New England
Swimming
Wellesley
Community Center
Wellesley,
Massachusetts
November 17,
2008
Members Present: Laura Matuszak
(GMA), Kathy Dacey (UN-NE), Priscilla Davis (UN-NE),
Joe Frazier (BGSC), Carol Healey (SAC), Mariella
Allard (UN-NE), Mary Ellen Tynan (PSC), Matt Craven (SAC), Chuck Batchelor
(ABF), Jessica Harrison (SAC), Bob Menck (UN-NE),
Jamie Bloom (WYST), Tim Murphy (BOSS), Pam Warner (UN-NE) Guests: Sherry Wingfield (NAS), Mary
Riddell (NE-Office), Rick Osterberg (Webmaster), Nadine Jesionek.
Quorum established at 7:11
p.m.
Secretary�s Report, Mary
Ellen Tynan (PSC): Motion made to accept the minutes of October 20, 2008 with minor edits
by Matt Craven (SAC). Second by Mariella
Allard (UN-NE). Motion passes.
Treasurer�s Report, Carol
Healey (SAC): Accounts
are as follows as of November 17, 2008:
Checking
Account: $107, 196.68
Certificate
of Deposit: $52,404.68
Money
Market Account: $128, 030.77
The
accountant has review our financial statements through
August 31, 2008.� They are in perfect
order. Wants us to buy Quick Books.
Reimbursement Policy
2008�2009, Laura Matuszak (GMA): Ray Grant (SSA) not in
attendance.
Who should be reimbursed?: Current policy states that �A swimmer must request the reimbursement
within eight weeks of the meet.� It does not indicate specifically who will be
reimbursed.
Tim Murphy (BOSS) feels it is the Board�s
responsibility to send the reimbursement back to the swimmer only, not a
club.� We need to clarify to whom the
check should be made out. Chuck Batchelor (ABF) would like the club or swimmer
to be able to make the request for reimbursement. Rick Osterberg (Webmaster)
suggested the parents should be able to make the request for reimbursement for
a swimmer.� Discussion revolved around
who can make the request and who should receive the reimbursement. Chuck
Batchelor (ABF) would like the policy to say that the �swimmer or club� can
receive the reimbursement payment and if there is abuse by the club, it will
come out. Athletes might have trouble submitting reimbursement requests if the
club has the receipts if the club booked the trip.� It is easier to write one check to one club
as opposed to checks to 15 athletes. Matt Craven (SAC) pointed out that some
athletes don�t know there is a reimbursement if the club does not file it.
Carol Healey (SAC) said that from the auditors
standpoint it is difficult to have the checks made payable to individuals.
-
Chuck Batchelor (ABF) makes a motion to add �or club� to the request.� Seconded by Pam Warner
(UN-NE).�
Discussion:
Tim
Murphy (BOSS) commented that convenience is not the issue. To whom do we want
the checks written?
Abuse
of the system by clubs, convenience of reimbursement, reimbursement to the
entity that actually paid for the travel, the intent of the policy were discussed. Matt Craven (SAC) called for a vote.
Vote
on Chuck Batchelor�s (ABF) motion to add �or club� to the policy so it would
read �A swimmer or club must request the reimbursement within eight weeks of
the meet.� Motion fails.
-
Bob Menck (UN-NE) makes motion made for policy to
read �A swimmer must request the reimbursement within eight weeks of the meet,
and the check will be issued to the swimmer.��
Second by Mariella Allard
(UN-NE).
Discussion:
Mariella Allard (UN-NE) suggested that the swimmer or club should be able to
request the reimbursement. Priscilla Davis (UN-NE) made an amendment to the
motion that �swimmer or club� can request the reimbursement, but the
reimbursement check goes to the athlete. Tim Murphy (BOSS) suggested that we
might want to consider that the athlete�s parent could get the check. Matt
Craven (SAC) called for a vote.
Laura
Matuszak (GMA) asked all in favor of amended motion
that �A swimmer or club must request the reimbursement within eight weeks of
the meet, but the swimmer will receive the reimbursement check�.
