Arizona Swimming Inc. HOUSE OF DELEGATES November 17, 2004

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1 Arizona Swimming Inc. HOUSE OF DELEGATES November 17, 2004 APPROVED JANUARY 12,, 2005 CALL TO ORDER: 7:45 pm, November 17, 2004 by Joy Russell, General Chair. ATTACHEMENTS TO MINUTES: 1) the Annual Report to Membership; 2) Agenda with Treasurer s Report, Membership Committee Report, Equipment Committee Report, Technical Committee Report, Sanctions Report and Forms, and Resumes for Elections; and 3) Legislative Agenda and backup documentation. These items may be referenced in these minutes. ATTENDANCE: BOD & OFFICERS: Joy Russell (AZSI- General Chair), Roric Fink (AZSI-Senior Vice-Chair), Kevin Zacher (AZSI-Age Group Vice-Chair), Denny Pursley (AZSI- Sr. Coach Rep), Cydney Siggins (AZSI Sr. Athlete Rep), Chad Riester (AZSI- Jr. Coach Rep), Greg Dozer (AZSI Secretary), Jean Oxley (AZSI Treasurer). No members attending via electronic connection. At-Large Members: Darleen Panter (AZSI-Membership Committee Chair), John Degnan (AZSI- Operations Committee Chair), Ken Maczuga (AZSI-Technical Planning Committee Chair), Steve Schaffer (AZSI-Athlete Registration Committee Chair), Bob Beardsley (AZSI Sanctions Committee Chair). Bill Haney (AZSI Parliamentarian) Delegates: Diane Lee (AZSL), Laura Logan (AZSL), Michael Brooks (BEST), Sharon Campbell (DTAB), Franz Resseguie (EDAC), Shelley King (FORD), Scott Gaskins (FORD), Allan Andersen (HEAT), Kristi White (RIO), Jerry Olzewski (SAC), Pete Beratis (SAC), RJ Lundstrom (STAR), Lucy White (TJCC), Jimmy Riccitello (TJCC), Ellicia Romo, (TYG), Lisa Walls (VC), Tim Manley (WSF). QUORUM MET: Total of 30 HOD voting members in attendance. MATERIALS: Joy Russell provided each Group Member Representative, At-Large Member and Athlete Representatives in attendance with a November HOD Meeting package which included: 1) the Annual Report to Membership; 2) Agenda with Treasurer s Report, Membership Committee Report, Equipment Committee Report, Technical Committee Report, Sanctions Report and Forms, and Resumes for Elections; and 3) Legislative Agenda and backup documentation. ANNOUNCEMENTS: Joy Russell thanked everyone for being at the meeting. Announcement #1: There were two votes coming up at this meeting including the Age Group Chair and Coaches Representatives that will be introduced later in the meeting. Please sign in at the registration desk and get your voting ballots. Announcement #2: The AzSI would like to present the volunteer of the year awards. Bill Haney has been asked to present the awards to two well deserving people. Bill Haney Presents the following awards Kristi White Female Volunteer of the Year Steve Palbykin Male Volunteer of the Year AZSI Meeting Minutes Page 1 of 8 Printed February

2 Initial Business Items: Joy Russell requested that two initial business items be conducted prior to the start of the State of the Sport discussion. Business Item #1: Pursuant to the AzSI By Laws, the General Chair may appoint At-Large Members to the HOD. As such, the General Chair requested confirmation of Bill Haney as Parliamentarian to the HOD. No objections were reported; Bill Haney was confirmed as Parliamentarian to the HOD. Business Item #2: The General Chair requested to approve Bill Haney as a Member of the HOD At-Large with associated voting rights for this meeting of the HOD. No objections were reported; Bill Haney was confirmed as an At-Large Member to the HOD with voting rights as established by the By Laws. STATE OF THE SPORT: Joy Russell provided a discussion on the State of the Sport of Swimming in Arizona, which included the following main issues: - There have been 78 days of new administration of AzSI with several new proposals presented and implemented. Key accomplishments include: - Updated Swim Guide - Updated web site and dedication to become a more web friendly AzSI. - Additional programs to obtain the coaches input. - Electronic registration program. - Discussions with National and with Zones regarding overlap of zone meets with the Arizona school year. - Investigation into new meet options for Arizona. - 7 coaches participated in the ASCA seminar. - Upcoming Challenges - Reduction in Membership - AzSI lost over 400 athletes (a 17% drop) over the last 3 years. - Number of registrants affects total dollars we can spend on programs. - Proposal of junior membership option to USA Swimming National. - Non-registration meets will continue to erode our numbers