Regular Meeting of the Executive Board of Directors

Niagara LSC

VIRTUAL MEETING -- ZOOM

October 16, 2023, 8:30pm

Agenda:

• Call to Order 8:34PM
• Roll Call (see attendance chart)
• Approval of Agenda - approved with additional item added to New Business: Spring HOD Date
• Approval of Minutes - held until November meeting (incomplete)

• Old Business

• Fall HOD Draft Minutes (not for approval - just review for accuracy.

• New Business

• Coach Training Reimbursement Request. Motion to approve the coach training request, despite not receiving EC approval prior to attending the event. Dani motioned, Will seconded. Jim and Bob abstained. Motion carried. M/S/C.

• Club Registration Fees - Fines for non-HOD attendance.

Motion to charge a fine of only $50 to any club that a) would be subject to the non-HOD attendance fine under the current P&P, and b) was assessed a $100 fine in 2022-23 based on not attending the Fall 2022 HOD meeting. Clubs that registered after 10/2/22 for the 22-23 were charged a $100 fine if they did not have representation at the Fall 2022 HOD. Revised P&P (Spring 2023 HOD) states that a club will be fined if they fail to attend at least one HOD in the prior fiscal year. Some clubs would be penalized for not attending the Fall 2022 HOD twice. 18 clubs did not attend either meeting last year, only 1 registered prior to 10/2/22.

                        Paul motioned, Dani seconded. Discussion. Will motioned to make an amendment. Courtney seconded. Amended motion: Propose no fine for anyone who did not attend the Fall HOD, but fine as stated for those clubs that do not attend the Spring HOD.

                Discussion: Paul clarified this has nothing to do with the Fall HOD that occurred October 2023. This has to do with the 18 clubs that were already charged for not attending either Fall or Spring last year, and who, based on the newly approved fine structure approved at this year’s HOD, would be subject to yet another fine due to the timing of the new rule in place.

                Will withdrew the amended motion. Call to question for the initial proposed motion.

                Paul made a motion to amend the initial proposal:

Motion to charge a fine of ZERO dollars ($0) to any club that a) would be subject to the non-HOD attendance fine under the current P&P, and b) was assessed a $100 fine in 2022-23 based on not attending the Fall 2022 HOD meeting. Will seconded the amendment. Motion carries. M/S/C. Call to question for the amended motion. Paul motioned. Jim seconded. Motion carries. M/S/C.

• Niagara Swimming Pool banners

STAR (TJ Day) offered to purchase a pool length banner for Niagara Swimming to be used for championship meets. To be discussed offline for next steps (Will took action.)

• Executive Committee Planning Calendar (Will) - presented the use of a Google calendar for ALL Niagara related items, deadlines, committee actions, etc. Served as FYI for the EC with a plan to send the calendar out by our next EC meeting.

• BoardSource Evaluation Surveys. Need to identify a two-week window to complete the self-evaluation surveys. Mike took the action to discuss with Marci/Governance Chair, or potentially Cindy Jarvis (HAWK) as an outside EC person to guide and oversee the process.

• Set Dates

• Spring House of Delegates Meeting: Saturday, May 4, 2024 (Star Wars theme?)
• Next EC Meeting: November 20, 2023; December 18, 2023.

Reports of officers, committees and coordinators:

• General Chair – Michael F. Switalski – No Report
• Admin Vice Chair – Will Chidsey  – No Report
• Senior Vice Chair – Peter Koenig/Anna LaPoint – No Report
• Age Group Vice Chair – Danielle Andalora  – No Report
• Finance Vice Chair – Zach Gaskill – No Report
• Treasurer – Paul Cary  – Report and Financials

• How to read financial statements

• Sr. Coach Rep – Mike Giancarlo  – No Report
• Jr. Coach Rep – Tom Steuer – No Report
• Sr. Athlete Rep – Elle Noecker – No Report
• Jr. Athlete Rep – Peter Peyser  – No Report
• Safety Committee Chair – Leo Gibbons – Safety Report
• Tech Planning Chair – Charlie Schutt  –  No Report
• Officials Chair – Bob Nicita – No Report        
• Diversity Chair – Unfilled – No Report        
• Disability Chair – Courtney Christ – No Report
• Athlete Wellness Committee – Jim Stromski  – No Report  
• Sanctions Manager - Rick Aronberg – No Report
• Office Manager –Deborah Bourke  – No Report
• Zone Team Manager - Taylor Yim – No Report

Meeting adjourned at 9:29 PM.

