OKLAHOMA SWIMMING, INC. SPRING BOARD OF DIRECTORS ...

OKS Spring Board of Director Agenda 04/06/18

Oklahoma Swimming Mission Statement: To develop excellence, character, and growth in swimming for all. Oklahoma Swimming Vision Statement: To advance our core values of selflessness, excellence, leadership, integrity, inclusion, and development by increasing competitive opportunities and developing relationships that promote excellence and growth.

OKLAHOMA SWIMMING, INC. SPRING

BOARD OF DIRECTORS AGENDA

Hosted by Oklahoma Swimming. Inc.

Location: Hampton Inn & Suites-Stillwater West 615 S. Country Club Road Stillwater, OK 74074 (405) 332-5575

Schedule of Meetings:

Friday April 6, 2018 OKS Board of Directors Aggie 1 Room 4:30 PM-6:30 PM

Dinner on site: 6:30-7:30 PM (OKS provides) 2nd Session 7:30-9:00 PM

Adjourn Saturday April 7, 2018: Breakfast on your own or at Hotel Board Meeting: Aggie 1 Room Start at 8:30 AM OKS provide snacks, beverages and lunch on site Lunch with the group or on your own 12:00 -1:00 PM


Saturday 2nd session begin 1:15 pm Aggie 1 meeting room Board Adjourns time certain not to exceed 3:30 PM

AGENDA/ORDER OF BUSINESS BOARD OF DIRECTORS FRIDAY APRIL 6 and 7, 2018

Welcome: General Chair: Welcome to new board member Craig Hanson OKS Officials Chair Introduction of Guests: GC Additions or corrections to the Agenda: GC Reading of Declaration of Conflict of Interest Statement: GC Declaration of Conflict of Interest: Is any member aware of any conflict of interest (that is, of a personal interest or direct or indirect pecuniary interest) in any matter being considered by this meeting which should now be reported or disclosed or addresses under the USA-Swimming Conflict of Interest Policy”. If a board member determines there to be a conflict of interest at any point during the course of the meeting when a specific subject is being discussed and or action is being taken, a declaration of a conflict of interest should be made at that time.

Confirmation that all board members have a current Conflict of

Interest statement on file. (OKS Secretary)

Secretary: Roll call of board members. OFFICERS: General Chair Admin. Vice-Chair Age Group Vice - Chair Senior Program Vice- Chair Junior Athlete Rep. Junior Athlete Rep. Senior Athlete Rep. Senior Athlete Rep. Coaches Rep. Diversity/Inclusion Chair Membership/Registration Coordinator


Officials Chair Safety/Risk Management Chair Secretary Treasurer Finance Vice- Chair Safe Sport Chair Moment of Mission: GC Consent Agenda: (Motion to accept.) GC If a member disagrees with a consent agenda item or wants to move it to the regular agenda, the member may request that the item be pulled from the consent agenda for further discussion. Minutes of previous Board meeting October 2017 Reports submitted from the following: Admin Vice Chair Age Group Vice Chair Senior Program Chair Athlete reps: Changes to LSC State Format (Strategic) Coach Rep Diversity/ Inclusion Chair Safety/Risk Management Coordinator Officials Chair Secretary Treasurer Finance Vice Chair…pulled for discussion Safe Sport Chair Spring Sectional Report (Management) Summer LSC State Meet Book (Management) Summer D-II Meet Book (Management) Coach Travel Funding Application Updated (Management) Coach Education Funding Application Updated (Management) (end consent agenda items) Finance Vice Chair: (Management) 2017-year end Financials 2018 thru Feb. actuals compared to budget (broken out to the line item) Athlete Funding application Officials travel funding Financials at Mitch Park (OKS sponsored meets 2017-2018) Expedited Administrative Service Policy Clarification (Management) 2018/2019 OKS Sponsored Meet Bid Discussion (Management) OKS Spring Athlete of the Year Awards (Management) OKS Fall Athlete of the Year Awards (Management)

Project Update: 2018 OKS Zone Team (Management) Project Update 2018 OKS Diversity Camp (Management) OKS Planning Calendar Review and Update (Management)

Sectionals in Jenks summer 2018 (Strategic) Spring/Summer meetings/workshops who is going where and when (Strategic) September Convention Jacksonville, FL (Strategic) Succession planning, Fall Elections (Strategic) Fall HoD/BoD, October 12-13: location, lodging, workshops, committee meeting room requests (Strategic) OKS ByLaw Change from Management to Strategic Board (Strategic) Policy and Procedures (Strategic) OKS Committee Structure Report Revised (Strategic) Timer Standards for 2019 (Strategic) Mission/Vision Revise to Strategic Planning Workshops (Strategic) Swimposium: date and location for 2019 set (Strategic) Bright Ideas: NACSM (Strategic)

Flex membership ( Strategic)

Junior Coach Position (Strategic)

Other: Other: Other:

Appreciation/Recognition Senior Athlete Reps ( Chair) Adjourn:


017 OKS Fall Business BoD Minutes 09 30 17

1 2 3

4 5

6 7 8 9 10 11 12 Oklahoma Swimming Mission Statement: To develop excellence, character, and growth in 13 swimming for all. 14 15 Oklahoma Swimming Vision Statement: To advance our core values of selflessness, 16 excellence, leadership, integrity, inclusion, and development by increasing competitive 17 opportunities and developing relationships that promote excellence and growth. 18 19

THE FOLLOWING MINUTES ARE PROVIDED FOR 20 INFORMATIONAL PURPOSES ONLY AND ARE SUBJECT TO 21

REVISION AND APPROVAL AT THE NEXT REGULARLY 22 SCHEDULED MEETING OF THE OKLAHOMA SWIMMING 23

HOUSE OF DELEGATES. 24 25

OKLAHOMA SWIMMING, INC. 26 ANNOUNCEMENT OF FALL 27

BOARD OF DIRECTORS 28 AGENDA 29

Hosted by Oklahoma Swimming. Inc. 30 31

Location: Double Tree by Hilton Tulsa Warren Place 32 6110 South Yale Tulsa, OK 74136 33

(918) 497-2183 34 COMMITTEE MEETINGS SCHEDLUED FOR SATURDAY MORNING: 35

BOARD of DIRECTOR MEETING 8:00 am-10:00 am Board Room 36 Athlete Committee: Sr. Athlete Reps. Chair 10:30 am- TBA 37 D&I Committee: Kathy Mendez Chair 10:30 am- 1:30 pm TBA 38


Coach Committee: John Brown Chair10:30 am TBA 39 Safe Sport Committee: Carole Lee Chair 11:00 am TBA 40 Program Development Committee: Ben Harlow Chair 12:30 pm-1:45 pm 41 Board Room 42 43 Check with your committee chair for room assignments and meeting end 44 times that are not listed in this report. 45 46

OKS Board of Directors Meeting 47 Board meeting room 48

49 AGENDA/ORDER OF BUSINESS BOARD OF DIRECTORS 50

4:30-9:45 PM FRIDAY September 29, 2017 51 52

Start Time: 4:33 PM 53 54

Welcome: Paul Thompson, General Chair 55 • Focus on funding and budget 56

57 Introduction of Guests: PT, GC 58

• Tracey and Patrick Garrett 59 o Tracey is running for a board position 60

61 Additions or corrections to the Agenda: PT, GC 62

• No additions or corrections 63 64 Approval of Agenda: PT, GC 65

• Kathy moved to approve, Carole 2nd, Agenda approved 66 67 Reading of Declaration of Conflict of Interest Statement: PT, GC 68 69 Declaration of Conflict of Interest: Is any member aware of any 70 conflict of interest (that is, of a personal interest or direct or indirect 71 pecuniary interest) in any matter being considered by this meeting 72 which should now be reported or disclosed or addresses under the 73 USA-Swimming Conflict of Interest Policy”. If a board member 74 determines there to be a conflict of interest at any point during the 75 course of the meeting when a specific subject is being discussed 76 and or action is being taken, a declaration of a conflict of interest 77 should be made at that time. 78

79 Confirmation that all board members have a current Conflict 80 of Interest statement on file. 81

• Dylan signed COI statement. All others already on file 82


83 Secretary: Roll call of board members. 84

OFFICERS: 85 General Chair, PT, present 86 Admin. Vice-Chair, DO, present 87 Age Group Vice – Chair, BH, present 88 Senior Program Vice- Chair, CE, present 89 Junior Athlete Rep. AK, present 90 Junior Athlete Rep. DM, present 91 Senior Athlete Rep. QB, present 92 Senior Athlete Rep. JU, absent 93 Coaches Rep. JB, present 94 Diversity/Inclusion Chair, KM, present 95 Membership/Registration Coordinator, CL, present 96 Officials Chair, AL, absent 97 Risk Management AM, absent 98 Secretary MB, present 99 Treasurer, AM, absent 100 Finance Vice- Chair, TJ, present 101 Safe Sport Chair CL, present 102 103 Reading, Correction and Adoption of Minutes of Previous Meeting 104 April 7-8, 2017 105

• PT recommended using prior format for minutes; topic, 106 discussion, and action items go forward 107

• KM made motion to adopt, CL 2nd, minutes adopted 108 109 Moment of Mission: Athletes did a great job at the Clinic held September 9th. 110 111 Friday Session: 4:30-6:30 PM 112 Financial business: review, discuss and approve 2017 event finance 113 reports, 2018 annual; budget including projected events, 114 training/leadership development, scholarship programs, foundation, 115 coach. Etc. etc. 2018-2021 planning budget, present the 2018 Athlete 116 Funding Guidelines, visionary funding projects… where are we headed 117 and how will we get there in the next 4 years. Annual budget and a 4- 118 year budget plans needs to be adopted by the board and presented to the 119 House on Saturday afternoon. Hard copies of these reports can be 120 published Saturday after the morning board session and available at the 121 HoD meeting. 122 123 Dinner Break 6:30-7:30 PM 124 125 Friday 2nd session BoD 7:30-9:00 PM 126 127 128


129 130 131 132 133

Topic Discussion Action Person Responsible

1. Convention For strategic purposes can ask for 2 non-board members to go to Convention. Against Convention budget $260 ($130/person)

Paul

2.Oklahoma Athlete Support

Chad reviewed matrix. Meets in Oklahoma are allowed. Need proof of hotel stay. Zones removed from matrix but considered Tier 3. Tier 1 and 2 include para-events

Need to create new reimbursement form. Policy effective January 1, 2018

Paul 1st Chad 2nd John All in favor

3. Official reimbursement form to National meets

Approval needs to include GC before any funds are released.

Change official reimbursement form to include approval by GC

Paul

4. 2018 Budget and Quad Budget (2018-2021)

Tom reviewed budget. Need changes made prior to bring budget to HoD Saturday.

-Add new line item for athlete workshops expense $2k. -Add new line item for Champions Club $1k. -Add new line item for Chuck Weilgus Spirit & Courage Award $500. -Increase swimmer’s expenses to $55k. -Increase registration income to $150k. -Increase registration expense to $120k. -Decrease Zone income to $20k. -Increase Age Group expense to $20k.

Tom 1st Chad 2nd Kathy All in favor

5. Board funding athlete leadership training camp

To be held in Houston, Texas either Friday – Sunday April 6th – 8th or Friday – Sunday April 20th – 22nd. Offer to OK Jr. reps then to swimmers who ran for election at State (Hollis Gilbert, Maya Ferrell). Coach Lauren is a candidate.

Selection of athletes and coach. Fill out application.

Athlete Reps

6. Funding of facility for Championship meets

Mitch park has increased cost of facility. LSC will pick up facility surcharge differential. $25/athlete at State; $20/athlete at

Motion to change Championship meet awards 1st – 4th medals and ribbons 5th – 8th to offset facility support starting SC 2018.

1st Michele 2nd John All in favor



DII Move Championship meets to 1st – 4th medals and ribbons 5th – 8th to offset facility support starting SC 2018.

7. Spring D-II SCY East/West and Sprint LSc SCY State Meet Action dates

Dates staying in place.

OKS submit host template by (10.10.17DII)(11.3.17 State) Host return sanction application agreement, fees and awards security deposit to OKS by (11.3.17DII)(11.15.17State) Host returns meet book template completed to OKS by (11.13.17DII)(11.25.17State) OKS return pdf final meet book and event file to host by (11.27.17DII)(12.3.17State) Host distribute to the OKS contacts meet book and event file by (12.3.17DII)(12.10.17State)

OKS/Host Teams

8. Revisions to OKS Sanction Application

Change for club hosted meets (exclude intra-squad and Championship meets) to have sanctioning documents to coordinator 45 days prior to start of the meet otherwise sanction fee is $125 for meet/$75 for TT. $250 fine for posting meet book w/out sanction by OKS Meet Director to send pre-meet session time line 48 hours prior to start of the meet to OKS reporting group. Meet Director to send post-meet reports of actual session time line, post meet athlete team report 24 hours after end of session. Fine of $100 per late report Observed meet sanctioning fees: $75 for 1-2 day meet; $150 for a meet over 2 days. Approved meet sanctioning fees $500 for meet (not to exceed 3 days) $100 for TT. Excludes HS.

Send updated sanction information to OKS Clubs. Effective October 1st Meets already sanctioned or sent into Paul are excluded from fines.

1st Kathy 2nd Chad All in favor Paul to send

9. LSC Athlete Travel Policy

Board clarifies expectations, authority between guardians, LSC, and Chaperons.

Review travel policy/give recommendations for 2018. Within 30 days bring final

Chair will be Deanna, Ben, Kathy,



product for adoption. Need to be approved by March 3, 2018.

Annie, Dylan

134 CE moved to adjourn, JB 2nd, adjourned at 9:51 PM 135 136 ************************************************************* 137 Breakfast at Hotel 138 139 Saturday September 30, 2017 140 Board of Director Meeting 141 Start Time 8:00 AM end 10:15 AM 142 143

Start Time: 8:00 AM 144 145 Welcome: Paul Thompson, General Chair 146 147 Introduction of Guests: PT, GC 148

• Tracey and Patrick Garrett, Chris VanSlooten 149 150

151 Secretary: Roll call of board members. 152

OFFICERS: 153 General Chair, PT, present 154 Admin. Vice-Chair, DO, present 155 Age Group Vice – Chair, BH, present 156 Senior Program Vice- Chair, CE, present 157 Junior Athlete Rep. AK, present 158 Junior Athlete Rep. DM, present 159 Senior Athlete Rep. QB, present 160 Senior Athlete Rep. JU, present 161 Coaches Rep. JB, present 162 Diversity/Inclusion Chair, KM, present 163 Membership/Registration Coordinator, CL, present 164 Officials Chair, AL, present 165 Risk Management AM, present 166 Secretary MB, present 167 Treasurer, AM, present 168 Finance Vice- Chair, TJ, present 169 Safe Sport Chair CL, present 170 171 Old Business: Action Items from Friday meeting 172

• Items not addressed from the Friday sessions. 173 • Policies, resolutions, proposals, task forces and committee 174


work 175 • Action Items from Budget Planning Friday session 176

177 178 179 180


10. Diversity Discussion to increase funds. Task force led by Tyler Wyatt to explore how/where to bring in more funds. Possibly another meet on the east side of Oklahoma.

Kathy/Tyler Wyatt

11.Budget/Financial Committees

Proposed merging the 2 committees. Athletes on committees Savanah Barth, Caroline Smith, Sydney Parker,

Ask if athletes originally listed on those committees are still interested and find replacement for any Senior from last year.

Athlete Reps by Tuesday.

12. 2017 Fall Legislation for the Zone Selection Process

Criteria-must be a AA swimmer and top 3 swimmer at LC State meet in crucial stroke needed and will pay an extra $100 to register above the current AAA cost for Zones at the time of registration. Chad would like to see only AAA swimmers attend Zones. John is okay with the proposal as long as there is no cost to the LSC. Kathy spoke about 10&Under training.

Allow Head Zone Coach leeway to select a swimmer(s) for the Zone team that are a crucial member(s) of a certain age group and who are able to swim the stroke(s)needed for the team’s entries.

Head Zone Coach Chad 1st Kathy 2nd Passed by majority vote.

13. Protocols for OKS Swiss Timing Start Time V Starting System

System V is reserved for LSC hosted meets. Meet Directors may request use, accept possession of and return to GC after completion of the event within 48 hours, $500 security deposit on file with OKS. Reservation on a first come basis for sanctioned meets only. OKS will receive $100 for Rental fee from host for 2 or more sessions meet. $50 for one session. All meets hosted by OKS have preference. Andrew would like Officials to be familiar and certified on system.

Establish protocols and guidelines for the use of the LSC starting system.

Paul Ben 1st Michele 2nd All in favor

14. Establish a LSC Athlete Leadership Mentor Position (Adult)

If the LSC is to be intentional in its commitment to developing the leadership potential of its athletes it is recommended that the role of mentor not fall by default to the Sr. Program Chair or General Chair.

Appoint a person to research what other LSCs have already done in this area, bring back a proposal with recommendations within 90 days.

Paul to appoint. Michele 1st Chad 2nd All in favor



15. Establish a Task Force to present an LSC Swimposium

Board needs to appoint a task force chair to assemble a group of LSC representatives that will contact USA-S LSC services and bring together the necessary information required to select a date, host, location, facility, lodging, meeting rooms, speakers, etc. Goal to have the swimposium in 2019, 2020 at the latest.

Immediately identify a task force chair to lead this effort. Board establishes task force chair. Make this part of the strategic plan for the LSC.

Paul/BoD Ben 1st Chad 2nd All in favor

16. Resolution that all aspects of the LEAP Level 2 program will be adopted as policy, business structure and administrative procedure throughout all levels of the LSC

Ensure all components of LEAP Level 2 will be merged into appropriate levels of the LSC structure.

Board establishes task force chair. Evaluation must occur before Nov. 1st when new requirements go into effect. Make this part of the strategic plan for the LSC.

Paul/BoD Kathy 1st Ben 2nd All in favor

17. Resolution to thank the Kearn family for the Start Time V

Board acknowledges and expresses gratitude for the gift.

Board prepares a resolution thanking the Kearn family for their support and commitment to the LSC.

Paul/BoD Paul 1st Chad 2nd All in favor

18. Establish the OKS Chuck Weilgus Spirit and Courage Award

Board acknowledges and expresses appreciation for the long-time support and commitment of Chuck Weilgus to the LSC.

Board establishes an annual award that recognizes the courage to persevere and overcome personal adversity and challenges. May be female and male. Add to the annual budget 2018-2021 $500 ($250 each). Used for specific swim cost: dues, swim meets, suits. Scholarship Award would go to the club. Announcement to be made. Run Jan. 1 – July 31st 2018. Vote at convention. Give at Fall HoD.

Tom -Budget Board Deanna 1st Kathy 2nd All in favor

19. Confirm OKS commitment to the USA-S Champions Club

Board confirms or revokes the 2014 commitment to fund an annual membership to the USA-S Foundation’s Champions Club

In 2014 the LSC approved the support and commitment to the USA-S Foundation by annually funding in the name of Oklahoma Swimming a membership in the Champion’s Club. Funding was to begin 2015. Budget 2018-2021 $1k per year as separate line item.

Tom- Budget Board Deanna 1st Kathy 2nd All in favor



20. Clarification of Administrative Fees for Expedited Service

Board clarifies a policy that addresses any request for expedited administrative services outside of the normal business operating schedule where registration either by individual or as a team is required in order to compete in a swim meet within a 7 day window. $100 fee. Must be done all electronically and must photocopy check, scan and email to Registration Chair. Must send check either by express mail or hand delivery whichever is quickest.

Board establishes an annual award that recognizes the courage to persevere and overcome personal adversity and challenges. May be female and male. Add to the annual budget 2018-2021 $500 ($250 each). Used for specific swim cost: dues, swim meets, suits. Scholarship Award would go to the club. Announcement to be made. Run Jan. 1 – July 31st 2018. Vote at convention. Give at Fall HoD.

Carole Michele 1st Chad 2nd All in favor

21. USA-S Junior Coach position

Board reviews white paper on implications of Junior Coach position adopted USAS convention September 2017.

LSC should go with USA Swimming. Leave Code of Conduct and defer club to code of conduct.

Board Kathy 1st Chad 2nd All in favor

22. OKS Non-Profit Association Liaison Position

Board develops a volunteer liaison position to monitor and implement the opportunities offered to the organization through education, leadership networking, fundraising, etc., provided through the organizational membership.

Board needs assistance interfacing with the association to more effectively benefit from our membership.

Paul Kathy 1st Chad 2nd All in favor

23. OKS By-Law Executive Committee

Board should consider dissolving the use and terminology of the Executive Committee.

Given the availability of new options of communication and meeting via electronic means this committee is no longer necessary. Establish quorum is based on number of directors in attendance, provides more input, accountability and opinions when considering the business of OKS. Practice could be accepted and implemented but might need to wait for By-Law changes until new model by-laws are presented by USA-S in 2018.

Board Michele 1st Chad 2nd All in favor

24. GC Meet Schedule Task Force

Response to the LSC Governance Workshop Challenges facing the LSC.

Outlined in supporting document.

Sean Callan - Chair Chad 1st Ben 2nd All in favor

181


KM moved to adjourn, MB 2nd, adjourned at 10:29 AM 182 183 184


Oklahoma Swimming Mission Statement: To develop excellence, character, and growth in swimming for all. Oklahoma Swimming Vision Statement: To advance our core values of selflessness, excellence, leadership, integrity, inclusion, and development by increasing competitive opportunities and developing relationships that promote excellence and growth.

OKLAHOMA SWIMMING, INC. SPRING

BOARD OF DIRECTORS OKS ATHLETE REPRESENTATIVES RECOMMENDATIONS FOR REVISION TO LSC STATE CHAMPIONSHIP MEET FORMAT: Shorten the length of the schedule of events to provide” finalist parade with music and awards presentation on award stands”. “Separate 12& Under age groups from 13 & over into two meets with an “open” age group meet or possibly a 12 & under meet or 14 & under meet and an “Open” meet….” “Limit individual entries and relay entries” “Athlete performance will be enhanced with more competitive opportunities” “Allow meet to be more professional”. “Better prepare the athlete for higher level meets”. “Helps develop more volunteers”.

Reg. VIII Business Meeting Spring Columbia MO 3/8/18

TO CLARIFY: IN THE LAST QUAD THE YEAR BEFORE TRIALS THE SECTION COMPETED IN THE SPRING CHAMPIONSHIP IN SCY FORMAT AND IN THE OLYMPIC TRIAL YEAR WE SWAM LCM FORMAT. THE SECTION WILL FOLLOW THIS PRACTICE FOR 2019 AND 2020 FOR THE SPRING MEETS. WITH THIS IN MIND WE WILL REVIEW THE PRIORITY AND BONUS TIME STANDARDS FOR THE 2019 MEET. PROPOSALS FOR THESE CUTS WILL BE AVAILABLE FOR REVIEW AND COMMENTS IN TIME FOR A FINAL DISCUSSION AT THE BUSINESS MEETING AT JENKS, OK THIS SUMMER. Attached is the summer order of events/qualifying times report with the addition of the relays and 50’s. Business Meeting Summary Notes: Date; March 8, 2018 Columbia MO. Technical Meeting begins at 2:00 PM. Chaired by Meet Referee Amy Hoppenrath Region VIII Business meeting begins at 2:23 Chaired by Section Chair Paul Thompson Action Items: Spring Championship dates: March 7-10, 2019 Location: Columbia MO. Host Organization: Columbia Swim Club Summer Championship dates: July 17-20, 2019 Location: To be announced Host Organization: To be announced Hank Enterline CS Reg.VIII 2017 Summer Coach of the year: Chris Van Slooten

Region VIII Coaches Meeting Recap

Reg. VIII Business Meeting Spring Columbia MO 3/8/18

American Energy Swim Club-OK Discussion was held regarding the continued scheduling of the 50’s of stroke for the meets. No action taken. Will continue to review how these events fit with the mission of the section and the impact on the meet itself. Discussion was held that it was time to study the impact of the current bonus cuts, possibly increasing the qualifying times for bonus and priority cuts for the spring meet. Additionally, possibly increasing the number of events that athletes may swim from the current 6 to 8. Meeting adjourned at 2:40 PM Sectional Clubs represented: Columbia Swim Club: Todd Kramer, Gary Galbreath Empire KC: Carmen Menges P-66 Chad Englehart TSA: Bob Shearer Un-MV: Ben Bishop Un-MV: Balley Allan Swim Tulsa: David Lynn Seal-OZ: Kirsty Salu: Thomas Higgins KCB-MV: Gardner Howland Rockwood: Mary Liston Heat: Theresa Beck AAAA: Patrick Norman CASC: Adam Nelson SSC: Kent Nicholson BWST: Brent Graham HYAC: Charles Scribner RecPlex: Eric Strom HAWG-AR Todd Mann SO: Doug Krecklow BSC: Tyler Wyatt KMSC: John Brown TAC: Titus Knioght FAST: Raz Cuparencu LA: Andrew Schmidt KCB: George Adcock ANDR-MV: Al Stephenson WAS: Brandon Buehne AESC: Chris Van Slooten BZRK: Shawn Klosterman GOAL-MW: Tom Beck KCSA: Mary Jo Klier

WNYN: Nate Jensen Enid Y: Samuel Stewart NLU: Mike Ballard CSP: Dave McCary JTSC: Diego Heano CNS: Bryce Kober SPA: Thomas Baumann MM: Dick Taylor MWAA: Marcel du Ponte

EVENT EVENT EVENT

Bonus Priority Bonus Priority Priority Bonus Priority BonusDay 1

1 4:06.99 4:43.99 200 Medley Relay 4:18.99 3:44.99 23 10:44.99 9:40.99 800 Free ** 9:04.99 10:05.99 45 54.69 53.69 1:03.59 1:01.59 100 Free 56.09 58.09 48.69 49.69 67 2:36.99 2:32.99 2:58.19 2:54.19 200 Breast 2:40.99 2:44.99 2:19.99 2:23.99 89 2:14.99 2:10.99 2:34.99 2:30.99 200 Back 2:18.99 2:22.99 2:01.99 2:05.99 1011 1:01.59 59.59 1:09.79 1:07.79 50 Fly 1:01.29 1:03.29 53.99 55.99 12

Day 213 4:50.99 4:42.99 5:29.99 5:21.99 400 IM 4:59.99 5:07.99 4:21.99 4:29.99 1415 1:01.59 59.59 1:09.79 1:07.79 100 Fly 1:01.29 1:03.29 53.99 55.99 1617 1:59.09 1:57.09 2:16.99 2:12.99 200 Free 2:02.99 2:06.99 1:47.09 1:49.09 1819 1:11.29 1:09.29 1:22.39 1:20.39 50 Breast 1:13.39 1:15.39 1:02.99 1:04.99 2021 3:42.99 4:12.99 400 Free Relay 3:52.99 3:21.99 22

Day 323 5:19.99 5:11.99 4:48.09 4:40.09 400 Free 4:21.99 4:29.99 4:51.99 4:59.99 2425 1:11.29 1:09.29 1:22.39 1:20.39 100 Breast 1:13.39 1:15.39 1:02.99 1:04.99 2627 2:16.99 2:12.99 2:35.99 2:31.99 200 Fly 2:19.59 2:23.59 2:02.99 2:06.99 2829 1:02.29 1:00.29 1:11.99 1:09.99 50 Back 1:04.49 1:06.49 55.69 57.69 3031 8:03.99 9:09.99 800 Free Relay 8:29.99 7:21.99 32

Day 433 3:42.99 4:12.99 200 Free Relay 3:52.99 3:21.99 3435 18:04.99 18:29.99 1500 Free ** 17:29.99 17:04.99 3637 1:02.29 1:00.29 1:11.99 1:09.99 100 Back 1:04.49 1:06.49 55.69 57.69 3839 2:16.49 2:12.49 2:34.99 2:30.99 200 IM 2:18.99 2:22.99 1:59.99 2:03.99 4041 25.49 24.99 29.39 28.39 50 Free 25.69 26.69 22.39 22.89 4243 4:06.99 4:43.99 400 Medley Relay 4:18.99 3:44.99 44

** 800 and 1500 will Swim after relays in Prelims and First in event order in Finals

2018 Summer ORDER OF EVENTS

July 11-14, 2018Jenks, OK

WOMENSHORT COURSE

WOMENLONG COURSE

MENLONG COURSE

MENSHORT COURSE

CS REG VIII Spring Sectional Order of Events Qualifying Times

HY-TEK's MEET MANAGER 6.0 - Page 1King Marlin Swim Club

2018 Region VIII Speedo Spring Sectionals - 3/8/2018 to 3/11/2018

Sanction #: MV18-20-MV18-21TT

LSC List

FemaleLSC TotalTotal Athletes Entries RelayMale

63 66 1291 AR 700 611 89

141 144 2852 MV 1502 1,297 205

54 59 1133 MW 610 529 81

59 64 1234 OK 662 574 88

127 88 2155 OZ 1171 1,018 153

444 421 865 4029 616 4645

OKS Division II 2018 LCM Meet Book Template

Division II Long Course

Meet

Date: July 14-15, 2018

Location: xxxx

Sponsored by: Oklahoma Swimming, Inc. Hosted by: Splash Club

Held under the sanction of USA Swimming and Oklahoma Swimming, Inc. Sanctioned by: Oklahoma Swimming Inc.

