Gulf Swimming, Inc. Gulf Swimming House of Delegates Meeting May 18 th 2016

Transcription

1 Gulf Swimming, Inc. Gulf Swimming House of Delegates Meeting May 18 th 2016 Reminder: Next Technical Planning Committee Meeting Wednesday, June 8 th 2016 Reminder: Next Board of Directors Meeting Wednesday, July 6 th 2016 Henry Clark, Gulf General Chair, called the Gulf Swimming House of Delegates meeting to order at 8:02 PM in the DADS Club meeting room 1006 Voss Rd. Houston, TX The following board members were present: Henry Clark Eddie Adams Logan Shiller Jason Devine Jennie Shamburger Andrea Walin Annie Norris Tim Bauer Travis Sandifer Mike Robinson Tom Hasz Rey Aguilar Paige Sikkema A quorum was represented. Coaches and /or team reps from the following teams were present: AGS, BTA, DADS, ESA, ECS, FCST, HCAP, HSC, KATY, LSST, MAC, MARC, NOCH, PEAK, PFL, PACK, SPA, TTST, TWST Henry began meeting by reminding room that each team would get a max of two votes at HOD meetings (one coach/one rep if present). BOD would each get a vote. He also stated that meeting would be run in accordance with Robert s Rules of Order with regards to board reports, old business, new business and announcements and the use of a consent agenda. Called for approval of meeting minutes from January 27 th Motion to approve and second given. Motion passed and minutes accepted. Henry presented the agenda for consent. Reports that were pulled included: Financial Vice Chair, Senior Vice Chair, Officials Chair, Athlete Representative, Publicity coordinator, Safe

2 Sport Coordinator. Motion to accept all other reports made and seconded. Motion was approved. UNFINISHED / OLD BUSINESS AD HOC AWARDS COMMITTEE Mike Nordmann presented report. Minor changes submitted to procedures for awards at Gulf Banquet. See report. Questions included lack of recognition of top 8 at Sr Zones and reason for awarding TAGS Relay placement instead. Mike assured the body that these items were discussed in committee and taken into consideration before final recommendations were set. Motion was made to amend document to recognize and award Sr Zones 1-8 th place instead of TAGS Relay placement. Discussion about criteria to qualify for Sr Zones TAGS times harder than Sr Zones cuts. It was pointed out that top 8 finalists can have better than qualifying standard as times. Motion amended to include recognition of both Sr Zones 1-8 and TAGS relays. Amendment to motion accepted and seconded. Award level clarification was requested. All in favor of the amended motion to recognize both Sr Zones 1-8 and TAGS Relays was called to question. Motion passed with committee to decide level of award for Sr Zones finalists. AD HOC PERSONNEL COMMITTEE Tim Bauer presented report. Recommendation of committee is to turn over process to board to look at hiring two people one for registration and one for financial with same procedures being used as hiring process for Executive Director. 15 LSCs were surveyed as well as the Gulf Board. Due to the number of hours required (beyond the norm), these two positions are the most important to move to paid employees. Possibility of also hiring a person similar to Dave Thomas and his role for the Gulf. This type of position is already created in some LSCs. Motion to accept Ad Hoc committee report made and seconded. Discussion included how many paid employees and would the entire board become paid persons. The BOD should make decision based on committee recommendations as to who and what positions and numbers to hire. Tim also pointed out number one recommendation of committee to change the Executive Director position from part time to full time. Board will decide this issue and bring to the HOD to approve or not approve with vote. Question asked about paid positions also being voting positions. Tom clarified due to our status, positions cannot be voting board members if paid by LSC. Committee report approved. Tim thanked committee for their hard work and diligence. Motion to dissolve ad hoc committee made and seconded. Motion passed. NEW BUSINESS Election for TAGS committee representative was open to nominations from the floor. Jason Devine was nominated. Move to

3 close nominations made and seconded. Jason Devine was announced as new TAGS committee representative. Henry discussed current TAGS agenda items. NISD has a rule for no two piece suits on deck at any time. NISD also wants to go totally paperless for this meet regardless of all committee members wanting to keep paper reports/heat sheets, etc. OFFICER REPORTS ATHLETE REPRESENTATIVE Report moved to top of officer report agenda to allow athletes to get home earlier. Logan Shiller presented report. The new athlete committee was discussed (see report). Theoretically would be comprised of 120 athletes 2 from each team. Next level would be athletes to serve on ad hoc committees. Pool of 6-8 athletes to attend BOD meetings and 2-4 to attend Convention representing the Gulf LSC. Leadership retreat suggested to kick start new committee. Tentative date set for first weekend back in school in August. Itinerary would include learning about leadership, board governance, what the LSC BOD does. Athletes would then elect standing committee members. Motion made to fund leadership retreat for athletes. Estimated cost for 120 athletes would be $20,000 for 36 hour retreat including food, lodging, chaperones and team building facilitating. Motion seconded. Discussion include question about number of athletes. Decision was to accept 2 per team. Question about length of retreat one day vs two. Is there a precedent for this type of committee? Henry confirmed that other LSCs have been doing this for years. Sharon explained that purpose of two per team was so athletes could take information and skills learned back to their team. From the pool of 120, the hope is to get at least 20 interested in serving on committees. From that group, the ones voted to attend meetings would then be able to canvas other committee members on issues being voted on. Darcey and Sharon agreed no point in further planning until motion approved. Target date is August 27 th. A half day retreat was suggested. This period of time served well for the recent BOD retreat. Concern that amount of education and team building could not be accomplished in half a day. Chaperone to athlete ratio was discussed. Motion called to question. Amendment to motion brought forth to accept retreat with length of one full day. Seconded. Motion for amendment of one day length for retreat passed. Original motion for Gulf to fund leadership retreat for athletes as a one day session passed. Motion made to allow two additional athletes to attend Convention if voted on at the retreat for a total of four athlete reps. Seconded. Clarification asked to specify Sr rep / Jr rep plus two additional athletes. Motion approved. Reminded that BOD member at convention would be tasked with supervising athletes during that time. Henry congratulated the athletes on their presentation.

4 GENERAL CHAIRMAN Henry Clark Report approved via consent agenda. ADMINISTRATIVE VICE CHAIR Jason Wedlick Not present. Report approved via consent agenda. SECRETARY Jennie Shamburger FINANCE VICE CHAIR Tim Bauer TREASURER Tom Hasz No report. See report. Motion to approve changes to athlete reimbursement policy with the addition of the ISCA Long Course Jrs Meet. Seconded. No discussion. Motion passed. Currently, coaches can attend one meet and one clinic per year. Recommendation to increase coach payout to two meets per year and one clinic at 100% athlete amount and increase officials to two meets per year at 50% of athlete payout. Henry asked for all in favor to approve motion from January (see January minutes for reference). Second reading. Motion passed. Clarification from Tom H this can be one coach at two meets or two coaches at one meet per team. Goes into immediate effect. Report approved via consent agenda. SENIOR VICE CHAIR Charlie Fry AGE GROUP VICE CHAIR Laura Davis Not present. Darcey Baron gave report. Update on speaker for Gulf Banquet. Three speakers are available: Dana Vollmer, Elizabeth Beisel and Connor Dwyer. Simone Manuel has been contacted and Michael McBroom will also be contacted (both are Gulf Swimming alumni). Discussion about Simone s NCAA athlete status as a paid speaker. Tim recommended Michael as a Gulf athlete. Two coaches were in favor of Elizabeth. Several liked the idea of having a Gulf athlete return. Motion made to pursue Michael McBroom as first choice and Elizabeth Beisel as second choice for banquet speaker / Gold Medal clinician. Seconded. Motion approved and contracts to be sent to Tom for approval. Not present. Report approved via consent agenda. ATHLETE REGISTRATION COORDINATOR Annette Leach Not present. Report approved via consent agenda. NON-ATHLETE REGISTRATION COORDINATOR Eddie Adams Report approved via consent agenda.

