1.1 by Liz Brown, General Chair at 1:34Am

New Mexico Swimming HOD April 9. 2016 Minutes Draft

Present: Liz Brown, General Chair; Vicki Fellows, Vice Chair; Doug Forbes, Senior Vice Chair; Daryl Wells, Age Group Chair; John Butcher, Diversity Chair; Jeremiah Stanton, Technical Planning & Coaches Representative Chair; Gordy Westerberg, Championship Committee Chair; Madison Lash, Senior Athlete Rep; Andrea Campbell, Secretary & Top 10/Records; Mary Jo Billiot, Treasurer; Deborah Kruhm, Non-Athlete Representative/Membership Coordinator/Safety/Disability Swimming Chair; Tom Cyprus, Equipment Chair; Lori Onsae, Publicity; Lin Onsae, TIDAL WAVE Swim Team; Ginger Rivenbark, DUKE Aquatics; Shea Djang, CAQ; Anna Zhang, MC; John Murphy, LAA; Anna’s husband.

1. Call to order 1.1 By Liz Brown, General Chair at 1:34am 2. Minutes: 2.1 Draft minutes of 10/5/15 meeting were reviewed 2.2 Motion to accept minutes as written J. Butcher/Second D. Kruhm 2.3 Discussion: None 2.4 Motion Passes 3. Reports All written reports are included at the end of these minutes and accepted as presented, unless noted below 3.1 Technical Planning, J. Stanton 3.1.1 Outcome from the technical planning meeting: Novice meets - have time trials at the end of every meet with 9 and over can time trials at the 200 IM and 200 Free, 11 and over can time trial any 200 event. Host teams can move events events around if needed but not change events offered. Won’t need to get two sanctions numbers just include in your meet information. We aren’t taking out the 1000 coaches will need to request splits. 3.1.2 Invite Changes – Bonus swims will be one B time = two bonus swims. Two B times = 4 bonus swims, and three B times = max events. Swimmers do not have to swim the events they have B times in. In cases like that the coaches must provide proof of times to meet director. 3.1.3 State changes – 11 and over state moving the 400 free relay from Friday to Sunday morning and the 200 free relay from Sunday morning to Saturday evening. Swim Top 8 for timed final events (400 IM, 500 fr, 1000 fr) 13 and over at finals. All other heats would be in the middle of the sessions. Do away with 15-16/17+ age groups and have them become 15+ instead. Make sure we don’t call it senior. Raise time standards for 10 & under to help with the transition between 10 & under and 11-12. 3.1.4 G. Westerberg asked if these changes would be effective this summer. J. Stanton replied we could. 3.1.5 Move 9-10 state events back in with 11 and over state. Merge the Novice Championships with the 8 & under state to make it the 12 and under B championships. Have this on the same date that we usually have 10 and under state. The meet would be two sessions instead of three. 3.2 Safety Chair – D. Kruhm 3.2.1 We have numerous pools that are open areas and it has been recommended that we clarify who should be on deck. There is an LSC is using different color wrist bands to signify all who should be on deck including volunteers. 3.2.2 J. Butcher asked if there is a safety budget to purchase these. 3.2.3 M. Billiot says no there isn’t. 3.2.4. J. Butcher says could be expensive in the long run. 3.2.5 L. Brown does anyone have ideas about how to enforce this safety. 3.2.6 J. Stanton at our state meet our timers wore vests. We could invest in something that could be used all the times. 3.2.7 D. Kruhm there are host teams that are not following rules. Deborah has witnessed an incident where a coach was coaching at a meet that wasn’t registered. 3.2.8 T. Cyprus asked isn’t there a fine for this. 3.2.9 D. Kruhm said yes there is, it is a $100 for non-registered coach. 3.2.10 V. Fellows asked if she said anything to the team or the host team. 3.2.11 D. Kruhm replied no she didn’t. 3.2.12 V. Fellows says that she should address this since she is the Safety Chair. 3.2.13 D. Kruhm sends out report about who can coach and who can’t to the meet director prior to each meet and says they aren’t being followed. 3.2.14 V. Fellows asked who sees the list and it should be sent to the meet ref and the meet director. 3.2.15 L. Brown says that it should be posted somewhere visible during the meet to all coaches and referees. 3.2.16 G. Westerberg there has been instance where a coach was on the list but after checking found out that they were okay. 3.2.17 J. Butcher says if that happens you should contact D. Kruhm to verify that they are current. 3.2.18 L. Butcher does anybody want to address any issues about safety or make suggestions? 3.2.19 J. Butcher asked if there is a process in place if a host team is not following the requirements. 3.2.20 D. Kruhm no there isn’t. 3.2.21 J. Butcher we should table this and send it to a committee to get something in place. 3.2.22 L. Brown anything further about safety. No response. 3.3 Top 10/Records – A. Campbell 3.3.1 Six long standing records broke by Allison B., Adam F., Pierce H., 3 relays done by 17-18 boys CAQ. Currently have three swimmers in the top 10 for short course.