Meet Sanction OK17- 0xx Time Trial Sanction OK17-0xx


Oklahoma Swimming Inc. LCM Division II Swim Meet

Rules: 2018 USA Swimming and appropriate Oklahoma Swimming rules will govern the meet.

Age: Age as July 14, 2018 will determine eligibility for an age group. Format: All individual and relay events are timed finals. The 400 IM and 400 Freestyle are

positive check-in to swim events. Failure to show for a positive check-in event will result in the athlete missing their next event.

Entry Limit: A swimmer may enter a maximum of four (4) individual events and one relay each day.

Maximum number of individual events for the meet is 8. Time Trials will be held following the conclusion of each day’s session. Time Trials count against the daily individual event limit. The athlete must be entered in the meet (athlete/Facility Surcharge paid) in order to participate in Time Trials or Deck entries.

Host: Splash Club Location: xxxx Facilities: Fifty (50) meter long course yard venue. Controlled temperatures. The

course has been certified in accordance with USA Swimming rule 104.2.2C(4). A copy of this certification is on file with USA Swimming. Eight lanes with non-turbulent lane lines. Colorado timing system. Large Scoreboard. Large spectator area, swimmers rest area. Adjacent lap pool available for continuous warm-up and cool down. The pool depth at the starting blocks is 13’6”. The pool depth at the turn end is 7’4" and is compliant with USA-S Rule 202.4.9C.

Meet Director: xxx Meet Referee: xxx Administrative xxx Referee: Schedule: Saturday/Sunday

Warm –Up Starts/Sprints Clear Pool Meet Starts


8 AM 8:50 - 9:05 AM 9:05 AM 9:15 AM These are 2 warm up periods of 25 minutes each.

Warm-Up OKS warm-up procedures will be enforced. Only swimmers entered in Procedures: individual events or expected to swim relays in each session may participate in that

session’s warm–up period. Warm-up lane assignments will be posted on the OKS web site at www.oks.org by no later than 12:00pm CDST Wednesday July 11, 2018. Host will at the same time electronically distribute to each club’s entry contact (as identified at the time of entry submission) the event warm-up document. Any swimmer entered in the meet must be certified by a USA-Swimming-member coach as being proficient in performing a racing start or must start each race from within the water. When unaccompanied by a USA Swimming member coach, it is the responsibility of the swimmer or the swimmer’s legal guardian to ensure compliance with this requirement. USA-S Rule 202.4.9 D. USA-Swimming athlete members must be under the direct supervision of a USA Swimming member coach during warm up, competition and warm down. Any swimmer in attendance without a coach of record will be assigned to warm up under the supervision of the Host Club. The Meet Director or Meet Referee shall assist the athlete in making arrangements for such supervision. The Meet Referee will resolve any warm up disputes.

WARM-UP PRE- MEET and GENERAL WARM –UP SESSIONS GUIDELINES:

• Control/Supervise: Key words for safe warm-ups. • A designated supervisor shall be on deck during the entire warm-up period. • Marshalls should be actively supervising the warm-ups to ensure proper procedures

are followed. • Swimmers shall enter the water feet first except for starts, which are limited to

specified lanes. • In facilities that have a warm-up/warm down area different from the competition

pool, meet management shall provide supervision pursuant to the rules at all times. • General warm-up periods with assigned lanes for each team shall remain under the

control of the assigned team’s coaches at all times. • No paddles buoys or kick boards are allowed unless specified in the Meet Information

document. • No diving in lanes other than those designated for racing starts in an unassigned warm

up session. • Starting blocks should be marked to remind swimmers that they should not dive in

lanes other than the designated lanes. • The Meet Announcer may announce lane changes and /or warm- up changes as per

general and specific. • Coaches should understand that responsibility for supervision of their swimmers is

the same at meets as when on deck at practice.

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• Marshalls have the authority through the Meet Director over warm-up. A swimmer and/or coach may be removed from the deck for interfering with the Marshall.

• When the number of participants for a meet session cannot be safely accommodated during the same warm- up period, warm up- sessions should, be split to provide a safe and adequate warm- up time for all.

• The Meet Referee shall have the responsibility to establish and enforce rules for safe conduct within the competitive pool area during the duration of the swimming competition.

• There shall be at least one Marshall at each end of the warm up area to ensure the warm- up procedures will be followed.

• Warm-up procedures shall be enforced for any breaks scheduled during the competition

• For warm-up guidelines at meets with sessions that have UN-Assigned Lanes please refer to the OKS Warm-Up Guideline Document.

Eligibility: This meet is open to all OKS USA Swimming registered swimmers who have NOT

achieved the qualifying times for the Oklahoma State LSC Long Course Championships by the entry deadline of the 2018 OKS LSC LC Championship meet in the event they want to enter. Times provided in the order of events are the cut off time standards that must not be exceeded to enter this event. All entry times must have been achieved since September 1, 2016. No swimmer will be permitted to compete unless the swimmer is a member as provided in Article 302. USA-S Rule 202.4.9 E. Registration with USA-S/Oklahoma Swimming will be accepted at this meet USA-S Rule 202.4.9 F. Registration forms will be available at the Clerk of the Course area. For a swimmer to represent a USA-S club in a competitive event, one hundred twenty (120) consecutive days must have elapsed without the swimmer having represented any other USA-Swimming club in any USA-S swimming competition. 203.3. Only athletes who are full time (not seasonal) members of USA-S/OKS are permitted to enter the meet. Athletes may be attached or unattached. Deck entries are available at this meet (USA-S Rule 202.4.9 F).

Entry Fees: $ 5.00 for each Individual Event ($ 2.00 goes to OKS Aquatic Fund)

$ 10.00 for each Individual Event Time Trial entry ($ 2.00 goes to OKS Aquatic Fund) $ 10.00 for each Relay Team ($ 2.00 goes to OKS Aquatic Fund) $ 10.00 for each Individual deck entered event ($ 2.00 goes to OKS Aquatic Fund) $ 20.00 for each Deck entered Relay Team ($ 2.00 goes to OKS Aquatic Fund) $ 20.00 for each Time Trial Relay entered event ($ 2.00 goes to OKS Aquatic Fund)

$ 20.00 facility surcharge per athlete

Make one team check payable to Splash Club. Entry fees should accompany entries, but must be paid before the team’s swimmers compete at this meet.

Deck Entries: Deck entries are available at this meet. Deck entries will be accepted for open lanes first, and then a maximum of one additional heat (0 heat) per event may be added. Events will not be re-seeded. Entry fees for deck entries are $10.00 with $2.00 going to the OKS Aquatic Fund. Deck entries are subject to the Athlete/facility surcharge required to enter the meet. Deck entries will close 30 minutes prior to the beginning of each competition session.


Entry Deadline: Entries must be in the hands of the Meet Director no later than 8:00 PM CDST Thursday,

July 5, 2018. Any entries received after this deadline will be considered deck entries and must be made at the venue.

Entering Events: Team entries should be submitted via email to: xxx using a Team Unify, Team Manager,

or other appropriate sdif file. Any hand written or printed entries must indicate the swimmer’s full name, sex, age, date of birth, USA-S registration #, the event #, and time for each event. All entry files must include the name of the Club Entry Chair, phone number, and email contact information. *The Meet Director will insure that a complete meet entry file will be sent to the OKS Registration Coordinator by no later than 8 p.m. CDST Friday July 7, 2017 for verification of all athlete entry times.

*The Meet Director will ensure that an entry report and exceptions report for athletes attached or unattached, shall be sent individually to each team’s entry contact by no later than 12:00 p.m. CDST Friday July 6, 2018. Upon receipt of the Entry report the team will have until no later than Monday July 9, 2018 at 12:00 p.m. – noon - CDST to return the corrected entry file otherwise the original entry file as created by the Host shall stand as the official entry file for the team.

*The Meet Director will insure that an athlete registration re-con report is instituted by no later than 3:00 PM CDST Monday July 9, 2018.

*The Meet Director shall notify individually each attending team or unattached athlete of any registration errors within 3 days of the start of the meet, Wednesday July 11, 2018. The Meet Director shall insure that all athlete entry registration errors are reconciled prior to the start of the first session of competition. Any athlete lacking complete registration verification will be prohibited from competition until such registration is corrected.

*The Meet Director shall insure that a coach certification ending verification report has been instituted by no later than 5:00 PM CDST Monday July 9, 2018. The Meet Director will notify individually each club no later than 3 days prior to the start of the competition of any certification errors.

*Coach access to the competition deck area will not be permitted until all certification requirements required by USA-S are current. The Meet Referee and or Meet Director reserves the right to ask for coach credential or Deck Pass verification and or deny deck access if the coach does not comply or the credential verification is no longer valid/current. The OKS Coach Attestation Policy is in effect for this meet. Copies of the OKS Coach Attestation Policy will be available at the Clerk of Course. Each Club, by submitting entries is certifying that all swimmers entered in the entry documents are year-round or seasonal members of USA Swimming and Oklahoma Swimming, or have applied for membership by sending the appropriate application to the club’s registration chair or the OKS Registration Coordinator before the entry deadline. Failure to follow the above information will result in the entire team being scratched from the meet.


*The Meet Director shall submit an APPROVED pdf format psych sheet to the entry contact for each team (or athlete if unattached) by 12:00 p.m. CDST Wednesday July 11, 2018. Psych sheet to be reviewed by the Age Group Chair, General Chair, Admin Vice Chair, Administrative Official and Meet Director prior to approval by the Meet Referee. Once the event psych sheet is posted no further corrections, additions or revisions to entries will be allowed until addressed by the Meet Referee. Any revisions will be addressed at the venue beginning with the first session of the meet.

*The Meet Director will provide at the time of distribution of the event psych the following reports: A pre- meet session time line, psych sheet, athlete/team report and entry fee summary to the OKS General Chair, Admin Vice Chair, Age Group and Senior Program Vice Chair, OKS Officials Chair, Membership Registration Coordinator, Sanctions Coordinator, and Treasurer.

Send entries to: xxx Make Entry Fee payment out to: Splash Club

Awards: Oklahoma Swimming Division II medals will be awarded for 1st (First) through 4th (fourth)

place in individual events, ribbons for 5th (fifth) through 8th (eighth) and 1st (First) through 4th (Fourth) place for relays. Medals are awarded in the following age groups: 10&U, 11-12, 13-14, and 15-19, but in the 50 Free, 50 Breast, 50 Fly, 50 Backstroke, and 100 Free, the 10&U group will be divided into 8&U and 9-10. All teams must make arrangements to collect their awards prior to leaving the venue at the conclusion of the Sunday session. OKS and the Host club will not provide storage or shipment of awards. No awards received in this competition may be used for trade or financial gain.

Scoring: Scoring of individual events is; 9-7-6-5-4-3-2-1. Relay points will be double. Relays: Relays will be swum in the following age groups: 10-Under, 12-under, 14-under, and 19-

Under. Each club will be limited to a maximum of 2 relay teams per event (A team and B team). Names, ages and order of swimmers competing in relay events must be provided prior to the event. All swimmers must be entered in the meet in individual events or as a relay only swimmer. Relay swimmers must not have achieved an LSC State Championship qualifying time for their age group in the stroke being swum. A swimmer may compete in only one relay of the same distance and type. “No-Times” for relay events are strongly discouraged. Please estimate or use a composite time.

Scratches/ Seeding for this OKS D-II Meet will be done as follows: LCM first seeding priority, Seeding: SCM second seeding priority and SCY third seeding priority. Swimmers should enter

with the appropriate time for the course in which they have qualified. The meet will be pre-seeded with the following exceptions: Positive check-in is required for the 400 Free and 400 IM. Both the 13-19 age 400 IM and 400 free will be swum fastest to slowest alternating heats of women and men. The 12-Under 400 Free will be swum fastest to slowest alternating heats of women and men. Swimmers not checked-in for these events


will be scratched. Those checking-in who do not swim will miss their next regularly scheduled event. Swimmers (or their coach) are the only ones who may scratch a swimmer from a finals event.

Please note that a medical scratch approved by the Meet Referee, counts as an event and is regarded as a DQ, with no penalty imposed. Events seeded on the deck shall be closed for seeding no earlier than thirty (30) minutes before the start of the competition session. The meet program is not the final determinant of seeding. Late entries, corrections or scratches may impact actual heat and lane assignment. Seeding will be posted as soon as possible after the scratch and or positive check in period closes. It is the responsibility of each athlete to show up for their event in the proper heat and lane.

Time Trials: Time Trials will be offered at the conclusion of each session only for those athlete(s)

attempting to achieve a qualifying time for the OKS Long Course LSC State Championship meet, USA Central Zone Championship meet(s) or any other National level meets. Order of Time Trials: First Day of the meet: That days’ events, followed by the remaining events in the meet. Second Day: That day’s events, followed by the events of the previous day. Time Trials will count against the daily individual event limits. Athletes must be entered in the meet at the time of the Time Trial (paid the athlete/facility surcharge, but are not required to be competing in the DII meet itself, in order to enter Time Trials. All time trial participants must provide timers and their own lap counters, if needed, for each event.

Timers and OKS through the Officials Chair have the responsibility of assigning the Meet Referee. Officials: All OKS certified Officials in attendance will be expected to assist at the meet. The Host

organization is responsible for providing all lane timers for this meet. The Host may ask attending teams if they would like to provide volunteers to assist with the lane timing requirements of the meet.

Meet Committee: This committee shall be composed of 2 athletes (1 East/1West) and 2 coaches (1 East/1

West), the OKS Age Group Chair (or an elected OKS Officer in attendance should the OKS Age Group Chair not be present), the Meet Referee, and the Meet Director. At no time, shall the majority of the members of the meet committee be composed of members from the same club. This committee will settle any technical or meet format questions that should occur prior to or during the meet. The Meet Referee shall appoint the athlete and coach representatives to the committee. The Committee will be in effect once the psych sheet is distributed and shall continue for the duration of the meet.

Deck Access: Access to the pool / deck area will be limited to athletes, coaches, officials, timers, host

volunteers, and OKS representatives working the meet. We ask that all parents and fans stay in the bleachers cheering on your favorite swimmers

Heat Sheets: Heat sheets or Meet Program will be available for purchase at the meet for $7.00. Daily Results/ Results of each session shall be posted on the Splash Club website: xxx. Results may

also be available through the Mobile Meet app for iPhones, iPads, i-Touch devices.


Final Results: may also be available through the Mobile Meet app for iPhones, iPads, i-Touch devices.

Results of each session shall be posted on the OKS web site at www.oks.org. Host shall post complete meet result files as prescribed in appropriate formats within 24 hours of completion of the meet. Host shall furnish results as requested for any newly achieved OKS Long Course State Championship qualifying times. All other event results will be sent electronically to each team’s representative within 24 hours after the conclusion of the meet via email.

In addition, a complete set of these results files must be sent to the OKS reporting group: LSC General Chair, Admin. Vice Chair, Program Development Vice Chair, Program Operations Vice Chair, Membership Registration Coordinator, Webmaster, Treasurer and Sanctioning Coordinator. Results shall consist of the following files; A Final Athlete/Team report, Entry Fee Summary report, Final time line session report based on actual heat start times, TM results file (SDIF), MM back-up file (un restricted version), and a PDF results file in publication order.

Final Results in Publication Format shall include:

• Individual events have swimmers name and age • Times for all events should be listed in hundredths • All relays should have swimmers first/last name and age of each swimmer • List total team scores, Women's and Men's team scores, high point Women and

Men individual winners (if awarded) • Complete Time Trial Results (if held) including intermediate splits (if provided) • Lead off splits on all relays

Concessions: A concessions area will be available Hospitality: There will be a hospitality area available for officials and coaches working the meet. Liability: In granting this sanction, it is understood and agreed that USA Swimming Inc.,

Oklahoma Swimming Inc., all officials, the Splash Club and xxx shall be free from any and all liabilities or claims for damages arising by reason of injuries to anyone during the conduct of the meet. Damage to the facility, when proven, will cause the offending swimmer or swimmers, if unattached, or the offending swimmers club, if attached, to be accountable for repairs.

Swim Wear: USA-S Rule 102.8B. In swimming competitions, the swimmer must wear only one

swimsuit in one or two pieces, except as provided in 205.10.1. Deck Changing: Oklahoma Swimming supports all facility policies that prohibit “deck changes” at

this meet. Failure to comply with facility policy may result in the removal of the athlete(s) from the meet. The Meet Referee, Meet Director and Facility Representative shall work together should a violation occur. Deck changes are

http://www.oks.org/


prohibited. USA-S Rule 202.4.9.I Safety: USA-S Rule 202.4.9H: The use of audio or visual recording devices, including a cell

phone, is not permitted in changing areas, rest rooms or locker rooms. Drones: Operation of a drone, or any other flying apparatus, is prohibited over the venue

(pool, athletes/coach areas, spectator areas and open ceiling locker rooms) any time athletes, coaches, officials and/or spectators are present. USA-S Rule 202.4.9 J

General Rules: Coaches and student athletes, fans, patrons and boosters shall conduct themselves with

good sportsmanship. Unacceptable behavior including tampering, vandalism or destruction of the facility, physical or verbal abuse or refusal to follow instructions given by facility, staff or Oklahoma Swimming will result in disciplinary action reimbursement for damage and/or potential suspension from the facility and event. Repeated violations or activities that are considered to be sufficiently dangerous may result in the swimmer’s ejection from the meet by the Meet Referee. No recording devices, including cell phones, can be used in the locker rooms. Any individual requiring deck access for photographic purposes must notify the Meet Director before gaining access to the deck. Children not participating in the meet must be supervised at all times by an adult and are not allowed on the pool deck for any reason. The Meet Director and Meet Referee reserve the right to limit deck access in the event of inappropriate behavior or for any reason concerning the safety or the efficient operation of the meet. USA-S Rules of Conduct will be strictly enforced. Marshalls will be appointed to monitor the activities of swimmers and spectators during warm ups and the meet. They are empowered by the safety rules of Oklahoma Swimming to enforce the safety procedures governing the meet. ONLY ATHLETES, COACHES, AND VOLUNTEERS WORKING THE MEET WILL BE ALLOWED ON THE POOL DECK.

OKS Mission To develop excellence, character, and growth in Swimming for all. Statement: OKS Vision To advance our core values of selflessness, excellence, leadership, integrity, inclusion, Statement: and development by increasing competitive Swimming opportunities and developing

relationships that promote excellence and growth. Athlete Outreach OKS through its support of Athlete Outreach and Diversity initiatives provides assistance Diversity: to qualified athletes. Please contact the OKS Diversity Chair and or OKS Registration

Chair for further information. Lodging: Contact the hotel or motels directly for rates and reservations.


Short Course Yard DII Minimum Times Women 10-under 11-12 13-14 15-19

50 free 53.79 45.58 45.57 44.56 100 free 2:02.82 1:39.41 1:36.74 1:36.13 200 free 4:05.92 3:37.42 3:33.91 3:21.19 500 free 9:00.90 8:00.90 7:52.39 7:46.29

1000 free 14:38.29 14:25.49 1650 free 23:23.19 23:08.89

50 back 1:03.84 55.28 100 back 2:23.64 1:54.65 1:53.14 1:48.13 200 back 3:54.39 3:39.59 3:35.89 50 breast 1:14.03 1:02.69

100 breast 3:01.86 2:16.71 2:15.72 2:03.49 200 breast 4:19.09 4:00.69 3:56.39

50 fly 1:12.28 52.37 100 fly 2:55.24 2:08.75 1:55.79 1:47.19 200 fly 3:58.39 3:40.99 3:36.49


100 IM 2:27.28 1:55.26 200 IM 4:36.34 3:47.81 3:42.99 3:39.29 400 IM 7:24.29 7:05.69

Men 10-under 11-12 13-14 15-19

50 free 58.52 46.14 41.06 40.09 100 free 2:07.68 1:46.98 1:29.24 1:23.39 200 free 4:07.93 3:36.69 3:15.69 3:07.29 500 free 9:30.39 8:30.39 7:33.19 7:08.69

1000 free 14:04.39 12:38.19 1650 free 22:21.99 21:51.89

50 back 1:07.53 58.44 100 back 2:29.81 2:07.83 1:55.53 1:39.19 200 back 3:51.99 3:29.79 3:23.39 50 breast 1:20.89 1:03.75

100 breast 2:54.59 2:29.99 2:03.39 1:51.69 200 breast 4:14.49 3:49.39 3:42.59

50 fly 1:11.34 56.98 100 fly 2:55.24 2:09.13 1:47.24 1:31.59 200 fly 3:54.79 3:31.99 3:24.49 100 IM 2:31.89 2:04.60 200 IM 4:34.74 4:00.67 3:31.99 3:22.69 400 IM 6:55.49 6:41.79

Long Course Meters DII Minimum Times Women 10-under 11-12 13-14 15-19

50 free 1:09.90 53.60 52.78 51.73 100 free 2:19.05 2:04.03 1:54.28 1:51.58 200 free 4:30.50 3:54.26 3:44.39 3:39.49 400 free 8:11.87 7:18.40 7:12.99 7:04.69 800 free 13:11.99 13:00.19

1500 free 23:53.09 23:40.69 50 back 1:12.28 1:02.58

100 back 2:42.63 2:09.79 2:06.43 2:04.03 200 back 4:17.44 4:01.29 3:57.99 50 breast 1:23.80 1:10.96

100 breast 3:03.58 2:34.78 2:24.58 2:20.93 200 breast 4:45.31 4:27.98 4:21.19


50 fly 1:18.73 59.29 100 fly 3:11.13 2:25.77 2:03.73 2:00.58 200 fly 4:21.97 4:02.29 3:56.19 200 IM 5:04.94 4:09.99 4:05.69 4:01.09 400 IM 8:01.09 7:49.79

Men 10-under 11-12 13-14 15-19


1500 free 23:05.29 22:18.49 50 back 1:16.45 1:06.16

100 back 2:49.60 2:21.87 2:00.88 1:54.73 200 back 4:14.73 3:54.09 3:43.89 50 breast 1:29.76 1:14.88

100 breast 3:11.64 2:39.21 2:12.13 2:09.58 200 breast 4:40.20 4:17.19 4:08.79

50 fly 1:19.12 1:03.93 100 fly 3:07.21 2:22.47 1:55.48 1:50.08 200 fly 4:17.90 3:51.99 3:43.19 200 IM 5:03.13 4:24.55 3:55.99 3:48.89 400 IM 7:43.19 7:24.39

Short Course Meters DII Minimum Times Women 10-under 11-12 13-14 15-19

50 free 59.70 50.58 49.51 49.35 100 free 2:16.33 1:51.51 1:46.62 1:46.50 200 free 4:26.37 3:50.84 3:40.14 3:35.99 400 free 8:01.07 7:09.03 7:04.59 6:59.39 800 free 12:59.89 12:48.69

1500 free 23:15.59 23:01.29 50 back 1:10.86 1:01.35

100 back 2:39.48 2:07.26 2:02.98 1:59.53 200 back 4:13.57 3:56.29 3:52.19 50 breast 1:22.17 1:09.58


100 breast 2:59.98 2:31.75 2:19.33 2:15.88 200 breast 4:40.99 4:19.69 4:14.89

50 fly 1:17.19 58.12 100 fly 3:07.38 2:22.90 2:01.78 1:59.08 200 fly 4:18.01 3:57.89 3:52.89 100 IM 2:32.35 2:07.93 200 IM 5:00.14 4:06.27 4:00.09 3:55.99 400 IM 7:50.39 7:40.99

Men 10-under 11-12 13-14 15-19


1500 free 22:14.69 21:44.79 50 back 1:14.95 1:04.87

100 back 2:46.29 2:19.09 1:55.33 1:49.78 200 back 4:10.91 3:45.49 3:38.39 50 breast 1:27.99 1:13.41

100 breast 3:07.87 2:36.09 2:09.43 2:03.73 200 breast 4:35.88 4:07.09 3:59.69

50 fly 1:17.56 1:02.67 100 fly 3:03.55 2:19.68 1:52.93 1:44.98 200 fly 4:14.02 3:47.89 3:39.69 100 IM 2:43.18 2:18.31 200 IM 4:58.36 4:20.54 3:47.89 3:38.09 400 IM 7:29.69 7:14.59

OKS Long Course LSC State Championship Meet Book Sanctioned Version 3/17/18 1

Oklahoma LSC State

Long Course Championship

Meet

Date: July 20-22, 2018

Location: Mitch Park YMCA/EPS Aquatic Center Sponsored by: Oklahoma Swimming, Inc. Hosted by: American Energy Swim Club

Held Under the Sanction of USA-Swimming and Oklahoma Swimming. Sanctioned by Oklahoma Swimming, Inc.

Meet Sanction OK18-0xx Time Trial Sanction OK18-0xx


Oklahoma Swimming Inc. Oklahoma LSC State Long Course Championship Meet

Rules: 2018 USA Swimming and appropriate Oklahoma Swimming rules will govern the meet.

Age: Age as of July 20, 2018, will determine eligibility for an age group.

Eligibility / Entering Events:

Meet Dates: July 20-22, 2018 Qualifying Date Range: September 1, 2016 - July 16, 2018 OME Entry Platform Activation date: June 16, 2018 at 5:00 PM CDST OME Entry Deadline: July 16, 2018 at 3:00 PM CDST Meet Psych Distributed: 6:00 PM CDST July 16, 2018 Psych correction deadline for entry deletion or time corrections that have been submitted through the OME: July 16, 2018 6:00 PM – 9:00 PM CDST. NO ADDITIONAL ENTRIES WILL BE TAKEN DURING THIS TIME PERIOD. SEE LATE ENTRY PROCEDURE. All entries that were not submitted in the OME entry period are considered late entries and are subject to the meet late entry procedures outlined in the Meet Book. General Meeting of the LSC with the attending Head Coaches, Officiating Team. Meet Referee, Meet Director and General Chair will be held Thursday evening July 19, 2018 beginning at 5:30 PM. Friday prelim session scratch down closes 15 minutes after the close of this meeting. The competition pool will be open for general warm up beginning on Thursday July 19, 2018 at 5:00 PM the warm up session closes at 7:00 PM

1. The meet is open to all full time (not seasonal) swimmers. Athletes must be registered members (either attached or unattached) of Oklahoma Swimming LSC or club and must meet the stated qualifying times. All athletes must be 2018 registered athletes of USA-Swimming/OKS.

2. All swimmers must be under the direct supervision of USA Swimming member coach. Any swimmer entered in the meet, unaccompanied by a USA Swimming member coach, must be certified by a USA Swimming member coach as being proficient in performing a racing start or must start each race in the water. It is the responsibility of the swimmer or the swimmer’s legal guardian to ensure compliance with this requirement.

3. No swimmer will be permitted to compete unless the athlete is a member as provided in Article 302. On deck registration for membership with USA Swimming will be permitted at this meet. Registration/ membership forms and assistance will be available at the Clerk of the Course.

4. Swimmers without a coach present: USA Swimming athlete members must be under the supervision of a USA Swimming member coach during warm up, competition and warm down. The Meet Director or Meet Referee shall assist the swimmer in making arrangements for supervision.

5. The qualifying time date range for the meet begins on September 1, 2016 and ends July 16, 2018. All entries must be submitted using USA Swimming’s Online Meet Entry (OME) procedures. The system can be accessed on the USA Swimming website at www.usaswimming.org/ome. The OME is available for this meet beginning on Saturday, June 16, 2018 at 5:00 PM CDST. Entries will close on Monday, July 16, 2018 at 3:00 PM CDST. AESC will provide a Team Manager Event file on the meet website at www.aescok.org. This will allow teams to establish the qualifying profile for their swimmers prior to using OME.


6. Entry Fees are payable to the Host, American Energy Swim Club. Failure to pay the entry fees will result in the team and/or athletes being scratched from the meet, and they may not compete in the meet until entry fees including any late entry fees are paid.

7. For a swimmer to represent a USA Swimming club in a competitive event, one hundred twenty (120) days must have elapsed without a swimmer having represented any other USA Swimming club in a USA Swimming competition.