Niagara LSC Board of Directors Meeting Attendance Record for

October 16, 2023

UPCOMING MEETINGS

• EC - November 20, 2023 @ 8:30pm via ZOOM
• Spring HOD - Saturday, May 4, 2024

2022-2023 -- RESOLUTIONS

September 2022

   0.     R0 - September 12, 2022 – To approve reimbursement for EAST coach training for ESSC Clinic October 2022 - unanimous by email.

November 2022

1. R1 - November 2, 2022 – To approve banking change  – unanimous by email.
2. R2 - November 11, 2022 – To accept proposed changes to the Finance portion of P&P - M/S/C.
3. R3 - November 11, 2022 – To approve proposed new budget lines and approve outstanding reimbursement of Fall HOD Award expenses. M/S/C.

December 2022

4.        R4 - December 18, 2022 – To approve reimbursement to FAST for Coach Training related to Tritonwear investment. M/S/C.

5.          R5 - December 18, 2022 – To approve the BAAC full reimbursement request for the LSC LC Championship Meet July 2022. M/S/F.

6.        R6 - December 18, 2022 – To approve a revised EBoD suggested proposal to offset BAAC’s losses from the LSC LC Championship Meet July 2022 by 50%. M/S/C.

7.    R7 - December 18, 2022 –  To approve revisions in ByLaws regarding Organization membership specific to League membership to be inline with USA Swimming voting processes. M/S/C.

8.    R8 - December 18, 2022 – To approve the job postings to address the Business Manager vacancy and associated compensation structure. M/S/C.

9.    R9 - December 18, 2022 – To approve use of investment funding to increase the budget line available for Coaches Education. Further research needed by the Finance Chair/Treasurer. Tabled.

10.  R10 - December 18, 2022 – To approve revisions to the Niagara P&P reflecting format cleanup and modernization. M/S/C.

11.  R11 - December 18, 2022 – To approve increasing budget lines 4041 and 5320 by $3242.87 to address Coach training requests against Coach Education budget. M/S/C.

12.  R12 - December 18, 2022 – To approve five positions to attend the Workshops in Denver CO in April. M/S/C.

13.  R13 - December 18, 2022 – To approve the

14.  R14 - December, 18, 2022 – To approve a proposal that all meet sanctions be applied for only via SWIMS 3.0 effective January 1, 2023.  M/S/C.

January 2023

15.         R15 - January 22, 2023  – To form a Social Media Committee responsible  – M/S/C.

February 2023

16. R16 - February 19, 2023 - To approve Safe Sport Chair and General Chair to both attend the USA Swimming Workshop in Denver, CO and arrive a day early to attend Safe Sport Conference. - M/S/C.  

17. R17 - February 19, 2023 - To approve Admin VC as temporary Chair of the Social Media Committee. - M/S/C

18. R18 - February 19, 2023 - To approve Niagara covering travel for Marci Callan to attend the USA Swimming Workshop in Denver, CO as recommended by USA Swimming for her National Committee capacity (CAC).

March 2023

R19 - March 20, 2023 - To bring Darren Treadway as a guest presenter to the Spring HOD regarding youth sports organization resources in WNY. M/S/C.

R20 - March 20, 2023 - To financially support a total of two (2) athletes attending the Denver USA Swimming Workshops in April. M/S/C.

R21 - March 20, 2023 -

April 2023

R22 - April 24, 2023 - To approve the budget to send Mike Switalski as GC to Colorado for the ABM September 21-23, 2023. M/S/C.

R23 - April 24, 2023 - To approve the members of Niagara LSC who will be our voting delegates for the ABM in September: GC, AGVC, Officials Chair, and second coach TBD. M/S/C.

May 2023

R24 - May 22, 2023 - To propose a spending cap of $8,000 for the Athlete Leadership Retreat hosted by Maine Swimming at Colby College, June 22-25, 2023. Inclusive of travel and coaching stipend. M/S/C.

