Minutes of Board of Directors Meeting

Held on April 16, 2011, at 8:30am, at the Capitol Federal Natatorium in Topeka, Kansas

Directors in attendance: Brad Bond, Scott Bliss, Jolisa Buchner, David Bucholtz, David Carpenter, Amanda Cook, Elizabeth Davis, Zach Devine, LeeAnn Dunham, Philip Garverick, Tom Kleiboeker, James Kuhlman, John Maynard, Patrick Norman, Dulcy Sellon.

Others in attendance: Katie Idbeis, Todd Kramer, George Schluter.

Collection of names for those attending the meeting served as the meeting’s roll call. Scott Bliss made the motion to accept the minutes from the Board’s March 13, 2011 meeting as published on the MVS website. Brad Bond seconded the motion and all voted aye.

New Business

  1. Adoption of the proposed Athlete Travel Policies and Code of Conduct, as required by the USA Swimming Athlete Protection Policies.

  2. Adoption of the proposed Conflict of Interest Policies as required by the USA Swimming LEAP program.

  3. Review and Approve Consent Agenda items for House of Delegates Meeting.

David began the meeting by discussing the 3 items to be considered under new business. He asked the Board to consider the proposed Athlete Travel Policies and Code of Conduct. These documents will be on the consent agenda for the House of Delegates meeting. Tom Kleiboeker made the motion to present these documents as part of the consent agenda to the House of Delegates. David Bucholtz seconded the motion and it was adopted unanimously.

David also asked the Board to consider the Missouri Valley Swimming, Inc.’s Statement of Principles on Ethical Behavior and Conflict of Interest. This document is required for MVS by USA Swimming’s LEAP program. This document will also be on the consent agenda for the House of Delegates. Officers and Directors will need to sign the form and it will be on file in the MVS office.

David next asked the Board to consider the one item under new business for the House of Delegates meeting which is the consideration of an LSC Championship meets structure as presented by the coaches. He asked if the House should consider this now or if the coaches would prefer to gather feed back on it and consider it at the fall meeting. Scott Bliss stated that there needs to be time for consideration of the plan and that we should not adopt a proposal at today’s House meeting. Scott suggested that the proposal be published and voted on in the fall. Tom Kleiboeker stated that he would get feed-back from coaches and that the Technical Planning Committee will propose the plan to the Board of Directors at their July, Division I meeting and that it could be voted on at the fall meeting. Katie Idebis asked how this time frame would affect the 2012 championship meets since they have already been bid out. Phil Graverick stated that the 2012 championships might have a format change but the dates would remain as bid. Tom Kleiboeker made the motion to set the proposal’s dates and timeline at the coaches meeting at noon. Phil seconded the motion and all voted aye.

David asked the Board to consider items 7, 8, and 9 on the House of Delegates Consent Agenda

  1. Approve an increase in the Seasonal Athlete registration fees from $30.00 to $35.00 per year, effective for the 2012 registration year.

  2. Approve an increase in Individual Event entry fees from $3.50 to $4.50, and Relay Entry Fees from $5.00 to $7.00 for LSC Sanctioned Meets, effective fro LSC meets beginning September 1, 2011.

  3. Approve an increase in annual League Registration fees from $125.00 to $150.00 effective for the 2012 registration year.

Discussion revealed that several members believed that summer swimmers were being hard hit by these increases. Jolisa stated that MVS last year had to draw $11,000 from its Money Market fund into its working capital to cover its expenses. She stated that we need to either increase income or cut some of our expenses. Discussion revealed that summer league clubs did not pay meet entry fees at their dual meets so the entry fee increase would not impact them and that collecting $5 from the registration fee for each swimmer does even out the payment between full year and seasonal athletes. Board members decided that education of our members at the House of Delegates meeting would help members understand that the fee increases were needed if we want to fund our activities at the same level. Brad stressed that we should let House members know that these fees are maximums that may be charged for meet entries and that clubs can determine their entry fees up to this maximum. Tom Kleiboeker made the motion to keep these agenda items for the House’s consideration. Jolisa seconded the motion and all voted aye with one dissent by George Schluter.

Phil Garverick reported that since there were not as many national meets this year that he will allocate funds up to the maximum provided in past years but that there might be money budgeted for this year that is not spent. These funds will be needed for the next year when the Olympic trials will be held.

Brad reported that he and David had examined the Missouri Valley timing system to see what was not working. John Maynard and Tony Portela have agreed to assist with determining what needs to be replaced or repaired. He also stated that The Capitol Federal Natatorium has 8 single line score boards available for sale and that the timing system committee will look at the options available for using these score boards and present their findings on our timing systems needs to the Budget Committee. Brad also reported that John Wickham, George Schluter and Zach Devine have agreed to serve as the Missouri Valley Audit committee. This is needed for our Leap presentation.

David stated that he has set the goal for Missouri Valley to complete the Leap I and II requirements by the end of 2011. The Executive Committee will be instrumental in pursuing this goal. Brad stated that he hoped to have Leap I completed by the Board of Directors meeting at the MVS Division I meet. Dulcy made the motion to have Leap I and II completed by the end of 2011 with the Executive Committee leading the effort. Philip Garverick seconded the motion and all voted aye.

Jolisa made the motion to adjourn the Board of Directors meeting at 9:30 am. LeeAnn Dunham seconded the motion and all voted aye.

Respectfully submitted,

Dulcy Sellon, Secretary
Missouri Valley Swimming, Inc.