek and take care of any necessary acquisitions and inform Operations.

Colorado 6 can now support USB printers, but will require an upgrade; the price of the upgrade will depend on the serial number. This will be taken care of through Operations.
The set of equipment that was used at MD States was not in very good shape. Most parts need to be replaced. It was pointed out that PVS has nearly $17000 in budget this year and $20000 in the budget for next year to update equipment:
It was asked whether at this summer’s AG Champs at Fairland, if it would be possible to get the score board there. That is a great idea and the BOD fully supports it.
PVS went over the budget for the SC Eastern Zone meet by roughly $7000, we need to remind the Zone staff that there is a budget. The Zone coordinators have been advised and will work towards keeping the amount spent, in line with the budget. [Upon further investigation by the Zone Coordinators and the Zone team outfitter, Aardvark, it was discovered that PVS was incorrectly charged for some of the outfitting items and in fact the Zone team did not spend as much as originally thought.]

Reports

Athlete Reps; no report submitted
Executive Director Report: see report submitted
Administrative; no report submitted
Webmaster Report: no report submitted
Finance/Accounting; see report submitted
Operations Division; no report submitted
Senior Division; no report submitted
Age Group Division; see report submitted
Coaches Representatives; no report submitted
Officials; no report submitted
Strategic Planning; no report submitted

Executive Session
Next BoD meeting – Monday August 3 at River Falls.
Adjourn