Meeting Minutes 3/05/06

MINUTES FROM THE CAROLINA YMCA SWIM LEAGUE

MARCH 5, 2006

Teams Represented:, Anderson , Berkeley , Cherokee, Clinton Florence , Greenwood , Hartsville, Hendersonville , Newberry, Pickens, Sum merv ille, Sumter , and Rock Hill .

Teams Without Representation: Beaufort, Chester , Columbia , Orangeburg, and Summerville

The meeting was called to order by President Merv Faassen-de-heer

Voting rites were established by team.

Minutes from the July 22, 2005 meeting were approved as written.

REPORT ON THE 2006 WINTER CHAMPIONSHIP

Lynn Williams head coach of the RAYS was asked to report on items of concern from the 2006 CYSL Winter Championship Meet. The behavior of some parents and coaches at the meet was un-excusable. The following incidents occurred at the meet:

The safety marshal was threatened by a parent on deck. The safety marshal while doing his job was told by the parent the best thing he could do was to leave the pool, and then proceeded to tell him if he didn’t leave them alone, she would throw him in the pool. This safety marshal expressed to Lynn that he would never agree to be the safety marshal at another CYSL meet.

Several parents approached the timing table. These parents were angry and voices were raised.

A swimmer missed his/her event and the parent confronted the meet referee.

Each team was given two parent passes to help the coaches with swimmers on deck. One team complained until the host team issued four parent passes. In fairness to the other teams, all teams were given the option of two additional passes.

Parents without parent passes continued to come on deck. They were asked to leave when spotted. Several parents flat out refused.

In the stand on Saturday morning, two parents argued loudly over seats. One set of parents claimed to have been sitting in a particular place; they got up and went to the lobby. When they returned someone was in their seats, which were not marked by a towel or stadium seat. The returning parents wanted the parents sitting there to move. It came down to comments of “let’s take this outside”.

One parent left a towel on Friday night in the stands. While cleaning up the facility after the session, it was assumed a swimmer left the towel, and it was placed in lost and found. Upon returning on Saturday morning, the parent went to the front desk complaining, the towel was returned, and the situation was explained. The parent then demanded the person working the front desk go into the stands and find them a place to sit.

One parent on the pool deck was rude to a coach in the coaches area. The parent felt the coach should not walk in front of her because she was “watching” a race. The coach explained she was a coach and need to be able to see the swimmers in the water. The parent replied in a rude manner.

A parent from a visiting team called the fire marshal. The fire marshal came to the pool, one table had to be moved, several concession items had to be moved, and some parents and swimmers had to be relocated. From this one phone call, Merv has met with the fire marshal everyday this past week. As a result, all the soft drink machines must be moved out of the hall way of the aquatics center, as well as all of the tables. It is uncertain if parents will be allowed to sit in the hall at future meets.

Several coaches showed up without their credential. This was a sanctioned meet. The meet director had to make phone calls and find out who took the last principals class. Several coaches did not have their current certifications. .

The RAYS Parent Steering Committee met. They were adamant that things had to change; otherwise they would consider leaving the league. The following items were discussed and proposed as changes.

Hosting this meet is not a money maker. To help offset the cost a swimmer surcharge needs to be charged.

CYO should sign the entry form. This is a sanctioned meet, the region meet and Nationals are both sanctioned meets, and both must be signed by the CYO prior to the start of the meet.

Mandatory coaches training.

Education of parents. Our current rule 4K states “Coaches are responsible for the conduct and Character Development of their teams before, during, and after a swim meet.” This needs to be enforced.

President Merv told everyone present to read the By Laws and League Rules and become familiar with them. The rules are in place for a reason.

Pam Lister (Newberry) noted there are places she will not attend meets due to poor hosting. She also suggested we need training for coaches and teams.

It was brought to the attention of those in attendance that results from one meet was thrown out due to the inaccuracy of the results. Timers were sitting down back against the wall, they did not move to the edge of the pool when the swimmers approached the wall. There was no heat sheets at this meet, the swimmers did not know where to go, the host team entered their kids into more that the allowed four events.