4. New business: 4.1 Motion #1 Involves coaching requirements, Rules and Regulations, 2.3 Non-Athlete Registration, 2.3.1.1, page 6. G. Rivenbark/2nd J. Butcher 4.1.2 Motion passes 4.2 Motion #2 Involves delete temporary limited coaching approval, Rules and Regulations, 2.3 Non-Athlete Registration, 2.3.1.4, page 7. L. Onsae/2nd J. Butcher 4.2.1 Discussion: V. Fellows wants a friendly amendment to put reference to 502.4.5. A. Campbell showed her the motion and explained that she just wants to delete this area not add anything to it. 4.2.2 V. Fellows withdraws the friendly amendment. 4.2.3. Motion passes 4.3 Motion #3 Involves 3-point warm up entry, Rules and Regulations, 7.13.2, Warm up procedure, page 20. J. Butcher/2nd J. Stanton. 4.3.1 Discussion: A. Zhang wants to know what a 3-point entry is. L. Onsae would like a friendly amendment that state “Swimmers shall entry the pool with a 3-point entry at the start or turn end of the pool”.

4.3.2 D. Kruhm accepts friendly amendment. 4.3.3. Motion passes, effective immediately. 4.4 Motion #4 Involves record submissions where chair will take of checking records, Rules and Regulations, 10.3, Records Submission. L. Onsae/2nd S. Djang. 4.4.1 Discussion: D. Wells SWIMS doesn’t cover 50 breast, 50 fly, 50 back, or 100 IM for 13 and overs. V. Fellows asked if this is to replace the current version or is it to add to it. S. Djang replied it is to replace it. T. Cyprus made a friendly amendment to add “Must be representing a New Mexico swimming registered club to achieve a record. S. Djang accepts the friendly amendment. A. Campbell if this passes than I will be giving records to a lot of college swimmers who come up in the database. J. Butcher there are numerous different swimming situations that reflect records. 4.4.2 Motion failed 4.5 Motion #5 Involves elimante section of coaches qualifications for championship meets, Rules and Regulations, 2.3.1.3, page 7. G. Westerberg/2nd J. Butcher 4.5.1 Motion passes, effective immediately 4.6 Motion #6 Involves athlete travel reimbursement egibility, Rules and Regulations, 11.4, Eligibility Requirements, page 29. Add wording “NMS sanction and New Mexico club registered meet”.G. Westerberg/2nd T. Cyprus. 4.6.1 Discussion: T. Cyprus asked to make a friendly amendment to state “High School District and High School state meet times do not count towards the total 15 swims. V. Fellows accepts the friendly amendment. 4.6.2 Motion passes, effective immediately 4.7 Motion #7 from Technical Planning Novice meets, Rules and Regulations: have time trials at the end of every meet: 9 and over can time trial 200 IM and 200 free, 11 and over can time trial any 200. J. Stanton/ 2nd V. Fellows. 4.7.1 Motion passes, effective September 1, 2016 4.8 Motion #8 from Technical Planning Invite changes, Rules and Regulations, 5.2, Time Standards, page 10, change the bonus swims to 1 B time = 2 bonus swims, 2 B times = 4 bonus swims, 3 B times = max events. The swimmer doesn’t have to swim the qualifying event in the meet. J. Stanton/2nd V. Fellows 4.8.1 Discussion: T. Cyprus wants to know if this affects meets with time standards. J. Stanton replied it doesn’t. G. Rivenbark questioned if the swimmer has a qualifying time on Saturday but can only swim on Sunday are they still good to do the bonus swims. J. Stantion replied yes. 4.8.2 Motion passes, effective immediately except for already sanctioned meets. 4.9 Motion #9 from Technical Planning State changes Rules and Regulations, Appendix 11, page 53, Move the 400 free relay from Friday morning to Sunday morning and the 200 free relay from Sunday morning to Saturday evening for short course state only. J. Stanton/2nd V. Fellows 4.9.1 Motion passed, effective September 1, 2016 4.10 Motion #10 from Technical Planning, Rules and Regulations, Appendix 11, page 53, have the Top 8 swimmers in the timed final events (13 & over 400 IM, 500 free, 1000 free) at state swim in finals. J. Stanton/V. Fellows 4.10.1 Discussion: T. Cyprus would like to make a friendly amendment 13 & over for 500 and 1000 free and 11 & over for 400 IM. J. Stanton accepts the friendly amendment. T. Cyprus says currently they do the 11-12 400 IM at the end of the morning session, so we are adding everyone swimming but the top 8 will increase the timeline and somebody should be looking at this. D. Wells says we should do what Tom says and table this till the fall meeting. J. Stanton looked at the past short course meet and says that it won’t have a dramatic effect to the timeline. L. Brown wants to know how many swimmers will miss their event due to all the different times that the event will be swam. V. Fellows stated that the heat sheets state when they will swim. D. Wells stated we could tighten up the time standards for the 11- 12 400 IM to help with the timeline. V. Fellows made a friendly amendment that the four fastest heats of 11-12 400 IM swim at night before the relays. All others will be run in the morning at the end of the session, fastest to slowest. J. Stanton accepts the friendly amendment. 