INLAND EMPIRE SWIMMING HOUSE OF DELEGATES SPEC IAL MEETING Witter Pool Spokane, WA June 23, 2007 Minutes
Welcome and Roll Call Doug Wertz, General Chair, called the meeting to order at 7:36pm. IES board of directors in attendance: Doug Wertz General Chair, Susan Miller Administrative Vice Chair, Don Hougardy Treasurer, Vicki Marsh Coaches Representative, Robby Gisselberg Sr Athlete Representative, and Todd Stafek Records Coordinator. Other voting delegates in attendance: Bob Hill CUDA, Dave Edwards EWRA, Lance Hamma GMSC, Nick Bacon LCN, Todd Marsh SWAT, Ron McGregor SWAT, Rosemary O’Leary TCCC. Also present: Jennifer Hochwalt. Continuous Process Improvement: Doug Wertz Doug Wertz reviewed and summarized the attached information that will be applied to our meet scheduling process as the 2009 meet schedule is planned. Old Business: 2008 Meet Schedule Prior to this meeting Candi Eslinger (EAST) confirmed that Octoberfest will be Oct 11. Also prior to this meeting GMSC withdrew their bid for the 10 & Under Shootout. This meet will be hosted by SWAT on May 10 at Whitworth College. B Champ Bids were presented by Dave Edwards (EWRA), Lance Hamma (GMSC), and Nick Bacon (LCN). Todd Marsh withdrew the SAS bid for B Champs to avoid votes split between 2 hosts at the EWU venue. The HOD then voted. The meet was awarded to EWRA and will be held at EWU. Vicki Marsh motioned that the schedule be approved. Ron McGregor seconded the notion. The attached 2008 meet schedule was approved with no opposition. Coaches Meet Formulation Committee: Vicki Marsh Vicki Marsh, as the chairman of this committee, will work with at least one coach from each team to set goals for the 2009 meet schedule. She will solicit ideas from all IE head coaches during the next week and will compile these ideas into a list of goals to be distributed prior to the A&B Champs July 27-29. The coaches will meet that weekend and then again before the Fall HOD meeting so that the committee can provide a recommendation to the HOD, who in turn will provide direction to the meet scheduling committee. Mid-year Financial Audit: Sue Miller Mickie Beck, Robert Broyles, and Sue Miller met to review IE financial records dated Oct 1, 2006 through March 31, 2007 . No errors or issues were found. A copy of the mid-year IE financial report is attached. Don Hougardy explained that we meet USA Swimming’s crime insurance requirements. We now have a person who is not the treasurer balance the monthly bank statements. The bank will not verify that checks have more than 1 signor we will not require 2 signatures on checks equal to or greater than $5000; instead we will require documentation of dual authorization for these payments. Those able to authorize these payments are the general chairman, zones manager, and senior chairman. Don also mentioned that IES now has a second checking account with a debit card linked to it. The debit card will be primari ly used by the Zone Team Manager. This account will lie dormant most of the year with a $10 balance. More funds will be moved into the account as needed for the zone trip. Don will move IE funds into an interest bearing checking account soon. Zone Team Update: Doug Wertz We have approximately 15 swimmers that have submitted an application to attend the 2007 Western Zone Meet and others are close to qualifying. There is a good chance that IES will have over 40 Zone swimmers. Ralph Reid will be added as a chaperone if we take more than 40 athletes. Swimmers will be accepted to the team in the order applications are received. Doug asked that coaches encourage swimmers to submit zones applications ASAP, even if swimmers aren’t qualified yet. ADJOURNMENT Doug adjourned the meeting at 8:15. Submitted by Sue Miller, IES Administrative Vice Chairman
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CONTINUOUS PROCESS IMPROVEMENT
Continuous Process Improvement: Systematic Decision Making Organizations establish processes which lend order to activities and or decision making Aids decision making by providing an agreed upon mechanism to collect and process information, and provide a result Allows communication and maintenance of purpose and goals throughout the organization; provides a voice for all parties Avoids behind the scene maneuvering; is an open process Facilitates wide range of participation in an efficient manner Subgroup assigned to work on behalf of organization Provides a vehicle into which improvements can be made and new strategies implemented Requires support from the organization
Continuous Process Improvement: Situation / Target / Path Adjustments in decision making processes are accomplished by changing or adjusting Strategy A simple methodology to employ is STP: Situation – Identify and evaluate the current situation. Focus on whether this situation is favorable or not and how to move it in the proper direction. Target – Define the goals or objectives that you should achieve to make the current situation more favorable. Path – Try to define a path to the goals and objectives detailed in the Target. Include organization in the process to promote acceptance 2009 Meet Schedule Planning Coaches Planning Committee
◦ ◦ ◦ ◦ ◦
Vicki Marsh - Chair Select Format - Goals and Purposes Recommendation to HOD Fall HOD provide direction to Scheduling Committee Spring HOD – approve schedule / award bids
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IES 2008 Meet Schedule
Approved June 23, 2007
4-6 11-13 19-20 25-27 2-3 8-10 17 22-24 1-2 8-9 14-16 21-23 29-30 5-6 12-13 18-20 26-27 3-4 10 17-18 24-25 January Storm - PYT Polar Bear (2 days)–YYST/WRAC Winter Qualifier–MLMR IE Short Course Champs -TCCC @CWU FEBRUARY 1-2 E WA Boys HS districts B Champs- EWRA@EWU Women’s Sr Cup-IES 15-16: WA HS Boys State, Fed Way A Champs- EAST@CWU No change from 2006 regarding format or eligibility except that Friday will start earlier (wa rm up at 11AM) MARCH Shamrock Shake-up (2 days)-SWAT NW Age Group Sectionals APRIL IES Spring HOD? Y Regionals 5-9 Sr Sectionals-lcm (KING, Fed Way)
JANUARY
Triple Pentathlon- SWAT MAY IES Spring HOD?
