Board of Directors Meeting July 7

Transcription

1 Board of Directors Meeting 2016 July 7 I. Roll Call II. Approval of Minutes III. IV. Mission Moment New Business A. Strategic Planning Session Review B. Lifetime Membership Nominations Criteria C. TAGS Annual Meeting: July 2016 San Antonio, Texas V. Unfinished/Old Business A. Unattached Coaches B. Athletes Retreat Update C. Ad Hoc Personnel Committee VI. Reports of Officers A. General Chair Henry Clark 1. Executive Director s report B. Administrative Vice-Chair Jason Wedlick 1. Short Course Fines 2. Long Course Fines C. Secretary Jennie Shamburger D. Treasurer - Tom Hasz 1. 2 nd Quarter Financials E. Finance Vice Chair Tim Bauer F. Senior Vice-Chair Charlie Fry 1. Michael McBroom has been contracted for Banquet and Gold Medal Clinic. G. Age Group Vice-Chair Laura Davis North America 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 SC Meet Formats L. Safe Sport and Safety Coordinator Travis Sandifer M. Past General Chair Herb Schwab N. Athlete Representatives Logan Shiller / Kathryn Kosinski O. Coach Representative Rey Aguilar VII. 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

2 VIII. Announcements A. Strategic Planning Sesion : September 10, 2016; 11:00AM 6:00PM B. USAS Convention: September 19 25, 2016; Atlanta, GA IX. Adjournment

3 Gulf Swimming, Inc. Gulf Swimming Board of Directors Meeting July 6 th 2016 Reminder: Next House of Delegates Meeting Wednesday, November 9 th :00 PM Reminder: Next Board of Directors Meeting Wednesday, October 12 th 7:30 PM Reminder: Next Technical Planning Committee Meeting Wednesday, October 5 th :30 PM Henry Clark, General Chair, called the Gulf Swimming Board of Directors meeting to order online via phone conference at 7:37PM. No in person meeting scheduled for this event. The following voting members and committee coordinators were present and represented a quorum: Henry Clark Annette Leach Logan Shiller Falon Hopkins Jennie Shamburger Eddie Adams Kathryn Kosinski Paige Sikkema Tom Hasz Joel Beard Annie Norris Jason Devine Charlie Fry Travis Sandifer Jim Crampton Misson Moment Darcey presented an update from the May strategic planning session. The Gulf mission statement has been updated to read: Gulf Swimming provides opportunities to learn, grow and strive for excellence that develops leaders through competitive swimming. Our vision statement "Competitive swimming for all" remains the same. Gulf core values were determined to be Integrity, Unity, Excellence, Sportsmanship, Dedication, Leadership Motion to approve minutes from April 27 th BOD meeting made and seconded. Minutes approved. Consent Agenda: Henry asked that officers pull reports to be discussed from published meeting agenda. Consent agenda reports pulled as noted below. Consent agenda approval voted for all other reports. OFFICER REPORT GENERAL CHAIRMAN Henry Clark Pulled Executive Director Report. Henry attended Olympic Trials with Aggie Swim Club and A&M swimmers. Gulf had quite a few

4 shining moments. He was glad he got to speak to most of the Gulf athletes. His hope is that all coaches at some point in their career get to take athletes to this meet the Superbowl for swimmers. Highlights included Cammile Adams in 200 FL and Simoen Manuel in 100 and 50 FR. Sarah Henry and Sarah Gibson were 9 th and 14 th in the 200 FR. Joy Fields was 11 th in the 800 FR. Lucie Nordmann was 10 th in semis in 100 BK. Sarah Henry 8 th and Bethany Galat 3 rd in 200 BR. Sarah Gibson 5 th 100 FL. She was also 15 th in semis in 200 FL. Bethany Galat was 6 th in 200 IM. Sarah Henry / Bethany Galat 6 th and 3 rd in 400 IM. Michael McBroom was 8 th in 400 FR and 3 rd in 1500 FR. Michael Miller made the 100 FL semis. Congratulations to all Gulf swimmers who competed at Olympic Trials. Darcey wanted to thank Eddie Adams, Cammile Adams, Tim Bauer and Zoe Gawronska for being willing to be interviewed for local stations during Trials. Great coverage on Channel 2 at 4,6 and 10pm. Channels 11 and 26 also supported the Gulf but didn t get live interviews. Positive experience and access to Gulf swimmers translates in TV crews following the Gulf swimmers to training camp in San Antonio. VICE CHAIR Jason Wedlick SECRETARY Jennie Shamburger FINANCE VICE-CHAIR Tim Bauer TREASURER Tom Hasz SENIOR VICE-CHAIR Charlie Fry AGE GROUP VICE-CHAIR Laura Davis Report approved via consent agenda. No report. Not present. No report. Report appoved via consent agenda. No report. Not present. Jennie brought up issue of NACC qualified swimmer being allowed to pay swimmer portion of fees in three installments. Swimmer is in Gulf Outreach program. Motion to allow specific swimmers to pay in three installments made and seconded. Motion carried. Payments to be sent directly to Tom Hasz. Annette reminded all that paperwork needs to be sent to Mexican Federation. Need all coaching and swimmer names from Mexico to be sent to USA Swimming. USA Swimming also needs copy of meet invitation. Must verify no one on banned list. Turn around is at least a week. We have requested a wire transfer payment form Mexico. Report approved via consent agenda. Paige and Darcey to be copied when list sent to USA Swimming. Darcey stated that all volunteers needed to pull meet off. Any teams in town or with

