2020-08 august draft minutes

INDIANA SWIMMING BOARD OF DIRECTORS MEETING

August 2020 – Draft Minutes

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TOM JOHNSON

General Chair*

BRAD DUMBAULD Admin Vice-Chair*

CHRIS CONLEY Budget & Finance Vice-Chair*

JOE KELLER Senior Vice-Chair*

AMY TODD SPENCER Age Group Vice-Chair*

ALEC HALEY Coaches Rep*

MIKE ARTIM Technical Chair*

CYNDI MILLER Officials Chair*

CHASE SMITH Senior Athlete Rep*

DIANE KOO Junior Athlete Rep*

NOAH BERRYMAN Athlete Rep – At Large*

ALANIA SIMMONS Athlete Rep – At Large*

PAUL STAUDER Safe Sport Chair*

Vacant Past General Chair

MICKEY SMYTHE Secretary* STAFF & COORDINATORS

TONY YOUNG Executive Director

ARLENE MCDONALD Event Director

MICHELE DELUNA Membership Coordinator

EMILY KOWALSKI Office Manager

Meeting Date: August 17th, 2020 5:33 pm / 8:45 pm adjourned Location: Zoom Meeting – Please reference email for details 1. Welcome and Introduction of board members and guests

Ben Sutton, Traci Brauer, Alicia Antonetti-Tricker, Chad Dillion & Tony Santino2. Approve May and June Minutes (motion, seconded, motion carried)3. Consent Agenda

• Board Reports 4. Executive Director’s Report – Tony Young

Tony highlighted his report specifically calling out the staff’s support for the LSC’s innovative programs. An important part are our partnerships, specifically, Ed and Dave at IU Natatorium. There will be significant challenges ISI must face in 2021 which will lead to difficult choices that are reflected in the proposed budget. Please see Tony’s submitted report for complete details.

Michelle spoke to the new sanctioning process. To date, only 7 sanctions have been issued under the new requirements. The USA Swimming’s on-line registration platform is still scheduled for an April 2021 launch with a number of details still to be worked out. USA Swimming will provide LSC registrars the necessary information to communication effectively with the membership.

Arlene thanked everyone for hanging in for the last few months. There are encouraging signs as Arlene has travelled the state seeing what clubs are doing to bring opportunities back to our young athletes. Demand is there for the sport. Looking into 2021, it appears there are opportunities for meets. The Winter Championships and the 2021 TYR Pro meets are still in flux. The meets will be smaller meets due to state and federal laws. There is optimism for the spring sectional meet and the May TYR Pro meet. Arlene also spoke to the Aquatic Alliance’s willingness to support coach training. There is still an intent to conduct a meet for the Aquatic Alliance in 2021.

GOVERNANCE MOMENT Strategic Planning – Debbie Hesse, facilitator for our Board Planning Retreat

Tom reviewed the upcoming retreat and how this will be an impactful moment as a board member. Each member should be excited for the opportunity to lead ISI and provide the staff with resources to make ISI the #1 LSC in USA Swimming.

Tony introduced Debbie Hesse and her different roles in swimming and diving. Debbie’s bio is included in the Strategic Planning overview for the 2021-2024 Quad addendum.

Debbie spoke to the retreat process and how it applies to the ISI governance changes, the LSC’s vision and strategic plan. She reviewed the structure and goals of the retreat, the role for the incoming and outgoing board members, and how to make it actionable in the coming years.

Tom reviewed the logistic which included a questionnaire and the need for everyone to participate (board members, committee members and committee chairs). The process will be different from past retreats. All board members will have input and participation. Saturday evening’s session will have all members present while Sunday’s session will have a smaller/strategic group present. Sunday will create the strategic framework from which the board implement for the Quad. The intent is to have this as an in-person meeting rather than virtual. Tom as that if you have a concern to an in person meeting, please communicate with him so we can facilitate your participation remotely.



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OLD BUSINESS 1. Indiana Swimming House of Delegates

Tony reviewed the HOD programing and meeting schedule. There is still hope the athlete portion will be an in person event but he is finding it a challenge to secure a location that will allow an in person event. Please see the handout for specific meeting schedule and topics. Alicia explained the secure electronic voting platform, simplyvoting.com, which will be used for the elections.

2. Elections The House of Delegate will elect a number of positions. Tom will send out which positions are up for election with Brad overseeing the election process. Brad will also be the point person for all nominees prior to the election.

3. Club Support Grant Program – Phase 2 Proposal Tony reviewed the Phase 2 proposal as detailed in his report. ISI will allocate up to $75,000 for Club Support Grants. Tony outlined the application process. Club sustainability is the main purpose/element of the Phase 2 Grant Program. The program is intended for clubs in dire straits, not for those clubs that, at this time, are financial sound. A number of concerns were expressed and if it would help clubs.

4. Appointment – Athletes to the Technical Committee Tom has asked that the board approve Noah Berryman and Alania Simmons as athlete representatives to the Technical Committee. The floor was opened for discussion. Seeing no objection, it is confirmed both Noah and Alania will serve as members of the Technical Committee

Motion to move to Executive Session, seconded, motion carried. Board was in Executive Session from 6:53 pm to 7:05 pm.

NEW BUSINESS 1. IU Natatorium

Arlene updated the board on the IU Natatorium activities and schedule. There is an attempt to schedule an ISI meet before the natatorium winter closure with possible meet dates in September and/or October. The closure will impact the MidState meet which would consider the possibility of moving the meet to later in the year.

