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April 10, 2010 BOD/HOD Minutes
New Mexico Swimming Board of Directors Meeting
April 11, 2010
Albuquerque Academy
The New Mexico Swimming Board of Directors meeting on April 11, 2010 was called to order by General Chairman, Rob Jones, at Albuquerque Academy located at 6400 Wyoming Blvd NE at 10:15 a.m.
Roll Call:
Rob Jones (General Chair), Janet Lyon Huffman (Admin. Vice Chair), Andrea Campbell (AG Vice Chair/Top 16), Beverly Leasure (Treasurer), Gary Riley (Finance Vice Chair), Debbie Kruhm (Registration) Tom Cyprus (Technical Planning co-chairmen), Bob Putnam (Official Chair), Natalie Rylie (Publicity Chair), Brenna St John, (Sr Athlete Rep), Henry Homans (Jr Athlete Rep), Doug Forbes (Coaches Rep)
Visitor: Glenn St John (LOBO)
Absent: Sean Muncie (Senior Vice Chair), Gordy Westerberg (Technical Planning co-chair), Dale Berg (Computer Chair), Cambria Masci (Safety Coordinator), Jeff Mortensen (Equipment Chair).
MOTION: The minutes for October 3, 2009 were seconded & approved without corrections. Andrea Campbell, 2nd by Tom Cyprus, PASSED.
Reports from Executive Committee:
GENERAL CHAIRMAN: (Rob Jones) see summary below or Attachment I
ADMINISTRATIVE VICE CHAIRMAN: (Janet Lyon-Huffman) see below
SENIOR VICE CHAIRMAN: (Sean Muncie) absent – submitted via email/see attached report
AGE-GROUP VICE CHAIRMAN: (Andrea Campbell) see summary below or attached report
SECRETARY: (Dulce Walker-absent/Janet Huffman-acting) – no report, minutes from 10-3-09 submitted
TREASURER: (Bev Leasure) see Attachment II
FINANCE VICE CHAIR: (Gary Riley) see attached report
Reports Officers:
REGISTRATION/SANCTIONS CHAIR: (Deborah Kruhm) see summary below or attached report
TECHNICAL PLANNING: (Tom Cyprus) see Attachment III
REVIEW SECTION CHAIR: (Dave Sacoman) – absent/no report
COMPUTER CHAIR: (Dale Berg) – absent, report submitted via email
OFFICIALS CHAIR: (Bob Putnam) – brief summary below
PUBLICITY CHAIR: (Natalie Riley) – brief summary below
RECORDS/TOP 16 TABULATOR: (Andrea Campbell) see attached report
SAFETY/ADAPTIVE SWIM COORDINATOR: (Cambria Masci) – absent/no report
SENIOR/JUNIOR ATHLETE REPRENSENTATIVE: (Brenna St. John-absent/Henry Homans) – see report
COACHES REPRESENTATIVE: (Doug Forbes) – accepting submissions for COACH OF THE YEAR.
EQUIPMENT CHAIR: (Jeff Mortensen) – see attached report
Report from Committees/Coordinators:
WESTERN ZONES (Andrea Campbell) – see Age Group Chair report
HIGH SCHOOL SWIMMING – Rob Jones
Unfinished Business:
Note: 50% votes for all proposals submitted 30 days in advance are needed for recommendations to HOD. Two-thirds (2/3) needed for all motions from the floor.
1. Motion: Western Zones split into two (2) meets: AG & Senior. To send NM Swimmers to both Western Zones meets with funding for two (2) head-coaches & two (2) separate teams. Tom/Natalie, 2nd RECOMMENDED.
2. Motion: Duncan Lee may travel separately from the 2010 NMS WZ team (from Dallas) to Western Zones 2010 however he must stay with the team & will be eligible for the same monetary reimbursements as other Zone team members. Andrea/Tom, 2nd RECOMMENDED.
3. Motion: NSCA Athlete Travel Reimbursements - Reimburse 75% of two lowest submissions ($778.50) x .75% for each athlete. Andrea/Tom, 2nd RECOMMENDED.
4. Motion: Reimburse Crystal Forbes 100% for attendance at Nationals. Andrea/Tom, 2nd RECOMMENDED.
5. Motion: Reimburse Sectional/Grand Prix athletes $250 for travel. Andrea/Brenna, 2nd RECOMMENDED.
New Business:
6. Motion: Amend Rule 11.4 to “must have participated in at least two NMS sanctioned meets within each season for twelve months immediately prior to the event.” 2nd RECOMMENDED.
