Teams Represented:, Cherokee, Clinton, Columbia, Greenwood, Hartsville, Hendersonville, Newberry, Orangeburg, Pickens, Sumter, and Rock Hill.

Teams Without Representation: Beaufort, Berkley, Chester, and Florence.

The meeting was called to order by President Sid Collins.

President Collins welcomed everyone to the meeting and thanked them for making time to attend the called meeting.

Voting rites were established by team.

Minutes from the July 18, 2003 meeting were approved as written.

PRESIDENTS REPORT

President Collins explained why the executive committee felt it necessary to implement rule changes for the 2004 Winter Championship. Y Nationals is looking at our league rules and results, not following national guidelines could result in pulling the sanction.

President Collins also thanked everyone for their patience in dealing with the postponement of the championship meet. The final decision was taken out of the RAYS hands by the Winthrop University. At that point it was pretty difficult trying to reach some of the teams. The league would like to have a cell phone listing for each team for emergency use only. This will be added to the contact form the secretary maintains, it will not be published on the web.

SUMMER SWIM SCHEDULE

Newberry was awarded the 2004 summer championship. The meet is scheduled to take place July 23 & 24, 2004. Johnathan Bass of Greenwood asked the date be changed, stating it was too close to the start of school. The date was put to a vote, 7 teams voted in favor of July 23 & 24, 2 teams were opposed. The meet will take place on July 23 & 24, 2004 in Newberry at the Ann & Frank Smith Aquatic Center.

Prior to establishing the summer schedule, President Collins motioned Florence be allowed in the rotation of choosing meets. It is league policy that teams not attending the meeting would have last pick of meets. Due to special circumstances and a called meeting, all teams voted Florence into the rotation. See attached schedule.

OLD BUSINESS

The executive committee had a banner designed and made to award to the championship team at the 2004 winter championship.

The executive committee looked into the league providing awards for the championship. This proved to be cost prohibitive for the league to take on. Teams need to be creative in finding funding when hosting championship meets to help offset the cost of meets.

Catherine Carlson never received a list of officials. If you have officials on your team, please send name, address, phone number and E-mail addresses to Catherine Carlson.

RULE CHANGES AND DISCUSSIONS (See attached proposed rule changes)

Rule 5-Z (Sid Collins author)

Entry fees. For any meet awarding only ribbons a $2.00 meet fee will be charged. Any deviation from the $2.00 must be included with swim meet bids at the league meeting. If the new meet fee is not included, the guest teams will not be required to pay more than the $2.00 per swimmer fee. Meet entry fees must be paid with the meet entries by the meet entry deadline. No refunds will be made for scratches occurring after the meet entry deadline. Entry fees may be accepted after the deadline at the discretion of the host team but will be double the original amount. (Effective Winter Season 2004-2005)

Rule 6-A (Sid Collins author)

Meredith Griffin suggested the league might want to keep current rules and instead of hosting a sanctioned championship meet, host an all-star meet that would meet national guidelines. The leagues current rules violate several requirements for a sanctioned meet including age up dates, mixed relays, allowing one false start per swimmer per event, and USA swimming rules. Don Kier motioned we begin following the rules set forth by Y nationals, the motion was seconded. Discussion followed. The question was called for; the motion passed seven to two. Effective immediately Y national rules will be followed. The following rules will now read as follows:

1 Current YMCA short course rules apply. (Effective 2-29-04)

2-B A individual wishing to transfer from one YMCA unit to another is eligible to represent the new YMCA upon the written consent of the YMCA unit he or she previously represented. This includes transfer from one metropolitan branch to another. The membership transfer must be completed before the individual competes for the new association. (Effective 2-29-04)

2-D Swimmer’s age on May 1 will determine what age group they compete in for the summer season. Swimmers age on December 1 will determine what age group they compete in for the winter season. Swimmers may participate in the league through the summer season immediately following their high school graduation provided they are not attending college classes during that summer. (Effective 2-29-04)

(Meredith asked our league to put together a letter protesting the May 1 and Dec 1 age up date. Each team is requested to bring a letter to the championship opposing the age up dates.)

5-E Where a team cannot field a natural relay due to few swimmers, then in the interest of competition, a mixed relay may be entered as boys' events. ELIMINATED.

5-U One false start is allowed per swimmer in each event. ELIMINATED.

5-V Disqualification: This may occur for various reasons including starting and swimming technique. The latter is the responsibility of the stroke judges, and will be based on current YMCA. Six (6) and under will be DQ'ed. (Effective 2-29-04)

Records will be kept by the age group swimmers compete in that season. Example on May 1, team A has a 14 year old Jane Doe swimmer who will turn 15 during the summer. By following current YMCA rules, Jane Doe will swim in the 13 – 14 year old age group the entire summer season. Jane Doe would be credited with any new 13 – 14 year old record she breaks. (Effective 2-29-04)

Rule 6-I (Sid Collins author)

Sid asked for clarification in the rules relating to the size of banner awarded to the championship winner. Larry motioned we accept Sid’s proposal of the banner size of 3 x 6 foot. Bill Myers seconded the motioned. The motion passed unopposed. (Effective 2-29-04)

Rule 7 proposal was pulled

By-Laws Article V Propose adding the following section (Sid Collins author):

In the event of a vacancy of an officer, the president shall have to power to appoint an individual to fill the position for the remainder of the term. (Effective 2-29-04)

Sid Collins motioned we accept the proposal; Bill Myers seconded the motion pass unopposed.