2. HIMbyHER Charter School HIMbyHER is possibly a new exciting partner. It is a new Charter School founder by a former Indianapolis police department detective. Arlene gave the school’s background and location history. There are no other pools in the same zip code as the school’s current location. There are plans to join the Indy Aquatic Alliance. Tony spoke to the leaders of the school and the inspirational element of their people.

3. Volunteer Awards Brad will lead the awards portion of HoD. Brad will receive the nominations and Tony will continue to send out emails asking for award nominations. Tom asked the Board to give thought to potential recipients and find great candidates so the Awards Committee has a tough job choosing winners.

4. Sanctioning Process & Requirements Change are expected both in the process and requirements for sanctioning. It will fall to ISI staff to inform clubs. It is an ever changing environment due to the pandemic and it falls to ISI to ensure clubs meet the updated/revised USA Swimming requirements..

5. Technical Legislation Proposals Mike gave the board an overview of the proposed legislation and the Technical Committee’s current recommendations.

6. Budget – fiscal year 2020/2021 Tom reviewed the board’s reasonability to approve a budget for the ISI HoD review and approval. Chris presented a slightly modified budget from the original presentation. The modifications were made to the revenue line items. Chris reviewed the criteria/background used to create each line item. The floor was opened for questions and discussion. After extensive discussion and questioning, the budget was postponed and sent back to the budget committee for review. A follow up board meeting will address the modified budget so that an approved balanced budget can be posted by the Sept. 12th deadline.



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Next Board Meeting:

October 19, 2020 Board Meeting

Reminders & Announcements: October 3, 2020 Indiana Swimming Virtual House of Delegates October 19, 2020 Board Meeting November 16, 2020 Board Meeting

INDIANA SWIMMING STAFF Tony Young [email protected]

Emily Kowalski [email protected]

Arlene McDonald [email protected]

Michele DeLuna [email protected]

INDIANA SWIMMING STAFF REPORTS: AUGUST 17, 2020 BOARD MEETING Executive Director Board Report – Tony Young (please see addendum) Office Manager Board Report – Emily Kowalski (please see addendum) Membership Coordinator Board Report – Michele DeLuna (please see addendum) Event Director August 2020 Board Report Since the June ISI board meeting, my focus has been on assisting the Indiana Sports Corp on the 2024 Swim Trials bid and virtual site visit; participating in USA Swimming’s Zoom educational series related to the non-sanctioned virtual meet series and governance committee; assisting Jessica Boardman with the July meeting and follow-up activities of the Indy Aquatic Alliance; attending a variety of Zoom meetings and webinars with our community partners in the sports tourism field; finalizing projects with summer intern Kristopher Keller; participating in a variety of USA Swimming Zoom meetings focused on 2020-2021 national events including the 2020-21 Olympic Trials; continuing research of re-opening competition plans from other sports including visiting events that are being held; and continuing the planning for a potential early fall competition at the Nat, the 2021 Speedo Sectionals, and the 2021 Tyr Pro Swim Series. Also, we got the great news in July that we had successfully completed LEAP Level 3 and have received our $5,000 stipend from USA Swimming for that achievement.

Other Activities/Initiatives since June Include: • Attended monthly USA Swimming Zoom meetings for LSC Leaders • Worked with Michele to host a late July LSC Zoom meeting related to meet hosting during Covid • Attended Indiana Swimming virtual staff meeting • Met with Brad Dumbauld to de-brief on the 2020 Spring Senior Championships • In collaboration with the Indy Aquatic Alliance and with the help of Marianne Walling, set up a registration

site and constructed a schedule to offer two coach certification courses (CPR & In-Water Safety Training) at two Indy Parks facilities in the next month

• Met with Harry Dunn of the HIM by HER Foundation to discuss involvement in the Indy Aquatic Alliance and other potential community partnership opportunities

• In collaboration with the IU Natatorium staff, submitted a proposal to Indiana University for the hosting of an early fall senior-level meet at the Nat

• Attended an NCAA webinar on event hosting plans for the next calendar year • Attended an Indiana Sports Corp webinar on executing an event during Covid-19 • Working with Emily on updates for the Events and Governance sections of the website • Participated in the monthly calls of the Board of Directors of Sports Indiana • Participated in bi- weekly calls of Visit Indiana focused on Covid-19 and the Indiana Tourism Industry • Facilitated a Zoom meeting with Dodd Technologies, the IU Natatorium, and USA Swimming to learn about

recent technological advancements for Covid mitigations that provide a safe environment for athletes to compete and “get back in the water”

• Visited Riviera Club to observe their daily operations model and discuss potential Indy Aquatic Alliance programs

• Attended the AAU Diving National Championships held at Forest Park in Noblesville in early August



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INDIANA SWIMMING STAFF Tony Young [email protected]

Emily Kowalski [email protected]

Arlene McDonald [email protected]

Michele DeLuna [email protected]

• Initiated a discussion with Kevin Milak at the Elkhart Health & Aquatics Center to discuss open dates for

potential events if the IU Natatorium is unavailable • Re-started the discussions with the Indiana Sports Corp and Dodd Technologies regarding the potential

purchase of a new sound system at the Nat 2020 Intern Updates: Many thanks to Kris Keller who recently completed a spring/summer internship with Indiana Swimming. While these last four months did not evolve as we had hoped, Kris provided valuable support in completing some ongoing projects including awards organization and inventory; Indiana Swimming & Diving Wall of Fame on-line presentation; and the Indiana Swimming awards recognition program. We wish Kris the best as he heads back to Anderson University this month. 2020 Indiana Swimming Hosted/Partner Events Updates:

! 2020 USA Swimming Back to the Pool Invitational: USA Swimming ended up cancelling this regional series of events.