7. Motion: Amend Rule 11.5 to “The maximum amount reimbursed will be approved by the NM Swimming Board of Directors based on funds available and typical travel costs (excluding food) for the meet location.
8. Motion: Accept DUKE bid to host Last Chance meet on July 17-18, 2nd, RECOMMENDED.
9. Motion: Change FCAT from July to June 24-25. Tom, 2nd, RECOMMENDED.
10. Motion: Use 2010 short course format for long course with addition of Senior events. Tom, 2nd, RECOMMENDED.
11. Motion: Move 2010 LC Championships to FCAT. Doug, 2nd, RECOMMENDED.
12. Motion: Amend Rule 9.9 CHAMPIONSHIP SCHEDULING: The NMS Championship shall be scheduled so as to not conflict with Nationals or Western Sectionals. Tom, 2nd RECOMMENDED.
13. Motion: Hold SR Championships on the weekend following the short course AG Championships. Tom, 2nd RECOMMENDED.
REPORTS
1. GENERAL CHAIR/Rob Jones (summary from Attachment I) – I would like to thank everyone for allowing me to serve them over the past two years. I have seen positive trends in our swimming community in the last few years and I encourage the leadership of LSC to continue this trend.
One of the main goals I have had as General Chair has to set up a more efficient way to run the BOD/HOD meetings. In the past, the members of this board have not come prepared and this caused meetings to run on for hours and ineffectively. Board members should to continue to prepare their reports a month ahead of time so dialogue can start before hand, making meetings more effective.
The coaches must continue to take leadership roles in this LSC. The coaches have the training to know what is best for the swimmers and thus what is best for the development of swimming programs in the LSC. The changes to the Short Course Championships were good although it may take another year to iron out wrinkles.
There has been good communication with NMAA over the past year and I believe this will continue into the next years swim season. We will be able to get all the major high school events observed next year: district finals and the all city events to be included with the State Championship.
2. ADMIN VICE CHAIR/Janet Huffman – Minutes from BOD/HOD should be posted within 30 days of meeting. This also applies to Technical Planning meetings, etc.
3. SENIOR VICE CHAIR/Sean Muncie - NM Sr. Meet ran well. Good to see the top swimmers in NM race each other under higher standards.
4. AGE GROUP VICE CHAIR/Andrea Campbell – (Summary) Western Zones is changing their format to an Age Group Western Zone meet and a Senior Western Zone meet. This year seniors up to age 18 may attend the Age Group meet, but they are pushing that next year 15 and older will only be able to attend the Senior meet. This was discussed with coaches at AG Championships. Those in attendance were in favor of sending two zone teams with 2 separate head coaches.
Scholastic All-American 2009-2010: Applications are currently on the USA Swimming website. If a swimmer has attended sectionals or a higher level meet and has at least a 3.5 GPA they qualify. We had 4 swimmers from NM make the team last year. Please submit those applications!
5. SECRETARY/Janet Huffman (acting) – Minutes will be posted immediately for 10-3-09 & minutes from this meeting will be posted within 5 business days.
6. TREASURER/Bev Leasure – See Attachment II – submitted motions for Athlete Travel Reimbursements.
7. REGISTRATION/SANCTIONS CHAIR/Deborah Kruhm (summary from attached report) - As of this date I have registered 1673 athletes, 210, non-athletes and 27 clubs. Reminder to clubs: Swimmers MUST be registered within 30 days of joining the team, otherwise your club insurance does not cover the swimmer if there is an accident. As of this date I have sanctioned 13 Invitations, 1 Approved meet, 4 League Meets, 2 Dual Meets, 4 Championship Meets, 2 Time Trials.
8. TECHNICAL PLANNING/Tom Cyprus - see Attachment III
9. COMPUTER CHAIR/Dale Berg – (summary from attached report) - A meet summary is included below. Comparison of the meet numbers with previous years is not very meaningful, because we hosted a Senior Championship meet this year and removed the Senior age group from the Short Course Championship meet. Briefly, we had 310 athletes entered with 2177 splashes.
10. OFFICIAL CHAIR/Bob Putnam – a few more referees have finished training. Need more officials in LSC.
11. PUBLICITY CHAIR/Natalie Riley – Four Corners Champ will be held in AZ next spring. Natalie working with Diversity Campaign. More info posted as available.
12. RECORDS/TOP 16 TABULATOR/Andrea Campbell – awards presented a short course. Report attached.
13. SENIOR ATHLETE REPRENSENTATIVE/Brenna St. John – Athletes enjoyed both Senior Champs & AG State Champs. However, LOBO lost use of UNM pool for future meets. Full report attached.
