| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z | AA | |
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1 | KEY: BOD=Board of Directors P&P=Policies and Procedures GD=Governing Document; MONTH: 1=Jan; 2=Feb; 12=Dec; etc. PRIORITY: 1=MUST do's (A legal or USA Swimming requirement) 2=SHOULD do's (There may not be immediate negative consequences, but there will be over time if not done) 3=NICE to do's (Helpful but not necessarily needful) | ||||||||||||||||||||||||||
2 | Last Update: 5/24/2023 (Next ID: 462) | Date Related Info | Reference Related Info | ||||||||||||||||||||||||
3 | ID | Task | Lead Person (in many cases may assign to a designee) | To Do Month/ Deadline | Flexible Date? | Frequency | Prior-ity | Reference: GD | Reference: Topic or Policy | GD Reference # | State of the LSC report? | ||||||||||||||||
4 | 352 | Determine gameplan for next year Swimposium and Award Committees. Who will chair the committees? When will they form? etc. Is a date selected and facility secured? Is the date posted on the UTSI website? | Admin Vice Chair | 1 | y | annually | 2 | P&P | #50 Committees | 6.1 & 6.2 | |||||||||||||||||
5 | 379 | Provide oversight for committees within your division. See that all duties and responsibilities are properly and promptly carried out. | Admin Vice Chair | 1 | Y | annually | 2 | #1 UTSI Admin Overview chart | #50 Committees | ||||||||||||||||||
6 | 399 | Review the Club Showcase information in policy #120 (Succession Planning) and make a plan to ensure it happens over the next year. | Admin Vice Chair | 2 | Y | annually | 2 | P&P | #120 Succession Planning | ||||||||||||||||||
7 | 159 | Identify LSC members whom UTSI will be sending to convention, zone workshop, or other USA Swimming or Zone event. (Including the Zone Business Meeting at the Age Group Zones Meet.) There they will likely receive information that would be good to share with LSC members. How will this be done so that more than just 1 person benefits? Determine with the attendee(s) how the information they receive will be shared with other members of the LSC. For example, will they give a written or verbal report at board meeting? Will they send an email out to LSC coaches, officials, athletes or other groups? Will athletes report to the Athlete Committee? How can they help multiply the good of what they receive by sharing it with others in the LSC? | Admin Vice Chair | 3 | y | seasonally (Spring & Summer) | 2 | LEAP | Programming | R1 | |||||||||||||||||
8 | 233 | If needed, recruit new potential Committee Members and submit names to General Chair | Admin Vice Chair | 3 | y | annually | 2 | P&P | #50 Committees | Support | |||||||||||||||||
9 | 141 | At least annually in the spring, the Admin Vice Chair will work with the Sanctions contractor to thoroughly review policy #601 (Sanctions) along with all information presented and posted on the UTSI Sanctions page and update as needed. (Policy updates require board approval.) Ensure that all forms and documents listed in Section 10 of the policy are current or updated as needed. Also, ensure current compliance with all stipulations of sections 11 (Notification) and 12 (Distribution and Policy Updating) of the Sanctions policy. | Admin Vice Chair | 3 | y | annually | 1 | P&P | #601 Sanctions | 13.5 & 13.6 | |||||||||||||||||
10 | 62 | Is the LSC compliant with the LEAP requirements? If not, work with the LEAP Coordinator and make a plan to become so. | Admin Vice Chair | 4 | y | annually | 1 | Affiliation Agreement | Governance | 3.(d) Governance | |||||||||||||||||
11 | 64 | Is the LSC compliant with the LSC Membership Payments as stated in the Affiliation Agreement between UTSI and USA Swimming? If not, make a plan to become so. | Admin Vice Chair | 4 | y | annually | 1 | Affiliation Agreement | Membership | 5. LSC Membership Payments | |||||||||||||||||
12 | 156 | Your position has assignments to fulfill LEAP requirements by an established deadline. Look ahead in your position's LTC list. Set up a gameplan so you can fulfill your LEAP responsibilities by the scheduled deadlines. Ask your board partner or the Secretary/Treasurer if you have questions. | Admin Vice Chair | 4 | y | Bi-annually (odd years) | 2 | LEAP | LEAP | Support | |||||||||||||||||
13 | 220 | Review policy #50 (Committees). Give the policy to all committee chairs and members within your administrative responsibility who are not also board members. Ask them to review, follow, and give feedback to update. | Admin Vice Chair | 4 | y | annually | 2 | P&P | #50 Committees | 15.6 | |||||||||||||||||
