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Promoting Excellence by Providing Resources to Support and Empower the North Carolina Swimming Community

MEETING AGENDA Spring House of Delegates Sunday, April 12, 2015, 1:00 PM Greensboro Coliseum Hall of Champions, Room 3

1. Call to Order – Dave Olack 2. Roll Call – Lisa Olack

3. Reading, correction and adoption of minutes – Lisa Olack

4. Officer Reports

a. Confirmation of General Chair, Administrative Vice Chair, Safety Coordinator 5. Legislation – Joel Black

6. Committee Reports

a. Officials – Todd Webber i. Deck changing rule (cooperation from all teams & officials) ii. Up-Coming clinics throughout the state

iii. Identify the current zone reps for the Officials across the LSC

7. Old Business 8. New Business

9. Schedule

a. Fall 2015 House of Delegates 10. Adjournment 11. References/Attachments

To be Considered by the House of Delegates

Spring 2015

B-01 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Change non-required BOD members to ex-officio Rationale: The size of the BOD has become unwieldy (27). Good governance

suggests BOD sizes of 11-14 members for Non-Profit BODs. The changes would bring NCS in line with the LSC required By-Laws.

Submitted by: Wayne Shulby Recommendation: (Office Use Only) Effective Date: Immediately

ARTICLE 605 - BOARD OF DIRECTORS

605.1 MEMBERS - The Board of Directors shall consist of the following officers,

committee chairs, coordinators and representatives of NCS, together with those additional members designated in Sections 605.2 and 605.3:

.1 General Chair .2 Administrative Vice Chair .3 Senior Vice Chair .4 Age Group Vice Chair .5 Finance Vice Chair .6 Secretary .7 Treasurer .8 Coach Representatives (2) .9 Athlete Representatives (2) .10 Safety Coordinator .11 Technical Planning Chair .12 Membership/Registration Coordinator .13 Officials Chair .14 Diversity Chair .15 Rules/Legislation Chair .1612 At-Large Board Members .17 Ex-Officio Board Members 605.3 EX-OFFICIO MEMBERS – The following person(s) should be an ex-officio

member(s) of the Board of Directors during the time period in which they meet the defined status and are in good standing of North Carolina Swimming.

:

.1 The Immediate Past General Chair of NCS, if the Individual Member is in good standing.

.2 The following NCS appointed/elected positions a. Technical Planning Chair b. Membership/Registration Coordinator c. Officials Chair d. Diversity Chair e. Rules/Legislation Chair

.23 Individual members in good standing of North Carolina Swimming who are

voting members of the USA Swimming House of Delegates by reason of their USA Swimming office or USA Swimming committee appointment; and

.43 Individual members in good standing of North Carolina Swimming who are USA Swimming Committee Chairs.

To be Considered by the House of Delegates

Spring 2015

B-02 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Change ex-officio BOD members to Voice Only (no vote) Rationale: While Ex-Officio members are a valuable resource to the BOD, they

are not elected/appointed by NCS. The NCS BOD has become unwieldy (27 members). This would put NCS in line with the required LSC By-Laws and the USA Swimming BOD.

Submitted by: Wayne Shulby Recommendation: (Office Use Only) Effective Date: Immediately

ARTICLE 605 - BOARD OF DIRECTORS

605.5 VOICE AND VOTING RIGHTS OF BOARD MEMBERS - The voice and voting rights of

Board Members and Individual Members shall be as follows:

.1 Board Members - Each Board Member (other than ex-officio members) shall have both voice and vote in meetings of the Board of Directors and its committees.

.2 NON-VOTING BOARD MEMBERS - Unless entitled to vote under another provision of these Bylaws, ex-officio members shall have voice but no vote in meetings of the Board of Directors and its committees.

.32 Individual Members - Individual Members who are not Board Members may attend open meetings of the Board of Directors and its committees and be heard in the discretion of the presiding officer. Unless entitled to vote under another provision of these Bylaws, Individual Members shall have no vote in meetings of the Board of Directors or its committees.