5 swimmers on the team, please contribute to volunteer base for the meet. Call for volunteers to be put on Gulf website and online sign up option. ATHLETE REGISTRATION Annette Leach Asked that everyone look at numbers Annette sent. Gulf is 10% bigger this year compared to last year prior to the Olympic bump. May see another 20% growth next year. NON-ATHLETE REGISTRATION Eddie Adams Report approved via consent agenda. OFFICIALS CHAIR Andrea Walin TECHNICAL PLANNING Joel Beard SAFE SPORT COORDINATOR Travis Sandifer Not present. No report. Report approved via consent agenda. Travis called to TPC attention the upcoming changes in the DOL rules that will affect overtime pay and asked that this be taken into consideration when planning formats for meets and how it will affect clubs and LSC. Split sessions will be affected.. No report. PAST GENERAL CHAIR Herb Schwab ATHLETE REPRESENTATIVE Logan Shiller Not present. No report. Question about elections for Jr Rep. Currently Logan is Sr Rep and Katie is Jr Rep. Is this something that needs to be done now or wait until athlete meeting in August? Plan is to wait until August meeting and discuss leadership pyramid with athletes. Additional clarification that Annie Norris is an athlete rep as well but not stated as Sr or Jr rep. Henry asked that the names of other athletes attending convention be submitted as soon as decided. COACHES REPRESENTATIVE Rey Aguilar Not present. No report. COMMITTEES AND COORDINATORS REPORTS SANCTIONS COORDINATOR Paige Sikkema Championship meets have been sanctioned. Revisions still coming. Continue to check website for latest updates. Revisions to Gulf Champs meet posted today. NACC Meet almost ready to sanction. Waiting for meet personnel names. Andrea has confirmed a meet referee and AO. Suggested we contact SoCal and see who they

6 NTV/RECORDS COORDINATOR Rick Kehlenbach Not present. No report. DISABILITY SWIMMING COORDINATOR Matt Sale Not present. No report. COMPUTER INFO / WEBMASTER Shannon Clark Not present. No report. are bringing in terms of officials. Eddie ran a meet at UofH and saw possible issue with them only using one computer and having full control. Jennie to contact SoCal meet director from last year as to logistics of computers needed for scoring / running the meet. Looking at potentially large meet for Gulf Champs at TWST. Summer Champs was expected to have 1500 swimmers 500 at each site. Ended up with 1100 swimmers meaning an additional 400 at Gulf Champs. Options discussed included moving 1500 to Thursday and possibly 400 IM as well. Since this may be a format change it would need approval. Final suggestion was to have emergency TPC meeting next Wednesday once entries are received if size of meet mandates need for meeting. Jennie was asked to make sure TWST meet director was in contact with Joel as updated entries are received. EQUIPMENT COORDINATOR Eddie Adams No report. CLUB DEVELOPMENT LIASON Mike Nordmann No report. PUBLICITY COORDINATOR Beau Caldwell DIVERSITY COORDINATOR Gilbert Legaspi OPEN WATER COORDINATOR Seth Huston CAMP COORDINATOR Mandy Norris SAFE SPORT COORDINATOR Travis Sandifer OLD BUSINESS No report No report. Not present. No report No report. Confirmed that Gold Medal Clinic is same week as banquet. Henry confirmed location of clinic at Emmons Natatorium (Spring Woods HS Nat). Tom noted that the clinician needed to be notified because that was left open ended in contract. No report. Issues of unattached coaches was brought up. This is not just a Gulf issue. Cannot change the wording within the LSC for compliance reasons. Recommendation is for these individuals to

7 pay team and coaching registration fees totaling $369. Issue with parents who register themselves to get on deck with their swimmers during meets. Raising fees for unattached coaches would address this problem. Clarification this is meant for unattached coaching applications from persons with swimmers who are attached to a team. Eddie moved to adopt this immediately. Seconded. Discussion If registered as a club do they need USA Swimming Club registration formation rules in addition to registration. Henry affirmed this but it is not necessary to add to motion on the table. If they transfer as unattached, fees would need to be paid. Currently, there are 28 people in the Gulf registered as unattached coaches. Clarification: this motion would go into effect on September 1 st when new registrations due. This is not an issue USA Swimming is addressing at this time, so LSCs are taking the lead. Issue is unattached coaches who are parents of attached swimmers. Discussion registration for Gulf only. Not Sectionals and above. Motion carried. Athlete retreat update: August 28 th at Inspire Rock Climbing. High and low challenge course elements and team building will be on agenda. Expected to be significantly below budget but depended on number of athletes attending. Lunch will be served. As of this date, only three teams have responded. Submission deadline for athlete names extended to Monday July 11 th. Ad Hoc Personnel Committee: Dissolved at last HOD meeting. Now it is up to BOD to form personnel development committee to look at paid positions to fill. to Henry if interested in serving on committee. He would like to have at least 4-5 people on the committee. NEW BUSINESS Presented at top of agenda report on strategic planning session review with Jane Grosser. Jane asked several questions and asked those attending to rank Gulf level of success for various characteristics. BOD did a self assessment. Examined mission statement and vision statement. Logo should communicate both the mission and the vision of the LSC. This strategic framework will help with the second session of strategic planning in the fall. IRS regulations about sports organizations registered as 5013C ask for mission statements and goals and competition at all levels (national and international). Henry questioned if this needed to be worked into mission statement. Lifetime Membership Nomination Criteria USA Swimming presents awards for lifetime membership at Convention every year. Award is paid for and nominations come from each LSC. David Howard, Tom Hasz and Herb Schwab have received this honor. Recognizes dedication and hard work given to Gulf Swimming. Deadline for nominations and payment coming quickly. Henry should receive nominations as General Chair. Important to have a procedure to look at volunteers and award based on lifetime contributions but while individuals are willing to stay and continue