Meeting adjourned at 11:57 a.m.
Respectfully submitted,
Janet Lyon-Huffman, acting SECRETARY
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New Mexico Swimming House of Delegates Meeting
April 11, 2010
Albuquerque Academy
The New Mexico Swimming Board of Directors meeting on April 11, 2010 was called to order by General Chairman, Rob Jones, at Albuquerque Academy located at 6400 Wyoming Blvd NE at 12:05 p.m.
Roll Call:
OFFICERS: Rob Jones (General Chair), Janet Lyon Huffman (Admin. Vice Chair), Andrea Campbell (AG Vice Chair/Top 16), Beverly Leasure (Treasurer), Gary Riley (Finance Vice Chair), Debbie Kruhm (Registration) Tom Cyprus (Technical Planning co-chairmen), Bob Putnam (Official Chair), Natalie Rylie (Publicity & Diversity Chair), Brenna St John, (Sr Athlete Rep), Henry Homans (Jr Athlete Rep), Doug Forbes (Coaches Rep), Jeff Mortensen (Equipment Chair)
Absent: Sean Muncie (Senior Vice Chair), Gordy Westerberg (Technical Planning co-chair), Dale Berg (Computer Chair), Cambria Masci (Safety Coordinator)
TEAM REPS: present were: John Murphy (BLUE), Shea D’Jang-Chen (CAQ), Trever Gray (FCAT), Stan Sikora (KAC), Jeff Mortensen (LOBO), Deborah Summa (PAC), Sherry Klement (SCS), Jason Petty (SRR), Jerry Johnston (TAOS), Ryan Fellows (VAST), Stacy Kilgore (WILD),
Visitor: Glenn St John (LOBO)
MOTION: The minutes for October 3, 2009 were seconded & approved without corrections. Bob/Andrea 2nd, PASSED.
Reports from Executive Committee:
GENERAL CHAIRMAN: (Rob Jones) see summary below and Attachment I
ADMINISTRATIVE VICE CHAIRMAN: (Janet Lyon-Huffman) see below
SENIOR VICE CHAIRMAN: (Sean Muncie) absent/report submitted via email, see attached report
AGE-GROUP VICE CHAIRMAN: (Andrea Campbell) see attached report
SECRETARY: (Dulce Walker-absent/Janet Huffman-acting) – no report, minutes from 10-3-09 submitted
TREASURER: (Bev Leasure) see Attachment II
FINANCE VICE CHAIR: (Gary Riley) see attached report
Reports Officers:
REGISTRATION/SANCTIONS CHAIR: (Deborah Kruhm) see summary below and attached report
TECHNICAL PLANNING: (Tom Cyprus) see Attachment III
REVIEW SECTION CHAIR: (Dave Sacoman) – absent, no report
COMPUTER CHAIR: (Dale Berg) – absent/report submitted via email, see attached report
OFFICIALS CHAIR: (Bob Putnam) – resigning to work as NMAA Officials Chair, summary below
PUBLICITY CHAIR: (Natalie Riley) – info on Four Corners Meet, Diversity Template, summary below
RECORDS/TOP 16 TABULATOR: (Andrea Campbell) see Age Group Chair report
SAFETY/ADAPTIVE SWIM COORDINATOR: (Cambria Masci) – absent/no report
SENIOR/JUNIOR ATHLETE REPRENSENTATIVE: (Brenna St. John-absent/Henry Homans) – see attached report
COACHES REPRESENTATIVE: (Doug Forbes) will email NMS coaches for ASCA Age Group coaches nominations.
EQUIPMENT CHAIR: (Jeff Mortensen) – see attached report.
Report from Committees/Coordinators:
WESTERN ZONES (Andrea Campbell) – see Age Group Chair report
ELECTION COMMITTEE (Deb Summa) – no report.
Unfinished Business:
Note: 50% votes for all proposals submitted 30 days in advance are needed for recommendations to HOD. Two-thirds (2/3) needed for all motions from the floor.
1. Motion: NSCA Athlete Travel Reimbursements - Reimburse 75% of two lowest submissions ($778.50) x .75% for each athlete. Andrea/Tom, 2nd PASSED BY BOARD OF DIRECTORS.
2. Motion: Reimburse Crystal Forbes 100% for attendance at Nationals. Andrea/Tom, 2nd PASSED BY BOARD OF DIRECTORS.
3. Motion: Reimburse Sectional/Grand Prix athletes a maximum of $250 for travel. Andrea/Brenna, 2nd PASSED BY BOARD OF DIRECTORS.