14 | 384 | Review policy #101 (Awards) and establish a current calendar of pertinent dates and deadlines | Admin Vice Chair | 4 | y | annually | 2 | P&P | #101 Awards | 9.1 | |||||||||||||||||
15 | 100 | Before June 1, each year the Administrative Vice Chair or designee will review policy #100 (Registrations), especially fee section and any processes and notify the Governance Committee Chairperson of any needed changes. Coordinate with the Registrar Contractor to ensure this happens. | Admin VIce Chair | 4 | y | annually | 2 | P&P | #100 Registrations | 11.3 | |||||||||||||||||
16 | 65 | Is the LSC compliant with the Meet Sanctions section of the Affiliation Agreement between UTSI and USA Swimming? If not, make a plan to become so. May work with Sanctions contractor to ensure compliance. | Admin Vice Chair | 4 | y | annually | 1 | Affiliation Agreement | Meet Sanctions | 6. Meet Sanctions | |||||||||||||||||
17 | 98 | Work with the Times Contractor to review and update policy #152 (Records) as needed | Admin Vice Chair | 4 | y | annually | 2 | P&P | #152 Records | 9.1 | |||||||||||||||||
18 | 310 | At least annually, the Admin Vice Chair and Finance Chairs will review policy #410 (Independent Contractors) and ensure needed updates and changes are made with board approval. The Admin Vice Chair is the lead person in this process. | Admin Vice Chair | 5 | y | annually | 2 | P&P | #410 Independent Contractors | 11.2 | |||||||||||||||||
19 | 95 | Check with the Times Contractor. Ensure Certificates of Achievement were sent to swimmers who achieved Short Course Times of Record (Deadline: Sept. 1st) | Admin Vice Chair | 5 | y | seasonally | 2 | P&P | #152 Records | 8.2 | |||||||||||||||||
20 | 91 | Activate the Awards Program Committee. Oversee timely Calls for Nominations for UTSI Awards. | Admin Vice Chair | 6 | y | annually | 1 | P&P | #101 Awards | 9 | |||||||||||||||||
21 | 460 | Are the Swimposium and Awards Banquet plans "on track." Does the committee want to take advantage of "face time" during the long course championship meet(s) to advertise or recruit help? | Admin Vice Chair | 6 | y | seasonally | 2 | ||||||||||||||||||||
22 | 68 | Share UTSI Independent Contractor job descriptions with board members to help increase shared understanding of "Who does what" within the organization. | Admin Vice Chair | 7 | y | Bi-annually (odd years) | 2 | LEAP | Programming | R7 | |||||||||||||||||
23 | 158 | Identify LSC members whom UTSI will be sending to convention, zone workshop, or other USA Swimming or Zone event. (Including the Zone Business Meeting at the Age Group Zones Meet.) There they will likely receive information that would be good to share with LSC members. How will this be done so that more than just 1 person benefits? Determine with the attendee(s) how the information they receive will be shared with other members of the LSC. For example, will they give a written or verbal report at board meeting? Will they send an email out to LSC coaches, officials, athletes or other groups? Will athletes report to the Athlete Committee? How can they help multiply the good of what they receive by sharing it with others in the LSC? | Admin Vice Chair | 8 | y | seasonally (Spring & Summer) | 2 | LEAP | Programming | R1 | |||||||||||||||||
24 | 185 | Prepare Member Recognition report as required by LEAP and give to Secretary/Treasurer. It may be based on awards previously given. | Admin Vice Chair | 8 | y | Bi-annually (odd years) | 2 | LEAP | Programming | R10 | ? | ||||||||||||||||
25 | 188 | After consulting with other board members and staff, describe how the LSC supports participation of its members in USA Swimming events, clinics, and programming, either virtual or in-person at the Region, Zone and National level (RCC, Convention, USA Swimming committee participation, LSC Coach Mentorship Grant Program, She/We Lead, Etc.) Give report to Secretary/Treasurer | Admin Vice Chair | 8 | y | Bi-annually (odd years) | 2 | LEAP | Programming | C5 | * | ||||||||||||||||
26 | 227 | Ensure that Award recipients are notified and invited to Awards Banquet. | Admin Vice Chair | 8 | y | annually | 2 | P&P | #101 Awards | Support | |||||||||||||||||
27 | 228 | Ensure Awards are ordered for Award recipients. | Admin Vice Chair | 8 | y | annually | 2 | P&P | #101 Awards | Support | |||||||||||||||||