! Fall 2020 Indiana Swimming Back to the Pool Event: A proposal to host a senior-level late summer/early fall meet at the Nat was submitted to Indiana University in July. We are still awaiting a response to that proposal; the event was tentatively scheduled for September 12 & 13. It appears that if we are granted approval, the meet may have to be moved to a later date to provide sufficient time for the recruitment of teams and event planning.

2021 Indiana Swimming Hosted Events: ! Volunteers: I have been working with John Maxey, our wonderful event volunteer coordinator, on

developing a volunteer model for our 2021 events. We have sent out an initial email to reconnect with all the folks in our volunteer database and asking them to “save the dates” for our March – May 2021 events.

! 2021 MidStates All-Star Championships - January 9 & 10: We recently received word that Indiana University is closing down the Natatorium to outside event rentals from November 30 through February 7 when school is not in session. A request has been made to IU for further discussion on this. I have been in contact with all of our six participating LSCs to offer some alternative dates and survey their ideas. I am planning to host a Zoom meeting with this group in early September to determine a course of action for this event.

! 2021 Spring Senior Championships: March 12 – 14 Organizational model to be developed. ! 2021 Spring Speedo Sectionals: March 25 – 28 Indiana Swimming will be hosting the Section 3 Spring

Speedo Sectional Championships at the Nat next March. I have been working with Cyndi Miller to identify a Meet Referee and also attending the virtual meetings of the Section 3 task force. Additionally, I have been contacting our loyal out-of-section teams to gauge their interest in attending the meet next March to estimate the number of athletes they might be bringing to the event. There will be a Section 3 virtual coach meeting in October at which the task force will present the plans for entry procedures.

! 2021 Tyr Pro Swim Series: May 12 – 15 In June, I met with the leadership team for this event (Andrea Todd, Jeff Kaufman, & Danica Eyler from WA and Heather Trammel and Scott Rice from CGAC). Our current focus is the recruitment of LOC Chairs and the development of a volunteer structure/schedule. Our deadline for recruitment of Committee Chairs is September 10; our next virtual meeting is scheduled for September 14. We will host our first virtual LOC meeting in October. Anyone who is interested in serving as a committee chair for this event should contact me by August 31. We would love to have you on our volunteer team!



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GENERAL CHAIR Tom Johnson [email protected]

Here is a summary of my activities on behalf of Indiana Swimming since our June Board meeting.

1. I participated in the Indiana Swimming Return To Competition meeting. 2. I have participated in most of the weekly Performance Committee meetings. 3. I participated in the 2 Regional meetings hosted by Indiana Swimming following the June Board meeting. 4. I have participated in two meetings regarding our upcoming Board Strategic Planning session. 5. I have attended most of the virtual LSC Leadership meetings

sponsored by USA Swimming and the LSC Development Committee. ADMINISTRATIVE VICE CHAIR Brad Dumbauld

[email protected] No Report BUDGET & FINANCE VICE CHAIR - Pulled Chris Conley

[email protected]

Chris reported that we did complete the review with Blue. Chris encouraged each board member review the 2 submitted reports from Blue. Blue’s report explained many aspects of the reports. Plan is to have Blue present to the board in a future meeting their findings. Chris thanks the staff for their support. Chris review the financial reports in detail.

Since our last BOD meeting, I have focused my time in 4 major areas:

First, I prepared the July Financials..

Second, I worked closely with Blue to complete the Review; and to file our Federal Tax Return and Indiana State Property Tax Return. I am happy to report that the tax returns were filed on time and the review is complete. A copy of their report is attached. This consists of two documents - Financial Statements (FS) and a Current Events Letter (CEL). I highly recommend everyone take the time to review them both.

Third, I worked with Tony to prepare the 20-21 Budget. A copy is attached. I welcome any feedback you may have.

Finally I have begun drafting Financial Policies and Procedures; and preparing for the next Review (19-20). The plan is to complete the Review in the Fall and file our taxes without requesting an extension.

Respectfully submitted,

Chris Conley Budget & Finance Vice Chair SENIOR VICE CHAIR Joe Keller

[email protected]

Items since June Meeting • Participated in Region Zoom Meetings • Aided Teams in Development of Back to the Pool (School) Action Plans • Worked on Sanctioning/Scheduling Development to Return to Competition Guidelines • Assisted Tony Young with Development of Travel Support Budget • Participation in Weekly Performance Committee Meetings • Assisted with development of Club Grant Support • On-going Meet Planning development • Hosted Senior Committee Zoom Meeting • Worked on Technical Legislation and COVID-19 Relief Proposal • Participated in Technical Legislation Meetings



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AGE GROUP VICE CHAIR Amy Todd Spencer

[email protected]

• Attended weekly performance committee meetings via Zoom to discuss planning, potential legislation and other items impacting the membership at this time (Covid).

• Submitted legislation on behalf of the Age Group Committee. • Attended Technical Committee meetings to discuss potential legislation. • Reached out to other coaches to discuss state of their teams in light of current Covid restrictions.

