Minutes of Executive Committee Meeting

Held on September 27, 2013 at Roeland Park, Kansas

Members in attendance: Clarence Aitken, Dave Carpenter, Phil Garverick, Ann Gibler, Tom Kleiboeker, Todd Kramer, CJ Roberts, Dulcy Sellon, Marjorie Sherard.

The meeting began at 7:00 pm with the distribution of the 2014 budget report that will be presented at the House of Delegates meeting. Patrick asked about the $2000 line item under LSC Office Expenses for Coaches Education. CJ Roberts related the newly developing USA Swimming program that would provide matching funds to LSC to enable coaches to travel and spend time with a coach mentor within the LSC. Dave stated that the money can be used to bring in a person to offer programs/coaching information to all Missouri Valley coaches. Patrick suggested that the money be used to bring in someone to offer ASCA Level II, III or IV programs. Tom Kleiboeker suggested that the coaches discuss these ideas at their Saturday meetings and at the Senior and Age Group meetings as well.

The Outreach/diversity funding of $5000 was discussed next. Marjorie Sherard stated that in June 2014 there will be a diversity camp in Wisconsin for two outreach swimmers. The costs will be lower in 2014 than they were in 2013 for diversity swimmer participation but she wanted to keep the line item funding at the same level and work to provide an LSC diversity camp perhaps at the University of Missouri. USA Swimming wants diversity to include income diversity as well as ethnic diversity and the possibility for future growth in this area is large.

The $5000 line for website was next discussed. Team Unify provides free website hosting and the consensus was to upgrade our current site and move it to the Team Unify site. It was acknowledged that the LSC would need someone to maintain the site. CJ and Patrick said that they would explore the new possibilities with our webmaster, Richard Winn.

The Board next discussed the proposed Executive Director position. Dave stated that he wished to move ahead to hire someone for this position so that in the next year progress could be made on moving the website, managing the timing system and teaching others how to use it. Clarence stated that it was difficult to recruit volunteers and that having a person in this position would help move the LSC forward.

Patrick asked if there would be a selection committee. Dave said that the selection committee would be the MV Chairs and the athlete representatives. Marjorie stated that the Board needs to decide what goals the LSC wants the hired individual to achieve and all agreed that a position description was needed. The Board agreed that the nature of this position would be evolving and that a large component of the work would be to facilitate LSC wide communication. Phil asked if we envisioned this person as having the final say on issues. Clarence suggested that it be made clear that the person answered to the committee chairs and the General Chair.

The timetable for hiring was next discussed. Once a position description is prepared the position could be advertised on the MV website. The Board agreed that posting the position on the MV website, the ASCA website and the USA Swimming website until October 18 would allow the position to be seen for 10 business days. Tom made the motion to advertise the executive director position on the three sites and to inform the House of Delegates and coaches that this is being undertaken. CJ seconded the motion and all voted aye.

Marjorie stated that the meet bidding and scheduling process as currently established was difficult to manage because the date and location of the Zone meets were not determined until the fall at the USAS Convention. She suggested that MV needed to have two meet bid processes. Marjorie made the motion, seconded by Phil, that at the MV spring meeting the 2014-1015 short course meet schedule be determined and at the fall MV meeting, the 2015 long course meet schedule be established. All voted aye. Marjorie also asked if MV wanted to host a Swimposium at the spring meeting. Tom made the motion and Phil seconded it to notify USA Swimming that MV wanted to host a Swimposium in the spring of 2014. All voted aye.

Dulcy raised the question of who would be the office staff after October 1 the date of her retirement. Tom made the motion to ask Cassie Campbell, who had worked in the office for the summer of 2013, to undertake the registration job for an indeterminate amount of time. Marjorie seconded the motion and all voted aye.

The meet adjourned at 8:45 pm.

Respectfully submitted,

Dulcy Sellon, Secretary
Missouri Valley Swimming, Inc.