Merv also agreed there needs to be a mandatory coaches meeting and credentials need to be checked at every meet. If rules are not followed we could possibly loose our ability to get our meets sanctioned. Without sanctioned meets, we cannot send kids to nationals.

Ashley Martin ( Clinton ) said the league has money. She suggested we could possibly hire someone to do a clinic for the league.

The need for a principal’s trainer was brought to the attention of the league. Mario ( Sumter ) has been trying to get his certification to teach this class.

After much discussion over the issues that arose from the championship and the regular season meetings it was decided that a sub committee be formed to put together a training. The following volunteered Pam Lister, Dena Goeckner (both of Newberry), Johnathan Bass ( Greenwood ), and Lynn Williams ( Rock Hill ).

Lynn Williams made the motion that the Head Coach or designee of each team must attend a league coaches training/meet director training prior to the beginning of their first season. If a coach comes in the middle of a season, they must attend the next scheduled meeting. If a team fails to send a head coach or designee they will not be allowed to participate in the league swim meets. The league secretary will send out a list of qualified teams prior to the first meet of each season. The only exemption to this is if there is no head coach turnover. Terry Truesdal ( Berkley ) asked that if the executive committee deems that a team needs additional training they will be required to attend the next training session. Lynn accepted the friendly amendment. Mario ( Sumter ) seconded the motion which passed unanimously

Don Keir (Cherokee) motioned that teams not be exempted from attending mandatory training until the head coach has attended the mandatory league training. 11 in favor and 1 abstention. The motion carried.

Lynn Williams proposed that coaches must present credentials at all meets. The motion was 2^nd and was passed unanimously.

Lynn Williams proposed that the CEO or Branch Manager must sign the entry sheet form swimmers participating in a sanctioned meet. The motion was 2^nd and it also passed unanimously.

PROPOSED RULE CHANGES:

Mario - Sumter

League Rules 5 X

Current:

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, including admission fees or selected seating fees (Effective 2-25-05 ). 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)

Proposed:

Entry fees. For any meet awarding only ribbons a $4.00 meet fee will be charged. Any deviation from the $4.00 must be included with swim meet bids at the league meeting, including admission fees or selected seating fees (Effective 2-25-05 ). If the new meet fee is not included, the guest teams will not be required to pay more than the $4.00 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) Or $1.00 a event.

Lynn Williams seconded the motion. The question was called four in favor eight opposed. The motion did not pass.

Terry - Berkeley

Proposed addition:

The YMCA is a Christian organization. Clothing advertising Alcohol, drugs and slang sayings should not be allowed at swim meets. We need to encourage swimmer, volunteers and spectators to dress in a proper manner.

Lynn Williams 2^nd the motion, Discussion followed. Pam Lister commented that you cannot legislate something like this. It goes back to a code of conduct that you hold your parents and swimmers to. The question was called. Three in favor, eight opposed, and 1 abstention. The motion did not pass.

Matt – Anderson

End of Season Championship Meet

Current: If the championship meet is held as a one day meet, the regular seasons order of events will be followed. If the championship meet is held as a two day meet, the IM’s and medley relay will be swam on the first day (evening) and the remaining events swam the following day in their natural order.

Proposed: In the event that the meet is held as a two day meet, I propose that we add the 200 Freestyle to the order for Friday night. This will help to speed up our events for Saturday. In addition, I would like to see the start time for warm-ups moved back to 6:00 PM for teams that travel in excess of 2 hours. This will allow our student athletes to get a full day off classes in.

This motion was pulled.

The following items were proposed as housekeeping items

In the essence of time it was decided that each item would be read, if there was a disagreement with the purposed change the item would be “pulled” and voted on separately. All items not pulled would be voted on as one. Noted above are the pulled items. Items not pulled passed unanimously. See each pulled item for further discussion.