8. All RELAY ONLY swimmers must be entered into the meet using the OME. Relay only swimmers are restricted to Time Trial entries only unless they have a provable time. Relay Only swimmers must pay the facility surcharge fee in order to be entered in the meet.

9. Swimmers with a disability who have been classified and have achieved a National Disability Championship Qualifying Time may enter this meet as long as the time is within the qualifying time standards for this meet. Please contact the Meet Director with any questions. The information form for Adaptive Competitive Swimmers indicating limitations and requested modifications should be completed sent to the Meet referee and Meet Director. Please alert the Meet Director and Meet Referee to any accommodations that may be required by the entry deadline or no later than the start of the meet on the day a swimmer competes. In a meet, sanctioned or approved by the LSC, that may include one or more swimmers with visual, hearing or approved physical disabilities, the judging of such competitions shall be in strict accordance with current USA-Swimming Rules and Regulations Article 105.5.1. A disability is defined as a permanent physical or mental imperilment that substantially limits one or more major life functions. The Meet Referee will determine any modifications that may be required. The swimmer (or swim coach) is responsible for providing any equipment or assistance that is required to compete.

Times from the following will be in SWIMS, the national times database. Times in the database are not automatic entries to meets. 1. USA Swimming Sanctioned competition 2. USA Swimming Approved competition - Check two weeks before the competition

to assure the meet has been approved by the LSC, and prior to the start of the competition, ask the Meet Director for the procedure for getting a time into SWIMS.

3. USA Swimming Observed swims - Be sure a proper request for an Observed Swim is made according to guidelines that appear in the USA Swimming SWIMS Time Module Policy Manual, and prior to the start of the meet, verify that proper procedures are in place for the Observed swim.

4. Times that occur at a qualifying event the weekend prior to the closing of the OME that are not in SWIMS will be accepted with appropriate proof at the venue beginning Thursday, July 19, 2018 at 5:00 pm CDST. See scratch rule for this meet.

All entries must be made online using OME. OME is not an eligibility report. It is the coach’s responsibility to know for which events his or her athlete is qualified. Only times found in the SWIMS database are used for seeding in this meet. All entry times must have been achieved between the qualifying time date range for the meet beginning on September 1, 2016 through July 16, 2018. Each entry time used must be from a “Sanctioned” or “Approved” meet, or from an “Observed Swim” in accordance with USA Swimming Rules and Regulations. The OME for this event is formatted to force the use of the fastest provable entry time found during the qualifying entry period. The host will provide a Team Manager or suitable event file on the host web site and at the time of the distribution of the Meet Book to the club contacts. The event file can be used to assist you in completing your entries in the OME. Coaches can update entry times until the close of the OME. By not checking-out, coaches maintain the flexibility to remove swimmers or events. Once you check out of


the OME you cannot delete existing entries. You may return to update times for existing athletes, add new swimmers and events up until the close of the OME entry period. You must check out of the OME prior to the entry deadline to have your entries placed in the meet. Times entered in the OME do not automatically update. If there have been improved times since you started the entry process the coach or person making entries must update times for this process to happen. If you do not receive a confirmation from the OME you need to contact Paul Thompson or Deanna Oliphant immediately. After an entry has been submitted, removals must be managed by the Meet Admin Staff. Once you have completed your online entry, you will receive an email confirmation. Please keep ALL electronic correspondence and bring them with you to the meet. Coaches MUST use OME to apply for credentials. Please see credential area for more information. Entry deadline: 1. All entries must be submitted using OME (see OME entry procedures) by Monday,

July 16, 2018 at 3:00 PM CDST. 2. Psych Sheets are electronically sent no later than Monday, 6:00 PM CDST July 16,

2018, to the person on file for the club entry based on contacts from the OME. Psych Sheets will be made available to each attending team and posted on the club web site: www.aescok.org by no later than Monday, July 16, 2018 at 6:00 PM CDST. Following the distribution of the psych sheet corrections to current entries will be accepted until Monday, 9:00 PM CDST July 16, 2018. No further corrections, revisions or deletions to current entries will be accepted after this deadline. New entries will only be accepted according to the late entry procedure outlined in the Meet Book for this competition.

Problems/Questions: If you have any questions about using the OME system or entering the meet, please contact: • Paul Thompson, the LSC General Chair at (E) [email protected] or

at (M) (405) 570-6529 • Deanna Oliphant, the LSC Admin. Vice Chair at E) [email protected] or at

(M) (405) 204-9278

IF YOU HAVE ANY PROBLEMS WITH THE ENTRY PROCESS, YOU MUST EMAIL PAUL THOMPSON OR DEANNA OLIPHANT, THE MEET REFEREE, AND THE ADMINISTRATIVE REFEREE PRIOR TO THE CLOSE OF THE OME. We will work diligently to help resolve issues addressed prior to the close of OME.

Host: American Energy Swim Club Location: Mitch Park YMCA/EPS Aquatic Center

2901 Marilyn Williams Dr Edmond, OK

Meet Director:

Deanna Oliphant (E): [email protected] (M): 405-204-9278

Meet Referee: Admin. Referee:

Craig Hanson (E): [email protected] (M): (918) 607-4171 Mitch Parks (E) [email protected]


General Meeting:

(M) (405) 760-9056 LSC General Business Meeting with the attending Head Coaches, Meet Referee, Officiating Team, and Meet Director will be held at the venue on Thursday July 19, 2018 beginning at 5:30 PM. The meeting will be chaired by the OKS General Chair. The scratch deadline for the Friday morning prelim session closes 15 minutes after the conclusion of this meeting. Coaches are accountable for ALL information discussed or distributed at this meeting whether in attendance or not.

Format: This championship meet will be run as follows: Individual events are swum as prelims and finals. In prelims, all individual events will be swum as 11-12, 13-14, 15-19 age groups except distance events which will swim 13-19 together in prelims. The distance events for this meet are: 400 IM, 400 Freestyle, 800 Freestyle and 1500 Freestyle. All distance event athletes MUST positively check in according to each event’s specific schedule in order to be seeded. These events are timed finals events with the 13-14 and 15-19-year-old fastest eight (8) times after positive check in moving to finals in the 400 Freestyle and 400 IM. Finals will consist of 1 heat each girls and boys 13-14 and 1 heat each girls and boys 15-19. These events are timed finals events with the 13-19-year-old fastest eight (8) times, regardless of age, after positive check in moving to finals in the 800 Freestyle and 1500 Freestyle. Finals will consist of 1 heat each girls and boys 13-19. In Finals, the following age groups will be broken out 11-12, 13-14, 15-19. All 10-under events will be swum as timed finals in the finals sessions. All relays except the 10-under relays are swum in prelims. All qualifying times must have been achieved since September 1, 2016 All relays will be timed finals. Prelim/ finals events will be deck seeded with “championship seeding.” The USA-Swimming National Scratch Rule is in effect for this meet.

Entry Limit: Time Trials: Deck Entries:

Individuals: Three individual events (3) per day for all groups, with a MAXIMUM of 8 individual events for the meet plus relays. There is no limit on the number of relays that a club may enter as long as the qualifying time is proven. All relays except for the 10-Under relays are swum during the prelim session. All 10-Under individual events are timed finals and swum in the finals sessions. Time Trials will be offered at the conclusion of each preliminaries session only for those athlete(s) attempting to achieve a qualifying time for appropriate USA-S Central Zone Championship meet(s), Futures, Jr. National, or any other National level meets. Time Trials will count against the daily individual event limits. No more than 8 individual event Time Trials will be allowed at this meet. Time Trials will be swum in the following order: First Day of the meet: That days’ events, followed by the remaining events in the meet. Second Day: That day’s events, followed by the events of the remaining days of the meet followed by the events of the previous day. Third Day: That day’s events, followed by the events of the previous days. Swimmers must provide their own timers. Athletes must be entered in the meet at the time of the Time Trial (paid the athlete/facility surcharge) in order to enter Time Trials. All time trial participants must provide their own timers and their own lap counters, if needed, for each event. Deck entries will not be accepted at this meet.

Facility The course has been certified in accordance with 104.2.2C (4). The copy of such


Certification: certification is on file with USA-Swimming.

Facilities: Fifty (50) meter long course yard venue. Controlled temperatures. The course has been certified in accordance with USA Swimming rule 104.2.2C(4). A copy of this certification is on file with USA Swimming. Eight lanes with non-turbulent lane lines. Colorado timing system. Large Scoreboard. Large spectator area, swimmers rest area. Adjacent lap pool available for continuous warm-up and cool down.

Facility Water Depth:

The pool depth at the starting blocks is 13’6”. The pool depth at the turn end is 7’4" and is compliant with USA-S Rule 202.4.9C.

Schedule: Prelims: Friday/Saturday/ Sunday

Warm –Up Starts/Sprints Clear Pool Meet Starts 7:00-7:35 AM 8:10-8:20 8:20 8:30 7:35-8:10 AM

Finals Session: Friday/Saturday/ Sunday Special Time:

Warm-Up Starts/Sprints Clear Pool Meet Starts 3:30-4:00 10-U 4:00-4:40 11-19 4:40-4:50 pm 4:50 pm 5:00 pm 3:00-3:30 10-U 3:30-4:10 11-19 4:10-4:20 pm 4:20 pm 4:30 pm

Warm-up Procedures:

OKS warm-up procedures will be enforced. Only swimmers entered in individual events or expected to swim relays in each session may participate in that session’s warm – up period. Warm-up lane assignments will be posted on the host team’s website (www.aescok.org) by no later than noon on Wednesday, July 18, 2018. The Meet Director will at the same time electronically distribute to each club’s entry contact (as identified at the time of entry submission) the event warm-up document. Finals session warm ups will be open with no lane assignments. Warm ups for the 10 & Unders will be by assigned lanes. All swimmers must be under the direct supervision of a USA Swimming registered coach. Any swimmer entered in the meet, unaccompanied by a USA Swimming member coach, must be certified by a USA Swimming member coach as being proficient in performing a racing start or must start each race from within the water. It is the responsibility of the swimmer or swimmer’s legal guardian to ensure compliance with this requirement. Any swimmer in attendance without a coach present: USA Swimming athlete members must be under the direct supervision of a USA Swimming member coach during warm up, competition and warm down. The Meet Director or the Meet Referee shall assist the athlete in making arrangements for such supervision.


Warm –up Guidelines:

PRE- MEET and GENERAL WARM –UP SESSIONS

• Control/Supervise: Key words for safe warm-ups. • A designated supervisor shall be on deck during the entire warm-up period. • An Official or Marshal will be actively supervising the warm-ups to ensure

proper procedures are followed. • Swimmers shall enter the water feet first except for starts which are limited to

the specified time period for race starts. • Meet management shall provide supervision of the warm-down pool pursuant

to the safety rules at all times. • General warm-up periods with assigned lanes for each team shall remain under

the control of the assigned team’s coaches at all times. • No paddles buoys or kick boards are allowed at this meet. • No diving in lanes other than those designated for racing starts in an unassigned

warm up session. • Starting blocks should be marked to remind swimmers that they should not dive

in lanes other than the designated lanes. • The Meet Announcer may announce lane changes and /or warm- up changes as

per general and specific. • Coaches should understand that responsibility for supervision of their swimmers

is the same at meets as when on deck at practice. • Marshals have the authority through the Meet Referee over warm-up. A

swimmer and/or coach may be removed from the deck for interfering with the Marshal.

• The Meet Referee shall have the responsibility to establish and enforce rules for safe conduct within the competitive pool area during the duration of the swimming competition.

• There shall be at least one Marshal at each end of the warm up area to ensure the warm- up procedures will be followed.

• Warm-up procedures shall be enforced for any breaks scheduled during the competition.

Entry Fees: $7.00 for each individual event ($ 3.00 goes to Oklahoma Swimming)

$13.00 for each Relay Team ($ 3.00 goes to Oklahoma Swimming) $ 25.00 facility surcharge per swimmer including relay only and time trial only swimmers. $14.00 for each individual Time Trial Entry ($3.00 goes to Oklahoma Swimming) $26.00 for each Time Trial Relay Team Entry ($3.00 goes to Oklahoma Swimming Make one team check payable to: AESC Complete Entry fee payment should accompany entries, but must be paid before the start of the meet. Do not submit payment through the OME. All fess will be paid directly to the host organization.

Late Entry Procedure:

Any entry received after the July 16, 2018 entry closing period at 3:00 pm CDST, regardless of circumstance, must pay an entry fee of $13.00 per individual event ($9.00 of this amount goes to the OKS Aquatic Fund) and $25.00 per relay entry ($15.00 of this entry fee goes to the OKS Aquatic Fund). There is a $25.00 facility surcharge per swimmer including relay only swimmers required to enter the meet. In addition, a fine of $30.00 for entries submitted by an unattached athlete and a fine of $100.00 if submitted by a OKS member club. These fees must be paid to the Host organization for the meet at the time of entry submission. All entry information shall be sent


electronically to the LSC General Chair, Admin.-Chair, Meet Referee and Administrative Referee for processing into the meet. No” late entries” will be accepted after 3:00 PM CDST Tuesday July 17, 2018

Awards: Oklahoma LC State Championship medals will be awarded as follows:

• Medals to be awarded in the following age groups: 10-Under, 11-12, 13-14, 15-19. Individual events awarded 1-8 places. (Medals provided by OKS).

• Relays 1-3 places (Medals provided by OKS). • Team awards will be given for 1st place banners Girls/Boys team in the

following age groups: 10- Under, 11-12, 13-14, and 15-19. (8 Total Team Banners provided by OKS).

• Combined Team awards will be given for 1-4 places (4 Total Team Banners provided by OKS).

• OKS Long Course State Championship Distance High Point Award is awarded in the following age groups: 13-14, 15-16, and 17-19 a Female and Male Individual High Point award for highest standing from participating in the 400/500 Freestyle, 800/1000 Freestyle, the 1500/1650 Freestyle and 400 IM. (6 Total awards, OKS provide these awards).

• OKS Long Course State Championship Individual High Point awards will be given in the following age groups: 9 & under, 10, 11, 12, 13, 14, 15-16 and 17-19. (16 total awards) The meet host organization shall provide these awards.

All teams must make arrangements to collect their awards prior to leaving the building on Sunday night. OKS and the Host club will not provide storage or shipment of awards.

Scoring:

Individual events will be scored using the following age groups: 10 & under, 11-12, 13- 14 & 15-19. Scoring of individual events for 15 – 19 events will be: 20, 17, 16, 15, 14, 13, 12, and 11 for the A Finals and scoring 9, 7, 6, 5, 4, 3, 2, and 1 for the Consolation B Finals. Scoring for 14 & Unders is the same as 15 – 19 A Finals. Relay points are double the individual event points. Only the top 8 relays in each event score points.

Relays: Relays will be swum in the following age groups: 10 & under, 11-12, 13- 14 & 15-19. All 11 & over relays will be swum during the Prelims sessions. The 10-Under relays will be swum in the evening finals session. Names, ages and order of swimmers competing in relay events must be provided prior to the event. All swimmers must be entered in the meet in individual events or as a relay only swimmer. A swimmer may compete in only one relay of the same distance and type. Clubs may enter an unlimited number of relays. The time of any swimmer recorded while legally representing a USA Swimming club, secondary school, college, or university within the appropriate time frame, may be used in proving relay entry times. The swimmer does not need to be entered in the championship in question or currently representing that club. Relay times belong to the team. Individual times belong to the swimmer. Relay entry times are proven in the entry phase of the meet. No further proof or review will be necessary.

Seeding/ Scratches:

For the Oklahoma LC State Championships, swimmers may qualify by using lcm, scm, or scy time. Swimmers should enter with the appropriate time for the course in which they have qualified. Seeding for this OKS Championship meet will be done as follows: lcm as first seeding priority, scm as second seeding priority, scy third seeding priority.


Positive check in to swim is required for the distance events for this meet: 400 IM, 400 Freestyle, 800 Freestyle and 1500 Freestyle. Swimmers not checked-in for these events will be scratched. The 400 Free and 400 IM for groups 13-14 and 15-19 are timed finals with the fastest 8 times of each gender and age group after positive check in, moving to finals. Finals for these events will consist of 1 heat each girls and boys 13-14 and 1 heat each girls and boys 15-19. The 800 and 1500 Freestyle events will be a timed final event in preliminaries swimming fastest to slowest alternating heats of women / men. 1 heat each of the top 8 seeded female and male athletes 13-19, regardless of age, will swim in the Friday Finals or Sunday Finals session. In both the 800 and 1500 Freestyle events, an athlete who may be seeded in finals must declare to down seed by the scratch deadline for that event otherwise they will be seeded in finals at their entry time. Requests for any down seeding will be seeded at the slowest non-conforming time for the meet which is SCY. All other heats will swim in prelims and will alternate women/men swimming fastest to slowest. OKS Strongly prefers that there will be full heats for all finals. All distance event athletes MUST positively check in according to each event’s specific schedule in order to be seeded. Failure to check in will result in the athlete(s) being scratched from the event. Some heats may be combined. Timed final 10 and under 400 free, along with 11-12 400 free will swim fastest to slowest, alternating female and male heats as well. The Scratch Deadline for this meet shall be as follows: Friday prelim events must scratch down no later than 15 minutes after the conclusion of the Thursday (July 19, 2018) general meeting of the LSC. Scratches for Saturday and Sunday prelim events closes 30 minutes after the start of the finals session preceding each day’s competition. If a coach cannot be in attendance for the Thursday scratch closing or the general meeting prior arrangements must be made in advance to comply with this process. Coaches are responsible for being aware of any information or changes that may have been agreed to at the general meeting whether they are in attendance or not. Positive Check- In to Swim periods shall follow this schedule as well. In all events where preliminary heats are necessary, after the heats have been seeded, any swimmer who fails to compete in an individual event heat in which such swimmer entered and has not been scratched will be barred from all further individual and relay events for that day. The application of this penalty shall pertain to the order in which the event/heats are swum, not the numerical order of the events. Additionally, that swimmer shall not be seeded in any individual events on succeeding days unless the swimmer declares an intent to swim prior to the close of the scratch box for that day's events. Championship Seeding will be used for 11-19 events in prelims. Finals will consist of 1 heat of both women and men from the prelim sessions in the following age groups: 11-12, 13-14, but an A and B finals heat for the 15-19 age groups. For the 15-19 age group in finals the “B” Heat will swim first followed by the Championship “A” Heat. 10-Under Individual events will be swum as timed finals events during the 11-19 finals session. Please note that a medical scratch approved by the Meet Referee, counts as an event and is regarded as a DQ, with no penalty imposed.


The meet program is not the final determinant of seeding. Late entries, corrections or scratches may impact actual heat and lane assignment. Seeding will be posted as soon as possible after the scratch and or positive check in period closes. A swimmer qualifying for a championship final who fails to compete and who has not scratched, will be barred from further competition in the meet. A swimmer scratched into the finals after the end of each prelim session may not be penalized. A swimmer who fails to appear for a final heat on the last day of the meet shall be fined $100.00. Fines must be paid to OKS no later than Monday, July 30, 2018 A swimmer shall not be permitted to participate in any further meets sanctioned by OKS until all fines are paid. Fees shall be sent to the OKS Administrative Vice Chair. The Meet Referee and Administrative Referee shall notify any athlete who fails to show for a finals event and is subject to this fine prior to the conclusion of the appropriate finals session. Proper documentation shall be provided to the athlete. Notification of a Failure to Show for a Final Event report must be presented to the athlete (if in attendance) or a coach representing the athlete before the conclusion of the meet. Payment of the fine is the responsibility of the athlete and not the club or coach. A complete report detailing the positive check in, the finals seeding announcement and the failure to show for finals slip shall be electronically sent to the OKS Administrative Chair immediately after the meet. No penalty shall apply for Failure to Compete in finals if:

1. The Meet Referee is notified in the event of injury or illness and accepts the proof.

2. A swimmer qualifying for a final heat based on the results of preliminaries notifies the Clerk of Course within 30 minutes after the announcement of qualifiers that he/she may not intend to compete and confirms his/her final intentions within 30 minutes following his/her last individual preliminary event.

3. The Meet Referee determines that failure to compete was caused by circumstances beyond the control of the swimmer.

They may not be penalized if scratched into the finals session. Timers and Officials:

OKS through the advice of the Officials Chairperson has the responsibility of assigning the Meet Referee, and Administrative Referee. All OKS certified Officials in attendance will be expected to assist at the meet. This meet has been listed as an OQM. Requests for evaluation for N2/N3 should be sent to the Meet Referee, Craig Hanson at [email protected] The Host may request all attending teams if they would like to provide volunteers to assist with the lane timing requirements of the meet. Regardless of volunteer assistance the Host team shall provide all timers for each session.

Meet Committee:

A meet committee will be composed of the following members; one athlete and one coach member from the east, one athlete and one coach member from the west, the OKS Age Group Chair (or an elected OKS Officer present should the OKS Age Group Chair not be in attendance), the Meet Referee, and the Meet Director. This committee will settle any technical or eligibility entry or format questions that should occur prior to or during the meet. The Meet Referee shall be the chair of the Meet Committee. The Meet Referee shall appoint the athlete and coach representatives to the committee. The Committee will be in effect once the psych sheet is distributed and shall continue for


the duration of the meet. At no time, shall a majority of members of the Meet Committee be from the same club.

Deck Access: Access to the pool / deck area will be limited to athletes, coaches, and officials, timers, and OKS representatives working the meet. Coaches and officials must wear their current USA Swimming registration cards or show valid Deck Pass in order to receive deck privileges. Parents and other non-swimmers not involved in the running of this meet are requested to remain in designated spectator areas. Non – Athlete Registration cards do NOT grant parents access to the pool deck at any time The Meet Referee and or Meet Director reserves the right to ask for coach or official credential or Deck Pass verification and or deny deck access if the coach or official does not comply or provide current or no longer valid credentials.

Heat Sheets: A Heat Sheet for all sessions Prelim and Finals will be available for $15.00.

Daily Results /Final Results:

Results of each session shall be posted on the American Energy Swim Club website: www.aescok.org Results may also be available through the Meet Mobile app for iPhones, iPads, iTouch and smart devices. American Energy Swim Club will post complete meet result files as prescribed in the appropriate formats within 24 hours of completion of the meet. American Energy Swim Club shall furnish results as requested for any National Meet with entry deadlines immediately following the conclusion of this LSC LC State Championship. Complete Meet event results will be sent electronically to each team’s representative within 24 hours after the conclusion of the meet via email. The Meet Director will insure that a SWIMS report is submitted to the OKS Registration Coordinator no later than 24 hours after the conclusion of the completion of the meet or as necessary to meet the entry requirements for any OKS attended Zone, Futures, Juniors or a National Championship Meet. Host will be advised by OKS prior to the start of the competition what and if there are any entry deadlines for those meets.

Concessions: A concessions area will be available to swimmers and spectators upstairs behind the spectator seating. NO FOOD OF ANY KIND ALLOWED ON DECK. NO TEAM COOLERS.

Hospitality: There will be a hospitality area available for officials and coaches working the meet.

General Rules:

Repeated violations or activities that are considered to be sufficiently dangerous may result in the swimmer’s ejection from the meet by the Meet Referee. USA-S rule 202.4 .9 H requires that no recording devices, including cell phones, can be used in the locker rooms, changing areas, or rest rooms. It is possible that swimmers will be photographed at the meet. If you have any problems with pictures being taken of a swimmer, please alert the Meet Director and Meet Referee. Any individual requiring deck access for photographic purposes must notify the Meet Director before gaining access to the deck. No photography will be permitted by any individual that is not a current registered member of USA-S, completed a current BGS and APT. Certification of this compliance shall be required. Children not participating in the meet must be supervised at all times by an adult and are not allowed on the pool deck for any reason. The Meet Director and Meet Referee reserve the right to limit deck access in the event of overcrowding, inappropriate behavior or for any reason concerning the safety or the efficient operation of the meet. USA-S Rules of Conduct will be strictly enforced. Marshals will be

http://www.aescok.org/


Image Authorization:

appointed to monitor the activities of swimmers and spectators during warm ups and the meet. They are empowered by the safety rules of USA-S and Oklahoma Swimming to enforce the safety procedures governing the meet. ONLY ATHLETES, COACHES AND VOLUNTEERS WORKING THE MEET WILL BE ALLOWED ON THE POOL DECK. Participant’s consent to be photographed/filmed by any authorized photographer(s) and or networks(s) of OKS and or the host club under conditions determined by the host club, and authorized the use of names, pictures, likenesses, and biographical information, before, during, or after the event to promote swimming.

Liability: Code of Conduct:

In granting this sanction, it is understood and agreed that USA Swimming, Oklahoma Swimming, Inc., its Board of Directors, all Officials, American Energy Swim Club, Mitch Park YMCA and Edmond Public Schools shall be free from any and all liabilities or claims for damages arising by reason of injuries to anyone during the conduct of the meet. Damage to the facility, when proven, will cause the offending swimmer or swimmers, if unattached, or the offending swimmer’s club if attached to be accountable for repairs. Coaches and student athletes, fans, patrons and boosters shall conduct themselves with good sportsmanship. Unacceptable behavior including tampering, vandalism or destruction of the facility, physical or verbal abuse or refusal to follow instructions given by facility, staff or Oklahoma Swimming will result in disciplinary action reimbursement for damage and/or potential suspension from the facility and event. Any individual who exhibits behavior of a threatening, abusive, or derogatory manner toward and official or member of the meet management operations committee is subject to immediate removal and further expulsion from the meet. Coaches will be notified of the actions of their respective team’s parents. Anyone found to be misrepresenting themselves as a certified coach will be removed from the deck. The Code of Conduct for USA-Swimming as outlined in Article 304.2 and 304.3 will be enforced at the meet.

Oklahoma Swimming Mission Statement:

To develop excellence, character, and growth in Swimming for all.

Oklahoma Swimming Vision Statement:

To advance our core values of selflessness, excellence, leadership, integrity, inclusion, and development by increasing competitive Swimming opportunities and developing relationships that promotes excellence and growth.

Athlete Outreach/ Diversity: Swim Wear:

OKS through its support of Athlete Outreach and Diversity initiatives provides assistance to qualified athletes. Please contact the OKS Diversity Chair and OKS Registration Chair for further information. USA-S Rule 102.8 B. In swimming competitions, the swimmer must wear only one suit in one or two pieces, except as provided in 205.10.1


Deck Changing: Drone Use:

Oklahoma Swimming supports all facility policies that prohibit “deck changes” at this meet. Failure to comply with facility policy may result in the removal of the athlete(s) from the meet. The Meet Referee, Meet Director and Facility Representative shall work together should a violation occur. Deck changes are prohibited. USA-S Rule 202.4.9.I Operation of a drone, or any other flying apparatus, is prohibited over the venue (pool, athletes/coach areas, spectator areas and open ceiling locker rooms) any time athletes, coaches, officials and/or spectators are present.

Lodging: Please contact hotels directly for pricing information:

OKS Rev 3/22/18

COACH TRAVEL FINANCIAL ASSISTANCE REIMBURSEMENT REQUEST FORM

For reimbursement, submit this form and all invoices and copies of original receipts or

electronic copies of all items. Use a separate form for each request.

