Board of Directors Meeting - GULF Swimming, Inc. · A. Gulf swimming Board of Directors Meeting November ... C. Secretary – Jennie Shamburger D. Treasurer - Tom Hasz 1. 2016 Year-end

I. Roll Call

II. Approval of Minutes

A. Gulf swimming Board of Directors Meeting November 16, 2016

III. Mission Moment

IV. New Business

A. Fee Increase Proposal 2017-18

B. Review of the Strategic Plan

C. Insurance Coverage: D&O coverage

V. Unfinished/Old Business

A. Report from the Ad Hoc Development Committee

B. Logo submissions finalists

VI. Reports of Officers

A. General Chair – Henry Clark

1. Executive Director’s report

B. Administrative Vice-Chair – Jason Wedlick

1. Short Course Fines

2. Long Course Fines

C. Secretary – Jennie Shamburger

D. Treasurer - Tom Hasz

1. 2016 Year-end Review

E. Finance Vice Chair – Tim Bauer

1. 2017 Budget

2. 2017 Athlete Reimbursement Schedule

3. 2017 Officials Reimbursement Schedule

F. Senior Vice-Chair – Charlie Fry

G. Age Group Vice-Chair – Laura Davis

H. Athlete Registration Coordinator - Annette Leach

I. Non-Athlete Registration Coordinator – Eddie Adams

J. Officials Chair – Andrea Walin

K. Technical Planning Committee Chair – Beau Caldwell

1. 2017-18 LC/SC Schedule

2. Gulf Swimming Sprint Series April Meet

L. Safe Sport and Safety Coordinator – Travis Sandifer

M. Past General Chair – Herb Schwab

N. Athlete Representatives

1. Introduction of Athlete Representatives

Board of Directors Meeting

O. Coach Representative – Rey Aguilar

1. Coaches Clinic

2. Coach Mentoring Program/USA Swimming

VII. Reports of Committees and Coordinators

A. Sanctions Coordinator – Paige Sikkema

B. NTV Coordinator - Rick Kehlenbach

C. Records Coordinator – Mike Nordmann

D. Disability Swimming Coordinator – Matt Sale

E. Computer Information System Coordinator – Shannon Clark

F. Equipment Coordinator – Eddie Adams

G. Club Development Liaison – Mike Nordmann

H. Publicity Coordinator – Beau Caldwell

I. Diversity Coordinator – Gilbert Legaspi

J. Open Water Coordinator – Seth Huston

K. Camp Coordinator – Mandy Norris

VIII. Announcements

A. House of Delegates Meeting

1. January 18th at 8:00 p.m. @ Dad’s Club Meeting Room

IX. Adjournment

Gulf Swimming, Inc. Gulf Swimming Board of Directors Meeting

January 11th 2017

Reminder: Next House of Delegates Meeting Wednesday, January 25th 2017 8:00 PM

Reminder: Next Board of Directors Meeting Wednesday, April 12th 2017 7:30 PM

Reminder: Next Technical Planning Committee Meeting Wednesday, March 22nd 2017 7:30 PM

Henry Clark, General Chair, called the Gulf Swimming Board of Directors meeting to order at 7:33pm. Meeting was held at the Marriott Westchase, 2900 Briarpark Dr, Houston TX 77042. The following voting members and committee coordinators were present and represented a quorum: Henry Clark Charlie Fry Travis Sandifer Eszter Heins Paige Sikkema Jason Wedlick Laura Davis Rey Aguilar Annie Norris

Jennie Shamburger Eddie Adams Logan Shiller Jason Devine Tim Bauer Andrea Walin Mary Grace Drago Falon Hopkins Tom Hasz Beau Caldwell Finley Quinn Mike Robinson

Announcements – Henry called for approval of BOD meeting minutes on 11/16/16. Motion made and

seconded. No discussion. Minutes approved.

Mission Moment: Henry read Gulf LSC Mission Statement. Gulf Swimming provides opportunities to learn, grow, and strive for excellence that develops leaders through competitive swimming. He then read the Vision Statement for Gulf Swimming. Competitive swimming for all.

Consent Agenda: Henry asked for agenda items that needed to be pulled for discussion. Motion to approve all reports not pulled. Motion seconded. Consent agenda approved and noted below.

NEW BUSINESS A fee increase proposal for 2017-2018 was introduced and

explained by Finance Vice Chair. He began with a review of the 2016 budget for Gulf Swimming. Losses were not as large as scheduled and true budget numbers showed a yearly profit of $19,000. The overage on budget much bigger in 2015. Differences

were in costs not budgeted for 2016 and no collection of Gulf fines. Gulf Swimming currently has a surplus in the bank. Athlete travel fund continues to be self funded. Proposal is to increase registration fees for athletes and non-athletes by $10 for 2017-2018. This increase will be in line with previous years of budget surplus. Last fee increase was in 2000 when travel fund was set up. USA Swimming increases this fee yearly. This fee increase should be passed before budget is passed. Motion to increase Gulf portion of membership fee by $10 for athletes and non-athletes for 2017-2018. Seconded. Question on clarification of budget surplus for 2016 was explained by Treasurer. Increasing membership fee would also fund paid staff – a separate proposal. Unclear where Gulf Swimming stands compared to what other LSCs charge for registration fees. This would increase the Gulf portion of the registration to $25 for athletes, $30 for non-athletes and $20 for seasonal registrations. Question of fee increase would be contingent on hiring of paid staff. Answer was no and explanation was we still have a budgeted shortfall due to adding programs and the budget increasing. Question if fee increase would dissuade people from registering. Answer was no. Friendly amendment to the original motion that if paid staff isn’t voted/approved then registration increase will only be $5 for 2018. Friendly amendment seconded. Approved. Motion to pass original motion with friendly amendment ($10 per athlete and non-athlete registration increase if paid staff motion is approved and $5 per athlete and non-athlete if paid staff not approved). Seconded. Motion with friendly amendment passes.

Personnel Committee Report was presented by Henry and Paige. The committee was charged with hiring proposal of paid staff and expanding the LSC permanent office. The goal of the additional staff is to ensure a smooth transition from Gulf BOD to new Gulf BOD and maintain continuity. Permanent office and paid staff ensures smooth rotation term to term, handles growing numbers of athletes and non-athletes and protects BOD and members. Second position will ensure fiduciary responsibility in addition to that of Treasurer and Finance Vice Chair. Propose org chart for paid staff/permanent office was presented. The new membership administrative assistant and the staff accountant would be under the Executive Director. Staff accountant would also work directly with the Treasurer and Finance Vice Chair. The membership administrative assistant would combine the current duties of the athlete and non-athlete registrars. A membership coordinator position and an additional Gulf At Large BOD position would be created so that the number of voting Gulf members remains the same. Paige reviewed the proposed Gulf Swimming organizational chart in the meeting packet. Chart included organization and flow of BOD. Second chart represented the flow from the HOD to the BOD and divisions of responsibilities according to current bylaws. Third chart was the idea of the structure of the LSC office.

Proposed $10 registration fee increase will support and fund new staff, both of which will be part time positions. The Executive Director will move into a full time position. These recommendations are based on work done by the original Ad Hoc committee tasked with exploring this issue. Clarification that the staff accountant would be a direct report to the Executive Director and an indirect report to the Finance Vice Chair and Treasurer. Motion made to accept the proposed Gulf Office hiring positions under this structure. Seconded. Discussion included clarifying need for Treasurer if accountant is hired. Confirmed that position is needed for checks and balances and the day to day financial activities of LSC. It is the same with the Membership Administrator. Clarification of what the Membership Coordinator would do vs the staff membership administrator. Membership Coordinator would be elected BOD member and voting member of BOD. Staff could also have other duties than those listed as need arises. Job descriptions should include fact that these staff positions won’t always be limited to office. Summarized that staff accountant would do day to day bookkeeping and Treasurer and Finance Vice Chair would do long term financial planning. Clarification on differences between Treasurer and Finance Vice Chair were referred to HOD meeting. Treasurer works for Finance Vice Chair as reflected in current by-laws. Proposal also puts At Large BOD member under each branch of the Gulf LSC BOD structure.: Admin Vice Chair, Sr Vice Chair, Age Group Vice Chair, Athlete Rep, Coaches Rep, Finance Vice Chair. This allows At Large BOD members to grow knowledge base about particular branch and be able to run for and move up in the org chart. Called to question. Motion in favor of the proposed org chart and adding two paid staff positions and expanding the executive director to a full time position was approved. Discussion about review of strategic plan and D&O insurance coverage was tabled for future meeting. Comment that we are covered as an LSC up to claims for $20 million lifetime limit. Clubs that rely only on USA Swimming D&O should look at this type of coverage and evaluate their D&O coverage.

OLD BUSINESS Ad Hoc Development Committee report discussed above.

Logo submissions were presented by Beau Caldwell. Annie Norris was asked to leave the meeting during this discussion. Between 60 and 70 logo ideas were submitted for this contest. Action Wear Plus and USA Swimming were asked to help choose top five options with regard to ease of translation to shirts, awards, letterhead, etc. Presentation of the top five designs to the BOD. Similarities to other logos were noted with several of the options. There was a two tier voting process among the BOD to choose the top design. Plan is to present this new logo design at the January HOD meeting and announce it on the website once approved. The team with the winning logo will be notified at that time. .

OFFICER REPORT GENERAL CHAIRMAN Henry Clark No report. Executive Director’s report pulled. Report tabled. VICE – CHAIR Jason Wedlick No report. SECRETARY Jennie Shamburger No report. TREASURER Tom Hasz Report discussed above during new business. FINANCE VICE-CHAIR Tim Bauer Report discussed above during new business. SENIOR VICE-CHAIR Charlie Fry No report. AGE GROUP VICE-CHAIR Laura Davis Reviewed report with options for the 2016 Gulf Select Camp to

replace the Texas Select Camp. Option #1 is May 5th-7th. Option #2 is June 4th-12th. Both camps to be held at the OTC in Colorado Springs. 16 athletes aged 12-14 are eligible to attend. First option would also include 3 coaches and second option would include 4 coaches. Budgets have been updated to reflect travel costs as of 1/11. Option one has a proposed $400 parent contribution and option #2 has a $750 parent contribution recommended. Suggestion to include a swim meet with the longer camp if possible. Several in room were concerned about length of second option for younger swimmers and club training. Motion to accept Option #1 camp May 5th-7th at the OTC in the best interest of athletes. Seconded. Called to question. Motion passed. Age Group Vice Chair thinks this is a good way to end Texas Select Camp for those eligible for 2016 and can reassess and continue or go different direction based on this camp in May. She also contacted TSA and found out there was no Texas Select Camp this year. Motion to authorize General Chair or Executive Director to notify TSA that Gulf will no longer participate in Texas Select Camp until further notice. Seconded. Motion approved.

ATHLETE REGISTRATION Annette Leach Report approved via consent agenda. NON-ATHLETE REGISTRATION Eddie Adams Report approved via consent agenda. OFFICIALS CHAIR

Andrea Walin Report pulled and then tabled. TECHNICAL PLANNING Beau Caldwell TPC committee met on January 4th. Point of order that committee

meeting was invalid due to specific committee member not being personally informed about meeting. Member was notified that he was no longer on committee but decision not officially recognized by BOD, nullifying committee report. General Chair noted approval of new TPC committee via email. New committee members are Beau Caldwell, Mark Martinez, Jason Devine, Tim Bauer, Gilbert Legaspi, Bob Kizer, Bonnie Finnigan, Xonzy Gaddis and Mary Grace Drago.

TPC report recommendations are coming from TPC Chair rather than committee. Beau submitted proposed calendar for 2017-2018. December meets for 8 & Unders moved to Senior Meet weekend. Spring meets in February and March are tentative until dates for UIL and TAGS are announced. Summer Champs meets tentative until LC TAGS dates announced. Motion to approve proposed calendar for 2017-2018. Seconded. Discussion noted flipping dates for October Senior meet. This needs to be reflected on final calendar. January Open meet moved to weekend after MLK holiday because Fall Champs and Age Group Champs moved back a week. This shouldn’t have much impact on attendance with some HS District meets. This meet is lightest attended of all Gulf Open meets. Called to question. Motion to approve proposed calendar and send to HOD for final approved. Motion approved. Motion to approved date change from April 8th to April 1st for Sprint Series Meet. Seconded and approved to go to HOD with formats. There will be a special TPC meeting after HOD meeting to accept bids for Spring Series Meet. TPC Chair was asked if there was a plan in case not enough bids for Sprint Series Meet? He doesn’t think this will be an issue with Natatorium spaces usually available at this time of year with HS swimming done for season. Format is straightforward. Clarification on Open meets that 12 & Unders have to have BB times to swim any 200s including Freestyle. Sprint Series meets allow 4 individual entries per day and Open meets 3 per day. Swimmers can get BB times at Sprint Series meets or up/down with BB times in 100s of stroke at Open Meets. No Gulf Custom medals at Sprint Series meets. This typo was overlooked. Motion to remove the verbiage regarding Custom Medals at Sprint Series meets. Motion seconded. Approved.

. SAFE SPORT COORDINATOR Travis Sandifer No report. PAST GENERAL CHAIR Herb Schwab No report. ATHLETE REPRESENTATIVE

Logan Shiller No report.

COACHES REPRESENTATIVE Rey Aguilar Gulf Swimming was awarded Coach Mentoring Grant of $4000.

Plan is for HOD to approve Gulf funding of $6000 making total grant fund $10,000. Rey and Darcey are currently working on final versions of grant applications and process for approval.

COMMITTEES AND COORDINATORS REPORTS SANCTIONS COORDINATOR Paige Sikkema All sanctions are up to date. Paige noted newly passed drone

legislation. This information in report. No drones allowed at USA Swimming sanctioned meets. If hosting or creating a meet announcement, specific drone verbiage needs to be included to be sanctioned. Email address for Sanctions Coordinator has changed. Send all correspondence to [email protected]

NTV COORDINATOR Rick Kehlenback Not present. No report. RECORDS COORDINATOR Mike Nordmann Gulf record board has been updated. Everyone is encouraged to

review it and send any edits or updates to Mike. Database starts around 2000, anything prior to that date has to be manually entered. He is making every effort to keep it correct and updated.

DISABILITY SWIMMING COORDINATOR Matt Sale Not present. No report. COMPUTER INFO / WEBMASTER Shannon Clark Not present. No report. EQUIPMENT COORDINATOR Eddie Adams No report. CLUB DEVELOPMENT LIASON Mike Nordmann No report. PUBLICITY COORDINATOR Beau Caldwell No report. Logo contest was discussed in Old Business. DIVERSITY COORDINATOR Gilbert Legaspi Information has been posted on USA Swimming about National

Diversity Camp. Application deadline is February 10th. Info link will be sent to Coaches Rep to send to coaching email list.

OPEN WATER COORDINATOR Seth Huston Not present. No report.

CAMP COORDINATOR Mandy Norris Not present. .No report. SAFE SPORT COORDINATOR Travis Sandifer Report approved via consent agenda. Correction to the date listed in tonight’s agenda for next HOD meeting. Correct date for Gulf HOD meeting is January 25th. Announcement was made that Chuck Weilgus is retiring from USA Swimming effective in August. Motion to adjourn meeting made and seconded. Approved. Meeting adjourned at 9:21pm.

Notes recorded on January 11th and respectfully submitted on January 17th by Jennie Shamburger – Gulf Secretary.

We are proposing that the Gulf Portion of the membership fees be increased by $10 for all

membership classes (Athlete, Seasonal and Non-Athlete) beginning with the 2017 membership

season in September, 2017.

This fee increase will allow Gulf Swimming to keep abreast of rising costs and allow for more benefits

to its members. Gulf Swimming has not increased the Gulf portion of membership fees since the

inception of the Travel Fund in 2000. USA Swimming has had multiple increases in their portion.

It is estimated that a fee increase of $10 per member will result in an additional $117,300 in income for

Gulf Swimming. The maximum estimated amount of Salary increases for additional positions is

$72,789.00 in 2017. The numbers below prepared based on 2017 proposed budget illustrate a

$242,039.25 shortfall in the budget. Approving the fee increase projects a budget shortfall of

$124,739.25.

Current (Budget submitted)

2017 Gulf Budgeted Expenses -870,104.50

2017 Gulf Budgeted Operating Income 700,855.00

-169,249.50

Current with Additional Staff and No Fee Increase

Additional Salaries (HOD) -72,789.75


2017 Gulf Budgeted Operating Income(no fee increase) 700,855.00

-242,039.25

Different presentation of above.

With Fee Increase and Staff Increase

Add'al Salaries -72,789.75


Fee Increase 117,300.00

2017 Gulf Budgeted Operating Income 700,855.00

-124,739.25

Gulf Swimming, Inc. Gulf Swimming Board of Directors Meeting

Fee increase proposal 2017-18

GULF SWIMMING BOARD OF DIRECTORS

2016 – 2020 STRATEGIC WORKSHEET: November 2016

KEY AREA: Education

STRATEGIC GOAL MEASURABLE OBJECTIVES

ACTION STEPS TASK

What needs to be done?

WHO?

Responsible Party

WHEN? Deadlines/Mileston

es

Club

Safe sport - increase in number of athletes and clubs who participate in online safe sport education training

Educate clubs on USA Swimming Safe Sport programs and protocols

Toolkit / Safe Sport

Mondays

Each club needs opportunity to meet with Safe Sport LSC rep face to face

annually

Information booth / flyers

Safe Sport Committee Each team visited within 1st 12 months of initiating program

Operations - communication of anything new and/or

current in addition to standard items to strengthen governance at the club level

Encourage Club recognition program

Facilitate LSC structure education

Pertinent topics / Federal regulations pertaining to club infrastructure (501C3)

and LLCs

Club Development committee works with clubs via outreach/phone/email

with links to documents

Email blasts to

pertinent info

Southern Zone newsletter

Club Development Committee

Secretary

Within 1st 6 months of a new club in person and 1st year for current clubs -

touch base and document. Reach out to current clubs who

haven’t yet started program first. Future proof - when new head coach takes over team

Gulf Responsibilities - key to getting club participation at LSC level

Educate about HOD 2 person representation

Volunteer / Official

requirements

Volunteer / Meet ops requirements

Officials Chair

Club Development

Educate about athlete Athlete committee

Athlete opportunities

committee and opportunities

(2 per team representation)

Exec director

Sr Rep

Age Group Rep

Coach Rep

STRATEGIC GOAL MEASURABLE

OBJECTIVES

ACTION STEPS TASK


WHO?