5 OFFICIALS CHAIR Andrea Walin See report. Motion made at BOD meeting to present reimbursement policy. Official must attend national meet to achieve N3 status. Would like to add Arena Grand Prix meet as option for this national certification. Meets currently listed are difficult to be accepted to. Adding the Grand Prix would be helpful as option. Question from Tom Hasz - does this has to be passed twice as a body of athlete reimbursement? Andrea clarified that this does not add to the budget at all, just gives officials an option for additional meet to attend for N3 level certification. Motion seconded. Motion passed. Henry asked if new FINA rule for times adjustments was causing problems for anyone. Andrea sent clarifications to all meet referees and admin officials by May 1 st. One coach had issue with official not understanding the ruling. USA Swimming allows corrections for time discrepancy by using Delta T to correct when pad not fired. New FINAL rules no Delta T, just average of two watch times and official order of finish. Then correction in Meet Manager. Andrea will speak to official in question to clarify rules. TECHNICAL PLANNING COMMITTEE CHAIR Joel Beard Report approved via consent agenda. SAFETY COORDINATOR Travis Sandifer PAST GENERAL CHAIR Herb Schwab COACH REPRESENTATIVE Rey Aguilar Report approved via consent agenda. No report. Rey to send out proposed meet format to coaches within the next week. REPORTS OF COMMITTEES AND COORDINATORS SANCTIONS COORDINATOR Paige Sikkema Report approved via consent agenda. NTV/RECORDS COORDINATOR Rick Kehlenbach Not Present. No report. DISABILITY SWIMMING COORDINATOR Matt Sale Not present. No report. COMPUTER INFORMATION SYSTEM COORDINATOR Shannon Clark No report.

6 EQUIPMENT COORDINATOR Eddie Adams No report. CLUB DEVELOPMENT LIASON Mike Nordmann No report. PUBLICITY COORDINATOR Beau Caldwell DIVERSITY COORDINATOR Gilbert Legaspi See report. Gulf has new Instagram account. Asking athletes to follow account. Please send any corrections to list of Trials qualifiers to be posted on website. No report. OPEN WATER COORDINATOR Seth Huston Report approved via consent agenda. CAMP COORDINATOR Mandy Norris SAFE SPORT COORDINATOR Travis Sandifer Report approved via consent agenda. See report. Motion that safe sport ads be included and required in all Gulf sanctioned meet heat sheets. Seconded. Discussion included addition of this information to heat sheets with deck seeding. Is it feasible? Option also suggested for printing flyers for pick up. Motion amended to state that Safe Sport ads be included in pre-seeded heat sheets only. Seconded. Amendment passes. Original motion to have Safe Sport ads placed and required in all Gulf sanctioned meets that are pre-seeded. Motion passes. Travis would like to start a Safe Sport committee to assist him as coordinator and raise awareness among teams. Interested persons should contact him via via coachtravis@katyaquatics.org. This committee will promote new initiatives, coordinate athlete and parent online trainings and raise awareness by teams. No other new business. No announcements. Motion to adjourn. Seconded. Meeting adjourned at 9:12pm. Meeting notes respectfully submitted by Jennie Shamburger, Gulf Secretary on July 8 th 2016.

7 HOUSE DELEGATES 2016 I. Roll Call II. III. Approval of Minutes Unfinished/Old Business A. Ad-hoc Awards Committee report B. Ad-hoc Personnel Committee report IV. New Business A. Election of Gulf representative to the TAGS Committee for Texas Swimming Association V. Reports of Officers A. General Chair Henry Clark B. Administrative Vice-Chair Jason Wedlick 1. Short Course Fines C. Secretary Jennie Shamburger D. Treasurer - Tom Hasz 1. Year End Financials E. Finance Vice Chair Tim Bauer F. Senior Vice-Chair Charlie Fry G. Age Group Vice-Chair Laura Davis North American Challenge Cup H. Athlete Registration Coordinator - Annette Leach I. Non-Athlete Registration Coordinator Eddie Adams J. Officials Chair Andrea Walin K. Technical Planning Committee Chair Joel Beard 1. Approval of the Meet Hosts 2. Announcement Rey Aquilar, Coaches Committee Chair will be sending out the proposed meet formats to coaches within the next week. Questions should be brought up at the TPC meeting on June 8 th. This is the format for discussion and input regarding the meet formats. Attend this meeting and provide your input and recommendations. Technical Planning Committee June 8 th at 7:30 p.m. Dad s Club Meeting Room The SC meet formats approved at the TPC on June 8 th will go to the BoD on July 6 th for final approval. L. Safety Coordinator Travis Sandifer M. Past General Chair Herb Schwab N. Athlete Representatives Logan Shiller / Kathryn Kosinski O. Coach Representative Rey Aguilar 1. Coaches Clinic report

8 VI. VII. VIII. Reports of Committees and Coordinators A. Sanctions Coordinator Paige Sikkema B. NTV/Records Coordinator - Rick Kehlenbach C. Disability Swimming Coordinator Matt Sale D. Computer Information System Coordinator Shannon Clark E. Equipment Coordinator Eddie Adams F. Club Development Liaison Mike Nordmann G. Publicity Coordinator Beau Caldwell H. Diversity Coordinator Gilbert Legaspi I. Open Water Coordinator Seth Huston J. Camp Coordinator Mandy Norris K. Safe Sport Coordinator Travis Sandifer Announcements Adjournment

9 HOUSE DELEGATES Ad Hoc Personnel Committee Recommendations 2016 To Gulf Swimming s House of Delegates and Board of Directors: The Ad-Hoc Personnel Committee was charged with providing a recommendation to the House of Delegates regarding the hiring of more staff by Gulf Swimming. The Committee met in person and used on-line meetings to conduct business. Additionally, the committee undertook the task of developing two questionnaires which were used to collect data. The first survey was of other LSC s throughout USA Swimming and the second questionnaire was designed to gather information from the volunteers in our LSC. With this being done we have come to the following conclusions: 1. The Gulf should consider hiring more staff. This recommendation is based on the number of hours that several volunteers now spend each week on Gulf business and the discovery that other LSC s of comparable size have moved these functions into staff roles. The committee felt like the hours being dedicated went way beyond the expectations we should have of a volunteer. The committee also proposes the following actions be taken by the House of Delegates: 1. The position of Executive Director be changed to a full time position with the addition of staff and based on the hours currently being worked and the work being done. It has become more than a part time position. 2. A staff member be hired to do the Accounting. Based on the size of our membership, the size of the budget, the audit, the 990 and the stewardship of the Gulf s investments this responsibility has grown into a part time position. 3. Gulf Swimming add a staff member to handle registration both non-athlete and athletes at the LSC level. This position would also handle the reimbursements of the outreach program and the duties assigned to both registrars. These are the committees 3 recommendations to the House of Delegates and the Board of Directors. I would like to thank the committee for all their work and look forward to seeing what the Board and House decide to do as we strive to be one of the best LSC s in the country. Respectfully submitted by Tim Bauer