8 moving LSC into the future. Darcey to send out nominating form to all BOD members and coordinators. Date about nominations will be compiled and ranked and sent out to BOD. Those nominated or who nominate themselves would not be allowed a final vote. Discussion included not limiting nominations to BOD members meaning officials and other LSC volunteers. Also, does not have to be an award given every year. Clubs can also nominate and pay for award outside of LSC honorees. Annette confirmed there are currently 10 lifetime memberships in the Gulf, including Jeanine Dennison, Jim Crampton, Herb Schawb, Tom Hasz, Annette Leach, Russ White, Al Crosby, Michael Zen and the late David Howard. Last membership awarded in 2003 by LSC. Action will be to send out asking for nominations. Compile and send out names to rank. May award more than one nominee with honor. Darcey to follow up with Sandy Vollmer about payment deadline and details on when names are needed. Announcement for new Strategic Planning Meeting in September. Convention notes anyone attending must contact Tom because he registers everyone (delegates, committee members and anyone attending for Gulf). Annette asked if she could attend Convention. Confirmed that last year, it was decided that both registrars would attend Convention annually (Eddie and Annette). Henry asked that requirement for minimum number of BOD meetings attended be waived for Annette as she lives out of state. Motion made and seconded. Motion carried. Gilbert Legaspi will be attending as an at large delegate.henry asked for clarification that national committee members have to attend minimum number of Gulf meetings. This only affects one Gulf member. Discussion has happened that if this person attends Convention, they will not be supported by the Gulf. National committee members include Tim, Herb, Jennie, Tom and Jason. Tom to send out another for Convention contact info. Travis asked if discussion would happen regarding proposal for new business from Lonestar. Proposal was rejected as it violated 501C3 status. No further action. Motion to adjourn made and seconded. Motion carried. Meeting adjourned at 9:25pm. Notes recorded on July 6 th and respectfully submitted on October 5 th by Jennie Shamburger Gulf Secretary.

9 USA Swimming has requested Life Memberships to be awarded at 2016 National Convention from the LSC s. It has been the tradition of Gulf Swimming to recognize outstanding volunteers with a lifetime membership in USA Swimming. Individuals who have been recognized with a lifetime membership in the past include Dave Howard, Tom Hasz, and Herb Schwab. These individuals have committed countless volunteer hours to Gulf Swimming. In order to provide guidance in considering future members for the honor of Lifetime Membership it has been suggested that criteria for service should be considered. A few options for consideration are outlined below: Critieria XX number of years in Gulf Swimming as a Coach/Athlete/Official XX years of active Gulf Swimming participation through hosting meets, officiating meets, swimming at meets or volunteering XX% of attendance at Board of Director s Meetings while on the Board. Service on XX events or committees beyond their responsibility on the Board of Director s (Coaches Clinic Committee, Ad Hoc Committees, XX number of Board positions Nominations: Voting of the Board of Directors for the honor of Lifetime Membership in USA Swimming will be done on-line and the results will be announced at USAS Convention in September. It is the tradition of Gulf Swimming to keep the results a surprise until convention when the individual is honored.

10 9:26 AM 07/05/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through June 2016 Jan - Jun 16 YTD Budget Annual Budget ATHLETE TRAVEL FUND Age Group Camps , , Athlete BOD Training -1, Not Budgeted Diversity Clinic -1, , , Fines , , Futures Championship , Gold Medal Clinic LC Juniors , NASA JR -58, , , Over by 23,419 NCSA Juniors -47, , , Under by 44,113 NCSA LC Jr , North American Challenge -10, , Olympic Trials , Open Water , , Open Water All Star -17, , , Over Sanctions 6, , , Over Select Camps , , Senior Nationals - Summer , Southern Zones Southern Zone Sr Meet , Total Southern Zones , Splash Fees 168, , , On Budget Texas All Star Camp , USAS Convention , Winter Jr Championships -3, , , Winter National Championships , Total ATHLETE TRAVEL FUND 32, , , Donations EQUIPMENT FUND Equipment Purchase -11, , , Equipment Rental 2, , Equipment Repair , , Equipment Shipping Office Equipment , Registration Storage -1, , , Total EQUIPMENT FUND -10, , , GENERAL FUND ADMIN VICE CHAIR Copy Expenses Filing Fees Total ADMIN VICE CHAIR AGE GROUP VICE CHAIR Page 1 of 7

11 9:26 AM 07/05/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through June 2016 Club Development Jan - Jun 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 26, , , Total Ath Reg Income 26, , , Under Sea'al Reg Income Season Ath inc - Gulf 3, , , Total Sea'al Reg Income 3, , , Under Team Registration Income Team Reg - Gulf , Total Team Registration Income , Transfer Fee Total Athlete Registration 30, , , Under Computer Expenses , Internet , Outreach Payments -28, , , Over Postage Supplies Total ATHLETE REGISTRATION 2, , , Background Check BANQUET Awards -14, , , Over by 4000 Banquet Attendee Fee , Meal Expense (Hotel Charges) , , Meeting Expenses Non Athlete Awards Postage/Shipping Printing , Speaker , , Supplies Transportation Total BANQUET -14, , , COACH CHAIR Coach Clinic -13, , , Coach of Year Award , Coach Reimbusm't - Travel Fund -6, , , Coach Travel Meeting Expenses Total COACH CHAIR -19, , , Page 2 of 7

12 9:26 AM 07/05/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through June 2016 Jan - Jun 16 YTD Budget Annual Budget COMMUNICATION Website Expenses 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 2, , , Total Non Ath Reg Income 2, , , Total Non Athlete Registration 2, , , Under Postage Supplies Total NON ATH REGISTRATION 2, , , 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, Page 3 of 7

13 9:26 AM 07/05/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through June 2016 Jan - Jun 16 YTD Budget Annual Budget Postage Printing Rule Books , Shipping Supplies Total OFFICIALS VICE CHAIR -2, , , OPEN WATER CHAIR Equipment , Total OPEN WATER CHAIR , OTHER Banking Expenses Contract Wages/Stipends Leap Program 2, Miscellaneous Revenue 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 -1, Copy Expenses Internet Expense , Meeting Expenses Postage Records Storage Supplies Training , , Travel Expenses Total TREASURER -2, , , TSA Page 4 of 7