R25 -  June 1, 2023 - To approve increase to Athlete Leadership Retreat in Maine funding to a maximum of $15,000 due to coach bus expenses  – unanimous by email.

R26 -  May 22, 2023 - To approve budget amendments to properly charge out Denver Workshop expenses. M/S/C.

R27 - May 22, 2023 - To approve Sexual Harassment Policy revisions in concordance with NYS boilerplate document and post revised version on the Governance portion of Niagara’s website. M/S/C.

R28 - May 22, 2023 - Proposal to institute a re-vote for the Junior Athlete election due to an incorrect voting collection process to ensure a fair and accurate vote. M/S/C.

June 2023

R29 - June 19, 2023 - To approve Brianna Caferelli and Dominic Falbo as the Athlete at Large reps for Niagara for a one year appointment, as nominated by General Chair. M/S/C.

R30 - June 19, 2023 - To approve General Chair contacting Governance Chair regarding next steps for LEAP process; if not resolved by July 3, 2023, Secretary will take over scheduling duties and spearheading LEAP renewal process. M/S/C. 

R31 - June 19, 2023 - To approve the date for Fall HOD to be Sunday, October 1, 2023. General Chair to determine and book location as appropriate. M/S/C.

R32 - June 19, 2023 - To approve entering into closed session to discuss a personnel matter. M/S/C.

July 2023

R33 - July 17, 2023 - To approve the P&P changes that reflect the revised check receipt process between Admin Manager and Treasurer. M/S/C.

R34 -  July 17, 2023 -  To approve revisions to the Zone P&P reflecting the new Zone Team Manager role and appropriate clarification of roles and responsibilities as well as clean up of acronyms, etc. M/S/C.

R35 - July 17, 2023 - To approve $1,000 budget per person for travel for our two Mighty Mid Workshop participants (TBD) in Colorado Springs, November 2023. M/S/C.

R36 - July 17, 2023 -  To approve Tech Planning communicating out to winning meet hosts for Niagara meets the opportunity to use Niagara social media to communicate meet operations and other pertinent information, as appropriate. M/S/C.

R37 - July 17, 2023 - To hold an Exec Committee meeting in-person in August rather than via zoom, provided we can obtain a quorum and secure a meeting location. M/S/C.

August 2023

R38 - August 21, 2023 - To subscribe to a one year membership to the BoardSource Board Support Program at a cost of $750 and conduct a Board Self Assessment beginning October 1, 2023. M/S/C. 

September 2023

R39 - September 18, 2023 - Motion to approve all P&P items remaining in the voting block ahead of Fall HOD. M/S/C.

R40 - September 18, 2023 - Motion to approve pulled item 205.8.B. for discussion. M/S/F.

R41 - September 18, 2023 - Motion to approve pulled item 10b for discussion. Proposal to adjust budget language to be a soft cap for both AG and Senior EZ Long Course meet reimbursement. M/S/C.

R42 - September 18, 2023  - Motion to approve pulled item regarding USA Swimming representation as originally submitted (no change to initial proposed verbiage). M/S/C.

R43 - September 18, 2023 - All coach training requests approved as submitted. M/S/C.

R44 - September 18, 2023 - Motion to approve new process for adding committee meetings to Niagara website calendar. M/S/C.

R45 - September 18, 2023 - Motion to approve a late fee for clubs that turn in meet results files past the 10 day window. M/S/C.

R46 - September 18, 2023 - Motion to approve the donation of Niagara’s surplus laser printer to be offered at HOD. M/S/C.

R47 - September 18, 2023 - Motion to go into closed session to discuss a legal matter. M/S/C.

October 2023

R48 - October 16, 2023 - Motion to approve the coach training request, despite not receiving EC approval prior to attending the event. M/S/C.

R49 - October 16, 2023 - Motion to charge a fine of ZERO dollars ($0) to any club that a) would be subject to the non-HOD attendance fine under the current P&P, and b) was assessed a $100 fine in 2022-23 based on not attending the Fall 2022 HOD meeting. M/S/C.

November 2023