4.10.2 Motion passes, effective September 1, 2016 4.11 Motion #11 Rules and Regulations, 9.0 Championship Meets, 9.1.1.1, page 23. Do away with 15-16/17+ events and have a single female and male 15 and over final. J. Stanton/2nd J. Murphy. 4.11.1 Discussion: V. Fellows asked if awards would be 15 and over. J. Stanton replied yes. G. Westerberg added high point would be 15 and over also. 4.11.2 Motion passed, effective immediately 4.12 Motion #12 Raise the 10 and under state qualifying times. J. Stanton/. 4.12.1 Table motion till after following motion. 4.13 Motion #13 Rules and Regulations, Appendix 11, page 53. Move the 10 and under events back into the 11 and over state championship meet. J. Stanton/2nd G. Rivenbark 4.13.1 Table motion till after following motion. 4.14 Motion #14 Rules and Regulations, 9.0 Championship Meets, page 23. Merge the Novice Championship meet with the 8 and under state meet to make it the 12 and under B championship meet. J. Stanton/2nd G. Rivenbark 4.14.1 Discussion: J. Butcher there is confusion because the last 3 motions all go hand in hand. T. Cyprus can we at least discuss all this first and make a motion then. 4.14.2 Table motion to have a discussion to decide on a motion J. Stanton stated 10 & under would be finals only. Since there wouldn’t be many kids it wouldn’t really effect the timelines. D. Wells it is taking the top 10 year olds and putting them with the 11-12 year olds to push them. J. Murphy believes that we should have a 12 and under state with four or five heats per event and make it a prelims/finals meet. Then we should have a 13 and over state. J. Stanton states feedback from the older swimmers is there is no excitement at state. G. Rivenbark says little swimmers just want to get in the water and swim and are happy if they get a ribbon. T. Cyprus at the 10 & under state meet each session was done within 2.5 hours. Now you are talking about the host team renting a pool for more days at a higher cost. J. Butcher doesn’t think adding the 10 & under is a great idea especially if you raise the time standards for them. 4.15 Motion #15 Rules and Regulations, 9.0 Championship Meets, page 23. Change the 10 & Under state qualify times to bb times. incorporate the 10 & under into the 11 and over meet, swim timed finals at night, and have a 12 and under B championship meet. Timeline for these meets is High school state meet, a week off, 10 & over state, the week following 10 & over meet B champ meet. T. Cyprus/2nd G. Westerberg 4.15.1 Discussion: L. Onsae so the swimmers going to this meet are the kids that move onto other sports. We just keep putting things out farther and farther and that officials just won’t be able to support it. G. Westerberg we need to make sure that we don’t have the same officials that just worked a four day meet. J. Butcher we can accommodate this. 4.15.2 Motion passes, effective September 1, 2016 4.16 Motion #16 Rules and Regulations, 9.0 Championship Meets, page 23. Establish a B championship meet with the ceiling time standards for 12 & under being the state qualifying time. J. Butcher/2nd V. Fellows. 4.16.1 Discussion: J. Butcher says there is no qualify times for this meet. 4.16.2 Motion passes, effective September 1, 2016 4.17 Motion #17 Would like to close OME earlier than 10 days before meet. J. Stanton/2nd J. Butcher. 4.17.1 J. Stanton that there is a challenge opening ome and closing ome. It gives the host team time to get things done and give time to plan. Would like it closed even sooner for long course. J. Butcher the way it is set up now is to give last chance times to get into swims database. J. Butcher thinks this is a championship committee issue and doesn’t have to be resolved here. 4.17.2 J. Stanton withdraws the motion

