AS APPROVED at the May 2008 Eastern Zone Meeting

EASTERN ZONE MEETING
United States Aquatic Sports Convention
Garden Grove, CA.
September 27-28, 2007
MINUTES

Meeting called to order at 7:05. Minutes of last meeting passed out. Correction of date to 2007.

A moment of silence was held for former Eastern Zone Members who have passed on.

Attendance sheets were passed; in attendance were the following:

Adirondack: Kim Crounse, JoAnn Faucett, Kara Zebrowski, Brendan Smith, Dave Burns, Jerry Adams
Allegheny Mountain: Jamy Pfister, Michael Ginsberg, Kaitlene Molloy, Laura Hartmon, Donna Beyerl, Pete Barry, Don Wagner, Pete Gannon
Connecticut: Bill Krumm, Christine Pelham, Mike Ferraro, Judy Snow, Ellen Johnston, Dana Gnerre, Stuart Ainsworth, Leanne Spletzer, Jeff Allen, Haylie Smith
Maine: Steve Alcaide
Maryland: Sheryl Lepisto, Pat Kaplan, Linda Sue Lottes, Morgan Joseph, Andrew Barranco, Scott Ward
Metropolitan: Mary Fleckenstein, Barry Roffer, Monique Grayson, Bob Vializ, Brian Brown, Bea Hartigan, Erin Kiernan, Chris Fenigan
Mid-Atlantic: Mike Seip, Fred Killian, Greg Fastrich, Cecil Gordon, Dale Petranech, Matt Sprang, Kristen McCandless, Stephanie Rozick, Brad Bowser, John Carroll, Dick Shoulberg, Cherita Gentilucci, Patric Mills, George Breen, Mike Gobrecht
New England: Priscilla Davis, Mary Riddell, Sherry Wingfield, Matt Craven, Claire Foster, Tim Murphy. Isabelle Frazer
New Jersey: Roger Ridenour, Jim O'Neill, Jim Sheehan, Greg Eggert, Eric Fucito, Ed Miller, Ed Dellert, Kip Mein, Jim Wood, Becca James, Tom Speedling, Stephanie Crofton, Henry Fryczynski, Bill Deatley, Jordan Lieberman
Niagara: Paul Crest, Barb Paradis, Marci Callan, Deborah Burke, Kendra Bush, Eric Stimpson, Ricky Hennahan, Shawn Parkhurst
Potomac Valley: Ronald Whalen, Bill Marlin, Carrie Tupper, Janet Auger, Virginia Ratcliff, Greg York, Mark Faherty, Austin Auger, John Ertter, Riley Eaton, Ward Foley, Art Davis, Arthur Lopez, Linda Klopfenstein, Sumie Emory, Bill Stephens, Arvydas Barzdukas, Boots Hall, Paris Jacobs, John Hirschmann
Virginia: Mary Turner, Louise Limerick, Walter Smith, Dianne Limerick, David Strider, Mark Bennett, Lee Gibbs, Terry Randolph, Peter Maloney Michael Downs, Paige Endsley, Stuart Ferguson

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Olympic trials packages out. Omaha ready and anxious. China package for spectatators attending Olympics is VERY expensive.

Report of Committees

Sectional Funding. This topic is under discussion. If USA-S Funding is not available, Sectionals are not viable. Now looking for information on total facility costs for Sectionals. Some questions arose, such as: Are concessions $'s available? Who gets gate? Are there captive vendors? The group is looking at viability. What do clubs get to keep? Entry fees? Variables are different for different sections of the country. There will be a meeting in November to discuss the subject.

USA Swimming Foundation. Possible sources for designation donations are an annual fund and learn to swim programs.

Financial Reports: Peter Carney coming to discuss required financial filings of LSCs. Some LSCs are in arrears with their filings.

Facilities committee: Pat Hogan. Looking at new or rehabing existing facilities. Possibility of prefabricated pools in warehouses. The committee is in the thought process. Concept only yet; details will come later..

Membership information: 251,940 membership. Retention. Both male and females retention 13 and up 50 percent. Retention rate is 56 percent for 12 and unders.