Rick
Osterberg (Webmaster) amended the motion to add parent to the request. Motion
passes. �A swimmer, parent or club can request the reimbursement, but the check
will be issued to the swimmer.�
-
Bob Menck (UN-NE) made motion to add� �maximum reimbursement�. Second by Check Batchelor (ABF).� Motion passed.
Back-to-Back Meets: Current policy states that �Swimmers will not be reimbursed for both
Conoco Phillips National Championships and the USA Swimming Junior Nationals in
the same season.�
Mary
Riddell (NE-Office) asked how we want to reimburse for Jr. Nationals and Open
this year. They are back-to-back and being held at the same venue.� Also, we need to add Open Water Championships
to the reimbursement schedule. Carol Healey (SAC)
asked that if both meets are in California and the
swimmer stayed for both can they be reimbursed twice? Chuck Batchelor (ABF)
cautioned not to make policy based on the name of the meet as USA Swimming
changes the names and length of the meets.
-
Bob Menck (UN-NE) made a motion that if two meets are
within the same venue or within 30 miles of each other, policy should give
guidelines for reimbursement.� Jamie
Bloom (WYST) seconded.
Discussion:
Tim
Murphy (BOSS) asked if we should take into consideration what is best for the
athletes in that situation?
Chuck
Batchelor (ABF) said we should err on the side of reimbursing more, not less.
If must get only one, it should be the more expensive one. Mary Riddell
(NE-Office) noted that if Open and Junior Nationals are back to back, they
would be reimbursed $900 which is more than Olympic Trials.� Laura Matuszak
(GMA) said that swimmers would not be reimbursed for consecutive meets held in
the same location right now. Tim Murphy (BOSS) asked if we are open to
reimbursing a figure per day. (i.e. 3 day meet at
$100/day). Concerns over policing for days actually competing, food, flight,
etc were addressed. Carol Healey (SAC) asked Joe Frazier (BGSC) what was spent
last year for reimbursement.
�
-
Bob Menck (UN-NE) removes his motion.
-Chuck
Batchelor (ABF) makes a motion, if budget allows, that if A & B meets are
back-to-back set a number to reimburse for meets A & B and reduce the
amount of reimbursement for the second (less expensive) meet.� Second by Bob Menck (UN-NE).
Discussion:
Joe
Frazier (BGSC) asked how many swimmers are we talking about?
Mary Riddell (NE-Office) noted it is typically less than ten. Chuck Batchelor
(ABF) stated that a good percentage at Open could go to Juniors.� Kathy Dacey (UN-NE)
addressed fiscal responsibility. We need an overall philosophy about where we
are going financially.� Laura Matuszak (GMA) reported we will have a strategic planning
meeting in April to address this. Carol Healey (SAC) moved to vote. Second by Bob Menck (UN-NE).� Motion passes.
Mary
Riddell (NE-Office): Amounts?� After
discussion amounts were suggested at 2008 Short Course Nationals � 3 days� - $400, 2008 Short Course Junior Nationals �
3 days - $300, 2009 National Championships � 5.5 days� - $800, 2009 US Open � 4.5 days - $700,� 2009 Speedo Junior Nationals � 4.5 days -
$500, Open Water National 10K in June - $300.
-Chuck
Batchelor� (ABF)
made a motion to approve reimbursements amounts listed above.� Second by Priscilla.� Motion passes.
Waivers:
Carol Healey (SAC) made a motion that no waivers will be allowed..� Second
by Kathy Dacey (UN-NE).
Discussion:
Joe
Frazier (BGSC) noted that part of waiver issue is lack of attendance by these
swimmers at New England meets. Chuck Batchelor (ABF) says waivers are important
as swimmers get shut out of meets, especially over the summer. Tim Murphy
(BOSS) noted the biggest problem is we grant waivers with no clear guidelines.
Joe Frazier (BGSC) suggested that if we did not give waivers we could reimburse
other swimmers at a higher rate. Chuck Batchelor (ABF) asked if we want college
kids to come back and represent New England teams at these big meets? Priscilla Davis (UN-NE) stated if they can�t come
back to swim meets in New England, they should not be reimbursed.