28 | 243 | Have each committee chair in your division list and describe the initiatives/projects from the Strategic Plan that their committee is working to achieve. Turn reports in to the board and Secretary/Treasurer. (If needed, see the chart in policy 1a for committees within your division.) | Admin Vice Chair | 8 | y | annually | 3 | LEAP | Governance | A8 | * | ||||||||||||||||
29 | 307 | Annually the Admin Vice Chair will review policy #410 (Independent Contractors) and the current contracts and note any upcoming expirations dates. | Admin Vice Chair | 8 | y | annually | 1 | P&P | #410 Independent Contractors | 10.1 | |||||||||||||||||
30 | 308 | Annually the Admin Vice Chair and Finance Chair or designees will hold contract negotiation meetings with each Independent Contractor. | Admin Vice Chair | 8 | y | annually | 1 | P&P | #410 Independent Contractors | 10.2 | |||||||||||||||||
31 | 202 | Work with Member Communications Contractor to coordinate the preparation of the Communication Narrative Section for LEAP. Write or solicit help writing a report which fulfills the requirement. | Admin Vice Chair | 8 | y | Bi-annually (odd years) | 2 | LEAP | Communications | Narrative Section | |||||||||||||||||
32 | 30 | Inform the person processing registrations of policy #100 (Registrations) as well as the need to follow policy instructions and the Registrations Checklist when processing registrations and preparing information for publication or distribution. | Admin Vice Chair | 8 | n | annually | 1 | P&P | #100 Registration | 10.2 | |||||||||||||||||
33 | 44 | Annually, before September 1 the Administrative Vice-Chair, or designee will ensure all registration information on the website is current, easy to read, and congruent with current USA Swimming and Utah Swimming rules and policy, especially #100 (May solicit help of Registrar contractor). | Admin VIce Chair | 8 | n | annually | 2 | P&P | #100 Registrations | 11.2 | |||||||||||||||||
34 | 294 | Before September 1, each year the Administrative Vice Chair or designee will notify all club contacts of the club and other registration process including opening date, fees, deadlines, and a link to the membership and registration information available on the UTSI website as well as any other information they will need to successfully navigate the annual USA Swimming registration process. (Coordinate with Registrar Contractor.) | Admin VIce Chair | 8 | n | annually | 2 | P&P | #100 Registrations | 10.1 | |||||||||||||||||
35 | 147 | Annually, review policy #621 (Scheduling) and update as needed, with board approval. Work with Sanctions Contractor. | Admin Vice Chair | 8 | y | annually | 2 | P&P | #621 Scheduling | 7.2 | |||||||||||||||||
36 | 192 | Work with Sanctions Contractor to create a report that describes how the LSC facilitates, partners with teams, and/or removes barriers for alternative meet format participation. Give report to Secretary/Treasurer. | Admin Vice Chair | 8 | y | Bi-annually (odd years) | 2 | LEAP | Programming | C9 | * | ||||||||||||||||
37 | 1 | After HOD elections, work with Registrar contractor to ensure any members of the board and the ARB (Administrative Review Board) who are not current members of USA Swimming get registered. | Admin Vice Chair | 9 | y | annually (After HOD) | 1 | Bylaws | Officers & Directors -- Administrative Review Board | 6.3 -- 13.2.3.C | |||||||||||||||||
38 | 96 | Check with the Times Contractor. Ensure Certificates of Achievement are sent to swimmers who achieved Long Course Times of Record (Deadline: Dec. 31st) | Admin Vice Chair | 9 | y | seasonally | 2 | P&P | #152 Records | 8.2 | |||||||||||||||||
39 | 461 | Are the Swimposium and Awards Banquet plans "on track." Troubleshoot and problem solve with committee chairs as needed. | Admin Vice Chair | 9 | y | seasonally | 2 | ||||||||||||||||||||
40 | 204 | Announce annual award recipients on UTSI website NOTE: May not want or be able to include current year recipients in the State of the LSC Report if it's released before the Awards Banquet. May include previous year recipients | Admin Vice Chair | 10 | y | annually | 3 | P&P | #101 Awards | Support | * | ||||||||||||||||
41 | 230 | Secure USA Swimming funding for Swimposium every three years (Received funding in 2016 & 2019) Apply for funding after the funded Swimposium. Check with USA Swimming LSC Development department to find out who to talk to about it. | Admin Vice Chair | 10 | y | Every 3 years (from 2019) | 2 | None | Swimposium | Support | |||||||||||||||||
