POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES
ATTENDANCE: Board Members: Jim Garner, Chair; Art Davis, Mark Faherty, Frani Hess, John Hirschmann, Bill Marlin, Don Riedlinger, Bill Stephens, Ron Whalen. Ex-Officio Board Member: Ward Foley. Non-voting Board members: Janet Auger, John Ertter. Guests: Paris Jacobs, Arthur Lopez, Rita Page, Jim Van Erden.
CALL TO ORDER: The meeting was called to order at approximately 6:58 pm by Jim Garner, General Chair.
AGENDA: Jim provided the Board with a proposed Agenda.
APPROVAL OF MINUTES: A motion was made, seconded to approve the minutes of the November 8, 2006 meeting. The motion passed with one dissenting vote, Don Riedlinger.
POSSIBLE PARTNERING WITH FAIRFAX COUNTY PARK AUTHORITY (FCPA): The Board authorized Ward Foley to initiate preliminary exploratory discussions with FCPA regarding a potential partnership arrangement in which PVS would provide support for the installation of UV light filtration systems at FCPA RECenter pools in return for to-be negotiated modifications in the current rental arrangements.
2007 SWIMPOSIUM: Paris Jacobs updated the Board on the preliminary planning of the 2007 Swimposium. A motion was made that the Board authorize up to $6000 to be spent this year and that the event’s planning be based on an expected overall net cost to be subsidized by PVS of $20,000. Following discussion, a motion was made and seconded to amend the motion to increase the overall planned net cost to PVS to $25,000. The motion, as amended, passed unanimously.
SANCTION FEE WAIVER REQUESTS FOR CLUB HOSTED MEETS: The Board authorized PVS’s Administrative Assistant the authority to grant sanction fee waiver requests for club hosted meets when all of the following conditions are met:
OUTREACH REQUEST: Following a presentation by Arthur Lopez on his program Nadar Por Vida, a motion was made that PVS contribute $3,000 in grant money to the program. The motion was amended to increase the grant to $3,750, then seconded and unanimously passed as amended. The grant will be payable to Nadar Por Vida, Inc.
SUPPORT OF 2006 NEW YEAR’S EVE ATHLETE ACTIVITY: The Board considered a request from three PVS club members for financial support of a New Year’s Eve Party for all PVS swimmers to be held at a Virginia recreation center site. While supporting the concept, the Board expressed concerns about whether sufficient time remained to properly prepare for a successful event as well as whether the LSC would be supporting an activity that would likely to be perceived as being geographically inaccessible to at least most of its athletes. Therefore, the request was denied.
SANCTION FEE RECIPROCITY AGREEMENT BETWEEN VSI AND PVS: The Board unanimously approved the following “Sanction Fee Treaty” with VSI.
When meets are held by VSI in PVS territory (and vice versa), the sanction fee assessed by the LSC in which the meet is being held will be $100 when all of the following conditions are met:
A minimum of eighty percent (80%) of the athletes participating in the meet must be from the out-of-territory LSC.
Responsibility for staffing of the meet is handled by officials from the out-of-territory LSC.
Meet Announcement preparation is the responsibility of the out-of-territory LSC.
Meet Announcement and results are posted on the out-of-territory LSC's website..
Verification of athlete registrations (both pre and post meet) is performed by the out-of-territory LSC.
The loading of times into SWIMS is performed by the out-of-territory LSC.
Warm-up and safety procedures of the out-of-territory LSC are followed with Report of Occurrence reports, if any, submitted to both LSC’s, in addition to USA Swimming and Risk Management Services, Inc.
The effective date will be January 1, 2007.
The “Sanction Fee Treaty” will become effective only if VSI also enters into this agreement.
PAYMENT RESPONSIBILITY FOR SURVEY OF GMU POOL: The Board was asked to consider the responsibility of payment for the pool measurement at GMU necessitated by the setting of two American Records at the Tom Dolan Invitational Meet, sponsored by CUBU, held December 7-10, 2006. The matter was tabled until the January meeting.
TRAVEL REIMBURSEMENT APPEALS FOR PVS ATHLETES PARTICIPATING IN 2006 USA SWIMMING JUNIOR CHAMPIONSHIPS: Two separate travel reimbursement appeals, involving three athletes were presented to the Board for its consideration. Both appeals were denied—one by a vote of 6-2 and the second unanimously.
CLUB APPEAL OF FINE LEVIED FOR ENTERING FOUR SWIMMERS NOT MEETING QUALIFICATION TIMES AT THE 2006 PVS SENIOR SHORT COURSE CHAMPIONSHIP:
The Board considered a club’s request that the levied fine be waived. The Senior Chair recommended to the Board that the fine be suspended but subject to reinstatement in the event another entry time violation occurs during the next twenty-four month period commencing on December 13, 2006. . This recommendation was based upon a portion of a club splitting off from the original Club at the time of the meet (but after meet entries were submitted) and the warning notification being given to the head coach of the original club. The athletes involved trained
with the coach of the swimmers splitting off.. The suspended fine is being assessed against the club splitting off. A motion to accept the Senior Chair’s recommendation passed with one objection.
HOSTING 2008 EASTERN ZONE LONG COURSE MEET: Prior to the meeting, Bill Marlin provided all members of the Board with a written update. The Board requested that discussions of the co-hosting responsibilities and financial arrangements between PVS and VSI occur prior to the May 2007 Eastern Zone meeting.
ZONE COACH STIPEND INCREASE: The Board considered Paris Jacobs’ recommendation that PVS Zone Coach stipends be increased. A motion was made, seconded and unanimously approved to increase the Head Coach stipend from $500 to $700, the Head Assistant Coach stipend from $300 to $450 and the Assistant Coach stipend from $250 to $350. These increases will become effective in 2007.
ZONE CHAPERONE EXPENSE REQUEST: Paris Jacobs, Zone Team Manager, requested that the Board consider providing financial support to Zone Team Chaperones. Her request was for PVS to pay one-half the double occupancy rate for hotel accommodations for up to 6 chaperones per trip. They will also be provided complimentary seating on the team busses, if extra seats are available. If seats are not available, chaperones would be reimbursed for automobile mileage at the then current charity mileage rate for travel to and from the meet The number of chaperones supported would be one per each 25 athletes (or fraction thereof) participating on the team A motion was made, seconded and unanimously approved to adopt these recommendations.
ZONE TEAM MANAGER TRAVEL OPTION REQUEST: Paris Jacobs requested that the Board modify Policy and Procedure to provide the Zone Team Manager the option to travel to the meet location prior to the team arriving thereby providing them the opportunity to address various logistical matters prior to the team’s arrival. A motion was made, seconded and unanimously approved to adopt the modification.
ADDITIONAL SITE FOR 2007 PVS NOVEMBER OPEN: Prior to the meeting, the Board had been advised by the Administrative Assistant that FCPA had offered to rent the Mt Vernon pool in addition to Cub Run for the 2007 PVS November Open. The Board authorized the rental of both sites.
NEXT BOARD MEETING: The Chair announced that its next Board meeting will be held at McLean Community Center on Wednesday, January 17th at 6:30PM.
ADJOURNMENT: The meeting was adjourned at 10:20PM.
Respectfully submitted by,
Janet Auger
PVS Administrative Assistant