Program Development: This committee is looking at shortening meets. The feeling is we must do more to compete with 60 to 90 minute soccer games, etc.

Introduction: Pete Gannon introduced our own Jim Wood, President of USA Swimming.

Zone Championship coordination committee. John Ferrari resigned as Chair. The situation at Spring 2007 Zones is currently at the National Board of Review.

Technical Committee

Hirschmann reported to the body on behalf of the Technical Committee. The Committee had met on Wednesday in order to consider what recommendations to make to the body. Key officials in the 12 EZ LSC's had been provided background information prior to the time the Technical Committee met.

Conduct of 2008 Meets

Spring 2008 Zone SC Age Group Championship Meet - No action items. Meet was previously awarded to NI/STAR to be held April 3-5, 2008 in Buffalo, NY.

Spring 2008 Speedo Championship Series "Sectionals" - the zone previously agreed to have this meet be LC (since 2008 is an Olympic year) and in a 3 day format (per zone manual) --North and South regions need to caucus separately to review whether to change QT's and/or whether meet remains open to all USA-S registered swimmers. Meets were previously awarded to North MR/LIAC March 6-9, 2008 at Nassau County and South PVS/CUBU March 13-16, 2008 at University of Maryland in College Park, MD.

After caucuses, the following decisions were reported to the zone.

North announced they would make no change in QT's and meet will now be limited to athletes registered in the only EZ. (both North and South regions) - (no longer open)
South announced they would make no change QT's and meet will remain open to non-EZ USA-S registered swimmers.

Summer 2008 Speedo Championship Series "Sectionals" Meet previously awarded to MA/CAT July 17-20, 2008 at Pennsylvania State University-- Zone agreed goal will be to have 2400/2500 entries (including time trials and relays) - To achieve this goal the following steps will be taken in the following order until it is judged the goal of 2400/2500 entries is expected to have been achieved.. (1) estimate by how much meet attendance will change due to change in venue and other factors after reviewing prior attendance figures and then consulting appropriate LSC's and clubs. (2) add bonus events according to the following rule 1 events gets 1 bonus event, 2 or more events gets 2 bonus events (so long as max per day and per meet is not violated). (B time standard - QT for bonus events is to be included) and (3) allow non- EZ teams to request invitations on a first come- first served basis.

Summer 2008 Zone LC Age Group Championship Meet - as decided at special meeting in Buffalo on August 10, meet will now be held at Montgomery Aquatic Center/Rockville Municipal Center on August 6-9, 2008 - The site for the 13/Over and Finals session will now have somewhat less deck/spectator space than site for meet originally bid - also 12/Under session must be completed within pool rental time constraints - the zone agreed Technical should review QT's for events with seven heats or more in 2007 with goal of having seven heats in those events in 2008. (This was also goal for 2007 - nevertheless many events had more.) The zone agreed to defer discussion of possibility of allowing SC QT's into meet until at least 2009. It was explained to zone that 2008 would not be a good year to try out new QT's -- given importance of not having meet being bigger than desired.

Motion made to review the qualifying times. Motion passed.

Requirement to Enter Meet with Best Times -- Hirschmann added one item to the agenda. He recommended that the zone address this in light of legislation (item R-6) the House of Delegates would be considering the following day. The change would apply to the technical rules of Sectional meets and Summer LC Zone meet. If R-6 passes (which would remove the requirement that swimmers enter an event with their fastest achieved time) - future meet announcement will include for above meets that swimmers must enter individual events with fastest achieved time during the qualifying period. Two exception would be permitted (as are also applicable at national championship meets) - relays may enter at the qualifying time and swimmers entered in 800/1000 or 1500/1650 free on the same day as entered in another individual event may enter at the meet qualifying time.

Setting Dates for 2009 Meets

The 2009 dates for the zone meets were agreed to as follows --

2009 Spring Zones - Thurs/Sat April 2-4, 2009 (zone manual requires that it conclude no later than the first Sunday in April.)
2009 Summer Zones - Wed/Sat August 12-15, 2009 (as provided for in the zone manual.)

