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BOD Minutes April 12, 2015 AM

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BOD Minutes April 12, 2015 AM Promoting Excellence by Providing Resources to Support and Empower the North Carolina Swimming Community MEETING MINUTES Board of Directors Meeting Sunday, April 12, 2015, 9:30 AM Greensboro Coliseum Hall of Champions, Board Room 1. Call to Order – Dave Olack a) Meeting called to order at 9:41 AM 2. Roll Call – Lisa Olack a) Attendance: Dave Olack, Trish Martin, Jay Dodson, Kathy McKee, Carl Labonge, Lisa Olack, Joel Black, Jon Jolley, Sarah Holman, JP Merchant, Kevin Thornton, Todd Webber, John Roy, Paul Silver b) Guests: Bill Martin, Ronnie Roach, David Rigsbee, Wayne Shulby, Oneta Manuel 3. Reading, correction and adoption of minutes – Lisa Olack a) MOTION: Approve March 11, 2015, BOD Minutes - PASSED 4. Officer Reports a) General Chair – Dave Olack i) First General Chair’s newsletter will be issued after HOD b) Treasurer – Carl Labonge i) Presented financials as attached c) Finance - Carl Labonge i) Budget presented as attached ii) Bill Martin-speakers for fall HOD at NC State; recommend speakers (eg, talent coach, nutritionist) for coaches to attract attendance. Speaker may also speak at awards banquet. iii) ACTION: Sarah Holman to contract a speaker for all star and athlete meetings. 5. Committee Reports a) Proposed Legislation – Joel Black/Wayne Shulby i) Discussed proposed legislation as presented b) Communications - Ronnie Roach i) Redo website with mobile responsive site by September 1, 2015, with an approximate cost of $3,000 to have the ability to have multiple authors and push tool that will send out information via facebook, twitter, and instagram (social piece-mini authors). c) Membership/Registration – Suzanne Heath i) Lisa Olack presented reports as attached. The spreadsheet will be emailed on a 6 week interval to the head coach of each team showing the coaches in need of certifications. First one sent before this meeting. d) Technical Planning – Kevin Thornton i) Presented fall schedule as attached to be voted upon at HOD. Discussed receiving a letter from the facility at which a meet will be hosted confirming availability to have the meet at that time. Board deemed the letter not necessary. e) Safety Coordinator – JP Merchant i) Presented reports as attached. Not receiving reports of occurrence that happen at practices. Discussed deck changing procedure that was issued by USA-S to speak with the coach of the swimmer first. Would like to see safe sport flyers in not only championship meet programs but in regular meets throughout the year; black and white, 1 page. ii) ACTION ITEM: Remind teams to send copy of the report of occurrence submitted to USA-S to the safe sport coordinator. f) Officials Committee – Todd Webber i) Upcoming clinics ii) Planning goals to grow official base by August 1, 2017, to 6% of athletes iii) ACTION ITEM: Revise referee structure at HOD to clinics by Fall 2015 HOD 6. Unfinished (old) business a) Deck changing policies at aquatic centers in the LSC – Dave Olack i) Facility summary in regards to deck changing (see attached)-contacted 11 facilities, 8 responded, only 3 have written policies but none address deck changing. ii) ACTION ITEM: Todd Webber to make sure all meet referees know how to handle deck changing at meets. b) Hall