Rule 4 (Dena Goeckner author)

The following changes in registration were suggested in order to help streamline the process.

Each team will fill out a team registration prior to each season. Standard team name, abbreviations must be used when submitting meet entries. This form must be received prior to the teams first competition of the year. (Effective 2-29-04)

A $3.00 one time registration fee per swimmer will be imposed on all swimmers registering with the CYSL. All swimmers registered with the CYSL prior to the winter 2002 – 2003 season will be considered lifetime members, as well as any subsequent swimmer who registers. (effective 2-28-2003) CYSL forms will be sent to all teams. The executive director or membership director must sign all forms to indicate swimmers are in good standing with their YMCA. All money and forms will be sent to the league secretary, who in turn will forward the checks onto the treasurer. A swimmer is not considered registered until the secretary receives the forms. If a swimmer is not registered and swims in a meet, that meet will not count as a qualifying meet for the end of season championship. ELIMINATED.

Coaches must provide the league secretary with a roster of returning swimmers. In-active swimmers may be re-activated at any time pending notification of the league secretary. (effective 2-28-03) ELIMINATED.

A hard copy of swimmers registration form and check must be postmarked (US Postal, Fed-Ex or UPS) the day before a scheduled meet in order for that meet to count for the swimmer. No faxed or E-mailed copies will be accepted. (effective 7-18-03) ELIMINATED.

Teams using Hy-Tek software may submit an "athlete import file" to the league secretary to register swimmers. The information must include swimmer addresses with E-mail address if applicable. New swimmers can be registered at any time during the season with a new "athlete import file". If a team is not currently using Hy-Tek software, a list of swimmers must be sent to the league secretary. The list must include the swimmers name that will be used when entering said swimmer in meets, birthday, gender, address, home phone, and E-mail address if applicable. (Effective 2-29-04)

Swimmers are considered registered when the team contact sheet the yearly team registration fee is paid. Team contacts are encouraged to send in their swimmer information in a timely manner. (Effective 2-29-04)

Swimmer information and import files may be submitted by E-mail (preferable). (Effective 2-29-04)

 

Renumber remaining rules.

Pam Lister motioned we accept changes proposed, Don Kier seconded the motion which passed unopposed.

WINTER CHAMPIONSHIP DISCUSSION

Pam Lister and Tim Wood (not present) expressed concern on holding a YMCA meet on Sunday. Several parents have expressed their dislike of a Sunday session. After much discussion, it was decided to review options at the summer meeting.

NEWSLETTER AND MEMBERS ONLY SECTION ON WEB SITE.

Don Kier presented a newsletter that would be distributed by E-mail. He feels it would be a valuable tool for the league. The league gave approval to pursue this and fund it with league money if a sponsor could not be found.

Don asked the league if they were interested in a "members only: section on the web site. Enough interest was expressed that a members only section will be established.

Many coaches felt that meet manager or league data base files should not be posted on the web. From this point forward only CL2 files will be posted. The current league web site is currently receiving on average of 1,400 visits a month.

NEW BUSINESS

Lynn Williams asked to change rule 6-G

Awards. There will be team trophies awarded for the 1st, 2nd, and 3rd place finishers. In the CYSL end of season championships, each event will be scored to ten (10) places, with medals awarded to places one (1) to three (3) for individual events and relays and ribbons to places four (4) to ten (10) for individual events and relays. Participation ribbons will be given to each swimmer entered in the meet.

Change to: Awards. There will be team trophies awarded for the 1st, 2nd, and 3rd place finishers. In the CYSL end of season championships, each event will be scored to ten (10) places, with medals awarded to places one (1) to three (3) for individual events and relays and ribbons to places four (4) to ten (10) for individual events and relays. Participation ribbons will be given to each swimmer entered in the meet. If the host team chooses to give a commemorative gift to each swimmer no participation ribbon will be required. (Effective 2-29-04)

Pam Lister made the motion to accept the rule change, Bill Myers seconded the motioned. Motion passed unopposed.

Lucinda Davis-Kettner asked when a team hosts a meet, to please send out the ribbons in a timely manner. It is very disappointing for new swimmers not to get their ribbons.

 

RESCHEDULING OF CURRENT CHAMPIONSHIP MEET

After much discussion it was decided to re-schedule the meet for March 13 & 14, 2004. Warm-ups on Saturday and Sunday will begin at 11:00 AM, the meet will begin at 1:30 PM each day. Teams will be notified in writing. It was noted that age group sectionals was being held the same weekend in Charlotte, NC. Any teams with swimmers attending age group would be give special consideration for warm-ups in Rock Hill upon their arrival.

Being no further business, the meeting was adjourned.

Respectfully submitted,

Dena Goeckner

CYSL Secretary