To be Considered by the House of Delegates

Spring 2015

B-03 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: To limit terms on all elected and appointed Board of Director members Rationale: Allow for other individuals an opportunity to become involved on the

board. Submitted by: Lisa Olack Recommendation: (Office Use Only) Effective Date: Immediately

606.6 TERMS OF OFFICE – .1 Term of Office - The terms of office of all elected and appointed members of the Board of Directors shall be two years. .2 Commencement of Term - Each person elected to a position shall assume office at the conclusion of the annual meeting (Fall House of Delegates) following election .3 Consecutive Terms Limitation - Except for the Secretary, Technical Planning Chair, Treasurer and Finance Vice Chair and the Membership/Registration Coordinator, No no Individual Member who has been elected by the House of Delegates or appointed by the General Chair or his/her designee and served four successive years shall be eligible for re-election or re-appointment to the same position until a lapse of two years. A portion of any term served to fill a vacancy in the position shall not be considered in the computation of this successive terms limitation.

To be Considered by the House of Delegates

Spring 2015

R-01 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Reinstate unrestricted Meet Entry Fees for Non-Championship meets Rationale: First, to align the NC LSC with the USA Swimming Sanction Task

Force recommendation that all LSC’s adopt a Free Market system with respect to non-championship swim meets. Second, to provide the necessary revenue to build and maintain quality aquatic facilities to grow the sport of swimming in North Carolina. Third, to eliminate the current inequity with respect to the revenue required to run quality aquatic facilities that receive tax funding vs. aquatic facilities that receive no tax funding.

Submitted by: John Payne Recommendation: (Office Use Only) Effective Date: Immediately

(Paste section of Rules/By-laws to be changed, then turn on “Track Changes” under “Review” and make deletions/additions.) 202.1. Non Championship Meet ENTRY FEES*

- Entry fees may be set at the discretion of the meet host as outlined in the meet bid.

- The maximum allowable entry fee for NCS non-Championship meets is as follows: Timed Finals events: $4.00 per event short course, $6.00 per event long-course

Prelims/Finals events: $6.00 per event short course, $8.00 per event long course Relay events: $10.00 per event short course, $12.00 per event long course Facility/Swimmer surcharge: $10.00 short course, $15.00 long course

To be Considered by the House of Delegates

Spring 2015

R-01A To be considered only if R-01 facility fee maximum is removed. ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Charge 8% entry fee on excess facility fee charges Rationale: With removal of maximum on facility fee, teams may charge only a

facility fee in lieu of splash fees eliminating an important source of revenue for the LSC. This change maintains the current fee structure.

Submitted by: Legislative Committee Recommendation: (Office Use Only) Effective Date: Immediate

211.4. PAYMENT OF FEES .1 All fees and receipts, and surcharges due must be paid to the Treasurer within thirty

(30) days after completion of the meet. Failure to mail the appropriate fees and/or receipts due may result in a fine of up to fifty dollars ($50.00).

.2 Travel Fund receipts are to be identified as 'Travel Fund.' .3 The Entry Fee Assessment of total entry fees for sanctioned and approved meets, is

to be identified as 'Assessment Fee of Entry Fees’ and must be paid according to the following schedule:

A. National Championships: 0% B. Sectional and Zone Championships: 0% C. Senior, Age Group and Senior/Age Group meets, year round: 8%

D. All Facility Fees in excess of $10 (short course) or $15 (long couse): 8% DE. Open Water Meets: 0%

To be Considered by the House of Delegates

Spring 2015

R-03 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Clarify rules on permitting additional meet requests after schedule is

published. Rationale: To encourage clubs to schedule meets through the normal bid

process while offering an opportunity to request additional meets within a reasonable time period.

Submitted by: Technical Planning Committee Recommendation: (Office Use Only) Effective Date: Immediately

205.1 Scheduling

.9 Once approved, the schedule shall be open to additional meets as long as any such meet does not conflict with a protected date. Any requests for additional meets must be submitted prior to the appropriate sanctioning deadline. to both the technical planning committee and the sanctions committee prior to the appropriate sanction request deadline (30 days prior to the meet start date for closed dual or tri meets and 60 days prior the meet start date for all other type meets). Requests for additional meets that are made after the sanction request deadline are subject to a late fee of $100 for intrasquad meets and $300 for all other meets. Meet requests within 10 days of the meet start date will not be considered. The Technical Planning Committee shall have the authority to approve or reject any additional meets that require prior submitted for scheduling approval. A club may appeal a any rejection to the Board of Directors.