Speedo Championship Series "Sectionals" -- Zone was reminded that at the Spring 2007 zone meeting, the possibility of holding Sectionals later was proposed because of the absence of a USA-S championship type meet in late March/early April timeframe. The meet will return to SC 3 day format since 2009 is a non-Olympic year.
Therefore, the regions might want to take this into consideration in setting their dates for 2009..The dates for meets decided by two regions after caucus were subsequently reported back as:

North - (Thurs/ Sun) March 12-15, 2009
South - (Thurs/ Sun) March 26-29, 2009

Speedo Championship Series "Sectionals" -- Zone in May had been asked to consider having Summer Sectional a few weeks later in order to allow for longer training season - particularly for swimmers and teams training in the more northern part of the zone where the school year goes later. The dates for 2009 meets to held by USA Swimming were only recently determined. The body was informed the US Open LC meet would be August 4-8, 2009 and National Juniors would be held August 10-14, 2009 - this is 6 days later than the meets were held in 2008. (Nationals in 2009 will be held July 7-11 as a selection meet.)

The chair initially proposed July 23-26, 2009 as date for the zone to consider in order to start discussion - Jim Wood proposed to the body August 13-16, 2009 as alternate date - this would be the same weekend at National Juniors and the Eastern Zone Meet conclude. After it was pointed out that meet prior weekend would be a US Open rather than National Championship Meet in 2009 - Wood proposed a new alternate date: August 6-9, 2009. (Wood indicated an important consideration would be to be able to take his athletes to just Sectionals -- he would skip Juniors - but would not skip Nationals for his athletes who qualified for that meet.) Straw vote was conducted with dates of July 23-26 and August 6-9 as the two alternatives. Result of straw vote was to have the meet (Thurs/Sun) August 6-9, 2009. (July 23-26 date received two votes.)

Awarding of Meets -- Zone agreed in response to a proposal from the chair to defer until May making awards for all five meets to be held in 2009. It was hoped by deferring action, more bids might be received as additional venues determine if their sites would be available on the date(s) desired by the zone.

Zone did agree to allow those planning to bid for meets to announce their intent.

Two planned bids were announced. -

Northern Speedo Championship Series SC Meet - Harvard University - March 12-15, 2009
Spring SC Zone Age Group Championship Series - Niagara Rochester Webster Facility. Stated have possibility of using 10 lanes (rather than 2 8 lane pools)) April 2-4, 2009.

The body was encouraged to make known ASAP any other bids they plan to make for the five meets awarded by the zone. They would be posted to the Eastern Zone website. Awarding of meets would be done by the zone at its meeting in May 2008.

Motion made. Passed.

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Report from Officials Chair (tomorrow)

Athlete Rep report" (tomorrow)

Elections: Elections for Non-Coach Zone Director , Technical Planning Chair, and Age-Group Planning (for endorsement only as this later position is appointed by the President of USA Swimming.)

Pete Barry was nominated for Technical Planning Chair.(AM)
JoAnn Faucett (AD) and John Hirschmann (PV) were nominated for Non-Coach Director.

Motion made and seconded to adjourn at 8:45.




Meeting called to order at 3:32pm Friday, September 28 by Pete Gannon

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Attendance sheets were passed; in attendance were the following:

