Minutes of the House of Delegates Meeting

Held on October 13, 2007 at 12:30pm in Freeman Southwest Family YMCA, Neosho MO

Gary Ledford, Administrative Vice Chair called the meeting to order at 12:30. The following members were in attendance: Clarence Aitken, Northland Conference, Mike Asbury, unattached, Linda Bailey, NWSC, Scott Berry, WSC, Jean Carder, OLA, Phil Garverick, CSC, Leonard Horne, KCST, Sarah Johnson, HYSC, Harry Kazscki, SAC, Angela Kearby, JCKW, Todd Kramer, MM, James Kuhlman, WKSC, Trevor Layden, PITT, Gary Ledford, SPA, Peter D Malone, KCB, Shana Meadows, SWMO, Grant Messick, KCB, Sandy Miller, OLA, Joe Ogilvie, UN, Dave Powers, COOL, Bill Rose, TSA, Tom Ringerwelski, TD, Bryna Sandstrom, WKSC, Megan Sassensath, ASA, Dulcy Sellon, LAW, Sarah Seris, CSC, Derek Shipp, KCB, Brian Timpe, NLU, Ben Westberg, MMAC, Ed Wojtowski, SWHR. (The following clubs have not had a member in attendance at the spring or fall Missouri Valley Meetings for 2007 as required by the Missouri Valley By-Laws: ATCH, BAC, GRYG, MSC, RR, SFY, WACT and WRN.)

Gary Ledford asked if there were any corrections or additions to the minutes from the Missouri Valley spring meeting posted on the MVS website or the Missouri Valley Board of Directors Meeting held at the Division I meet in August 2007, which were distributed at this meeting and will be published on the MVS website. None being offered he asked for a motion to approve the minutes. Derek Shipp made the motion to approve the minutes; Sandy Miller seconded the motion and the motion passed unanimously.

Reports of Officers, Committees and Coordinators

Bill Rose, Coaches Chair, reported that the coaches had discussed the rule changes raised at the USAS Convention as well as the depth of water now needed to teach racing starts. The rules changes had essentially made the wording in the rule book clearer; officials at meets will be making the same calls for disqualifications. Bill made the motion that MVS follow the USA Swimming practice of using a single age for ranking our Top 8. We would determine the Top 8 for 10, 11, 12, 13, 14 year olds and publish these rankings on June 1 and September 1 of each year. Grant Messick seconded the motion and all voted in favor of it. Bill Rose also reported that the coaches discussed the proposed Youth Olympics and stated that at MVS meets swimmers are not required to submit best times for entry.

Administrative Vice Chair, Gary Ledford, reported that he had attended the meetings of the Rules and Regulations Committee while at the USA Swimming Convention. Most of the discussion at the meetings focused on moving rules concerning Open Water competition to the policy manual from the rule book. There were not other any major issues raised.

Senior Chair, Mike Lewellyn, reported that this year two swimmers had been missed in dispersing senior travel money which caused the budget to be slightly exceeded when the mistake was corrected. He requested that the 2007-08 travel budget be dispersed with $3,000 allocated to travel to the Short Course National Championships, $5,000 for the Olympic Trials, $5500 for the US Open/National Championships, $6200 for the Junior Nationals and $300 for the Disability Championships.

Age Group Chair, Scott Bliss, provided copies of the revised qualifying times for the MVS Division I meet. These were computed by taking the 40th fastest times from the time frame of 10 weeks prior to Division I to the end of the season from the previous three seasons. These 40th fastest times from the past three seasons were averaged. If the average was faster than the current standard, the difference between the two was halved and then subtracted from the current standard. Senior age group used 15 to 18 year olds’ times only. Division II time standards will be changed next year. His report also stated that MVS was looking for a head coach for the 2008 All Star meet. Interested coaches can fill out the form to apply online. Level II and Division II site assignments are now posted to the MVS web site. The 2008 Central Zone meet will be a mega-zone meet with all 15 LSCs competing together in Indianapolis.

Registration/Membership Chair, Dulcy Sellon, reported that MVS has made a strong start in the 2008 registration year with 1606 athletes and 152 non-athletes and 7 clubs already registered. The 2007 registration year produced more full-year athletes (4367) than 2006 (4134) but slightly fewer season 2 athletes, 2555 for 2007 and 2715 for 2006. She also asked attendees to check the Times Holding Tank report available at this meeting to resolve holding tank errors.

Gary Ledford, reported that the budget would be discussed in new business and that currently the Missouri Valley money market fund contains $83,782.07 and the checking account, $37,631.75. He did not know the MVS total in our investment account.

Gary also provided the report from Sanctions Chair, Jim Devine. The sanctions being issued generally equaled the same number as last year. Jim reported that the MVS online system for submitting sanctions had not been working correctly. He believes it is now corrected but submissions between Sept. 1 and Oct. 8 might not have gotten to him. He suggested that if a club submits a sanction request and has not heard back in three days that the club contacts him. He stated that for approval of High School championship meets two observers watching for compliance with USA Swimming rules are needed. Kansas High School championship meets can be approved by Jim since they are within MVS. He suggested that Missouri Boys High School swimming coaches should contact the Ozark LSC to have the state championship meet approved so times from the meet could be sent to the USA Swimming Times Database. He also asked for approval of a change to the Missouri Valley Cancellation of Meet Rule. Currently the rule states,

"If a Missouri Valley Club has already sent out meet information for an upcoming meet, the following cancellation policies apply: A. If less that 20% of the number of swimmers listed in the meet information as being the number that will be accepted by the host club enter the meet, the meet may be cancelled by the host team, with no penalty, so long as the teams who did enter the meet are notified within 24 hours following the entry deadline; B. If more than 20% of the number of swimmers listed in the meet information as being the number that will be accepted by the host club enter the meet, and the host team cancels the meet, a penalty may be imposed by the meet scheduling committee and/or the General Chair. Additionally, if the meet was on the Missouri Valley Meet Schedule, the host team will not receive a sanction for that meet weekend the following year."