Responsible Party

WHEN?

Deadlines/Milestones

Athlete

Camp opportunities -

educating athletes at all levels about camps

Define camp structure from LSC to National level Requirements for each camp level

Form camp descriptions and target performance levels for each - reach out to athletes for input

Athlete rep

Athlete committee

Camp coordinator

Sr Rep

Coach Rep

Age Group Rep

Within next 2 yrs have solid LSC camp progression

Gulf structure - showing the athletes the way the LSC works

Educating about LSC governance / opportunities

Educating about USA

Swimming governance

Informational flyers at meets

Committee email list

Athlete reps meeting w teams

Gulf BOD

Gulf travel team opportunities -

encourage swimmers to be a part of LSC teams

Open Water

Age Group Zones type team

Educate about LSC and USA travel teams

At the start of each SCY season

GULF SWIMMING BOARD OF DIRECTORS

2016 – 2020 STRATEGIC WORKSHEET: November 2016

KEY AREA: Communication


ACTION STEPS TASK

What needs to be WHO?

Responsible Party

WHEN? Deadlines/Milesto

done? nes

New Website

Gulf Swimming App?

Reach more members

Form committees to review content (swimmers, parents, coaches)

Hire a professional web developer

Revamp website or have new website

Executive director/web developer

September 1st 2017

User friendly website

Form a task force to explore possibilities of website revamp which retains flexibility and

benefits of current website

Subscription to

website to receive notifications from the LSC 1 x month


ACTION STEPS TASK


WHO?

Responsible Party


nes

Communicate HOD and BOD information to all

coaches and reps.

Reports will be sent to all HOD members

Everyone will be familiar with agenda items beforehand

Disseminate information

Secretary? Executive director?

Before next HOD meeting

Have different email list for all HOD members

Schedule coaches’ meetings at least a week before HOD

Coaches’ rep Jan.

Timely submission of reports for BOD and HOD

Dropbox or BOD page on

website

KEY AREA: Leadership


ACTION STEPS TASK


WHO?

Responsible Party


nes

To ensure that the Quad plan for meets develops athletes to

their full potential

Higher % of athletes participating in meets

Reports after SC and LC

Higher % athletes achieving motivational time standards

Evaluate at the end of SC and LC -

Two HOD meetings per year to report to the membership the status of performance, etc.?

How many splashes do

we have monthly?


OBJECTIVES

ACTION STEPS TASK


WHO?

Responsible Party

WHEN?


Create Gulf Select Camp to provide opportunities for our top performing LSC athletes to develop to their full potential 12-14 camp

15-18 camp

Acceptance of offer to

attend

Get Mandy involved in

admin.planning and free her of daily tasks during the camp

Assign task of

active.com to office personnel

KEY AREA:


ACTION STEPS TASK


WHO?

Responsible Party


nes

Create a Gulf LSC local camp for swimmers

below the top tier

12 - 14 15- 18

Acceptance of Offer to attend camp

Progression to the next level of

swimming.


ACTION STEPS TASK


WHO?

Responsible Party


nes

KEY AREA:


ACTION STEPS TASK


WHO?

Responsible Party


nes


ACTION STEPS TASK

What needs to be WHO?

Responsible Party


done? nes

KEY AREA:


ACTION STEPS TASK


WHO?

Responsible Party


nes


OBJECTIVES

ACTION STEPS TASK


WHO?

Responsible Party

WHEN?


USA SWIMMING, INC. DIRECTORS & OFFICERS /FIDUCIARY/EMPLOYEMENT PRACTICES INSURANCE SUMMARY

NAMED INSURED(S): USA Swimming, Inc., USA Swimming Foundation, Inc., and Local Swimming Committees

One Olympic Plaza, Colorado Springs, CO 80909-5770

Policy Period: May 24, 2016 to May 24, 2017

Issuing Company Layer Policy Number AM Best

Federal Insurance Company Primary 8242-8034 A++ XV

Allianz Insurance Company 1st Excess DOD 2006941 A+ XV

Aggregate Limit of Liability- all claims: $20,000,000

$15,000,000 D&O/ EPL $5,000,000 Side A Difference In Condition $2,000,000 Fiduciary ($7,500,000 Anti-Trust Sub-limit)

D&O Deductible per claim: $0 Non Indemnifiable Loss $350,000 (USA-S)

None (LSC and Foundation) Claims Made & Reported Coverage Highlights

Directors & Officers Liability and Entity Liability Coverage – Helps protect an organizations and its directors and officers against exposures associated with the management actions and decisions of executives

o Definition of insured includes executives; full-time, part-time, seasonal and leased employees and volunteers.

o Coverage for subsidiaries where USA Swimming owns more than 50%. o USA Swimming Foundation, Inc. named as organization. o Entity coverage, for NGB and LSC. o Coverage for punitive and exemplary damages o Defense cost coverage o Duty to defend claims o Note coverage does not extend to acts related to sexual behavior.

Employment Practices Liability Coverage – Helps protect an organization and its executives and employees from consequences of employment-related wrongdoing

o Broad coverage for allegations of discrimination, workplace and sexual harassment, workplace torts, retaliatory treatment and other wrongful employment decisions. Definition of insured includes the organization and any insured person.

o Definition of insured person includes directors and officers; part-time, leased, temporary and seasonal employees; volunteers and independent contractors.

o Coverage for punitive and exemplary damages where insurable o Defense cost coverage o Duty to defend claims o $100,000 deductible, $250,000 Mass or Class Action o 3rd Party coverage (example – contractor) o Note coverage does not extend to acts related to sexual behavior.

Fiduciary Liability – Helps protect USA’s Swimming’s benefits plans, and its fiduciaries against exposures resulting from the administration and management of benefit plans. $2,000,000 Limit of Liability and $0 Deductible

To Gulf Swimming’s Board of Directors: The Personnel Development Committee was charged with implementing the report of the Ad Hoc

Personnel Committee Recommendations which passed the House of Delegates on May 18, 2016 . The recommendations of that committee are included as part of the packet of information submitted to the Board. As approved by the House of Delegates in the recommendation from the Ad Hoc Personnel Committee the same hiring process would be used for the two new staff positions as was used for the Executive Director.

The Personnel Development Committee took great care to understand how adding staff members to the permanent office should be structured, implemented and sustained. The question was asked if the organization could fiscally sustain the addition of 2 staff members. The Personnel Development Committee is recommending the following actions be taken by the Board of Directors:

1. The recommendation to the House of Delegates to add an additional At-Large Representative to the

Board of Directors to be elected by the House of Delegates in accordance with the Bylaws governing

the organization.

2. The recommendation to the House of Delegates to create one Board Position for Membership, which

would be called the Membership Coordinator. This combines to Board positions into one position

but shifts many of the responsibilities to the staff.

3. The adoption of the reporting structure for the staff of Gulf Swimming.

4. The adoption of the job description of the Staff Accountant.

5. The adoption of the job description of the Membership Administrative Assistant.

These are the committees 5 recommendations to the Board of Directors.

Respectfully submitted by Tim Bauer Henry Clark Jaecey Pharham (OWLS) Jenny Shamburger Paige Sikkema

Board of Director’s

Personnel Developement Committee Recommendations

Report Out from Personnel Development Committee

• Review of HOD Charge to BOD• Review of the Structure of Gulf Swimming• Review of Proposed Board Structure• Review of Proposed Staff Structure

Proposed Gulf Swimming Organizational ChartElected Committee Chairs/Coordinators(voting members)

Finance Vice Chair

Officials Committee Chair

Secretary

Athlete Registration Coordinator (removed)

Non-Athlete Registration Coordinator (removed)

Technical Planning Committee Chair

Safe Sport Chair

At-Large Board Members (6 members)

Appointed Committee Chairs/Coordinators(non-voting members)

Publicity Coordinator

Equipment Coordinator

Sanctions Coordinator

Records Coordinator

Disability Swimming Coordinator

Club Development Coordinator

Computer Information Coordinator

Appointed Committees Standing Committees

Finance CommitteeThe Finance Vice-Chair shall chair the committee consisting of the General Chair, the Treasurer and the Administrative Vice Chair.

Develop, establish and supervise the LSC’s working capital, endowment fund, and funded reserves.

Audit CommitteeThe Audit Committee is comprised of The Finance Vice-Chair, the Administrative Vice-Chair and at least (1) one additional member appointed by the Board of Directors.

Officials CommitteeThe Officials Chair shall chair the committee consisting of other members who are certified officials and an athlete.

Recruit, train, test, certify, evaluate, retest, recertify and supervise officials for Gulf Swimming.

Athletes CommitteeThe Athletes Committee shall be chaired by the Senior Athlete Representative consisting of at least (4) other athlete members.

Technical Planning CommitteeThe Technical Planning Committee shall be chaired by the Gulf Technical Planning Chair and is comprised of an athlete representative and at least 6 additional members of which 50% must be coaches.

Long range planning for swimming programs and the technical aspects of those programs and the sport of swimming.

Personnel CommitteeThe Personnel Committee shall be chaired by the General Chair and comprised of Administrative Vice Chair and the Finance Vice Chair.

Negotiate and set wages, compensation, terms of employment, policies and review and approve duties delegated to staff.

Standing Committees

Senior Vice-Chair

Age Group Vice-Chair

Administrative Vice Chair

Diversity Coordinator

Camps Coordinator

Nominating CommitteeChaired by Past General Chair and 4 others appointed by HOD.

Executive Committee

Finance Vice Chair

Senior Vice-Chair

Age Group Vice-Chair

Administrative Vice Chair

General ChairGeneral Chair

Coaches RepresentativeCoaches

Representative

Athletes Representatives

Athlete Representatives

Program Development CommitteeThe Age Group Vice Chair shall be Chair, the Sr. Vice Chair, TPC Chair, Coach Representative and 20% athlete members.

Program Development Committee is responsible for the overall development of swim programs in the LSC – Age Group and Sr. swimmers.

Standing Committees Standing Committees

LegislativeGovernance CommitteeThe Past General Chair shall chair the committee. Administrative Vice Chair and Secretary shall serve on the committee and 20% athletes.

The Governance Committee shall oversee by-laws, handbook, proper governance and oversight and uphold Roberts Rules of Order.

Proposed Gulf Swimming Organizational Chart

House of Delegates

Administrative Vice Chair Senior Vice Chair Age Group Vice Chair

Executive Director

General Chair

Athlete Representatives (Junior & Senior)

Coaches Representative Finance Vice Chair

InsurancePublic RelationsPolicies & ProceduresEquipmentBylaws/Legislation/RulesSpecial EventsLegalElectionsTime RecognitionFinesSafetyMembership/RegistrationPersonnel

Awards BanquetMeet EvaluationMeet EquipmentMeet ManagementMeet SanctionsTravel Reimbursement programLiaison with Athletes Committee and RepsOfficialsTechnical Planning

Age Group AwardsCamps/ClinicsAdaptive SwimmingClub DevelopmentTravel Teams/Zone TeamsAge GroupProgram DevelopmentTime StandardsOpen Water

Athletes RepresentativesAthletes Committee

Coaches RepresentativesCoaches Committee

Endowment Fund ManagementAuditBudgetTaxesIRS MaintenanceSponsorshipInternal Controls

Safe Sport ChairSecretary

Officials Chair

Treasurer

The Board of Directors

At-Large Board Member

At-Large Board MemberAt-Large Board Member




Proposed Gulf Swimming Organizational ChartStaff of the LSC

Executive Director

Registration of athletesRegistration of non-athletesReview of Meet filesReregistration of teams and membersReconciliation of meet management filesAward recognition supportOperations records managementRegistration of new teamsRecords/NTV supportSupport of LSC travel teams

Budget PreparationMonthly payments processingAccount ManagementMonthly Financial StatementsTax PreparationAudit Liaison

Finance Vice Chair/Treasurer

Membership Administrative Assistant Staff Accountant

Board of Directors

ToGulfSwimming’sHouseofDelegatesandBoardofDirectors:TheAd-HocPersonnelCommitteewaschargedwithprovidingarecommendationtotheHouseof

DelegatesregardingthehiringofmorestaffbyGulfSwimming.TheCommitteemetinpersonandusedon-linemeetingstoconductbusiness.Additionally,the

committeeundertookthetaskofdevelopingtwoquestionnaireswhichwereusedtocollectdata.ThefirstsurveywasofotherLSC’sthroughoutUSASwimmingandthesecondquestionnairewasdesignedtogatherinformationfromthevolunteersinourLSC.Withthisbeingdonewehavecometothefollowingconclusions:

1. TheGulfshouldconsiderhiringmorestaff.Thisrecommendationisbasedonthenumberof

hoursthatseveralvolunteersnowspendeachweekonGulfbusinessandthediscoverythatotherLSC’sofcomparablesizehavemovedthesefunctionsintostaffroles.Thecommitteefeltlikethehoursbeingdedicatedwentwaybeyondtheexpectationsweshouldhaveofavolunteer.

ThecommitteealsoproposesthefollowingactionsbetakenbytheHouseofDelegates:

1. ThepositionofExecutiveDirectorbechangedtoafulltimepositionwiththeadditionofstaffandbasedonthehourscurrentlybeingworkedandtheworkbeingdone.Ithasbecomemorethanaparttimeposition.

2. AstaffmemberbehiredtodotheAccounting.Basedonthesizeofourmembership,thesizeofthebudget,theaudit,the990andthestewardshipoftheGulf’sinvestmentsthisresponsibilityhasgrownintoaparttimeposition.

3. GulfSwimmingaddastaffmembertohandleregistrationbothnon-athleteandathletesattheLSClevel.Thispositionwouldalsohandlethereimbursementsoftheoutreachprogramandthedutiesassignedtobothregistrars.

Thesearethecommittees3recommendationstotheHouseofDelegatesandtheBoardofDirectors.IwouldliketothankthecommitteeforalltheirworkandlookforwardtoseeingwhattheBoardandHousedecidetodoaswestrivetobeoneofthebestLSC’sinthecountry.RespectfullysubmittedbyTimBauer

HOUSE DELEGATES Ad Hoc Personnel Committee Recommendations

2016

Membership Administrative Assistant

Gulf Swimming is looking for an individual to serve as the Membership Administrative Assistant for our growing non-profit organization. The coordinator will support Gulf Swimming’s membership registration process with USA Swimming for both athlete and non-athlete members, re-registration process of teams and members. The Assistant will support the LSC’s programs and initiatives as requested. This position will require regular interaction with our members. This position will report to the Executive Director of Gulf Swimming and work with him/her to ensure the needs of our members are addressed. Duties require skills in managing multiple projects, a commitment to customer service, phone etiquette and an ability to learn new software programs. Salary is commensurate with experience.

With your exceptional organization and communication skills and the ability to complete tasks accurately and timely, you will be charged with executing membership registration for new athlete members and new non-athlete members, the re-registration process of teams and members, plus maintaining an accurate membership database with USA Swimming for Gulf Swimming.

Essential Duties & Responsibilities:

• Execute and monitor annual membership registration program for athlete members and non-athlete members.

• Provide proactive responses to requests with continuous follow-up to assure completion of inquiries.

• Review reports on membership and provide input on analysis of membership trends to the Executive Director and Board of Directors as requested.

• Assist with documentation and ongoing data update of membership procedures.

• Attend Membership Coordinator and Registrar training session conducted by USA Swimming as requested by the Executive Director and provided for in the policies and procedures of Gulf Swimming, Inc.

• Update membership information online as necessary and in the policies and procedures of the organization including the handbook annually.

• Manage all forms, including online; related to membership registration of both athlete and non-athlete members.

• Coordination and maintenance of all files related to completed membership registration.

• Review all Meet files following a meet to ensure the athletes information is correct before posting the meet results to the website.

• Support the Gulf Records Coordinator by pushing reports and providing information as requested.

• Compile and process all NTV records and requests for Gulf Swimming.

• Prepare required reports for meetings of the Board of Directors and the House of Delegates.

• Support the special events sponsored by the LSC as requested including but not limited to the registration of attendees.

• Ensure that the membership information on the website contains accurate and timely information for the registration of members.

• Support the Camp Coordinator of Gulf Swimming by setting up the registration files for Gulf Camps as requested.

• Support the registration of new teams with USA Swimming and shepherd potential teams through the registration process.

• Assist with the organization of travel teams representing Gulf Swimming at USA Swimming sponsored meets including but not limited to Zones and Open Water All-Stars.

Requirements

Skills and Knowledge:

• Knowledge and experience using Meet Manager program is essential to success.

• Provide outstanding level of service by answering membership requests or directing the request to the appropriate party within Gulf Swimming to answer in a timely manner.

• Knowledge of Microsoft Office Suite software(Word, Excel, PowerPoint, Outlook)

• Knowledge of how to use database software for registration of members is essential.

• Ability to present information in one-on-one and small group situations is important.

• Detail oriented and an ability to follow-up and seek additional information is a key to success.

• Must be able to exercise good judgement, take initiative, function independently with limited supervision and work in close collaboration with others.

• Knowledge of file sharing software and experience using the software is a must including but not limited to Slack#, DropBox and/or Google Drive.

• Excelllent written and verbal communication skills. Proven ability and experience communicating ideas and information in person and on the phone. Patience is a must.

• Demonstrated ability to manage multiple assignments and perform a variety of tasks, meet deadlines and consistently follow up on details.

• High level of interpersonal skills with demonstrated poise, tact, and diplomacy working with volunteers.

• Must be flexible and adaptable considering all points of view and work toward decisions that reflect the greater good of the organization.

Education/Experience:

• Bachelors Degree preferred, but commensurate experience will be considered.

• Database maintenance and knowledge of a CRM software is an additional benefit.

• Self-motivated team player and self-discipline required.

• Experience managing multiple projects

• Professional Office experience: 3 - 5 years

Job Type: part-time; 25-30 hours a week requires ability to work from home.

Salary: Up to $30,000 per year based on experience and qualification

Please visit our website to learn more about our organization, the details of this position and to apply www.gulfswimming.org.

http://www.gulfswimming.org/

Staff Accountant

Gulf Swimming is looking for an individual to serve as the Staff Accountant for our growing non-profit organization.

This is a professional financial position that requires a thorough knowledge of GAAP accounting principles for non-profits, double entry computerized accounting system, and specifically, the application of the general ledger as they apply to accounting in a non-profit environment. This position reports to the Executive Director of Gulf Swimming and will interact and support members of the Board of Directors. The Staff Accountant performs a variety of accounting and administrative duties in the maintenance of accurate fiscal records and reports requiring initiative and independent judgment.