Mail directly to: OKS TREASURER C/O Allan Meier 1724 N. Hudson, Altus OK 73521 or email to [email protected]

Copies of the form and copies of invoices or receipts should be sent to the OKS General Chair: Paul Thompson. These items may be faxed to (405) 364-3440 or e-mailed to:

[email protected] or mailed to PO Box 6570 Norman OK 73070-6570 Copies of the form and copies of invoices or receipts may be e-mailed to OKS Coach

Representative: John Brown at: [email protected]

THE ANNUAL MAXIMUM AMOUNT OF FUNDS AVALIABLE TO THE CLUB IS $ 800.00. CLUBS MAY APPLY FOR THE FULL AMOUNT AT ANY TIME WITHIN THE APPLICABLE

FUNDING PERIOD. Name: (complete)________________________________________________________________________ Club: (complete)________________________________________________________________________ Mailing Address: (complete) _________________________________________________________________ City/State/Zip: (complete) ___________________________________________________________________ Telephone #: (complete) ____________________________________________________________________

mailto:[email protected]


OKS Rev. 3/22/18

Reimbursement requested as follows: Meet attended: (complete) _______________________________________________________ Select from: CSRVIII Sectional, Futures, Arena Pro Series, Jr. Nationals, Sr. Nationals, US Open, Olympic Trials, Central Zone Open Water Championship, US National Open Water Championships, World Trials (meets may be either SCY or LCM winter or summer). Travel for the coach to attend the OKS HoD meeting(s) or OKS Board of Directors meeting(s) Is not included in this funding plan. (Effective 11/1/2015) Funding program is available for events held Jan. 1, through Dec. 31, of each calendar year. Electronic verification of receipts will be accepted as proof. Attach as necessary additional documents to this report when submitting for funding. Funding Guidelines: Coach travel funding is capped at $800.00 per year. Clubs may choose to submit for the full amount of funds available for the year at one meet. A club may designate any of the following meets to receive funds from attendance Sectionals (Spring and Summer), Juniors, Arena, Futures, Nationals, US Open, Central Zone Open Water Championships, US National Open Water Championships, Olympic Trials, and World Trials. Travel Expenses: Airfare (fill in) __________ ____________________________________________ Ground (fill in) __________ ____________________________________________ Lodging (fill in) __________ ____________________________________________ Other (fill in) __________ Total Request: (fill in) $ __________

OKS Rev. 3/22/18

The above expenses were incurred during events available for reimbursement assistance under the Coach Travel Financial Assistance Program of Oklahoma Swimming Date Submitted (fill in) __________________________________________________________ Signature (fill in electronic type is accepted)

Oklahoma Swimming Reviewed by General Chair: ___________________________________ Date Approved: ________________________________ Oklahoma Swimming Reviewed by Coach Representative: ____________________________ Date Approved: _______________________________ Oklahoma Swimming Reviewed by OKS Treasurer: _________________________________ Date Approved: ______________________________________

Rev. OKS 3/25/ 18

COACH EDUCATION REIMBURSEMENT REQUEST FORM

Effective Dates for Request for Funding Jan. 1 – Dec.31, based on an annual calendar year.

For reimbursement, submit this form with original or an electronic version of all

invoices and receipts. Use a separate form for each request. Original receipts or electronic copies with completed form to: OKS Treasurer C/O Allan Meier

1712 N. Hudson, Altus OK 73521 or email to Allan Meier at [email protected] Copies of the reimbursement form and receipts must be sent to the OKS General Chair: Paul

Thompson. Send to [email protected] . Copies of the reimbursement form and receipts must be sent to the Coach Representative:

John Brown at email address: [email protected] Note: JPG or other similar formatted copies are not considered as a proper application

report. Do not Fax application documents.

ANNUAL MAXIMUM AMOUNT OF FUNDS AVAILABLE TO THE CLUB IS $500.00. Name: (fill in) _____________________________________________________________________________ Mailing Address: (fill in) _____________________________________________________________________________ City/State/Zip: (fill in) _____________________________________________________________________________ Telephone :(fill in) _____________________________________________________________________________ Email Address: (fill in) _________________________________________________________________________________________________________


Revised OKS 3/25/18

Reimbursement requested as follows: Training Event attended: (fill in) Education Event attended: (fill in) Educational Materials expenses submitted: Travel Expenses: Airfare (complete) __________ ____________________________________________ Ground (complete) __________ ____________________________________________ Lodging (complete) ______________________________________________________ Other (complete) _______________________________________________________ Total Request: (complete) $ _______________________________________________________ The above expenses were incurred during events available for reimbursement assistance under the Coach Education Assistance Program of Oklahoma Swimming. Additionally, educational materials from various Medias may also be submitted for reimbursement assistance. Date: (fill in) ___________________________________________________________________ Signature: (fill in) ______________________________________________________________ Reimbursement period: Jan. 1-Dec. 31 annually based on calendar year

GUIDELINES TO COACH EDUCATION FUNDING POLICY:

POLICY REVISION WILL INCLUDE THE ALLOWANCE FOR CLUB EDUCATION SEMINARS OR CONFERENCES WHICH PROMOTE THE DEVELOPMENT OF THE

MISSION OF THE CLUB. REIMBURSEMENT OF EXPENSED FUNDS UNDER THIS POLICY MUST BE

PRESENTED FOR REVIEW AND APPROVAL TO THE OKS GENERAL CHAIR AND THE CURRENT OKS COACH REPRESENTATIVE PRIOR TO BEING DISPERSED BY

THE OKS TREASURER.

Revised OKS 3/25/18

ALL NECESSARY INFORMATION FOR REIMBURSEMENT MUST ACCOMPANY THE OKS COACH EDUCATION APPLICATION FOR REIMBURSEMENT FORM.

EACH FUNDING REQUEST MUST BE SUBMITTED USING SEPARATE FORMS.

EDUCATION REIMBURSEMENT POLICY WILL BE CAPPED AT $500.00 ANNUALLY PER CLUB. THERE IS NO PROVISION TO ACCUMULATE UNUSED FUNDS FROM ONE YEAR TO THE NEXT. FUNDING IS BASED ON A YEARLY APPLICATION FOR REIMBURSEMENT BEGINNING JAN. 1 –DEC. 31 BASED ON AN ANNUAL

CALENDAR YEAR.

Effective 2011: All reporting documents may be copies of original receipts, invoices, or billing documents showing that items have been paid. These items

including the reimbursement form may be delivered to the OKS Treasurer, OKS General Chair and OKS Coach Representative as outlined on the funding form.

Oklahoma Swimming Reviewed by OKS General Chair:( complete) ___________________________________________________________________________ Oklahoma Swimming Reviewed by Coach Representative: (complete) Oklahoma Swimming Reviewed by OKS Treasurer: (complete)

2018_OKS Athlete Support Application

Circle meet attended: Spring Sectionals Summer Sectionals Futures TYR ($70 per day only Tier 4) ($70 per day only Tier 4)

US Open Winter Juniors Junior Nationals Winter Nationals

Olympic Trials National Championships Open Water Nationals

The reimbursement structure is included on the following pages.

Applicant’s Name Address

City State Zip E-Mail of submitting individual Club Contact Number of submitting individual

Event Name Attended

Location _ Date(s) List all events with dates swam including event number and stroke. Time Trials, Relays and “relay only” participants do not count towards funding.

1. 2.

3.

4.

5.

6.

*All Meet Documents must show the Athlete as listed attached to an OKS registered member club or as unattached but registered with Oklahoma Swimming.

OKLAHOMA ATHLETE TRAVEL SUPPORT APPLICATION

Approved September 2017; Effective January 1, 2018 RECEIPT COPIES FOR MEETS IN TIER LEVELS 1-3 MUST ACCOMPANY THIS COMPLETED FORM!

2018_OKS Athlete Support Application

Expenses Receipt copies for all expenses must accompany this application for funding applications for Tier Level 1-3. Do NOT provide expenses for attending Spring and Summer Sectionals. If expenses are shared, show only your share of the expenses.

Travel: Air Fare $

Car Rental

Gas Receipts

Motel/Hotel:

Meals:

Entry Fees:

TOTAL:

Total Funding Request per Guideline:

Date: Signature:

Do not provide results from the meet with your application.

*JPG Format is not considered as a valid application form. Oklahoma Swimming Reviewed by General Chair: Date Approved: Oklahoma Swimming Reviewed by Senior Program Chair: Date Approved: Oklahoma Swimming Reviewed by OKS Finance Vice Chair: Date Approved: Check written by OKS Treasurer: Date Approved:

Funding Request Application and all required information must be sent electronically (no fax or mail) to the following individuals:

1. OKS Senior Program Chair: Chris Van Slooten E-Mail: [email protected] 2. OKS General Chair: Paul Thompson. E-Mail: [email protected] 3. OKS Financial Vice-Chair: Michele Brown E-Mail: [email protected] 4. OKS Treasurer: Allan Meier E-Mail: [email protected]

*Application for funding submitted later than 30 days after the conclusion of the event will not be accepted.

Checks will be written directly to the club unless participant is unattached.





2018_OKS Athlete Funding Application

Oklahoma Swimming Mission Statement: To develop excellence, character, and growth in swimming for all.

Oklahoma Swimming Vision Statement: To advance our core values of selflessness, excellence, leadership, integrity, inclusion, and development by increasing competitive opportunities and developing relationships that promote excellence and growth.

Oklahoma Athlete Support Guidelines- Effective 1/1/2018

Adopted OKS 9/30 2017

Meet Travel Daily Stipend

Max Expense to LSC

Tier 1 Olympic Trials $250.0 $100.0 $950.0

National Championships $250.0 $100.0 $750.0 Winter Nationals- 4 days $250.0 $100.0 $650.0

Tier 2 Junior National- 5 day

meet $200.0 $90.0 $650.0

Winter Juniors- 4 days $200.0 $90.0 $560.0 US Open- 5 day meet $200.0 $90.0 $650.0

Open Water Nationals- 3 day meet $200.0 $90.0 $470.0

Tier 3 Futures- 3.5 day meet $150.0 $80.0 $430.0

TYR (Arena)- 3 day

$150.0 $80.0 $390.0 Tier 4

Spring Sectionals- 3.5 days N/A $70.0 $245.0

Summer Sectionals- 4 days N/A $70.0 $280.0

2018_OKS Athlete Funding Application

Goals-

1- to financially assist our top athletes in participating at the most elite levels of competitive swimming.

2- to encourage the exposure of our top Oklahoma swimmers to the best swimmers in the country

3- to improve Oklahoma Swimming by increasing athlete participation at the sport’s highest levels. Great Athletes return to our clubs and inspire future success.

Funding Guidelines-

Athletes must provide documentation (event results and expense receipts) This proposal removes the travel day stipend for all meets Daily Stipend is paid starting the first day the athlete competes and stops after the last

event they swim. There is no change in funding for days between start and finish regardless of competition. So, if you swim day 1 and day 4 of Nationals you receive 4 days of stipend money.

Guideline removes the ‘outside Oklahoma’ requirement for sectional support. Athlete MUST

confirm hotel lodging in order to receive funding. Tiers 1 and 2 also receive support from Region 8 No support for “relay only” participants- all meets

Rational-

The current support policy was unsustainable due to increased participation at elite meets. This proposal reduces the overall LSC support for all meets, but still accomplishes our committee goals.

Funding Limits- (Jan. 1-Dec. 31 of each year)

A swimmer can receive up to $2,000 in total support from OKS in a single year Tier 1- swimmer can receive funding from up to 2 meets a year Tier 2- swimmer can receive funding from up to 2 meets a year Tier 3- swimmer can receive funding from up to 2 meets a year Tier 4- swimmer can receive funding from up to 2 meets a year Tiers are independent. You may go to as many meets as you wish and receive funding

for two in each tier and up to $2,000 total. Tiers 1 and 2 also include para-events of parallel level of competition.

OKS REV. 2018

SANCTIONED MEET FINANCIAL REPORT 2018

OKS LSC State Short Course Championship SANCTIONED MEET TITLE Meet SANCTION # OK18-010

Feb. 23-25, 2018 OK18-011 _____________________________________________________________________________________________________________ ________________________________ MEET DATES Time Trial Sanction #

King Marlin Swim Club ________________________________________________________________________________________________________ _______________________ HOST ORGANIZATION PHONE

Paul Thompson Norman ___________________________________________ PO Box 6570_________ _________ OK______ 73070-6570 ____________ MEET DIRECTOR STREET OR P O # City STATE ZIP

INCOME

ENTRY FEES: Individual Event Entries ………. #___2168_______ @ $__7.00________ $___15,176.00________* Individual Event Deck Entries …#__D NA________ @ $_D_NA________ $_____DNA_______* Relay Event Entries ……………. #____249______ @ $____13.00_____ $____3,237.00___* Relay Event Deck Entries………… #_____DNA______ @ $____DNA_____ $ ____DNA___* Time Trial Individual Event Entries # ____13_______ @ $ ___14.00______ $ ___182.00________* Time Trial Relay Event Entries…… # ______0.00_____ @ $ __26.00_______ $ _______0.00____* Late Entry Individual Events………# 6 __________@ $13.00 ________$ $78.00 ___________* Late Entry Penalty …………………. # $100.00 this amount goes to OKS $ 100.00 _______*

Total Entry Fees …………………………… $__18,773.00_____ * SURCHARGES: Swimmers …… #___484_______ @ $ _25.00__________ $_12,100.00* MISC.: Programs (Heat Sheets, Etc.) ….…………………………………. $__3425.00_____________** Concessions ………………………………………………………. $__1340.00_____________** Merchandise Resale Commission ………………………………… $__4031.00_____________** Merchandise Resale Commission………………………………… $__0 _______________** Contributions VIK ………………………………………………… $_ 0_ ______________** Other Income _________________ ……………………………… $__550________________** Total Misc. ………………… ** $___9346.00________________ TOTAL ENTRY FEE INCOME ………………………………………………………………* * $___18,773.00______________ TOTAL INCOME (If event is an OKS Sponsored/ Championship Meet) …… ** $ ___28,119.00______________

* Indicates required field for completion ** Indicates additional required field for completion if the event is an OKS Sponsored/ Championship Mee

OKS REV. 2018

EXPENSE

OKS: (submit separate check(s) for each fund) OKS Aquatic Fund $3.00 for each Individual Event (including Time Trial and Deck Entry Event) plus each Relay Event (including Time Trial and Deck Entry Event) Note: Non-Revenue events such as swim offs or intermediate split events do not fall under this fee structure. Total Number of events *_2183_I.E._______ @ $3.00___ Equals * $ 6549.00 2193 I.E. minus 6 late entry period plus 4 swim offs leaves 2183 I.E where the $3.00 applies. Late entry items are shown below Total number of Relays 249 @ $3.00 Equals * $ 747.00 Total number of late Entry 6 @ 9.00 Equals * $ 54.00 Total Number of Late Entry Fines 1 @ $100.00 Equals * 100.00 Total Number of Swim Offs (if applicable) ……. *___4__ Equals * $0.00 Total Number of Intermediate Splits (if applicable) * ____ Equals * $ 0.00 Total Amount due to OKS Aquatic Fund *$7462.00 OKS AQUATIC FUND FEES OKS Reserve Fund (FUND IS SUSPENDED AT THIS TIME) MISC. Expense Items: Hospitality ………………………………………………………… $ ___2,400.00______________** Printing …………………………………………………………… $____765.00_____________** Postage …………………………………………………………… $_____21.00_____________** Concessions Cost ………………………………………………… $_____900.00_____________** Merchandise Cost ………………………………………………... $____2550.00______________** Awards …………………………………………………………… $_____232.35_____________** Sanction Fee Meet………………………………………………… $___50.00__________** Sanction Fee Time Trial…………………………………………… $ ____25.00________** Sound System ………………………………………………………. $ ____0_______________** Announcer …………………………………………………………. $ ____ 0__________________** Administrative ……Meet Referee ……………………………… $ ______150.00___________** Travel ………………………………………………………………. $_____197.00______________** Salaries………………………………………………………………. $ ____0_______________** Security ……………………………………………………………… $ ___0_______________** Facility Rental …………………………………………………… $___$15,470.25_______** Set-up & Clean-up ………………………………………………. $_____0_____________** Publicity / Promotion ……………………………………………. $ ______0______________** Other Expense …Awards Deposit……………………………… $_____350.00_____________** Other Expense…Bag Tags………$909.72 OKS $ 319.72………… $ ____590.00___________** Other Expense …Meeting Rooms……………………………… $ ______0________________** TOTAL MISC……………… $ ________23,700.60_______________* TOTAL OKS AQUATIC FEES …………………………………………. $ _________ 7462.00 _______________* TOTAL EXPENSE………………………………………………………. $_________31,162.00_______________* TOTAL INCOME FROM PREVIOUS PAGE ………………………….$ ________28,119.00________________* GAIN or (LOSS)………………………………………………………… $________ (-3043.00) _______________* * Indicates required field completion ** Indicates required field completion for OKS Championship Meets

OKS REV. 2018

SUBMIT THIS FORM WITH ALL REQUIRED REPORTS WITHIN 14 DAYS TO: OKLAHOMA SWIMMING, INC. C / O Allan Meier OKS Treasurer 1724 N. Hudson Altus, OK 73521 NOTE: The following requirements must be met for meeting the OKS sanctioning guidelines for post event reports. * Post event Financial Summary reports submitted to the OKS Reporting Group * Electronic versions of this form are deemed valid for meeting submission deadlines. *All fees due to OKS must be delivered to the OKS Treasurer within 14 days after the last day of the event. *An electronic copy or hard copy of the event Team/Athlete report from Hy-Tek Meet Manager prior to the start of the meet must be included in the Financial Summary Report *An electronic copy or hard copy of the post event Team / Athlete Report from Hy-Tek Meet Manager must be included in the Financial Summary Report. A post meet entry fee summary report from the MM data base is also required. Note on this report, if applicable any swim off or intermediate splits events. *An electronic copy of the event final results in publication format including an unrestricted copy of the MM Back Up must be provided to the OKS post event reporting group within the specified reporting guidelines established by OKS. * Notification to the OKS Sanctioning Chair that these event reporting requirements have been completed is necessary in order to receive any sanctioning application deposits. * OKS Reporting Group Officers are: General Chair, Admin. Vice Chair, Sanctions Coordinator, Sr. program Chair, Age Group chair, Finance Vice Chair, and OKS Treasurer

Kathy Mendez ShortCrse '18King Marlin Swim Club 15,470.25$

3/22/2018

Date Item Rate Hours Day Total2/23/2018 Event Pool Rental

Competitive Pool-16 lanes short or 8 long 300.00$ /hr -$ Competitive Pool - Day rate (8+hours) 2,160.00$ /day x 2,160.00$ Leisure pool 86.00$ /hr -$ Competitive Pool - 8 lanes + bulkhead lanes 180.00$ /hr -$

0700-20000Police officer 45.00$ /hr 13 585.00$ 0630-2100 Lifeguards 43.00$ /hr 14.5 623.50$ 0630-1400/ 1530-2000 Technology 45.00$ /hr 12 540.00$ 0600-2100 Event monitor 18.00$ /hr 15 270.00$

Set Up Fees - one timeTiming Equipment 135.00$ x 135.00$ Hospitality Tables/Chairs 36.00$ x 36.00$ Announcer's Table/Coach's Area 36.00$ x 36.00$ Course set up requiring bulkhead work 480.00$ -$ Course set up lane lines only work 300.00$ -$

Aquatic Center Equipment RentalTiming System - including scoreboard 162.00$ /day x 162.00$ 78" touchpads 68.00$ /day x 68.00$ Relay take off pads 270.00$ /day -$ Computer/Printer 160.00$ /day x 160.00$ Community Room RentalRoom B 8+ hours 400.00$ /day x 400.00$ Room B less than 8 hours 50.00$ /hr -$ Rooms A and B 8+ hours 800.00$ /day -$ Rooms A and B less than 8 hours 100.00$ /hr -$ Concession Stand RentalConcession Stand – Day rate only 100.00$ /day x 100.00$ Rental requires refundable $200/cleaning deposit Day 1 Total: 5,275.50$

Deposit/AdjustmentsNONE -$

Make payment to: Amount Due: 5,275.50$ Mitch Park YMCAc/o Aquatic Director2901 Marilyn Williams DriveEdmond, OK 73003

Check if needed

Check if needed

February 26, 2018

InvoiceAmountDue

I N V O I C E

Mitch Park Competition Pool Rental

5,147.75$



0800-2030 Police officer 45.00$ /hr 13 585.00$ 0645-2100 Lifeguards 43.00$ /hr 14.3 612.75$ 0630-2030 Technology 45.00$ /hr 14 630.00$ 0600-2100 Event monitor 18.00$ /hr 15 270.00$

Set Up Fees - one timeTiming Equipment 135.00$ -$ Hospitality Tables/Chairs 36.00$ -$ Announcer's Table/Coach's Area 36.00$ -$ Course set up requiring bulkhead work 480.00$ -$ Course set up lane lines only work 300.00$ -$




Check if needed

Check if needed

InvoiceAmountDue

I N V O I C E


5,047.00$



0730-1930 Police officer 45.00$ /hr 12 540.00$ 0630-2030 Lifeguards 43.00$ /hr 14 602.00$ 0630-1930 Technology 45.00$ /hr 13 585.00$ 0600-2100 Event monitor 18.00$ /hr 15 270.00$





Check if needed

Check if needed

InvoiceAmountDue

I N V O I C E


Nicole Flynn DII Short '18American Energy Swim Club 2,493.25$

3/9/2018



0800-1430 Police officer 45.00$ /hr 6.5 292.50$ 0645-1500 Lifeguards 43.00$ /hr 8.25 354.75$ 0730-1430 Technology 45.00$ /hr 7 315.00$ 0640-1540 Event monitor 18.00$ /hr 8 144.00$

Set Up Fees - one timeTiming Equipment 135.00$ x 135.00$ Hospitality Tables/Chairs 36.00$ x 36.00$ Announcer's Table/Coach's Area 36.00$ x 36.00$ Course set up requiring bulkhead work 480.00$ -$ Course set up lane lines only work 300.00$ -$

Aquatic Center Equipment RentalTiming System - including scoreboard 162.00$ /day x 162.00$ 78" touchpads 68.00$ /day x 68.00$ Relay take off pads 270.00$ /day -$ Computer/Printer 160.00$ /day x 160.00$ Community Room RentalRoom B 8+ hours 400.00$ /day -$ Room B less than 8 hours 50.00$ /hr -$ Rooms A and B 8+ hours 800.00$ /day -$ Rooms A and B less than 8 hours 100.00$ /hr -$ Concession Stand RentalConcession Stand – Day rate only 100.00$ /day -$ Rental requires refundable $200/cleaning deposit Day 1 Total: 3,863.25$

Deposit/Adjustments1/18/2018 deposit check 009861 1,370.00$ 1,370.00$


Check if needed

Check if needed

February 13, 2018

InvoiceAmountDue

I N V O I C E


Nicole FlynnAmerican Energy Swim Club



0800-1300 Police officer 45.00$ /hr 5 225.00$ 0745-1600 Lifeguards 43.00$ /hr 8.25 354.75$ 0730-1445 Technology 45.00$ /hr 7.25 326.25$ 0700-1600 Event monitor 18.00$ /hr 9 162.00$


Aquatic Center Equipment RentalTiming System - including scoreboard 162.00$ /day x 162.00$ 78" touchpads 68.00$ /day x 68.00$ Relay take off pads 270.00$ /day -$ Computer/Printer 160.00$ /day x 160.00$ Community Room RentalRoom B 8+ hours 400.00$ /day -$ Room B less than 8 hours 50.00$ /hr -$ Rooms A and B 8+ hours 800.00$ /day -$ Rooms A and B less than 8 hours 100.00$ /hr -$ Concession Stand RentalConcession Stand – Day rate only 100.00$ /day -$ Rental requires refundable $200/cleaning deposit Day 1 Total: 3,618.00$

Deposit/Adjustments-$


Check if needed

Check if needed

February 13, 2018

I N V O I C E


Type Date Num Name Memo Clr Split Amount

Arvest Bank - AquaticCheck 01/07/2018 1029 P66 Splash Club Katherine Ste... X 725 Sr Nationals -704.60Check 01/07/2018 1030 Carole Lee Quarterly X 654 Registrati... -750.00Check 01/07/2018 1031 Allan Meier X 655 Treasurer ... -750.00Deposit 01/18/2018 Swim Tulsa Deposit 540 Meet Entr... 3,184.00Check 01/28/2018 1033 Hasty Awards invoice 1180... 711 Age Grou... -777.42Check 01/28/2018 1032 Bixby swim Club sectional rei... 724 Sectional ... -600.00Check 01/28/2018 1034 Hasty Awards invoice #118... 711 Age Grou... -990.25Deposit 01/31/2018 P66 Splash Club Deposit 540 Meet Entr... 2,062.00Deposit 01/31/2018 KMSC Deposit 540 Meet Entr... 3,284.00

Total Arvest Bank - Aquatic 3,957.73

Arvest Bank - RegistrationCheck 01/10/2018 USA Swimming 700 Registrati... -24,166.00

Total Arvest Bank - Registration -24,166.00

540 Meet Entry IncomeDeposit 01/18/2018 Swim Tulsa Deposit Arvest Bank - ... -3,184.00Deposit 01/31/2018 P66 Splash Club Deposit Arvest Bank - ... -2,062.00Deposit 01/31/2018 KMSC Deposit Arvest Bank - ... -3,284.00

Total 540 Meet Entry Income -8,530.00

650 LSC Services654 Registration ServicesCheck 01/07/2018 1030 Carole Lee Quarterly Arvest Bank - ... 750.00

Total 654 Registration Services 750.00

655 Treasurer ServicesCheck 01/07/2018 1031 Allan Meier Arvest Bank - ... 750.00

Total 655 Treasurer Services 750.00

Total 650 LSC Services 1,500.00

700 Registration ExpenseCheck 01/10/2018 USA Swimming Arvest Bank - ... 24,166.00

Total 700 Registration Expense 24,166.00

710 Age Group Meets711 Age Group AwardsCheck 01/28/2018 1033 Hasty Awards invoice 1180... Arvest Bank - ... 777.42Check 01/28/2018 1034 Hasty Awards invoice #118... Arvest Bank - ... 990.25

Total 711 Age Group Awards 1,767.67

Total 710 Age Group Meets 1,767.67

720 Swimmers Expenses724 Sectional ReimbursementCheck 01/28/2018 1032 Bixby swim Club sectional rei... Arvest Bank - ... 600.00

Total 724 Sectional Reimbursement 600.00

725 Sr NationalsCheck 01/07/2018 1029 P66 Splash Club Katherine Ste... Arvest Bank - ... 704.60

Total 725 Sr Nationals 704.60

Total 720 Swimmers Expenses 1,304.60

TOTAL 0.00

9:43 PM Oklahoma Swimming Inc.02/07/18 Transaction Detail by AccountAccrual Basis January 2018

Page 1

Balance

-704.60-1,454.60-2,204.60

979.40201.98

-398.02-1,388.27

673.733,957.73

3,957.73

-24,166.00

-24,166.00

-3,184.00-5,246.00-8,530.00

-8,530.00

750.00

750.00

750.00

750.00

1,500.00

24,166.00

24,166.00

777.421,767.67

1,767.67

1,767.67

600.00

600.00

704.60

704.60

1,304.60

0.00

9:43 PM Oklahoma Swimming Inc.02/07/18 Transaction Detail by AccountAccrual Basis January 2018

Page 2


Arvest Bank - AquaticDeposit 02/02/2018 AESC Deposit 540 Meet Entr... 7,516.00Deposit 02/06/2018 SSC Deposit 570 Diversity/... 142.00Deposit 02/06/2018 GASC Deposit 570 Diversity/... 596.00Deposit 02/06/2018 Enid YMCA Deposit 570 Diversity/... 50.00Check 02/07/2018 1035 Marnie Kern refund of don... X 800 Miscellan... -1,790.00Check 02/07/2018 1036 Marnie Kern partial reimbu... X 770 Officials E... -750.00Check 02/07/2018 1037 Trident Aquatic Club McClain -240... X 722 Jr Nationals -660.00Deposit 02/08/2018 GASC Deposit 570 Diversity/... 32.00Deposit 02/08/2018 Muskogee Deposit 570 Diversity/... 185.00Deposit 02/08/2018 KMSC Deposit 570 Diversity/... 3,619.00Deposit 02/08/2018 AESC Deposit 570 Diversity/... 1,151.00Check 02/11/2018 1038 Patrick Garrett official reimb... X 770 Officials E... -1,500.00Check 02/11/2018 1039 AESC Blose-240.00... X 722 Jr Nationals -1,147.95Check 02/12/2018 1040 Ron Kern X 770 Officials E... -750.00Check 02/12/2018 1041 Hasty Awards 01180582 X 711 Age Grou... -212.82Deposit 02/14/2018 EAT Deposit 540 Meet Entr... 7,954.00Check 02/22/2018 Pos Pur Image 360 ... X 620 Office Su... -770.67Check 02/23/2018 Pos Pur Image 360 ... X 620 Office Su... -770.67Deposit 02/28/2018 Swim Tulsa Deposit 540 Meet Entr... 3,188.00Deposit 02/28/2018 AESC Deposit 540 Meet Entr... 3,288.00Deposit 02/28/2018 Jenks Trojan Swim ... Deposit 540 Meet Entr... 7,372.00

Total Arvest Bank - Aquatic 26,740.89

Arvest Bank - RegistrationDeposit 02/01/2018 Registration Deposit Deposit 520 Registrati... 10,771.00Deposit 02/01/2018 Registration Deposit Deposit 520 Registrati... 7,928.00Check 02/05/2018 Returned Check 654 Registrati... -246.00Check 02/12/2018 USA Swimming 700 Registrati... -13,222.00Deposit 02/26/2018 Registration Deposit Deposit 520 Registrati... 4,976.00Check 02/28/2018 Arvest Bank 602 Bank Serv... -8.00