Jim offered the following change to eliminate the problem of meet information which does not list a number that will be accepted by the host club in their meet information.

"If a Missouri Valley Club has already sent out meet information for an upcoming meet, the following cancellation policies apply: 1. The host team may cancel the meet, with no penalty, so long as the teams which did enter the meet are notified within 24 hours following the entry deadline under the following conditions: a. Less than 20% of the number swimmers listed in the meet information as being the number that will be accepted by the host club enter the meet OR b. If no number of acceptable swimmers are listed in the meet information, fewer than 100 swimmers (excluding the host club) enter the meet; 2. If more than the number of swimmers listed in 1a or b enter the meet, and the host team cancels the meet, a penalty may be imposed by the meet scheduling Committee and/or the General Chair."

Additionally, if the meet was on the Missouri Valley Meet Schedule, the host team may not, in the discretion of the meet Scheduling Committee receive a sanction for that meet weekend the following year. Pete Malone made the motion to approve the change, Sandy Miller seconded the motion and all voted in favor of the motion.

Scott Berry, Missouri Valley Records Chair, provided copies of the MVS Individual Top Times, the MVS 2006-2007 All-Academic Team and the new long course District and Citizen Missouri Valley Records and Top 16 Consideration Times.

Officials Chair, Linda Bailey, reported that she had a proposal for wording changes to Section 16, Certification of Officials. These changes to the by-laws will be published in final form so that they may be voted on at the MVS spring meeting. She stated that both she and Jim had discussed the need to identify officials for meets well in advance of the meet. The USA Swimming Officials tracking system should prove to be useful for officials.

Outreach Chair, Leonard Horne stated that he would be attending the Outreach Symposium at the Olympic Training Center at the end of October. The Symposium would be working on ways to bring nontraditional communities to the sport. Co-Chair, Joe Ogilvie reported that he had given a training session to clubs in Western Kansas in April and was tentatively planning another one for next spring.

Scheduling Chair, Peter Malone, stated that the Meet Bid Packet had been prepared and would be available for clubs to request their meets on the MVS website. The submitted bids would be reviewed at the Division I Short Course Championship meet. He stated that the packet needed to be corrected to say that short course nationals will be in Atlanta not Austin. This will be corrected before it appears on the website. Peter stated that once the schedule has been adopted at the MVS spring meeting if a club wishes to add a meet, the club needs to contact Pete. Teams hosting meets before and after the requested additional meet must approve the addition. If a team wants to cancel a meet, the team needs to contact Pete and the General Chair. If the team on the schedule does not send out meet information or get a sanction there is no penalty to canceling a meet although the team might not secure a meet bid the next year for that weekend. Joe Ogilvie who assists with the meet bid process, asked that teams submit their bid requests online rather than on paper. Few teams had sent in paper requests last year. He stated that Richard Winn has done a very good job in creating the site for the online meet bid submissions. Pete made the motion and Joe seconded it that a notice be put on the website asking any team who does not want the meet bid process to be exclusively done online to contact the MVS office. All voted in favor of the motion.

Electronic Timing, Sandy Miller, stated that MVS needed to replace equipment and would need to spend about $3100 to do so. Gary Ledford stated that this request had been added to the proposed budget. Sandy also requested that John Malnar’s name and number be removed from the MVS webpage as the contact person for rental of the timing system. Sandy will contact Richard to put her name and contact information in place of this.

Unfinished Business

Linda Bailey requested the area on the MVS website that would contain templates of all Missouri Valley Championship meets that had been discussed at the August Board of Directors meeting be created. Dulcy stated that she would contact Richard Winn to get this established.

New Business

Gary Ledford stated that the proposed budget has a deficit of $21, 497. We have had deficit budgets in the past because budget lines which we want to keep are included in the document. The funds in those lines have seldom been used. He stated that the additional equipment funding was included in the proposed budget. Mike Lewellyn made the motion that the proposed budget be adopted; Sandy seconded the motion and all voted in favor of adoption.

The Missouri Valley 2008 spring meeting will be held in Lawrence, Kansas on April 12, 2008. Sandy stated she is working on a large meeting that would include a coach education segment presented by Clark Campbell, KU Swimming coach, awards for MVS Top 8 swimmers (which would be from a running top 8 with an April 1 cut-off date), and an athletes’ clinic and banquet. This might evolve into a two-day meeting and she will be seeking volunteers to help with it. MVS has budgeted $1000 for a mini convention. Sandy made the motion that MVS undertake a larger mini convention for the spring meeting; Linda seconded the motion and all voted in favor of it.

Resolutions and Orders

Gary asked if MVS should be proactive in requiring swimmers to step in when entering the water during a meet’s warm-up period. Discussion of this issue led to the conclusion that MVS should strive to enforce a safe water entry during warm-ups and Gary will work on the wording for this for the spring meeting. He also announced that the USA Swimming House of Delegates had removed the requirement that safety marshals at meets must be USA Swimming registered. This takes affect immediately. Mike Lewellyn stated that traditionally athletes wishing to secure senior travel money for attending the championship meets had had to apply for the funds. He now proposed that the MVS swimmers be identified from the meet results and travel money for those identified would be sent to their clubs. Pete Malone made the motion that this procedure be adopted; Phil Garverick seconded the motion and all voted in favor of it.

Gary asked for a motion to adjourn at 2:00 pm. The motion was made, seconded and all voted in favor.

Respectfully submitted,

Dulcy Sellon, Secretary
Missouri Valley Swimming, Inc.