10 5:33 PM 05/16/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through April 2016 Jan - Apr 16 YTD Budget Annual Budget ATHLETE TRAVEL FUND Age Group Camps , , Diversity Clinic -1, , , Fines , , Futures Championship , Gold Medal Clinic LC Juniors , NASA JR -58, , , NCSA Juniors -44, , , NCSA LC Jr , North American Challenge -10, , Olympic Trials , Open Water , Open Water All Star -17, , , Sanctions 4, , , Select Camps , , Senior Nationals - Summer , Southern Zones Southern Zone Sr Meet , Total Southern Zones , Splash Fees 107, , , Texas All Star Camp , USAS Convention , Winter Jr Championships -3, , , Winter National Championships , Total ATHLETE TRAVEL FUND -26, , , Donations EQUIPMENT FUND Equipment Purchase -1, , , Equipment Rental , Equipment Repair , , Equipment Shipping Office Equipment , Registration Storage , Total EQUIPMENT FUND -1, , , GENERAL FUND ADMIN VICE CHAIR Copy Expenses Filing Fees Total ADMIN VICE CHAIR AGE GROUP VICE CHAIR Club Development Page 1 of 7

11 5:33 PM 05/16/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through April 2016 Jan - Apr 16 YTD Budget Annual Budget Ladder of Success -1, , , Total AGE GROUP VICE CHAIR -1, , , ATHLETE REGISTRATION Athlete Registration Ath Reg Income Ath Reg Inc - Gulf 23, , , Total Ath Reg Income 23, , , Sea'al Reg Income Season Ath inc - Gulf 1, , , Total Sea'al Reg Income 1, , , Team Registration Income Team Reg - Gulf , Total Team Registration Income , Transfer Fee Total Athlete Registration 24, , , Computer Expenses , Internet , Outreach Payments -39, , , Postage Supplies Total ATHLETE REGISTRATION -15, , , Background Check BANQUET Awards , , Banquet Attendee Fee , Meal Expense (Hotel Charges) , , Meeting Expenses Non Athlete Awards Postage/Shipping Printing , Speaker , Supplies Transportation Total BANQUET , , COACH CHAIR Coach Clinic -13, , , Coach of Year Award , Coach Reimbusm't - Travel Fund -6, , , Meeting Expenses Total COACH CHAIR -19, , , COMMUNICATION Website Expenses Page 2 of 7

12 5:33 PM 05/16/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through April 2016 Jan - Apr 16 YTD Budget Annual Budget Total COMMUNICATION Finance Vice Chair Internet Expenses Travel Total Finance Vice Chair GENERAL CHAIRMAN Annual Dues Meeting Expenses Other Expenses Postage Supplies Travel Travel Expenses - USA Swimming Total GENERAL CHAIRMAN , NON ATH REGISTRATION Computer & Printers , Internet Expenses Non Athlete Registration Non Ath Reg Income Individual 1, , , Total Non Ath Reg Income 1, , , Total Non Athlete Registration 1, , , Postage Supplies Total NON ATH REGISTRATION 1, , , NTV/Records Coordinator Internet Expenses , Observations Postage Supplies Times Uploads Total NTV/Records Coordinator OFFICIALS VICE CHAIR Disqualification Slips Internet Services Officials Badges , Officials Chair Workshop Officials Clinic , Officials Travel - Meets , Officials Workshop -1, Postage Printing Page 3 of 7

13 5:33 PM 05/16/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through April 2016 Jan - Apr 16 YTD Budget Annual Budget Rule Books , Shipping Supplies Total OFFICIALS VICE CHAIR -1, , , OPEN WATER CHAIR Equipment , Total OPEN WATER CHAIR , OTHER Banking Expenses Contract Wages/Stipends Leap Program 2, Money Market Interest NSF Fees Payment Processing Fees Southern Zone Dues Total OTHER 2, SECRETARY Copy Expenses Internet Supplies Total SECRETARY TECHNICAL VICE CHAIR Meet Director Clinic Meetings Software Total TECHNICAL VICE CHAIR , TREASURER Computer Software Conferences Copy Expenses Internet Expense , Meeting Expenses Postage Records Storage Supplies Training , Travel Expenses Total TREASURER -1, , TSA USAS CONVENTION , Total GENERAL FUND -37, , , Investments Page 4 of 7

14 5:33 PM 05/16/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through April 2016 Jan - Apr 16 YTD Budget Annual Budget Unrealized gain(loss) 33, Total Investments 33, Office Administratior Equipment , Internet , Interview Expenses Mailing Services Meeting Expenses -1, Misc. Expenses Phone Service , Postage Printing & Copys Rents & Services Salary -4, , , Software & services , , Supplies , Telephone Expense Training & Education , Travel , , Total Office Administratior -7, , , Safe Sport Coordinator Travel , Total Safe Sport Coordinator , Sanctions Coordinator Internet , Postage Software Supplies Travel , Total Sanctions Coordinator , Senior vice Chair Supplies Total Senior vice Chair Unclassified -12, TOTAL -52, , , Page 5 of 7

15 5:29 PM 05/16/16 Cash Basis Gulf Swimming Inc Balance Sheet As of April 30, 2016 Apr 30, 16 ASSETS Current Assets Checking/Savings 1000 Bank and Investment Balances 1005 CHASE BUSINESS CHECKING 355, CHASE BUSINESS MONEY MARKET ACC 101, Chase OutReach Account 452, Edward Jones Investments 1,400, Total 1000 Bank and Investment Balances 2,309, Total Checking/Savings 2,309, Other Current Assets 1450 Prepaid expenses 4, Total Other Current Assets 4, Total Current Assets 2,313, TOTAL ASSETS 2,313, LIABILITIES & EQUITY Liabilities Current Liabilities Credit Cards 2050 Credit card 1, Total Credit Cards 1, Other Current Liabilities 2100 Payroll Liabilities 1, Short-term liabilities - other 2571 USA Swimming 1, Total 2570 Short-term liabilities - other 1, Total Other Current Liabilities 3, Total Current Liabilities 4, Total Liabilities 4, Equity 3001 Opening Bal Equity 513, Unrestrict (retained earnings) 1,848, Net Income -52, Total Equity 2,309, TOTAL LIABILITIES & EQUITY 2,313, Page 6 of 7

16 5:26 PM 05/16/16 Cash Basis Gulf Swimming Inc Profit & Loss January through April 2016 Jan - Apr 16 Ordinary Income/Expense Income 4 Contributed support 2, Earned revenues 149, Total Income 151, Expense 6560 Payroll Expenses 17, Non-personnel expenses 46, Occupancy expenses Travel & meetings expenses 171, Misc expenses 2, Total Expense 237, Net Ordinary Income -85, Other Income/Expense Other Income 6800 Unrealized gain (loss) 33, Total Other Income 33, Net Other Income 33, Net Income -52, Page 7 of 7