Total Arvest Bank - Registration 10,199.00

520 Registration IncomeDeposit 02/01/2018 Registration Deposit Deposit Arvest Bank - ... -10,771.00Deposit 02/01/2018 Registration Deposit Deposit Arvest Bank - ... -7,928.00Deposit 02/26/2018 Registration Deposit Deposit Arvest Bank - ... -4,976.00

Total 520 Registration Income -23,675.00

540 Meet Entry IncomeDeposit 02/02/2018 AESC Deposit Arvest Bank - ... -7,516.00Deposit 02/14/2018 EAT Deposit Arvest Bank - ... -7,954.00Deposit 02/28/2018 Swim Tulsa Deposit Arvest Bank - ... -3,188.00Deposit 02/28/2018 AESC Deposit Arvest Bank - ... -3,288.00Deposit 02/28/2018 Jenks Trojan Swim ... Deposit Arvest Bank - ... -7,372.00

Total 540 Meet Entry Income -29,318.00

570 Diversity/Cultural IncomeDeposit 02/06/2018 SSC Deposit Arvest Bank - ... -142.00Deposit 02/06/2018 GASC Deposit Arvest Bank - ... -596.00Deposit 02/06/2018 Enid YMCA Deposit Arvest Bank - ... -50.00Deposit 02/08/2018 GASC Deposit Arvest Bank - ... -32.00Deposit 02/08/2018 Muskogee Deposit Arvest Bank - ... -185.00Deposit 02/08/2018 KMSC Deposit Arvest Bank - ... -3,619.00Deposit 02/08/2018 AESC Deposit Arvest Bank - ... -1,151.00

Total 570 Diversity/Cultural Income -5,775.00

600 Dues & Fees602 Bank Service FeeCheck 02/28/2018 Arvest Bank Arvest Bank - ... 8.00

Total 602 Bank Service Fee 8.00

Total 600 Dues & Fees 8.00

7:05 PM Oklahoma Swimming Inc.03/16/18 Transaction Detail by AccountAccrual Basis February 2018

Page 1


620 Office SuppliesCheck 02/22/2018 Pos Pur Image 360 ... Arvest Bank - ... 770.67Check 02/23/2018 Pos Pur Image 360 ... Arvest Bank - ... 770.67

Total 620 Office Supplies 1,541.34

650 LSC Services654 Registration ServicesCheck 02/05/2018 Returned Check Arvest Bank - ... 246.00

Total 654 Registration Services 246.00

Total 650 LSC Services 246.00

700 Registration ExpenseCheck 02/12/2018 USA Swimming Arvest Bank - ... 13,222.00

Total 700 Registration Expense 13,222.00

710 Age Group Meets711 Age Group AwardsCheck 02/12/2018 1041 Hasty Awards Distance Hig... Arvest Bank - ... 212.82

Total 711 Age Group Awards 212.82

Total 710 Age Group Meets 212.82

720 Swimmers Expenses722 Jr NationalsCheck 02/07/2018 1037 Trident Aquatic Club McClain 240.... Arvest Bank - ... 660.00Check 02/11/2018 1039 AESC Dewi Blose, ... Arvest Bank - ... 1,147.95

Total 722 Jr Nationals 1,807.95

Total 720 Swimmers Expenses 1,807.95

770 Officials ExpenseCheck 02/07/2018 1036 Marnie Kern partial reimbu... Arvest Bank - ... 750.00Check 02/11/2018 1038 Patrick Garrett Patrick & Tra... Arvest Bank - ... 1,500.00Check 02/12/2018 1040 Ron Kern official expense Arvest Bank - ... 750.00

Total 770 Officials Expense 3,000.00

800 Miscellaneous ExpenseCheck 02/07/2018 1035 Marnie Kern reimburseme... Arvest Bank - ... 1,790.00

Total 800 Miscellaneous Expense 1,790.00

TOTAL 0.00


Page 2

Balance

7,516.007,658.008,254.008,304.006,514.005,764.005,104.005,136.005,321.008,940.00

10,091.008,591.007,443.056,693.056,480.23

14,434.2313,663.5612,892.8916,080.8919,368.8926,740.89

26,740.89

10,771.0018,699.0018,453.005,231.00

10,207.0010,199.00

10,199.00

-10,771.00-18,699.00-23,675.00

-23,675.00

-7,516.00-15,470.00-18,658.00-21,946.00-29,318.00

-29,318.00

-142.00-738.00-788.00-820.00

-1,005.00-4,624.00-5,775.00

-5,775.00

8.00

8.00

8.00


Page 3

Balance

770.671,541.34

1,541.34

246.00

246.00

246.00

13,222.00

13,222.00

212.82

212.82

212.82

660.001,807.95

1,807.95

1,807.95

750.002,250.003,000.00

3,000.00

1,790.00

1,790.00

0.00


Page 4

OKS Accounting Structure

Revenue

500 – Miscellaneous Revenue

510 – Interest Income – subtotal of Interest Income

511 Interest Income:Interest - Aquatic Fund 512 Interest Income:Interest - Registration Fund 513 Interest Income:Interest - Reserve CD 514 Interest Income: Arvest Bank Savings 515 Interest Income:Interest - Resgistration Fund 517 Interest Income:Interest - Reserve Fund 518 Interest Income:Interest - Reserve CD

520 – Registration Income: Fees for all USA certification plus any income for expedited services by Registration Coordinator.

530- Meet Sanction Income: Income to OKS for meet sanctions.

540 – Meet Entry Income: Income to OKS for event fees.

560- Zone Income: Income paid based on qualifying times (AAAA or AAA).

570 – Diversity Income: Income from Native American meet as well as payments for Diversity trip based on qualifying time (AAAA, AAA, AA, A, BB, B).

Expenses

600 – Dues & Fees: subtotal of accounts 601 – 605; fees pertaining to bank fees, CSRVIII, Central Zone.

610 – Computers & Software: expenses for any software, hardware or accessories.

620 - Office Supplies: expenses for paper, stamps, deposit slips, ink, rubber stamps, etc.

630 – Postage, Mailing & Telephone Service: expenses for USPS and mailbox rental.

640- Professional Services: expenses for financial preparation and tax filings (CPA).

650 – LSC Services: subtotal of accounts 651 – 656 651 – Storage Expenses: 652 – P.O. Box: 654 – Registration Services: payment to Registration Coordinator $750/quarter for services rendered. 655- Treasurer Services: payment to Treasurer $750/quarter for services rendered to LSC. 656 – Misc. LSC Services:

660 – Memorial Fund Expense:

670 – HOD Meetings: expenses related to Spring and Fall Board Meetings as well as Fall House of Delegates meetings.

680- Convention Seminar Expenses: payments made to send Oklahoma representatives to annual USA Swimming convention. Hotel, registration, food, etc.

700- Registration expense: payment to USA Swimming for swimmers’ annual registration.

710 – Age Group meets: subtotal of accounts 711 – 713 711- Age Group Awards: expenses pertaining to awards given at Division II and State meets as well as any additional awards given during the year to athletes or clubs. 712 – Age Group Meets – Other: 713- Diversity – Expenses related to camp (even years) and meet (odd years) as well as annual Native American meet. 735 – Swimmers Expense: see Athlete Funding Policy

721 Swimmers Expenses: Summer Sectionals 722 Swimmers Expenses: Jr Nationals 723 Swimmers Expenses: Olympic Trials 724 Swimmers Expenses: Spring Sectionals 725 Swimmers Expenses: Winter Nationals 726 Swimmers Expenses: US Open 727 Swimmers Expenses: Winter Juniors 728 Swimmers Expenses: TYR 729 Swimmers Expenses: Futures 730 Swimmers Expenses: Open Water Nationals 731 Swimmers Expenses: National Championships

740 – Coaches Expenses: subtotal of accounts 741 - 742 741 – Coaches Education: expenses incurred during events available for reimbursement assistance under the Coach Education Assistance Program of Oklahoma Swimming. 742 - Coaches Travel: funding per guidelines. 750 – Swim Clinic Reimbursement: expenses paid for LSC hosted swim clinics.

755 – LSC Workshops: expenses paid for LSC sponsored workshops such as Strategic Planning.

760 – Zones Expense: expenses paid for annual 14 and under Zones meet.

770 – Officials Expense: expenses paid for Official travel, evaluators, meeting rooms and education.

780 – Safe Sport Expense: payments related to the support of the Safe Sport program for the LSC.

790- Sanction fee/fine reimbursement: reimbursements made to clubs for any fines paid and award deposits made for Championship meets.

800 – Miscellaneous Expense :

TBD – Champions Club: Annual donation to USA-S Champions Club

TBD – Chuck Weilgus Spirit and Courage Award: Annual award for 1 male and 1 female.

# Account Name 2013 Actual 2014 Actual 2015 Actual 2016 Actual 2017 Budget 2017 YTD Budget 2017 Actual Actual/BudgetIncome

500 Miscellaneous Income $400 304$ 210$ $227 $1,835 511 Interest Income:Interest - Aquatic Fund 48$ $31 $37512 Interest Income:Interest - Registration Fund 39$ $26 $32513 Interest Income:Interest - Reserve CD $0 $113514 Interest Income: Arvest Bank Savings $1515 Interest Income:Interest - Resgistration Fund $1 $4517 Interest Income:Interest - Reserve Fund 61$ $256 $209518 Interest Income:Interest - Reserve CD 172$ $218 $306510 Interest Income:Interest - Other $20

510 Total Interest Income $438 376$ 320$ $758 $700 $700.00 $2,556 $1,856520 Registration Income $116,737 135,589$ 151,240$ $165,286 $135,000 $135,000 $167,969 $32,969530 Meet Sanction Income $505 2,185$ 3,077$ $7,183 $6,000 $6,000 $5,335 ($665)540 Meet Entry Income $69,312 98,693$ 98,944$ $97,199 $100,000 $100,000.00 $101,011 $1,011550 Reserve Fund Income $0 -$ -$ $0 560 Zone Income $11,557 12,383$ 5,754$ $5,157 $25,000 $25,000.00 $18,487 ($6,513)570 Diversity Income $4,483 1,259$ 10,050$ $5,190 $15,000 $15,000.00 $18,441 $3,441580 Memorial Fund Income $0 -$ $1,000 $1,000.00 ($1,000)590 Elite Camp Income 495$ $0

Total Income $203,431 $250,788 270,090$ 281,000$ 282,700$ $282,700 $313,799 $31,099

2017 Budget vs. Actual (December 2017)

Expense 2013 Actual 2014 Actual 2015 Actual 2016 Actual 2017 Budget 2017 YTD Budget 2017 Actual Actual/Budget601 Dues & Fees - Agent Fee 375$ $385 $500 $0 $160 ($160)602 Dues & Fees - Bank Service Fee 101$ $374 $500 $0 $282 ($282)603 Dues & Fees - CSRVIII 100$ $100 $100 $0 $0 $0604 Dues & Fees - Central Zones 759$ $100 $150 $0 $767 ($767)605 Dues & Fees - Miscellaneous $0 $0 $3

600 Dues & Fees $1,302 $937 1,334$ $959 $1,250 $1,250.00 $1,212 $38610 Computers & Software $250 $196 4$ $1,500 $1,500 $1,564 ($64) 620 Office Supplies $97 $499 29$ $344 $250 $250.00 $1,128 ($878) 630 Postage, Mailing & Telephone Service $280 $0 241$ $183 $300 $300 $484 ($184)640 Professional Services ($1,868) $0 $1,980 $4,000 $4,000.00 $0 $4,000

651 Storage Expenses 227$ $0 $0 $0 $0652 PO Box 56$ $60 $100 $100 $0 $100654 Registration Services 3,000$ $2,283 $2,100 $2,100 $3,000 ($900)655 Treasurer Services 3,109$ $2,425 $2,100 $2,100 $4,243 ($2,143)656 Misc. LSC Services 111$ $340 $200 $200.00 $1,006 ($806)

650 LSC Services $4,845 $8,476 6,503$ $5,108 $4,500 $4,500 $8,249 ($3,749)660 Memorial Fund Expense $83 $0 $100 $2,500 $2,500.00 $2,500670 HOD Meetings $2,067 $2,059 3,371$ $5,793 $4,700 $4,700.00 $6,337 ($1,637)680 Convention Seminar Expense $21,227 $23,138 15,627$ $15,631 $20,000 $20,000.00 $15,954 $4,046700 Registration Expense $96,920 $105,507 105,619$ $138,706 $110,000 $110,000.00 $113,489 ($3,489)

711 Age Group Meets - Awards 10,067$ $7,600 $9,500 $9,500.00 $22,052 ($12,552)712 Age Group Meets - Other Expenses 717$ $347 $500 $500.00 $277 $223713 Multi-Cultural Meet See 740714 Age Group Meets - Other

710 Age Group Meets $6,942 $14,711 10,785$ $7,947 $10,000 $10,000 $22,330 ($12,330)721 Swimmers Expenses:Age Group Reimbursement $0 $0722 Swimmers Expenses:Jr Nationals 583$ $2,579 $2,000 $2,000.00 $2,881 ($881)723 Swimmers Expenses:Olympic Trials $1,986 724 Swimmers Expenses:Sectional Reimbursement 13,640$ $10,200 $23,000 $23,000.00 $23,420 ($420)725 Swimmers Expenses:Sr Nationals -$ $1,000 $1,000.00 $820 $180726 Swimmers Expenses:US Open -$ $1,000 $1,000.00 $1,705 ($705)727 Swimmers Expenses:Zone Reimbursement 100$ 728 Swimmers Expenses:Grand Prix Reimbursement 1,193$ $840 729 Swimmers Expenses:Futures 4,260$ $2,700 $3,000 $3,000.00 $3,860 ($860)

720 Swimmers Expenses $11,864 $12,528 19,776$ $18,305 $30,000 $30,000.00 $32,686 ($2,686)731 Coaches Expenses:Coaches Education 1,000$ $1,000 $1,000.00 $1,000 $0732 Coaches Expenses:Coaches Travel 2,000$ $3,600 $4,000 $4,000.00 $5,154 ($1,154)

730 Coaches Expenses $0 $3,163 3,000$ $3,600 $5,000 $5,000.00 $6,153.69 ($1,154)740 Diversity Expense $20,654 $4,885 27,171$ $5,407 $25,000 $25,000.00 $33,856 ($8,856) 745 Elite Camp Expense 830$ $0.00 $0750 Swim Clinic Reimbursement $2,000 $813 $3,000 $3,000.00 $3,000760 Zones Expense $17,122 $34,124 35,379$ $49,961 $40,000 $40,000.00 $34,356 $5,644 770 Officials Expense $1,505 $1,465 5,674$ $1,009 $6,500 $6,500.00 $4,854 $1,646 780 Safe Sport Expense 295$ $866 $426 790 Sanction fee/fine reimbursement $1,400 800 Miscellaneous Expense $174 $729 81$ $278 $0 $102

Total Expenses $185,460 $213,230 235,720$ 256,176$ 268,500$ 268,500$ 284,578$ (14,151)$

Net Income (Loss) $17,970 $37,558 $34,370 $24,824 $14,200 $14,200 $29,221 $16,948

Registration Expense/Income 83% 78% 70% 84% 81% 81% 68% 81%Zone Expense/Income 148% 276% 615% 969% 160% 160% 186% 160%Diversity Expense/Income 461% 388% 270% 104% 167% 167% 184% 167%

Net Registration (Expense)/Income $25,000.00 $54,480Net Zone (Expense)/Income ($15,000) ($15,869)Net Diversity (Expense)/Income ($10,000.00) ($15,415)

# Account Name 2014 Actual 2015 Actual 2016 Actual 2017 Actual 2018 Budget 2018 YTD Budget 2018 Actual Actual/BudgetIncome

500 Miscellaneous Income 304$ 210$ $227 $1,835 $0 $0 $0 $0511 Interest Income:Interest - Aquatic Fund 48$ $31 $37 $50 $8.33 $0 ($8)512 Interest Income:Interest - Registration Fund 39$ $26 $32 $50 $8.33 $0 ($8)513 Interest Income:Interest - Reserve CD $0 $113 $100 $16.67 $0 ($17)514 Interest Income: Arvest Bank Savings $1 $0 $0 $0515 Interest Income:Interest - Resgistration Fund $1 $4 $0 $0 $0517 Interest Income:Interest - Reserve Fund 61$ $256 $209 $250 $41.67 $0 ($42)518 Interest Income:Interest - Reserve CD 172$ $218 $306 $300 $50 $0 ($50)510 Interest Income:Interest - Other $20 $50 $8.33 $0 ($8)

510 Total Interest Income 376$ 320$ $758 $2,556 $800 $133.33 $0 ($133)520 Registration Income 135,589$ 151,240$ $165,286 $167,969 $150,000 $25,000 $23,675 ($1,325)530 Meet Sanction Income 2,185$ 3,077$ $7,183 $5,335 $8,000 $1,333.33 $0 ($1,333)540 Meet Entry Income 98,693$ 98,944$ $97,199 $101,011 $100,000 $16,666.67 $37,848 $21,181560 Zone Income 12,383$ 5,754$ $5,157 $18,487 $20,000 $3,333.33 $0 ($3,333)570 Diversity Income 1,259$ 10,050$ $5,190 $18,441 $10,000 $1,666.67 $5,775 $4,108590 Elite Camp Income 495$

Total Income $250,788 270,090$ 281,000$ $313,799 $288,800 $48,133 $67,298 $19,165

2018 Budget vs. Actual (January - February)

Expense 2014 Actual 2015 Actual 2016 Actual 2017 Actual 2018 Budget 2017 YTD Budget 2018 Actual Actual/Budget601 Dues & Fees - Agent Fee 375$ $385 $160 $200 $33.33 $0 $33602 Dues & Fees - Bank Service Fee 101$ $374 $282 $300 $50.00 $8 $42603 Dues & Fees - CSRVIII 100$ $100 $0 $0.00 $0 $0604 Dues & Fees - Central Zones 759$ $100 $767 $1,000 $166.67 $0 $167605 Dues & Fees - Miscellaneous $3 $0.00 $0 $0

600 Dues & Fees $937 1,334$ $959 $1,212 $1,500 $250.00 $8 $242 610 Computers & Software $196 4$ $1,564 $1,500 $250.00 $0 $250 620 Office Supplies $499 29$ $344 $1,128 $400 $66.67 $1,541 ($1,475) 630 Postage, Mailing & Telephone Service $0 241$ $183 $484 $300 $50.00 $0 $50 640 Professional Services $0 $1,980 $0 $4,000 $666.67 $0 $667

651 Storage Expenses 227$ $0 $0.00 $0 $0652 PO Box 56$ $60 $0 $0.00 $0 $0 654 Registration Services 3,000$ $2,283 $3,000 $2,000 $333.33 $996 ($663)655 Treasurer Services 3,109$ $2,425 $4,243 $2,000 $333.33 $750 ($417)656 Misc. LSC Services 111$ $340 $1,006 $0.00 $0 $0

650 LSC Services $8,476 6,503$ $5,108 $8,249 $4,000 $666.67 $1,746 ($1,079) 660 Memorial Fund Expense $0 $100 $2,500 $416.67 $417670 HOD Meetings $2,059 3,371$ $5,793 $6,337 $5,000 $833.33 $0 $833680 Convention Seminar Expense $23,138 15,627$ $15,631 $15,954 $20,000 $3,333.33 $0 $3,333 700 Registration Expense $105,507 105,619$ $138,706 $113,489 $120,000 $20,000.00 $37,388 ($17,388)

711 Age Group Meets - Awards 10,067$ $7,600 $22,052 $19,500 $3,250.00 $1,980 $1,270 712 Age Group Meets - Other Expenses 717$ $347 $277 $500 $83.33 $0 $83713 Diversity Expense (740 used thru 2017) $6,000 $1,000.00 $0 $1,000

710 Age Group Meets $14,711 10,785$ $7,947 $22,330 $26,000 $4,333.33 $1,980 $2,353721 Swimmers Expenses: Summer Sectionals $18,000 $3,000 $3,000722 Swimmers Expenses: Jr Nationals 583$ $2,579 $2,881 $3,000 $500 $1,808 ($1,308)723 Swimmers Expenses: Olympic Trials $1,986 $0 $0 $0724 Swimmers Expenses: Spring Sectionals 13,640$ $10,200 $23,420 $19,000 $3,166.67 $600 $2,567725 Swimmers Expenses: Winter Nationals -$ $820 $1,000 $166.67 $705 ($538) Named Sr Nationals thru 2017726 Swimmers Expenses: US Open -$ $1,705 $3,000 $500 $0 $500727 Swimmers Expenses: Winter Juniors 100$ $2,000 $333.33 $333 Named Zones thru 2017728 Swimmers Expenses: TYR 1,193$ $840 $3,000 $500 $500729 Swimmers Expenses: Futures 4,260$ $2,700 $3,860 $5,000 $833.33 $0 $833 730 Swimmers Expenses: Open Water Nationals $0 $0 $0731 Swimmers Expenses: National Championships $1,000 $166.67 $167

735 Swimmers Expenses $12,528 19,776$ $18,305 $32,686 $55,000 $9,166.67 $3,113 $6,054741 Coaches Expenses:Coaches Education 1,000$ $1,000 $1,000 $166.67 $0 $167742 Coaches Expenses:Coaches Travel 2,000$ $3,600 $5,154 $4,000 $666.67 $0 $667

740 Coaches Expenses $3,163 3,000$ $3,600 $6,153.69 $5,000.00 $833.33 $0.00 $833 Diversity Expense $4,885 27,171$ $5,407 $33,856 $0 $0 $0 $0 see 713

745 Elite Camp Expense 830$ $0 $0 $0750 Swim Clinic Reimbursement $813 $3,000 $500 $500755 Workshops $2,000 $333.33 $333760 Zones Expense $34,124 35,379$ $49,961 $34,356 $40,000 $6,666.67 $0 $6,667 770 Officials Expense $1,465 5,674$ $1,009 $4,854 $7,000 $1,166.67 $3,000 ($1,833) 780 Safe Sport Expense 295$ $866 $426 $1,000 $166.67 $0 $167 790 Sanction fee/fine reimbursement $1,400 $0 $0 $0 $0 800 Miscellaneous Expense $729 81$ $278 $102 $500 $83.33 $1,790 ($1,707)

Champion Club $1,000 $166.67 $167Chuck Weilgus Spirit and Courage Award $500 $83.33 $83Total Expenses $213,230 235,720$ 256,176$ 284,578$ 300,200$ 50,033$ 50,566$ (616)$

Net Income (Loss) $37,558 $34,370 $24,824 $29,221 ($11,400) ($1,900) $16,732 $18,548

Registration Expense/Income 78% 70% 84% 68% 80% 158% 80%Zone Expense/Income 276% 615% 969% 186% 200% #DIV/0! 200%Diversity Expense/Income 388% 270% 104% 184% 60% 0% 60%

Net Registration (Expense)/Income $5,000.00 ($13,713)Net Zone (Expense)/Income ($3,333) $0Net Diversity (Expense)/Income $666.67 $5,775

To be Considered by the House of Delegates

Spring 2018

R/B-01 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Add Flex Membership Option to Rules and By-Laws Rationale: USA Swimming approved Flex membership for non-competitive athletes. NCS

will collect same fee as year-round memberships. Submitted by: Board of Directors Recommendation: (Office Use Only) Effective Date: 9/1/2018

ARTICLE 207: MEMBERSHIP, SANCTION, AND APPROVAL FEES 207.4 NCS FLEX MEMBERSHIP $10.00 is the current annual NCS Swimming flex membership (registration) fee plus the current USA Swimming required fees (effective 9/1/2018). (Renumber remaining items)

ARTICLE 602 - MEMBERSHIP

602.1 MEMBERS - The membership of NCS shall consist of the following: D. Flex Members - Athlete members who register with an LSC and USA Swimming are eligible

for sanctioned swimming competition. Flex members are eligible to compete in only two sanctioned competitions per registration year. Flex members may not compete at or above the LSC Championship level. An athlete member shall not be registered in more than one LSC simultaneously. Flex members who transition to the Annual athlete membership category within the same calendar year will be able to credit the Flex athlete membership cost to the Annual athlete membership cost (effective 9/1/2018).

(Renumber remaining items)

To be Considered by the House of Delegates

Spring 2018

R/B-02 ACTION: Adopted Defeated Adopted/Amended Tabled Postponed Pulled Summary: Add Junior Coach Membership Option to Rules and By-Laws Rationale: USA Swimming created Junior Coach membership for coaches 16 to 17 years

of age. Submitted by: Board of Directors Effective Date: 9/1/2018

ARTICLE 207: MEMBERSHIP, SANCTION, AND APPROVAL FEES 207.7 NCS COACH/JUNIOR COACH MEMBERSHIP .1 NEW COACH/JUNIOR COACH MEMBER

A. FEE: $10.00 plus the current USA Swimming required fees. .2 RENEWAL COACH/JUNIOR COACH MEMBER

A. All certifications must be up to date before renewal application will be considered complete.

B. NCS COACH/JUNIOR COACH RENEWAL

1. FEE: From 9/1 to 12/20 - $10.00 plus the current USA Swimming required fees. 2. FEE: After 12/20- $50.00 plus the current USA Swimming required fees.

C. COACH/JUNIOR COACH RENEWAL (Non NCS)

1. FEE: $10.00 plus the current USA Swimming required (Renumber remaining items)

ARTICLE 602 - MEMBERSHIP

602.1 MEMBERS - The membership of NCS shall consist of the following: C. Junior Coach Member – A junior coach member shall meet all the requirements of a coach

member with the following exceptions: (Effective 9/1/2018) 1. Must be 16 or 17 years of age. 2. Are not required to pass a criminal background check. 3. Must be under the direct visual supervision of a registered coach member.

(Renumber remaining items)

Generally, those items in italics represent optional wording. End notes may be read by hovering over the end note number. (Alternatively, end notes may be printed out and referenced as they are

encountered.) End notes provide additional options, limitations, or information.

REQUIRED LSC BYLAWS

ARTICLE 601 NAME, OBJECTIVES, TERRITORY AND JURISDICTION

601.1 NAME - The name of the corporation shall be [insert full name of LSC] Swimming, Inc. (XXSI).1 601.2 OBJECTIVES - The objectives and primary purpose of XXSI shall be the education, instruction and training of individuals

to develop and improve their capabilities in the sport of swimming. XXSI shall promote swimming for the benefit of swimmers of all ages and abilities, in accordance with the standards, rules, regulations, policies and procedures of FINA, USA Swimming, and XXSI and its Articles/Certificate [select one] of Incorporation.

601.3 GEOGRAPHIC TERRITORY - The geographic territory of XXSI is as set forth in Article 603 of the USA Swimming

Rules and Regulations. XXSI shall be divided into regions as listed in the XXSI Policies and Procedures.2 601.4 JURISDICTION - XXSI shall have jurisdiction over the sport of swimming as delegated to it as a Local Swimming

Committee by USA Swimming to conduct swimming programs consistent with XXSI’s objectives and those of USA Swimming and to sanction, approve, observe and oversee competitive swimming events within the Territory and to conduct competitive swimming events within the Territory, its Region and its Zone (as those terms are defined in Part Six of the USA Swimming Rules and Regulations). XXSI shall discharge faithfully its duties and obligations as a Local Swimming Committee of USA Swimming in accordance with these Bylaws, the USA Swimming Rules and Regulations and all applicable policies and procedures.

601.5 COMPLIANCE WITH USA SWIMMING AGREEMENTS - XXSI shall comply with all agreements between XXSI and

USA Swimming.

ARTICLE 602 MEMBERSHIP

602.1 MEMBERS - The membership of XXSI shall consist of the clubs, organizations and individuals who have registered with

XXSI as set forth in the USA Swimming Corporate Bylaws, including the optional categories of seasonal athlete membership, seasonal club membership, flex membership, and single event open water athlete membership.3

.1 MEMBERS - A Member’s status is subject to the Member’s continued satisfaction of the criteria for membership

and compliance with the Member’s responsibilities under these Bylaws, the USA Swimming Rules and Regulations, the rules, regulations, policies, procedures and code of conduct of XXSI and USA Swimming.

.2 MEMBERSHIP A PRIVILEGE NOT A RIGHT - Membership in XXSI and USA Swimming is a privilege and

shall not be interpreted as a right. Membership may be terminated by the Zone Board of Review, the National Board of Review, or the U.S. Center for SafeSport in accordance with Part Four of the USA Swimming Rules and Regulations.