if not addressed. - General Goals - Increase parent/coach/athlete cooperative participation - Engender a participation and volunteer spirit across the LSC. - Coordinate and provide a Swimposium for the coaches, athletes and parents to attend on April 16, 2005 with Misty Hyman as the Athlete speaker. - Increase officials participation through each team by showing that the AzSI is appreciative of their hard work. - Increase the number of programs that are developed throughout the AzSI by requesting that the Coaches develop the programs with AzSI as a partial funding source. - Continue to offer luncheons and seminars to better our capabilities throughout the LSC. COMMITTEE AND COORDINATOR REPORTS: Finance: John Degnan, provided AzSI Financial Information to the BOD at the request of Jean Oxley because John was responsible for the majority of last year. Mr. Degnan indicated AZSI Meeting Minutes Page 2 of 8 Printed February

3 that the information is provided in the Annual Report. In summary Mr. Degnan reported the following. - Last year AzSI made $66,000 but we spent very little on programs. - This year we have budgeted approximately $30,000 for each of the Senior and Age Group programs - We were over budget on the Officials fund this year because of the seminars and directive to increase officials participation. The results of the brainstorming activities and seminars indicated that we do not have enough officials to maintain our meets and additional programs are necessary to attract the officials needed. - Management Discussion section in the annual report provides a summary of expenditures. - Mr. Degnan implored the HOD to spend the money allocated in the budget for programs that can help our swimmers and the swimming community. Membership: Darleen Panter reported that 27 clubs have renewed for 2005 and that the earlier deadline for filing was of great assistance. Ms. Panter was very impressed with the turnout this year. Motion: Acceptance of the Membership report and clubs registered. M/S/C Unanimous. Registration: Steve Schaffer reported that as of November 17, 2005, 1509 swimmers were registered for Last year only 997 registrations had been received by the end of November. Mr. Schaffer indicated that it was his belief that the Olympics and better registration outreach were the cause for the increase and that 100 or more registrations are pending for various reasons (birth certificates, checks). Mr. Schaffer indicated that electronic registration is helping this year with processing the registrations but requested that the HOD take in consideration the following. - Requested that all clubs move toward electronic registration. - Indicated that each paper registration requires 3 minutes to produce. - Name conventions have been difficult and coaches should make sure that the names for the swimmers are consistent with the birth certificates provided. - A common error was to input an incorrect birth date and not check the birth certificate. - Do not use nicknames - Deck registrations are particularly difficult to track and the fees will be going up. A birth certificate must be presented at the time of registration or they cannot be registered for the meet. - Registrations need to be sent to Steve s post office box for AzSI because he is moving. - A lot of teams are providing good registration electronic filings. - He recommended that all teams that have team manager file electronically. Equipment Committee: Steve Palbykin indicated that AzSI has equipment for rental but one major ongoing problem is repackaging of the systems and no notification of damages or nonworking equipment. Mr. Palbykin has labeled the majority of the equipment and the boxes. Mr. Palbykin indicated that he would be pushing forth to make the clubs that rent the equipment atonable for damage and repair to the equipment. Senior Coaches: Mr. Denny Pursley reported that the recent AzSI coaches meeting included 30 coaches and was a very good start. Their discussions were targeted at discussing the senior circuit, time finals and no time standard format issues. The coaches realized that the meeting had some overlap with the Technical Planning Committee activities and made headway to coordinate the two groups efforts. AZSI Meeting Minutes Page 3 of 8 Printed February