42 | 333 | Review Website Management Table located in policy #450 (Website and Media) with applicable committee(s.) Then, ensure assigned sections of the UTSI website are reviewed for current relevancy and accuracy. Ensure updates occur as needed. | Admin Vice Chair | 10 | y | annually | 2 | P&P | #450 Website and Media | 10.3 | |||||||||||||||||
43 | 142 | After USA Swimming and Utah Swimming House of Delegates meetings, the Admin Vice Chair will work with the Sanctions Contractor to see if any changes were made that apply to Sanctions and update materials accordingly. Admin Vice Chair will also inform those who manage the sanctioning process for the LSC accordingly. | Admin Vice Chair | 10 | y | annually | 1 | P&P | #601 Sanctions | 13.7 | |||||||||||||||||
44 | 92 | Review policy #101 Awards for accuracy. Seek input from others and update as needed with board approval. | Admin Vice Chair | 11 | y | annually | 2 | P&P | #101 Awards | 11 | |||||||||||||||||
45 | 322 | Annually, the Administrative Vice Chair will 1) Distribute policy #450 (Website and Media) to UTSI board members and relevant workers. 2) Instruct them in their website and any othe policy related responsibilities, and 3) Ask them to review the Website Management Table and any other relevant parts of the policy. | Admin Vice Chair | 11 | y | annually | 2 | P&P | #450 Website and Media | 9.1 | |||||||||||||||||
46 | 137 | Annually, the Administrative Vice Chair will verify that Document Retention policy has been shared with UTSI legal counsel | Admin Vice Chair | 12 | y | annually | 2 | P&P | #401 Workforce | 9.3 | |||||||||||||||||
47 | 312 | Work with the LSC Travel Specialist and solicit applications for the Age Group Zone Team Head Coach according to policy #701 (Travel and Select Teams.) Select Head Coach and give names of Head Coach and Team Manager to the Board no later than the February Board Meeting. | Age Group Chair | 1 | y | annually | 2 | P&P | #701 Travel & Select Teams | ||||||||||||||||||
48 | 429 | Look ahead. What travel groups or travel reimbursements might happen within your administrative area this year? For example, the Age Group Zones team. Select a team or trip manager for each. Give this person policy #701 and ensure they understand the need to comply with it. Report the name and contact information of the Team Manager to the Board Secretary/Treasurer. | Age Group Chair | 1 | y | annually | 2 | P&P | #701 Travel & Select Teams | ||||||||||||||||||
49 | 234 | If needed, recruit new potential Committee Members and submit names to General Chair | Age Group Chair | 3 | y | annually | 2 | P&P | #50 Committees | Support | |||||||||||||||||
50 | 298 | Ensure feedback is received and recorded during and after the UTAGS Championships. Share with the UTAGS Championship Meet Committee and the Championship Meets Steering Committee Chair. Save for future reference. | Age Group Chair | 3 | n | annually | 2 | P&P | #50 Committees | 9.1.8.3 & 9.3.8.8 | |||||||||||||||||
51 | 356 | Give a Committee Report on the committee(s) you are over during the Mar Board meeting | Age Group Chair | 3 | N | annually | 1 | ||||||||||||||||||||
52 | 163 | Your position has assignments to fulfill LEAP requirements by an established deadline. Look ahead in your position's LTC list. Set up a gameplan so you can fulfill your LEAP responsibilities by the scheduled deadlines. Ask your board partner or the Secretary/Treasurer if you have questions. | Age Group Chair | 4 | y | Bi-annually (odd years) | 2 | LEAP | LEAP | Support | |||||||||||||||||
53 | 223 | Review policy #50 (Committees). Give the policy to all committee chairs and members within your administrative responsibility who are not also board members. Ask them to review, follow, and give feedback to update. | Age Group Chair | 4 | y | annually | 2 | P&P | #50 Committees | 15.6 | |||||||||||||||||
54 | 289 | The Beehive Finale (or equivalent) application and information sheet for long course will be emailed seasonally to UTSI Club Contacts by the Age Group Chair or designee. | Age Group Chair | 4 | y | seasonally | 2 | P&P | #605 Beehive Finale | 8.1 | |||||||||||||||||
55 | 290 | Post a news item on the website soliciting bids and sharing links to both the bid application and information sheet for Beehive Finale LC. | Age Group Chair | 4 | y | seasonally | 3 | P&P | #605 Beehive Finale | 8.2 | |||||||||||||||||