602.2 MEMBERS’ RESPONSIBILITIES .1 COMPLIANCE - Each Group and Individual Member shall abide by the codes of conduct and ethics, policies,

procedures, rules and regulations adopted by USA Swimming and XXSI, including its obligations and responsibilities set forth in these Bylaws.

.2 RESPONSIBILITY FOR INFRACTIONS - A Group Member or Individual Member may be held responsible for

infractions of the policies, procedures, rules, regulations or codes of conduct or ethics adopted by USA Swimming or XXSI, including its responsibilities as set forth in these Bylaws.

February 2, 2018 2

ARTICLE 603

DUES AND FEES 603.1 MEMBERSHIP FEES - Membership fees shall be as established in the USA Swimming Corporate Bylaws. Local fees, as

permitted, shall be as established by the XXSI House of Delegates or Board of Directors [select one]. 603.2 SANCTION, APPROVAL AND OTHER FEES .1 SANCTION AND APPROVAL FEES - The XXSI House of Delegates or Board of Directors [select one] shall

establish reasonable fees, procedures, and documentation required of an applicant for a sanction or approval for, or observation of, a swimming competition to be conducted within the Territory.

.2 SERVICE CHARGES - In addition to, or in place of, a sanction or approval fee, the XXSI House of Delegates or

Board of Directors [select one] may establish a reasonable service charge consistent with the nature of the event. .3 PAYMENT - Each applicant for a sanction, approval or observation shall submit with its application the fees and

any service charges specified by XXSI. If any of the sanction or approval fees or service charges are due at a time following the submission for sanction or approval, the applicant shall promptly pay those fees or service charges to XXSI when due in accordance with XXSI’s fee schedule.

.4 FINES - The XXSI House of Delegates or Board of Directors [select one] may establish fines for noncompliance

with policies adopted by the XXSI House of Delegates and/or the Board of Directors. 603.4 FAILURE TO PAY - Membership rights may be suspended in accordance with the USA Swimming Corporate Bylaws

(Delinquent Dues and Fees).

ARTICLE 604 HOUSE OF DELEGATES

604.1 MEMBERS - The House of Delegates of XXSI shall consist of the Group Member Representatives, the Board of Director

Members, the committee chairs and coordinators4, the Non-Athlete At-Large House Members, and a sufficient number of Athlete At-Large House Members appointed or elected [select one].

.1 GROUP MEMBER REPRESENTATIVES5 - Each Group Member in good standing shall appoint from its

membership a Group Member Representatives and one or more alternates for each. The appointment shall be in writing, addressed to the Secretary of XXSI and duly certified by the chief executive officer or secretary of the appointing Group Member. The appointing Group Member may withdraw one or more of its Group Member Representatives or one or more of its alternates and substitute a new Group Member Representatives or new alternates by written notice, addressed to the Secretary of XXSI and signed by the chief executive officer or secretary of the appointing Group Member. The representatives of any Group Member are not required to be Individual Members of XXSI or USA Swimming.

.2 BOARD OF DIRECTORS - Board of Director Members as designated in Section 605.6 .3 NON-ATHLETE AT-LARGE HOUSE MEMBERS - Up to ten (10) non-athlete members of the House of Delegates

may be appointed as At-Large House Members by the General Chair with the advice and consent of the Board of Directors. At-Large House Members shall hold office from the date of appointment through the conclusion of the annual meeting of the House of Delegates following such appointment or until their successors are appointed to the House of Delegates.

.4 ATHLETE AT-LARGE HOUSE MEMBERS - A sufficient number of athletes to ensure that Athlete Members

constitute at least 20% of the voting membership of the House of Delegates shall be elected by the Athletes Committee or appointed by the General Chair with advice and consent of the Board of Directors or elected by the House of Delegates [select one of the options] and shall hold office from the date of appointment or election [select one] through the conclusion of the annual meeting of the House of Delegates following such appointment or election [select one] or until their successors are appointed or elected [select one] to the House of Delegates.

February 2, 2018 3

.5 OTHER MEMBERS - [List other members as defined in 604.1] shall serve as members of XXSI House of Delegates. 604.2 ELIGIBILITY - Only Individual Members in good standing shall be eligible to be elected or appointed as at-large members

of the House of Delegates. 604.3 DOUBLE VOTE PROHIBITED - An Individual Member entitled to vote in House of Delegates meetings may only have

one vote regardless of the number of positions held by such member. 604.4 VOICE AND VOTING RIGHTS OF MEMBERS - The voice and voting rights of members of the House of Delegates

and of individuals shall be as follows: .1 GROUP MEMBER REPRESENTATIVES, BOARD MEMBERS, AT-LARGE HOUSE MEMBERS AND

OTHER MEMBERS - Each of the Group Member Representatives7, the Board Members, the At-Large House Members and other members shall have both voice and vote in meetings of the House of Delegates.

.2 INDIVIDUALS - Individuals who are not members of the House of Delegates may attend open meetings of the

House of Delegates and its committees and be heard at the discretion of the presiding officer. 604.5 DUTIES AND POWERS - The House of Delegates shall oversee the establishment of policies, procedures and programs.

In addition to the duties and powers prescribed in the USA Swimming Rules and Regulations, USA Swimming Corporate Bylaws, or elsewhere in these Bylaws, the House of Delegates shall:

.1 Elect the officers, Athlete Representatives, Coach Representative(s), At-Large Board Members, and members of

the Administrative Review Board, and the committee chairs and coordinators listed in Sections 606 and 607; .2 Elect alternates to the USA Swimming House of Delegates in accordance with the USA Swimming Corporate

Bylaws; .3 Elect the members of the Nominating and/or Governance Committee; .4 Review, modify and adopt the annual budget of XXSI recommended by the Board of Directors; .5 Call regular and special meetings of the House of Delegates; .6 Ratify or prospectively modify or rescind policy and program established by the Board of Directors, except any

action or authorization by the Board of Directors with respect to contracts or upon which any person may have relied shall not be modified or rescinded;

.7 Establish joint administrative committees, or undertake joint activities with other sports organizations where

deemed helpful or necessary by XXSI; .8 Amend the Bylaws of XXSI in accordance with Section 609.3; and .9 Remove from office any persons elected by the House of Delegates (Board Members, members of the

Administrative Review Board, or committee chairs or coordinators) who have failed to attend to their official duties or member responsibilities or have done so improperly, or who would be subject to penalty by the Zone Board of Review for any of the reasons set forth in Article 404.1.3 of USA Swimming Rules and Regulations. However, no such individual may be removed without receiving thirty (30) days’ written notice by the Secretary or other officer designated by the House of Delegates specifying the alleged deficiency in the performance of the member’s responsibilities or specific official duties or other reason and an opportunity to respond in writing within twenty (20) days to such allegations.

604.6 ANNUAL AND REGULAR MEETINGS - The annual meeting of the House of Delegates of XXSI shall be held in the

spring, summer, fall, winter [select one]. Regular meetings of the House of Delegates may be held in accordance with a schedule adopted by the House of Delegates or the Board of Directors8.

February 2, 2018 4

604.7 SPECIAL MEETINGS - Special meetings of the House of Delegates may be called by the Board of Directors or the General Chair. Should the Board of Directors or the General Chair fail to call the annual or scheduled regular meetings or should a special meeting be appropriate or helpful, a meeting of the House of Delegates may be called by a petition signed by at least five (5) group members of the House of Delegates.

604.8 MEETING LOCATION AND TIME - All meetings of the House of Delegates shall take place at a site within the Territory.

The House of Delegates or the Board of Directors shall determine the location and time of all meetings of the House of Delegates.

604.9 OPEN MEETINGS/CLOSED SESSIONS - House of Delegates meetings shall be open to all members of XXSI. Issues

pertaining to personnel, disciplinary action, legal, tax or similar affairs of XXSI shall be deliberated and decided in a closed session which only House of Delegates members may attend. By a majority vote, the House of Delegates may decide to go into closed session on any matter deserving of confidential treatment or of personal concern to any member of the House of Delegates.

604.10 QUORUM - A quorum of the House of Delegates shall consist of those members present and voting.9

604.11 VOTING - Except as otherwise provided in these Bylaws or the Parliamentary Authority, all motions, orders and other

propositions coming before the House of Delegates shall be determined by a majority vote. 604.12 PROXY VOTE - Voting by proxy in any meeting of the House of Delegates shall not be permitted. 604.13 NOTICES .1 TIME - Not less than twenty (20) days’ written notice shall be given to each member of the House of Delegates

for any annual, regular or special meeting of the House of Delegates. See Section 614.1.3 for the various permitted means of notice.

.2 INFORMATION - The notice of a meeting shall contain the time, date and site. For special meetings of the House

of Delegates, the expected purpose (which may be general) of the meeting shall be stated. If an expected purpose is the amendment of the Bylaws, a copy of the proposed amendment shall be included in the notice. Failure to have included in the notice any germane amendments subsequently adopted by the House of Delegates at the noticed meeting shall not be the basis for any claim that the amendments as so adopted are invalid.

ARTICLE 605

BOARD OF DIRECTORS 605.1 MEMBERS - The Board of Directors shall consist of the following officers, committee chairs, coordinators and

representatives of XXSI, together with those additional members designated in Sections 605.2 and 605.3:10 .1 General Chair .2 Administrative Vice-Chair .3 Finance Vice-Chair .4 Coach Representative(s) .5 Athlete Representatives (2) .6 Secretary11 .7 Treasurer12 .8 Senior Vice-Chair13 .9 Age Group Vice-Chair14 .10 Safe Sport Chair/Coordinator .11 Athlete At-Large Board Members [as needed] 605.2 AT-LARGE BOARD MEMBERS - The House of Delegates may specify [insert a number] At-Large positions.15 Any

reduction in the number of At-Large Board Members shall not take effect until the terms of office of the incumbents expire or become vacant16. [Specify when and how at-large Board members are selected.] Additionally, a sufficient number of athlete members shall be elected or appointed [select one] as At-Large Board Members such that athletes constitute at least twenty percent (20%) of the voting membership of the Board of Directors at any given time (taking into account the Athlete

February 2, 2018 5

Representatives). The Athlete At-Large Board Members shall meet the same requirements and be elected at the same time and place as the Athlete Representatives set forth in Section 606.2.1. All At-Large Board Members shall hold office from the date of their election or appointment through the conclusion of the second annual meeting of the House of Delegates following such election or appointment, or until their successors are elected or appointed.

605.3 EX-OFFICIO MEMBERS - The following persons shall be ex-officio members of the Board of Directors [list the members]: 17

605.4 LIMITATIONS -

.1 No more than [insert a number] Members of any Group Member shall serve on the Board of Directors at any time. This limitation shall be applied separately as to Athlete Members and Non-Athlete Members.18

.2 No employee of XXSI may serve as a voting member of the Board of Directors.

605.5 VOICE AND VOTING RIGHTS OF BOARD MEMBERS - The voice and voting rights of Board Members and

individuals shall be as follows: .1 BOARD MEMBERS - Each Board Member (other than the ex-officio members) shall have both voice and vote in

meetings of the Board of Directors and its committees. .2 EX-OFFICIO BOARD MEMBERS - Unless entitled to vote under another provision of these Bylaws, the ex-officio

members shall have voice but no vote in meetings of the Board of Directors and its committees. .3 GENERAL - Anyone may attend open meetings of the Board of Directors and its committees and be heard at the

discretion of the presiding officer. 605.6 DUTIES AND POWERS19 - The Board of Directors shall act for XXSI and the House of Delegates during the intervals

between meetings of the House of Delegates, except that it shall not remove a Board Member, an Administrative Review Board member, or other person not appointed by the Board of Directors or amend these Bylaws. Any actions taken are subject to the exercise by the House of Delegates of its powers of ratification or prospective modification or rescission. In addition to the powers and duties prescribed in the USA Swimming Rules and Regulations or elsewhere in these Bylaws, the Board of Directors shall have the power and it shall be its duty to:

.1 Establish and direct policies, procedures and programs for XXSI;

.2 Oversee the conduct by the officers and staff of XXSI of the day-to-day management of the affairs of XXSI;

.3 Elect At-Large Board Members when the House of Delegates does not do so in a timely fashion;

.4 Provide advice and consent to appointments proposed by the General Chair as required under these Bylaws or the

XXSI Policies and Procedures;

.5 Cause the preparation and presentation to the House of Delegates of the annual budget of XXSI and make a recommendation to the House of Delegates concerning the approval or disapproval thereof;

.6 Approve the annual review/audit, .7 Call regular or special meetings of the Board of Directors or the House of Delegates; .8 Retain such independent contractors and employ such persons as the Board shall determine are necessary or

appropriate to conduct the affairs of XXSI; .9 Appoint other officers, agents, or committees or coordinators, to hold office for the terms specified. These

appointees shall have the authority and perform the duties as provided in these Bylaws, the XXSI Policies and Procedures or as may be provided in the resolutions appointing them, including any powers of the Board of Directors as may be specified, except as may be inconsistent with any other provision of these Bylaws. To the extent not provided elsewhere in these Bylaws, the Board of Directors may delegate to any officer, agent, or committee or

February 2, 2018 6

coordinator the power to appoint any such subordinate officers, agents, or committees or coordinators and to prescribe their respective terms of office, authorities and duties; and

.10 Remove from office any Board Members, committee chairs, or committee members or coordinators of XXSI who

were appointed/elected by the Board and who have failed to attend to their official duties or member responsibilities or have done so improperly, or who would be subject to penalty by the Zone Board of Review for any of the reasons set forth in Part Four of the USA Swimming Rules and Regulations. However, no At-Large Board Member, or committee chair or coordinator may be removed without receiving the thirty (30) days’ written notice specifying the alleged deficiency in the performance of the member’s responsibilities or specific official duties or other reasons and an opportunity to respond in writing within twenty (20) days to such allegations.

605.7 MEETINGS - Board of Directors meetings shall be open. Matters relating to personnel, disciplinary action, legal, taxation

or similar affairs shall be deliberated and decided in a closed session which only Board Members are entitled to attend. By a majority vote on a motion of a question of privilege, the Board of Directors may decide to go into closed session on any matter deserving of confidential treatment or of personal concern to any member of the Board of Directors.

605.8 PARTICIPATION THROUGH COMMUNICATIONS EQUIPMENT - Members of the Board of Directors may

participate in meetings of the Board of Directors through conference equipment by means of which all persons participating in the meeting can hear each other at the same time. Participation by such means shall constitute presence at a meeting.

605.9 REGULAR MEETINGS - Regular meetings of the Board of Directors shall be held in accordance with a schedule adopted

by the Board of Directors. 605.10 SPECIAL MEETINGS - Special meetings of the Board of Directors may be called by the General Chair. Should the Board

of Directors or the General Chair fail to call regular meetings or should a special meeting be appropriate or helpful, a meeting of the Board of Directors shall be called at the written request of any three (3) Board Members.

605.11 QUORUM - A quorum of the Board of Directors shall consist of a majority of the voting members. 605.12 VOTING - Except as otherwise provided in these Bylaws or the Parliamentary Authority, all motions, orders and other

propositions coming before the Board of Directors shall be determined by a majority vote. A motion, order or other proposal the effect of which is to override policy or program established by the House of Delegates shall be determined by a two-thirds vote after at least fourteen (14) days’ written notice.20

605.13 PROXY VOTE - Voting by proxy in any meeting of the Board of Directors shall not be permitted. 605.14 ACTION BY WRITTEN CONSENT - Any action required or permitted to be taken at any meeting of the Board of

Directors may be taken without a meeting if all the Board Members entitled to vote consent to the action in writing and the written consents are filed with the records of the respective meetings. These consents shall be treated for all purposes as votes taken at a meeting.

605.15 MAIL/EMAIL VOTE - Any action which may be taken at any regular or special meeting of the Board of Directors, except

elections, or removals of appointed Board members, committee chairs and members, may be taken without a meeting. If an action is to be taken without a meeting, the Secretary, by first class mail, postage prepaid, or email, shall distribute a ballot to every Board Member entitled to vote on the matter. The ballot shall set forth the proposed action, provide an opportunity to specify approval or disapproval, and provide a reasonable time (but in no event less than the period specified in Section 605.16) within which to return the ballot to the Secretary. Action by ballot shall be valid only when the number of votes cast in favor of the proposed action within the time period specified constitutes a majority of the votes entitled to be cast.

605.16 NOTICES - .1 TIME - Not less than six (6) days’ written notice shall be given to each Board Member for any annual, regular or

special meeting of the Board of Directors. (See Section 614.1.3 for the permitted means of notice.) .2 INFORMATION - The notice of a meeting shall contain the time, date and site and in the case of special meetings,

the expected purpose.

February 2, 2018 7

ARTICLE 606 OFFICERS AND DIRECTORS

606.1 OFFICERS - The officers shall be as listed herein and shall be elected by the House of Delegates at its annual meeting21. .1 General Chair .2 Administrative Vice-Chair .3 Finance Vice-Chair .4 Senior Vice-Chair22 .5 Age Group Vice-Chair23 .6 Secretary24 .7 Treasurer25 606.2 OTHER DIRECTORS Two provisions are offered concerning the method of selection of the Athlete Representatives to the Board of Directors. Select one and delete the other. .1 ATHLETE REPRESENTATIVES -

Provision A: Two (2) Athlete Representatives shall be elected, one each year for a two-year term, or until their respective successors are elected. At the time of election, the Athlete Representative must (a) be an athlete member in good standing; (b) be at least a sophomore in high school or at least 16 years of age, (c) be currently competing, or have competed during the three (3) immediately preceding years, in the program of swimming conducted by XXSI or another LSC; and (d) have his or her place of permanent residence in the Territory and expect to reside therein throughout at least the first half of the term (other than periods of enrollment in an institution of higher education). The balloting shall take place via electronic vote26 and/or at a meeting called for that purpose by the Senior Athlete Representative or the Athletes Committee, or failing that, at a time and in a manner designated by the Board of Directors. At least twenty (20) days’ public notice of the election shall be given. The Athlete Representatives elected shall be determined by a majority of the [define the athlete voting members who elect the Athlete Representatives].

Provision B: Two (2) Athlete Representatives shall be elected by the House of Delegates, one each year, for a two-

year term or until their respective successors are elected. At the time of election, the Athlete Representative must (a) be an athlete member in good standing; (b) be at least a sophomore in high school or at least 16 years of age, (c) be currently competing, or have competed during the three (3) immediately preceding years, in the program of swimming conducted by XXSI or another LSC; and (d) have his or her place of permanent residence in the Territory and expect to reside therein throughout at least the first half of the term (other than periods of enrollment in an institution of higher education).

Two provisions are offered concerning the method of selection of the Coach Representatives to the Board of Directors. Select one and delete the other.

.2 COACH REPRESENTATIVE(S)

Provision A: One (1) Coach Representatives shall be elected, in even years for a two-year term, or until a successor is elected.27 The election of the Coach Representatives shall be conducted via electronic vote28 and/or at a meeting called for that purpose by the Senior Coach Representative, the Coaches Committee or the Board of Directors, and determined by a majority of the Coach Members in good standing present and voting or, failing that, at a time and place and in a manner designated by the Board of Directors. At least twenty (20) days’ public notice of the election shall be given.

Provision B: One (1) Coach Representatives shall be elected, in even years for a two-year term, or until a successor

is elected.29 The election of the Coach Representatives shall be conducted at the annual meeting of the House of Delegates and determined by a majority vote of the members of the House of Delegates present and voting, or,

February 2, 2018 8

failing that, at a time and place and in a manner designated by the Board of Directors. .3 COMMITTEE CHAIRS/COORDINATORS/AT-LARGE BOARD MEMBERS 30

A. The following committee chairs/coordinators/at-large Board members shall be elected by the House of Delegates: [List as appropriate]

B. The following committee chairs /coordinators/ at-large Board members shall be elected as follows: [List as

appropriate]

EXAMPLES: (1) The Officials Chair shall be elected by the Officials Committee in accordance with XXSI Policies and

Procedures. (2) At-Large Board members shall be elected by the regions they represent in accordance with the rules of

each region or the XXSI Policies and Procedures. (3) The At-Large Athlete Board members shall be elected by the athletes at the same time as the Athlete

Representatives.

C. The following committee chairs/coordinators/ at-large Board members shall be appointed by the General Chair with advice and consent of the Board of Directors: [List as appropriate]

606.3 ELIGIBILITY - Only Individual Members of XXSI in good standing shall be eligible to hold office and must maintain

their eligibility throughout their term of office. 606.4 DOUBLE VOTE PROHIBITED - An Individual Member entitled to vote in Board of Directors meetings may only have

one vote, regardless of the number of positions held by such Member. 606.5 OFFICES SPLIT OR COMBINED - .1 OFFICE HELD BY TWO PERSONS - Any office other than General Chair, Finance Vice-Chair and Treasurer,

may be held jointly by two Individual Members. Two individuals who are sharing an office shall share one vote. .2 OFFICES COMBINED - Any office other than General Chair may be combined with any other office except

that the offices of Finance Vice-Chair and Treasurer may not be combined. 606.6 TERMS OF OFFICE — .1 TERM OF OFFICE - The terms of office of all members of the Board of Directors shall be [insert a number]

years.31 .2 COMMENCEMENT OF TERM - Each person elected or appointed to a position shall assume office upon

election or appointment and shall serve until a successor is chosen.32 .3 CONSECUTIVE TERMS LIMITATION - Except for the Secretary and Treasurer, no Individual Member who

has served two successive terms shall be eligible for re-election or appointment to the same position until a lapse of one term. A portion of any term served to fill a vacancy in the position shall not be considered in the computation of this successive terms limitation. 33

606.7 DUTIES - The duties of the officers and other Board Members shall be to attend and participate in all meetings of the

House of Delegates and the Board of Directors and as defined in these Bylaws, the XXSI Policies and Procedures, and applicable state laws.

606.8 RESIGNATIONS — Any officer may resign by by submitting a written resignation to the General Chair or the Board of

Directors specifying an effective date of the resignation. In the absence of a specified effective date, any such resignation shall take effect upon the appointment or election of a successor.

606.9 VACANCIES AND INCAPACITIES -

February 2, 2018 9

.1 OFFICE OF GENERAL CHAIR - In the event of a vacancy in the office of General Chair, or of the General

Chair’s temporary or permanent incapacity, the Administrative Vice-Chair shall become the acting General Chair until an election can be held at the next meeting of the House of Delegates to fill the remaining term, if any, of the former General Chair, or until the General Chair ceases to suffer from any temporary incapacity. While serving as acting General Chair, the Administrative Vice-Chair shall vacate the office of Administrative Vice-Chair, except in the case of the General Chair’s temporary incapacity. If the General Chair is to be absent from the Territory, the General Chair may, but is not obligated to, designate the Administrative Vice-Chair as acting General Chair for the duration of the absence.

.2 OFFICES OF ATHLETE OR COACH REPRESENTATIVES OR ANY POSITION ELECTED - In the event

of a vacancy or of the permanent incapacity of a person holding the office of Athlete Representative or Coach Representative, or person who has been elected, the General Chair may appoint, with the advice and consent of the Board of Directors, an eligible member to serve the remainder of the term of office or until the respective body shall elect a successor.

.3 DETERMINATION OF VACANCY OR INCAPACITY - The determination of when an office becomes vacant

or an officer becomes incapacitated shall be within the discretion of the Board of Directors or the House of Delegates with the advice and consent of the electing body. The determination as to when the General Chair is temporarily incapacitated shall be made, where the circumstances permit, by the General Chair and otherwise shall be within the discretion of the Board of Directors, subject to any subsequent action by the House of Delegates.

. 606.10 REMOVAL OF DIRECTORS - Directors may be removed in accordance with 604.5.9 and 605.6.10 of these Bylaws. 606.11 OFFICERS’ POWERS GENERALLY - .1 AUTHORITY TO EXECUTE CONTRACTS, ETC. - The General Chair, Administrative Vice-Chair, Senior

Vice-Chair, Age Group Vice-Chair and Finance Vice-Chair each may sign and execute in the name of XXSI deeds, mortgages, bonds, contracts, agreements or other instruments duly authorized by the XXSI Policies and Procedures, the Board of Directors or the House of Delegates, except in cases where the signing and execution thereof shall be expressly delegated by the Board of Directors to another officer or agent, expressly requires two or more signatures or is required by law to be otherwise executed. Additional signing authority may be provided by standing resolutions of the Board of Directors or the House of Delegates.34

.2 ADDITIONAL POWERS AND DUTIES - Each officer shall have other powers and perform other duties as

prescribed in the XXSI Policies and Procedures or by the House of Delegates, the Board of Directors, the General Chair, the respective division chair, the delegating officer, or these Bylaws.

.3 DELEGATION - Officers of XXSI may delegate any portion of their powers or duties to an individual or a

committee, except that neither the Finance Vice-Chair nor the Treasurer may delegate duties to the other without the consent of the Board of Directors. In addition, the authority to sign checks, drafts, orders of withdrawal or wire transfers shall not be delegated other than by the Board of Directors. Except as otherwise provided in these Bylaws and with the consent of the Board of Directors or Personnel Committee, [select one] any officer may delegate any portion of that officer’s powers or duties to the paid staff of XXSI. A delegation of powers or duties shall not relieve the delegating officer of the ultimate responsibility to see that these duties and obligations are properly executed or fulfilled.

606.12 DEPOSITORIES AND BANKING AUTHORITY — .1 DEPOSITORIES, ETC. - All receipts, income, charges and fees of XXSI shall be deposited to its credit in the

banks, trust companies, other depositories or custodians, investment companies or investment management companies as the Board of Directors determines.

.2 SIGNATURE AUTHORITY - All checks, drafts or other orders for the payment or transfer of money, and all

notes or other evidences of indebtedness issued in the name of XXSI shall be signed by the General Chair, the Treasurer or other officer or officers or agent or agents of XXSI, and in the manner, as shall be determined by the

February 2, 2018 10

Finance Vice-Chair, the Finance Committee or the Board of Directors.

ARTICLE 607 DIVISIONS, COMMITTEES AND COORDINATORS

607.1 DIVISIONAL ORGANIZATION AND JURISDICTIONS, STANDING COMMITTEES AND COORDINATORS - The

divisions of XXSI shall each be chaired as indicted below with respective duties, jurisdiction and responsibilities described in the XXSI Policies and Procedures.35

.1 ADMINISTRATIVE DIVISION - Administrative Vice-Chair .2 AGE GROUP DIVISION - Age Group Vice-Chair36

.3 SENIOR DIVISION - Senior Vice-Chair37 .4 FINANCE DIVISION - Finance Vice-Chair .5 ATHLETES DIVISION - Senior Athlete Representative .6 COACHES DIVISION - Senior Coach Representative 607.2 ELECTED, EX OFFICIO AND APPOINTED CHAIRS AND COORDINATORS

.1 ELECTED CHAIRS AND COORDINATORS - Committee chairs and coordinators who are not Board members, but are elected by the House of Delegates, a committee or division, are as follows: [list members]:

.2 EX-OFFICIO CHAIR - Certain other committee chairs are designated ex-officio by virtue of an office currently held.

.3 APPOINTED CHAIRS AND COORDINATORS - The chairs of all other committees and all other coordinators shall be appointed by the General Chair with the advice and consent of the Board of Directors and the respective division chair. The appointed committee chair or coordinator shall assume office upon appointment or the date designated by the General Chair, and shall serve until a successor is appointed and assumes office.

607.3 COMMITTEES - In addition to the standing committees listed herein, the Board of Directors and the House of Delegates

are each authorized to establish additional committees to meet programming needs.38 Except as otherwise provided in these Bylaws or the XXSI Policies and Procedures, members of each committee shall be appointed by the General Chair with the advice and consent of the respective division chair and the chair of the committee. Athlete members of each committee shall be appointed by the General Chair with the advice of the Senior Athlete Representative. Athlete membership shall constitute at least twenty percent (20%) of the voting membership of every committee. The division chair shall be an ex-officio member, with voice and vote, of each committee within the respective division.

607.4 STANDING COMMITTEES & COORDINATORS

.1 ATHLETES COMMITTEE -

A. CHAIR - The Senior Athlete Representative or his/her designee shall be the chair of the committee.

B. MEMBERS - The Athletes Committee shall consist of the Athlete Representatives, the Athlete At-Large Board members and [include any additional athlete members].

C. DUTIES - The Athletes’ Committee shall have general charge of the business and affairs of the Athletes of

XXSI, and shall undertake such activities (a) delegated to it by the Board of Directors or the General Chair or (b) undertaken by the Committee as being in the best interests of the Athlete Members, XXSI, USA Swimming and the sport of swimming

.2 FINANCE COMMITTEE -

A. CHAIR - The chair shall be the Finance Vice-Chair. B. MEMBERS - The members of the Finance Committee shall be the Finance Vice-Chair, the Treasurer, [include

additional defined members] and a sufficient number of athletes so as to constitute at least twenty percent (20%) of the voting membership of the Committee.