14 9:26 AM 07/05/16 Cash Basis Gulf Swimming Inc Profit & Loss Budget Performance January through June 2016 Jan - Jun 16 YTD Budget Annual Budget USAS CONVENTION , Total GENERAL FUND -35, , , Office Administratior Equipment , Internet , Interview Expenses Mailing Services Meeting Expenses -1, Misc. Expenses Phone Service , , Postage Printing & Copys Rents & Services Salary -24, , , Payroll Taxes -1, Software & services , , Supplies -1, , Telephone Expense Training & Education , Travel , , Total Office Administratior -30, , , 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 TOTAL -44, , , Page 5 of 7

15 9:20 AM 07/05/16 Cash Basis Gulf Swimming Inc Balance Sheet Prev Year Comparison As of June 30, 2016 Jun 30, 16 Jun 30, 15 $ Change % Change ASSETS Current Assets Checking/Savings 1000 Bank and Investment Balances 2,334, ,309, , % Total Checking/Savings 2,334, ,309, , % Other Current Assets 1450 Prepaid expenses 4, , % Total Other Current Assets 4, , % Total Current Assets 2,339, ,309, , % TOTAL ASSETS 2,339, ,309, , % LIABILITIES & EQUITY Liabilities Current Liabilities Credit Cards 2050 Credit card 2, , % Total Credit Cards 2, , % Other Current Liabilities 2100 Payroll Liabilities 1, , % 2570 Short-term liabilities - other 2, , % Total Other Current Liabilities 3, , ,444.96% Total Current Liabilities 5, , ,574.96% Total Liabilities 5, , ,574.96% Equity 3001 Opening Bal Equity 513, , % 3010 Unrestrict (retained earnings) 1,848, ,725, , % Net Income -27, , , % Total Equity 2,333, ,309, , % TOTAL LIABILITIES & EQUITY 2,339, ,309, , % Page 6 of 7

16 9:17 AM 07/05/16 Cash Basis Gulf Swimming Inc Profit & Loss Prev Year Comparison January through June 2016 Jan - Jun 16 Jan - Jun 15 $ Change % Change Ordinary Income/Expense Income 4 Contributed support 2, , % 5100 Earned revenues 221, , , % Total Income 223, , , % Expense 6560 Payroll Expenses 25, , ,047.5% 7000 Grant & contract expense % 8100 Non-personnel expenses 60, , , % 8200 Occupancy expenses % 8300 Travel & meetings expenses 177, , , % 8500 Misc expenses 2, , , % 8565 Professional Training % Total Expense 267, , , % Net Ordinary Income -44, , , % Other Income/Expense Other Income 6800 Unrealized gain (loss) 16, , , % Total Other Income 16, , , % Net Other Income 16, , , % Net Income -27, , , % Page 7 of 7

17 Background Information Notes taken from the Minutes of the last meeting as a point of clarification and reminder to all Board Members: Issue with unattached coaches. Teams getting parents certified as coaches but not registered as team coaches registered as unattached. Parents on deck coaching their own swimmers and teams not preventing it. Causing issues for host teams, officials and deck space. Henry suggested similar verbiage to current statement that athletes must be attached or in process of attaching to new team. Tim suggested getting USA Swimming involved for exact wording and procedures and put this in invitations. Henry and Darcey to follow up. Research: Gulf Swimming is not the only LSC to face this issue. The following is a summary of research with Zone Sport Development Consultant, the Zone Chair and the consultation with USA Swimming on Rules and Regulations. It is important to stay within the rules and the regulations in regards to this issue. It is difficult to change the language of the Meet Announcement. If we do the following language could be used: "of record for an athlete entered in the meet." According to Dave Thomas, Clark Hammond and USA Swimming any language more stringent could cause other problems for the LSC. Florida Gold Coast, which includes Miami has had a similar issue and they made the following changes to prevent parents from coming on deck as coaches and it has been effective in preventing the problem. All Coaches on deck have to wear a team shirt Deck Pass has to be visible/deck Pass on Demand Decks are CLOSED.(in the Meet Announcement) A host can elect to deny deck access to anyone at a closed meet. Developed a Deck Pass Sticker (but they still send cards to Officials and Coaches.) A bright orange sticker goes on the Deck Pass that has a U on it. This means the coach is unattached and hosts do deny access. Fee for Unattached coaches is 2x s registration fee for attached coaches. Recommendation: In consideration of other issues and the history in the Gulf around this issue it is reasonable for Gulf Swimming to change the fee for unattached coaches to $369. This is the Team Registration fee plus the Coach s fee. Coaches would not be able to switch to UNAT without paying the additional fee of $250 if previously attached to a team. (Exceptions could be approved by the Gulf BoD if a new team is forming.)

18 Open Water Champs (October 4, 2015) Host: RICE Entry rules: Gulf Swimming custom medals will be awarded. TPC Notes: Type of Meet Timed Finals - Gulf Open Water All Star Team Max # individual events per day Three (3) selection meet Swimmers eligible All - Entries due to host by Sept 22, Entry times in None 2015 Qualifying times None Cut-off times None Enter with no time? No entry times Gulf "three event" rule applies? No Gulf "up/down" rule applies? No Fees Race #1: $25, Race #2: $10, Race #3: $10 Notes: No Changes Sunday 1. 9:00am, 800 meter swim, check in 7:30am to 8:30am, 2. 9:30am, 1 mile swim, check in 7:30am to 9:00am 3. 10:30am, 2 mile swim, check in 7:30am to 9:30am 800 meter - all ages 1 mile - 11&Over 2 mile - 13&Over Events will be swum combined and scored separately: Girls and boys 9-10, 11-12, and 15&Over Medals awarded 1st - 3rd places