Essential Duties & Responsibilities:

• Support the organization with the day-to-day, monthly, and year-end operations related to the financial management of the organization including daily financial operations, budget review, budget development and financial analysis.

• Process transactions which include: accounts payable, bank reconciliations, accounts receivable, financial statement preparation, and financial analysis to support the organization.

• Oversee the processing and recording of accounts payable transactions and ensure that all invoices coded and paid accurately in accordance with financial policies and procedures.

• Perform account reconciliations including bank reconciliations and balance sheet accounts, and resolve discrepancies between bank and company record.

• Conduct month-end balancing of various accounts and prepare journal entries and account adjustments to correct deficiencies.

• Administration and collection of fines as levied by the LSC and its representatives.

• Prepare standard and custom reports and conduct various detailed financial analysis on a monthly, quarterly, and annual basis for management review by the Executive Director and Board of Directors.

• Assist with developing, implementing and maintaining internal financial controls and financial procedures.

• Maintain the financial records of Gulf Swimming in compliance with the organizations by-laws, policies and procedures, GAAP and IRS regulations. Ensure that electronic back-ups of files are maintained to ensure that financial information is secure.

• Support the annual year-end audit process and provide outside or internal auditors with documentation and analyses in response to requests for financial information.

• Create and keep records on the assets of Gulf Swimming, Inc.

• Process travel reimbursements for members in accordance with the policies of Gulf Swimming, Inc.

• Collaborate with the Executive Director and the Board of Directors to ensure sound financial management and ensure budgets are on track.

• Perform other functions related to the financial management of the organization as requested by the Executive Director or Finance Vice Chair.

Requirements

Skills and Knowledge:

• Knowledge of Quickbooks for Nonprofits is a must. • Experience with IRS Form 990 is desired. • Strong organizational skills and ability to prioritize workload in order to meet tight

deadlines in a fast-paced and dynamic work environment. • Knowledge of GAAP for non-profit organizations. • Excellent analytical and problem-solving skills. • High competency with Excel and Microsoft Office products. • Team player and can collaborate with other in the organization. • High level of interpersonal skills with demonstrated poise, tact, and diplomacy

working with volunteers. • Excellent communication skills, written and verbal, with the ability to clearly

communicate issues to volunteers and other staff members. • Knowledge of file sharing software and experience is a must including but not

limited to Slack#, DropBox and/or Google drive. • Must be flexible and adaptable considering all points of view and work toward

decisions that reflect the greater good of the organization.

Education/Experience:

• A minimum of a Bachelors degree in Accounting or Finance required. • 2 solid years of non-profit accounting experience. • 3-5 years of experience building budgets • Cumulative of 5 years accounting experience required. • Strong background in budget preparation would be ideal.

Job Type: Part-time (20-25 hours a week) requires ability to work from home.

Salary: Up to $30,000 per year based on experience and qualifications.

Please visit our website to learn more about our organization, the details of this position and to apply www.gulfswimming.org.

http://www.gulfswimming.org/

Administration

1. Bylaws have been posted for HOD consideration.

2. I served on the LSC Development Committee that planned the Mighty Mega

Workshop for LSC’s.

3. USA Swimming conducted the second part of Board Training retreat which

resulted in strategic plans and goals for LSC over the next 3-5 years.

4. I supported Rey Aquilar in the submission of the Coaches Mentoring Program

Proposal to USA Swimming. Gulf Swimming was selected as a participating

LSC for 2017 USA Swimming Coaches Mentoring program.

5. I have been working diligently with the Personnel Development Committee to

ensure that aspects of implementing the HOD resolution to hire staff is

addressed including structure, budgets and employee handbook.

Marketing/Public Relations

1. Logo contest for Gulf Swimming ended on December 15. We received an overwhelming

response from our members including athletes, coaches, parents and Officials. USA

Swimming, marketing professionals, athletes, Publicity Chair for the Gulf and LSC staff were

all involved in the process to narrow down the logos to the finalists.

2. The new logo will be chosen by the Board of Directors and presented to the House of

Delegates. Following the selection and approval, the winner will be presented with the prize

including SwimBiz conference registration for 2017.

3. I will be attending SwimBiz 2017 in April.

Executive Directors Report

2017PRELIMINARYATHLETEREIMBURSEMENTSIMPORTANT-FINALREIMBURSEMENTNUMBERSfortheDecemberMeetsWILLBEISSUEDATTHENovember2017BOARDOFDIRECTORSMEETINGANDAMOUNTSMAYCHANGEEITHERUPORDOWN.CALCULATIONS

ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2017 TO 12/31/2017

MEETS DATESTOTAL NIGHTS LOCATION LODGING ADD TAX DOUBLE M&I

DAILY TOTAL

NET DAILY TOTAL AIRFARE*

NET AIRFARE %

MIN TOTAL

MAX TOTAL

NCSAJuniors 3/14-18/17 6 Orlando,FL $133 $153 76.48 $59 135.48 108 $397 $318 0.80 $534 $968NASAJr 3/21-25/17 6 Clearwater,FL $147 $169 84.53 $54 138.53 111 $283 $226 0.80 $448 $891OpenWaterNat 5/ 19 - 21/17 4 CastaicLake,CA $158 $182 90.85 $64 154.85 132 $311 $264 0.85 $659 $791SRNationals 6/27-7/1/17 6 Indianapolis,IN $107 $123 61.53 $54 115.53 104 $392 $353 0.90 $561 $977NCSALCJuniors 8/1-5/2017 6 Indianapolis,IL $107 $123 61.53 $54 115.53 92 $417 $334 0.80 $518 $888NationalChampionships(USOpen) 8/2-6/2017 6 EastMeadow,NY $148 $170.20 85.10 $69 154.10 146 $371 $352 0.95 $645 $1,231Futures 8/3-6/16 5 $0 0.00 0.00 0 $0 0.80 0.00 $0JrNationals 8/8-12/2017 6 EastMeadow,NY $148 $170 85.10 $69 154.10 131 $324 $275 0.85 $537 $1,061SouthernZonesSrMeet 8/1-5/17 6 CollegeStation,TX $400SC(Winter)SeniorNationals 11/29-12/2/17 5 $0 0.00 0.00 0 $0 0.90 0.00 $0SC(Winter)JuniorsWest 12/6-9/2017 5 $0 0.00 0.00 0 $0 0.85 0.00 $0

*-TransportationtoCollegeStationiscalculateasmileagefromHoustontoCollegeStation.

REIMBURSEMENTSATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2017 TO 12/31/2017

MIN MAXMEETS DATES TOTALDAYS NIGHTS LOCATION TOTAL TOTAL 2 nights 3 nights 4 nights 5 nights 6 nights 7 nights 8 nights 9 nights 10 nights

NCSAJuniors 3/14-18/17 5 6 Orlando,FL $534 $968 $534 $643 $751 $860 $968NASAJr 3/21-25/17 5 6 Clearwater,FL $448 $891 $448 $559 $670 $781 $891OpenWaterNat 5/ 19 - 21/17 3 4 CastaicLake,CA $659 $791 $528 $659 $791SRNationals 6/27-7/1/17 5 6 Indianapolis,IN $518 $888 $518 $611 $703 $796 $888NCSALCJuniors 8/1-5/2017 5 6 Indianapolis,IL $645 $1,231 $645 $792 $938 $1,084 $1,231NationalChampionships(USOpen) 8/2-6/2017 5 6 EastMeadow,NY $561 $977 $561 $665 $769 $873 $977Futures 8/3-6/16 4 5 $518 $888 $518 $611 $703 $796JrNationals 8/8-12/2017 5 6 EastMeadow,NY $537 $1,061 $537 $668 $799 $930 $1,061SouthernZonesSrMeet 8/1-5/17 5 6 CollegeStation,TX $0 $0 $400SC(Winter)SeniorNationals 11/29-12/2/17 4 5 $0 $0 $0 $0 $0 $0SC(Winter)JuniorsWest 12/6-9/2017 4 5 $0 $0 $0 $0 $0 $0

NOTES:MIN TOTAL for Trials is three days, two nights for swimming one event or four days and three nights if arriving two days prior to first event. Counts one or two days before 1st event 1 day after last event. MIN TOTAL is three days, two nights for swimming one event. Counts one day before 1st event 1 day after last event. MAX TOTAL is for swimming on the first and last day. Counts one day before 1st event and 1 day after last event.Swimmer will only be reimbursed for one day before 1st event to one day after last event based on lodging nights. Example: If a swimmer swims on day 2 and day 4, the reimbursement will be for 5 days, 4 nights.

IfNationalEventisheldintheGreaterHoustonMetropolitanArea–NoReimbursementforthoseswimmersresidingintheGreaterHoustonMetroArea.IfNationalEventisheldintheBryan-CollegeStationMetropolitanArea–NoReimbursementforthoseswimmersresidingintheBryan-CollegeStationMetroArea.

**ForthoseswimmerscompetinginaNationalLevelMeetoutsidetheirMetroAreabutwithintheGulfLSC:1. NoHotelStay,commutingeachday.-Roundtripmileagewillbepaidatthecurrentyear’sIRSmileagerateforeachdayactuallycompetingattheMeet.NoPerDiem2. WithHotelStay–

a. Onlyoneroundtripwillbeallowed.Noairfarecalculation.b. PerDiemwillonlybepaidforthenumberofnightsofarequiredHotelStay.Officialswillnotreceiveaperdiem.c. HotelandPerDiemwillbecalculatedusingourcurrentMeetReimbursementformula,usingtheGSAperdiemtablesfortheyearandlocationoftheMeet.


MEETS DATESTOTAL NIGHTS LOCATION LODGING ADD TAX

DAILY TOTAL


NET AIRFARE %

MIN TOTAL

MAX TOTAL

OpenWaterNat 5/ 19 - 21/17 4 CastaicLake,CA $158 $182 181.70 182 $311 $311 1.00 $856 $1,038SRNationals 6/27-7/1/17 6 Indianapolis,IN $107 $123 123.05 123 $392 $392 1.00 $638 $1,130NationalChampionships(USOpen) 8/2-6/2017 6 EastMeadow,NY $148 $170.20 170.20 170 $371 $371 1.00 $711 $1,392Futures 8/3-6/16 5 $0 0.00 0 $0 1.00 0.00 $0JrNationals 8/8-12/2017 6 EastMeadow,NY $148 $170 170.20 170 $324 $324 1.00 $664 $1,345SC(Winter)SeniorNationals 11/29-12/2/17 5 $0 0.00 0 $0 1.00 0.00 $0SC(Winter)JuniorsWest 12/6-9/2017 5 $0 0.00 0 $0 1.00 0.00 $0

8:15 AM 01/06/17 Cash Basis

Gulf Swimming Inc Balance Sheet Prev Year Comparison

As of December 31, 2016

Page 1 of 14

Dec 31, 16 Dec 31, 15 $ Change % Change

ASSETS

Current Assets

Checking/Savings

1000 · Bank and Investment Balances

1005 · CHASE BUSINESS CHECKING 249,490.23 491,650.36 -242,160.13 -49.26%

1015 · CHASE BUSINESS MONEY MARKET ACC 101,130.92 101,049.47 81.45 0.08%

1025 · Chase OutReach Account 599,982.52 402,294.72 197,687.80 49.14%

1030 · Edward Jones Investments 1,489,728.59 1,366,462.54 123,266.05 9.02%

Total 1000 · Bank and Investment Balances 2,440,332.26 2,361,457.09 78,875.17 3.34%

Total Checking/Savings 2,440,332.26 2,361,457.09 78,875.17 3.34%

Other Current Assets

1450 · Prepaid expenses 0.00 4,660.00 -4,660.00 -100.0%

Total Other Current Assets 0.00 4,660.00 -4,660.00 -100.0%

Total Current Assets 2,440,332.26 2,366,117.09 74,215.17 3.14%TOTAL ASSETS 2,440,332.26 2,366,117.09 74,215.17 3.14%

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Credit Cards

2050 · Credit card 1,500.00 0.00 1,500.00 100.0%

Total Credit Cards 1,500.00 0.00 1,500.00 100.0%

Other Current Liabilities

2100 · Payroll Liabilities 3,735.50 3,540.00 195.50 5.52%

2570 · Short-term liabilities - other

2571 · USA Swimming -12,094.00 916.00 -13,010.00 -1,420.31%

Total 2570 · Short-term liabilities - other -12,094.00 916.00 -13,010.00 -1,420.31%

Total Other Current Liabilities -8,358.50 4,456.00 -12,814.50 -287.58%

Total Current Liabilities -6,858.50 4,456.00 -11,314.50 -253.92%

Total Liabilities -6,858.50 4,456.00 -11,314.50 -253.92%

Equity

3001 · Opening Bal Equity 513,056.68 513,056.68 0.00 0.0%

3010 · Unrestrict (retained earnings) 1,848,604.41 1,725,729.05 122,875.36 7.12%

Net Income 85,529.67 122,875.36 -37,345.69 -30.39%

Total Equity 2,447,190.76 2,361,661.09 85,529.67 3.62%TOTAL LIABILITIES & EQUITY 2,440,332.26 2,366,117.09 74,215.17 3.14%


Gulf Swimming Inc Profit & Loss Prev Year Comparison

January through December 2016

Page 2 of 14

Jan - Dec 16 Jan - Dec 15 $ Change % Change

Ordinary Income/Expense

Income

4000 · Contributed support 2,500.00 0.00 2,500.00 100.0%

5100 · Earned revenues 700,472.26 661,500.22 38,972.04 5.89%

5800 · Special events 77,983.60 0.00 77,983.60 100.0%

Total Income 780,955.86 661,500.22 119,455.64 18.06%

Expense

6560 · Payroll Expenses 54,410.25 19,561.23 34,849.02 178.15%

66900 · Reconciliation Discrepancies 0.00 0.00 0.00 0.0%

7000 · Grant & contract expense 0.00 215.13 -215.13 -100.0%

7200 · Salaries & related expenses 500.00 0.00 500.00 100.0%

8100 · Non-personnel expenses 138,140.55 95,667.28 42,473.27 44.4%

8111 · Office Equipment 0.00 172.33 -172.33 -100.0%

8200 · Occupancy expenses 1,148.22 1,431.63 -283.41 -19.8%

8300 · Travel & meetings expenses 577,606.14 333,681.64 243,924.50 73.1%

8500 · Misc expenses 46,637.81 55,314.92 -8,677.11 -15.69%

8565 · Professional Training 249.27 0.00 249.27 100.0%

Total Expense 818,692.24 506,044.16 312,648.08 61.78%

Net Ordinary Income -37,736.38 155,456.06 -193,192.44 -124.28%

Other Income/Expense

Other Income

6800 · Unrealized gain (loss) 123,266.05 -32,580.70 155,846.75 478.34%

Total Other Income 123,266.05 -32,580.70 155,846.75 478.34%

Net Other Income 123,266.05 -32,580.70 155,846.75 478.34%Net Income 85,529.67 122,875.36 -37,345.69 -30.39%


Gulf Swimming Inc Profit & Loss Budget Performance


Page 3 of 14

Jan - Dec 16 Annual BudgetATHLETE TRAVEL FUND

Age Group Camps 0.00 -1,000.00Athlete BOD Training -4,378.85 -20,000.00Clinics -2,785.41Diversity Clinic -1,169.24 -3,000.00Fines 1,600.00 4,000.00Futures Championship -37,174.80 -34,739.00Gold Medal Clinic 243.73 -500.00ISCA Summer -56,589.86LC Juniors -4,784.00 -26,842.94NASA JR -58,536.00 -35,309.20NCSA Juniors -47,195.50 -96,308.40NCSA LC Jr -18,196.00 -78,390.72North American Challenge -86,009.86 -66,023.49Olympic Trials -28,187.41 -50,596.56Open Water 0.00 -3,164.04Open Water All Star -18,960.62 -15,800.00Sanctions 13,937.54 12,000.00Select Camps 0.00 -2,000.00Senior Nationals - Summer 0.00 -17,544.48Southern Zones

Southern Zone Sr Meet -22,000.00 -55,600.00Total Southern Zones -22,000.00 -55,600.00Splash Fees 401,041.25 385,000.00Texas All Star Camp 0.00 -8,500.00USAS Convention -6,753.26 -2,000.00Winter Jr Championships -17,130.00 -32,102.00Winter National Championships -882.00 -3,675.50

Total ATHLETE TRAVEL FUND 6,089.71 -152,096.33Donations 0.00 -500.00EQUIPMENT FUND

Equipment Purchase -16,529.18 -15,000.00Equipment Rental 3,990.50 1,500.00Equipment Repair -1,940.44 -3,000.00Equipment Shipping -110.00 -500.00Office Equipment 0.00 -2,000.00Registration -176.46 -350.00Storage -4,158.00 -3,500.00

Total EQUIPMENT FUND -18,923.58 -22,850.00GENERAL FUND

ADMIN VICE CHAIRCopy Expenses 0.00 -25.00Filing Fees 0.00 -25.00




Page 4 of 14

Jan - Dec 16 Annual BudgetTotal ADMIN VICE CHAIR 0.00 -50.00AGE GROUP VICE CHAIR

Club Development -93.35Ladder of Success -3,439.65 -6,000.00

Total AGE GROUP VICE CHAIR -3,533.00 -6,000.00ATHLETE REGISTRATION

Athlete RegistrationAth Reg Income

Ath Reg Inc - Gulf 190,020.00 249,385.50Total Ath Reg Income 190,020.00 249,385.50Sea'al Reg Income

Season Ath inc - Gulf 5,780.00 14,973.00Total Sea'al Reg Income 5,780.00 14,973.00Team Registration Income

Team Reg - Gulf 9,720.00 10,400.00Total Team Registration Income 9,720.00 10,400.00Transfer Fee 555.00 400.00

Total Athlete Registration 206,075.00 275,158.50Computer Expenses -138.63 -1,000.00Internet -1,252.86 -1,260.00Outreach Payments -54,537.00 -50,000.00Postage -226.67 -500.00Registration & Times WS -739.70Supplies -784.08 -800.00Telephone & Fax -600.00Travel -741.97

Total ATHLETE REGISTRATION 147,054.09 221,598.50Background Check -36.00 -100.00BANQUET

