Metro LMSC Board Meeting Minutes- April 6, 2013 Attendees (see attached list) including Nadine Day (president USMS) and Ed Tsuzuki (USMS VP of Local Operations) RC Saint-Amour (Metro LMSC Chair) Introduced the Officers, Chairs, and Club reps - Resignation of Lisa Baumann as Sanction Chair, appointment of Steve Shtab as new Sanction Chair Acknowledgment of Robert’s Rules Meeting Objectives 1- Clarify Board responsibilities 2- By Law review 3- Financial Operating Guidelines review 4- Goals and Objectives 1- Board responsibilities - RC reads the responsibilities from the By Laws. Discussion over the need to clarify which positions are elected and which are appointed. Several positions were vacated in the past few months and filled by the chair without the advice of the Board. Consensus view was to move forward with the appointees in place. With more frequent meetings (telephonic or in person) in the future, Metro will have the wherewithal to discuss filling future vacancies and put a more structured procedures of filling such vacancies in the Metro bylaws. Several chairs are not mentioned in the ByLaws. If these are permanent, they should be listed. - Current Board has 56 members with 41 Club Representatives. While this number reflects proper good representation for all teams, should certain decisions be made by a smaller subset of the Board with a vote by the full Board for other more important issues? (see By Law review) - Announcement of “Conflict of Interest” Statement provided by USMS. All Metro Board representatives will have to adhere to the rules and not vote on a project if it presents a conflict of interest 2- Bylaw review -By Laws need amendment to accurately reflect which officers are elected, which officers/chairs are appointed (Article 7). Are there more chairs that should be listed (ie, registrar, coaches chair, open water chair, equipment chair (will equipment be distributed other than Metro files held by Treasurer), physical education, nominating, webmaster)? - Terms of office/elections - Are the committees standing or ad hoc (article 8)? - Is the Board of Review section necessary or should it be modified (article 13.3.3) and would the Review chair be an ad hoc position? - Delete 14.2? - Enter contracts for compensated positions. - Voting based on membership as of the meeting date. - How are convention delegates identified and chosen? - Communications to members- change to email from snail mail - Ed Tzasuki will circulate his thoughts of areas of improvement in the Metro bylaws after the meeting 3- Financial Operating Guidelines (FOG) - Eliminate stipends - Review and eliminate (?) section on communication allowances (F1.a) - FOG needs to be consistent with By Laws - What is the proper level for entire BOD approval (Section V) vs a subset? - Current budget will stay in place for 2013 although there are already items that are not relevant. 2014 budget will be put together in summer/early fall based on actual/projected for 2013. 4- Goals and Objectives - Meeting with coaches and teams to learn about their needs. Create a semi-annual board meeting and potentially quarterly conference calls with entire board - Improve inter team relations by creating a better community - OWS insurance policy/budget, difficulty of compliance with new USMS requirements (USMS acknowledges) and is working on it. Forced reduction of sanctioned events this summer. Reallocate Metro budget to assist this year. - Update website - swimmer of month, team highlight - LMSC records and team standings - Links to teams on places to swim - on line registration - list of contacts for individual teams - Update recourse page - Address one time event registration, have forms available for meet directors- create a task force for project - Annual banquet- after OWS event or after annual meeting - Convert documents to disks/online. Retain paper documents at least three years (comply with USMS) - Eliminate storage unit. Distribute Metro merchandise to teams for events and to special Olympics - Utilize up to $10,000 from Metro reserves for disbursement to club - Have more events, greater participation- Give incentives of up to $500 to meets to lower entry costs without affecting the meet director’s budget - Outreach to schools - Seek grants from USMS for a “Mastering Masters” program 5- Action items - Produce minutes of meeting within one week (JE), send to RC to review, then to Board for approval at next meeting - RC to distribute By Laws and FOG to Board for comments and changes. Give BOD a deadline for comments (two weeks?). Changes should go to Jonas to provide tracked/revised version. RC to identify a lawyer in Metro to review as well. Revised version should be re-distributed to BOD for further changes. Have amended Bylaws and FOG ready for approval at annual meeting. - BOD (or subset) to review ideas/objectives and prioritize items within budget guidelines for 2013. Propose items to be included for 2014 budget. - Subset of BOD (OWS, sanctions, CHP) to meet to review summer 2013 events in next few weeks/month. - Fall event proposals to be submitted and reviewed during summer 2013. - Have group put together to discuss/plan annual banquet. Metro LMSC Board Meeting Attendee List - April 6, 2013 Jeff Winter RC Saint-Amour Craig Saint-Amour Jayne Saint-Amour Nadine Day Ed Tsuzuki Patricia Sener John Einsidler Nathaniel Dean Colleen Driscoll Jonas Altman-Kurosaki Steve Shtab Lisa Hiller Alan Morrison Sharon Snyder Bob Kolenceoski Silverio Bracaglia Christian Vergara Margie Pedder Janine Serell Kristin Gary Nicole Wiesmann Romain Rouaud Capri Djatiasmoro David Barra
Posted on: Sat, 06 Jul 2013 01:20:37 +0000
Trending Topics
Recently Viewed Topics
© 2015