February 2, 2018 11

C. DUTIES - (1) To develop, establish where so authorized, or recommend to the Board of Directors, and supervise the

execution of policy regarding the investment of XXSI’s working capital, funded reserves and endowment funds, within the guidelines, if any, established by the Board of Directors or the House of Delegates. The Finance Committee shall also regularly review XXSI’s equipment needs (both operational and office) and the various methods available to finance the acquisition of any needed equipment, and make a determination and recommendation of the best financing method.

(2) To conduct a review or audit, or recommend an independent auditor to conduct the required annual review or audit of the books of XXSI.39 If conducted internally, a minimum of three (3) committee members with a sufficient number of athletes to constitute at least 20% of the voting membership, must conduct the review or audit. The Treasurer cannot be a member of the group performing the audit, but can be present to provide clarification, information and answer questions.

(3) To submit the review or audit and other reports and make recommendations to the Board of Directors with regard thereto.

(4) To consult with the officers, committee chairs and coordinators and prepare and present a proposed budget for consideration and approval by the Board of Directors and the House of Delegates. The officers, committee chairs and coordinators shall provide promptly such financial information (current and projected) and budget proposals as the Finance Committee may request.40 The proposed budget may contain alternatives.

(5) To complete and submit any state and local reports and filings.

Two provisions are offered with respect to Governance or Nominating Committees. Select one and delete the other. Provision A (combined Governance & Nominating Committee)

.3 GOVERNANCE COMMITTEE -

A. CHAIR - The chair shall be elected annually by the Governance Committee from among its own members. Two options are offered concerning the method of selection of the Governance Committee members. Select one and delete the other.

B. Option 1 MEMBERS - The Governance Committee members shall be appointed by the General Chair with advice and consent of the

Board of Directors. The Committee shall be comprised of [list the number in factors of 3 or 4, in alignment with the term of office] with a sufficient number of athletes so as to constitute at least twenty percent (20%) of the voting membership of the Committee. Each member shall serve a three or four-year [select one] term, staggered so that one-fourth (1/4) or one-third (1/3) [select one to coincide with factor selected above] of such members are appointed each year. No more than one-half (1/2) of the Governance Committee members shall be members of the XXSI Board of Directors at any given time. After completion of two consecutive terms, members are not eligible for re-appointment to the Governance Committee until after a lapse of two years. A portion of any term served to fill a vacancy in the position shall not be considered in the computation of the successive term limitation. In no case shall the General Chair serve on the Governance Committee.

Option 2 MEMBERS – The Governance Committee shall be elected by the House of Delegates and shall be comprised of at least [insert

a number] members, with a sufficient number of athletes so as to constitute at least twenty percent (20%) of the voting membership of the Committee. No more than one half of the Committee shall be members of the XXSI Board of Directors. If any member of the Governance Committee resigns or otherwise becomes unable to participate in its affairs, the General Chair, with the advice and consent of the Board of Directors, shall appoint a successor to serve until the next meeting of the House of Delegates. In no case shall the General Chair serve on the Governance Committee. Members shall serve two-year terms, staggered so that approximately one-half of the members are elected each year. After completion of three consecutive terms, members are not eligible to be elected or appointed to the Governance Committee until after a lapse of two years. A portion of any term served to fill a vacancy in the position shall not be considered in the computation of the successive term limitation.

February 2, 2018 12

C. QUORUM - When making nominations, a quorum for any meeting of the Governance Committee shall consist of a majority of its voting members. For all other meetings, a quorum shall consist of those members present and voting.

D. DUTIES

(1) To assist in periodic evaluation of the mission and vision statements and the Bylaws of XXSI; (2) To aid in the development of operating policies regarding conflict of interest (Board and staff), document

retention, ethics, whistle-blower, procurement, contract review, grievance and other employment-related practices, etc.;

(3) To aid in the development of personnel practices procedure including job descriptions and annual review of staff;

(4) To ensure that the Board’s focus remains on the strategic plan; (5) To aid in the development of expectations and processes for accountability of Board members; (6) To develop criteria for the qualities and required characteristics of Board officers; (7) To lead Board succession planning by assessing current and anticipated needs for Board composition and

identifying and recruiting potential Board members; (8) To nominate Board members, Administrative Review Board members, and other coordinator or chair

positions to be elected by the House of Delegates consistent with the matrix of skills, demographics, and talents needed;

(9) To publish the slate of candidates to the XXSI membership at least twenty (20) days prior to the election. Additional nominations may be made from the floor of the House of Delegates by voting members of the House of Delegates;

(10) To design and implement Board orientation and an ongoing program of Board education and development; and

(11) To lead periodic assessment of the Board’s performance (as a whole and of individual members) and make recommendations to enhance Board effectiveness.

Provision B (separate Governance & Nominating Committees)

.3 NOMINATING COMMITTEE -

A. CHAIR - The Chair shall be elected annually by the Nominating Committee from among its own members. B. MEMBERS - The House of Delegates shall annually elect at least [insert a number] individuals to the

Nominating Committee to serve a one-year term, with a sufficient number of athletes so as to constitute at least

twenty percent (20%) of the voting membership of the Committee. Terms shall commence at the conclusion of the meeting at which members were elected and end when their successors assume office. If any member of the Nominating Committee resigns or otherwise becomes unable to participate in its affairs, the General Chair, with the advice and consent of the Board of Directors, shall appoint a successor to serve until the next meeting of the House of Delegates. No individual shall be eligible to serve more than six (6) consecutive years on the Nominating Committee until after a lapse of two years. A portion of any term served to fill a vacancy in the position shall not be considered in the computation of the successive term limitation. In no case shall the General Chair serve on the Nominating Committee.

C. QUORUM - A quorum for any meeting of the Nominating Committee shall consist of a majority of its voting

members. D. DUTIES –

(1) To nominate Board members, Administrative Review Board members, and other coordinator or chair positions to be elected by the House of Delegates consistent with the matrix of skills, demographics, and talents needed.

(2) To publish the slate of candidates to the XXSI membership at least twenty (20) days prior to the election. Additional nominations may be made from the floor of the House of Delegates by voting members of the House of Delegates.

.4 GOVERNANCE COMMITTEE -

February 2, 2018 13

A. CHAIR - The Chair shall be elected annually by the Governance Committee from among its own members.

B. MEMBERS - The Governance Committee members shall be appointed by the General Chair with advice and consent of the Board of Directors. The Committee shall be comprised of at least [insert a number] members with a sufficient number of athletes so as to constitute at least twenty percent (20%) of the voting membership of the Committee. Each member shall serve a three or four-year [select one] term. Terms shall be staggered such that approximately one-fourth (1/4) or one-third (1/3) [select one to coincide with term selected above] of members are appointed each year.

C. DUTIES– It shall be the duty of the Governance Committee to:

(1) Assist in periodic evaluation of the mission and vision statements and the Bylaws of XXSI; (2) Aid in the development of operating policies regarding conflict of interest (Board and staff), document

retention, ethics, whistle-blower, procurement, contract review, grievance and other employment-related practices, etc.;

(3) Aid in the development of personnel practices procedure including job descriptions and annual review of staff;

(4) Assist in shaping the Board’s agenda based on the strategic plan; (5) Aid in the development of expectations and processes for accountability of Board members; (6) Develop criteria for the qualities and required characteristics of Board officers; (7) Lead Board succession planning by working with the Nominating Committee to assess current and

anticipated needs for Board composition; (8) Design and implement Board orientation and an ongoing program of Board education and development;

and (9) Lead periodic assessment of the Board’s performance (as a whole and of individual members) and make

recommendations to enhance Board effectiveness. .5 SAFETY COMMITTEE/COORDINATOR41

A. CHAIR - The chair shall be the Safety Committee Chair. B. MEMBERS - The Committee shall be comprised of the Safety Committee Chair, at least [insert a number]42

members with a sufficient number of athletes so as to constitute at least twenty percent (20%) of the voting membership of the Committee.

C. DUTIES - The duties shall be as outlined in the XXSI Policies and Procedures.

.6 EXECUTIVE COMMITTEE43

A. AUTHORITY AND POWER - The Executive Committee shall have the authority and power to act for the

Board of Directors and XXSI between meetings of the Board and the House of Delegates. Limitations to the authority and power of the Executive Committee shall be determined by the Board of Directors and included in the XXSI Policies and Procedures.

B. MEMBERS - The members of the Executive Committee shall be the

(1) General Chair, who shall act as chair, (2) Administrative Vice-Chair, (3) Senior Vice-Chair44 (4) Age Group Vice-Chair45 (5) Secretary, (6) Finance Vice-Chair, (7) Senior Coach Representative, (8) Senior Athlete Representative, and (9) Junior Athlete Representative.

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C. MEETINGS AND NOTICE - Meetings of the Executive Committee shall be held at any time or place within the Territory when called by the General Chair or any three (3) members of the Committee with a minimum of three (3) days’ notice required.

D. QUORUM - A quorum of the Executive Committee shall consist of a majority of the members of the

Committee. E. REPORT OF ACTION TO BOARD OF DIRECTORS - At the next regular or special meeting of the Board of

Directors, the Executive Committee shall make a report of its activities since the last Board of Director’s meeting for ratification or prospective modification or rescission, provided, however, that any action of the Executive Committee upon which a third party may have relied (e.g., by signing, or authorizing the signing of a contract) may not be modified or rescinded by the Board of Directors or the House of Delegates.

607.5 DUTIES OF CHAIRS AND COORDINATORS GENERALLY - The duties of the General Chair, the division chairs,

committee chairs, and coordinators (in addition to those provided elsewhere in these Bylaws) shall be as follows:

.1 Preside at all meetings of the respective division, committee or subcommittee; .2 See that all duties and responsibilities of the coordinator or the respective division, committee or sub-committee in

his or her charge are properly and promptly carried out; .3 Appoint such committees or sub-committees as may be necessary to fulfill the duties and responsibilities of the

coordinator or division or committee, respectively; .4 Communicate with the General Chair, respective division, coordinator, committee or subcommittee members and

the staff or Secretary [select one] to keep them fully informed; .5 Appoint a member as secretary of the committee or subcommittee charged with taking minutes of each meeting and

forward reports or minutes of all meetings to the staff or Secretary [select one]; and .6 Perform the other specific duties listed in XXSI’s Policies and Procedures or as may be delegated by the General

Chair, the respective division chair or committee chair, the Board of Directors or the House of Delegates. 607.6 DUTIES OF COMMITTEES GENERALLY - Except as otherwise provided in these Bylaws, the duties of the committees

shall be prescribed by the XXSI Policies and Procedures. 607.7 REGULAR AND SPECIAL MEETINGS - Regular and special meetings of committees or sub-committees of XXSI shall

be held as determined by the respective Vice-chairs or committee or sub-committee chair. 607.8 OPEN MEETING/CLOSED SESSIONS - Meetings of committees and sub-committees, other than a Personnel Committee

meeting, shall be open to all members of XXSI. Matters relating to personnel, disciplinary action, legal, taxation and similar affairs shall be deliberated and decided in a closed session which only the respective members are entitled to attend. By a majority vote, a committee or sub-committee may decide to go into closed session on any matter deserving of confidential treatment or of personal concern to any member of the committee or sub-committee.

607.9 VOICE AND VOTING RIGHTS OF COMMITTEE MEMBERS - Each Committee member shall have both voice and

vote in their respective meetings. 607.10 ACTION BY WRITTEN CONSENT - Any action required or permitted to be taken at any meeting of a committee may

be taken without a meeting if all the committee members entitled to vote consent to the action in writing and the written consents are filed with the records of the meetings. These consents shall be treated for all purposes as a vote taken at a meeting.

607.11 PARTICIPATION THROUGH COMMUNICATIONS EQUIPMENT - Members of any committee may participate in a

meeting of the committee or through conference equipment by means of which all persons participating in the meeting can hear each other at the same time. Participation by such means shall constitute presence at a meeting.

February 2, 2018 15

607.12 QUORUM - Except as otherwise provided in these Bylaws or in the resolution or other action establishing a committee, a quorum of any committee shall consist of those members present.

607.13 VOTING - Except as otherwise provided in these Bylaws or the Parliamentary Authority, all motions, orders and other

propositions coming before a committee shall be determined by a majority vote. 607.14 PROXY VOTE - Voting by proxy in any meeting of a committee shall not be permitted. 607.15 NOTICES .1 TIME - Except as otherwise provided in these Bylaws or the resolution or other action establishing a committee, not

less than two (2) days’ written notice shall be given for any meeting of a committee. .2 INFORMATION - The notice of a meeting shall contain the time, date, and site. 607.16 RESIGNATIONS - Any committee chair or member or coordinator may resign by submitting a written resignation to the

General Chair or the Board of Directors specifying an effective date of the resignation. If such date is not specified, the resignation shall take effect upon the appointment of a successor.

607.17 VACANCIES - The determination of when the position of an appointed committee chair, committee member or a coordina-

tor becomes vacant or the person becomes incapacitated, if not made by the person, shall be within the discretion of the Board of Directors. In the event of a vacancy or permanent incapacity, the General Chair, with the advice and consent of the Board of Directors and the respective division chair, shall appoint a successor to serve until the conclusion of the incumbent’s term. A temporary incapacity may be left unfilled at the discretion of the General Chair or an appointment may be made for the duration of the temporary incapacity.

607.18 DELEGATION - With the consent of the Board of Directors or the respective division chair, a committee chair or a

coordinator may delegate a portion of their powers or duties to another officer of XXSI, or to another committee, subcommittee, or coordinator, or with the consent of the Board of Directors and the Personnel Committee, to the paid staff of XXSI. Notwithstanding any delegation, the ultimate responsibility for the delegated duties and obligations shall remain with the delegator.

607.19 APPLICATION TO COMMITTEES AND ADMINISTRATIVE REVIEW BOARD - Sections 607.5 through 607.18 shall

apply to all committees, unless otherwise provided in these Bylaws, in the resolution creating the committee or in the XXSI Policies and Procedures. These provisions shall also apply to Administrative Review Board meetings, but shall not apply to its hearings or deliberations.

ARTICLE 608

ANNUAL AUDIT, REPORTS AND REMITTANCES

XXSI shall submit any reports and remittances required by the USA Swimming Corporate Bylaws, by the USA Swimming Board of Directors, the President/CEO of USA Swimming or by any agreement between XXSI and USA Swimming. Reports required to be submitted to USA Swimming by XXSI include annual financial and federal tax reports and the annual audit or review.

ARTICLE 609

ORGANIZATION, AMENDMENT OF BYLAWS AND DISSOLUTION 609.1 NON-PROFIT AND CHARITABLE PURPOSES - XXSI is organized exclusively for charitable and educational purposes

and for the purpose of fostering national or international amateur sports competition within the meaning of section 501(c)(3) of the IRS Code. Notwithstanding any other provision of these Bylaws, XXSI shall not, except to an insubstantial degree, (1) engage in any activities or exercise any powers that are not in furtherance of the purposes and objectives of XXSI or (2) engage in any activities not permitted to be carried on by: (A) a corporation exempt from federal income tax under such section 501(c)(3) of the IRS Code or (B) a corporation to which contributions, gifts and bequests are deductible under sections 170(c)(2), 2055(a)(2) and 2522(a)(2) of the IRS Code.

609.2 DEDICATION OF ASSETS, ETC. - The revenues, properties and assets of XXSI are irrevocably dedicated to the purposes

February 2, 2018 16

set forth in Sections 601.2 and 609.1 of these Bylaws. No part of the net earnings, properties or assets of XXSI shall inure to the benefit of any private person or any member, officer or director of XXSI.

609.3 AMENDMENTS - Any provision of these Bylaws not mandated by USA Swimming may be amended at any meeting of

the XXSI House of Delegates by a two-thirds (2/3) vote of the members present and voting. Amendments so approved shall not take effect until reviewed and approved by the USA Swimming Rules and Regulations Committee. Changes to Required LSC Bylaws shall be effective on the date established in the amending USA Swimming legislation.

609.4 DISSOLUTION - XXSI may be dissolved only upon a two-thirds (2/3) vote of all the voting members of the House of

Delegates. Upon dissolution, the net assets of XXSI shall not inure to the benefit of any private individual, unincorporated organization or corporation, including any member, officer or director of XXSI, but shall be distributed to USA Swimming, to be used exclusively for educational or charitable purposes. If USA Swimming, is not then in existence, or is not then a corporation which is exempt under section 501(c)(3) of the IRS Code and to which contributions, bequests and gifts are deductible under sections 170(c)(2), 2055(a)(2) and 2522(a)(2) of the IRS Code, the net assets of XXSI shall be distributed to a corporation or other organization meeting those criteria and designated by the House of Delegates at the time of dissolution, to be used exclusively for educational or charitable purposes.

ARTICLE 610 INDEMNIFICATION46

610.1 INDEMNITY - XXSI shall indemnify, protect and defend, in the manner and to the full extent permitted by law, any

Indemnified Person in respect of any threatened, pending or completed action, suit or proceeding, whether or not by or in the right of XXSI, and whether civil, criminal, administrative, investigative or otherwise, by reason of the fact that the Indemnified Person bears or bore one or more of the relationships to XXSI specified in Section 610.3 and was acting or failing to act in one or more of those capacities or reasonably believed that to be the case. Where specifically required by law, this indemnification shall be made only as authorized in the specific case upon a determination, in the manner provided by law, that indemnification of the Indemnified Person is proper in the circumstances. XXSI may, to the full extent permitted by law, purchase additional insurance to that provided by USA Swimming, and maintain insurance on behalf of any Indemnified Person against any liability that could be asserted against the Indemnified Person.

610.2 EXCLUSION - The indemnification provided by this Article 610, shall not apply to any Indemnified Party whose otherwise

indemnified conduct is finally determined to have been in bad faith, self-dealing, gross negligence, wanton and willful disregard of applicable laws, rules and regulations, of the USA Swimming Rules and Regulations, of the USA Swimming Code of Conduct or these Bylaws or who is convicted of a crime (including felony, misdemeanor and lesser crimes) involving sexual misconduct, child abuse, violation of a law specifically designed to protect minors or similar offenses, or who is found by the Zone Board of Review, the National Board of Review, or the U.S. Center for SafeSport to have committed actions which would be the basis for such a conviction and, in each case, the otherwise indemnifiable conduct (or failure to act) was, or was directly related to, the predicate acts of the conviction or finding.

610.3 INDEMNIFIED PERSONS - As used in this Article 610, “Indemnified Person” shall mean any person who is or was a

Board Member, [Administrative Review Board member], Group Member Representative, officer, official, coach, committee chair or member, coordinator, volunteer, employee or agent of XXSI, or is or was serving at the direct request of XXSI as a director, officer, Group Member Representative, meet director, official, coach, committee chair or member, coordinator, volunteer, employee or agent of another person or entity involved with the sport of swimming.

610.4 EXTENT OF INDEMNITY - To the full extent permitted by law, the indemnification provided in this Article shall include

expenses (including attorneys’ fees, disbursements and expenses), judgments, fines, penalties and amounts paid in settlement, and, except as limited by applicable laws, these expenses shall be paid by XXSI in advance of the final disposition of such action, suit or proceeding. If doubt exists as to the applicability of an exclusion to XXSI’s obligation to indemnify, XXSI may require an undertaking from the Indemnified Person obliging him to repay such sums if it is subsequently determined that an exclusion is applicable. In the case of any person engaged in the sport of swimming for compensation or other gain, if XXSI determines that there is reasonable doubt as to such person’s ability to make any repayment, XXSI shall not be obligated to make any payments in advance of the final determination. This indemnification shall not be deemed to limit the right of XXSI to indemnify any other person for any such expenses to the full extent permitted by law, nor shall it be deemed exclusive of any other rights to which any Indemnified Person may be entitled under any agreement, vote of members or disinterested directors or otherwise, both as to action in an official capacity and as to action in another capacity while holding such office.

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610.5 SUCCESSORS, ETC. - The indemnification provided by this Article shall continue as to an Indemnified Person who has

died or been determined to be legally incompetent and shall apply for the benefit of the successors, guardians, conservators, heirs, executors, administrators and trustees of the Indemnified Person.

ARTICLE 611 PARLIAMENTARY AUTHORITY

ROBERT’S RULES - Robert’s Rules of Order Newly Revised shall govern XXSI and any of its constituent or component

parts, committees, etc., in the conduct of meetings in all cases to which they apply and in which they are not inconsistent with these Bylaws and any special rules of order XXSI, the House of Delegates, the Board of Directors or its divisions, committees, etc., may adopt.

ARTICLE 612 MISCELLANEOUS

612.1 EFFECT OF STATE LAW CHANGES (SEVERABILITY) - If any portion of these Bylaws shall be determined by a final

judicial decision to be, or as a result of a change in the law of the State or Commonwealth of [insert the name of the state of incorporation] become, illegal, invalid or unenforceable, the remainder of these Bylaws shall continue in full force and effect.

612.2 FISCAL YEAR - The fiscal year of XXSI shall end on the last day of [fill in the ending month]. 612.3 TAX STATUS; INTERPRETATION OF BYLAWS - It is intended that XXSI shall have and continue to have the status

of an organization which is exempt from federal income taxation under section 501(c)(3) of the IRS Code and to which contributions, bequests and gifts are deductible for federal income, estate and gift tax purposes under sections 170(c)(2), 2055(a)(2) and 2522(a)(2) of the IRS Code, respectively. Similarly, it is intended that XXSI shall have that or similar status under the applicable state and local laws as will exempt it from taxation to the maximum extent possible to the extent not contrary to applicable federal requirements. These Bylaws shall be interpreted accordingly.

ARTICLE 613 ADMINISTRATIVE REVIEW BOARD47

613.1 INTRODUCTION - USA Swimming was organized as the National Governing Body for the sport of swimming under the

Amateur Sports Act of 1978, as amended by the Ted Stevens Olympic and Amateur Sports Act of 1998, both federal laws. These laws require USA Swimming to establish and maintain provisions for the swift and equitable resolution of all disputes involving any of its members. This Article, together with Section 602.2 and Part Four of the USA Swimming Rules and Regulations, are intended to provide a mechanism for resolving in an orderly and fair way all manner and kinds of disputes that may arise among its members in connection with the sport of swimming. Accordingly, XXSI has established the Administrative Review Board to hear complaints and appeals regarding administrative matters within XXSI which do not rise to the level of Code of Conduct violations and are not appeals of sanction decisions. The Administrative Review Board shall have no jurisdiction to hear complaints regarding conduct that may violate the USA Swimming Code of Conduct or otherwise violate the policies, procedures, rules and regulations adopted by USA Swimming, or conduct that may bring USA Swimming, XXSI or the sport of swimming into disrepute. This Article, together with Part Four of the USA Swimming Rules and Regulations, is intended to provide a fair hearing before a group of independent and impartial people. This Article and Part Four of the Rules shall be construed accordingly.

613.2 ADMINISTRATIVE REVIEW BOARD ORGANIZATION - .1 Establishment - The Administrative Review Board of XXSI shall be independent and impartial. .2 Members - The Administrative Review Board shall have at least [insert a number] regular members48, with a

sufficient number of athlete members to constitute at least 20% of the voting membership. At least three members of the Administrative Review Board shall hear each case, with a sufficient number of athlete members to constitute

February 2, 2018 18

at least twenty percent (20%) of its membership. No hearing shall proceed without the required athlete representation. The House of Delegates may increase the number of regular or alternate members by resolution but subsequent to the adoption of these Bylaws may only decrease the number of regular or alternate members upon the expiration of the term of office of any incumbent members.

.3 Election; Term of Office; Eligibility - A. Election - The House of Delegates shall biennially elect regular and alternate members of the Administrative

Review Board: B. Term of Office - The term of office shall be two (2) years. Each member and alternate member shall assume

office upon election and shall serve until a successor takes office.

C. Eligibility - Each regular and alternate member of the Administrative Review Board shall be an Individual Member of XXSI and USA Swimming. In no case shall members of the Board of Directors serve on the Administrative Review Board.

.4 Chair Elected by Board; Other Officers - The Chair of the Administrative Review Board (the “Chair”) who must be

a regular member, shall be elected biennially by a majority vote of the regular members of the Administrative Review Board. The Chair shall biennially appoint a Vice-Chair and a Secretary of the Administrative Review Board, each of whom must be regular members.

.5 Meetings - The Administrative Review Board shall meet for administrative purposes as necessary, to elect the Chair,

to adopt rules and procedures and to conduct other business as may be helpful or necessary to achieve the purposes of the Administrative Review Board and efficiently exercise its duties and powers. Other meetings may be called by the Chair or any two regular members. When meeting for administrative purposes, Section 607.19 shall apply to the Administrative Review Board.

.6 Participation Through Communications Equipment - Members of the Administrative Review Board may participate

in a meeting or hearing of the Administrative Review Board, and any hearing may be conducted, in whole or in part, through conference telephone or similar equipment by means of which all persons participating in the meeting can hear each other at the same time. Participation by these means shall constitute presence in person at such a meeting or hearing.

.7 Quorum - A quorum for any administrative meeting of the Administrative Review Board shall be fifty percent (50%)

of its regular members. .8 Resignations - Any regular or alternate member of the Administrative Review Board may resign by submitting a

written resignation to the Chair, the General Chair or the Board of Directors specifying an effective date of the resignation. In the absence of a specified effective date, any such resignation shall take effect upon the appointment or election of a successor.

.9 Incapacities and Vacancies - Determination of Vacancy or Incapacity - In the event of a vacancy in the office of the

Chair, or other members of the Administrative Review Board, XXSI shall have in place reasonable written and published rules consistent with the laws of the state of incorporation of XXSI to determine when such membership on the Administrative Review Board becomes vacant or a Chair or member becomes incapacitated. The determination as to when the Chair is temporarily incapacitated shall be made, where the circumstances permit, by the Chair and otherwise shall be within the discretion of the Administrative Review Board, subject to any subsequent action of the Board of Directors.

.10 Substitutions for Member - In the event that a regular member of the Administrative Review Board is unable or

unwilling to promptly act for any reason, recuses herself or himself or is disqualified in any particular circumstance, the Chair (or, if the person so unable or unwilling to act or recused or disqualified is the Chair, the Vice-Chair; or failing that, the General Chair) shall appoint an alternate member to act in the regular member’s place in respect of that circumstance.

613.3 GENERAL -

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.1 Administrative Powers - The Administrative Review Board shall have the powers and the duty to: A. administer and conduct the affairs and achieve the purposes of the Administrative Review Board, B. establish policies, procedures and guidelines, C. elect the Chair, D. call regular or special meetings of the Administrative Review Board, E. retain attorneys, agents and independent contractors and employ those persons which the Administrative

Review Board may determine are appropriate, necessary or helpful in the administration and conduct of its affairs, and

F. take such action as may otherwise be appropriate, necessary or helpful in the administration and conduct of its affairs, the achievement of its purposes and the efficient exercise of its duties and powers.

.2 Rule Making Powers - The Administrative Review Board shall have the power and the duty to promulgate reasonable

rules and procedures consistent with the corporation laws of XXSI with respect to any matter within its jurisdiction or appropriate, necessary or helpful in the administration and conduct of its affairs. Such rules and procedures shall have the same force and effect as if they had been adopted as part of these Bylaws.

.3 Exercise of Powers and Decisions - Except for authority and power granted to the Chair, the exercise of the authority

and powers of the Administrative Review Board and the decision of matters which are the subject of a hearing shall be decided by a majority vote of the Administrative Review Board. The views of any dissenters shall be included in the record of the proceeding if requested by the dissenters. The exercise of the Administrative Review Board’s authority and power shall be solely in its discretion and the interests of justice and the sport of swimming.

.4 Timeliness of Petition - The Administrative Review Board need not exercise its jurisdiction with respect to a

complaint the subject matter of which occurred, or concerns or is founded on events which occurred, more than ninety (90) days prior to the date the complaint is received. A determination not to exercise its jurisdiction as a result of the untimeliness of a complaint may be made by the Chair alone and may be the subject of a request for rehearing and, thereafter, appeal to the Zone Board of Review pursuant to Part Four of the USA Swimming Rules and Regulations.

ARTICLE 614

CONVENTIONS AND DEFINITIONS

614.1 CONVENTIONS - .1 TERMS GENERALLY - Whenever the context may require, any pronoun or official title shall include the

corresponding masculine, feminine and neuter forms. The words “include”, “includes” and “including” shall be deemed to be followed by the phrase “without limitation”. The singular shall include the plural and the plural shall include the singular as the context may require. Where the context permits, the term “or” shall be interpreted as though it were “and/or”. Captions have been used for convenience only and shall not be used in interpreting the Bylaws.