COACHES REPRESENTATIVE Alec Haley

[email protected] • Weekly Performance Committee Meetings • Working on COY Information • Attended Technical Committee Meeting TECHNICAL CHAIR Mike Artim

[email protected] No Report OFFICIALS CHAIR Cyndi Miller

[email protected] No Report ATHLETE REPRESENTATIVES Chase Smith Diane Koo

Noah Berryman Alaina Simmons [email protected]

No Report



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SAFE SPORT CHAIR Paul Stauder

[email protected] Safe Sport Recognition Update Since last report, our LSC added one more club to our Safe Sport Recognized list - Highland Hurricanes. Currently, we lead the Central Zone with 16 SSRP clubs, and are tied for 7th in the nation: Rank # Clubs Completed SSRP LSC(s) 1 49 FL 2 35 NC 3 32 MD 4 29 PC 5 19 PV 6 18 GA 7 16 IN NE OR SN 8 15 MN 9 14 UT 10 13 FG IL NI

Indiana currently has a handful of clubs (4) with more than enough points to apply for SSRP, but those clubs are missing a required metric (parent training video views, entire board must be USAS member, et al) to achieve SSRP status. I am checking with those clubs on a regular basis to see what help they need to finish their application. Another dozen clubs have started their SSRP application and many of those are more than halfway to the 52 points required for applying.

Boilermaker Aquatics 33 Cardinal Community Swim Club 35 Crown Point Swim Club 7 Carmel Swim Club 55 Donner Swim Club 35 Fish Aquatics 53 Greater Evansville Swimming Inc 45 Greenwood Gators Inc. 15 Goshen Swimming Inc 41 Howard County Aquatics 52

Irish Aquatics 48 Lawrence Swim Team 50 New Palestine Aquatic Club 16 Newburgh Sea Creatures 47 Pendleton Swim Club 55 South Bend Swim Club 13 Summit City Aquatics 49 Sugar Creek Swim Club 49 Valparaiso Swim Club 9 Westfield Aquatics 3 Zionsville Swim Club 11

Respectfully submitted, Paul Stauder Safe Sport Chair



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ADDENDUM Strategic Plan for the 2021-2024 Quad – 2 Pages Executive Director Report – 4 Pages Office Manager Report – 1 Page Membership Coordinator Report – 1 Page Indiana Swimming Financials – 2 Pages Blue Financial Statements – 16 Pages Blue Current Events Letter – 13 Pages ISI Budget 20-21 – 1 Page Respectively Submitted:

Mickey Smythe Mickey Smythe, Secretary September 9th, 2020

Purpose: A Strategic Plan is defined as an organization’s process of defining its strategy or direction and making decisions on allocating its resources to pursue this strategy.

Guest Facilitator: Indiana Swimming has engaged Debbie Hesse of DJH Consulting to facilitate the creation of the strategic direction to where the LSC is focused throughout the next four years. *See Debbie’s Bio Below

Deliverables

• Debbie Hesse to conduct a strategic planning session for Indiana Swimming online or in-person on October 3 & 4, 2020

• Advance calls with Indiana Swimming, Executive Director, Tony Young, as needed throughout contract period

• Five advance planning calls to board members, strategic partners and/or stakeholders (up to 1 hour each). Selected by Executive Director & General Chair in the time period of August 2020

• One strategic plan delivered by October 19, 2020

Indiana Swimming Requirements

• BOD Completes Pre-Event Survey Questionnaire ALL (Past & New BOD Members) • Mission, Vision, Core Values (Review during SP Process) • SWOT Analysis (Internal and External) (SP Process) ALL (Past & New BOD Members) • Set Strategic Direction & Priorities (SP Process) • Set Action Planning/Timelines/KPI’s (SP Process – some follow-up) • Set Staffing Plan/ Technology/ Funding/ Board Responsibilities (SP Process) • Communicate the Plan & Secure Buy-In (Board Chair & Executive Director) • Create Annual Goals (Executive Director approved by Board) • Monitor & Evaluate (Executive Director & Board of Directors)

Agenda

Saturday, October 3, 6 – 9 pm (Dinner 6 -6:30) Start 6:30 Sharp

Create the Vision

· Review Mission, Vision, Inspiring Goal · Review Key Survey Results · SWOT Analysis · Create Vision

Sunday, October 4

1st Session: 8:30 – Noon: Set Strategic Direction

· Create Organizational Goals with Key Strategies · Prioritize

2nd Session: 1 pm – 5 pm: Action Planning

· Set SMART Goals · Staff & Board Assignments · Timelines

Overview: Strategic Planning for the 2021-2024 Quad

Date: October 3 & 4, 2020

Location: SePro Building Large Meeting Room 11550 N. Meridian Street Carmel, IN 46032

Participants: Indiana Swimming Board Members, Committee Chairs & Key Committee Members

Format: The first Strategic Planning session on Saturday October 3 will immediately follow the virtual HOD meeting. We have reserved the large meeting room for the entire day to allow all SP attendees to participate in the virtual HOD at the SePro building Thus eliminating travel and to assist with the Strategic Sessions to begin on time

Meals: Dinner will be provided for all participants prior to the start of the Saturday evening session as well a lunch provided between Sunday Sessions. Coffee, drinks, and light snacks will be provided.

Hotel: Reimbursement for hotel accommodations will be provided for participants in the Sunday morning and afternoon sessions Requirements for Participation: All CDC, State & Local Heath Requirements and guidelines will be followed. Masks must be worn during participation and social distancing must be maintained. More about Debbie Hesse: Debbie Hesse has served in aquatics throughout her career. She brings 25 years of experience in fundraising, strategic planning, sports marketing, corporate partnerships, and volunteer leadership.

Hesse led the USA Swimming Foundation, an Olympic sport foundation, by creating and fulfilling its mission of “Saving lives & building champions – in the pool and in life”. She oversaw an organizational annual budgetary increase of more than 300% (excluding USA Swimming support) and an endowment growth of $10 million. During her tenure, the Make a Splash initiative – an initiative to teach every child in America how to swim - grew to teach almost 2 million children annually.

