COMSA Executive Meeting Minutes

May 2, 2007

 

Those on conference call:

Heather Hagadorn (Chair), Marcia Anziano (Registrar), Susan Nolte (Treasurer), Kathy Garnier (Secretary), Kim Crouch (Webmaster), Chris Nolte (Awards), and  Morgan Edwards.

 

The meeting was called to order at 7:05 p.m. via conference call.

 

Motions approved:

MSA'd to approve February and April 2007 minutes.

MSA'd to approve new Coaches Chair, Morgan Edwards and new Safety Chair, Marcia Anziano.

 

Topics of Discussion:

 

1.  It was MSA'd to approve minutes from February and April 2007 meetings.

 

2.  Board Reports:

a)     Chair:  Heather 

á      Review of COMSA Event Calendar:  Annual meeting minutes sent to National Office 4/22;  Annual Financial Statements sent 4/26; Amended Bylaws sent 4/20; tax return will be sent in this weekend and will be on time; CMS relay info to Mel-Marcia still dealing with unattached swimmers (sign up as CMS but unattached - 2 sent in transfer papers).

á      Upcoming events: HR LC Invitational 6/2;  Rocky Mountain Senior Games in Greeley 6/9-10; Pueblo Meet (will be dual sanctioned) 6/15-17; 5K/10K Postals 6/17 and 7/8;  State Games of America in Co. Springs 8/2-5 (will try to dual sanction); and Horsetooth Res. 8/12.

á      Review and approval of meeting type and theme.  Kathy will email copy to Kim to post on website.

b)    Vice-Chair:  Nicole (written report)

á      State Meet was successfully completed.  Huge turnout and meet ran smoothly.  Thanks to Tiffany and Nate for a job well done.  Thanks to Will Amos for announcer/speaker and computer and scoring job.

á      Have requested date of meet for next year (2008) for the weekend of March 28th with DU Short and Sweet date of March 1st.  Tiffany would like to wait until Matt Gohl, Athletic Director, returns from 2 month leave.  Nicole will follow up with Tiffany in a few weeks.

c)     Treasurer:  Susan

á      Current balance of $49,610.56 total checking and savings.

á      Current budget looks good-newsletter mailing sent out 5/1 before postage costs went up.

á      Financial Statements sent in to National Office 4/26.

á      Tax report almost completed, should be done and sent out this weekend, will be on time.

 

 

d)    Secretary:  Kathy

á      Annual meeting minutes sent to National Office on 4/22. 

á      Will send meeting themes to Kim to post on website.

e)     Registrar:  Marcia 

á      1,496 members:  839 women, 657 men;  441 unattached

á      Request to move COMSA mail box to more central location, suggested post office at Buchtel and Colorado Boulevard.  Assistant Registrar has resigned.  Will need to advertise for a new assistant and having a more centralized location would make it more convenient. The current Highlands Ranch mail box is believed to be paid through the end of July.  It was suggested to start the change over now and allow the box at Highlands Ranch to forward mail but remain open until it expires in July.  It was agreed to proceed with this change.

 

3.  Other Business:

a)     Convention Selections:   8 delegates total: 3 automatically filed with committee representatives: Heather, Marcia, and Peggy Buchannan; 5 delegates selected from a list of nominees.   Those are Jack Buchannan, Kim Crouch, Susan Nolte, Pete Schwenker, Will Amos, Morgan Edwards, and sanctions chair position.  Heather will send out a list for executives to make their recommendations and prepare the final list.

b)    Open Water/Lake Swimming:  Chatfield update:  Jeff Magouirk has volunteered to coordinate volunteers.  All members planning to swim at Chatfield this year need to sign an additional waiver provided on the website and on site at Chatfield.  Monitors will send waivers and new registrations to Marcia and she will update the rosters for the monitors.  Chatfield will open May 2nd and close September 29th.  Time will remain as last year, M/W 4:30 -7 p.m. and Sat. 7:30 - 10 a.m. 

c)     Nationals Update: T-shirts are in and Nicole will have them available for pick up at the Thursday 5/17 Meet and Greet at the La Quinta lounge. Heather will bring the CMS banner or have Marcia bring it. If Heide would like to organize a CMS social dinner night, that would be fine.

d)    Clinics: There are no clinics scheduled for the summer.  Marcia proposed to have a Coaches Mentor Clinic and a Starts and Turns Clinic in the fall.  The mentor clinic would include a free coaches workshop the night before the swimmer's clinic.  Participating coaches would get the opportunity to work side by side at the swimmer's clinic with a nationally renowned Masters coach. in the nation. 