Laura
Matuszak (GMA):�
All in favor of �No Waivers�?�
Motion passes.
-
Bob Menck (UN-NE) moves for 1 waiver in lifetime,
second by Priscilla Davis (UN-NE).
Motion
fails.� No waiver policy remains in
effect.
Calendar Issues for Short
Course, Laura Matuszak (GMA):
12
and unders:� at Upper
Valley Aquatic Center in Vermont.
Seniors: Seeking facility. May also be at Upper Valley Aquatic Center.� Bid submitted.� Clarification as they have reserved the
facility for New England Swimming to run.�
Fifth
Regional Site:
No Regional Site yet.� Still
inviting bids.
Laura
Matuszak (GMA):�
would like to see a plan of what is coming down the road.
Implementation of USA Swimming policy on pool measurement, Laura Matuszak (GMA):
Must include in the meet announcement whether or not the competition
course has been certified.� Rick
Osterberg (Webmaster) will amend the Meet Template.� Amherst College is certified.� Chuck Batchelor (ABF) asked if there is
support on how to get pools certified. Laura Matuszak
(GMA) reported that the person must be licensed in your state or jurisdiction.
Technical Committee Laura Matuszak (GMA): Ray Grant (SSA) was not able to attend this meeting.
Official�s Report, Bob Menck (UN-NE):� An excellent clinic was held at
GMSC Meet.� A recertification clinic was
held before the meet so that observations and certifications could be done
during the meet.
Coaches� Report, Chuck
Batchelor (ABF): �Asked how Age Group cuts were
determined.� Matt Craven (SAC) reported
that A times (2005-2008) were used for 12 and unders.� Longer races have faster cut times and
shorter races have slower cut times. Chuck said that he will work with Nadine Jesionek on the coaches� education.
Athlete�s Report, Jessica
Harrison (SAC):� No report at this time.
Other:
Mary
Riddell (UN-NE): Registrations are up.� We are
at 4700 athletes so far for 2009 which is up from last
year.� Mary will be away Tuesday-Saturday
and may be out mid-December.
Nadine
Jesionek: got lane lines from Matt Craven (SAC).� She is working on BEST becoming a non-profit
organization.� She is in need of a grant
writer.� Learn-to-swim is growing and she
needs instructors.� Charles River Aquatics
has been helping her.
Chuck
Batchelor (ABF): ABF Boosters filed a 501(c)(3) for non-profit
status.� He will get in touch with Nadine
Jesionek to help them out.
Rick
Osterberg (Webmaster):� Clark Pool at UMASS Boston is
certified. We are still having Registration issues.� Meet hosts are still not checking athlete
registration after getting entries and before running the meet.� They need to check the online
registration.� Should we fine both host
teams and teams entering unregistered swimmers?
Sherry
Wingfield (NAS): She has helped with Bay State Games in the
past.� Gary Brown has left the Bay State
Games Organization.� She is concerned as
to what will happen with approvals and sanctions.� What will happen if it is in conflict with a
protected weekend?� Rick Osterberg
(Webmaster) commented that �Approved Meets� have to pay a surcharge.� Bay State Games Finals are the same weekend
as Qualifiers. Gary Brown now works for Harvard Athletics.� Rick will try to find out more information
from him. Mary Riddell (NE-Office) reported that insurance covers the meets.� Sherry feels the BSG meet should be
�Approved�.
Priscilla
Davis (UN-NE): Marshall�s card is finally in print.
Laura
Matuszak (GMA):� Have
not yet heard back from Peter Clark at the National Office� strategic planning
will be in April.
Next meeting � Monday, January 5th, 2009 at 7PM at the Wellesley
Community Center.
Motion
to adjourn made by Priscilla Davis (UN-NE), second by Mary Ellen Tynan (PSC)
Motion passed.
Respectfully
submitted,
Mary
Ellen Tynan, Secretary
New
England Swimming