Awards -19,485.25 -17,000.00Banquet Attendee Fee 18,899.83 16,440.00Commissions 143.60Equipment Charge-Hotel -931.00Hotel Accomodations -108.81Meal Expense (Hotel Charges) -22,368.55 -33,000.00Meeting Expenses -16.21 -600.00Non Athlete Awards -1,523.75 -350.00Postage/Shipping 0.00 -200.00Printing -375.90 -1,200.00Speaker -8,296.18 -18,000.00Supplies 0.00 -100.00Transportation -108.00 -600.00




Page 5 of 14

Jan - Dec 16 Annual BudgetTotal BANQUET -34,170.22 -54,610.00COACH CHAIR

Coach Clinic -13,300.89 -15,000.00Coach of Year Award -400.00 -2,000.00Coach Reimbusm't - Travel Fund -26,336.84 -20,000.00Coach Travel -122.58Meeting Expenses -65.88 -200.00

Total COACH CHAIR -40,226.19 -37,200.00COMMUNICATION

Website Expenses -885.96 -900.00Total COMMUNICATION -885.96 -900.00Finance Vice Chair

Internet Expenses -649.32 -720.00Meeting Expenses -92.27Travel -601.08

Total Finance Vice Chair -1,342.67 -720.00GENERAL CHAIRMAN

Annual Dues 0.00 -50.00Meeting Expenses -547.40 -800.00Other Expenses 0.00 -500.00Postage 0.00 -100.00Supplies 0.00 -250.00Telephone -364.78Travel -209.52 -700.00Travel Expenses - USA Swimming -200.00

Total GENERAL CHAIRMAN -1,321.70 -2,400.00NON ATH REGISTRATION

Computer & Printers -1,915.95 -2,500.00Internet Expenses -380.00 -600.00Non Athlete Registration

Life Member income 10.00Non Ath Reg Expense -3,000.00Non Ath Reg Income

Individual 16,222.00 24,300.00Total Non Ath Reg Income 16,222.00 24,300.00

Total Non Athlete Registration 13,232.00 24,300.00Postage 0.00 -75.00Supplies 0.00 -150.00

Total NON ATH REGISTRATION 10,936.05 20,975.00NTV/Records Coordinator

Internet Expenses 0.00 -1,296.00Observations 600.00 600.00




Page 6 of 14

Jan - Dec 16 Annual BudgetPostage 0.00 -50.00Supplies 0.00 -300.00Times Uploads 60.00 140.00

Total NTV/Records Coordinator 660.00 -906.00OFFICIALS VICE CHAIR

Disqualification Slips 0.00 -300.00Internet Services 0.00 0.00Officials awards -350.00Officials Badges -929.95 -1,000.00Officials Chair Workshop -583.20 -400.00Officials Clinic -2,188.00 -4,500.00Officials Travel - Meets -4,354.62 -5,000.00Officials Workshop -2,605.22 -700.00Postage -39.00 0.00Printing -14.00Rule Books -652.80 -1,500.00Shipping -60.00Software and Subscriptions -299.88Supplies 0.00 -500.00Travel -329.40OFFICIALS VICE CHAIR - Other -49.55

Total OFFICIALS VICE CHAIR -12,455.62 -13,900.00OPEN WATER CHAIR

Equipment 0.00 -1,000.00Total OPEN WATER CHAIR 0.00 -1,000.00OTHER

Banking Adjustment 0.00Banking Expenses -347.42 -690.00Contract Wages/Stipends 0.00 -200.00Leap Program 2,500.00Miscellaneous Revenue 75.00Money Market Interest 81.45 100.00NSF Fees 90.00 0.00Payment Processing Fees -22.00 0.00Southern Zone Dues -50.00 -50.00

Total OTHER 2,327.03 -840.00SECRETARY

Copy Expenses 0.00 -100.00Equipment -1,167.00Internet 0.00 -300.00Mileage and Travel -199.24Supplies -1.29 -100.00

Total SECRETARY -1,367.53 -500.00




Page 7 of 14

Jan - Dec 16 Annual BudgetTECHNICAL VICE CHAIR

Meet Director Clinic -1,968.88 -900.00Meetings -43.71Software 0.00 -200.00

Total TECHNICAL VICE CHAIR -2,012.59 -1,100.00TREASURER

Computer hardware & expenses -499.95Computer Software -447.00 -300.00Conferences -1,456.95Copy Expenses 0.00 -100.00Internet Expense -1,096.18 -1,200.00Meeting Expenses -138.15 -100.00Postage -207.79 -150.00Records Storage -882.00 -900.00Supplies -349.66 -250.00Training 0.00 -1,500.00Travel Expenses -564.81 -800.00

Total TREASURER -5,642.49 -5,300.00TSA -50.00 -100.00USAS CONVENTION -20,650.19 -25,000.00

Total GENERAL FUND 37,283.01 91,947.50Office Administratior

Equipment -1,305.95 -1,000.00Internet -823.29 -1,020.00Interview Expenses 0.00 0.00Mailing Services -4.60 -780.00Meeting Expenses -1,628.42Misc. Expenses -317.75 0.00Phone Service -303.75 -2,040.00Postage -426.43 -600.00Printing & Copying -197.80 -300.00Rents & Services -172.00 0.00Salary -4,306.00 -48,000.00Software & services -181.21 -4,224.00Supplies -1,789.13 -1,200.00Telephone Expense -615.79 0.00Training & Education -250.44 -5,000.00Travel -1,828.39 -10,000.00

Total Office Administratior -14,150.95 -74,164.00Safe Sport Coordinator

Travel -517.97 -1,500.00Total Safe Sport Coordinator -517.97 -1,500.00Sanctions Coordinator




Page 8 of 14

Jan - Dec 16 Annual BudgetInternet 0.00 -1,200.00Postage 0.00 -20.00Software -191.16 -192.00Supplies 0.00 -720.00Travel -436.20 -1,500.00

Total Sanctions Coordinator -627.36 -3,632.00Senior vice Chair

Supplies -50.99 -100.00Total Senior vice Chair -50.99 -100.00Unclassified -46,838.25 0.00

TOTAL -37,736.38 -162,894.83

Unbudgeted ExpenseISCA Summer -56,589.86

Over budgeted RevenueMembership Dues 110,000.00

TOTAL With Adjustments 18,853.48 -272,894.83




Page 9 of 14

ATHLETE TRAVEL FUNDAge Group CampsAthlete BOD TrainingClinicsDiversity ClinicFinesFutures ChampionshipGold Medal ClinicISCA SummerLC JuniorsNASA JRNCSA JuniorsNCSA LC JrNorth American ChallengeOlympic TrialsOpen WaterOpen Water All StarSanctionsSelect CampsSenior Nationals - SummerSouthern Zones

Southern Zone Sr MeetTotal Southern ZonesSplash FeesTexas All Star CampUSAS ConventionWinter Jr ChampionshipsWinter National Championships

Total ATHLETE TRAVEL FUNDDonationsEQUIPMENT FUND

Equipment PurchaseEquipment RentalEquipment RepairEquipment ShippingOffice EquipmentRegistrationStorage

Total EQUIPMENT FUNDGENERAL FUND

ADMIN VICE CHAIRCopy ExpensesFiling Fees




Page 10 of 14

ATHLETE TRAVEL FUNDTotal ADMIN VICE CHAIRAGE GROUP VICE CHAIR

Club DevelopmentLadder of Success

Total AGE GROUP VICE CHAIRATHLETE REGISTRATION


Ath Reg Inc - GulfTotal Ath Reg IncomeSea'al Reg Income

Season Ath inc - GulfTotal Sea'al Reg IncomeTeam Registration Income

Team Reg - GulfTotal Team Registration IncomeTransfer Fee

Total Athlete RegistrationComputer ExpensesInternetOutreach PaymentsPostageRegistration & Times WSSuppliesTelephone & FaxTravel

Total ATHLETE REGISTRATIONBackground CheckBANQUET

AwardsBanquet Attendee FeeCommissionsEquipment Charge-HotelHotel AccomodationsMeal Expense (Hotel Charges)Meeting ExpensesNon Athlete AwardsPostage/ShippingPrintingSpeakerSuppliesTransportation




Page 11 of 14

ATHLETE TRAVEL FUNDTotal BANQUETCOACH CHAIR

Coach ClinicCoach of Year AwardCoach Reimbusm't - Travel FundCoach TravelMeeting Expenses

Total COACH CHAIRCOMMUNICATION

Website ExpensesTotal COMMUNICATIONFinance Vice Chair

Internet ExpensesMeeting ExpensesTravel

Total Finance Vice ChairGENERAL CHAIRMAN

Annual DuesMeeting ExpensesOther ExpensesPostageSuppliesTelephoneTravelTravel Expenses - USA Swimming

Total GENERAL CHAIRMANNON ATH REGISTRATION

Computer & PrintersInternet ExpensesNon Athlete Registration

Life Member incomeNon Ath Reg ExpenseNon Ath Reg Income

IndividualTotal Non Ath Reg Income

Total Non Athlete RegistrationPostageSupplies

Total NON ATH REGISTRATIONNTV/Records Coordinator

Internet ExpensesObservations




Page 12 of 14

ATHLETE TRAVEL FUNDPostageSuppliesTimes Uploads

Total NTV/Records CoordinatorOFFICIALS VICE CHAIR

Disqualification SlipsInternet ServicesOfficials awardsOfficials BadgesOfficials Chair WorkshopOfficials ClinicOfficials Travel - MeetsOfficials WorkshopPostagePrintingRule BooksShippingSoftware and SubscriptionsSuppliesTravelOFFICIALS VICE CHAIR - Other

Total OFFICIALS VICE CHAIROPEN WATER CHAIR

EquipmentTotal OPEN WATER CHAIROTHER

Banking AdjustmentBanking ExpensesContract Wages/StipendsLeap ProgramMiscellaneous RevenueMoney Market InterestNSF FeesPayment Processing FeesSouthern Zone Dues

Total OTHERSECRETARY

Copy ExpensesEquipmentInternetMileage and TravelSupplies

Total SECRETARY




Page 13 of 14

ATHLETE TRAVEL FUNDTECHNICAL VICE CHAIRMeet Director ClinicMeetingsSoftware

Total TECHNICAL VICE CHAIRTREASURER

Computer hardware & expensesComputer SoftwareConferencesCopy ExpensesInternet ExpenseMeeting ExpensesPostageRecords StorageSuppliesTrainingTravel Expenses

Total TREASURERTSAUSAS CONVENTION

Total GENERAL FUNDOffice Administratior

EquipmentInternetInterview ExpensesMailing ServicesMeeting ExpensesMisc. ExpensesPhone ServicePostagePrinting & CopyingRents & ServicesSalarySoftware & servicesSuppliesTelephone ExpenseTraining & EducationTravel

Total Office AdministratiorSafe Sport Coordinator

TravelTotal Safe Sport CoordinatorSanctions Coordinator




Page 14 of 14

ATHLETE TRAVEL FUNDInternetPostageSoftwareSuppliesTravel

Total Sanctions CoordinatorSenior vice Chair

SuppliesTotal Senior vice ChairUnclassified

TOTAL

Unbudgeted ExpenseISCA Summer

Over budgeted RevenueMembership Dues

TOTAL With Adjustments

-125,158.45 Under Budget

-254,041.35 Under Budget

2017 Estimated Budget

ATHLETE TRAVEL FUNDFines 3,000.00Sanctions 14,000.00Southern Zones

Parent Contribution 19,200.00Splash Fees 401,000.00

Total ATHLETE TRAVEL FUND 437,200.00EQUIPMENT FUND

Equipment Rental 1,500.00Total EQUIPMENT FUND 1,500.00GENERAL FUND

Ath Reg Inc - Gulf 300,000.00Season Ath inc - Gulf 12,000.00Team Reg - Gulf 10,440.00

Transfer Fee 550.00Total Athlete Registration 322,990.00

Total ATHLETE REGISTRATION 322,990.00Background CheckBANQUET

Banquet Attendee Fee 20,000.00Total BANQUET 20,000.00COACH CHAIR

USA Swimming Grant 4,000.00Total COACH CHAIR 4,000.00

Non Ath Reg IncomeIndividual 28,300.00

Total Non Ath Reg Income 28,300.00Total Non Athlete Registration 28,300.00

NTV/Records CoordinatorObservations 600.00Times Uploads 100.00

Total NTV/Records Coordinator 700.00OFFICIALS VICE CHAIROTHER

Money Market Interest 75.00NSF Fees 90.00

Total OTHER 165.00Total GENERAL FUND 376,155.00TOTAL INCOME 814,855.00

2017 Estimated Budget

Estimated Count

ATHLETE TRAVEL FUNDAge Group Camps -1,000.00Athlete BOD Training -20,000.00Diversity Clinic -3,000.00Futures Championship -58,881.80 74Gold Medal Clinic -500.00LC Juniors -22,287.51 21NASA JR -32,978.84 37NCSA Juniors -54,201.28 56NCSA LC Jr -38,189.16 43Open Water -3,954.20 5Open Water All Star -18,300.00Select Camps -22,000.00Senior Nationals - Summer -11,719.62 12Southern Zone MeetSouthern Zones

Southern Zone Sr Meet -47,200.00 118Southern Zone Team -60,000.00

Total Southern Zones -107,200.00US Open -14,769.84 12USAS Convention -4,000.00Winter Jr Championships -20,000.00 25Winter National Championships 0.00 2

Total ATHLETE TRAVEL FUND -432,982.25DonationsEQUIPMENT FUND

Equipment Purchase -25,000.00Equipment Repair -3,000.00Equipment Shipping -500.00Logo pinsOffice Equipment -2,000.00Registration -350.00Storage -3,500.00System Training ExpEQUIPMENT FUND - Other

Total EQUIPMENT FUND -34,350.00GENERAL FUND

AGE GROUP VICE CHAIRLadder of Success -6,000.00

Total AGE GROUP VICE CHAIR -6,000.00ATHLETE REGISTRATION

Computer Expenses -1,500.00Internet -1,320.00Outreach Payments -60,000.00Postage -300.00Registration & Times WS -800.00Supplies -1,000.00Telephone & Fax -600.00Travel -700.00

Total ATHLETE REGISTRATION -66,220.00BANQUET

Awards -22,000.00Equipment Charge-Hotel -3,000.00Hotel Accomodations -500.00Meal Expense (Hotel Charges) -35,000.00Meeting Expenses -300.00Non Athlete Awards -1,800.00Postage/Shipping -200.00Printing -1,200.00Speaker -20,000.00Supplies -100.00Transportation -600.00

Total BANQUET -84,700.00COACH CHAIR

Coach Clinic -18,000.00Coach of Year Award -500.00Coach Reimbusm't - Travel Fund -25,000.00Coach Travel -200.00Meeting Expenses -200.00Coach Mentoring Program -10,000.00

Total COACH CHAIR -53,900.00COMMUNICATION

Website redesign -8,000.00Website Expenses -1,000.00

Total COMMUNICATION -9,000.00Finance Vice Chair

Computer SoftwareInternet Expenses -800.00Meeting Expenses -200.00Supplies -200.00Travel -600.00

Total Finance Vice Chair -1,800.00GENERAL CHAIRMAN

Annual Dues -50.00Meeting Expenses -400.00Management/Consulting -5,500.00Postage -100.00Supplies -150.00Telephone -400.00Travel -400.00Travel Expenses - USA Swimming -2,050.00

Total GENERAL CHAIRMAN -9,050.00NON ATH REGISTRATION

Computer & Printers -2,500.00Internet Expenses -600.00Life Member Reg Expense -3,000.00Postage -75.00Supplies -150.00

Total NON ATH REGISTRATION -6,325.00NTV/Records Coordinator

Internet Expenses -900.00Postage -50.00Supplies -300.00

Total NTV/Records Coordinator -1,250.00OFFICIALS VICE CHAIR

Disqualification Slips -150.00Officials Badges -1,000.00Officials Chair Workshop -400.00Officials Clinic -2,000.00Officials Travel - Meets -5,000.00Officials Workshop -1,500.00Postage -50.00Printing -100.00Rule Books -1,000.00Shipping -100.00Supplies -200.00Equipment/Radios -2,500.00Promotional -2,400.00

Total OFFICIALS VICE CHAIR -16,400.00OPEN WATER CHAIR

Awards -500.00Equipment -750.00

Total OPEN WATER CHAIR -1,250.00

OTHERBanking Expenses -300.00Payment Processing Fees -70.00Southern Zone Dues -50.00

Total OTHER -420.00PUBLICITY COORDINATOR

Logo Design -500.00Total PUBLICITY COORDINATOR -500.00SAFETY CHAIR

Travel -1,000.00Total SAFETY CHAIR -1,000.00SECRETARY

Copy Expenses -100.00Postage -50.00Mileage and Travel -200.00Supplies -500.00Training -350.00

Total SECRETARY -1,200.00TECHNICAL VICE CHAIR

Copy Expense -100.00Meet Director Clinic -2,200.00Meetings -100.00Software -200.00

Total TECHNICAL VICE CHAIR -2,600.00TREASURER

Computer Software -300.00Conferences -1,500.00Copy Expenses -100.00Internet Expense -1,200.00Meeting Expenses -150.00Postage -225.00Records Storage -900.00Supplies -350.00Training -1,500.00Travel Expenses -400.00

Total TREASURER -6,625.00TSA -50.00USAS CONVENTION -20,000.00

Total GENERAL FUND -288,290.00Office Administrator

Equipment -6,500.00Internet -3,600.00

Interview Expenses -200.00Mailing Services -50.00Marketing/Rebranding -6,500.00Meeting Expenses -1,800.00Misc. Expenses -400.00Phone Service -6,000.00Postage -800.00Printing & Copying -300.00Rents & Services -200.00Software & services -3,750.00Supplies 2,800.00Swimposium -15,300.00Telephone Expense -380.00Training & Education -6,500.00Travel -8,000.00Office Administratior - Other

Total Office Administratior -57,480.00Safe Sport Coordinator

Travel -600.00Supplies -500.00Meeting Expenses -500.00Safe Sport Coordinator - Other

Total Safe Sport Coordinator -1,600.00Sanctions Coordinator

InternetMeeting ExpensesPostageSoftware -192.00SuppliesTravel -600.00Sanctions Coordinator - Other

Total Sanctions Coordinator -792.00Senior vice Chair

Supplies -100.00Senior vice Chair - Other

Total Senior vice Chair -100.00UnclassifiedSalaries/With Burden -125,000.00TOTAL EXPENSES -940,594.25