56 | 300 | If you have administrative responsibility for a Long Course State meet, ensure feedback is received and recorded during and after the meet. Share with the Long Course State Meet Committee and the Championship Meets Steering Committee. Save for future reference. | Age Group Chair | 7 | n | annually | 2 | P&P | #50 Committees | 9.1.8.3 & 9.4.8.8 | |||||||||||||||||
57 | 376 | Work with the Age Group and Championship Meet Steering Committees to evaluate Age Group Championship Time Standards. Committee needs to update and submit new time standards before the fall HOD meeting. | Age Group Chair | 7 | n | annually | 1 | P&P | #630 Meet Operations | Time Standards | |||||||||||||||||
58 | 173 | List the Athlete Development programming offered/supported by the LSC in the past two years. Share with the board and give to the Secretary/Treasurer. | Age Group Chair | 8 | y | Bi-annually (odd years) | 2 | LEAP | Programming | R4 | * | ||||||||||||||||
59 | 194 | Describe the Parent Education programming suppored/offered by the LSC | Age Group Chair | 8 | y | Bi-annually (odd years) | 2 | LEAP | Programming | C10 | * | ||||||||||||||||
60 | 244 | Have each committee chair in your division list and describe the initiatives/projects from the Strategic Plan that their committee is working to achieve. Turn reports in to the board and Secretary/Treasurer. (If needed, see the chart in policy 1a for committees within your division.) | Age Group Chair | 8 | y | annually | 3 | LEAP | Governance | A8 | * | ||||||||||||||||
61 | 325 | At least annually, the Age Group, Senior, Safety, Officials, and General Chairs will review policy #701 (Travel and Select Teams) and ensure needed updates and changes are made with board approval. The LSC Travel Specialist is the lead person in this process. | Age Group Chair | 8 | y | annually | 2 | P&P | #701 Travel & Select Teams | 11.2 | |||||||||||||||||
62 | 287 | At least annually the Age Group Chair will thoroughly review policy #605 (Beehive Finale) along with all related information presented and posted on the UTSI website and update as needed. (Policy updates require board approval.) | Age Group Chair | 9 | y | annually | 2 | P&P | #605 Beehive Finale | 9.2 | |||||||||||||||||
63 | 288 | At least annually, the Age Group Chair will ensure that all forms and other information related to policy #605 (Beehive Finale) that are posted or otherwise distribution, comply with current policy stipulations. | Age Group Chair | 9 | y | annually | 2 | P&P | #605 Beehive Finale | 9.3 | |||||||||||||||||
64 | 421 | With the LSC Travel Specialist, review the Age Group Zones Leadership Task Plans and Deadlines worksheet found in the Appendix of policy #701 (Travel and Select Teams). Make plans to complete your assignments and reports in a timely manner. | Age Group Chair | 9 | y | annually | 2 | P&P | #701 Travel and Select Teams | Select Teams or Groups | |||||||||||||||||
65 | 331 | Review Website Management Table located in policy #450 (Website and Media) with applicable committee(s.) Then, ensure assigned sections of the UTSI website are reviewed for current relevancy and accuracy. Ensure updates occur as needed. | Age Group Chair | 10 | y | annually | 2 | P&P | #450 Website and Media | 10.3 | |||||||||||||||||
66 | 20 | Work with the LSC Travel Specialist and the Age Group Development Committee to set up the selection criteria and process for the Age Group Zone Team participants and leadership. Follow Travel and Select Teams policy #701. Prepare application for Head Coach. Give the Board Secretary/Treasurer the Zones Team Head Coach selection plan including the date the applications will be sent out by and the deadline they must be received. Alllow time so the Zones Team Head Coach and Team Manager will be announced to the board at their February Meeting. | Age Group Chair | 11 | y | annually | 2 | P&P | #701 Travel & Select Teams | ||||||||||||||||||
67 | 285 | The Beehive Finale (or equivalent) application and information sheet will be emailed seasonally to UTSI Club Contacts by the Age Group Chair or designee. | Age Group Chair | 11 | y | seasonally | 2 | P&P | #605 Beehive Finale | 8.1 | |||||||||||||||||
68 | 286 | Post a news item on the website soliciting bids and sharing links to both the bid application and information sheet for Beehive Finale. | Age Group Chair | 11 | y | seasonally | 3 | P&P | #605 Beehive Finale | 8.1 | |||||||||||||||||