Currently in our Rules and Regulations, 9.3.1, G. Westerberg all time standards need to be bb time standards. We need to make sure our times fit this category.

4.18 Motion #18 Approve athlete travel reimbursements M. Billiot/2nd J. Butcher. 4.18.1 Discussion: There is one swimmer who doesn’t qualify due to lack of swims. Approve the ones already submitted plus any others as long as they meet the qualifying requirements. 4.18.2 Motion passes

5.0 State Championship Meet Bids – J. Stanton 5.1 Currently have one bid from Farmington for the 10 & Under meet. 5.2 SFAC did submit a bid last night. 5.3 Discussion: J. Murphy Is the scoreboard working in Farmington. J. Butcher says they will say it is working but it won’t be. 5.4 SFAC wins the bid

6.0 Board Appointments due to resignations:

General chair (April 15) – Andrea Campbell Appointed

Official Chair (by end of summer) – Lori Onsae Appointed Athlete Registration chair (by end of summer) – Deborah Kruhm Appointed

Treasurer (by end of June)

Discussion: Gordy says that if we add $5 to each registration we could pay a person to do registration. Currently have 2013 swimmers. We need to do further investigations into how this would all work with a paid employee. Set up a committee with John Murphy, Hess Yntema, Jeremiah Stanton, Shea Djang, and Vickie Fellows to look into this. Liz Brown would be an liason to the committee.

7.0 Nominations for board

General Chair – Andrea Campbell

Senior vice Chair – Tom Cyprus

Finance Vice Chair – Janet Lyon-Huffman

Secretary – Ginger Rivenbark

T. Cyprus/2nd V. Fellows Passes

Next meeting Oct 8, 2016 T. Cyprus/2nd S. Djang Discussion: L. Onsae request that we change it to Sunday Oct 9, 2016. T. Cyprus says he likes to have his Sunday time off. Passes

Meeting adjourned at 5:02 pm.