Hesse’s Olympic experience also includes serving as President/CEO of USA Diving where the sport saw a resurgence in international success, earning the best results since the 1980s including winning four Olympic medals in 2012; and where she was directly responsible for doubling sponsorship and broadcast revenues. She also served as Executive Director of USA Synchronized Swimming, where she increased the annual budget by more than 250% in seven years, driven primarily by dramatic corporate partner revenue growth. During her tenure, the team won Olympic Gold in Atlanta in 1996.

Hesse previously served as President/CEO of Special Olympics Indiana where she led fundraising efforts and strategic planning, which included launching a new marketing and brand identity as well as several online initiatives. In addition, Hesse served as Assistant Manager/ Marketing Director for the International Swimming Hall of Fame Aquatic Complex, where she was responsible for securing national events, raising revenues, and served during a major facility renovation project. And she also served as Membership Coordinator for the American Swim Coaches Association and Sales Representative for Procter & Gamble.

As a competitive swimmer, Hesse competed for Texas A&M.

Strategic Planning FAQs

Executive Director Board Report 8/17/2020

Executive Director Summary The summer months have opened the door for a safe return to the pools in Indiana. Still many of our clubs have not been allowed access to school facilities and continue to seek out pools to keep our athletes swimming. There is the needed strength in the partnerships and cooperation of school administrators to open the doors not only to practice in home pools but transitioning to a safe return to competition in the fall and winter months. None of this comes without a cost and many of our clubs applied for the USA Swimming Phase II support program. It also becomes important that we as LSC’s recognize the needs of our clubs return to operations and struggles they are facing. Indiana Swimming clubs need financial support to maintain operations. As an LSC we now face preparing for the for sustainability not only of our clubs but the programs and services we offer. The 2020-2021 budget will indicate that tough choices will need to be made to prioritize the support for our clubs and athletes from age group to elite. Programs & Communication Region Rep Town Hall meetings were conducted on June 30 & July 1 to update our members on both USA Swimming and Indiana Swimming Programs, Sanctions, Back to the Deck Guidelines, Practices & meets and club support programs. Update on Operational Activities Staff continues to provide innovative educational programs and opportunities to celebrate success. Arlene and Michele created and presented an Indiana Swimming virtual Zoom forum to share the latest information regarding scheduling, sanctioning, and leading practices for the safe return to competition Emily along with our Indiana Swimming partner Elsmore Swim Shop created an online store for our Central Zone 14 & U qualifiers to celebrate their accomplishments by purchasing Team Indiana Zone Team Gear.

Staff’s priority continued to be assisting Chris Conley with the information needed for the for Financial Review and Tax Return Prep with Blue. Our website transition is still a work in progress. Timetable for the completion of this project is TBD. Accomplishments The Summer Celebration of Success webcast was a long overdue recognition of our athlete’s successes and the first event back at the IU Natatorium in many months. It is always an honor to recognize our graduating seniors who embody the very nature of the student athlete we hope develops in their many years with Indiana Swimming. Our mission statement references the importance of our partnerships. A special thank you to our IU Natatorium partners, Dave Thibodeau & Ed Merkling for not only their technical expertise and involvement in making this event happen at no cost, but their friendships and for being part of Team Indiana. Current Significant Issues Indiana Swimming will face the 2021 fiscal year with many uncertainties. One being how we support our athletes, coaches and members without traditional revenue streams that have support our programs and operations. Meets are the lifeblood of the competitive spirit and the fun that ignites the fire to return each day. By our commitment to a safe return to the pools and competition our athlete experience will be secure for the future. Respectively, Tony Young Indiana Swimming Executive Director

Executive Director Report 8.17.2020 Updates:

Counsilman Grant Program.

3 Councilman Grants were awarded for the 2020 Spring / Summer

SUMMER CELEBRATION WEBCAST Recognition of our Graduating Seniors, Gene Lee Award Winners & 2019 Top Performers Thank you to our intern Kris Keller who created the graphics and Mike Miles who provided his professional talent for a virtual celebration of success webcast that took place on Saturday August 1st at 1:00pm. This event is and will be posted on the Indiana Swimming YouTube Channel. Strategic Planning for 2021-2024 Quad Indiana Swimming has engaged Debbie Hesse of DJH Consulting on October 3 & 4 to facilitate the creation of the strategic direction to where the LSC is focused throughout the next four years. *See Debbie’s bio and more information in the attached document. 2020 HOD Programs & Meetings I have collaborated with experienced members of Indiana Swimming in the field of virtual meetings to research meeting protocols & secure voting options for 2020 HOD. Attached you will find a draft schedule and suggested operational team members to develop and outline protocols for this virtual event. DEI Think Tank DEI Chair Paul Stockett, Disability Chair Charles Grace, Kyle Johnson, and I collaborated on a mission & vision statement, key initiatives and 2020-2021 committee program budgets. Mission Statement for DEI & Disability: Indiana Swimming commits to removing barriers for our members of underrepresented populations through education, innovative programming and support for growth and long-term success in life through swimming Vision Statement for DEI & Disability

➢ NEW: Engage, Empower & Celebrate Key Initiatives

• Remove Barriers: Strategies-financial support for athletes to participate, commit to Inclusive Language in by-laws and meet letters

• Coaches Education & Think Tanks-Clubs that utilize & highlight outreach programs or growth opportunities • Improve DEI & Disability Communication: Strategy- Webpage Development: Disability & DEI Membership Newsletter:

Quarterly • Encouraging Clubs to host non-traditional meet formats: Strategy-Disability Events & Formats in traditional club

invitational (Host Disability Invitational) Encourage clubs to host State, Regional & National level Multi-Cultural or Disability Competitions

• Cultivate & Leverage new and existing partnership to further DEI Goals • Support meets and events that focus on multi-cultural participation Strategies-Travel Support • Athlete Education: Strategies-Opportunities, Swimsuit waivers, Para-Swimming, How to Classify

Sponsorships We have finalized a new contract with Toshiba that provides Indiana Swimming with more accurate and balanced use of allotted copies and a lower monthly rate. A new copier was also part of the new contract which was delivered and set-up in the office. We also renewed the Fitter & Faster Contract & are still in negotiations with Speedo on benefits we value. PacSafe Partnership Indiana Swimming has partnered with PacSafe to help our clubs club open while helping keep your club protected. PacSafe help provide electronic COVID-19 waivers that help hold the club harmless. This is free to all Indiana Swimming Clubs. PacSafe is now developing a meet waiver template for all clubs to use when hosting meets.