19 Open Meet (October 8-9, 2016) Host: LSST, MAC, SSAN/STA, PACK, DADS, AMBU Entry rules: TPC Notes: - Entries due to TPC Chair by Notes: Changed Meet Date Type of Meet Timed Finals Sept 17, 2016 Updated host teams/sites Entry Limits 4/day; 6 for entire meet (gulftpc@gmail.com) Updated entry limits Swimmers eligible Group X Added "beyond IMX" rule Entry times in SCY/SCM/LCM Changed wording for PM session start Qualifying times None Re-ordered events as follows: Cut-off times None --more IMX friendly for all ages Enter with no time? Yes --combines more like age groups for increased efficiency Gulf "three event" rule applies? Does not apply No New events created; no events eliminated Gulf "up/down" rule applies? Does not apply Gulf "Beyond IMX" rule applies? Yes Fees Individual - $5.75 Facility surcharge See chart at the bottom of page PM session: Host team will publish PM session warm-up & start times with timing/warmup assignments on Gulf webpage. Order of Events: Saturday AM Sunday AM Girls 50 Back Girls 50 Breast 11&O Girls 200 IM 11&O Girls 200 Free 13&O Boys 200 IM 13&O Boys 200 Free 11&O Girls 100 Free 11&O Girls 100 Fly 13&O Boys 100 Free 13&O Boys 100 Fly 11&O Girls 100 Breast 11&O Girls 50 Free 13&O Boys 100 Breast 13&O Boys 50 Free 11&O Girls 200 Back 11&O Girls 200 Breast 13&O Boys 200 Back 13&O Boys 200 Breast Girls 50 Fly 11&O Girls 100 Back 11&O Girls 500 Free 13&O Boys 100 Back 13&O Boys 500 Free Girls 100 IM 13&O Girls 400 IM 13&O Boys 400 IM Saturday PM Sunday PM 10&U Girls 50 Back 10&U Girls 50 Breast 12&U Boys 50 Back 12&U Boys 50 Breast 9-10 Girls 200 IM 9-10 Girls 200 free 9-12 Boys 200 IM 9-12 Boys 200 free 8&U Girls 25 Free 8&U Girls 25 back 8&U Boys 25 Free 8&U Boys 25 back 9-10 Girls 100 Breast 9-10 Girls 100 fly 9-12 Boys 100 Breast 9-12 Boys 100 fly Boys 200 Fly 10&U Girls 50 free 10&U Girls 100 Free 12&U Boys 50 free 12&U Boys 100 Free 8&U Girls 25 fly 8&U Girls 25 Breast 8&U Boys 25 fly 8&U Boys 25 Breast Boys 200 breast Boys 200 Back 9-10 Girls 100 back 10&U Girls 50 Fly 9-12 Boys 100 Back 12&U Boys 50 Fly 10&U Girls 100 IM 9-10 Girls 500 Free 12&U Boys 100 IM 9-12 Boys 500 Free All events will be seeded fastest to slowest. All 13 & Over events will be swum combined but scored separately as and 15 & Over. All 11 & Over events will be swum combined but scored separately as 11-12, 13-14, 15 & Over. All 12 & Under events will be swum combined but scored separately as 11-12, 9-10, 8, 7 and 6 & Under. All 10 & Under events will be swum combined but scored separately as 9-10, 8, 7 and 6 & Under. All 8 & Under events will be swum combined but scored separately as 8, 7 and 6 & Under. All 9-12 events will be swum combined but scored separately as and * The 400 I.M. and 500 Freestyle will be swum alternating girls and boys heats. Facility Surcharge requirements 8x25 Yard pool with 1 or less warm-up/warm-down lanes 8x25 Yard pool with 2 or more warm-up/warm-down lanes meet that uses 2x25 yard pools with 8 lanes and 2 or more $2.00 $3.50 $5.00

20 Senior Meet (October 15-16, 2016) Host: MARC TPC Notes: - Entries due to No Awards meet host by Oct Notes: 4, 2016 Entry rules: Changed meet date Changed entry due date Type of Meet Timed Finals Added "beyond IMX" rule Max # individual events per day Five (5) Added necessary breaks before distance events Swimmers eligible All USA Swimming --officials will not break unless it's specified Entry times in LCM/SCM/SCY Changed order of events on Sunday Qualifying times (15 & over) None --helps those swimming dist free Qualifying times (14 & under) USAS Motivational "AA" times Cut-off times None Enter with no time? Yes Gulf "three event" rule applies? Yes Gulf "up/down" rule applies? Yes Gulf "beyond IMX" rule applies? No Fees Individual - $5.75 Facility surcharge Facility Surcharge requirements listed below Order of Events: Saturday AM Sunday AM Senior 200 I.M. Senior 200 Fly Senior 50 Free Senior 100 Free Senior 100 Fly Senior 200 Back 5 min break Senior 200 Breast Senior 500 Free * 10 min break Senior 1000 Free * Saturday PM** Senior 200 Free Senior 100 Back Senior 100 Breast 5 min break Senior 400 I.M. * All events will be seeded fastest to slowest. * The 400 I.M. and 500/1000 Freestyle will be swum fastest to slowest, alternating women's and men's heats. ** Warm-up for the Saturday P.M. session will start aproximately 2 hours after the conclusion of the Saturday A.M. session. The Saturday P.M. competition will begin approximatley 1 hour after the start of warm-up. Facility Surcharge requirements 8x25 Yard pool with 1 or less warm-up/warm-down lanes $2.00 8x25 Yard pool with 2 or more warm-up/warm-down lanes meet that uses 2x25 yard pools with 8 lanes and 2 or more $3.50 $5.00