4 Technical Planning Committee: Mr. Maczuga indicated that there was a December 12, 2004 meeting planned with a final report to the BOD before March of Mr. Maczuga indicated that they had received comments from the Coaches meeting discussed by Denny Pursley earlier in this meeting and that the comments were general and broad but looked forward to discussing and further defining the comments provided. Mr. Maczuga indicated that some of the comments could be delegated to the Senior and Junior program chairs. Mr. Maczuga suggested that Denny Pursley, Roric Fink, Ken Maczuga and Kevin Zacher meet to narrow down the comments. Any changes would probably not take affect until next summer with a working plan set up by the March meeting of the BOD. Age Group: Mr. Zacher reported that the Age Group committee is trying to set up an All Star meet to take the place of the Zone meet for Arizona Swimmers. Mr. Zacher indicated that other LSCs are very interested in our participation and that he is looking for input from our teams. Mr. Zacher also indicated that he would like to press forward to obtain better participation and coordination from all clubs in camps. Senior Group: Mr. Roric Fink indicated that the senior group was looking for new ideas to do a better job for the Senior athletes. Sanctions Committee: Mr. Bob Beardsley indicated that he has received 23 requests and 22 have been approved to-date. Mr. Beardsley s goal is to turn the sanctions requests around in 24 business hours. Mr. Beardsley indicated that he has not been concerned about how the meets are going to run unless the team requests his input. He is primarily concerned about format of the meet and making sure that it meets the requirements of USA Swimming and the LSC. Additionally, please note the following changes. - One check to needs to be sent to Jean Oxley - Sanctions chair does not need all the reports regarding the meets. - Change in forms. New forms are mostly information, require and will be posted to the web site. The above Sanction changes require Board approval. Motion: Approval for changes to forms and to require one check for the sanction fee to go directly to the Treasurer with other financial reports. M/S/C Unanimous. Correct forms will be posted to the web site. Officials: Mr. Maczuga, on behalf of J.R. Pooler, Officials Mentor, indicated that all issues associated with High School State meets results for individual swimmers, relays or other issues should be sent to J.R. Pooler. OLD BUSINESS: Introduction of Packet of Information. Age Group Chair: Mr. Ed Hadley resigned as Age Group Chair in June 2004 and Mr. Zacher has stood as Age Group Chair as voted by the BOD until the Vote today. Call for Nominations: Vote: One nomination for Mr. Kevin Zacher, seconded No other nominations from the floor. Verbal Vote: Unanimous, No dissenting votes. AZSI Meeting Minutes Page 4 of 8 Printed February

5 Mr. Kevin Zacher Affirmed for the AzSI position of Age Group Chair with all the responsibilities and rights thereof as of November 17, Term of Position: November 17, 2004 to May of Coaches Representative: Pursuant to the AzSI By Laws a vote shall be taken from all registered AzSI Coaches for the one of the two Coaches Representatives this vote had been delayed by action of the board of directors until the November HOD meeting. The term of the position will for a period of two years starting immediately. Motion: To continue voting for the Senior Coaches Representative to be held on Saturday, December 4, 2004 only during the prelims session of the Holiday Fest Meet.. M/S/C Unanimous. Call for Nominations: Vote: One nomination for Mr. Tim Manley, seconded No other nominations from the floor. Written Votes collected. Tabulation Pending additional ballots received on December 4, Athlete Representative: Pursuant to the AzSI By Laws a vote shall be taken from all registered AzSI registered Swimmers 13 and over for the one of the two Athlete Representative positions each year at a meet designated by the HOD. The term of the position will for a period of two years starting immediately. Motion: To allow voting for the Athlete Representative to be held on Saturday, December 4, 2004 only during the Saturday prelims session of the Holiday Fest Meet.. M/S/C Unanimous. Call for Nominations: Two nominations, including Caroline Walls from Ventana Canyon and Kyle Newman from Scottsdale Aquatic Club, seconded No other nominations from the floor. However, write-in ballots will be accepted. Vote: Tabulation Pending ballots received on December 4, RESOLUTION OF ORDERS: The General Chair presents the legislative packet to the HOD and describes the organization that is separated into three groups, including Blocks A, B and C. The General Chair requested for voting as blocks as listed in the legislative package. Request for removal of BOD items from block voting from members as indicated. Separate Block A, BOD#s B and B for individual discussion. Separate Block B, BOD#s B and B for individual discussion. Motion: Approve Block B, BOD#s B , and B as listed in the Legislative Package. M/S/C Unanimous Motion: Approve Block C, BOD#s B , and B as listed in the Legislative Package. M/S/C Unanimous AZSI Meeting Minutes Page 5 of 8 Printed February