TOTAL BUDGET -125,739.25

RESPONSIBLE

Mandy NorrisAthletesGilber Legaspi

Mandy Norris

Open Water All Star DetailCoaches Airfare -18000

Hotel -4000Rentals -800Gas -100Coach Exp -400Athlete Fees 7500

-15800

Athletes

Eddie Adams

Laura Davis

Annette Leach

Darcey Baron

Rey Aguilar

Tom Hasz

Tim Bauer

Henry Clark

Eddie Adams

Rick Kelenbach

Andrea Walin

Seth Huston

Tom Hasz

Beau Caldwell

Travis Sandifer

Jennie Shamburger

Beau Caldwell

Tom Hasz

Darcey Baron

Travis Sandifer

Paige Sikkema

Charlie Fry

2017 Estimated

BudgetEstimated

Count RESPONSIBLEATHLETE TRAVEL FUND

Age Group Camps -1,000.00 Mandy NorrisAthlete ApparelAthlete BOD Training -20,000.00 AthletesClinics Mandy NorrisDiversity Clinic -3,000.00 Gilber LegaspiFines 3,000.00Futures Championship -58,881.80 74Gold Medal Clinic 500.00 Mandy NorrisLC Juniors -22,287.51 21NASA JR -32,978.84 37NCSA Juniors -54,201.28 56NCSA LC Jr -38,189.16 43Open Water -3,954.20 5Open Water All Star -18,300.00 Open Water All Star DetailSanctions 14,000.00 Entry Fees -2000Select Camps -22,000.00 Coaches Airfare -18000Senior Nationals - Summer -11,719.62 12 Hotel -4000Southern Zone Meet Rentals -800Southern Zones Gas -100

Parent Contribution 19,200.00 Outfitting -500Southern Zone Sr Meet -47,200.00 118 Coach Exp -400Southern Zone Team -60,000.00 Athlete Fees 7500Southern Zones - Other -18300

Total Southern Zones -88,000.00Splash Fees 401,000.00 Select CampsTexas All Star Camp 0.00 Mandy Norris Zone/National/Natl. Diversity -2000TSA Convention Gulf Select Camp -20000US Open -14,769.84 12USAS Convention -4,000.00 AthletesWinter Jr Championships -20,000.00 25Winter National Championships 0.00 2ATHLETE TRAVEL FUND - Other

Total ATHLETE TRAVEL FUND 5,217.75DonationsEQUIPMENT FUND Eddie Adams

Equipment Purchase -25,000.00Equipment Rental 1,500.00Equipment Repair -3,000.00Equipment Shipping -500.00Logo pinsOffice Equipment -2,000.00Registration -350.00Storage -3,500.00System Training ExpEQUIPMENT FUND - Other


ACCOUNT TRANSFERSADMIN VICE CHAIR Jason Wedlick

Copy ExpensesFiling FeesKatrina DonationsMeeting ExpensesMisc ExpensesOther ExpensesPostageSoftwareSuppliesTelephoneTravel ExpensesWorkshop TravelADMIN VICE CHAIR - Other

Total ADMIN VICE CHAIR 0.00AGE GROUP VICE CHAIR Laura Davis

Club Development

Ladder of Success -6,000.00Meeting ExpensesPostageSuppliesTravelAGE GROUP VICE CHAIR - Other

Total AGE GROUP VICE CHAIR -6,000.00ATHLETE REGISTRATION Annette Leach


Ath Reg Inc - Gulf 200,000.00 Budgeted with increaseTotal Ath Reg Income 200,000.00Sea'al Reg Income

Season Ath inc - Gulf 6,000.00Total Sea'al Reg Income 6,000.00Single Meet registration IncomeTeam Registration Income

Team Reg - Gulf 10,440.00Total Team Registration Income 10,440.00Transfer Fee 550.00Athlete Registration - Other

Total Athlete Registration 216,990.00Computer Expenses -1,500.00Internet -1,320.00Outreach Payments -60,000.00Postage -300.00Registration & Times WS -800.00Seasonal AthSupplies -1,000.00Telephone & Fax -600.00Travel -700.00ATHLETE REGISTRATION - Other

Total ATHLETE REGISTRATION 150,770.00Background CheckBANQUET Darcey Baron

Awards -22,000.00Banquet Attendee Fee 20,000.00CommissionsEquipment Charge-Hotel -3,000.00Hotel Accomodations -500.00Meal Expense (Hotel Charges) -35,000.00Meeting Expenses -300.00Non Athlete Awards -1,800.00Postage/Shipping -200.00Printing -1,200.00Speaker -20,000.00Supplies -100.00Transportation -600.00BANQUET - Other

Total BANQUET -64,700.00COACH CHAIR Rey Aguilar

Coach Clinic -18,000.00Coach of Year Award -500.00Coach Reimbusm't - Travel Fund -25,000.00Coach Travel -200.00Meeting Expenses -200.00Coach Mentoring Program -10,000.00USA Swimming Grant 4,000.00COACH CHAIR - Other

Total COACH CHAIR -49,900.00COMMUNICATION Tom Hasz

Internet ServiceSoftware ExpenseWebsite redesign -8,000.00Website Expenses -1,000.00COMMUNICATION - Other

Total COMMUNICATION -9,000.00DIVERSITY COORDINATOR Gilbert Legaspi

Other Expenses

TravelDIVERSITY COORDINATOR - Other

Total DIVERSITY COORDINATOR 0.00Finance Vice Chair Tim Bauer

Computer SoftwareInternet Expenses -800.00Meeting Expenses -200.00PostageSupplies -200.00Travel -600.00Finance Vice Chair - Other

Total Finance Vice Chair -1,800.00GENERAL CHAIRMAN Henry Clark

Annual Dues -50.00InternetMeeting Expenses -400.00Management/Consulting -5,500.00Other ExpensesPostage -100.00Supplies -150.00Telephone -400.00Travel -400.00Travel Expenses - USA Swimming -2,050.00GENERAL CHAIRMAN - Other

Total GENERAL CHAIRMAN -9,050.00NON ATH REGISTRATION Eddie Adams

Computer & Printers -2,500.00Copy ExpensesInternet Expenses -600.00Non Athlete Registration

Life Member Reg Expense -3,000.00Non Ath Reg Income

Individual 17,000.00Total Non Ath Reg Income 17,000.00Non Athlete Registration - Other

Total Non Athlete Registration 14,000.00Other ExpensesPostage -75.00Supplies -150.00TravelNON ATH REGISTRATION - Other

Total NON ATH REGISTRATION 10,675.00NTV/Records Coordinator Rick Kelenbach

Internet Expenses -900.00Observations 600.00Other ExpensesPostage -50.00Supplies -300.00Times Uploads 100.00TravelNTV/Records Coordinator - Other

Total NTV/Records Coordinator -550.00OFFICIALS VICE CHAIR Andrea Walin

Disqualification Slips -150.00InternetInternet ServicesOfficial Certification TrainingOfficials AwardsOfficials ApparelOfficials Badges -1,000.00Officials BGCOfficials Chair Workshop -400.00Officials Clinic -2,000.00Officials Travel - Meets -5,000.00Officials Workshop -1,500.00Postage -50.00Printing -100.00Rule Books -1,000.00Shipping -100.00Software and Subscriptions

Supplies -200.00TravelEquipment/Radios -2,500.00Promotional -2,400.00OFFICIALS VICE CHAIR - Other

Total OFFICIALS VICE CHAIR -16,400.00OPEN WATER CHAIR Seth Huston

Awards -500.00Equipment -750.00OPEN WATER CHAIR - Other

Total OPEN WATER CHAIR -1,250.00OTHER Tom Hasz

AnnunityBank Card PaymentBanking AdjustmentBanking Expenses -300.00Banking InterestMiscellaneous RevenueMoney Market Interest 75.00NSF Fees 90.00Payment Processing Fees -70.00Refunds and RebatesSouthern Zone Dues -50.00Special GiftsSpecial Non-Ath AwardsTraining

Total OTHER -255.00Out Reach Coordinator

Travel 0.00Out Reach Coordinator - Other 0.00

Total Out Reach Coordinator 0.00PUBLICITY COORDINATOR

Logo Design -500.00Total PUBLICITY COORDINATOR -500.00SAFETY CHAIR Travis Sandifer

Travel -1,000.00SAFETY CHAIR - Other

Total SAFETY CHAIR -1,000.00SECRETARY Jennie Shamburger

Copy Expenses -100.00EquipmentInternetPostage -50.00Mileage and Travel -200.00Supplies -500.00Training -350.00SECRETARY - Other

Total SECRETARY -1,200.00TECHNICAL VICE CHAIR Beau Caldwell

Copy Expense -100.00Meet Director Clinic -2,200.00Meetings -100.00Software -200.00TECHNICAL VICE CHAIR - Other 0.00

Total TECHNICAL VICE CHAIR -2,600.00TREASURER Tom Hasz

Computer hardware & expenses 0.00Computer Software -300.00Conferences -1,500.00Copy Expenses -100.00Internet Expense -1,200.00Meeting Expenses -150.00Other ExpensesPostage -225.00Records Storage -900.00Supplies -350.00Telephone ExpenseTraining -1,500.00Travel Expenses -400.00

TREASURER - OtherTotal TREASURER -6,625.00TSA -50.00USAS CONVENTION -20,000.00GENERAL FUND - Other

Total GENERAL FUND -29,435.00Office Administratior Darcey Baron

Equipment -6,500.00Internet -3,600.00Interview Expenses -200.00Mailing Services -50.00Marketing/Rebranding -6,500.00Meeting Expenses -1,800.00Misc. Expenses -400.00Phone Service -6,000.00Postage -800.00Printing & Copying -300.00Rents & Services -200.00Software & services -3,750.00Supplies 2,800.00Swimposium -15,300.00Telephone Expense -380.00Training & Education -6,500.00Travel -8,000.00Office Administratior - Other

Total Office Administratior -57,480.00Safe Sport Coordinator Travis Sandifer


Total Safe Sport Coordinator -1,600.00Sanctions Coordinator Paige Sikkema


Total Sanctions Coordinator -792.00Senior vice Chair Charlie Fry


Total Senior vice Chair -100.00UnclassifiedSalaries/With Burden -52,210.25TOTALS -169,249.50

2017ESTIMATEDATHLETECOUNTBYTEAMAGS ALAC

NCSAJuniors-3/14-18/17-Orlando,FL 10NASAJrs-3/21-25/17-Clearwater,FLOpenWaterNat-DateTBD-LocationTBDSRNationals-6/27-7/1/17-Indianapolis,INNCSALCJuniors-8/1-5/2017-Indianapolis,INNationalChampionships(USOpen)-8/2-6/2017-EastMeadow,NYJuniorNationals-8/8-12/2017-EastMeadow,NY 2SrZoneMeet-TBA-TexasA&MFutures-DateTBD,LocationTBDSC(Winter)Nationals-11/29-12/2/17-TBDSC(Winter)JuniorsWest-12/6-9/2017-TBDZoneSelectCamp-DateandLocationTBD

AQUA BBSC BRAZ BTA CFSC COOG CTST DADS ESA10

1 12

6 8

10

2

ETEX FCST FINS GIST HCAP HSC HU KATY LAP2 15

20

21 10

25 8 2012 15

26 8

LJAC LSST MAC MARC NCAT NEHA NOCH OWLS PACK

2 36

47

86 8

4

PEAK PFL PLAT RICE ROCC SCAT SHARKS SPA SSAN5 2 2

323

84

1

SSS SST STA SWAT TAMU TTST TWST TYES UH6 4

4

16 10

52 106 3 404 15

41

WHAT TOTAL56375

12431221

118742

2510



MEETS DATESTOTAL NIGHTS LOCATION

NCSAJuniors 3/14-18/17 6 Orlando,FLNASAJr 3/21-25/17 6 Clearwater,FLOpenWaterNat 5/ 19 - 21/17 4 CastaicLake,CASRNationals 6/27-7/1/17 6 Indianapolis,INNCSALCJuniors 8/1-5/2017 6 Indianapolis,ILNationalChampionships(USOpen) 8/2-6/2017 6 EastMeadow,NYFutures 8/3-6/16 5JrNationals 8/8-12/2017 6 EastMeadow,NYSouthernZonesSrMeet 8/1-5/17 6 CollegeStation,TXSC(Winter)SeniorNationals 11/29-12/2/17 5SC(Winter)JuniorsWest 12/6-9/2017 5



MEETS DATES TOTALDAYS NIGHTSNCSAJuniors 3/14-18/17 5 6NASAJr 3/21-25/17 5 6OpenWaterNat 5/ 19 - 21/17 3 4SRNationals 6/27-7/1/17 5 6NCSALCJuniors 8/1-5/2017 5 6NationalChampionships(USOpen) 8/2-6/2017 5 6Futures 8/3-6/16 4 5JrNationals 8/8-12/2017 5 6SouthernZonesSrMeet 8/1-5/17 5 6SC(Winter)SeniorNationals 11/29-12/2/17 4 5SC(Winter)JuniorsWest 12/6-9/2017 4 5





IMPORTANT-FINALREIMBURSEMENTNUMBERSfortheDecemberMeetsWILLBEISSUEDATTHENovember2017BOARDOFDIRECTORSMEETINGANDAMOUNTSMAYCHANGEEITHERUPORDOWN.


LODGING ADD TAX DOUBLE M&IDAILY TOTAL


NET AIRFARE

133 152.95 76.48 59 135.48 108 397 $318147 169.05 84.53 54 138.53 111 283 $226158 181.7 90.85 64 154.85 132 311 $264107 123.05 61.53 54 115.53 104 392 $353107 123.05 61.53 54 115.53 92 417 $334148 $170.20 85.10 69 154.10 146 371 $352

0 0.00 0.00 0 $0148 170.2 85.10 69 154.10 131 324 $275

0 0.00 0.00 0 $00 0.00 0.00 0 $0

ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2017 TO 12/31/2017MIN MAX

LOCATION TOTAL TOTAL 2 nights 3 nights 4 nights 5 nightsOrlando,FL $534 $968 $534 $643 $751 $860Clearwater,FL $448 $891 $448 $559 $670 $781CastaicLake,CA $659 $791 $528 $659 $791Indianapolis,IN $518 $888 $518 $611 $703 $796Indianapolis,IL $645 $1,231 $645 $792 $938 $1,084EastMeadow,NY $561 $977 $561 $665 $769 $873

$518 $888 $518 $611 $703 $796EastMeadow,NY $537 $1,061 $537 $668 $799 $930CollegeStation,TX $0 $800 $400

$0 $900 $0 $0 $0 $0$0 $800 $0 $0 $0 $0

MIN TOTAL for Trials is three days, two nights for swimming one event or four days and three nights if arriving two days prior to first event. Counts one or two days before 1st event 1 day after last event. MIN TOTAL is three days, two nights for swimming one event. Counts one day before 1st event 1 day after last event. MAX TOTAL is for swimming on the first and last day. Counts one day before 1st event and 1 day after last event.Swimmer will only be reimbursed for one day before 1st event to one day after last event based on lodging nights.


**ForthoseswimmerscompetinginaNationalLevelMeetoutsidetheirMetroAreabutwithintheGulfLSC:1. NoHotelStay,commutingeachday.-Roundtripmileagewillbepaidatthecurrentyear’sIRSmileagerateforeachdayactuallycompetingattheMeet.NoPerDiem

b. PerDiemwillonlybepaidforthenumberofnightsofarequiredHotelStay.Officialswillnotreceiveaperdiem.c. HotelandPerDiemwillbecalculatedusingourcurrentMeetReimbursementformula,usingtheGSAperdiemtablesfortheyearandlocationoftheMeet.


% MIN

TOTALMAX

TOTAL0.80 $534 $9680.80 $448 $8910.85 $659 $7910.90 $561 $9770.80 $518 $8880.95 $645 $1,2310.80 0.00 $9000.85 $537 $1,061

$4000.90 0.00 $8000.85 0.00 $800


6 nights 7 nights 8 nights 9 nights 10 nights $968$891

$888$1,231$977

$1,061

2017 Estimated

BudgetEstimated

Count RESPONSIBLEATHLETE TRAVEL FUND

Age Group Camps -1,000.00 Mandy NorrisAthlete ApparelAthlete BOD Training -20,000.00 AthletesClinics Mandy NorrisDiversity Clinic -3,000.00 Gilber LegaspiFines 3,000.00Futures Championship -58,881.80 74Gold Medal Clinic 500.00 Mandy NorrisLC Juniors -22,287.51 21NASA JR -32,978.84 37NCSA Juniors -54,201.28 56NCSA LC Jr -38,189.16 43Open Water -3,954.20 5Open Water All Star -18,300.00 Open Water All Star DetailSanctions 14,000.00 Entry Fees -2000Select Camps -22,000.00 Coaches Airfare -18000Senior Nationals - Summer -11,719.62 12 Hotel -4000Southern Zone Meet Rentals -800Southern Zones Gas -100

Parent Contribution 19,200.00 Outfitting -500Southern Zone Sr Meet -47,200.00 118 Coach Exp -400Southern Zone Team -60,000.00 Athlete Fees 7500Southern Zones - Other -18300

Total Southern Zones -88,000.00Splash Fees 401,000.00 Select CampsTexas All Star Camp 0.00 Mandy Norris Zone/National/Natl. Diversity -2000TSA Convention Gulf Select Camp -20000US Open -14,769.84 12 -22000USAS Convention -4,000.00 AthletesWinter Jr Championships -20,000.00 25Winter National Championships 0.00 2ATHLETE TRAVEL FUND - Other

Total ATHLETE TRAVEL FUND 5,217.75DonationsEQUIPMENT FUND Eddie Adams

Equipment Purchase -25,000.00Equipment Rental 1,500.00Equipment Repair -3,000.00Equipment Shipping -500.00Logo pinsOffice Equipment -2,000.00Registration -350.00Storage -3,500.00System Training ExpEQUIPMENT FUND - Other


ACCOUNT TRANSFERSADMIN VICE CHAIR Jason Wedlick

Copy ExpensesFiling FeesKatrina DonationsMeeting ExpensesMisc ExpensesOther ExpensesPostageSoftwareSuppliesTelephoneTravel ExpensesWorkshop TravelADMIN VICE CHAIR - Other

Total ADMIN VICE CHAIR 0.00AGE GROUP VICE CHAIR Laura Davis

Club Development

Ladder of Success -6,000.00Meeting ExpensesPostageSuppliesTravelAGE GROUP VICE CHAIR - Other