21 Host: PEAK Entry rules: Senior Meet (November 5-6, 2016) No Awards TPC Notes: - Entries due to meet host by Oct 25, 2015 Notes: Changed meet date Type of Meet Timed Finals Updated entry date Max # individual events per day Five (5) Added "beyond IMX" rule Swimmers eligible All USA Swimming Flipped Saturday sessions Entry times in LCM/SCM/SCY --didn't want to always swim same events at end Qualifying times (15 & over) None Flipped days w/ 100 & 200 fly Qualifying times (14 & under) USAS Motivational "AA" times --potential HS invites on Saturday Cut-off times None Added necessary breaks before distance events Enter with no time? Yes --officials will not break unless it's specified Gulf "three event" rule applies? Yes Changed order of events on Sunday from October Gulf "up/down" rule applies? Yes --helps with those not swimming dist free or brst Gulf 'beyond IMX" rule applies? No Fees Individual - $5.75 Facility surcharge Facility Surcharge requirements listed below Order of Events: Saturday AM Sunday AM Senior 200 free Senior 200 fly Senior 100 back Senior 100 Free Senior 100 breast Senior 200 breast 5 min break Senior 200 back Senior 400 IM* 10 min break Senior 1650 Free * Saturday PM** Senior 200 IM Senior 50 free Senior 100 fly 5 min break Senior 500 free* All events will be seeded fastest to slowest. * The 400 I.M. and 500/1650 Freestyle will be swum fastest to slowest, alternating women's and men's heats. ** Warm-up for the Saturday P.M. session will start aproximately 2 hours after the conclusion of the Saturday A.M. session. The Saturday P.M. competition will begin approximatley 1 hour after the start of warm-up. Facility Surcharge requirements 8x25 Yard pool with 1 or less warm-up/warm-down lanes 8x25 Yard pool with 2 or more warm-up/warm-down lanes meet that uses 2x25 yard pools with 8 lanes and 2 or more warm-up/warm-down lanes $2.00 $3.50 $5.00

22 Open Meet (November 12-13, 2016) Hosts: LSST, SSAN/STA, MAC, SPA, KATY, SHRK Entry rules: Notes: Updated meet date, hosts Type of Meet Timed Finals Updated entry deadline Max # individual events per day 4/day; 6 for entire meet Changed Entry limits Swimmers eligible Group X Added "beyond IMX" rule Entry times in SCY/SCM/LCM Changed wording for PM session start Qualifying times None TPC Notes: Adopted October Order of events Cut-off times None - Entries due to TPC --flipped sat/sun events from October, still offer 1000 freestyle for 13&O Enter with no time? Yes Chair by Oct 22, 2015 Changed 400IM/1000 free to "Mixed" for increased efficiency Gulf "three event" rule applies? Does not apply (gulftpc@gmail.com) Gulf "up/down" rule applies? Does not apply Gulf "beyond IMX" rule applies? Yes Fees Individual - $5.75 Facility surcharge Facility Surcharge requirements listed below PM session: Host team will publish PM session warm-up & start times with timing/warmup assignments on Gulf webpage. Order of Events: Saturday AM Sunday AM 13&O Mixed 400 IM Girls 50 Back Girls 50 Breast 11&O Girls 200 IM 11&O Girls 200 Free 13&O Boys 200 IM 13&O Boys 200 Free 11&O Girls 100 Free 11&O Girls 100 Fly 13&O Boys 100 Free 13&O Boys 100 Fly 11&O Girls 100 Breast 11&O Girls 50 Free 13&O Boys 100 Breast 13&O Boys 50 Free 11&O Girls 200 Back 11&O Girls 200 Breast 13&O Boys 200 Back 13&O Boys 200 Breast Girls 50 Fly 11&O Girls 100 Back 11&O Girls 500 Free 13&O Boys 100 Back 13&O Boys 500 Free Girls 100 IM 13&O Mixed 1000 Free Saturday PM Sunday PM 10&U Girls 50 Breast 10&U Girls 50 Back 12&U Boys 50 Breast 12&U Boys 50 Back 9-10 Girls 200 free 9-10 Girls 200 IM 9-12 Boys 200 free 9-12 Boys 200 IM 8&U Girls 25 back 8&U Girls 25 Free 8&U Boys 25 back 8&U Boys 25 Free 9-10 Girls 100 fly 9-10 Girls 100 Breast 9-12 Boys 100 fly 9-12 Boys 100 Breast 10&U Girls 50 free Boys 200 Fly 12&U Boys 50 free 10&U Girls 100 Free 8&U Girls 25 fly 12&U Boys 100 Free 8&U Boys 25 fly 8&U Girls 25 Breast Boys 200 breast 8&U Boys 25 Breast 9-10 Girls 100 back Boys 200 Back 9-12 Boys 100 Back 10&U Girls 50 Fly 10&U Girls 100 IM 12&U Boys 50 Fly 12&U Boys 100 IM 9-10 Girls 500 Free 9-12 Boys 500 Free All events will be seeded fastest to slowest. All 13 & Over events will be swum combined but scored separately as and 15 & Over. All 11 & Over events will be swum combined but scored separately as 11-12, 13-14, 15 & Over. All 12 & Under events will be swum combined but scored separately as 11-12, 9-10, 8, 7 and 6 & Under. All 10 & Under events will be swum combined but scored separately as 9-10, 8, 7 and 6 & Under. All 8 & Under events will be swum combined but scored separately as 8, 7 and 6 & Under. All 9-12 events will be swum combined but scored separately as and * The 500 Freestyle will be swum alternating girls and boys heats. Facility Surcharge requirements 8x25 Yard pool with 1 or less warm-up/warm-down lanes 8x25 Yard pool with 2 or more warm-up/warm-down lanes meet that uses 2x25 yard pools with 8 lanes and 2 or more warm-up/warm-down lanes $2.00 $3.50 $5.00