6 Block A, BOD# B : Motion to change By-laws to appoint a minimum of seven (7) at large members for the HOD which shall remove the Adaptive Chair and replace that position with the Sanctions Chair. Motion: To approve BOD#B as written and approved by the BOD. M/S Discussion: Mr. Haney presented discussion regarding concerns about the starting date for position and a potential for a conflict of interest. Discussion indicated that a starting date for the position of November 1, 2006 was in the BOD approved motion and therefore would not present a conflict of interest. Vote: To approve BOD#B as written and approved by the BOD. Carried - Unanimous Block A, BOD#B : Motion to remove the Finance Vice-Chair as Officer and BOD member and provide the revised By-Laws to the HOD. Motion: To approve BOD#B : Motion to remove the Finance Vice-Chair as Officer and BOD member and provide the revised By-laws to the HOD. M/S Discussion: Mr. Degnan indicated that the position was no longer needed, was duplicative, and provided too much influence to the BOD from the accounting aspects of the LSC. Mr. Haney indicated that there was a vote at the last HOD meeting that included a nomination from the floor for the position. Vote: To approve BOD#B : Motion to remove the Finance Vice-Chair as Officer and BOD member and provide the revised By-laws to the HOD. Carried - Unanimous Block B, BOD#B : Proposed adoption of an escalating penalty fee structure for a failure to file meet results, submit meet reports and/or pay the surcharges and any and all other fees associated with hosting a meet until reports filed and surcharges, fees paid. Motion: To approve BOD#B : Motion to adopt escalating penalty fee structure as written in approved BOD#B M/S Discussion: Mr. Riester indicated that the violation fee of $ is excessive. The General Chair indicated that the USA Swimming rules, page 104, rule indicated a fine of $ per event. The AzSI is proposing $ per swimmer. Additional discussion from the floor indicated that the swimmer still has the option to register on-deck and the host team still has to check registration. The General Chair indicated that the proposed motion provides incentive to each club to make sure that all the swimmers are registered and places the responsibility on the clubs to either make sure that each swimmer is registered or provide the swimmer with notification that they cannot swim. The point of the regulation it to protect our insurance requirements and to assure that all swimmers are registered at all sanctioned meets. Mr. Maczuga requested additional clarification that his liability as a coach or a team representative is null when he signs the form that he has notified his swimmer that they must register prior to swimming. The General Chair indicated that the liability to the coach for the fines ends when he signs the form and notifies the swimmer and clerk of course that they are not registered and may not participate until registration is completed. Vote: To approve BOD#B : Motion to adopt escalating penalty fee structure as written in approved BOD#B Carried - 1 Dissenting Vote AZSI Meeting Minutes Page 6 of 8 Printed February

7 Block B, BOD#B : Certain fees and administrative charges be increased or eliminated in accordance with attached schedule. Amendment Motion#1: To allow the BOD to discuss the options regarding the deck fees and set parameters to waive additional deck registration fees for certain meets upon request and approval of the BOD. Discussion: Mr. Riester indicated that he did not believe that the $15.00 deck registration fee was justified. Steve Schaffer provided discussion regarding the difficulties of deck registration versus the positive aspects of allowing swimmers to compete and outreach possibilities. Mr. Riester indicated that day after State high school meets furnish the opportunity for swimmers to get involved with the AzSI and