4. The Western Zones meet will be split into two (2) meets: AG & Senior. Motion: Send NM Swimmers to both Western Zones meets with funding for two (2) head-coaches & two (2) separate teams. Tom, 2nd Andrea PASSED (none opposed)
5. Motion: Duncan Lee may travel separately from the 2010 NMS WZ team (from Dallas) to Western Zones 2010 however he must stay with the team & will be eligible for the same monetary reimbursements as other Zone team members. Andrea, 2nd Ryan, PASSED (none opposed)
6. Motion: Change FCAT Invite from July 10-11 to June 25-27. Tom, 2nd Ryan, PASSED (none opposed)
7. Lobo can no longer host any meets at UNM. Motion: Move 2010 Long Course Championships to FCAT. Tom, 2nd Andrea, PASSED.
8. KAC declined hosting Last Chance meet. Motion: Accept DUKE bid to host Last Chance meet on July 17-18, Tom/2nd Andrea, PASSED
9. Need host for 8 & Under Finals. TAOS declined therefore MOTION: 8 & Under FINALS will be hosted by SRR. Tom, 2nd, PASSED.
POINT OF INFORMATION - State Meet Bids/Lottery:
From 4-22-06 Short Course State Meet Championships:
2007 CAQ 2008 KAC 2009 LAA 2010 LOBO 2011 DUKE
2012 LCAT 2013 FCAT 2014 TAOS 2015 CSF
From 10-20-07 Long Course State Meet Championships
2007 LAA 2008 DUKE 2009 LCAT 2010 FCAT 2011 LOBO (Switched with FCAT due to pools unavailable for 2010 Long Course)
10. Motion: Use 2010 short course format for long course with addition of Senior events with the exception that 10 & Under will only swim in Finals. Tom, 2nd Natalie. PASSED.
11. Motion: Eliminate 50 Fly, 50 Backstroke, 50 Breast & 100 IM for 13 & Over for short & long course championships. Andrea, 2nd Janet, Friendly Amendment by John Murphy: Eliminate 50 Fly, 50 Backstroke, 50 Breast & 100 IM for 15 & Over for short & long course championships. Amendment accepted by Andrea. 3 FOR, 12 AGAINST, FAILED.
NATIONAL CONVENTION: per Rules & Reg 14.1 - NM Swimming Athlete representatives and NM Swimming Board members shall be given first option for attendance as alternate delegates, if the primary delegates (in accordance with USA Swimming Rules and Regulations) are unable to attend. NM Swimming General Chairman shall coordinate attendance at the USA Swimming Convention, and shall nominate alternate delegates for approval by the Board of Directors.
WEBSITE (Trevor): Need some refinement of listings. Trever Gray will continue to facilitate as “Super User” web access given to Debbie Kruhm/REGISTRATION & SANCTIONS, Tom Cypress/TECHNICAL PLANNING & Janet Huffman/ADMIN VICE CHAIR.
CHAMPIONSHIP MEETS - Two (2) items to be reconciled in meet info by Mark Ruddell & Janet Huffman
1) Relay only athletes. “Full information (name, USA-S registration number, age) for all potential relay swimmers must be included in your entries – swimmers not included on entry forms will not be allowed to compete in relays (the competitors in each relay do not have to be identified at this time).”
2) Rule 9.5. CLOSING DATE FOR RECEIPT OF ENTRIES shall be 6:00 pm Thursday of the week prior to the start of the Championship Meet (Approximately 8 days prior to the meet start).
NOMINATIONS/ELECTIONS:
GENERAL CHAIR – nominations = Ryan Fellow & Janet Lyon-Huffman, position awarded to Janet Lyon-Huffman by majority vote
SECRETARY – John Murphy, accepted nomination & position
FINANCE CHAIR – Ryan Fellows, accepted nomination & position
SENIOR VICE CHAIR – Trevor Gray, accepted nomination & position
******************************************************************************************
New Business:
Note: 50% votes for all proposals submitted 30 days in advance are needed for recommendations to HOD. Two-thirds (2/3) needed for all motions from the floor.
Motion: Amend Rule 11.4 to “must have participated in at least two NMS sanctioned meets within each season for twelve months immediately prior to the event.” Andrea, 2nd Tom, one opposed, all favor PASSED
Motion: Amend Rule 11.5 to “The maximum amount reimbursed will be approved by the NM Swimming Board of Directors based on funds available and typical travel costs (to include lodging & transportation only) for the meet location. Bev, 2nd Gary, PASSED.