23 Host: TWST Southern Senior Champs (Dec. 2-4, 2016) Entry rules: Notes Type of Meet Prelim/Final A,B,C,D -Updated Meet dates Max # individual events per day Three (3) -Added "beyond IMX" rule Swimmers eligible All USA Swimming -Updated entry due date Entry time in Any - Seeded per National Rules -Need 3QT to enter meet Qualifying times Yes - Need 3 QT to enter meet -Moved 1000 free & 200 relays to Cut-off times None Thursday night Enter with no time? Yes Gulf "three event" rule applies? Yes Gulf "up/down" rule applies? Yes Gulf "beyond IMX" rule applies? Does not apply Fees Individual - $9:00; Relays - $16.50 Facility surcharge $5/swimmer Order of Events: Thursday Friday Senior 200 Medley Relay^ Senior 100 Breast Senior 1000 Free# Senior 200 Free Senior 200 Free Relay^ Senior 100 Fly Senior 400 I.M. Senior 400 Free Relay** Saturday Senior 200 Fly Sunday Senior 50 Free Senior 100 Free Senior 200 Breast Senior 1650 Free* Senior 100 Back Senior 200 Back Senior 500 Free Senior 200 I.M. Senior 800 Free Relay** Senior 400 Medley Relay** TPC Notes: - last team to make 175 swimmers from outside the LSC will be allowed. - Entries due to host by Nov 20, 2016 All Prelim events will be seeded fastest to slowest. ^200 free & 200 medley relays will be timed finals, swum fastest to slowest. #1000 freestyle will be timed finals, swum fastest to slowest. *1650 Freestyle check-in: swimmers may elect to swim the event during prelims. The fastest 8 girls and the fastest 8 boys who check-in for each event, and who do not elect to swim in prelims, will swim during finals. All other heats of the 1650 will be swum as the last heats in Prelims, fastest to slowest. ** Fastest 16 relays that do not elect to swim in Prelims will swim in Finals. Relay heats will swim slowest to fastest and in event order. Facility Surcharge requirements 8x25 Yard pool with 1 or less warm-up/warm-down lanes $2.00 8x25 Yard pool with 2 or more warm-up/warm-down lanes $3.50 meet that uses 2x25 yard pools with 8 lanes and 2 or more $5.00

24 Gulf Senior Champs (Dec 2-4, 2016) Host: MARC Entry rules: Removed 500 freestyle A standard Meet format changed back to 3 full days per TPC vote 6/8 Changed Cut-Off from 1 SSC to 2 SSC standards for this meet. Enter with no time? No Added "beyond IMX" rule - Does not apply Gulf "three event" rule applies? Does not apply Added 50's non-free Gulf "up/down" rule applies? Does not apply Only offering ABC finals, per TPC vote 6/8 Gulf "beyond IMX" rule applies? Does not apply 50's inserted - need discussion on order Fees Individual - $9:00; Relays - $16.50 Facility surcharge $3.50/swimmer Order of Events: TPC Notes: - 2nd Sr. Champs meet - Entries due to host by Nov 22, 2016 Type of Meet Prelim / A, B, C Finals (Sat/Sun) Max # individual events per day Three (3) Swimmers eligible Gulf Only, 15&O Entry times in SCY/SCM/LCM Notes: Qualifying times (15 & over) None Changed Meet dates, host team Cut-off times: Swimmers must have two (2) Southern Senior Champs QT or fewer to enter this meet; may enter any event if qualified Friday Saturday Sunday 15&O 100 Breast 15&O 200 Fly 15&O 100 Free 15&O 200 Free 15&O 50 Free 15&O 50 Breast 15&O 50 Back 15&O 200 Breast 15&O 1650 Free 15&O 100 Fly 15&O 100 Back 15&O 200 Back 15&O 400 IM 15&O 500 Free 15&O 50 Fly 15&O 400 Free Relay 15&O 800 Free Relay 15&O 200 IM 15&O 1000 Free 15&O 400 Med Relay Friday Events are timed finals, 4:30pm warm-up; 5:30pm start Saturday & Sunday events are prelim/final format. All Prelim events will be seeded fastest to slowest. * For the 1000 and 1650 Freestyle check-in, swimmers may elect to swim the event during prelims. The fastest 8 girls and the fastest 8 boys who check-in for each event, and who do not elect to swim in prelims, will swim during finals. All other heats of the 1000/1650 will be swum as the last heats in Prelims, fastest to slowest alternating girls and boys. ** Fastest 16 relays that do not elect to swim in Prelims will swim in Finals. Relay heats will swim slowest to fastest and in event order.