17 2016 REVISED ATHLETE REIMBURSEMENTS IMPORTANT FINAL REIMBURSEMENT NUMBERS for the December Meets WILL BE ISSUED AT THE November 2016 BOARD OF DIRECTORS MEETING AND AMOUNTS MAY CHANGE EITHER UP OR DOWN. CALCULATIONS ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2016 TO 12/31/2016 REVISED 4/30/2016 APPROVED CHANGES TO THE GULF SENIOR TRAVEL FUND POLICY WHICH AFFECTIVE STARTING IN Except as provided in items 4 and 5 below, a swimmer will be reimbursed for up to 3 meets per season as follows, Spring meet, summer meet and a winter meet. 4. If a swimmer participates in both the National Championship Meet and Junior Championship Meet during Long Course, and both meets are conducted in the same venue, he shall be reimbursed as follows: a. The swimmer s reimbursement for each meet will be calculated separately, according to this Policy with the exception that only ½ of the airfare portion will only be applied to each separate meet b. Each meet is an independent event along with the expenses for each. c. This will count as two of the three meets for the season. 5. During Long Course seasons, when there are both a Trials Class meet and a National Championship, US Open, or Junior Championships, swimmers that attend the Trials Class meet and one of the other meets (National Championship, US Open, or Junior Championships) shall be eligible to receive 100% of each meet and each will be part of the 3 meet per season total. AS STATED IN THE SENIOR TRAVEL FUND POLICY 17. In order to be considered for the maximum amount of either the individual or relay-only reimbursement, this request must be delivered or postmarked no later than thirty-one (31) days after the last day of competition at the meet for which reimbursement is requested. If delivered or postmarked after thirty-one (31) days, and on or before sixty (60) days, the athlete will be eligible for fifty percent (50%) of the maximum amount of either the individual or relay-only reimbursement. If the reimbursement request is delivered or postmarked after sixty (60) days, the swimmer will not be eligible for any reimbursement. TOTAL NIGHTS LOCATION LODGING ADD TAX DOUBLE M&I DAILY TOTAL NET DAILY TOTAL NET AIRFARE % MEETS DATES AIRFARE* NCSA Juniors 3/15 19/16 6 Orlando, FL $115 $ $ $428 $ $538 $929 NASA Jr 3/15 19/16 6 Clearwater, FL $104 $ $ $351 $ $458 $813 Open Water Nat 4/8 10/16 4 Miromar Lakes, FL $142 $ $ $327 $ $629 $746 NCSA LC Juniors 8/9 13/16 6 Indianapolis, IL $107 $ $ $364 $ $476 $846 Olympic Trials 6/26 7/3/16 10 Omaha, NE $150 $ $ $478 $ $734 $1,853 NASA LC Juniors 8/3 6/16 5 St Petersburg, FL $106 $ $ $324 $ $443 $719 SR Nationals(US Open) 8/2 6/16 6 Minneopolis, MN $135 $ $ $478 $ $698 $1,233 Jr Nationals 8/8 12/16 6 Minneopolis, MN $135 $ $ $435 $ $622 $1,128 Futures 8/4 7/16 5 Austin, TX $126 $ $ $192 $ $727 SC (Winter) Senior Nationals 11/30 12/3/16 5 Greensboro, NC $100 $ $ $156 $ $606 SC (Winter) Jr Nationals 12/7 10/ College Station, TX $102 $ $ $156 $ $583 MIN TOTAL MAX TOTAL REIMBURSEMENTS ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2016 TO 12/31/2016 MIN MAX MEETS DATES TOTAL DAYS NIGHTS LOCATION TOTAL TOTAL 2 nights 3 nights 4 nights 5 nights 6 nights 7 nights 8 nights 9 nights 10 nights NCSA Juniors 3/15 19/ Orlando, FL $538 $929 $538 $636 $733 $831 $929 NASA Jr 3/16 19/ Clearwater, FL $458 $813 $458 $547 $635 $724 $813 Open Water Nat 4/8 10/ Miromar Lakes, FL $629 $746 $512 $629 $746 NCSA LC Juniors 8/9 13/ Indianapolis, IL $476 $846 $476 $568 $661 $753 $846 Olympic Trials 6/26 7/3/ Omaha, NE $734 $1,853 $734 $874 $1,014 $1,154 $1,293 $1,433 $1,573 $1,713 $1,853 NASA LC Juniors 8/3 6/ St Petersburg, FL $443 $719 $443 $535 $627 $719 SR Nationals(US Open) 8/2 6/ Minneopolis, MN $698 $1,233 $698 $831 $965 $1,099 $1,233 Jr Nationals 8/8 12/ Minneopolis, MN $622 $1,128 $622 $749 $875 $1,001 $1,128 Futures 8/4 7/ Austin, TX $383 $727 $383 $498 $613 $727 SC (Winter) Senior Nationals 11/30 12/3/ Greensboro, NC $322 $606 $322 $417 $512 $606 SC (Winter) Jr Nationals 12/7 10/ College Station, TX $308 $583 $308 $400 $492 $583 NOTES: MIN TOTAL for Trials is three days, two nights for swimming one event or four days and three nights if arriving two days prior to first event. Counts one or two days before 1st event 1 day after last event. MIN TOTAL is three days, two nights for swimming one event. Counts one day before 1st event 1 day after last event. MAX TOTAL is for swimming on the first and last day. Counts one day before 1st event and 1 day after last event. Swimmer will only be reimbursed for one day before 1st event to one day after last event based on lodging nights. Example: If a swimmer swims on day 2 and day 4, the reimbursement will be for 5 days, 4 nights.

18 2016 REVISED ATHLETE REIMBURSEMENTS IMPORTANT - FINAL REIMBURSEMENT NUMBERS for the December Meets WILL BE ISSUED AT THE November 2016 BOARD OF DIRECTORS MEETING AND AMOUNTS MAY CHANGE EITHER UP OR DOWN. CALCULATIONS ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2016 TO 12/31/2016 REVISED 4/30/2016 REVISIONS NASA LC Juniors added Authorized by Board of Directors NCSA LC Juniors Airfare increased from 346 to 364. SR Nationals(US Open) Airfare increased from 284 to 478. Jr Nationals Airfare increased from 264 to 435 Futures Dates and number of nights changed and Airfare decreased from 323 to 218. TOTAL NIGHTS LOCATION LODGING ADD TAX DOUBLE M&I DAILY TOTAL NET DAILY TOTAL NET AIRFARE % MEETS DATES AIRFARE* NCSA Juniors 3/15-19/16 6 Orlando, FL $115 $ $ $428 $ $538 $929 NASA Jr 3/15-19/16 6 Clearwater, FL $104 $ $ $351 $ $458 $813 Open Water Nat 4/8-10/16 4 Miromar Lakes, FL $142 $ $ $327 $ $629 $746 NCSA LC Juniors 8/9-13/16 6 Indianapolis, IL $107 $ $ $364 $ $476 $846 Olympic Trials 6/26-7/3/16 10 Omaha, NE $150 $ $ $478 $ $734 $1,853 NASA LC Juniors 8/3-6/16 5 St Petersburg, FL $106 $ $ $324 $ $443 $719 SR Nationals(US Open) 8/2-6/16 6 Minneopolis, MN $135 $ $ $478 $ $698 $1,233 Jr Nationals 8/8-12/16 6 Minneopolis, MN $135 $ $ $435 $ $622 $1,128 Futures 8/4-7/16 5 Austin, TX $126 $ $ $192 $ $727 SC (Winter) Senior Nationals 11/30-12/3/16 5 Greensboro, NC $100 $ $ $156 $ $606 SC (Winter) Jr Nationals 12/7-10/ College Station, TX $102 $ $ $156 $ $583 MIN TOTAL MAX TOTAL REIMBURSEMENTS ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2016 TO 12/31/2016 MIN MAX MEETS DATES TOTAL DAYS NIGHTS LOCATION TOTAL TOTAL 2 nights 3 nights 4 nights 5 nights 6 nights 7 nights 8 nights 9 nights 10 nights NCSA Juniors 3/15-19/ Orlando, FL $538 $929 $538 $636 $733 $831 $929 NASA Jr 3/16-19/ Clearwater, FL $458 $813 $458 $547 $635 $724 $813 Open Water Nat 4/8-10/ Miromar Lakes, FL $629 $746 $512 $629 $746 NCSA LC Juniors 8/9-13/ Indianapolis, IL $476 $846 $476 $568 $661 $753 $846 Olympic Trials 6/26-7/3/ Omaha, NE $734 $1,853 $734 $874 $1,014 $1,154 $1,293 $1,433 $1,573 $1,713 $1,853 NASA LC Juniors 8/3-6/ St Petersburg, FL $443 $719 $443 $535 $627 $719 SR Nationals(US Open) 8/2-6/ Minneopolis, MN $698 $1,233 $698 $831 $965 $1,099 $1,233 Jr Nationals 8/8-12/ Minneopolis, MN $622 $1,128 $622 $749 $875 $1,001 $1,128 Futures 8/4-7/ Austin, TX $383 $727 $383 $498 $613 $727 SC (Winter) Senior Nationals 11/30-12/3/ Greensboro, NC $322 $606 $322 $417 $512 $606 SC (Winter) Jr Nationals 12/7-10/ College Station, TX $308 $583 $308 $400 $492 $583 NOTES: MIN TOTAL for Trials is three days, two nights for swimming one event or four days and three nights if arriving two days prior to first event. Counts one or two days before 1st event 1 day after last event. MIN TOTAL is three days, two nights for swimming one event. Counts one day before 1st event 1 day after last event. MAX TOTAL is for swimming on the first and last day. Counts one day before 1st event and 1 day after last event. Swimmer will only be reimbursed for one day before 1st event to one day after last event based on lodging nights. Example: If a swimmer swims on day 2 and day 4, the reimbursement will be for 5 days, 4 nights.

