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Board Minutes
 PennDel Swimming : Board Minutes
Subject Article: Spring Meeting - April 30, 2016
 Spring Meeting - April 30, 2016
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Posted: August-15-2016 at 7:46pm | IP Logged
Author: Tom Warrick
Title: WebMaster
Group: Admin Group
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(April 30, 2016)

Attendance:  Michael Jessup (Ambler); Reik Faust (Bethlehem); Megan Sandoe (Brandywine-Coatesville); Elizabeth Studdard (Brandywine-Delaware); Tim Ryan (Central Bucks); Heidi Palau (Hatboro); Kay L. Boran (Hazleton); Mary Alice Miller (Jennersville); Ken Burk (Kennett Area); Bert Hewitt (Lionville); John Worthington (North Penn); Kevin Donovan (Pocono Family); Adam Kurtz (Reading); Erik Nelson (Ridley); Kristin Whitehead (Rocky Run); Robert Heebner, Jr. (Tri-Valley); Scott Woods (Upper Bucks); Sharon Kirkby (Upper Main Line); Brian Smith (West Chester)

Board Members:  Elliot Berton (President); Bert Hewitt (Vice President); Robert Heebner, Jr. (Secretary); Tom Warrick (Web Master, Past President); Jenn Woods (Boys� Commissioner); Erik Nelson (Coaches Rep., Scheduling).

Absent:  Bloomsburg, Boyertown, Greater Scranton, Lansdowne, Nazareth, Phoenixville, Pottstown, Schuylkill, Wilkes-Barre.

The meeting was called to order at 9:39 a.m.

Welcome and Introductions:  Elliot thanked team representatives for attending the meeting.  He introduced the current League Board which include: 

  • Elliot Berton (President)
  • Bert Hewitt (Vice President/Rules Chairman)
  • Pat Ryan (Treasurer)
  • Robert Heebner, Jr. (Secretary)
  • Tom Warrick (At Large/Web Master/Past President)
  • Howard Halpern (At Large/Asst. Treasurer/Past President)
  • Fred Polaski (At Large/Officials Training/Past President)
  • Rick Carson (Girls' Commissioner)
  • Jenn Woods (Boys' Commissioner)
  • Erik Nelson (Coaches' Rep./Scheduling)
  • Carl Sandoe (At Large/Championship Coordinator)
  • Mark Fisher (At Large/Charlie Hartley Meet Director)
  • Sonia Wolbert (At Large)

Minutes:  Bob summarized the Fall 2015 League Meeting Minutes.  On Motion the Fall League Meeting Minutes were approved as presented.

Board Elections:  Bert presented and nominated a slate of candidates to serve two year terms on the League Board as follows: 

  • Elliot Berton-President
  • Pat Ryan-Treasurer
  • Jenn Woods-Boys' Commissioner
  • Howard Halpern-At Large
  • Fred Polaski-At Large
  • Mark Fisher- At Large. 
  • Bert noted that there were no nominees for Aquatics Directors' Rep. or one of the At Large Positions. 

After a call for further nominations elicited no response, the nominees were unanimously elected on voice vote.

2015-2016 Season Review:  Bert reported that the League's Divisional Championships were well attended.

  • Hazleton hosted the Monroe Division which had 400 swimmers
  • Upper Bucks hosted the Madison meet which had 445 participants
  • The Washington Meet, hosted by Reading, saw 622 swimmers
  • Boyertown, which hosted the Jefferson meet, had 525 participants
  • West Chester, which hosted the Adams meet, had 585 swimmers.  

Bert reminded attendees that the deadline to submit bids to host a divisional championship meet is September 1.  Due to the increased size, bidders should plan for a one and one half day meet.   The Board will work with meet hosts in an effort to limit the number of meets running on the same weekend.

Erik discussed the Charlie Hartley Memorial Silver Meet.  He summarized the effort to locate an acceptable venue when GCIT was unable to accommodate the meet.  This year's meet featured 714 swimmers representing 22 YMCAs.   The proposed date for the 2017 Charlie Hartley meet is February 25, at a location yet to be determined.

Jenn presented the Commissioners' report.  She explained the Commissioners' post meet verification procedure, and thanked the teams for their cooperation and excellent communication.  Jenn reminded participants that the deadline to submit meet results is Noon on the Sunday after each meet.  She outlined areas which require attention including the procedure to conduct and score tri-meets, education of console operators, training meet manager operators, coordination of AO and meet manager operator functions, and the need to strive for greater consistency across the League.   Some teams had difficulty uploading team rosters by the League deadline,  and she reminded participants that a procedure for Team Unify users has been posted on the League Web Site.   Other clubs struggled to fully staff meets. Jenn reminded attendees that anyone needing help to staff a meet should contact other teams or the Board.

Rule Changes:  Bert presented proposals for a number of changes to the League Rules, including use of two AO's at a meet, requiring AO's to attend an annual League clinic, and an adjustment to the mandatory fines imposed if a meet host does not utilize a League certified Referee.  The proposed Rules for two League Certified AO's at each meet was amended, to require one certified AO and one certified meet manager operator at each meet.  The League will develop and provide a mandatory clinic for AO's and meet manager operators.  The clarification of the fine for failure to use a League trained referee was approved as presented.

2016-2017 Budget:  Elliot reviewed the League's financial performance compared with the budget adopted at the Spring 2015 meeting.  He then presented the proposed budget for the upcoming season.  Elliot pointed out that the Charlie Hartley meet operates at no cost to the League, which will continue in the coming year.  The new budget proposed no changes to the League dues or Championship fees.  As such, he League will not seek splash fees from Divisional Championship participants.   Moreover, the League Board proposed to reimburse all member Y's for the cost to purchase an upgrade to Meet Manager 6.0, which expense will result in expenses exceeding income, to be paid from available funds.  On Motion the proposed budget was approved as presented.

Scheduling:  Erik asked members to inform him about changes in the number of teams each will sponsor, or a request to change divisions, as quickly as possible. The deadline to submit special requests is July 15, because Erik hopes to post the meet schedule by September 1.  Warm up times would be due on September 15.  Erik discussed an inquiry from teams considering a dual meet in October.  He noted that so long as League rules are followed, including the requirement for posting rosters 8 days prior, teams may agree to reschedule a meet to that month.

Website:  Tom reminded attendees that most League interaction occurs through the website.   All coaches and team reps should register on the site, and make sure that contact and other information is accurate.  While anyone can register, if a Y wishes to delete someone, it is necessary to contact Tom.  However, any person who does not access the website in 2 years is automatically removed from the registry.

Districts, States and National Meet Report:  Tom reminded attendees that the League has no official connection to the District, State or National Meets. Time standards are published on the Team Unify website. The YMCA regional website is Erik is leading a task force evaluating time standards for the three District meets.   

The State meet committee made a number of changes.  For example all events will have four heats (top 3 in each District and next 6 fastest across the 3 Districts).  The parade for 10 and 12 year age groups shall be from the ramp directly to the awards stand, while the 14 and Senior age groups will receive awards behind the blocks immediately after each Event is concluded.   The YMCA PA State Committee is working to standardize Silver meet opportunities across the State.

Tom highlighted key National, State and District meet dates. He pointed out that the YMCA Virtual meet is scheduled for October 22-31, 2016.

League Calendar:  Elliot reviewed the Calendar for the 2016-17 season, highlighting certain key deadlines.

The Meeting was adjourned at 12:00 pm.  Next Meeting:  Fall League Meeting, September 24, 2016.


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