25 Hosts: LSST, HCAP, PACK, CFSC, SSAN Gulf Swimming custom medals will be awarded. Entry rules: TPC Notes: Notes: Type of Meet Timed Finals - Entries due to TPC Updated meet date, hosts Chair by Nov 14, 2015 Max # individual events per day 4/day; 7 for entire meet Updated entry deadline (gulftpc@gmail.com) Swimmers eligible Group X Changed Entry limits Entry times in SCY/SCM/LCM Added "beyond IMX" rule Qualifying times None Changed wording for PM session start Cut-off times 14 & Under - Gulf Champs times Removed 15&O from Cut-Off times Enter with no time? Yes Changed 1650 free to 1000 free Gulf "three event" rule applies? Does not apply --not enough participation, more appropriate for this level Gulf "up/down" rule applies? Does not apply Added 5 min break after each relay Gulf "beyond IMX" rule applies? Does not apply --quick turn around, kids are always missing events Fees Individual - $6.00; Relays - $9.50 Changed to mixed saves time in 1 pool Facility surcharge Facility Surcharge requirements listed below Order of Events: Friday Free* Fall Champs ( Dec. 9-11, 2016) Saturday AM Sunday AM 11&Over Girls 200 Medley Relay ** 11&Over Girls 200 Free Relay ** 13-Over Boys 200 Medley Relay ** 13-Over Boys 200 Free Relay ** 5 min break 5 min break 11&Over Girls 200 Free 11&Over Girls 200 I.M. 13-Over Boys 200 Free 13-Over Boys 200 I.M. 11&Over Girls 100 Breast 11&Over Girls 200 Breast 12-Over Boys 100 Breast 13-Over Boys 200 Breast 11&Over Girls 50 Free Girls 50 Fly 13-Over Boys 50 Free 11&Over Girls 100 Free 11&Over Girls 200 Back 13-Over Boys 100 Free 13-Over Boys 200 Back 11&Over Girls 100 Back 11&Over Girls 100 Fly 13-Over Boys 100 Back 13-Over Boys 100 Fly 11&Over Girls 200 Fly Girls 50 Back 13-Over Boys 200 Fly Girls 100 I.M Girls 50 Breast 13&Over Girls 400 I.M.* 13&Over Mixed 1000 Free* 13&Over Boys 400 I.M.* Saturday PM Sunday PM 9-10 Girls 200 Medley Relay ** 9-10 Girls 200 Free Relay ** 9-12 Boys 200 Medley Relay ** 9-12 Boys 200 Free Relay ** 5 min break 5 min break 9-10 Girls 200 Free 9-10 Girls 100 I.M Boys 200 Free 9-12 Boys 100 I.M Girls 100 Breast Girls 200 Breast 9-12 Boys 100 Breast 9-10 Girls 50 Fly 9-10 Girls 50 Free 9-12 Boys 50 Fly 9-12 Boys 50 Free 9-10 Girls 100 Free 9-10 Girls 50 Back 9-12 Boys 100 Free 9-12 Boys 50 Back 9-10 Girls 100 Back 9-10 Girls 100 Fly 9-12 Boys 100 Back 9-12 Boys 100 Fly 9-10 Girls 50 Breast 9-10 Girls 200 I.M Boys 50 Breast 9-12 Boys 200 I.M Boys 200 Fly Boys 200 Back All 9-12 events will be swum combined but scored separately as 9-10 and All 11&Over events will be swum combined but scored separately as 11-12, and 15&Over. All 13&Over events will be swum combined but scored separately as and 15&Over. All events will be seeded fastest to slowest. * The 400 I.M. and 500 Free will be swum fastest to slowest, alternating girls and boys heats. All relays will be entered in the meet as 9-10, and 13&Over age groups. Once entered, relays will be seeded combined but scored separately. Facility Surcharge requirements 8x25 Yard pool with 1 or less warm-up/warm-down lanes 8x25 Yard pool with 2 or more warm-up/warm-down lanes meet that uses 2x25 yard pools with 8 lanes and 2 or more warm-up/warm-down lanes $2.00 $3.50 $5.00

26 Gulf Age Group Champs (December 16-18, 2016) Host: AGS Gulf Swimming custom medals will be awarded. Entry rules: Notes Type of Meet Prelim/Finals A,B (for & 13-14) Changed meet date Prelim/Finals A only (for 10 & under) Added Beyond IMX rule Max # individual events per day Three (3) Flipped days for /1000 free Swimmers eligible Gulf Only free is now timed finals Entry time in Any --not practical for P/F 200 & 500 free on same day Qualifying times Gulf AG Champs times --only 1 other Gulf meet has 500 P/F Cut-off times None Separated 10&U into own session Enter with no time? Yes --reduces number of athletes in morning session Gulf "three event" rule applies? Does not apply --increased safety, more efficient meet Gulf "up/down" rule applies? Yes Events separated by age, no combined events Gulf "beyond IMX" rule applies? Does not apply Separated age groups in prelims in order to separate age groups in finals Fees Individual - $9.00; Relays - $16.50 Facility surcharge $5/swimmer 10&U Session: TPC Chair, AG Chair, Meet director, Meet referee, and athlete rep may Order of Events: elect to run this session in 2-pools and declare when to take necessary breaks, if the session is deemed too big and/or runs too long in 1-pool Friday PM Saturday Sunday Fri Timed Finals Saturday AM Prelims Sunday AM Prelims IM IM back Friday PM warm-up starts 4:30; session starts 6:00pm free breast fly Sat/Sun AM warm-up starts 8:00am; session starts 9:00am 10&U 500 free breast fly Sat/Sun PM session starts: Not before 1:15pm free back free Finals Warm-up starts Not before 4:00pm; Session starts not before 5pm back free Sat/Sun Warm-up & Session start times for the PM Prelims & evening Move start up to 6:00pm free breast finals can be pushed back to a later time with approval from: Staggared circle-in free breast TPC Chair, AG Chair, Meet Director, Meet referee, athlete rep. Events 1-4 close 5:15pm fly back Events 5-8 close 6:00pm fly back free IM approval from the following individuals: free IM breast fly TPC Notes: Med Rel Free Rel -Finals begins at 5pm Med Rel Free Rel -waive on deck fee for free# free# cuts made the weekend Sat PM Prelims Sun PM Prelims before Gulf Champs - new cuts must be submitted 10&U 200 Free Relay 10&U 200 Medley Relay to meet managerment by 10&U 100 IM 10&U 50 fly 6pm the Monday after Fall 10&U 50 breast 10&U 100 Free Champs 10&U 100 back 10&U 100 breast -60 sec. Int. between 10&U 50 free 10&U 50 back events for finals no 10&U 100 fly 10&U 200 IM parade name swimmers 10&U 200 free once they are in the water. Sat Finals Sun Finals -1000/1650 will be swum free# free# in 2 pools boys in one IM back and girls in the other for 10&U 100 IM 10&U 50 fly finals breast fly* - New cuts were made for breast* fly this meet for &U 50 breast 10&U 100 free - Entries due to host by back free Dec 12, back free 10&U 100 back 10&U 100 breast free breast free breast 10&U 50 free 10&U 50 back fly back fly back 10&U 100 fly 10&U 200 IM free IM free IM 10&U 200 free fly breast All preliminary events 200 & shorter will be seeded fastest to slowest, utlizing two pools, one for odd heats, and one for even heats. * The 400 I.M. and 500/1000/1650 Free will be swum with boys & girls in separate pools ** For the /1650 Freestyle check-in, swimmers may elect to swim the event during prelims. The fastest 8 girls and the fastest 8 boys who check-in for each event, and who do not elect to swim in prelims, will swim during finals. All other 1000/1650 heats will be swum as the last heats in Prelims.