recruit swimmers. Vote- Amendment Motion #1: Carried - Unanimous Amendment Motion#2: To make a friendly amendment to exclude outreach athletes from additional deck registration fee. M/S Discussion: Steve Schaffer indicated that the outreach program athletes still have a responsibility to register prior to any meet and that the teams should pay the fee due to the amount of work required to handle deck registrations. Mr. Fink indicated that the intent of the additional registration fee was to make sure that most people register ahead of time. Vote Amendment Motion #2: Failed - Ballot Vote - 5 votes For, 25 Votes against. Amendment Motion#3: To make a friendly amendment to remove the Officials fees from the original Motion. M/S Discussion: The fees of $25.00 for officials registration be set to 0 as well as other officials fees and the LSC will provide a Polo Shirt for all new officials. The general discussion was centered on making sure that we do not discourage our officials from volunteering and clarification of past practices that would be removed. Vote Amendment Motion #3: To make a friendly amendment to remove the Officials fees from the original motion. Carried - Unanimous Motion: To approve BOD#B establishing certain fees and administrative charges be increased or eliminated in accordance with attached schedule with a friendly amendment to allow the BOD to discuss the options regarding the deck fees and set parameters to waive additional deck registration fees for certain meets upon request and approval of the BOD and to change the Officials fees from the list of charges to $0.00. Discussion: The motion would include allowing the BOD to make the applicable policy and make a decision on deck fees as a directive from the HOD. Additional clarification was requested about the intent of the BOD regarding waiving of Deck Fees and appeal process and timing of appeal. The request for waiving of the fees would have to be requested as part of the sanction. Further discussion indicated that request of waiving fees and the timing thereof may pose a problem with the meets and timing of board meetings. Vote: To approve BOD#B establishing certain fees and administrative charges be increased or eliminated in accordance with attached schedule with a friendly amendment to allow the BOD to discuss the options regarding the deck fees and set parameters to waive additional deck registration AZSI Meeting Minutes Page 7 of 8 Printed February

8 fees for certain meets upon request and approval of the BOD and to change the Officials fees from the list of charges to $0.00. Failed 7 For, 23 Against NEW BUSINESS: New Fee Structure: Motion: To accept BOD#B with a friendly amendment to remove the Officials fees from the original Motion. M/S Discussion: The fees of $25.00 for officials registration be set to 0 as well as other officials fees and the LSC will provide a Polo Shirt for all new officials. The general discussion was centered on making sure that we do not discourage our officials from volunteering and clarification of past practices that would be removed. Vote: To accept BOD#B with a friendly amendment to remove the Officials fees from the original motion. Carried 28 For, 2 Against Bank Option Regarding Credit Cards: The BOD is researching accepting credit cards and will report a little later. Meet Schedule: Mr. Maczuga presents the 2005 swim meet schedule and request acceptance. Mr. Maczuga indicated that there were two notes, one that there are only three no-time-standard meets and they would appreciate a few more, and two, there are no bids yet for the Age Gorup Long Course State Championship. Motion: To accept the 2005 Swim Meet Schedule as presented. M/S Discussion: No Discussion Vote: To accept the 2005 Swim Meet Schedule as presented. Carried - Unanimous New Web Posting Policy: The BOD is developing a policy for posting of information to the Web Site to be consistent with National and local regulations. Swimposium: The Swimposium will be held on April 16, 2005 and we will need at least 3 volunteers from each club. The General Chair will be in touch with the teams to contribute volunteers. Teams and Programs: The General Chair requests that the Age Group, Senior, Technical and Coaches Representative get together to develop new programs for the next year. Motion to Adjourn: M/S/C 9:45 pm. Submitted by Gregory J. Dozer, AZSI Secretary. Please contact Greg at secretary@azswimming.org AZSI Meeting Minutes Page 8 of 8 Printed February