19 2014 ACTUAL ATHLETE COUNT BY TEAM AGS ALAC AQUA BBSC BRAZ BTA NCSA Juniors $3 $2 $5 Open Water Nat NCSA LC Juniors $6 SR Nationals Jr Nationals SC (Winter) Juniors $1 SC (Winter) Nationals Zone Select Camp Sr Zone Meet NASA Jr 2015 ESTIMATED ATHLETE COUNT BY TEAM AGS ALAC AQUA BBSC BRAZ BTA NCSA Juniors $8 $8 Open Water Nat NCSA LC Juniors $8 SR Nationals Jr Nationals $2 SC (Winter) Juniors $1 $2 SC (Winter) Nationals Zone Select Camp Sr Zone Meet $16 NASA Jr 2015 ACTUAL ATHLETE COUNT BY TEAM AGS ALAC AQUA BBSC BRAZ BTA NCSA Juniors 8 1 Open Water Nat NCSA LC Juniors 5 SR Nationals 1 Jr Nationals SC (Winter) Juniors 3 SC (Winter) Nationals Zone Select Camp Sr Zone Meet NASA Jr 10 Futures 2016 ESTIMATED ATHLETE COUNT BY TEAM AGS ALAC AQUA BBSC BRAZ BTA Olympic Trials - 6/26-7/3/16 - Omaha, NE 1 NCSA Juniors - 3/15-19/16 - Orlando 8

20 Open Water Nat - 4/8-10/16 - Miromar Lakes, Fl NCSA LC Juniors SR Nationals(US Open) - 8/2-6/16 - Minneopolis, MN Jr Nationals - 8/9-11/16 - Minneopolis, MN SC (Winter) Nationals - 11/30-12/3/16 - TBD 2 SC (Winter) Jr Nationals - 11/30-12/3/16 - TBD Zone Select Camp Sr Zone Meet 12 NASA Jr - 3/16-19/16 - Clearwater, FL Futures 2 NCSA Juniors - 3/15-19/16 - Orlando NASA Jr - 3/16-19/16 - Clearwater, FL Open Water Nat - 4/8-10/16 - Miromar Lakes, Fl NCSA LC Juniors Olympic Trials - 6/26-7/3/16 - Omaha, NE SR Nationals(US Open) - 8/2-6/16 - Minneopolis, MN Jr Nationals - 8/9-11/16 - Minneopolis, MN Zone Select Camp Sr Zone Meet Futures SC (Winter) Nationals - 11/30-12/3/16 - TBD SC (Winter) Nationals - 11/30-12/3/16 - TBD

21 CFSC COOG CTST DADS ESA ETEX FCST FINS GIST HCAP HSC HU KATY LAP LJAC LSST $4 $1 $7 $1 $2 $4 $1 $7 $2 $2 $5 $2 $4 $3 $1 $1 $20 CFSC COOG CTST DADS ESA ETEX FCST FINS GIST HCAP HSC HU KATY LAP LJAC LSST $6 $8 $10 $2 $8 $8 $5 $2 $10 $1 $2 $2 $4 $4 $2 $5 $4 $6 $3 $1 $12 $18 $25 CFSC COOG CTST DADS ESA ETEX FCST FINS GIST HCAP HSC HU KATY LAP LJAC LSST CFSC COOG CTST DADS ESA ETEX FCST FINS GIST HCAP HSC HU KATY LAP LJAC LSST

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23 MAC MARC NCAT NEHA NOCH OWLS PACK PEAK PFL PLAT RICE ROCC SCAT SHARKS $1 $1 $6 $1 $1 $1 $3 $3 $1 MAC MARC NCAT NEHA NOCH OWLS PACK PEAK PFL PLAT RICE ROCC SCAT SHARKS $7 $2 $4 $2 $5 $8 $2 $1 $1 $5 $4 $1 $1 $5 $4 $3 $1 $2 $1 $1 $10 $10 MAC MARC NCAT NEHA NOCH OWLS PACK PEAK PFL PLAT RICE ROCC SCAT SHARKS MAC MARC NCAT NEHA NOCH OWLS PACK PEAK PFL PLAT RICE ROCC SCAT SHARKS

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25 SPA SSAN SSS SST SWAT TAMU TTST TWST TYES UH WHAT TOTAL $3 $6 $11 $2 $47 $3 $5 $11 $35 $0 $1 $8 $1 $2 $26 $0 $3 $4 $0 $20 SPA SSAN SSS SST SWAT TAMU TTST TWST TYES UH WHAT TOTAL $3 $5 $10 $71 $6 $10 $25 $1 $63 $6 $1 $18 $1 $4 $43 $1 $15 $52 $2 $5 $6 $40 $106 $15 $2 $42 SPA SSAN SSS SST SWAT TAMU TTST TWST TYES UH WHAT TOTAL SPA SSAN SSS SST SWAT TAMU TTST TWST TYES UH WHAT TOTAL

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27 GULF SWIMMING BOARD REPORT SENIOR VICE CHAIR APRIL REPORT ON GULF BANQUET SPEAKER 2. REQUEST TO ADD TRAVEL REIMBURSEMENT FOR NCSA SUMMER MEET A. AUGUST 3-6, ST. PETERSBURG, FL 3. REPORT ON TRAVEL FOR SPRING MEETS

28 Age Group Vice Chair report Laura Davis 04/19/16 SCY Ladder of Success charts are being worked on throughout the Spring and Summer. Shirts will be given out later this summer /September. I would like to update / clarify the Gulf Swimming Handbook regarding Ladder of Success. The current rules are below, last updated November 1, Areas in red are my suggestions. I. Age Group Eligibility For each age group, the top five (5) swimmers in each event are eligible. The age groups are: 9-10, 11-12, 13-14, 15-16, and *No ages 8 & under- only II. Qualifying Times A. Times must have been achieved in either a USA Swimming sanctioned meet or be an OVC'd time. B. For all non-gulf sanctioned meets to be considered for inclusion in the tabulations, the swimmer/parent/coach/club is responsible for supplying the meet results to the Gulf Swimming Age Group Vice-Chair by May 1st for Short Course and September 1st for Long Course (no exceptions). The Age Group Vice-Chair will be responsible for obtaining results from TAGS, Zones, Senior Circuit Meets, and National Championships. C. Only the following swims will be considered: individual swims, time trials, and lead-off relay splits. Splits from longer distances will not be recognized. * Should we allow events for IMX/ IMR events open to all age groups? Intrasquad meet results should not be included in tabulation. Non traditional age group events will not be included such as the 400 IM, 1650 for ages D. The Long Course Season Ladder of Success will include all sanctioned Long Course Meets from the current Long Course Season ending September 30th and any sanctioned Long Course Meets from the previous Short Course Season, i.e., Spring National Championships, Olympic Trials and the U.S. Open (LC Meters). The Short Course Season Ladder of Success begins on October 1st and ends on the day before the first Gulf Long Course Meet in the following year.