Adirondack: Kim Crounse, JoAnn Faucett, Kara Zebrowski, Brendan Smith, Dave Burns, Jerry Adams
Allegheny Mountain: Jamy Pfister, Michael Ginsberg, Kaitlene Molloy, Laura Hartmon, Donna Beyerl, Pete Barry, Don Wagner, Pete Gannon
Connecticut: Bill Krumm, Christine Pelham, Mike Ferraro, Judy Snow, Ellen Johnston, Dana Gnerre, Stuart Ainsworth, Leanne Spletzer, Jeff Allen, Haylie Smith Maine: Steve Alcaide
Maryland: Sheryl Lepisto, Pat Kaplan, Linda Sue Lottes, Morgan Joseph, Andrew Barranco, Scott Ward
Metropolitan: Mary Fleckenstein, Barry Roffer, Monique Grayson, Bob Vializ, Brian Brown, Bea Hartigan, Erin Kiernan, Chris Fenigan
Mid-Atlantic: Mike Seip, Fred Killian, Greg Fastrich, Cecil Gordon, Dale Petranech, Matt Sprang, Kristen McCandless, Stephanie Rozick, Brad Bowser, John Carroll, Dick Shoulberg, Cherita Gentilucci, Patric Mills, George Breen, Mike Gobrecht
New England: Priscilla Davis, Mary Riddell, Sherry Wingfield, Matt Craven, Claire Foster, Isabelle Frazer
New Jersey: Roger Ridenour, Jim O'Neill, Jim Sheehan, Greg Eggert, Eric Fucito, Ed Miller, Ed Dellert, Kip Mein, Jim Wood, Becca James, Tom Speepling, Stephanie Crofton, Henry Fryczynsk, Bill Deatley, Jordan, Lieberman
Niagara: Paul Crest, Barb Paradis, Marcy Callan, Deborah Burke, Kendra Bush, Eric Stimpson, Ricky Hennahan, Shawn Parkhurst
Potomac Valley: Ronald Whalen, Bill Marlin, Carrie Tupper, Janet Auger, Greg York, Mark Faherty, Austin Auger, John Ertter, Riley Eaton, Ward Foley, Art Davis, Arthur Lopez, Sumie Emory, Bill Stephens, Arvydas Barzdukas, Boots Hall, Paris Jacobs, John Hirschmann
Virginia: Mary Turner, Louise Limerick, Walter Smith, Dianne Limerick, David Strider, Mark Bennett, Lee Gibbs, Terry Randolph, Peter Maloney Michael Downs, Paige Endsley, Stuart Ferguson.

Report from the Athlete Representative. Haylie Smith Haylie reported the goals of the athletes as:

:
  1. Increased communication between club team representatives, LSC reps, Zones Reps and AEC Ideas: facebook group or online blog for suggestions, concerns, and updates Importance of keeping updated e-mail lists voting in athlete representatives from each team- Maryland already has system in place, use as model
  2. Increase athletes' knowledge about the role of an athlete representative and programs in the LSC sponsored for athletes such as swimposiums, camps, and clinics

She also reported that at Convention, the athletes participated in a Diversity Outreach clinic and helped promote Make a Splash Foundation, which is a learn to swim program to help prevent children from drowning. They had a leadership seminar from Dwight Stone, who was an Olympian in track and field

Unfinished Business:

Report from the Officials Chairman Jamie Pfister: We are working at upgrading the officials. Introduction of scratch sheets at Zone Meets. Already use them at Sectionals. Upgrading and earlier appointment of Meet Referees. Meet Referees have already been assigned for all 2008 Eastern Zone meets as follows; Fred Killian, Spring Northern Sectional, Bea Hartigan, Spring Southern Sectional, Dick Nelson SC Age Group Champs, John Hirschmann, Summer Supersectional, Michael Downs, LC Age Group Champs.

Pfister made a new proposal for how how key officials for zones would be chosen. Would now be similar to how done for Sectionals Now only Meet Referee chosen by host LSC with recommendation from Jamy.

Proposals for Eastern Zone Age Group Championship Meets that are Qualifying Meets for N2/N3 Observation

Referee selected by: Three People
Officials Chair of LSC hosting the meet
Meet Director of Meet
Eastern Zone Officials Chair

Administrative Referee selected by: Four People
Officials Chair of LSC hosting the meet
Meet Director of Meet
Eastern Zone Officials Chair
Newly selected Meet Referee

Explanation and Purpose: Officials wanting to work the meet in a specific assignment, such as a deck referee, starter and or chief judge will need to submit an application to work the meet in advance. Applications for meet need to follow the same format and procedures as are now used for the Sectional Meets. The Meet Referee, the LSC Official's Chair and the Zone Official's Chair determine cut off dates for assigned officials Officials not requesting specific position will have a later date cut off time.