69 | 422 | If not done already, meet with the Secretary/LSC Travel Specialist and the Age Group Committee. Fill in the deadlines and make decisions and assignments as needed to complete the Age Group Zones Leadership Task Plans and Deadlines worksheet found in the Appendix of policy #701 (Travel and Select Teams) | Age Group Chair | 11 | y | annually | 2 | P&P | #701 Travel and Select Teams | Select Teams or Groups | |||||||||||||||||
70 | 256 | Month preceeding UTSI hosted swim meet: Update computers and ensure they work together | Champ Meets Chair | 1 | y-in relation to event | seasonally | 1 | ||||||||||||||||||||
71 | 357 | Ensure that the meet related training & information are posted on UTSI website. (Policy #630 (Meet Operations) and it's appendix folder have a lot of this information.) Describe how meet related training is handled. May ask Officials Chair to send in information about training information of officials. May also get help from Age Group and Senior Committee | Championship Meets Steering Cmt Chair | 1 | y | annually | 2 | LEAP | Programming | R7 | |||||||||||||||||
72 | 448 | Are the tasks on the Championshp Meet Deadline Planner for the upcoming meet(s) getting done on schedule? If not, troubleshoot and problem-solve with the assigned person. Let the General Chair know if you need help. | Championship Meets Steering Cmt Chair | 1 | y | monthly | 2 | P&P | #630 Meet Operations | ||||||||||||||||||
73 | 449 | Are the tasks on the Championshp Meet Deadline Planner for the upcoming meet(s) getting done on schedule? If not, troubleshoot and problem-solve with the assigned person. Let the General Chair know if you need help. | Championship Meets Steering Cmt Chair | 2 | y | monthly | 2 | P&P | #630 Meet Operations | ||||||||||||||||||
74 | 400 | According to policy #430a (Table of Fees) the Championship Meet Directors asses one or more fees or fines. Please pass this information along to each of the championship meet directors: "According to policy #430a (Table of Fees) you asses one or more fees or fines. Review policy #430a (Table of Fees -- available on the UTSI Policies and Procedures webpage) to make sure you are doing it correctly. Fees and fines may change so please review before every meet even if you've done it before. To quickly find the fees you are responsible for, search for your position in the "Fee/Fine Assessor" column. There may be more than one. | Championship Meets Steering Cmt Chair | 2 | Y | seasonally | 2 | P&P | #430a Table of Fees | ||||||||||||||||||
75 | 402 | According to policy #430a (Table of Fees) you or your committee asses one or more fees or fines. Please review this policy at least annually to make sure you are doing it correctly. Fees and fines may change. Quick Tip: Search for your position in the "Fee/Fine Assessor" column to see which you are responsible for. There may be more than one. | Championship Meets Steering Cmt Chair | 2 | Y | annually | 2 | P&P | #430a Table of Fees | ||||||||||||||||||
76 | 404 | According to policy #430a (Table of Fees) the Championship Meet Directors asses one or more fees or fines. Please pass this information along to each of the championship meet directors: "According to policy #430a (Table of Fees) you asses one or more fees or fines. Review policy #430a (Table of Fees -- available on the UTSI Policies and Procedures webpage) to make sure you are doing it correctly. Fees and fines may change so please review before every meet even if you've done it before. To quickly find the fees you are responsible for, search for your position in the "Fee/Fine Assessor" column. There may be more than one. | Championship Meets Steering Cmt Chair | 2 | Y | seasonally | 2 | P&P | #430a Table of Fees | ||||||||||||||||||
77 | 258 | Month preceeding UTSI hosted swim meet: Update computers and ensure they work together | Championship Meets Steering Cmt Chair | 2 | y-in relation to event | seasonally | 1 | ||||||||||||||||||||
78 | 397 | Ensure the Short Course Championship Meet Director(s) complete the State Meet Directors Report including a list of outstanding meet volunteers by the deadline. Get the list of outstanding meet volunteers to the Board of Directors no later than the 2nd board meeting after the meet. | Championship Meets Steering Cmt Chair | 3 | Y | seasonally | 2 | P&P | #120 Succession Planning | ||||||||||||||||||