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30 LSC: Club GU USA Swimming, Inc. USA Swimming, Inc. Individual Single Athletes Season 1 Season 2 Season Meet Other NA Coaches Officials 5/16/2016 2:10:35 PM AGS ALAC AMBU AQUA BATS BBSC BLST BTA BTST CATS CFSC COOG DADS ECS EPRC ESA ESCA FCST FINS GIST HCAP HCCL HSC HUNT KATY LAP LJAC LSST LTST MAC MARC NEHA NOCH OWLS PACE PACK PEAK Total Report: 59 Page 1 of 2

31 LSC: Club GU USA Swimming, Inc. USA Swimming, Inc. Individual Single Athletes Season 1 Season 2 Season Meet Other NA Coaches Officials 5/16/2016 2:10:35 PM PFL PLAT RICE ROCC SCAT SHRK SPA SSAN SSS SST STA SWAT TAMU TASC TSAT TTST TWST TYES UH UN USA VSST Total Total Report: 59 Page 2 of 2

32 Gulf Short and Long Course Schedule Wk Month Dates Gulf Meets & Events Groups Gulf Hosts Entries Due Club Meets Notes 1 September 3-4 Labor Day - Monday 5th Board Training - September 10th Gulf Open Water Champs 1 RICE U.S. Aquatic Sports National Convention 9/18-25, October 1-2 Gulf Awards Banquet (2nd) Gulf Open Meet 6 LSST,MAC,SSAN/STA,PACK,DADS,AMBU Senior Meet 1 MARC November 5-6 Senior Meet 1 PEAK Gulf Open Meet 6 LSST,STA/SSAN,MAC,SPA,KATY,SHRK Thanksgiving- 24th December Southern Sr.Champs 1 TWST 2-4 Junior Nationals at TAMU hosted Gulf Sr. Champs 1 MARC by AGS(December 7-11) Fall Champs 5 LSST, HCAP, PACK, CFSC, SSAN Gulf Age Group Champs 1 AGS 17 8 and Under Champs 3 COOGS,PFL,BTA Christmas Day - Sunday 25th /Jan New Years Day - Sunday 1st 18 January Gulf Open Meets 4 LSST,NOCH,PLAT,STA MLK - Monday 18th February & Over Prelim/Final 1 NOCH Short Course Champs I (8&U) 3 ESA, COOGS, SHRKS Short Course Champs II 6 LSST, MAC,PACK,NOCH,KATY,DADS Short Course Champs III 2 ECS,TWST Sectionals 27 March 4-5 TAGS March 2nd-5th April 1-2 Coaches Clinic Easter - Sunday 16th Gulf Open Meet 4 AGS,FCST,TWST,ECS, May Gulf Open Meet 3 PEAK,CFSC,ECS Memorial Day - Monday 29th 40 June June/ Southern Zone Open Water/Seven Lakes, NC Gulf Open Meet 2 ECS, 44 July 1-2 Tuesday - July 4th Holiday Gulf Champs 1 CFSC B & Under Champs Meet 3 MAC,NOCH,DADS Gulf Champs 3 PEAK,FCST,TWST TAGS July 18th-22nd August August/Southern zones Senior Champs Meet/College Station, TX North America Challenge Cup Dates to Note September 10-17, 2017 September 29 - October 2, 2017 USA Aquatic Sports Convention Swimposium and GULF Banquet Dallas, TX

33 USA Swimming 2 nd Half 2015 Accident Summary (Note: Due to changeover in reporting systems, this data is reflective of reports submitted through ) WHEN ACCIDENTS HAPPEN WHERE ACCIDENTS HAPPEN

34 AFFECTED BODY PART MEMBER/NON-MEMBER TYPE

35 Safe Sport Chair Report Gulf Swimming HOD May 18, 2016 Safe Sport Mission Statement: USA Swimming is committed to safeguarding the wellbeing of all of its Members, with the welfare of its athlete members as the top priority. Proposal: 1. I would like to propose that Safe Sport heat sheet ads be mandatory. Info Sharing: Accepting applications for the Gulf Safe Sport Committee: Purpose: To assist the Safe Sport Coordinator in spreading the message of Safe Sport in the LSC and raise awareness for the effort among the LSC s member clubs. Selection and Term of Service: Looking to appoint 4 new volunteers to join the Safe Sport Chair (3 Non-athlete members, and 1 athlete) for a period of 1 year starting September 1, 2016-August 31, Please send letters of interest and questions to Travis Sandifer: ( Coachtravis@katyaquatics.org ). Committee Goals for : 1. Solidify the volunteer leadership infrastructure at the club and LSC level to further the Safe Sport effort. a. Visit or have a conference call with each club in the LSC to introduce to Safe Sport b. Promote new initiatives (ie. Safe Sport Mondays) to Clubs c. Promote getting Club level Safe Sport Contacts on each Club in the LSC d. Promote and increase percentage of LSC Club parent and athlete online training. The LSC Leadership Workshop: I attend the April LSC Leadership Workshop at the Denver Airport Marriott. It was very informative. Some of the topics we covered included: Using the Safe Sport Self-Assessment, Introduction to the Safe Sport Certified Club Program, Zone Roundtables. NEW information from what was discussed in September at the Convention, including new national

36 programs and local initiatives. For more information about the workshop LSC Leadership Workshop please read the May Safe Sport BOD report. As a result of the workshop I would like to follow suit with many of the LSC s across the country and form a Safe Sport committee. I would like this committee to be in place by September 1, This committee will have 4 Non-Athlete members and 1 Athlete Member. Some of the tasks would be as follows: 1. Set up information tables at certain meets to promote Safe Sport. 2. Host in-person Safe Sport trainings. 3. Provide face to face Safe Sport consultation to club leadership. Below are updates on new and ongoing programs. Safe Sport Updates: Safe Sport Self-Assessment: Just developed and now available to all is the Safe Sport Self-Assessment. This is a brand new and free resource available for any club. The goal of this assessment is for teams to gain a greater understanding of how the available Safe Sport resources can assist in creating a culture of Safe Sport for their team. There are six sections of the self-assessment, consistent with the six program areas of Safe Sport. While there are not necessarily right or wrong answers to the assessment, the questions and the recommendations in the user guide are designed to provide a step by step map to create a Safe Sport culture on a team. Users will take the selfassessment first. When finished, they will receive a copy of their responses. They can then use the guide to review their self-assessment with the other leaders of the swim club. Individualized feedback on submitted selfassessments is also available. If this is something you are interested in please contact Maggie Vail with USA Swimming at the following and or phone # mvail@usaswimming.org or HEAR SOMETHING, SEE SOMETHING, SAY SOMETHING! This new Safe Sport initiative is an education and awareness effort to help spark a national conversation about Safe Sport-related issues. It is called Safe Sport Monday and will occur on the first Monday of every month. You can download the new scenario each month from the Safe Sport website USASWIMMING.COM/TOOLKIT with instructions for how to use the discussion guide to have a short conversation about Safe Sport with the athletes. This is an easy way to make Safe Sport a regular part of the swimming experience and culture of USA Swimming. Safe Sport Monday launched on April 4. Check out the first scenario attached to the BOD report. Swim Staff Select- USA Swimming proudly offers a free online tool that is now available to all USA Swimming clubs to help assist in their hiring of staff. Swim Staff Select is a web based application that allows teams to create position descriptions, job postings, applications, reference checking scripts, background checks, certification verifications and interview scripts online. The software works to help clubs screen applicants for staff and volunteer positions, plus communicate with applicants and review applications. This tool is a great way to further assist clubs in creating a positive sport environment for their coaches and athletes. You can access the tool at Free Training for Parents- The USA Swimming Safe Sport Program is proud to offer free athlete protection training to the parents of our member athletes. Parents are a critical component to our overall goal of protecting children from sexual abuse. The comprehensive online programming includes information about how offenders operate; how to recognize and respond to boundary violations, myths and facts about child sexual abuse and USA Swimming s Athlete Protection Policies and Procedures.