With the new national certification program for officials (N2/N3) it is important to be able to be assigned the number of required sessions needed to be evaluated for certification purposes. With this requirement, it is impossible to do effectively to do this if only learn of people's requests when they arrive at the meet. Thus, need to have application process in place.

Motion that this be in place in manual. Seconded No discussion. Passed.

Joyce Lamphere gave a report on Scholastic All American. 1287. Largest number. Easstern Zone: 342 successful applicants. 2nd highest Zone in USA

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Elections: -- Pete Gannon opened floor for elections.
Nomination for non-coach Director. Bea Hartigan nominated Walter Smith from VA. Move nominations be closed.

Tech planning chair. Any further nomination? MA Nominated George Breen Nominations closed.

Age-Group Planning:. Deborah Burke from Niagara; Pete Maloney, from VA. Ward Foley from PV, Eric Fucito NJ. Nominations closed.

Ballots collected by Peter Clark.-- Election committee has the votes.

Reports from National Committees

Age Group Planning. Ward Foley. IMX (extreme games) looking for ideas over next 18 months. Coming to house next year with concept and possible funding. Also changing top 16 times endorsed as 10 to 16 single age group. Identifies additional athletes.

Convention Education. Wants evaluation of convention "in toto", including whether it was a good idea to shorten the convention.

Diversity. Summit in Colorado Springs in November. Wants each LSC to send someone or two.

Disabilities: Asking for National Championship to be observed so that times can count for scholastic all American.

Officials: Jim Sheehan spoke about the Officials tracking system going live the week after convention, the new focus on open water, the two DVDs-a new one on Starts and a revised one on Stroke and Turn have been issued; he also told of our close work with the YMCA of the USA.

Greg Eggert. International aim whole world rather than U.S. aims Underwater camera not to be used at Olympics but will be used at SC Nationals in Atlanta/

Times: Terry Randolph. 1. NCAA times will only go into swims if the meet is observed. 2. Times from High School are not to be attached to individual clubs.

Rules: Arvydas Bardzukas 50 pages of rule changes. Slight changes in wording of breaststroke rule. Change in requirement for submission of best times for national meets. Policy manual items to be removed to the Policy Manual. Water depth changes. Several changes for LSC reporting requirements. Action items: LSCs 90% vote. 20 percent rep by athletes on every committee etc at the LSC level. LSC BOR mandated on any panel hearing a case.

No further reports

New Business. Paris Jacob. The Spring Eastern Zone Meeting will take place on May 3-4, 2008 at the Reston (VA) Hyatt. Dulles is the closest airport. There is transportation to the hotel.. Packets handed out one per LSC.

Bill Marlin. Passed out handouts for housing arrangements for 2008 Eastern Zone LC Age Group Meet. Provided from Conference and Visitors Bureau of Montgomery County (MD), Inc information on hotels. Provided website address where this information is available. Need to make reservations by July 1st. Concern expressed teams will not know how many rooms they need until after this date - given can qualify until early August.

Election results:

Elected Tech Planning: Pete Barry

The needs to be a run-off election for two positions.

Zone Director: Faucett and Smith
Age-Group: Facito and Foley.

Results of run-off election:

Zone Director: JoAnne Faucett
Age-Group: Ward Foley.

Motion to destroy the ballots - made, seconded and passed.

New Business

Jamy Pfister: Advised the zone that she planned to make a proposal that an addition to LSC Manual (with change to 15 days as deadline to appeal to BOR) be made on how to handle protests at Zones. This will be discussed at the May meeting. Proposal attached.

Zone banner. The secretary/treasurer should keep the banner. The zone banner would be presented to the winning team at the meet - but then immediately returned so as to assure it would again be available for presentation at the next meet. It should be returned to her after each zone meet. Names of the winning team should be added. The banner is currently in Buffalo as they have had three zone meets in a row. Boots Hall should remind them to return the banner to her. Motion was made to adjourn. Passed.

Meeting adjourned at 4;45pm

Respectively submitted.

"Boots" Hall
Eastern Zone Secretary-Treasurer