Total AGE GROUP VICE CHAIR -6,000.00ATHLETE REGISTRATION Annette Leach


Ath Reg Inc - Gulf 300,000.00Total Ath Reg Income 300,000.00Sea'al Reg Income

Season Ath inc - Gulf 12,000.00Total Sea'al Reg Income 12,000.00Single Meet registration IncomeTeam Registration Income

Team Reg - Gulf 10,440.00Total Team Registration Income 10,440.00Transfer Fee 550.00Athlete Registration - Other

Total Athlete Registration 322,990.00Computer Expenses -1,500.00Internet -1,320.00Outreach Payments -60,000.00Postage -300.00Registration & Times WS -800.00Seasonal AthSupplies -1,000.00Telephone & Fax -600.00Travel -700.00ATHLETE REGISTRATION - Other

Total ATHLETE REGISTRATION 256,770.00Background CheckBANQUET Darcey Baron

Awards -22,000.00Banquet Attendee Fee 20,000.00CommissionsEquipment Charge-Hotel -3,000.00Hotel Accomodations -500.00Meal Expense (Hotel Charges) -35,000.00Meeting Expenses -300.00Non Athlete Awards -1,800.00Postage/Shipping -200.00Printing -1,200.00Speaker -20,000.00Supplies -100.00Transportation -600.00BANQUET - Other

Total BANQUET -64,700.00COACH CHAIR Rey Aguilar

Coach Clinic -18,000.00Coach of Year Award -500.00Coach Reimbusm't - Travel Fund -25,000.00Coach Travel -200.00Meeting Expenses -200.00Coach Mentoring Program -10,000.00USA Swimming Grant 4,000.00COACH CHAIR - Other

Total COACH CHAIR -49,900.00COMMUNICATION Tom Hasz

Internet ServiceSoftware ExpenseWebsite redesign -8,000.00Website Expenses -1,000.00COMMUNICATION - Other

Total COMMUNICATION -9,000.00DIVERSITY COORDINATOR Gilbert Legaspi

Other Expenses

TravelDIVERSITY COORDINATOR - Other

Total DIVERSITY COORDINATOR 0.00Finance Vice Chair Tim Bauer

Computer SoftwareInternet Expenses -800.00Meeting Expenses -200.00PostageSupplies -200.00Travel -600.00Finance Vice Chair - Other

Total Finance Vice Chair -1,800.00GENERAL CHAIRMAN Henry Clark

Annual Dues -50.00InternetMeeting Expenses -400.00Management/Consulting -5,500.00Other ExpensesPostage -100.00Supplies -150.00Telephone -400.00Travel -400.00Travel Expenses - USA Swimming -2,050.00GENERAL CHAIRMAN - Other

Total GENERAL CHAIRMAN -9,050.00NON ATH REGISTRATION Eddie Adams

Computer & Printers -2,500.00Copy ExpensesInternet Expenses -600.00Non Athlete Registration

Life Member Reg Expense -3,000.00Non Ath Reg Income

Individual 28,300.00Total Non Ath Reg Income 28,300.00Non Athlete Registration - Other

Total Non Athlete Registration 25,300.00Other ExpensesPostage -75.00Supplies -150.00TravelNON ATH REGISTRATION - Other

Total NON ATH REGISTRATION 21,975.00NTV/Records Coordinator Rick Kelenbach

Internet Expenses -900.00Observations 600.00Other ExpensesPostage -50.00Supplies -300.00Times Uploads 100.00TravelNTV/Records Coordinator - Other

Total NTV/Records Coordinator -550.00OFFICIALS VICE CHAIR Andrea Walin

Disqualification Slips -150.00InternetInternet ServicesOfficial Certification TrainingOfficials AwardsOfficials ApparelOfficials Badges -1,000.00Officials BGCOfficials Chair Workshop -400.00Officials Clinic -2,000.00Officials Travel - Meets -5,000.00Officials Workshop -1,500.00Postage -50.00Printing -100.00Rule Books -1,000.00Shipping -100.00Software and Subscriptions

Supplies -200.00TravelEquipment/Radios -2,500.00Promotional -2,400.00OFFICIALS VICE CHAIR - Other

Total OFFICIALS VICE CHAIR -16,400.00OPEN WATER CHAIR Seth Huston

Awards -500.00Equipment -750.00OPEN WATER CHAIR - Other

Total OPEN WATER CHAIR -1,250.00OTHER Tom Hasz

AnnunityBank Card PaymentBanking AdjustmentBanking Expenses -300.00Banking InterestMiscellaneous RevenueMoney Market Interest 75.00NSF Fees 90.00Payment Processing Fees -70.00Refunds and RebatesSouthern Zone Dues -50.00Special GiftsSpecial Non-Ath AwardsTraining

Total OTHER -255.00Out Reach Coordinator

Travel 0.00Out Reach Coordinator - Other 0.00

Total Out Reach Coordinator 0.00PUBLICITY COORDINATOR

Logo Design -500.00Total PUBLICITY COORDINATOR -500.00SAFETY CHAIR Travis Sandifer

Travel -1,000.00SAFETY CHAIR - Other

Total SAFETY CHAIR -1,000.00SECRETARY Jennie Shamburger

Copy Expenses -100.00EquipmentInternetPostage -50.00Mileage and Travel -200.00Supplies -500.00Training -350.00SECRETARY - Other

Total SECRETARY -1,200.00TECHNICAL VICE CHAIR Beau Caldwell

Copy Expense -100.00Meet Director Clinic -2,200.00Meetings -100.00Software -200.00TECHNICAL VICE CHAIR - Other 0.00

Total TECHNICAL VICE CHAIR -2,600.00TREASURER Tom Hasz

Computer hardware & expenses 0.00Computer Software -300.00Conferences -1,500.00Copy Expenses -100.00Internet Expense -1,200.00Meeting Expenses -150.00Other ExpensesPostage -225.00Records Storage -900.00Supplies -350.00Telephone ExpenseTraining -1,500.00Travel Expenses -400.00

TREASURER - OtherTotal TREASURER -6,625.00TSA -50.00USAS CONVENTION -20,000.00GENERAL FUND - Other

Total GENERAL FUND 87,865.00Office Administratior Darcey Baron

Equipment -6,500.00Internet -3,600.00Interview Expenses -200.00Mailing Services -50.00Marketing/Rebranding -6,500.00Meeting Expenses -1,800.00Misc. Expenses -400.00Phone Service -6,000.00Postage -800.00Printing & Copying -300.00Rents & Services -200.00Software & services -3,750.00Supplies 2,800.00Swimposium -15,300.00Telephone Expense -380.00Training & Education -6,500.00Travel -8,000.00Office Administratior - Other

Total Office Administratior -57,480.00Safe Sport Coordinator Travis Sandifer


Total Safe Sport Coordinator -1,600.00Sanctions Coordinator Paige Sikkema


Total Sanctions Coordinator -792.00Senior vice Chair Charlie Fry


Total Senior vice Chair -100.00UnclassifiedSalaries/With Burden -125,000.00TOTALS -124,739.25

2017ESTIMATEDATHLETECOUNTBYTEAMAGS ALAC

NCSAJuniors-3/14-18/17-Orlando,FL 10NASAJrs-3/21-25/17-Clearwater,FLOpenWaterNat-DateTBD-LocationTBDSRNationals-6/27-7/1/17-Indianapolis,INNCSALCJuniors-8/1-5/2017-Indianapolis,INNationalChampionships(USOpen)-8/2-6/2017-EastMeadow,NYJuniorNationals-8/8-12/2017-EastMeadow,NY 2SrZoneMeet-TBA-TexasA&MFutures-DateTBD,LocationTBDSC(Winter)Nationals-11/29-12/2/17-TBDSC(Winter)JuniorsWest-12/6-9/2017-TBDZoneSelectCamp-DateandLocationTBD

AQUA BBSC BRAZ BTA CFSC COOG CTST DADS ESA10

1 12

6 8

10

2

ETEX FCST FINS GIST HCAP HSC HU KATY LAP2 15

20

21 10

25 8 2012 15

26 8

LJAC LSST MAC MARC NCAT NEHA NOCH OWLS PACK

2 36

47

86 8

4

PEAK PFL PLAT RICE ROCC SCAT SHARKS SPA SSAN5 2 2

323

84

1

SSS SST STA SWAT TAMU TTST TWST TYES UH6 4

4

16 10

52 106 3 404 15

41

WHAT TOTAL56375

12431221

118742

2510



MEETS DATESTOTAL NIGHTS LOCATION

NCSAJuniors 3/14-18/17 6 Orlando,FLNASAJr 3/21-25/17 6 Clearwater,FLOpenWaterNat 5/ 19 - 21/17 4 CastaicLake,CASRNationals 6/27-7/1/17 6 Indianapolis,INNCSALCJuniors 8/1-5/2017 6 Indianapolis,ILNationalChampionships(USOpen) 8/2-6/2017 6 EastMeadow,NYFutures 8/3-6/16 5JrNationals 8/8-12/2017 6 EastMeadow,NYSouthernZonesSrMeet 8/1-5/17 6 CollegeStation,TXSC(Winter)SeniorNationals 11/29-12/2/17 5SC(Winter)JuniorsWest 12/6-9/2017 5



MEETS DATES TOTALDAYS NIGHTSNCSAJuniors 3/14-18/17 5 6NASAJr 3/21-25/17 5 6OpenWaterNat 5/ 19 - 21/17 3 4SRNationals 6/27-7/1/17 5 6NCSALCJuniors 8/1-5/2017 5 6NationalChampionships(USOpen) 8/2-6/2017 5 6Futures 8/3-6/16 4 5JrNationals 8/8-12/2017 5 6SouthernZonesSrMeet 8/1-5/17 5 6SC(Winter)SeniorNationals 11/29-12/2/17 4 5SC(Winter)JuniorsWest 12/6-9/2017 4 5





IMPORTANT-FINALREIMBURSEMENTNUMBERSfortheDecemberMeetsWILLBEISSUEDATTHENovember2017BOARDOFDIRECTORSMEETINGANDAMOUNTSMAYCHANGEEITHERUPORDOWN.


LODGING ADD TAX DOUBLE M&IDAILY TOTAL


NET AIRFARE

133 152.95 76.48 59 135.48 108 397 $318147 169.05 84.53 54 138.53 111 283 $226158 181.7 90.85 64 154.85 132 311 $264107 123.05 61.53 54 115.53 104 392 $353107 123.05 61.53 54 115.53 92 417 $334148 $170.20 85.10 69 154.10 146 371 $352

0 0.00 0.00 0 $0148 170.2 85.10 69 154.10 131 324 $275

0 0.00 0.00 0 $00 0.00 0.00 0 $0

ATHLETE REIMBURSEMENT FOR NATIONAL MEETS FROM 1/1/2017 TO 12/31/2017MIN MAX

LOCATION TOTAL TOTAL 2 nights 3 nights 4 nights 5 nightsOrlando,FL $534 $968 $534 $643 $751 $860Clearwater,FL $448 $891 $448 $559 $670 $781CastaicLake,CA $659 $791 $528 $659 $791Indianapolis,IN $518 $888 $518 $611 $703 $796Indianapolis,IL $645 $1,231 $645 $792 $938 $1,084EastMeadow,NY $561 $977 $561 $665 $769 $873

$518 $888 $518 $611 $703 $796EastMeadow,NY $537 $1,061 $537 $668 $799 $930CollegeStation,TX $0 $800 $400

$0 $900 $0 $0 $0 $0$0 $800 $0 $0 $0 $0

MIN TOTAL for Trials is three days, two nights for swimming one event or four days and three nights if arriving two days prior to first event. Counts one or two days before 1st event 1 day after last event. MIN TOTAL is three days, two nights for swimming one event. Counts one day before 1st event 1 day after last event. MAX TOTAL is for swimming on the first and last day. Counts one day before 1st event and 1 day after last event.Swimmer will only be reimbursed for one day before 1st event to one day after last event based on lodging nights.


**ForthoseswimmerscompetinginaNationalLevelMeetoutsidetheirMetroAreabutwithintheGulfLSC:1. NoHotelStay,commutingeachday.-Roundtripmileagewillbepaidatthecurrentyear’sIRSmileagerateforeachdayactuallycompetingattheMeet.NoPerDiem

b. PerDiemwillonlybepaidforthenumberofnightsofarequiredHotelStay.Officialswillnotreceiveaperdiem.c. HotelandPerDiemwillbecalculatedusingourcurrentMeetReimbursementformula,usingtheGSAperdiemtablesfortheyearandlocationoftheMeet.


% MIN

TOTALMAX

TOTAL0.80 $534 $9680.80 $448 $8910.85 $659 $7910.90 $561 $9770.80 $518 $8880.95 $645 $1,2310.80 0.00 $9000.85 $537 $1,061

$4000.90 0.00 $8000.85 0.00 $800


6 nights 7 nights 8 nights 9 nights 10 nights $968$891

$888$1,231$977

$1,061

Gulf Swimming

Age Group Vice Chair Report

January 11, 2017

Gulf Swimming select Camp Options:

Option 1: May 5-7, 2017

Swimmers would train 2 times a day

16 athletes and 3 coaches

Fly out Friday morning and leave Sunday afternoon.

Option 2: June 4 – 12, 2017

Swimmers would train 2 times a day

16 athletes and 4 coaches

Except limited pool time June 10-11, 2017 due to the Colorado State meet

Fly out Sunday morning and leave Sunday afternoon.

We need to make a decision on this camp and secure the dates tonight. Please review the proposed

budget.

TSA follow up:

Nov. 11-12, 2016- TSC camp did not occur this year.

I move the Board authorize the General Chair and/or Executive Director to notify Texas Swim

Association that Gulf Swimming will no longer participate in Texas Select Camp until further notice.

Gulf Select Camp Budget ComparisonExpensesProposed Budget for Texas Select Camp 2016 budget $8,500

Options Start Date End DateOTC Gulf Select Camp May 5, 2016 May 7, 2016

Expense Amount Type Total for 3 days Notes

Outfitting for Athletes 75.00$ Camp Award for achievement 1,200.00$ This is a total of $75 per athlete

Housing/Food $ 90.00 lodging $ 4,860.00 This is 19 persons for 3 days (16 athletes - 3 coaches)

Airfare $ 550.00 transportation $ 9,900.00 United Airlines priced 01/11/17 into COS

Total per attendee $15,960.00

parent reimbursement $ (400.00) per athlete $6,250.00

Total cost to the Gulf $9,710.00

Options Start Date End DateOTC Gulf Select Camp June 4, 2017 June 12, 2017

Expense Amount Type Total for 3 days Notes

Outfitting for Athletes 75.00$ Camp Award for achievement 1,200.00$ This is a total of $75 per athlete

Housing/Food $ 90.00 lodging $ 14,400.00 This is per person and would be for 8 days

Airfare $ 550.00 transportation $ 10,450.00 United Airlines priced 01/11/17 into COS

26,050.00$

parent reimbursement $ (750.00) per athlete (12,000.00)$

Total cost to the Gulf $ 14,050.00

Coaches Stipend $ 200.00 Incentive for Coaches $ 800.00 4 coaches

Total cost to the Gulf $ 14,850.00

Options Start DateHouston Gulf Select Camp May 5, 2016

Expense Amount Type

Variable costs

Outfitting for Athletes 75.00$ Camp Award for achievement

Housing $ 175.55 Marriott Walking distance to pool

Food $ 80.00 per day per athete

Fixed costs

Facility Fees $ 2,700.00 Rice University

Coaches Stipend $ 200.00 Incentive for Coaches

Clinician $ 1,500.00 transportation/cost

Total per attendee

parent reimbursement $ (250.00) per athlete

Total cost to the Gulf

End DateMay 7, 2016

Total for 3 days Notes

75.00$ This is a total of $75 per athlete

$ 351.11 This is per person and would be for 3 days

$ 80.00 Dinner Friday/3 meals Saturday/2 meals Sunday

$ 2,700.00 6 hours of pool time and classroom space for lectures

$ 600.00 4 coaches

$ 1,500.00 Cost on United Airlines priced 11/15/17

$5,306.11

300 82 0 0 0 1 0 830 0

AGS 283 0 0 14 13 12 3180 0

ALAC 48 0 0 1 3 1 520 0

AMBU 66 0 0 1 4 6 750 0

AQUA 203 0 0 0 7 3 2130 0

BATS 153 0 0 2 3 2 1611 0

BBSC 49 0 0 0 2 0 510 0

BLST 123 0 0 1 8 0 1310 0

BTA 234 0 0 7 10 14 2640 0

CATS 37 0 0 0 2 0 390 0

CFSC 529 0 0 10 14 24 5760 0

COOG 135 0 0 0 5 4 1440 0

DADS 462 0 0 13 10 18 5000 0

ECS 177 0 0 0 4 0 1810 0

EPRC 45 0 0 0 5 0 500 0

ESA 253 0 0 8 10 11 2820 0

ESCA 123 0 0 0 9 0 1353 0

FCST 586 0 0 17 26 19 6430 0

FINS 175 0 0 2 7 9 1920 0

GIST 37 0 0 0 0 0 370 0

HCAP 228 0 0 2 9 13 2510 0

HCCL 24 0 0 0 2 0 260 0

HSC 142 0 0 0 4 4 1500 0

HUNT 13 0 0 0 4 0 170 0

KATY 649 0 0 35 22 24 7292 0

LAP 23 0 0 0 2 0 250 0

LIFE 293 0 0 1 11 2 3060 0

LJAC 49 0 0 2 5 1 7417 0

LSST 138 0 0 6 13 11 1630 0

MAC 197 0 0 7 6 10 2170 0

MARC 115 0 0 2 7 7 1300 0

NEHA 70 0 0 7 5 0 820 0

NOCH 76 0 0 2 3 1 820 0

OWLS 6 0 0 0 1 0 70 0

PACE 46 0 0 0 4 1 510 0

PACK 343 0 0 9 11 28 3870 0

PEAK 235 0 0 11 8 10 2640 0

PFL 135 0 0 1 6 3 1450 0

USA Swimming, Inc.USA Swimming, Inc.