79 | 424 | Start planning the Championship Meet Steering Committee meeting AGENDA and DATE. For agenda, see policy #50 (Committees) and the Championship Meet Deadlines Planner in the Appendix of policy #630 (Meet Operations). Policy #630 also contains information about Championship Meet Hospitality and other details. The committee must meet before April 30 and all business must be completed by May 10. Ensure all committee members are notified of the meeting date and agenda items. They may also have items to add to the agenda. The Administrative Assistant to the Board can help with notification and committee secretarial duties if asked. | Championship Meets Steering Cmt Chair | 3 | y | seasonally | 2 | P&P | #50 Committees | Championship Meet Steering Committee section | |||||||||||||||||
80 | 425 | Look over Championship Meet Steering Cmt Chair tasks for this season on the LTC. Also review the Championship Meets Deadline Plan in the Appendix of policy #630 (Meet Operations). Make a plan to ensure all gets done on time. | Championship Meets Steering Cmt Chair | 3 | y | seasonally | 2 | P&P | #630 Meet Operations | Championship Meet Steering Committee section | |||||||||||||||||
81 | 396 | Ensure the Long Course Championship Meet Director(s) complete the State Meet Directors Report including a list of outstanding meet volunteers by the deadline. Get the list of outstanding meet volunteers to the Board of Directors no later than the 2nd board meeting after the meet. | Championship Meets Steering Cmt Chair | 4 | Y | seasonally | 2 | P&P | #120 Succession Planning | ||||||||||||||||||
82 | 358 | Lead the Championship Meets Steering Committee in reviewing the UTSI Championship Meet Committees section in policy #50 (Committees). Review, follow, and give any feedback on needed updates to the Governance Committee. | Championship Meets Steering Cmt Chair | 4 | y | annually | 2 | P&P | #50 Committees | 15.6 | |||||||||||||||||
83 | 278 | Within one week of confirming the person who will fill the role, the Championship Meets Steering Committee Chair will share policy #630 (Meet Operations) with the Meet Director and Meet Referee for the upcoming Long Course Championship Meet(s) | Championship Meets Steering Cmt Chair | 4 | y | annually | 2 | P&P | #630 Meet Operations | 7.4 | |||||||||||||||||
84 | 277 | Notify the club(s) in charge of hospitality for the upcoming Long Course Championship Meet(s) at least eight (8) weeks in advance, or sooner. | Championship Meets Steering Cmt Chair | 5 | y | annually | 2 | P&P | #630 Meet Operations | 7.3 | |||||||||||||||||
85 | 450 | Are the tasks on the Championshp Meet Deadline Planner for the upcoming meet(s) getting done on schedule? If not, troubleshoot and problem-solve with the assigned person. Let the General Chair know if you need help. | Championship Meets Steering Cmt Chair | 5 | y | monthly | 2 | P&P | #630 Meet Operations | ||||||||||||||||||
86 | 259 | Month preceeding UTSI hosted swim meet: Update computers and ensure they work together | Championship Meet Steering Cmt | 6 | y-in relation to event | seasonally | 1 | ||||||||||||||||||||
87 | 451 | Are the tasks on the Championshp Meet Deadline Planner for the upcoming meet(s) getting done on schedule? If not, troubleshoot and problem-solve with the assigned person. Let the General Chair know if you need help. | Championship Meets Steering Cmt Chair | 6 | y | monthly | 2 | P&P | #630 Meet Operations | ||||||||||||||||||
88 | 426 | Ensure feedback is received regarding the Long Course State meet(s) and recorded during and after the meet. Share with the Long Course State Meet Committee(s) and the Championship Meets Steering Committee. Save for future reference. | Championship Meets Steering Cmt Chair | 7 | n | annually | 2 | P&P | #50 Committees | Championship Meet Steering Committee | |||||||||||||||||
89 | 427 | Ensure feedback is received regarding the Short Course State meet(s) and recorded during and after the meet. Share with the Meet Committee(s) and the Championship Meets Steering Committee. Save for future reference. | Championship Meets Steering Cmt Chair | 7 | n | annually | 2 | P&P | #50 Committees | Championship Meet Steering Committee | |||||||||||||||||
90 | 378 | Work with the Age Group and Senior Swimming Chairs and Committees to ensure upcoming Championship Meet Time Standards are set, emailed, and posted before the fall UTSI House of Delegates (HOD) meeting as required. | Championship Meets Steering Cmt Chair | 7 | n | annually | 1 | P&P | #630 Meet Operations | Time Standards | |||||||||||||||||