Motion: Amend Rule 9.9 CHAMPIONSHIP SCHEDULING: The NMS Championship shall be scheduled so as to not conflict with Nationals or Western Sectionals. Tom, 2nd Andrea, PASSED.
Motion: Hold SR Championships meet on the weekend following the short course AG Championships. Tom, 2nd Andrea, PASSED.
Motion: Select Zone team so that we have team based on filling out relays in each age group. Deb, 2nd Jerry,
One in favor (PAC), all others opposed. FAILED.
NEXT HOD/BOD MEETING: October – November ???
REPORTS
1. GENERAL CHAIR/Rob Jones (summary from Attachment I) – I would like to thank everyone for allowing me to serve them over the past two years. I have seen positive trends in our swimming community in the last few years and I encourage the leadership of LSC to continue this trend.
One of the main goals I have had as General Chair has to set up a more efficient way to run the BOD/HOD meetings. In the past, the members of this board have not come prepared and this caused meetings to run on for hours and ineffectively. Board members should to continue to prepare their reports a month ahead of time so dialogue can start before hand, making meetings more effective.
The coaches must continue to take leadership roles in this LSC. The coaches have the training to know what is best for the swimmers and thus what is best for the development of swimming programs in the LSC. The changes to the Short Course Championships were good although it may take another year to iron out wrinkles.
There has been good communication with NMAA over the past year and I believe this will continue into the next years swim season. We will be able to get all the major high school events observed next year: district finals and the all city events to be included with the State Championship.
2. ADMIN VICE CHAIR/Janet Huffman – Minutes from BOD/HOD should be posted within 30 days of meeting. This also applies to Technical Planning meetings, etc.
3. SENIOR VICE CHAIR/Sean Muncie - NM Sr. Meet ran well. Good to see the top swimmers in NM race each other under higher standards.
4. AGE GROUP VICE CHAIR/Andrea Campbell – (Summary) Western Zones is changing their format to an Age Group Western Zone meet and a Senior Western Zone meet. This year seniors up to age 18 may attend the Age Group meet, but they are pushing that next year 15 and older will only be able to attend the Senior meet. This was discussed with coaches at AG Championships. Those in attendance were in favor of sending two zone teams with 2 separate head coaches.
Scholastic All-American 2009-2010: Applications are currently on the USA Swimming website. If a swimmer has attended sectionals or a higher level meet and has at least a 3.5 GPA they qualify. We had 4 swimmers from NM make the team last year. Please submit those applications!
5. SECRETARY/Janet Huffman (acting) – Minutes will be posted immediately for 10-3-09 & minutes from this meeting will be posted within 5 business days.
6. TREASURER/Bev Leasure – See Attachment II – submitted motions for Athlete Travel Reimbursements.
7. REGISTRATION/SANCTIONS CHAIR/Deborah Kruhm (summary from attached report) - As of this date I have registered 1673 athletes, 210, non-athletes and 27 clubs. Reminder to clubs: Swimmers MUST be registered within 30 days of joining the team, otherwise your club insurance does not cover the swimmer if there is an accident. As of this date I have sanctioned 13 Invitations, 1 Approved meet, 4 League Meets, 2 Dual Meets, 4 Championship Meets, 2 Time Trials.
8. TECHNICAL PLANNING/Tom Cyprus - see Attachment III
9. COMPUTER CHAIR/Dale Berg – (summary from attached report) - A meet summary is included below. Comparison of the meet numbers with previous years is not very meaningful, because we hosted a Senior Championship meet this year and removed the Senior age group from the Short Course Championship meet. Briefly, we had 310 athletes entered with 2177 splashes.
10. OFFICIAL CHAIR/Bob Putnam – a few more referees have finished training. Need more officials in LSC.
11. PUBLICITY CHAIR/Natalie Riley – Four Corners Champ will be held in AZ next spring. Natalie working with Diversity Campaign. More info posted as available.
12. RECORDS/TOP 16 TABULATOR/Andrea Campbell – awards presented a short course. Report attached.
13. SENIOR ATHLETE REPRENSENTATIVE/Brenna St. John – Athletes enjoyed both Senior Champs & AG State Champs. However, LOBO lost use of UNM pool for future meets. Full report attached.
Meeting adjourned at 3:15 pm
Respectfully submitted,
Janet Lyon-Huffman, acting SECRETARY
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