MEETINGS

• Ongoing communication with General Chair • Call with Official’s Chair Cyndi Miller to discuss Official’s Committee’s goals and long-range planning • Met with Ed Merkling & Dave Thibodeau, to contract the use of the Nat for the Summer Celebration Webcast and

discuss the IU Natatorium’s access restrictions to outside events November 30-February 7. • Working with BD Managed Services to create a SharePoint file system for internal document sharing • Worked with Chris Conley on 2020-2021 budget & Blue Review & Tax Preparations • Weekly Performance Committee Meetings • Attend now bi-monthly USA Swimming Conference Call with LSC Leaders • Attended the LSC Governance Series presentation on the “Governance Committee” • Staff Zoom Meetings to focus on new website transition & special educational presentations for the membership • Attended Technical Committee Meetings • Met with James Leath & Megan Oesting to plan Athlete & Coach Educational Programming in September • Was honored to speak at Chase Smith’s dedication of the Indian Creek High School Pool in his name • Along with Arlene & Melissa Thompson of the Indiana Sports Corporation we visited Harry Dunn who are opening a

new charter school in Indianapolis https://www.himbyherschool.org/ in partnership with Ball State & supported by Jim Irsay, Mark Dodd & the Spear Corp. The renovated IPS Schools has a 25 yard pool in need of renovation but with unlimited possibilities for the community.

GOALS

• Work with Finance Chair to finalize 2021 Budget • Share Executive Director’s 2021 & 2024 Quad Strategic Planning goals and objectives for the next Quad • Prepare for Virtual HOD Meeting & Programs

Club Grant Support Proposal for 2020-2021 Budget Objectives:

• Provide financial support to teams in dire need to maintain operations

Phase I – Beginning October 2020 Based on need and application Indiana Swimming will allocate up to $75,000 to help Clubs.

• $75,000 to support teams to assist in return & sustain operations • Must show need based on operational expenses (Payroll, Pool Rent etc.)

Process

• Club must apply using a designated application process to be made available beginning after HOD on October 3rd. Deadline to apply will be October 19, 2020

• A committee appointed by Indiana Swimming will review all applications, seek additional information & recommend approval of grants to qualifying clubs

• The maximum a qualifying club can receive would be $2500. Should request from club members exceed $ 75,000, the grants would be prorated.

• Club recipients will be required to submit a completed W9 form to Indiana Swimming prior to receiving their grant proceeds.

• Clubs will receive confirmation by October 23, 2020 Required Information

• Team applying must show need based on hard cost operational expenses and potential loss of revenue in these areas • Increased Pool Rental (for additional pools to continue operation or increased pools costs at home facility) • Loss of Membership that effects ability to pay staff • Additional costs for custodial, cleaning, security charged by facility to be charged to club • Loss of Club Reserves that effect current and sustainable operations

Clubs must also provide

• Share 2020-2021 Budget • Share Profit & Loss Statement since March 2020 • Provide a Business Plan the indicates sustainability of club operations through April 1 • Share that club has (or has no) reserves to maintain operations through April 1

https://www.himbyherschool.org/

• Confirmation that the club will have long term access of facility use (Once Facility or Schools have confirmed usage due to health regulations)

Phase II – Beginning January 1, 2021 or 4 months after Return to Operations (PENDING REVIEW OF INDIANA SWIMMING BOD IN JANUARY 2021) We will continue to take appropriate steps to ensure that every decision we make is one that with a focus on the health and safety of our athletes, members, staff, and volunteers. Respectively, Tony Young Indiana Swimming Executive Director

Office Manager Board Report 8/17/2020

Office Manager Report 8.17.2020

August 2020

Meetings

Staff Meeting Registration Meeting NCAA Leadership: The State of College Sports LSC Governance Series Chase Smith Dedication The “Ultimate” Pivot: Executing an Event During COVID-19 LSC Leadership Meetings

Other

Worked with the Toshiba Rep with the installation of the new copier/printer.

Continually processing numerous non-athlete registrations, coach, official, junior coach, a big number of “other” USA Swimming members in the form of Club board members.

Updated information sent to new and renewing non-athletes. Pinpointing the specific certifications and procedures in the form of a check sheet and email for: Coaches, Junior Coaches, Officials, Other/Board Members. Continuing to help non-athletes understand their certifications with the goal that they use the Deck Pass Plus to keep track of when certs need to be renewed and actually renew before expired.

Tracked and compared non-athlete registrations for 2020-21 using TeamUnify and SWIMS.

Tweaked the website design. Put together a tutorial for staff to be able to navigate the new website and be able to update.

Worked with Elsmore to offer Zone Team Indiana qualifiers a chance to purchase Zone Team gear.

Cleaning out TU credit cards that have expired, any clubs who use a credit card for on demand payments and write checks are being encouraged to switch to ACH for all their payment needs.