GULSC:

Club TotalAthletes Season 2Season 1 Other NA Coaches Officials

1/11/2017 6:22:19 AM

IndividualSeason

SingleMeet

1Page 2ofReport: 59

PLAT 76 0 0 5 5 3 12234 0

RICE 267 0 0 1 11 5 2810 0

ROCC 35 0 0 0 2 0 370 0

SCAT 115 0 0 5 7 4 1310 0

SHRK 161 0 0 5 7 11 1840 0

SPA 219 0 0 0 5 0 2240 0

SSAN 252 0 0 2 10 14 2770 0

SSS 227 0 0 3 8 12 2500 0

SST 114 0 0 0 6 2 1220 0

STA 69 0 0 1 2 5 760 0

SWAT 68 0 0 2 6 4 800 0

TAMU 55 0 0 3 4 0 620 0

TASC 60 0 0 1 2 0 630 0

TCAP 0 0 0 0 1 1 20 0

TSAT 16 0 0 1 3 0 190 0

TTST 98 0 0 4 3 5 1090 0

TWST 382 0 0 28 14 43 4660 0

TYES 147 0 0 1 4 2 1540 0

UH 2 0 0 0 0 0 20 0

UN 52 0 0 7 7 15 11526 11

USA 43 0 0 2 5 2 556 0

VSST 119 0 0 0 3 0 1220 0

Total 9159 0 0 232 381 366 1018689 11

USA Swimming, Inc.USA Swimming, Inc.

GULSC:

Club TotalAthletes Season 2Season 1 Other NA Coaches Officials

1/11/2017 6:22:19 AM

IndividualSeason

SingleMeet

2Page 2ofReport: 59

Current Status of Deck Officials available to work on deck as of January 6, 2017: 291 (pending 9 late registrations)Breakdown of certification levels: Meet Referee: 21

Deck Referee: 27Starter: 35Stroke & Turn: 89Stroke & Turn – Apprentice: 119Administrative Officials: 65

New Officials pending completion of various items to be on deck: 25Officials lost from 2016: 43

General Statement of Officials Status

Certifications are quicker, we are trying to provide training clinics on a regular basis and thank those teams that have worked with us toaccommodate that need. We continue to have an issue with staffing all the meets, particularly those that have multiple meets on thesame weekend and teams attending with few officials.

New Stroke & Turn Officials Clinics – Will this be supported at this point in the season?

We can set up a few test clinics at a couple of select locations for new Stroke & Turn officials’ end of January, beginning of February.Question: Is there any support for this idea from the teams?

Referee Night Out

Thank you to Gulf Swimming for accommodating a referee night out in December. Attendance was excellent from both the Meet andDeck Referees (our future Meet Referees) and feedback was excellent. We covered briefly first and foremost, thank you to everyone fortheir continued participation and then some of the changes made and forthcoming in our LSC. Well worth the while and time/moneyspent.

Team Official’s Liaison Program

The program has been working great for the teams that have officials. The goal is to have all teams, regardless of size, ultimately have arepresentative but of course, that will require all teams to have at least one official. Those in place have been working hard to recruit,talking to fellow parents within the teams and have sent forth, when applicable, feedback on issues so we can correct or deal with inadvance to avoid losing parents. Teams, please do what you can to work with those that have been working hard to communicate,educate and support your team in this role. A huge thank you to those of you that have embraced this system, really appreciate yoursupport.

Great Idea by HCAP for their Officials

A shout out to HCAP for hosting an “Officials Get Together” on a Saturday morning for their officials. It is being run by their TeamRepresentative with a visit by their head coach to thank them and talk about the swimmers and the program. Great idea to pull the grouptogether!!!! Experience says that if the parents feel like they are “part” of a group, they will support the team and each other if it is more ofa “fun” event rather than a chore to volunteer their time.

Respectfully submitted,

Andrea Walin

OFFICIALS CHAIR REPORT

BOARD OF DIRECTORS MEETING

January 11, 2017

April Sprint Series (April 1, 2017)Hosts:

Gulf Swimming custom medals will be awarded.Entry rules: Notes:

1 day meet - split sessionsType of Meet Timed Finals Beyond IMX rule does not applyMax # individual events per day Four (4)Swimmers eligible Group XEntry times in SCY/SCM/LCMQualifying times NoneCut-off times Athletes may have no more than 2BB timesEnter with no time? YesGulf "three event" rule applies? Yes Gulf "up/down" rule applies? Does not applyGulf "beyond IMX" rule applies? Does not applyFees Individual - $5.75; Relays - $9.00Facility surcharge Facility Surcharge requirements listed below

Order of Events:

Saturday AM Saturday PM 9-12 200 Free Relay 8 & Under 100 Free Relay9-12 100 IM 5 min Break9-12 50 Back 8 & Under 100 IM9-12 50 Free 8 & Under 25 Fly9-12 50 Fly 8 & Under 25 Back9-12 50 Breast 8 & Under 25 Breast9-12 100 Free 8 & Under 25 Free

8 & Under 5 Min Break8 & Under 50 Free

8 & Under 50 Breast8 & Under 50 Back8 & Under 50 Fly

8 & Under 100 Free

All events will be seeded fastest to slowest.All 8&U events will be swum combined but scored separately as 6 & Under, 7yo, and 8yo. All 9-12 events will be swum combined but scored as 9-10 and 11-12. All individual events will be pre-seeded; Relays will be positive check-in; cards due 45 min before meet startAthletes may only swim one (1) relay each day

Facility Surcharge requirements8x25 Yard pool with 1 or less warm-up/warm-down lanes $2.00 8x25 Yard pool with 2 or more warm-up/warm-down lanes $3.50

meet that uses 2x25 yard pools with 8 lanes and 2 or more

warm-up/warm-down lanes $5.00

Gulf 2017-2018 Short and Long Course Schedule

Wk Month Dates Gulf Meets & Events Groups Gulf Hosts Entries Due Club Meets Notes1 September 1-3 Labor Day

2 8-10

3 15-17USAS Convention-September 10-

17, 2017

4 22-245 September 29 Swimposium & Banquet

October 1 Gulf Open Water Champs 16 6-8 Gulf Senior Meet 67 13-15 October Open 18 20-229 27-29

10 November 3-5 Senior Meet 111 10-12 November Open 612 17-1913 24-26 Thanksgiving 11/23

14 December 1-3 Southern Sr.Champs 1ATT SCNationals, 12/4-615 Gulf Sr. Champs 1

16 2 8&U Champs 417 8-10 Fall Champs 5 Speedo Jrs. 12/11-13

18 15-17 Gulf AG Champs 119 22-24 Christmas-Monday, 12/25

2029-31 New Years Day - Monday, 1/1

January 2018 5-721 12-14 Arena GP 1/11-13; MLK-1/15

22 19-21 Gulf Open Meet 4 UIL Districts

23 26-28 UIL Districts

24 February 2-4 UIL Regions

25 9-11

26 16-18 First Chance P/F meet TENTATIVEPresidents Day Mon 2/19

UIL State-Tentative

27 23-24 Short Course Champs II (9-14) 6 TENTATIVE

28 March 2-4SC Champs III (13&O) 2 TENTATIVE TAGS - tentative

SC Champs I (8&U) 4 TENTATIVE29 9-11 TAGS - tentative

30 16-18Spring Break 12-16 (most pubic

schools)

31 23-2532 March/April 30-133 April 6-8 April Sprint Series 3

34 13-15 Gulf Open Meet 435 20-22 Easter - 4/22

36 27-2937 May 4-6 May Sprint Series ?38 11-13 Mothers Day-- 5/13

39 18-20 Gulf Open Meet 340 25-2741 June 1-3 Memorial Day - 5/28

42 8-10 June Sprint Series 243 15-17 Fathers Day - 6/17

44 22-24 Gulf Open Meet 245 June/July 29-146 July 6-8 July 4

4713-15 Gulf AG Champs 1 TENTATIVE

4713-15

Sprint Series Champs Meet 3 TENTATIVE

4820-22 Gulf Senior Champs 1 TENTATIVE

Gulf Summer Champs 2 TENTATIVE

4927-29 TAGS - Tentative

August 3-550 10-1251 17-19 52 24-26

2017-2018 Dates to NoteSeptember 23-30, 2018 USA Aquatic Sports Convention Jacksonville, FLOctober 7, 2018 GULF Banquet

Hosts:

Entry rules: Notes:1 day meet - split sessions

Type of Meet Timed Finals Beyond IMX rule does not applyMax # individual events per day Four (4)Swimmers eligible Group XEntry times in SCY/SCM/LCMQualifying times NoneCut-off times Athletes may have no more than 2BB timesEnter with no time? YesGulf "three event" rule applies? Yes Gulf "up/down" rule applies? Does not applyGulf "beyond IMX" rule applies? Does not applyFees Individual - $5.75; Relays - $9.00Facility surcharge Facility Surcharge requirements listed below

Order of Events:

Saturday AM Saturday PM 9-12 200 Free Relay 8 & Under 100 Free Relay9-12 100 IM 5 min Break9-12 50 Back 8 & Under 100 IM9-12 50 Free 8 & Under 25 Fly9-12 50 Fly 8 & Under 25 Back9-12 50 Breast 8 & Under 25 Breast9-12 100 Free 8 & Under 25 Free

8 & Under 5 Min Break8 & Under 50 Free

8 & Under 50 Breast8 & Under 50 Back8 & Under 50 Fly

8 & Under 100 Free


$2.00$3.50

$5.00meet that uses 2x25 yard pools with 8 lanes and 2 or more

warm-up/warm-down lanes

April "Developmental" Meet (April 8, 2017)

Gulf Swimming custom medals will be awarded.

Facility Surcharge requirements8x25 Yard pool with 1 or less warm-up/warm-down lanes8x25 Yard pool with 2 or more warm-up/warm-down lanes

TPC Notes:- Entries due to TPC Chair by March 18, 2017

Hosts:

Entry rules: Notes:Split Sessions to control length and size

Type of Meet Timed Finals Added from April:Max # individual events per day Four (4) --9-12 100's stroke, 200 free/IMSwimmers eligible Group X Beyond IMX rule does not applyEntry times in SCY/SCM/LCMQualifying times NoneCut-off times Athletes may have no more than 2BB timesEnter with no time? YesGulf "three event" rule applies? YesGulf "up/down" rule applies? YesGulf "beyond IMX" rule applies? Does not applyFees Individual - $5.75; Relays - $9.00Facility surcharge Facility Surcharge requirements listed below

Order of Events:

Saturday AM Sunday AM9-12 100 IM 9-12 100 Free9-12 100 Fly 9-12 50 Fly9-12 50 Free 9-12 100 Breast9-12 100 Back 12&U 200 Free Relay12&U 200 Med Relay 9-10 200 Free Relay9-10 200 Med Relay 9-12 50 Back9-12 50 Breast 9-12 200 IM9-12 200 Free 9-12 500 Free

Saturday PM Sunday PM8 & Under 50 Free 8 & Under 50 Breast8 & Under 50 Back 8 & Under 50 Fly8 & Under 25 Breast 8 & Under 25 Back8 & Under 25 Fly 8 & Under 25 Free8 & Under 100 Medley Relay 8 & Under 100 Free Relay8 & Under 100 Free 8 & Under 100 IM8 & Under 100 Fly 8 & Under 100 Back8 & Under 100 Breast 8 & Under 200 Free


$2.00$3.50



May "Developmental" Meet (May 13-14, 2017)



TPC Notes:- Entries due to TPC Chair by Tues, April 25, 2017

Hosts:

Entry rules: Notes:Flipped days from May Dev & B&U Champs

Type of Meet Timed Finals Added 100's non-free for 8&UsMax # individual events per day Four (4) --added at end of meet, as it doesn't add time for those already thereSwimmers eligible Group X Beyond IMX rule does not applyEntry times in SCY/SCM/LCMQualifying times NoneCut-off times Athletes may not have more than 2BB timesEnter with no time? YesGulf "three event" rule applies? YesGulf "up/down" rule applies? Does not applyGulf "beyond IMX" rule applies? Does not applyFees Individual - $5.75; Relays - $9.00Facility surcharge Facility Surcharge requirements listed below

Order of Events:

Saturday AM Sunday PM9-12 100 Free 9-12 100 IM9-12 50 Fly 9-12 100 Fly9-12 100 Breast 9-12 50 Free12&U 200 Free Relay 9-12 100 Back9-10 200 Free Relay 12&U 200 Med Relay9-12 50 Back 9-10 200 Med Relay9-12 200 IM 9-12 50 Breast9-12 500 Free 9-12 200 Free

Saturday PM Sunday PM8 & Under 50 Breast 8 & Under 50 Free8 & Under 50 Fly 8 & Under 50 Back8 & Under 25 Back 8 & Under 25 Breast8 & Under 25 Free 8 & Under 25 Fly8 & Under 100 Free Relay 8 & Under 100 Medley Relay8 & Under 100 IM 8 & Under 100 Free8 & Under 100 Back 8 & Under 100 Fly8 & Under 200 Free 8 & Under 100 Breast

All events will be seeded fastest to slowest.All 8&U events will be swum combined but scored separately as 6 & Under, 7yo, and 8yo. All 9-12 events will be swum combined but scored as 9-10 and 11-12. All individual events will be pre-seeded; Relays will be positive check-in; cards due 45 min before meet start

$2.00$3.50



June "Developmental" Meet (June 10-11, 2017)



TPC Notes:- Entries due to TPC Chair by Tues, May 23, 2017

(For reference only - Already been passed by BOD)Hosts:

Entry rules: Notes:Split 8&U into afternoon session - approx 100/session

Type of Meet Timed FinalsMax # individual events per day Four (4)Swimmers eligible Group X AddedEntry times in SCY/SCM/LCM --8&U 200 free, 100's fly/bk/brstQualifying times NoneCut-off times BB Times by eventEnter with no time? YesGulf "three event" rule applies? Does not applyGulf "up/down" rule applies? Does not applyGulf "beyond IMX" rule applies? Does not applyFees Individual - $5.75; Relays - $9.00Facility surcharge Facility Surcharge requirements listed below

Order of Events:

Saturday AM Sunday PM9-12 100 IM 9-12 100 Free9-12 100 Fly 9-12 50 Fly9-12 50 Free 9-12 100 Breast9-12 100 Back 12&U 200 Free Relay12&U 200 Med Relay 9-10 200 Free Relay9-10 200 Med Relay 9-12 50 Back9-12 50 Breast 9-12 200 IM9-12 200 Free 9-12 500 Free

Saturday PM Sunday PM8 & Under 50 Free 8 & Under 50 Breast8 & Under 50 Back 8 & Under 50 Fly8 & Under 25 Breast 8 & Under 25 Back8 & Under 25 Fly 8 & Under 25 Free8 & Under 100 Medley Relay 8 & Under 100 Free Relay8 & Under 100 Free 8 & Under 100 IM8 & Under 100 Fly 8 & Under 100 Back8 & Under 100 Breast 8 & Under 200 Free

All events will be seeded fastest to slowest.All 8&U events will be swum combined but scored separately as 6 & Under, 7yo, and 8yo. All 9-12 events will be swum combined but scored as 9-10 and 11-12. All individual events will be pre-seeded; Relays will be positive check-in; cards due 45 min before meet startAll 500 freestyles swum Girls first, then boysAthletes may only swim one (1) relay each day

$2.00$3.50



Gulf B&U Champs (July 8-9, 2017)



TPC Notes:- Entries due to TPC Chair by June 17, 2017

Host: FCST, ECS, TWST, AGS

Entry rules: Notes:Removed 30 min break for distance events

Type of Meet Timed Finals 12&U must have BB qualifying times to enter 200 & longer, can up/downEntry Limits: 3/day

Added 11-12 800 free & 400 IM to PM SessionsSwimmers eligible Group X Need to set up entry file to pull in Yards Times for eligibilityEntry times in SCY/SCM/LCMQualifying times 12&U 200's and longer - BB time

11-12 Must have A time in 400/500 free to enter 800 Free11-12 Must have A time in 200 IM to enter 400 IM

Cut-off times NoneEnter with no time? YesGulf "three event" rule applies? Does not applyGulf "up/down" rule applies? Yes - for 12&U athletesGulf "Beyond IMX" rule applies? YesFees Individual - $6.00 (AGS - $7.00)Facility surcharge See chart at the bottom of page

PM session: Host team will publish PM session warm-up & start times with timing/warm-up assignments on Gulf webpage.

Order of Events:Friday Evening11&Over 200 IM11&Over 400 Free*

Saturday AM Sunday AM13&Over 100 Fly 13&Over 200 Free13&Over 200 Breast 13&Over 100 Breast13&Over 100 Back 13&Over 200 Fly13&Over 100 Free 13&Over 200 Back13&O Girls 400 IM 13&Over 50 Free13&O Boys 800 Free 10 Min Break

13&Over Boys 400 IM13&Over Girls 800 Free

Saturday PM Sunday PM12&Under 100 Back 12&Under 100 Breast12&Under 50 Fly 12&Under 50 Free12&Under 50 Breast 12&Under 50 Back11-12 200 Fly 12&Under 200 Free12&Under 100 Free 12&Under 100 Fly11-12 200 Back 11-12 200 Breast10&Under 200 IM 10&Under 400 Free11-12 Mixed 800 Free 11-12 Mixed 400 IM

All events will be seeded fastest to slowest.All 13 & Over events will be swum combined but scored separately as 13-14 and 15 & Over.All 11 & Over events will be swum combined but scored separately as 11-12, 13-14, 15 & Over. All 12 & Under events will be swum combined but scored separately as 11-12, 10 & Under. All 10 & Under events will be swum combined but scored separately as 10&Under.All Mixed events will be swum mixed but scored separating genders. *Event will be swum alternating girls and boys heats.

