INDIANA SWIMMING BOARD OF DIRECTORS MEETING June 2017 – Minutes DRAFT th Meeting Date: June 19 , 2017 5:40 pm / adjourned 7:04 pm th TOM JOHNSON Location: 12 Floor Sports Corp Conference Room, Pan Am Plaza, 201 S. Capitol General Chair* Ave. GREGG MUDD Admin Vice-Chair* 1. Welcome and Introduction of board members and guests LUCY DUNCAN 2. Approve May’s Minutes (Seconded, Motion Carried) Budget & Finance Vice-Chair* 3. Consent Agenda (Seconded, Amended, Motion Carried) JOHN GIBSON Senior Vice-Chair* • Board Reports MIKE CHAMPMAN 4. Governance Moment – Board Recruitment Age Group Vice-Chair* Tom Johnson began by requesting any board member eligible for re-election to nd KYLE SMITH please advise their intent to run for a 2 term. Coaches Rep* Disability Coordinator Today’s topic was Board Recruitment. With that, a question was posed to the Board. Why do you serve and what is your biggest talent that you bring to the MARIANNE WALLING board? Several members shared their individual experiences and talents. Technical Chair* This lead to reviewing the Board Building Cycle and Board Recruitment criteria. JOHN HIESTER The value of each item was discussed in detail. Best practices were outlined. Officials Chair* The Board was asked to consider skill sets for each board position, professional occupation as it crosses over to swimming governance and community CONNOR CAPSTICK Senior Athlete Rep* connection. It was noted that the Senior Chair elections are different that other board positions. MADDIE SHEISS A final reminder to all members to complete the on-line course as required by Junior Athlete Rep* LEAP 1. ADAM JASIAK Athlete Rep – At Large* 5. Executive Director’s Report – Arlene McDonald Arlene began by thanking the Board for naming her Interim Executive Director MADISON WICKHOLM for Indiana Swimming. Arlene specifically wanted to thank Lucy & Michele for Athlete Rep – At Large* their assistance during the transition. Also a special thank you to Adam and PAUL STAUDER Madison for setting up ISI’s social media accounts. Arlene concluded her Safe Sport Coordinator* thanks you with Marianne for her continued support of ISI’s Championship meets. Vacant Past General Chair Arlene shared with the Board Caroline Holt’s activities as ISI’s summer intern. Caroline assisted Roch with camps and continued by supporting World MICKEY SMYTHE Championship Trials. Thank you Caroline for your service. Please refer to Secretary Arlene’s report for further details. REGIONAL REPS REGION 1 REGION 2 C. Craig* Chad Bonhke Jim Voss Charles Grace* OLD BUSINESS REGION 3 REGION 4 1. 2017 Phillips 66 National Championships & World Championship Trials J Boardman* Fran Werner Thanked the task force for its service and suggestions. A request to each Board Vacant E. Kowalski* member – get the word out throughout the LSC. The schedule was reviewed CHAIRS & COORDINATORS paying specific attention to the coach’s activities. Sponsorships are still open and accepting checks. Different promotions were discussed highlighting finals PAUL STOCKETT for all five nights will be on TV. Randomly selected patrons will view the meet Diversity & Inclusion Coordinator from the balcony in lounge chair and visited by an Olympian. Board members ARLENE MCDONALD were asked to generate ticket sales as blast emails are not enough. Interim Executive Director Event Director ROCH KING Sports Development Director MICHELE DELUNA Membership Coordinator 1 INDIANA SWIMMING BOARD OF DIRECTORS MEETING June 2017 – Minutes DRAFT OLD BUSINESS 2. Updates for Staffing – Personnel committee Michele DeLuna has agreed to take on extra hours to assist with office duties. Lucy Duncan will take on a position with ISI between 16-20 hours week and work 2 days a week in the office. Tom Johnson reviewed for the Board the hiring methodology for both short term and long term ISI employees. The current expectation is that all personnel expenses will meet existing budgetary levels. NEW BUSINESS 1. Life Memberships Marianne Walling reviewed for the Board the current ISI policy requirements. Motion – Moved to provide a Life Membership for Dick Duncan. Seconded. Motion Carried. 2. House of Delegates Programming A Task Force was created to finalize HOD Programming. The task force members are Charles Grace, Arlene McDonald, Roch King, Adam Jasiak & Marianne Walling. Need direction from Performance Committee was asked for direction relative to HOD hotel accommodations. The Task Force will present their recommendations at the August board meeting. 3. Membership Fees Michele DeLuna reviewed USA Swimming fee increase for LSC members. After her review, it was asked that ISI review its Seasonal membership fees. It was noted that only 5 swimmers took advantage of the Fall only Seasonal membership. Michele made a request to drop the Fall only Seasonal Membership. It was agreed to postpone to the August board meeting. 