To be Considered by the House of Delegates

Spring 2015

R-04 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Add incentive to attend HOD and pay fees on time Rationale: Late registration puts NCS at risk for swimmers practicing without

insurance Submitted by: Dave Olack Recommendation: (Office Use Only) Effective Date: 2015-2016 Short course season

ARTICLE 207: MEMBERSHIP, SANCTION, AND APPROVAL FEES

207.1. NCS GROUP MEMBERSHIP $25.00 is the current annual NCS group membership fee plus the current USA Swimming required fees if paid prior to December 31st.

.1 The NCS Group Membership Fee shall increase to $200 plus the current USA Swimming required fees if paid after December 31st.

.2 Each NCS Group Member with at least one (1) Representative, or alternate, in attendance at both of the normally scheduled Fall and Spring NCS House of Delegate in a calendar year shall have their subsequent annual NCS group membership fee waived and corresponding annual USA Swimming fee paid by NCS.

.3 The Sanction Chair shall rescind any sanctioned, approved and/or observed meet(s) issued to the delinquent NCS Group Member until such time that the NCS Group Membership fees have been paid.

207.2. NCS YEAR ROUND ATHLETE MEMBERSHIP $10.00 is the current annual NCS Swimming athlete membership (registration) fee plus the current USA Swimming required fees if paid prior to December 16th.

.1 Each NCS Swimming athlete membership paid from December 16th to December 31st is $20 plus the current USA Swimming required fees.

.2 Each NCS Swimming athlete membership paid after January 1st is $100 plus the current USA Swimming required fees.

To be Considered by the House of Delegates

Spring 2015

R-05 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Strike the term “entry.” Rationale: Removes ambiguity concerning whether sanction fees are to be paid

for meets that charge only a “facility” fee. Sanction fee would be required for any meet that collects any fees from athletes or participating clubs.

Submitted by: Sanctions Committee Recommendation: (Office Use Only) Effective Date: Immediately

207.9. SANCTION and APPROVAL FEES .1 National or Sectional Championships $0.00 .2 Meets with no entry fees other than Travel Fund fees. $0.00 .3 All other meets $10.00 .4 Fees shall accompany requests for sanction or approval.

To be Considered by the House of Delegates

Spring 2015

R-06 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Clarify Travel Fund eligibility Rationale: Removes ambiguity concerning eligibility of swimmers representing

colleges or swimming unattached. They are not eligible to receive travel fund reimbursement.

Submitted by: Travel Fund Committee Recommendation: (Office Use Only) Effective Date: Immediately

212.4. TRAVEL FUND ELIGIBILITY .1 Swimmers must compete as members of a registered, non-collegiate NCS club and

be registered members of NCS and USA Swimming for the current year.

To be Considered by the House of Delegates

Spring 2015

R-07 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Increase Funding for athlete travel, add Legend meets and National

and Zone Camps to meets eligible for funding and provide opportunity for athletes at Juniors with first time National cuts to receive funding for Nationals also.

Rationale: 1. Airline costs have risen over 25% since these amounts were put in. 2.This allows a Jr National swimmer to cover the cost for Srs. who

qualifies for the 1st time. Submitted by: Paul Silver Recommendation: (Office Use Only) Effective Date: Immediate 212.4. TRAVEL FUND ELIGIBILITY .1 Swimmers must be registered members of NCS and USA Swimming for the current

year. .2 Swimmers must qualify for and participate in an individual event at the National

Championship or other meet for which travel support is requested or be selected for and represent NCS in a Southern Zone Championship meet. NCS will reimburse a swimmer for only one event per season. Olympic Trials, World Championship Trials, and Open Water Nationals are exempted from this restriction. Athletes who achieve their first national cut in any event at Junior Nationals may also receive funding to Senior Nationals. Age Group Zones are also exempted if an athlete achieves their first junior or national cut at the Age Group Zone meet.