April Open Meet (April 21-23, 2017)

TPC Notes:- Entries due to TPC Chair by April 1, 2017([email protected])

Host: RICE

Entry rules: Notes:No Changes

Type of Meet Timed FinalsMax # individual events per day Three (3)Swimmers eligible AllEntry times in NoneQualifying times NoneCut-off times NoneEnter with no time? No entry timesGulf "three event" rule applies? No Gulf "up/down" rule applies? NoFees Race #1: $25, Race #2: $10, Race #3: $10

Sunday1. 9:00am, 800 meter swim, check in 7:30am to 8:30am,2. 9:30am, 1 mile swim, check in 7:30am to 9:00am3. 10:30am, 2 mile swim, check in 7:30am to 9:30am

800 meter - all ages1 mile - 11&Over2 mile - 13&Over

Events will be swum combined and scored separately: Girls and boys 9-10, 11-12, 13-14 and 15&OverMedals awarded 1st - 3rd places


Open Water Champs (April 30, 2017)

TPC Notes:- Gulf Open Water All Star Team selection meet- Entries due to host by April 18, 2017

Host: PEAK, CFSC, SPA

Entry rules: Notes:

Type of Meet Timed Finals Removed 30 min break for distance eventsEntry Limits 3/day Added 11-12 800 free, 400 IM

12&U must have BB times for 200's & longer, can up/downSwimmers eligible Group X Need to set up entry file to pull in yards times Entry times in SCY/SCM/LCM Mixing genders for 10&U 400 free, 11-12 400 IM, 800 freeQualifying times 12&U 200's and longer - BB time


Cut-off times NoneEnter with no time? YesGulf "three event" rule applies? Does Not applyGulf "up/down" rule applies? Yes - for 12&U athletesGulf "Beyond IMX" rule applies? YesFees Individual - $6.00Facility surcharge See chart at the bottom of page


Order of Events:Friday Evening13&O 400 IM* 11-12 400 Free*13&O 400 Free*11-12 Mixed 400 IM

Saturday AM Sunday AM13&Over 200 Fly 13&Over 100 Fly13&Over 50 Free 13&Over 200 Breast13&Over 200 Back 13&Over 100 Free13&Over 100 Breast 13&Over 200 IM13&Over 200 Free 13&Over 100 Back13&O Girls 1500 Free 10 Min Break

13&Over Boys 1500 Free

Saturday PM Sunday PM12&Under 100 Breast 11-12 200 Fly12&Under 50 Free 12&Under 100 Back12&Under 50 Back 12&Under 50 Breast12&Under 200 Free 12&Under 50 Fly12&Under 100 Fly 11-12 200 Back11-12 200 Breast 12&Under 100 Free10&Under 200 IM 11-12 Mixed 800 Free11-12 200 IM 10&Under Mixed 400 Free

All events will be seeded fastest to slowest.All 13 & Over events will be swum combined but scored separately as 13-14 and 15 & Over.All 11 & Over events will be swum combined but scored separately as 11-12, 13-14, 15 & Over. All 12 & Under events will be swum combined but scored separately as 11-12, 10&UnderAll 9-12 events will be swum combined but scored separately as 11-12 and 9-10.All Mixed events will be swum mixed but scored separating genders.

May Open (May 19-21, 2017)

TPC Notes:- Entries due to TPC Chair by April 29, 2017([email protected])

Host:

Entry rules: Notes:

Type of Meet Timed FinalsEntry Limits 3/day Removed 30 min breakSwimmers eligible Group X Added 10&U, 11-12 Mixed distance eventsEntry times in SCY/SCM/LCMQualifying times 12&U 200's and longer - BB time


Cut-off times NoneEnter with no time? YesGulf "three event" rule applies? Does not applyGulf "up/down" rule applies? Yes - for 12&U athletesGulf "Beyond IMX" rule applies? YesFees Individual - $6.00Facility surcharge See chart at the bottom of page


Order of Events:Friday Evening11&Over 200 IM11&Over 200 Free

Saturday AM Sunday AM13&Over 100 Fly 13&Over 100 Breast13&Over 200 Breast 13&Over 200 Fly13&Over 100 Back 13&Over 200 Back13&Over 100 Free 13&Over 50 Free13&O Girls 400 IM 13&O Girls 400 Free13&O Boys 400 Free 13&O Boys 400 IM13&O Boys 800 Free 13&O Girls 800 Free

Saturday PM Sunday PM12&Under 100 Back 12&Under 100 Breast12&Under 50 Fly 12&Under 50 free12&Under 50 Breast 12&Under 50 back11-12 200 Fly 10&Under 200 Free12&Under 100 Free 12&Under 100 Fly11-12 200 Back 11-12 200 Breast10&Under Mixed 200 IM 10&Under Mixed 400 Free11-12 Mixed 400 IM 11-12 Mixed 400 free

All events will be seeded fastest to slowest.All 13 & Over events will be swum combined but scored separately as 13-14 and 15 & Over.All 11 & Over events will be swum combined but scored separately as 11-12, 13-14, 15 & Over. All 12 & Under events will be swum combined but scored separately as 11-12, 10&UnderAll 9-12 events will be swum combined but scored separately as 11-12 and 9-10.All Mixed events will be swum mixed but scored separating genders.

June Open Meet (June 23-25, 2017)

TPC Notes:- Entries due to TPC Chair by June 3, 2017

Tech Planning report Nov 16, 2016 – BOD Meeting Respectfully submitted by Beau Caldwell

1. Developmental meet series (See attached formats) a. TPC passed idea to create developmental meet series b. Dates & Recommended sites:

i. April 1, 2017 – 2 or 3 sites ii. May 13-14, 2017 – 2 or 3 sites

iii. June 10-11, 2017 – 2 sites c. 9-12 year olds in morning sessions; 8&U in afternoon sessions; 4 events/day d. Tabled naming the meet series to the BOD meeting – Athletes in favor of “sprint series” e. Cut-off times – see chart below

2. Open Meet formats (see attached formats)

a. 3 events/day – same as 2016 b. Added mixed events for 12&U distance events – swum combined but scored separating

genders. Verified by Herb Schwab that this is legal. c. Scoring – All 10&U scored together, not separated by age d. Updated facility fee schedule to reflect LC Meet with 1 or more warm-down lanes as

$6.50/athlete. e. Qualifying times – see chart below

3. Time standards summary for Open & Developmental meets

SC Developmental Meets LC Open Meets Cut-Off times 2 BB Times or Fewer None

Qualifying times None 12&U need BB time to enter 200’s and longer – can use up/down rule

4. Calendar Date Changes:

a. June Open – Currently no host, meet date set for June 23-25. 1 team has proposed changing the date due to venue availability – has offered to host the meet on June 16-18.

b. Open Water Carnival – RICE has set the date for April 30th.

5. Short Course Format Changes: a. 2017 January Open has been updated due to unseen errors in format previously passed.

Errors included the same event offered both days for specific age groups. In AM Sessions, 100 freestyle is on Saturday, 200 backstroke is on Sunday.

6. ESA has offered to have United Swim Aquatics (USA) co-host SC Champs I together, Feb 11, 2017.

Approved by TPC Chair 11.14.2016.

7. New email address [email protected]. Will be used in conjunction with [email protected] until end of short course season. All LC entries and communication will start March 1st with new email.

mailto:[email protected]

mailto:[email protected]

Gulf Coaches’ Clinic Report

We are pleased to announce that the 5th Annual Gulf Coaches’ Clinic will be

returning to Galveston! The cost is $50 per attendee with a maximum of $500

per team.

We have contracted with the Holiday Inn Resort—On the Beach for the weekend

of April 7-9, 2017. Room rates are $179 plus tax per night. Since this is a

slightly higher rate than we are accustomed to, we will be offering a 50%

registration discount for coaches staying at the host hotel. Once your room is

booked before March 8th, 2017 and paid for (at the end of the clinic), your team

will be issued a refund check.

Breakfast, lunch and snacks will be provided on Saturday; breakfast and lunch on

Sunday. Our traditional Friday night dinner social will take place as well. We will

also make plans for a Saturday night dinner, for those interested, at a restaurant

close by—Rainforest Café or Landry’s. These are two of the Holiday Inn

restaurants that we can book groups in and are near the hotel. This meal will be

paid for by coaches.

We have two coaches confirmed: John Morse and Michael Brooks.

We will open registration and the hotel block around the first of December. The

hotel block will be let go and registration will close on March 8th.

We are in need of about 2-3 coaches to help with the clinic. Please contact Paige

if you are interested.

We look forward to another fabulous clinic!

Introduction

Gulf Swimming

LSC Coach Mentoring Program

Grant Proposal

Gulf Swimming has designed a coach mentoring program that will build the interaction of our coaches,

teams and programs. The program outlined below is designed to meet the needs of Coaches at all

levels of experience and support their work in various roles in their club. Our program is designed to

allow coaches to develop their skills within the LSC or with a coach in another LSC.

This proposal will outline our commitment to the program by defining our timeline, outlining our

commitment to funding, Defining the needs of our coaches, the requirements to be selected as a

coach, and the expectations of participants in the mentoring program supported by USA Swimming

and Gulf Swimming. True success would be that the mentoring relationships continue beyond the

2017 calendar year to benefit coaches.

Gulf Swimming Coach Mentoring Program Important Information for Implementation

Purpose: Gulf Swimming is submitting a proposal to USA Swimming in support of a mentoring

program for the Coaches in Gulf Swimming. The purpose of our program is to allow

coaches to develop their skills and expertise by learning from other coaches in a

structured program which creates accountability.

Funding: Gulf Swimming is applying for $4,000 from USA Swimming for the 2017 Coach

Mentoring Program. Gulf Swimming’s 2017 budget for the mentoring program exceeds

a dollar for dollar match, $6,000.

Timeline: December 19, 2016 Grant Recipients Announced

December 29, 2016 Mentoring Program Announced to Coaches

January 4, 2017 Applications for mentoring program released

February 1, 2017 Applications for participation are DUE!

February 14, 2017 Announcement of program participants February – December Mentoring program period October 15, 2017 Mentee written report is due to LSC Permanent Office

November 2017 Presentations to Coaches Committee Meeting

April 2018 Presentation during the Coaches Clinic 2018

Participants: Coaches that apply must be members in good standing of USA Swimming and Gulf

Swimming in accordance with our by-laws. They must also be active coaches attached

to a team registered with USA Swimming and Gulf Swimming for the 2016-17 season.

Age Group coaches that apply to participate must have the approval of the Head Coach

of their team in order to participate. A committee comprised of Officials and Coaches

not participating in the program will select the participants based on the applications

and the available budget to meet the needs of applicants.

We will require the following of all participants that are selected to be a part of this

mentoring program within Gulf Swimming:

Applicants will fill out an application or submit a proposal

Applicants will be required to submit a budget as part of the proposal

Grant recipients are expected to do several things at the end of the mentorship program

in 2017.

Share what they learned

What they implemented

How they implemented what they learned

Roundtable and idea sharing at a Coaches Committee meeting

Committed Mentors: We have the 10 coaches at all levels of experience with 8 different teams within

our LSC who are committed to serving as a mentor in this program during 2017. We will

work with coaches to develop a mentor relationship with someone whom they want to

learn from in order to develop the coach’s skills to the next level which will benefit their

club. It may be a coach who has already committed to mentoring or we may have to

work to create a new match.

Coach Mentoring Options

The program we have developed is designed to meet the needs of coaches in our LSC.

We have designed a program with 3 different options for developing a mentorship

program in our LSC: Coach owned teams, Head Coaches and Age Group Coaches.

Coach Owned Teams

The purpose of developing a mentor program focused on Coach Owned Teams is to

build the success of coaches on the business side of club operations. This program will

support coaches in building a program that has national success in business as well as

performance.

This mentor/mentee relationship could be within our LSC or with a club outside of our

LSC that has demonstrated business success and program success as a coach owned

team. The following list is a few of the items that would be items addressed:

o Structure

o Budgeting

o Cash flow

o Human resources [Department of Labor]

o Staffing

o Leadership

Head Coaches

This mentoring relationship may be between 2 coaches within our LSC or include a

mentoring coach outside of our LSC. We will work with applicants to design a mentoring

relationship that will help them grow as a coach and improve the performance of their

club. Areas the mentoring relationship might focus on could include the following:

o Ideas on team structure and training groups

o Philosophy on coaching and progression

o Job matrix for delegation

o Growing leadership on staff

o Season plan

o College recruiting for athletes

o Working with a parent run Board of Directors

o Staff Education

Age Group Coaches

The goal of this program is to offer an opportunity to young coaches to build

relationships with an experienced coach, which in turn will help them build a successful

and competitive program. It also would help to build their skills as a coach which

supports the growth of swimmers. This mentoring relationship will be within the LSC

and requires the head coach of a team to sign off on the application. The following are

ideas that the relationship might focus on for age group coaches:

o How to fit skills within the season plan

o How to prepare swimmers for senior level swimming

o Dry land techniques

o How to break up the season plan

o Race preparation: how to get swimmers in the zone

o Practice philosophies and planning

o Retention strategies

o Making practice fun

Conclusion Gulf Swimming’s mentorship program has been designed to meet the needs of coaches at many

different levels of coaching and years of experience. It also supports our coaches who own their team

and are taking on more and more responsibility of running a club from marketing to finance to securing

pool time and signing contracts. We believe a multi-level approach focusing on many different aspects

of coaches will strengthen our clubs and promote performance and programmatic growth for our

clubs.

Proposal for expiration on times Purpose: To define when an athletes’ times expire and how long they’re valid, for purposes of meet entries and eligibility. Practicality: Coaches, athletes, and officials need a definitive rule/policy to clarify which meet(s) the athlete is qualified and eligible. This mainly applies to championship meets where there are time standards used to determine eligibility. Sample of other LSC qualifying periods: LSC: 2015 Athletes: Qualifying Period for 2016 LSC Summer Champs: **Gulf **8257 **No Expiration date given Georgia 7747 April 1st, 2015 Colorado 7560 July 1st, 2015 Michigan 9335 January 1st, 2015 Minnesota 8552 January 1st, 2015 New England-AG 8960 1 Calendar year New England-Senior 8960 January 1st, 2015 New Jersey 9634 April 1st, 2015 Southeastern 7926 No Expiration date given South Texas 8035 No Expiration date given Wisconsin 7032 No Expiration date given Gulf Proposal: Athlete’s times must be achieved within the following designated qualifying period for Gulf sanctioned meets:

• For Short Course season (Sept-March): Qualifying period is set to April 1st of previous calendar year from start of short course season. Example: Feb/March 2017 Champs meets – times must be achieved between April 1st, 2015 and entry deadline.

• For Long Course season (April-July): Qualifying period is set to August 1st of previous 2 calendar years. Example: July 2017 Champs meets – Times must be achieved between August 1st 2015 and entry deadline.

Advantages:

1) Athletes are seeded with more current times and placed in most appropriate meets, based on more recent times swum.

2) Athletes must remain more current with competitions and training to compete in desired meet(s).

3) Having an expiration date is recommended by USA-S Tech Planning committee. Motion – to adopt this policy and take effect April 1st, 2017, having this policy apply to all Gulf sanctioned meets after this date.

GulfSanctionedMeetstodate4/18/16

MeetName Host MeetDatesDualMeet ESA 2-AprIntrasquadMeet SSAN 9-Apr12&UDevelopmental DADS 10-AprGulfOpenMeet AGS 4/15-17/16

FCSTECSTWST

Tri-Meet KATY 4/23/16Meet#3 KATY 4/24/16OpenWater RICE 4/24/16Invitational CFSC 4/29-5/1IntrasquadMeet AGS 5/11/16GulfOpenMeet PEAK 5/13-15/16

SPAECS

SeniorCircuitI TWST 5/14-15/16Developmental FCST 5/21/16SeniorCircuitII TAMU 6/9-11/16Invitational AGS 6/17-19/16GulfOpenMeet ECS 6/24-26/16B&UnderChanps KATY 7/9-10/16 due5/21

MACNOCH/SHRK

GulfSummerChamps CFSC 7/15-17/16 due5/20FCSTPEAK

GulfChamps TWST 7/22-24/16 due5/27

Highlightedmeetshavebeensanctioned.

Reminder:MeetSanctionApplicationsandAnnouncementsareduetotheSanctionCoordinatoratleast8weekspriortothemeetstartdate.Coordinatoremail:[email protected]

Beginningwithanymeetnotsanctionedsofar,beinghostedinJune2016orlater,meetswillnotbesanctioneduntillatefees(ifapplicable)arepaid.Sanctioncoordinatorwillnotifythehostifthelatefeeneedstobepaid.

MeetName Host MeetDatesIntrasquad BTA 9/17 9/17IMXdual ESA 9/23 9/24Intrasquad FCST 9/24 9/25Invitational AMBU 9/24 9/24

Purple&Black KATY 9/24 9/24OpenWaterChamps RICE 9/25 9/25

Intrasquad PACK 9/25 9/25OctoberInvitational CFSC 10/1 10/1

Pentathalon TTST 10/1 10/1OpenMeet AMBU 10/8 10/9 highlightedmeetshavebeensanctionedOpenMeet LSST 10/8 10/9OpenMeet MAC 10/8 10/9 Reminder:MeetSanctionApplicationsandAnnouncementsandfeesareduetotheSanctionCoordinatoratleastOpenMeet SSAN/STA 10/8 10/9 8weekspriortothemeetstartdate.Ifthesearesentinafterthedeadline,thelatefineisalsoduebeforethemeetcanbesanctioned.OpenMeet PACK 10/8 10/9 Coordinatoremail:[email protected] DADS 10/8 10/9

SwimMeet#1 KATY 10/15 10/15Tri-Meet ESA 10/15 10/16 NOTE:SanctioncoordinatoremailwillchangeasofJanuary1,[email protected]

12&UnderInvite HSC 10/15 10/16SeniorMeet MARC 10/15 10/16

PineywoodsFallmeet AMBU 10/22 10/22Invitational HCAP 10/22 10/23Quincemeet KATY 10/22 10/23

Dual FCST 10/22 10/23HalloweenClassic ESA 10/29 10/2911-14Invitational CFSC 10/29 10/30

10&UnderHalloweenMeet TWST 10/29 10/30OpenInvitational PACK 11/4 11/6SeniorMeet PEAK 11/5 11/6Invitational BTA 11/12 11/13OpenMeet LSST 11/12 11/13OpenMeet MAC 11/12 11/13OpenMeet STA 11/12 11/13OpenMeet KATY 11/12 11/13OpenMeet SHRK 11/12 11/13

SwimMeet#2 KATY 11/19 11/19SouthernSrChamps TWST 12/1 12/4

SeniorChamps MARC 12/2 12/4FallChamps LSST 12/9 12/11FallChamps HCAP 12/9 12/11FallChamps PACK 12/9 12/11FallChamps CFSC 12/9 12/11FallChamps SSAN 12/9 12/11GulfChamps AGS 12/16 12/18

8&UnderChamps COOG 12/17 12/178&UnderChamps BTA 12/17 12/178&UnderChamps PFL 12/17 12/17

JanuaryOpen NOCH 1/7 1/8JanuaryOpen LSST 1/7 1/8JanuaryOpen PLAT 1/7 1/8JanuaryOpen STA 12/7 12/8

ThirdCoastInvite PEAK 1/13 1/15

Documents

Board of Directors Meeting - GULF Swimming, Inc. · A. Gulf swimming Board of Directors Meeting November ... C. Secretary – Jennie Shamburger D. Treasurer - Tom Hasz 1. 2016 Year-end