ARTICLE IV – MEETINGS

CURRENT

Section 1: It is recommended that the bi-annual meetings precede or follow the end of season championship meet and additional meetings be called by the President of the League whenever necessary or upon application of two-thirds of the members

PROPOSED

Section 1: It is recommended that the bi-annual meetings be held at least one week after the championship meet. Additional meetings may be called by the President of the League whenever necessary or upon application of two-thirds of the members

SWIMMERS

CURRENT 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 )

PROPOSED 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 )

CURRENT 2 – F – PULLED FOR DISCUSSION – One in favor, 10 opposed, 1 abstention. Motion did not pass.

A swimmer may enter 4 individual events and 2 relays per meet.

PROPOSED 2 – F

A swimmer may swim 4 individual events and 2 relays per meet. Exhibition swims for host added events do not count toward the 4 individual events.

LEAGUE MANAGEMENT

CURRENT 4 – K PULLED FOR DISCUSSION – Nine in favor, one opposed, two abstention. Motion passed

Coaches are responsible for the conduct and Character Development of their teams before, during, and after a swim meet. While not required, the League recommends that all coaches have, as minimum training, certification in First Aid, CPR, and Water Safety (Lifeguard, Aquatic Safety Assistant, or Safety Training for Swim Coaches) as well as swimming coaches training such as that provided by YMCA-USA or the American Swimming Coaches Association

PROPOSED 4 – K

PROPOSED – ADDITION 4 – L 9 in fovor 3 abstentions.

Any coach of record by September 1^st must have their principal’s course and certifications by December 31^st. Any coach of record after January 1^st must have their principal’s course and certifications by the league championship. After the winter league championship, new coaches must have the above mentioned classes by June 30^th.

CURRENT 4 – M

The end of season championship meet is to be held on the date assigned by the League President.

PROPOSED 4 – N

The end of season championship meet is to be held on the date assigned by Executive Committee

CURRENT 4 - 0

Bid requests for the end of championship meets must be sent to the League President prior to the bi-annual league meeting. The executive committee will announce the host at the bi-annual meeting

PROPOSED 4 – O

Bid requests for the end of championship meets must be sent to the League Sectary prior to the bi-annual league meeting. The league will vote on the host of the championship meet.

NON CHAMPIONSHIP MEETS

CURRENT 5 – B PULLED FOR DISCUSSION – Motioned passed twelve in favor.

The suggested minimum number of officials are: 1 Starter, 1 Referee, 2 Start & Turn judges, 2 Stroke judges, 2 timers per lane, score keeper, and runner.. Host teams are responsible for all necessary personnel to conduct meets. Coaches should not be permitted to officiate at meets if at all possible.

PROPOSED 5 – B

The suggested minimum number of officials are: 1 Starter, 1 Referee, 2 Start & Turn judges, 2 Stroke judges, 2 timers per lane, score keeper, runner, and two finish judges on each side of pool unless electronic timing is used. Host teams are responsible for all necessary personnel to conduct meets. Coaches should not be permitted to officiate at meets if at all possible.

CURRENT 5 – C

Meets will consist of 92 events for scoring purposes. The ordser of events shall be: long free, backstroke, breaststroke, 200 free (swam as open, scored by age group), medley relay, butterfly, individual medley, and free relay. See attached chart.

PROPOSED 5 – C

Meets will consist of 94 events for scoring purposes. The order of events shall be: long free, backstroke, breaststroke, 200 free (swam as open, scored by age group), medley relay, butterfly, individual medley, and free relay. See attached chart.

CURRENT 5 – N

Entry Cards: If requested must be pre-sorted by event number (1 through 92) and submitted by teams to the person specified by the Monday prior to Saturday’s competition. Meet entries must be postmarked no later than 8 (eight) days prior to the start of the meet. If a team fails to meet deadline, the host team has the authority to prevent the entire team from participating. Meet fees must be submitted with team entries by the given deadline. No refunds will be granted for swimmers who scratch after the entries are made. Meet entry fees will be doubled if they are paid after the deadline.