Since the end of the fiscal year is August 31, working to get monies collected before the month ends.

I have gone to the office once or twice a week depending on what needed to be done to pay any bills, do deposits or work with BDMS or Toshiba.

Worked with Arlene o design a map of the NAT o trim the video of the virtual coaches meeting to be posted o converted a pdf to a usable graphic form for the wall of fame

Respectfully submitted,

Emily Kowalski

Membership Coordinator BOD Report 8/17/2020

Member Services Board Report August 2020 Registration numbers: 2021 June 2020 July 2020 August 2020 Yearly 103 204 4 Outreach 13 4 2 Flex 53 54 5 Coach 14 13 10 Official 2 3 3 Other 7 37 5 Counted as 2020 numbers Seasonal 37 10 0 I have been working on compiling data for the Top 100 project. This project includes Top 100 Times SCY and LCM for each age group. This project is now complete and will be posted to the new website in the near future. I will look to update this list once a year in the late summer. I have been working on certain portions of the new website. I will be restructuring the meets and times section and working with Emily on the forms. Arlene and I planned and conducted the Meet Forum zoom call. This was very well attended and we hopefully address issues and helped people work towards hosting meets. The following is a list of meets sanctioned for the summer. CON CON Time Trial

SCSC SCSC QuaranTEAM Crawl

CSC CSC August Intrasquad

IA Return to Racing Time Tria

CON CON vs DUNE Dual RIV RIVI Covid Comeback STAR Time Trial

Respectfully, Michele Deluna Membership Coordinator

House of Delegates Programs & Meetings

WHEN: 9/26 & 10/3 Presentations

• Coach Education • Athlete Programs & Meetings • Committee Meetings • Club Education • House of Delegates

LOCATION INFO: All Programming & Meetings will be held virtually via Zoom unless otherwise stated below Webcasting Athlete Meetings TBD

To Register: Go to Indiana Swimming website and click on House of Delegates Programs & Meetings

Saturday, 9/26 Coach Education 8:00am-9:30am Presentation: Megan Oesting (Content Information)

9:30am-9:45am

Q&A

10:00am-11:30am

Presentation, Megan Oesting (Content Information)

11:30am-11:45am

Q&A

Saturday, 10/3 Athlete Education, Meetings & HOD (In-Person or Virtual TBD) 8:00am – 11:30am

Presenter: James Leath (In-Person or Virtual Session)

11:45am-12:30pm

Indiana Athlete Rep Meeting & Election (In-Person or Virtual Session)

12:30pm-1:15pm

Lunch (Only if In-Person Session)

1:30pm-5:30pm

Virtual HOD (Athlete Viewing In-Person or Virtual Session)

Saturday 10/3 Committee Meetings 8:00am – 9:00am

Performance Committee Meeting

9:30am-11:00am

Senior Committee Meeting

9:30am-11:00am

Age Group Committee Meeting

11:30am-12:30am

Combined AG &SR Committee Meeting

12:30pm-1:15pm

Coaches Meeting

Saturday 10/3 Club Education

8:00am – 11:30pm

Staff: Registrars Workshop (content info)

8:00am – 11:30pm

Staff: Workshop II, (content info)

Saturday 10/3 Virtual House of Delegates

1:30pm – 5:30pm

Virtual Presentation

1:30pm-2:30pm

State of the Sport

2:45pm-3:30pm

Region Meetings & Elections (Breakout Rooms)

3:45pm-5:30pm

Technical & Budget

5:30pm

Clubs Required to Sign Out (?)

Process & Protocol & FAQs

Virtual House of Delegates (Technical) Zoom Webinar • 3 Licenses needed to support multiple virtual presentations

• Zoom Breakout Rooms will be used for Region Meetings • Registrations link provided on Indiana Swimming Website to register via Zoom

Webinar E-Ballot

• Secure Voting via E-Ballot • Link provided to all club designated representatives for voting

Breakout Rooms

• Region Meetings & Elections (Breakout Rooms)

Zoom Set-up

• Secure Internet for Host. Hardwire if possible

Club Representative Registration & Sign Out

Process

• Process TBD • All Clubs are required to have a minimum of one representative attend the Virtual

HOD meeting in its entirety

HOD Technical Advisory Committee Set up & Production

Oversight • Pre-event Processes set by HOD Technical Team • Set up Registration Process via Zoom & E-ballot • Develop virtual templates for Technical Voting, Election Voting (BOD, Region

Reps & Athlete Reps), and Budget Voting • Set-up Breakout Rooms & Oversee access to designated Club Representatives • Live Oversight of Zoom Recording, Answer Chat Questions, Que Voting Prompts,

Manage Voting Results and Communicate Results to membership • Provide Live Technical Support • Secure use of 3 Zoom Licenses needed to support multiple virtual presentations • Run Test Event prior to HOD

Protocols

• Set up “Live” event protocols: instructions to membership, including muting

microphones and picture (if needed to maintain strong signal), how to ask questions during broadcast, follow voting protocols by using links in chat or email.

• Trouble shoot if participant signal is lost or transmission buffers Breakout Rooms

• Communicate Breakout Rooms Instructions & Protocols for voting to Region Reps.

FAQs

Registration Process • Coach Education: Indiana Swimming HOD Page • Athlete Programs: Indiana Swimming HOD Page • Club Education: Indiana Swimming Website • HOD Delegate Registration & Voting (Zoom & E-Ballot) • Coaches Meeting Links Provided to all Club Head Coaches to share with staff (Not

offered on Social Media) • Committee Meeting Links Provided to all Committee Members via Committee

Chairs • Registrations link provided on Indiana Swimming Website to register via Zoom

Webinar & E-Ballot

Athlete Programming

• A decision to host “live” in-person Athlete Programming & Meetings will be dependent on Safety Action Plan & Available Venue by September ??