212.5. ALLOCATION OF FUNDS .1 Eligible NCS swimmers may receive reimbursement as follows:

A. Olympic Trials: An amount to cover one hundred percent (100%) of the most economical coach air fare readily available as determined by the Travel Fund Committee plus a per diem of seventy five dollars ($75) per day. Swimmers qualified and participating in one (1) event shall receive three (3) days per diem. Swimmers qualified and participating in two (2) events shall receive five (5) days per diem. Swimmers qualified and participating in three (3) or more events shall receive eight (8) days per diem.

B. Long Course National Championships and US Open Championships: five hundred dollars ($500600)

C. Short Course National Championships: four hundred dollars ($400500)

D. Long Course Junior Championships: three hundred seventy five dollars ($375500)

E. Short Course Junior Championships: two hundred seventy five dollars

($275375)

E.F. Age Group Zone Championships: two hundred dollars ($200)

G. Open Water Nationals: two hundred fifty dollars ($250)

F.H. National Select Camp, National Select Diversity Camp, Zone Select Camp and Zone Diversity Selec Camp: one hundred dollars ($100)

To be Considered by the House of Delegates

Spring 2015

R-08 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Add funding for Zone Open WaterMeet Rationale: The Zone Open water event was separated from the AG Zone Meet

and will be held at a different time and different location.. Submitted by: Taylor Cooper Recommendation: (Office Use Only) Effective Date: (Include recommended date for implementation: Immediate, Fall,

Spring, Immediate, etc…) 212.5. ALLOCATION OF FUNDS .1 Eligible NCS swimmers may receive reimbursement as follows:

A. Olympic Trials: An amount to cover one hundred percent (100%) of the most economical coach air fare readily available as determined by the Travel Fund Committee plus a per diem of seventy five dollars ($75) per day. Swimmers qualified and participating in one (1) event shall receive three (3) days per diem. Swimmers qualified and participating in two (2) events shall receive five (5) days per diem. Swimmers qualified and participating in three (3) or more events shall receive eight (8) days per diem.

B. Long Course National Championships and US Open Championships: five hundred dollars ($500)

C. Short Course National Championships: four hundred dollars ($400) D. Long Course Junior Championships: three hundred seventy five dollars ($375) E. Short Course Junior Championships: two hundred seventy five dollars ($275) F. Age Group Zone Championships: two hundred dollars ($200)

G. Open Water Nationals: two hundred fifty dollars ($250)

H. Open Water Zone Meet: One Hundred Fifty dollars ($150)

To be Considered by the House of Delegates

Spring 2015

R-09 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Insert language making college swimmers eligible to set NCS Senior

Records at USA Swimming observed, approved or sanctioned meets. Rationale: Clarifies and documents the reversal of an “unwritten” rule making

college swimmers ineligible to set records during the collegiate season.

Submitted by: Bill Martin Recommendation: (Office Use Only) Effective Date: Immediately

213.1. SENIOR RECORDS .1 Events - Senior Records shall be maintained for women and men for all the events

included in the USA Swimming National Championships, both long and short course.

.2 Types

A. NCS Senior Record – The best time ever swum by a NCS registered swimmer at time of performance in any USA Swimming sanctioned, approved, or observed meet, within or without North Carolina, or in a National or International Championship event recognized by USA Swimming. The swim must appear in the SWIMS National Times Database. A time achieved at one of the observed North Carolina High School Championship meets is acceptable for a NCS Senior Record. College swimmers who are currently registered with North Carolina Swimming (whether attached or unattached) and a current member in good standing with USA Swimming.are eligible to set NCS Records in any USA Swimming sanctioned, approved or observed meet. A tie of an existing record shall be recognized as such in the Senior Records list. Any swim timed with watches only is not acceptable for a NCS Senior Record. Any time achieved in a time trial is not acceptable for a NCS Senior Record.