4. USAS Convention Memorials Arlene McDonald reviewed for the Board the USA Swimming memoriam held during the USA Swimming Convention. A request was made of the Region Representatives to forward names with photos so that we can recognize those we have lost in our swimming community. Names and photos are needed by August 1st to include in the memoriam. 5. 2017 Golden Goggle: Sunday, November 19th, Los Angeles Tom Johnson reviewed past policies for attendees. Past policy rewarded athletes and Coaches of the Year recipients. ISI would purchase 1 table with 10 seats, 8 seats for ISI and 2 seats for USA Swimming VIPs. Typically 4 athletes and 4 coaches were invited annually. A Task Force was created to outline a new policy for choosing those attending future Golden Goggle events. The task force members are Tom Johnson (Chair), Arlene McDonald, Madison Wickholm, Paul Stockett and John Hiester. The Task Force will present their recommendations at the August board meeting. 6. August Board Meeting and Possible Retreat The August board meeting will be moved from the 21st to the 14th due to the FINA meet being held the week of the 21st. It was noted that a Board Retreat is overdue as there is a need for a strategizing/planning session. Topics mentioned but not limited to were long term staffing needs, governance structure, identifying skill sets and general/philosophical discussions. A suggested retreat date, Oct. 1st, immediately following the ISI House of Delegates. 7. 2018 SC Championship Meet Schedule The 2018 ISI SC Championship meet schedule conflicts with the 2018 IU Natatorium schedule and the Speedo Sectional dates. The Performance Committee will be asked to weigh in for the SRS meet dates. PIKE (Senior State) and SSC (Age Group State) will be approached shortly as new meet dates are considered. 2 INDIANA SWIMMING BOARD OF DIRECTORS MEETING June 2017 – Minutes DRAFT NEW BUSINESS 8. Future Open Water Dates Marianne Walling shared with Board the history surrounding this year’s event. Last year ISI was unable to find a host for the policy required meet date. A September date was suggested. CARD showed interest in hosting. It appears NOB was asked to host 2017 September Open Water with the intent to dual sanctioned a USA Swimming Open Water and a Masters Open Water meet. The ISI P&Ps require a July meet date and a bid process. 2018 and 2019 and not sure how it got there. Motion – Moved to refer future Open Water dates to the Performance Committee with the committee’s recommendation presented to the Board for approval. Upon approval, the Policy and Procedure manual will reflect the new date. Host venues are subject to Site Selection Committee’s review and ISI bid process. Seconded. Motion Carried. Next Board Meeting: August 14, 2017 Reminders & Announcements: September 30, 2017 – House of Delegate October 16, 2017 Board Meeting November 20, 2017 Board Meeting Upcoming Events World Championships Trails – IU Natatorium, June 27-July 1 ISI Senior State Championships – Purdue University, July 20-23 ISI Age Group State Championships – IU Natatorium, July 28-30 NCSA LC Junior Meet – IU Natatorium, August 1-5 FINA Junior World Championships – IU Natatorium August 23-28 3 INDIANA SWIMMING BOARD OF DIRECTORS MEETING June 2017 – Minutes DRAFT ITERIM EXECUTIVE DIRECTOR Arlene McDonald EVENT DIRECTOR [email protected] SPORT DEVELOPMENT DIRECTOR Roch King [email protected] MEMBEBER SERVICES COORDINATOR Michele DeLuna [email protected] Arlene McDonald: Event Director & Interim Executive Director LSC Activities since May Report: I met with John Mybeck on two occasions prior to his departure to go over office logistics. Much of my time the past three weeks has been spent getting acclimated to the office and finalizing all the details for the upcoming Phillip 66 National Championships & World Championship Trials including sponsorships and ticketing. Activities have included: • Met with The Brookfield Group representative to discuss office IT set up • Met with Gregg Mudd, Admin Vice Chair & Personnel Committee Chair, to discuss office procedures and expectations • Met with Michele, Roch, and Lucy to discuss office roles and strategies • Met with Madison Wickholm & Adam Jasiak to discuss and set up LSC Snapchat and Instragram accounts • Participated in a conference call with Tom Moore and Pike board members regarding their hosting of Indiana Swimming championship meets • Conducted final call of LSC Programming Task Force for Nationals; constructed the final LSC Activity Schedule (see addendum) • Participated in a planning call with the USA Swimming administrative team for Nationals • Met with the Zionsville Leadership Team for