 

4.  Committee Chair Reports:

a)     Awards: Chris Nolte- State team trophies have arrived and he will start distributing to the teams.  He raised the question of renaming the Lt. Governor Award to something more recognizable to the nature of the service award.  He also has received requests to recognize Kevin Nash in some way.  Chris requests that you send ideas and suggestions for both to him and he will submit a proposal for the next meeting

b)    Coaches: Morgan Edwards has volunteered to be the new Coaches Chair.  He has participated in Masters swimming (or its precursor) on and off for nearly 40 years. He is pursuing ASCA certification and WSI recertification. He would like the opportunity to represent COMSA locally and at the national level for the next several years.  It was MSA'd to accept his nomination for this chair position.

c)     Communications-Newsletter:  Mailed out Tuesday, May 1st.

d)    Communications-Webmaster:  Kim-

á      Has been processing updates as they are sent in.  However, will need to implement a routine schedule for processing.

á      Current backlog includes a link to the USMS website for All-American Relay listings.

á      Working with Randy Cox to update the look and feel of the website.  Reviewing templates used by the USMS website with static menus across the top with menu bars on the side and change as you go into the site items.  Question as to whether COMSA has a logo or not.  Primarily use the colors and symbol of the Colorado state flag.  Design and testing before switching over, ETA unknown at this time.

á      Email notification requests from website-only 228 out of 1,400 members registered.  Marcia said she could assist with email addresses; however it recommended to encourage members to check the website often and put a reminder in the newsletter.

á      It was suggested to put a picture of each executive and chair on the website.  Kim will post with the pictures she has or email her a newer one.

á      A new Content chair position for newsletter and web postings was discussed.  Kim will draft duties, review with Ellen, and submit proposal for review at the next meeting.

á      Kim reran the DU Short and Sweet results reprocessing the mile and double mile into the results.  Thanks to Susan for purchasing the Meet Manager software which aided in this process.

e)     Fitness:  Article from Laura Smith in the current newsletter.

f)     Long Distance: Nicole-(written report)

á      5k/10K Postal Swims scheduled at Lowry Pool on 6/17 and 7/8 at 7 a.m.  Must reserve a spot.

á      Aurora Reservoir has several open water swims this summer.  Nicole and Rich LeDuc are pursuing an open water swim with a tentative date of August 25th.

á      Thanks to Marcia and Jeff Magouirk for stepping up to insure that COMSA gets to train at Chatfield this summer.

g)    Officials: Pete-(written report)

á      The State Meet went well and had dual confirmation on all relays, a first.

á      Question on scheduling for officials who also want to swim.  Officials who also want to swim can do this, they cannot, however, officiate the event they are participating in.  Handle as deemed appropriate for scheduling purposes.

á      Next meet is at Lowry in June and ready for that.

h)    Records:  n/a

i)      Safety:  Marcia Anziano volunteered for this position.   It was MSA'd to accept her nomination for this chair position.  

j)      Sanctions:  Kim is the current contact for this chair until a new volunteer is nominated.

k)    Top Tens:  Mark has sent a proposed SCY Top Ten file to Kim to post on the website for review and corrections before submission for national processing.

 

 

5.  Miscellaneous- none

 

6.  Next Meeting:  July 11, 2007 Executive Meeting. Call in is working well so we will continue with this method for the next meeting.  It will be the same number and access code.   The main focus of this meeting will be convention planning and approving a new sanctions chair.

 

MSA to adjourn meeting at 8:30 p.m.

 

Submitted by Kathy Garnier, Secretary