37 Free Training for Athletes- USA Swimming has developed a free education program for athletes aged 12 and older. The training course covers such topics as: - Inappropriate contact - Physical, emotional, and behavioral boundaries - What to do if your boundaries are violated - Who to tell - How USA Swimming can be a resource Free online anti-bullying course: Safe Sport offers an online course to help parents and coaches identify and address bullying behaviors. Bullying behaviors can lead to a negative team environment if not handled properly and quickly. You can access the training at Remember to update your information for the following at usaswimming.org/protect in policies and guidelines: REQUIRED POLICIES Electronic Communication Anti-Bullying Plan Team Travel SUGGESTED POLICIES Photography Locker Room Monitoring BEST PRACTICE GUIDELINES Safe Sport Best Practice Guidelines Athlete Social Media and Electronic Communication Inclusion of Transgender Athletes Inclusion of Athletes with Disabilities Model Action Plan to Address Bullying USA Swimming Safe Sport Contacts: SUSAN WOESSNER, DIRECTOR OF SAFE SPORT swoessner@usaswimming.org or LIZ HOENDERVOOGT, SAFE SPORT COORDINATOR ehoendervoogt@usaswimming.org or MAGGIE VAIL, SAFE SPORT EDUCATION SPECIALIST mvail@usaswimming.org or

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40 ATHLETE COMMITTEE STRUCTURE SENIOR ATHLETES (2 4) *Represent Gulf Swimming At Convention ATHLETE COMMITTEE BOARD MEMBERS (6-8) Voting Members on Boar d; active members of standing committees; Elected from St anding Active Athlete Committee; Responsible to be active on committees and attend Board Meetings; Assist Senior Athl etes with communication with Gulf Swimming Athletes Committ ee. Elected from Standing Active Athletes Committee STANDING ACTIVE ATHLETE COMMITTEE (20 24) Athletes who are willing to serve on committees and have interest in serving on the Board of Directors of Gulf Swimming. May serve on standing or Ad-Hoc committees. Elected from Gulf Swimming Athletes Committee GULF SWIMMING ATHLETE COMMITTEE (120 Members) **2 Members from each club to represent the athletes on their home club, chosen by their home club. * Senior Athletes should be chosen by the Gulf Swimming General Chair based upon several factors including leadership ability, demonstrated activity at Board Meetings and on Committees, ability to speak on behalf of their peers at meetings and convention. Will be responsible for providing a comprehensive report to the Gulf Swimming HOD following Convention. ** Guidelines for Clubs Athletes should: Be a minimum of 15 years of age AND a Sophomore in High School no maximum as long as they are registered Gulf Swimming Members. Be able to contact and speak on behalf of their constituents (athletes in their club). Be willing to participate in the Athlete Leadership Seminar in late August. Have an interest in Governance of their sport. Good behavior a must! (May impact future representation). Note: Does not have to be the best swimmer on the team! Gulf Swimming General Chair would appoint a Board Member Advisor for the Athlete Committee. Number of levels of committee involvement based upon athlete availability. Many athletes already have very busy schedules. Providing a number of levels of involvement with various commitment levels will enable the athletes to provide an athlete perspective while learning about governance and still balance their already busy schedules. The Senior Athletes chosen to represent at Convention would be chosen from the Athlete Committee Board Members who would be elected by the athletes but have an obligation to actively participating in the Governance of Gulf Swimming and communicating with the entire Athlete Committee. Standing Active Athletes Committee would have Athlete Board Members (next level of involvement and responsibility) in addition to a number of athletes who may not be able to commit to meetings and a full active involvement, but may be willing to serve on a committee.

41 GULF SWIMMING ATHLETE LEADERSHIP SEMINAR Proposed Schedule: SATURDAY 8 8:30 8: :30 9: Noon : :30 6:30 6:30 8:30 8:30 10:30 10:30 Registration Ice Breaker Gulf Swimming Structure / USA Swimming Structure Governance & Athlete Involvement Responsibilities of Representation Separate into groups / Nutrition & Bathroom Break First Leadership Exercise What is a leader? Group Activity # 1 Lunch Group Activity # 2 Group Activity # 3 Activity Activity Instruction Activity Instruction Activity Activity / Relax Activity Activity Check into rooms / Nutrition & Bathroom Break / Transport To Pool Declare intent to present after dinner Activity Group Activity # 4 Activity Group Activity # 5 Activity Dinner/Athlete Presentations Activity / Relax Movie Instruction Rooms and lights out Relax SUNDAY Breakfast Activity / Relax 8 9 Election of Standing Active Athlete Committee / Check out of Rooms Activity 9:30 10:30 Results of Election / Review Instruction 10:30 12:00 10:30 12Proposed Meeting of SAAC; Signing up for Committee (stated interest); Election of Board Members Instruction Dates: Site: Leadership Directors: August 27 th & 28 th Hotel & Meeting Rooms TBD / Pool: CISD or UH TBD Gulf Swimming Involvement: Senior Athletes; General Chair; Senior Chair; Executive Director; Interested Participants & Coaches Hotel: 1 Meeting Room that can handle 130 participants (Chair & Podium Set-up) Up to 4 meeting rooms that can handle participants (no chairs / 1 table) 60 Double rooms / Single or Kings (Chaperones and Staff) Chaperones: 1 Chaperone for every athletes; must have USA Swimming background check & non-athlete member of USA Swimming. Can be a coach. Stay with group throughout seminar. (Great opportunity for young assistant coaches to become involved in Gulf Swimming). Athlete Groups: in size. Keep same Chaperone throughout the weekend. Mix with other groups for activities. Athletes from same team in different groups. May choose a name for themselves. Competition? Room with athlete in group? Set up after registration deadline / confirmed at registration. Good mix of genders if possible.

42 Teams: Choose Representatives by August 15 th and submit to Gulf Swimming (online registration process?) Nominate 1 coach or parent to participate as chaperone or help with seminar. Opportunity open to all Gulf Swimming Member Teams. Participation encouraged by not mandatory. Will involve every coach or parent who would like to do this? Volunteers Needed: Chaperones: up to 8 Stay with group throughout weekend Ensure safety of athletes / ability to participate (make sure they are where they are supposed to be on schedule); obtain assistance for medical or behavior. Do not have to be involved with activities. Assist with Registration / Check-in & Check-out procedures Periodic room checks (pm lights-out & am wake-up calls) 2 deep / gender specific. Registration: 4 Assist with check-out: 4 Medical: 1 (First Aid Kit; Transportation to Hospital if needed; Cell phone; List of Participants with Emergency Contacts, Medical info and Insurance info). More to do s: Registration form will have to include waiver, plus medical and emergency contact info. Code of Conduct for Athletes and Staff Meeting at 7 am for Staff of Seminar to go over schedule, duties and expectations Some sort of review / evaluation by the athlete participants as well as staff (at the end). T-Shirts for participants (white) and Chaperones (bright yellow) A substantial budget!