of Fame at GAC – Trish Martin i) TABLED: Until September BOD meeting c) By-law comparison – Wayne Shulby i) MOTION: Add back to by-laws provision regarding suspension of board members for unexcused absences – PASSED d) Open Water – Taylor Cooper i) No report e) Retreat Follow-up i) Review of the summary report – Dave Olack (1) Communication/Education - Ronnie Roach ACTION ITEM: Submit a report on progress to board at next BOD meeting (2) Athlete Retention – JP Merchant No report (3) Governance – Wayne Shulby No report (4) Volunteers – Suzanne Heath No report (5) ACTION ITEM: Dave Olack to review strategic planning summary report from Jane Grosser for action items and follow up with individuals responsible. 7. New business a) ACTION ITEM: Taylor Cooper to clean up policy for team selection and funding with John Roy. Policy manual should also include open water select camp. b) Committee established to work with Bill Martin for the Swimposium to be held in the spring of 2016 i) Sarah Holman, Todd Webber, and an athlete to be named. ii) ACTION ITEM: Draft agenda to be presented at next BOD 8. Schedule a) Next BOD meeting to be held via conference call on Wednesday, June 10, 2015, at 8:30 PM 9. Adjournment a) Meeting was adjourned at 12:01 PM 10. References/Attachments a) NCS Balance Sheet b) NCS Profit Loss Statement c) NCS Budget 2015-2016 d) Proposed Legislation e) NCS Club Stats f) Coaches Report g) Fall Meet Schedule h) Deck Changing i) Reports of Occurrence j) Accident Summary k) USA-S 2014 Year End Accident Charts l) Facility Deck Changing Summary m) By-law summary of major deletions n) Strategic Planning Summary Respectfully Submitted, Lisa Olack NCS Secretary North Carolina Swimming Balance Sheet April 3, 2015 Bank of America 4/3/2015 9/30/2014 9/30/2013 9/30/2012 12/30/2011 Main $289,378.43 $220,640.52 $146,995.25 $221,897.51 $262,841.13 Travel Fund $197,563.28 $154,939.04 $111,785.10 $75,921.50 $121,094.94 Petty Cash $1,401.53 $1,401.53 $977.76 $2,471.76 $777.48 CD (Liquid) $100,208.84 $100,184.22 $100,074.63 CD $50,088.76 $50,073.55 $50,019.02 $20,896.25 $20,859.24 TOTAL $638,640.84 $527,238.86 $409,851.76 $321,187.02 $405,572.79 Wells Fargo $1,168,590.27 $1,115,924.10 $1,020,179.29 $945,216.67 $861,307.84 North Carolina Swimming Profit & Loss Statement April 3, 2015 Account Name 2015 Actual 2015 Budget 2014 Actual 2014 Budget 2013 Actual 2013 Budget 2012 Actual 2012 Budget 301 Banquet $500.00 $2,576.00 $4,040.60 $2,538.00 $3,022.51 $2,500.00 $4,616.98 $2,500.00 305 Camps $21,400.00 $12,985.00 $22,271.23 $12,793.00 $22,950.00 $19,500.00 $17,690.00 $19,500.00 317 Entry Fees $59,886.77 $79,419.00 $100,543.66 $77,862.00 $88,315.27 $76,335.00 $45,914.44 $53,000.00 325 Endowment $10,000.00 $11,692.00 $8,000.00 $8,000.00 $6,500.00 340 Select Camp $19,000.00 $23,590.00 $19,041.00 $17,600.00 $18,760.00 $18,760.00 $16,500.00 353 Zone Team $21,635.00 $24,000.00 $21,315.00 $22,800.00 $21,000.00 $19,000.00 $22,900.00 370 Registration $658,439.60 $632,400.00 $582,681.40 $593,426.00 $578,035.50 $559,414.00 $161,191.50 $469,440.00 375 Sanction Fees $7,862.30 $1,751.00 $1,591.00 $1,726.00 $1,432.61 $1,700.00 $817.31 $1,500.00 395 Miscellaneous* $5,000.00 $4,000.00 $8,348.44 $1,000.00 $500.00 $3,500.00 TOTAL INCOME $748,088.67 $784,766.00 $758,717.89 $744,393.00 $742,504.33 $708,209.00 $276,490.23 $595,340.00 401 Banquet $9,420.17 $12,500.00 $4,515.42 $12,500.00 $7,910.96 $12,500.00 $6,171.86 $13,000.00 405 Camps $21,045.93 $19,500.00 $27,998.75 $24,431.00 $29,937.34 $21,000.00 $15,614.16 $19,000.00 410 Web Page $1,275.70 $1,000.00 $357.40 $1,000.00 $1,000.00 $1,000.00 $500.00 415 Coaches' Education $3,500.00 $3,500.00 $2,470.00 $3,500.00 $500.00 $3,500.00 425 Contingency* $9,968.18 $7,500.00 $10,598.72 $7,500.00 $8,417.53 $7,500.00 $10,000.00 430 Convention/LSC Meetings $6,090.39 $20,500.00 $25,483.38 $20,500.00 $17,166.12 $20,500.00 $4,265.21 $17,000.00 438 Office Expenses $2,317.59 $2,000.00 $3,549.50 $1,500.00 $7,438.17 $5,000.00 $1,710.06 $7,000.00 444 Officials' Expenses $6,968.05 $13,500.00 $6,813.83 $12,000.00 $8,026.60 $11,400.00 $5,020.59 $6,800.00 449 Select Camp $82.95 $19,000.00 $24,052.89 $18,600.00 $17,409.08 $18,600.00 $17,665.62 $20,000.00 453 Zones $3,000.00 $42,000.00 $61,508.82 $39,000.00 $44,425.80 $39,000.00 $29,402.12 $42,000.00 460 Club Support $4,164.06 $13,500.00 $11,334.00 $13,500.00 $9,267.28 $13,500.00 $7,625.05 $18,500.00 470 USA Swimming Registration $545,997.00 $530,000.00 $465,228.00 $498,716.00 $507,138.00 $470,133.00 $182,311.30 $383,730.00 473 Registration/Administration $31,135.16 $76,833.00 $61,531.51 $74,235.00 $67,495.24 $71,724.00 $47,691.04 $58,100.00 495 Miscellaneous $2,615.46 $5,000.00 $5,000.00 $5,000.00 $43.00 $1,500.00 $556.00 $1,500.00 Team Incentives $4,814.00 $10,000.00 $10,000.00 $10,000.00 Diversity Workshops $1,550.00 $1,550.00 $1,550.00 Training $360.00 $360.00 $360.00 Safety $142.99 $1,300.00 $500.00 $837.39 $500.00 TOTAL EXPENSES $649,037.63 $779,543.00 $707,972.22 $744,392.00 $727,982.51 $709,267.00 $319,533.01 $600,630.00 Travel Fund 389 Travel (Meet Income) $60,752.00 $102,624.00 $128,397.91 $100,612.00 $102,610.06 $98,639.00 $66,659.00 489 Travel (Athlete Funding) $24,307.00 $85,000.00 $63,256.00 $72,500.00 $58,556.00 $62,500.00 $111,859.99 North Carolina Swimming Quadrennial Budget 2013 to 2016 Quad 2016 Account Name 2015 Budget 2016 Budget changes 2016 301 Banquet $2,576 $2,614 0 $2,614 305 Camps $12,985 $13,180 0 $13,180 317 Entry Fees $79,419 $81,007 $81,007 389 Travel $0 325 Endowment $10,000 $10,150 $10,150 340 Select Camp $19,327 $19,617 $1,400 $21,017 353 Zone Team $21,635 $21,959 $21,959 370 Registration $632,400 $657,696 $657,696 375 Sanction Fees $1,751 $1,778 $1,778 395 Miscellaneous $5,000 $5,075 $5,075 TOTAL INCOME $785,093 $813,076 $1,400 $814,476 401 Banquet $12,500 $12,500 $3,000 $15,500 405 Camps $19,500 $23,000 $3,000 $26,000 410 Web Page $1,000 $1,000 $2,000 $3,000 415 Coaches' Education $3,500 $3,500 $3,500 Team' Incentives $10,000 $10,000 $10,000 425 Contingency $7,500 $7,500 $7,500 $15,000 430 Convention/LSC Meetings $20,500 $20,500 $5,000 $25,500 Diversity workshops $1,550 $1,550 $1,500 $3,050 438 Office Expenses $1,500 $1,500 $1,000 $2,500 444 Officials' Expenses $12,000 $12,000 $12,000 Training $360 $360 $360 Safety $500 $500 $500 449 Select Camp $18,600 $18,600 $7,000 $25,600 453 Zones $39,000 $39,000 $5,000 $44,000 460 Club Support (Awards) $13,500 $13,500 $13,500 470 USA Swimming Registration $508,496 $528,836 $528,836 473 Registration/Administration $76,833 $80,675 $80,675 489 Travel $0 495 Miscellaneous $1,500 $1,500 $1,500 TOTAL EXPENSES $748,339 $776,020 $35,000 $811,020 Net Income (Loss) $36,754 $37,056 $3,456 NCLSC: USA Swimming, Inc.
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