PROPOSED 5 – N

Entry Cards: If requested must be pre-sorted by event number (1 through 92) and submitted by teams to the person specified by the Monday prior to Saturday’s competition. Meet entries are due per meet information. If a team fails to meet deadline, the host team has the authority to prevent the entire team from participating. Meet fees must be submitted with team entries by the given deadline. No refunds will be granted for swimmers who scratch after the entries are made. Meet entry fees will be doubled if they are paid after the deadline.

CURRENT 5 – S PULLED FOR DISCUSSION

Officials: The home team will comply as close to USS as possible and is responsible for the organization and running of the meet but may request support from visitors. Normally the home team will handle the major jobs such as clerk of course, starter records/ribbons, etc.

PROPOSED 5 – S - Passed 12 in favor.

Officials: The home team will comply as close to YMCA swim rules and is responsible for the organization and running of the meet but may request support from visitors. Normally the home team will handle the major jobs such as clerk of course, starter records/ribbons, etc.

CURRENT 5 –T Passed 12 in favor.

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 swim rules unless superseded by the CYSL rules. . Six (6) and under will be DQ'ed. (Effective 2-29-04 )

PROPOSED 5 – T

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 short course rules and NCAA Technical rules swim rules unless superseded by the CYSL rules. . Six (6) and under will be DQ'ed.

CURRENT 5 – U PULLED FOR DISCUSSION Passed 12 in favor.

The stroke judge will notify the timer to mark DQ on the swimmers card, and the stroke judge will write the reason on the entry card.

PROPOSED 5 – U

The official will mark DQ on the swimmers card, indicating the infraction. If entry cards are not used the official will fill out a DQ slip.

END OF SEASON CHAMPIONSHIP MEET

CURRENT 6 - C PULLED FOR DISCUSSION – The cost of electronic timing is climbing, Lynn Williams proposed we add a $3.00 swimmer surcharge to championship meets to help offset the cost of hosting the championship meet. 11 in favor, 1 abstention. Motion passed.

Entry fees are $2.00 per individual event and $4.00 for each relay team. (see above section for entry fee deadlines and penalties). These fees have been increased to help offset the cost of using electronic timing. No admission fees or selected seating fees shall be applied. (Effective 2-25-05 )

PROPOSED 6 – C

Entry fees are $2.00 per individual event and $4.00 for each relay team (see above section for entry fee deadlines and penalties). These fees have been increased to help offset the cost of using electronic timing. No admission fees or selected seating fees shall be applied. NEW FEE STRUCTURE TO COVER COST OF HOSTING.

NEW BUSINESS

Lynn Williams proposed the order of the championship meet be changed. Friday night events would be the 200 IM and the 200 Free. Saturday the normal order of events would remain the same. Terry seconded the motion which passed 12 in favor.

Pam Lister motioned that the 200 yard free become an age group event at the league championship. Lynn Williams seconded the motion which passed 12 in favor of.

OFFICERS REPORT

Ashley Martian - league treasurer reported a balance of $4,692.30. Please turn in all bills to Ashley for any expenses.

Dena Goeckner - league secretary – no report.

Johnathan Bass – league vice president – no report.

Mario Sobrinho – member at large – no report.

WEB MASTER REPORT

Don Kier asked for meets to be sent to him within two days. He gets numerous E-mails from swimmers asking for results. He can’t post them if he doesn’t have them.

SUMMER SCHEDULE

Both Rock Hill and Newberry put in a bid for the summer championship. President Merv called for a vote, eight were in favor of Newberry, two in favor of Rock Hill , and 2 abstentions. The meet will be held in Newberry July 21^st & 22^nd. The summer schedule was established.

Due to timing of the SC Long Course State Championship and Y Nationals it was voted to hold the league meeting at the conclusion of Friday’s session.

Being no further business, the meeting was adjourned.

Respectfully submitted,

Dena Goeckner

CYSL Secretary

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