• Voting Link provided to all club designated representatives for voting

Lunches • Wrapped Box Lunches only provided for Athlete Program & Meeting Participants if conducted in Person

Athlete Attendance at

HOD if In-Person Event is Approved

• Athletes will have the opportunity to attend the Virtual HOD via zoom as a group in a venue that would be large enough to offer adequate social distancing.

• An Indiana Swimming Non-Athlete Representatives will be in attendance to assist an in-person event.

In-Person Attendance

• Not required

Safety Protocols

• All State, Local & Facility Safety Protocols will be followed for all in-person programming & meetings

• Masks will be required

Additional Athlete Programming

• No Additional Athlete Programming will be offered. (i.e., workout, clinic, region rep, in-person project

Webcast of Event

• TBD

Cash 164,877$

Funds held for others 98,973

Accounts receivable 4,937

Investments 713,268

Property and equipment, net 7,875

989,930$

Liabilities

Accounts payable 10,528$

Accrued expenses 6,317

Deferred revenue 52,546

Funds held for others 98,973

Paycheck Protection (PPP) Loan 43,325

Total liabilities 168,363

Net assets 778,241

989,930$

INDIANA SWIMMING, INC.

STATEMENT OF FINANCIAL POSITION

JULY 31, 2020

ASSETS

LIABILITIES AND NET ASSETS

YTD Annual $ VarActual Budget to Budget

Support and revenues

Revenue from meet sanctioning 235,499 374,677 (139,178)

Revenue from registrations 179,825 196,765 (16,940)

Revenue from hosted meets / events 8,908 29,050 (20,142)

Revenue from investments, net 100,420 14,600 85,820

Revenue from sponsorships 1,000 9,500 (8,500)

Revenue from other sources 17,993 0 17,993

Revenue transfer from events 50,000 (50,000)

Total support and revenues 543,645 674,591 (130,946)

Expenses

Staff & Operating Expenses 288,140 321,111 (32,971)

Olympic Trials 0 68,000 (68,000)

Camps 8,295 64,533 (56,238)

Team Indiana, ISI contribution 6,996 53,344 (46,348)

National Meet Reimbursement 16,134 35,000 (18,866)

Championship Meet Stipends 0 24,500 (24,500)

Golden Goggles 18,787 19,000 (213)

USA Swimming Convention 13,162 17,368 0

House of Delegates (HOD) 7,071 13,100 (6,029)

Coaches Programs, net 2,150 12,350 (10,200)

Diversity & Inclusion 3,172 8,400 (5,228)

Webcasting 3,422 7,400 (3,978)

Officials 748 7,100 (6,352)

Interns 2,000 6,000 (4,000)

Club Incentive Program 2,000 5,000 (3,000)

Safe Sport 827 2,675 (1,848)

Counsilman Grant 2,500 2,500 0

Indy Aquatic Alliance 0 2,000 (2,000)

Awards 3,730 1,000 2,730

IHSAA State Meet Hospitality 2,215 1,000 1,215

Total expenses 381,349 671,380 (285,825)

Change in net assets 162,296 3,211 154,879


STATEMENT OF ACTIVITIES

SEPTEMBER 1, 2019 to JULY 31, 2020

20-21 19-20 $ ChangeBudget Budget from PY

Support and revenues

Revenue from meet sanctioning 250,000 374,677 (124,677)

Revenue from registrations 175,000 196,765 (21,765)

Revenue from investments, net 39,800 14,600 25,200

Revenue from Speedo Sectionals, net 25,000 0 25,000

Revenue from sponsorships 9,500 9,500 0

Revenue transfer from events 0 50,000 (50,000)

Revene from Hosting SC SRS, net 15,000 (15,000)

Revenue from hosting USAS Invite 15,650 (15,650)

Total support and revenues 499,300 676,191 (176,891)

Expenses

Staff & Operating Expenses 308,266 321,111 (12,845)

Olympic Trials Travel Reimbursement 47,000 68,000 (21,000)

National Meet Reimbursement 35,000 35,000 0

Championship Meet Stipends 30,500 24,500 6,000

Team Indiana, ISI contribution 26,415 53,344 (26,929)

Diversity & Inclusion 13,142 8,400 4,742

House of Delegates (HOD) 11,000 13,100 (2,100)

Officials 9,200 7,100 2,100

Webcasting 5,388 7,400 (2,012)

Club Incentive Program 5,000 5,000 0

Interns 3,500 6,000 (2,500)

Awards 3,400 1,000 2,400

Counsilman Grant 3,000 2,500 500

Safe Sport 2,675 2,675 0

IHSAA State Meet Hospitality 2,000 1,000 1,000

Indy Aquatic Alliance 2,000 2,000 0

TYR Pro, ISI contribution 1,600 1,600 0

Camps 0 64,533 (64,533)

Coaches Programs, net 0 12,350 (12,350)

Golden Goggles 0 19,000 (19,000)

USA Swimming Convention 0 17,368 (17,368)

Mid-States Meet, net 0 0 0

Total expenses 509,086 672,980 (163,894)

Change in net assets (9,786) 3,211 (12,997)

Club Grant Support Program

Liquidation of Investments to fund 75,000

Phase I Distribution (75,000)

Total Club Grant Support 0


PROPOSED BUDGET

SEPTEMBER 1, 2020 to AUGUST 31, 2021

2020-08 august draft minutes

Documents