91 | 452 | Are the tasks on the Championshp Meet Deadline Planner for the upcoming meet(s) getting done on schedule? If not, troubleshoot and problem-solve with the assigned person. Let the General Chair know if you need help. | Championship Meets Steering Cmt Chair | 7 | y | monthly | 2 | P&P | #630 Meet Operations | ||||||||||||||||||
92 | 360 | Start planning the Championship Meet Steering Committee meeting AGENDA and DATE. For agenda, see policy #50 (Committees) and the Championship Meet Deadlines Planner in the Appendix of policy #630 (Meet Operations). Policy #630 also contains information about Championship Meet Hospitality and other details. The committee must meet before Oct 15 and all business must be completed by November 15. Ensure all committee members are notified of the meeting date and agenda items. They may also have items to add to the agenda. The Administrative Assistant to the Board can help with notification and committee secretarial duties if asked. | Championship Meets Steering Cmt Chair | 8 | y | seasonally | 2 | P&P | #50 Committees | Championship Meet Steering Committee section | |||||||||||||||||
93 | 423 | Look over Championship Meet Steering Cmt Chair tasks for this season on the LTC. Also review the Championship Meets Deadline Plan in the Appendix of policy #630 (Meet Operations). Make a plan to ensure all gets done on time. | Championship Meets Steering Cmt Chair | 8 | y | seasonally | 2 | P&P | #630 Meet Operations | Championship Meet Steering Committee section | |||||||||||||||||
94 | 398 | AGENDA ITEM: Review previous State Meet Director Reports and make any needed adjustments for upcoming championship meets. Pass along applicable reports and any other important information to the next meet director and meet referee for each meet. | Championship Meets Steering Cmt Chair | 9 | Y | annually | 2 | P&P | #120 Succession Planning | ||||||||||||||||||
95 | 361 | Annually, the Championship Meets Steering Committee will review policies #620 (Meet Conduct) and #630 (Meet Operations--paying special attention to the Default Hospitality Host Schedule-Are all the teams listed still viable? Ensure the schedule has tentative assignments for the next three years and finalize assignments for the upcoming year.) Update policies with board approval as needed. | Championship Meets Steering Cmt Chair | 10 | y | annually | 2 | P&P | #620 Meet Conduct #630 Meet Operations | (620) 8.2 (630) 8.2 | |||||||||||||||||
96 | 362 | Annually and before December 15 (preferably well before), after any policy updates and schedule finalization, the Championship Meets Steering Committee Chairperson or designee will send the updated Club Hospitality Assignment schedule to the UTSI Secretary and request they send it out to all clubs as set forth in the Notification section of policy #630 (Meet Operations). | Championship Meets Steering Cmt Chair | 10 | y (anytime before 12/15) | annually | 2 | P&P | #630 Meet Operations | 8.4 | |||||||||||||||||
97 | 363 | Every year, before November 20, The Championship Meet Steering Committee will determine the general hospitality parameters for the next year of UTSI Championship Meets and update the Default Hospitality Host Schedule in policy #630 (Meet Operations.) The parameters need to be submitted to all teams hosting hospitality when finalized. | Championship Meets Steering Cmt Chair | 10 | y (anytime before 11/20) | annually | 2 | P&P | #630 Meet Operations | 8.3 | |||||||||||||||||
98 | 269 | Within one week of confirming the person who will fill the role, the Championship Meets Steering Committee Chair will share policy #630 (Meet Operations) with the Meet Director and Meet Referee for the upcoming Short Course Championship Meet(s). | Championship Meets Steering Cmt Chair | 10 | y (as determined) | annually | 2 | P&P | #630 Meet Operations | 7.4 | |||||||||||||||||
99 | 276 | Notify the club(s) in charge of hospitality for the upcoming Short Course Championship Meet(s) at least eight (8) weeks before the meet, or sooner. | Championship Meets Steering Cmt Chair | 10 | y | annually | 2 | P&P | #630 Meet Operations | ||||||||||||||||||
100 | 445 | Are the tasks on the Championshp Meet Deadline Planner for the upcoming meet(s) getting done on schedule? If not, troubleshoot and problem-solve with the assigned person. Let the General Chair know if you need help. | Championship Meets Steering Cmt Chair | 10 | y | monthly | 2 | P&P | #630 Meet Operations | ||||||||||||||||||