43 .3 FINANCE COMMITTEE - The Finance Committee is authorized and obligated to develop, establish where so authorized or recommend to the Board of Directors and supervise the execution of policy regarding the investment of Gulf Swimming's working capital and funded reserves and endowment funds and the development and implementation of a marketing and fund-raising plan, within the guidelines, if any, established by the Board of Directors or the House of Delegates. The Finance Committee shall also regularly review Gulf Swimming's equipment needs (both operational and office) and the various methods available to finance the acquisition of any needed equipment, make a determination of the best financing method for Gulf Swimming and make recommendations to the Budget Committee and the Board of Directors..4 OFFICIALS COMMITTEE - The Officials Committee is authorized and obligated to recruit, train, test, certify, evaluate, retest, recertify and supervise officials for Gulf Swimming and such other activities as may be necessary or helpful in maintaining a roster of qualified, well-trained and experienced officials of the highest caliber..5 PROGRAM DEVELOPMENT COMMITTEE - The Program Development Committee is responsible for developing and coordinating an overall swimming program for all levels of swimming in the Territory, including Age Group and Senior programs..6 TECHNICAL PLANNING COMMITTEE - The Technical Planning Committee shall be responsible for long-range planning for the swimming programs conducted by Gulf Swimming and for advice regarding the technical aspects of those programs and of the sport of swimming generally..7 LEGISLATION/RULES COMMITTEE - The Legislation/Rules Committee shall be responsible for reviewing the Rules, Regulations, and Bylaws from time to time and proposing any changes that may need to be made to be in compliance with USA Swimming Rules and Regulations or Gulf Swimming House of Delegates Rules and Regulations..8 ATHLETES COMMITTEE The Athletes Committee is authorized to recruit and develop athletes in the LSC for service on the Board of Directors its committees and the House of Delegates. The members of this committee are encouraged to serve on a least one standing committee within Gulf Swimming in accordance with the by-laws of the LSC and USA Swimming. The members of the Athletes Committee shall be representatives of their teams and no team shall have more than 2 representatives on the committee. The members of this committee as representatives for their teams should be (a)members in good standing with USA swimming for at least 2 years; (b)a member of GULF Swimming for at least 1 year; (c)at least 15 years old; (c)currently competing in swimming programs conducted by Gulf Swimming. The Athlete Representatives to the House of Delegates and the Board of Directors would be elected by the members of the Athletes Committee as representatives of the teams. The Chair of this committee is the Senior Athlete Representative to the Board of Director s and shall serve a two(2) year as Chair.

44 Gulf Sanctioned Meets to date 4/18/16 Meet Name Host Meet Dates Dual Meet ESA 2-Apr Intrasquad Meet SSAN 9-Apr 12 & U Developmental DADS 10-Apr Gulf Open Meet AGS 4/15-17/16 FCST ECS TWST Tri-Meet KATY 4/23/16 Meet #3 KATY 4/24/16 Open Water RICE 4/24/16 Invitational CFSC 4/29-5/1 Intrasquad Meet AGS 5/11/16 Gulf Open Meet PEAK 5/13-15/16 SPA ECS Senior Circuit I TWST 5/14-15/16 Developmental FCST 5/21/16 Senior Circuit II TAMU 6/9-11/16 Invitational AGS 6/17-19/16 Gulf Open Meet ECS 6/24-26/16 B & Under Chanps KATY 7/9-10/16 due 5/21 MAC NOCH/SHRK Gulf Summer Champs CFSC 7/15-17/16 due 5/20 FCST PEAK Gulf Champs TWST 7/22-24/16 due 5/27 Highlighted meets have been sanctioned. Reminder: Meet Sanction Applications and Announcements are due to the Sanction Coordinator at least 8 weeks prior to the meet start date. Coordinator gulfsanctions@gmail.com Beginning with any meet not sanctioned so far, being hosted in June 2016 or later, meets will not be sanctioned until late fees (if applicable) are paid. Sanction coordinator will notify the host if the late fee needs to be paid.

45 Gulf Publicity Report May Follow Gulf Swimming on We re in the process of turning this over to the athletes to run/manage. Currently 4 posts & 20 followers 2. Gulf Olympic trial qualifiers listed below. Please gulfswimpublicity@gmail.com for additions and corrections. 50 freestyle (QT /26.19) John Wagner M RICE Simone Manuel F FCST Madeline Locus F FCST Bethany Galat F AGS Claire Brandt F AGS Samantha Bosma F TAMU Kristin Malone F AGS Lexie Lupton F AGS Annie Miller F HSC 100 Freestyle (QT /56.49) Claire Rasmus F AGS Meredith Oliver F AGS Sarah Henry F AGS 200 Freestyle (QT - 1:51.89/2:02.39) Jake Ritter M 1:49.05 HSC Michael McBroom M 1:49.21 TWST Kelsey Vetalice F 2:01.61 TWST Logan Shiller F 2:01.90 HSC 400 Freestyle (QT - 3:58.69/4:17.99) Nic Munoz M 3:56.37 TWST Chris Bready M 3:57.89 FCST Joy Field F 4:14.57 MAC Colleen Konetzke F 4:15.87 AGS 1500 Freestyle (QT - 15:49.99) Chris Bready M 15:38.38 FCST Colin Murphy M 15:41.31 TWST

46 100m Backstroke (QT /1:03.39) Brock Bonetti M TAMU Braxton Moore M CFSC Austin Vacek M KATY Glen Cowand M KATY Jacob Wallace M AGS Lucie Nordmann F 1:01.18 MAC Lisa Bratton F 1:01.61 UN Laura Norman F 1:02.40 AGS Julia Cook F 1:02.58 AGS Taylor Wohrley F 1:02.65 CFSC Cameron McHugh F 1:02.73 CFSC Aria Bernal F 1:02.97 KATY Ashley Pollok F 1:03.36 TWST 100 breaststroke (QT - 1:03.69/1:11.49) Jonathan Tybur M 1:02.96 TAMU Breeja Larson F 1:06.73 TAMU Jorie Caneta F 1:09.69 AGS Marie-Claire Schillinger F 1:11.21 RICE 200 breaststroke (QT - 2:18.39/2:34.99) Marie-Claire Schillinger F 2:30.65 RICE Kylie Powers F 2:34.45 HSC 100 butterfly (QT /1:01.79) Tripp Cooper M TWST Gray Umbach M TWST Sarah Gibson F AGS Casey Clark F 1:00.42 OWLS 200 Butterfly (QT - 2:01.99/2:14.99) Thad Ricotta M 2:01.06 RICE 200 Individual Medley (QT - 2:05.09/2:18.69) Benjamin Walker M 2:03.60 PACK Austin Van OverdamM 2:03.89 AGS Jaden Bellina F 2:18.59 PEAK 400 Individual Medley (QT - 4:27.49/4:54.99) Hayden Duplechain M 4:27.48 AGS Zoe Gawronska F 4:54.59 TWST Kaitlyn Swinney F 4:54.67 OWLS

47 Gulf Swimming Open Water Report April 27, 2016 Seth Huston-Open Water Coordinator The Gulf LSC sent 24 athletes and 4 coaches, led by Paige Sikkema, to the Florida Open Water Festival (LSC Challenge) April 8-10, This event was in conjunction with the USA Swimming Open Water Nationals. The team finished 2 nd among 4 LSC s in the LSC Challenge. The Gulf had two event champions, Kylee Grafmiller, girls, 2.5K champion and Christian Frey, boys, 5K champion. All athletes participated in the Fran Crippen Sunset mile and on Sunday viewed the women s 5k National Championship and then did a guided tour of the Everglades. The Gulf LSC s only spring sanctioned open water event was held April 24 at Twin Lakes. Total entries numbered over 350 athletes and over 20 different teams being represented.