10&U Shootout! (Saturday)- SWAT@Whitworth Spring Breeze MLMR (LCM)
JUNE 5/30-6/1 Tri-City Invite –TCCC Apple Capital - CUDA 7-8 13-15 Wine Country - YAC 20-22 Summer Solstice - SAS 27-29 Summer Invite – YYST-25yard JULY 5-6 11-13 Starlight - CUDA Sizzlin Summer - MLMR 19-20 25-27 IE LC A & B Champs- SAS@Witter Pool AUGUST 2-3 9-10 Western Zones Aug 5-9 16-17 23-24 30-31 SEPTEMBER 6-7 13-14 20-21 27-28 USA-S Convention Sept 21-28 Atlanta OCTOBER 4-5 11-12 Octoberfest (Saturday) – EAST IES Fall HOD (Sunday) 17-19 Trick or Treat –GMSC 25-26 NOVEMBER 1-2 Harvest Invite (2 days) – YYST 9 Men’s Sr Cup- IES 15-16 21-23 IE SC Champs- SAS @EWU 29-30 DECEMBER 5-7 Jingle Bell –GMSC CUDA Christmas Classic – CUDA 13-14 20-21 27-28 29-30
Olympic Trials 6/29-7/6 July 15-19 Sectionals-lcm Mt Hood
Olympics Aug 8-24
Oct 24-25 E WA Girls HS Districts Nov 7-8: WA HS Girls State, Fed Way
Dec 12-14 Sectionals-scy
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INLAND EMPIRE SWIMMING Financial Report FYE 09/30/2007 GENERAL FUND Balance as of 09/30/06 Registration fees, net Meet fees Other Total Revenues Administration Equipment & software Annual convention & seminars General Chair's expenses Vice-Chair's expenses Treasurer's expenses Officials Chair's expenses Records Chair's expenses Other Total Operational Expenses Revenues after Operational expenses College scholarships Senior programs Age Group programs Coaches expenses Other Total Program Expenses Net Revenues after Expenses Balance as of 03/31/07 EQUIPMENT RESERVE Balance as of 09/30/06 Additions to reserve Meets Other $ $
YTD Thru 3/31/2007 Actual
Budget
(Over) Under Budget
Actual VS Budget
$ 9,804 Revenues 18,870 23,655 130 42,655 Operational Expenses 5,263 (87) 3,390 178 227 3,027 514 12,514 30,141 Program Expenses 500 3,356 852 4,708 25,433 35,237 $ 18,448 57,078 75,526 10,140 2,725 12,200 1,200 200 400 4,765 1,000 32,630 42,896 500 15,750 23,915 2,500 $ $ (422) 33,423 (130) 32,871 4,877 2,812 8,810 1,022 200 173 1,738 486 20,116 12,755 12,394 23,063 2,500 37,957 (25,202) 100% 21% 4% 0% 52% -3% 28% 15% 0% 57% 64% 51% 102% 41%
34,466 6,455 6,455 $ $ (6,455)
Subtractions from reserve Refurbish trailer Other
6,455 $
$ (6,455)
Balance as of 03/31/07
$ $
40,921 76,158 76,158
Transfer to Investment Fund Reconciled Balance in Checking Account at Wells Fargo Bank as of 03/31/07 $
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