.2 CAPITALIZED TITLES - Capitalized titles, such as Secretary or Treasurer, when appearing alone shall refer to

XXSI positions and not to USA Swimming or another organization. .3 NOTICE DEEMED GIVEN; LAST KNOWN ADDRESS - A. Notice by Mail - Notice given and other writings delivered by first class mail, postage prepaid, and addressed

to the last known address shall be deemed given or delivered upon the postmark date for all purposes under these Bylaws.

B. Notice by Email - Notice given and writings delivered by electronic mail to the last known email address

shall be deemed given or delivered for all purposes under these Bylaws. C. Last Known Mail or Email Address - For all purposes under these Bylaws, the last known mail or email

address of a member of XXSI shall be the mail or email address on file with XXSI or in SWIMS.

February 2, 2018 20

.4 TIME PERIOD CONVENTION - In computing time periods established by these Bylaws, the initial time period (days or hours) shall not be included but the last period shall be included.

.5 WAIVER OF NOTICE CONVENTION - Untimely or insufficient notice for any meeting held under the authority

of these Bylaws shall be considered to have been waived if a member attends or participates in the meeting to which such notice referred or to which notice was lacking without, at the earliest opportunity, raising an objection of untimely or insufficient notice having been given for such meeting. If the member is a Group Member Representative, then the relevant Group Member shall be treated as having waived the untimely or insufficient notice to the same extent.

614.2 DEFINITIONS49 - When used in these Bylaws, the following terms shall have the meanings indicated in this Section, and

the definitions of such terms are equally applicable both to the singular and plural forms. .1 ARTICLE - a principal subdivision of these Bylaws. .2 [ARTICLES OR CERTIFICATE] OF INCORPORATION - the document filed with [insert the title of the office and

the state in which the document was filed; usually the Secretary of State] pursuant to which XXSI was formed. .3 ATHLETE REPRESENTATIVE - an Athlete Member elected to represent athletes in the House of Delegates and

on the Board of Directors. .4 BOARD MEMBER - a member of the Board of Directors, including the At-Large Board Members. .5 BOARD OF DIRECTORS - the Board of Directors of XXSI. .6 BYLAWS - these bylaws as adopted and amended from time to time by, and in effect for, XXSI. .7 COACH REPRESENTATIVE - a Coach Member elected to represent the coaches in the House of Delegates and

on the Board of Directors. .8 FINA - the Federation Internationale de Natation, the international governing body for the sport of swimming. .9 GROUP MEMBER REPRESENTATIVE - an individual appointed to represent a Group Member in the House of

Delegates. .10 HOUSE OF DELEGATES - the House of Delegates of XXSI as established by Article 604 of these Bylaws. .11 IMMEDIATE PAST GENERAL CHAIR - the individual who is the immediate past General Chair of XXSI. .12 IRS CODE - the current United States Internal Revenue Code. .13 LOCAL SWIMMING COMMITTEE / LSC - XXSI as defined by the USA Swimming Corporate Bylaws. .14 MEMBER - a Group Member or an Individual Member. .15 NATIONAL BOARD OF REVIEW - the National Board of Review of USA Swimming established pursuant to

Part Four of the USA Swimming Rules and Regulations. Where the context requires, a reference to the National Board of Review shall include a reference to the USA Swimming Board of Directors when that body is acting upon an appeal from the National Board of Review.

.16 POLICIES AND PROCEDURES - the principles, rules, and guidelines of XXSI, as amended and adopted by the

Board of Directors or the House of Delegates. .17 SECTION - a subdivision of the Articles of these Bylaws. .18 TERRITORY - the geographic territory over which XXSI has jurisdiction as a Local Swimming Committee.

February 2, 2018 21

.19 USA SWIMMING - USA Swimming, Inc., a Colorado nonprofit corporation which is the national governing body for the United States for the sport of swimming.

.20 XXSI - the [state of incorporation] not-for-profit corporation to which these Bylaws pertain.

.21 ZONE BOARD OF REVIEW - the Board of Review of the Zone in which XXSI is located, which Zone Board of Review is established pursuant to Part Four of the USA Swimming Rules and Regulations. Where the context requires, a reference to the Zone Board of Review shall include a reference to the National Board of Review when that body is acting upon an appeal from the Zone Board of Review.

1 Substitute the LSC code assigned in Article 603 of the USA Swimming Rulebook for “XX.” 2 Wherever Policies and Procedures is listed throughout this document, the LSC should replace with the appropriately titled

document for that context (such as LSC Rules and Regulations, Board Policy Manual, etc). 3 If the LSC offers optional membership categories, list as appropriate. 4 The LSC may add all, none, or specific chairs/coordinators or other members to the House of Delegates. 5 The LSC may vary the number of representatives accorded Group Members, either by absolute number or by a formula

determining the number that is based on the number of swimmers registered to the Group Member relative to the number of swimmers registered in the LSC. The LSC may deny Affiliated Group Members or Seasonal Club Members the right to be represented [klm comment—want to better understand this]. The LSC may designate categories of its voting delegates, such as athlete, coach, non-coach.

6 If Ex-officio members listed in Section 605.3 are not members of the House of Delegates, list those exceptions here. 7 An LSC may deny the Group Member Representatives of Affiliated Group Members or Seasonal Club Members the right to

vote [klm comment—want to better understand this]. This can be accomplished with the addition of the following clause after “Group Member Representatives” and before the comma: “(other than those of Affiliated Group Members.)”

8 An LSC may specify a specific schedule here. 9 An LSC may vary this provision to provide a higher quorum of either general or limited applicability, but this is not generally

recommended. 10 Each LSC may add to this list other positions in accordance with its needs, but may not remove any of the listed positions.

Typical positions on many Boards include: Officials Chair, Registration/Membership Coordinator, Technical Planning Chair, Diversity Chair, Disability Chair, Safety Chair/Coordinator, and Non-Athletes At-Large.

11 If permitted under the laws of the state of incorporation, a staff member may serve as Secretary with voice but no vote. 12 If permitted under the laws of the state of incorporation, a staff member may serve as Treasurer with voice but no vote. 13 Program Operations Vice-Chair may be substituted. 14 Program Development Vice-Chair may be substituted. 15 The number of At-large Board positions may not exceed a number equal to or greater than half of the voting members of the

Board. 16 The House of Delegates may create classes of At-Large Board Members, such as an At-Large Board membership to be

held by a Coach Member or representatives of the division of XXSI. 17 An LSC may include the provisions for ex-officio members of the Board of Directors such as the Immediate Past General Chair. 18 Although not recommended, this provision may be omitted if desired. Alternatively, or in addition to the club affiliation

limitation, an LSC may impose a limitation based on geography. In order to preserve continuity across the LSCs, if an LSC elects to omit this provision, the Section number and heading should remain with the addition of the following commentary: “This Section is reserved for future use.”

19 This list of duties and powers may be expanded by an LSC, but not contracted. However, an LSC may add a provision that the Board of Directors may not override policy or program established by the House of Delegates either (a) at all or (b) unless the vote reflects a two-thirds or greater majority. In addition, the LSC may not expand the Board’s duties and powers to include removal of persons not appointed by the Board.

20 A LSC may omit the italicized sentence or modify it to remove or reduce the length of the notice required or prohibit the Board from overriding policy established by the House of Delegates.

21 It is recommended that approximately half of the elected positions be elected in odd-numbered and half in even-numbered years using two-year terms of office. This section may be further varied to allow for other terms of office. If staggered, the election year for each office should be specified adjacent to each position listed in 606.1.1 thru 606.1.7

22 Program Operations Vice-Chair may be substituted. 23 Program Development Vice-Chair may be substituted. 24 If permitted under the laws of the state of incorporation, a staff member may serve in the position of secretary with voice

February 2, 2018 22

but no vote and should be indicated in adjacent parentheses that the position is filled by staff and not elected by HOD.

25 If permitted under the laws of the state of incorporation, a staff member may serve in the position of treasurer with voice but no vote and should be indicated in adjacent parentheses that the position is filled by staff and not elected by HOD.

26 Delete the electronic vote option if not permitted under the LSC state law of incorporation. 27 LSCs may substitute this language “Two (2) Coach Representatives shall be elected, one each year for a two-year term, or

until their respective successors are elected.” 28 Delete the electronic vote option if not permitted under the LSC state law of incorporation. 29 LSCs may substitute this language “Two (2) Coach Representatives shall be elected, one each year for a two-year term, or

until their respective successors are elected.” 30 An LSC may choose the methods of selection for all non-officer Board positions. The Athlete & Coach Representatives must be

selected in accordance with provisions A or B. Any single-person position, other than General Chair, that has been listed as a chair should be changed to “coordinator”.

31 The term of office shall not exceed 4 years. 32 An LSC may vary this to provide that the officers shall assume their duties upon the start of the fiscal year of XXSI, a date

corresponding to the end or beginning of the competitive season cycle, or another convenient date specified herein. If a date is specified, then “is chosen” should be deleted and replaced with “takes office.”

33 An LSC may include all, some, or none of the Board Members listed in italics or add other Board Members. No exception may be made for the terms of office of the General Chair or the Vice-Chairs. Consecutive term limits may also be established for service on the Board of Directors, with the exception of the person ascending to the office of the General Chair.

34 The number of officers empowered to sign in the name of the LSC may be changed as deemed appropriate or as mandated by applicable laws and regulations of the state of incorporation or its Articles/Certificate of Incorporation.

35 LSCs are authorized to establish additional divisions to align with their programming needs. 36 Program Development may be substituted for Age Group (Division and Vice-Chair) 37 Program Operations may be substituted for Senior (Division and Vice-Chair) 38 These committees must be defined as standing committees in these Bylaws or as operational committees in the XXSI Policy

and Procedures. 39 These duties may be assigned to a separate Audit Committee, which must be defined as a standing committee in these

Bylaws. 40 These duties may be assigned to a separate Budget Committee, which must be defined as a standing committee in these

Bylaws. 41 If a Safety Coordinator is a Board member, it should not be included in this section. Otherwise, the committee (chair,

members, and duties) must be listed here. If a coordinator but not a Board member, the position and duties must be listed here.

42 The LSC may define specific positions (such as a coach or, official) as members. 43 Existence of an LSC Executive Committee is optional. An LSC may add additional members to an Executive Committee,

although the resulting size at some point defeats the purpose of having an Executive Committee which can be quickly assembled to deal with urgent matters. Similarly, a high quorum requirement may have the same practical effect. [Also need to ensure at least 20% athlete representation.]

44 Program Operations Vice-Chair may be substituted. 45 Program Development Vice-Chair may be substituted. 46 The wording of this Article may be changed to comply with applicable laws and regulations in the jurisdiction of incorporation,

but the substance of this Article is mandatory. In certain jurisdictions, this provision may need to be added to Articles/Certification of Incorporation. Advice of an attorney in such jurisdiction should be sought in connection with the adoption or modification of this Article. A copy of such advice and notice of the corresponding changes to this Article shall be furnished to USA Swimming Rules and Regulations Committee. The indemnity provided by this Article is or may be broader than the insurance presently provided by USA Swimming to the LSCs.

47 Each LSC may (but is not required to) adopt the following Article to allow the LSC to internally handle administrative matters which do not rise to the level of a Code of Conduct violation. LSCs which do not adopt this Article should retain the Article 613 numbering and note: “[Intentionally Deleted.]” where the Article title would otherwise be.

48 The Administrative Review Board must have at least three (3) regular members. Alternate members may be elected. 49 Subsections should be properly alphabetized and numbered within the list of definitions.

CHANGES TO REQUIRED LSC BYLAWS

In General: Simple and Flexible

Removed redundant language

Removed language in conflict with the USA Swimming Rule Book or the Corporate Bylaws

Removed language to LSC Policies & Procedures for greater flexibility

Moved boxed instructions to endnotes

Organized HOD, BOD, Division and Committee Articles rationally

601 ‐ NAME, OBJECTIVE, ETC.

Added compliance with future agreements between USA Swimming and LSC 602 ‐ MEMBERSHIP


Removed language in conflict with the USA Swimming Rule Book or the Corporate Bylaws 603 ‐ DUES AND FEES


Removed language in conflict with the USA Swimming Rule Book or the Corporate Bylaws 604 ‐ HOUSE OF DELEGATES

Nominating Committee moved to Committee section

Moved the athlete election process to 606

Moved Order of Business to LSC P & P 605 ‐BOARD OF DIRECTORS

Made Safety an optional Board position. If not a Board position, it becomes a mandated

standing committees/coordinator.

Changed Finance Vice‐Chair to a mandated Board position

Secretary and/or Treasurer may be non‐voting Board positions filled by staff, if permitted under

the state of incorporation

Moved Executive Committee to 607 as optional committee

Moved Order of Business to LSC P&P

606 ‐ OFFICERS AND DIRECTORS

Clarified the list of officers, directors and committee chairs

Provided options for election of athlete representatives, coach representatives and other

directors

Terms of all Board members are determined by the LSC and may be from one year to four years

Only the General Chair and Vice‐Chairs may not be exempted from term limits.

Term limits may be added for service on the Board of Directors.

Moved job descriptions to LSC P&P

607 ‐ DIVISIONS, COMMITTEES AND COORDINATORS

Simplified divisional structure

Moved details of divisional structure to LSC P&P

Listed only standing committees; other committee details moved to LSC P&P

Provided options for either a Governance Committee or separate Governance & Nominating Committees

Moved Order of Business to LSC P&P

608 ‐ ANNUAL AUDIT, REPORTS AND REMITTANCES

Consolidated under one general statement applicable to all sections

Old 609‐ MEMBERS BILL OF RIGHTS

Removed as redundant Old 610 –ADMINISTRATIVE REVIEW BOARD

Moved to end of bylaws for flexibility as optional Article 613

609 (old 611) ‐ ORGANIZATION, AMENDMENT OF BYLAWS, DISSOLUTION

No substantive changes

610 ‐ (old 612) ‐ INDEMNIFICATION


611 ‐ (old 613) ‐ PARLIAMENTARY AUTHORITY

Consolidated under one general statement applicable to all sections

612 ‐ (old 615) ‐ MISCELLANEOUS

Simplified

613 ‐ (old 610) ‐ ADMINISTRATIVE REVIEW BOARD


614 (old 616) ‐ CONVENTION AND DEFINITIONS

Removed redundant and unneeded definitions

Old 614 ‐ PERMANENT OFFICE AND STAFF

Removed as unnecessary

Proposed Required LSC Bylaws Template ‐ FAQs

Why is there a proposal to revise the Required LSC Bylaws template?

One of the recommendations from the LSC and Zone Governance Task Force was to review the Required LSC

Bylaws template. The USA Swimming Board of Directors approved the recommendation and formed a Task

Force to review the required Bylaws with the goal of making the Bylaws more flexible recognizing that each

LSC is unique in its needs.

What are the major changes?

The proposed revised LSC Bylaws template includes many changes to simplify the document and allow

increased flexibility for each LSC. Some items are being moved to the LSC’s Rules, Regulations or Policies. By

moving these items out of the Bylaws, changes will not have to be approved by USA Swimming Rules and

Regulations Committee; only by the appropriate LSC body (House of Delegates or Board of Directors). Other

items are already included in USA Swimming Rules and Regulations and therefore do not need to be

duplicated in the LSC Bylaws. The changes are not intended to mirror the changes to the USA Swimming Board

of Directors passed last year.

What happened to the boxes with the options?

The Task Force felt the document would be easier to read and modify by changing the boxes to endnotes. The

endnotes can be printed out and reviewed along with the document. A user can also hover over the endnote

number and the text will appear. Finally, users can double‐click on the endnote number and jump back and

forth between the endnotes and the document. When an LSC has developed its Bylaws for approval, the

endnotes can simply be deleted.

Is implementation mandatory? Is there a deadline?

Each LSC may update their bylaws and implement the changes immediately if the proposed revised bylaws are

passed by the USAS House of Delegates. It is hoped that each LSC will take the time to examine their

governance structure and take advantage of the changes allowed by the proposed revised bylaw template.

Each LSC is required to rewrite their Bylaws and submit them to the LSC House of Delegates for approval.

Finally, each LSC must submit their revised bylaws to USA Swimming Rules and Regulations by January 2020.

See the recommended implementation document for more information.

What is now required that was not required before?

The major new requirements are the addition of the Finance Vice‐Chair to the Board of Directors and the

creation of a Governance Committee.

Why do Group Member representatives to the HOD no longer have to be USA Swimming members?

This is not a change; it is a clarification. The USA Swimming General Counsel previously ruled that Group

Member representatives do not need to be USA Swimming Individual Members, only the Group Member is

required to be a member in good standing. How each Group Member selects its delegates is outside of the

authority of the LSC. LSC Bylaws may specify categories of club voting delegates such as athlete, coach, and/or

club president, etc., but other than athletes or coaches who, by definition, must be individual members, club

voting delegates do not have to be individual members of USA Swimming or the LSC. All members of the

House of Delegates who are not club delegates must be individual members of the LSC. Additionally, LSCs are

free to require that certain committee members and/or coordinators be individual members of the LSC.

Why were the affiliate members (individual/group) removed from the Bylaws?

Membership categories are defined in the USA Swimming Rules; therefore, the duplicative information was

removed from the LSC Bylaws. The current LSC Bylaws are in direct conflict with the Corporate Bylaws: LSCs

are not permitted to impose additional requirements for membership to those contained in the Corporate

Bylaws. LSCs can still include membership definitions and requirements in their Bylaws or P&P, but they must

reflect what is listed in the Corporate Bylaws. The disadvantage to doing this is that the LSC would need to

revise their documents whenever the USA Swimming Board of Directors add/remove categories or

requirements. LSCs should list the optional membership categories they offer in the Bylaws. Affiliate member

voting right options are included in the endnotes of the updated Bylaws template.

What happened to all of the Board members?

Required Board positions are the only ones listed, but each LSC is permitted to add those positions to the

Board that align with its needs, such as Officials Chair, Technical Planning Chair, Diversity & Inclusion Chair,

Safety Chair, Disability Chair, etc.

Why is the position of Finance Vice‐Chair a mandated Board position?

This position is required to provide the necessary financial checks and balances.

Are the Secretary and Treasurer still required board members?

These remain required board positions but may be filled by staff at the LSC’s discretion, provided the laws of

the State of Incorporation permit it. If filled by staff, the person would serve with no vote and would not be

elected by the House of Delegates.

Why was the Safety Chair/Coordinator changed from a required board member to an optional member?

Safety is important day to day issue for each LSC. Each LSC should have a coordinator/committee overseeing

the safety of its members and ensuring the LSC leadership is informed of any issues. A position on the Board

of Directors is not required to accomplish these goals. Each LSC is free to include the Safety Chair/Coordinator

on the board if they feel it is important to the operation of the LSC.

How are Board members selected? Are there more options?

More flexibility is provided for the method of selection of Board members. The General Chair and Vice‐Chairs

still must be elected by the House of Delegates. The Secretary and Treasurer must also be elected by the

House of Delegates unless the LSC chooses to have those functions filled by staff, in which case they are

appointed by the CEO or by the Board of Directors. Athlete Representatives may be elected by either the

athletes or by the House of Delegates; coach representatives may be elected by either the coaches or by the

House of Delegates. Athletes‐at‐large to the Board may be appointed, elected by the athletes, or elected by

the House of Delegates. All other positions on the Board may be appointed by the General Chair with advice

and consent of the Board or they may be selected in accordance with the policies of the committee/region

they are representing. As an example, the Officials Chair may now be elected by the officials. LSCs must

choose the procedures that work for them

Why the option for the Coach Representative(s) to be elected by the House of Delegates?

LSCs who prefer to avoid a popularity contest among coaches or who want to maximize the likelihood the

Coach Representative(s) will vote with an “LSC hat” as opposed to a “coach’s hat” may now select the option

for the House of Delegates to elect the Coach Representative(s).

What is the difference between an athlete representative and an athlete member?

There are two Athlete Representatives on the Board – the Senior (in second year of term) and the Junior (in first year of term) who are either elected by the athletes or by the House of Delegates. All other members of the Board who are athletes are referred to as athlete members. Each LSC Board must be comprised of a

sufficient number of athletes so as to comprise at least 20% of the voting membership of the Board; this number is inclusive of the Athlete Reps, athletes filling other Board positions (Chairs, Coordinators, Vice‐Chairs, etc.), and athletes‐at‐large. The number of athlete‐at‐large members will vary with the composition of every Board. Athletes‐at‐large may be either appointed or elected, at the discretion of the LSC.

Why are the Board member term limits being changed?

Board Member terms were changed from 2 years to 1‐4 years and term limits changed from four years to two

consecutive terms to provide LSCs with more flexibility. LSCs can now also place limits on consecutive service

on the board if they wish to encourage turnover.

Why is a Governance Committee required?

The Governance Committee is key to leading the ongoing development of the BOD; to oversee the life cycle of

the Board and to develop policies for effective governance. The Committee’s work is done in partnership with

the board (and in collaboration with any staff). The Committee’s work focuses on establishing and driving an

improvement process to help the board and individual directors become valuable as strategic assets

contributing to the long‐term success of the organization. Specifically, it focuses on these areas of

development:

1. Board Focus and structure‐ helps keep the strategic plan at forefront of the BOD‐ helps to shape the agenda based on the strategic plan.

2. Board Composition‐ assesses current needs of the BOD as related to strategic focus of the BOD 3. Orientation and engagement‐ for new members, ongoing program of BOD education and development 4. Board Effectiveness‐ leads evaluations of BOD overall, individual members, meetings etc. 5. Board Leadership‐ identifies needs on the BOD, succession planning, BOD diversity etc.

Are the Governance/Nominating committees one or two committees?

The functions of both committees are required and the LSC can do this with nominating duties incorporated

into those of a Governance Committee or they can continue to have a separate Nominating Committee. If the

LSC is satisfied with their nominating committee, they can leave it as a separate committee. If the LSC would

like to do more succession planning and coordinate it with the overall review of the effectiveness of their LSC,

they can choose to combine the nominating and governance committees.

Why the options for method of selection of the Governance Committee?

Because the Governance Committee members must be carefully selected to satisfy a matrix of abilities,

diversity, geographic representation, backgrounds, etc., many LSCs will select the option to appoint. If the

committee responsible for making nominations is appointed, terms must be staggered to minimize any

General Chair’s ability to “stack the deck.” LSCs may opt to have the Governance Committee members elected

by the House of Delegates. Options are presented that seek to ensure an LSC’s flexibility while minimizing a

General Chair’s influence on elections in a given year.

Why not specify the number of committee members and define who they are?

Each LSC is unique and has different needs to conduct their business. The committee structure was

intentionally left open to allow each LSC to determine what committees were required to service their business

needs. Most committees are better suited to be defined in the Policy Manual, rather than the Bylaws, in order

to maintain more flexibility. Needs of LSCS evolve along with volunteers and staff, so flexibility is imperative.

January 2018

Required LSC Bylaws Task Force The Directive – To review and revise the Required LSC Bylaws to make them shorter and less complex. Bylaws Task Force Objective ‐ To enable LSCs to set themselves up to operate effectively.

Bylaws are the legally binding rules that outline how the board of a nonprofit will operate. The Required LSC Bylaws have been revised by the USA Swimming House of Delegates many times in the 20+ years since the original adoption in September of 1995. An unwieldy, mostly overwhelming, often disorganized and sometimes confusing/contradictory manuscript is what we have today.

The Bylaws Task Force has taken the existing document and 1) Removed items that are spelled out in other governing documents 2) Given LSCs much greater latitude in selecting Board positions deemed (by the LSC) necessary for smooth and efficient

operation. 3) Required only standing committees which are necessary for the organization, particularly the Board of Directors, to fulfill

fiduciary responsibilities 4) Organized sections of the LSC Bylaws in a manner that is as clear, concise, understandable and easy to read as possible. 5) Deleted language dealing with outdated concepts, extraneous instructions, unnecessary descriptions and other items that

do not belong in corporate bylaws.

The goal is to provide each LSC with a governing document that can be tailored to fit their particular needs while covering the positions and concepts that are necessary for good governance. It gives an LSC that wishes to adopt a governance‐focused model the tools with which to accomplish that goal. It permits an LSC that wants to continue to operate a management‐based board the flexibility to do that as well. It also provides a division structure that is as flexible as the LSC wishes to make it. If ratified by the USA Swimming House of Delegates, it will be mandatory for each LSC to adopt the new version of the LSC Required Bylaws. The Bylaws Task Force is asking for your input regarding this document, particularly in your area of expertise. Imagine what we can do together!

“Old ways won’t open new doors.”

1 OKS Committee Structure Report with Athlete Members Updated 3/25/18

Oklahoma Swimming Mission Statement: To develop excellence, character and growth in swimming for all. Oklahoma Swimming Vision Statement: To advance our core values of selflessness, excellence, leadership, integrity, inclusion and development by increasing competitive opportunities and developing relationships that promote excellence and growth.

OKS COMMITTEE STRUCTURE PLANNING GUIDE

COMMITTEE DIVISION CHAIR ASSIGNED CHAIR ATHLETE MEMBER(S) NON-ATHLETE MEMBERS ATHLETE SENIOR VICE-

CHAIR Chris van Slooten

SENIOR ATHLETE REPRESENTATIVE

Quinn Bunnag Josie Uerling

OKS ATHLETE REPRESENTATIVES,

ATHLETE AT-LARGE BOARD AND

ATHLETE AT –LARGE HOUSE

MEMBERS Dylan McClain Annie Kramer

As needed


AUDIT & BUDGET

COMMITTEE

FINANCE VICE- CHAIR Division

Chair

Michele brown

FINANCE VICE-CHAIR

Michele Brown

20% ATHLETE MEMBERSHIP

REQUIRED

Sydney Parker (SR) Laney Fenton (FR) Savanna Barth (SR) Carolina Smith (8th

grade)

GENERAL CHAIR, ADMINISTARTIVE VICE-

CHAIR, SENIOR PROGRAM VICE-CHAIR, AGE GROUP

VICE CHAIR, SENIOR COACH REPRESENTATIVE

Paul Thompson, Deanna Oliphant, Ben Harlow, Chad Englehart, Allan Meier, Chris Van Slooten and John Brown

MEMBERSHIP REGISTRATION COMMITTEE OR COORDINATOR

ADMINISTRATIVE VICE-CHAIR

Division Chair Deanna Oliphant

Coordinator Committee

Format Carol Lee

Coordinator position does not require additional members

PEROSNNEL COMMITTEE

GENERAL CHAIR Division Chair

Paul Thompson

GENERAL CHAIR Chair Paul Thompson

SENIOR ATHLETE REPRESENTATIVE

Quinn Bunnag Josie Uerling

ADMINISTARTIVE VICE-CHAIR, FINANCE VICE-CHAIR

Deanna Oliphant Michele Brown

COACHES

COMMITTEE SENIOR COACH

REPRESENTATIVE Division Chair John Brown

SENIOR COACH REPRESENTATIVE

Chair John Brown

20 % ATHLETE MEMBERSHIP

REQUIRED Kendra von Hartitzsch Matthew Hutson

ADDITIONAL COACH MEMBERS AS DETERMINED

AS NECESSARY BY THE COACH REPRESENTATIVES

FINANCE COMMITTEE

FINANCE VICE-CHAIR Division

Chair Michele Brown

FINANCE VICE-CHAIR

Chair Michele Brfown


REQUIRED Carolina Smith Savanna Barth

GENERAL CHAIR, ADMINISTRATIVE VICE-CHAIR, TREASURER, 1 ADDITIONAL MEMBER


INDEPENDENT OF THE FINANCE DIVISION

Paul Thompson, Deanna Oliphant, Allan Meier, and

Michele Brown

OFFICIALS COMMITTEE

SENIOR VICE-CHAIR Division

Chair Chris van Slooten

OFFICIALS CHAIR Chair Craig

Hanson


REQUIRED Delaney Shipman Morne Wolmerans

MINIMUM 2 ADDITIOANL OKS CERTIFIED OFFICIALS

Denis Mink, Craig Hanson, Tracey Garrett Marnie Kern

PROGRAM

DEVELOPMENT COMMITTEE

AGE GROUP VICE-CHAIR

Division Chair Ben Harlow

AGE GROUP VICE-CHAIR Chair Ben

Harlow


REQUIRED Shyana Kuehn Ashton Ernest

GENERAL CHAIR, SENIOR VICE-CHAIR, SENIOR COACH

REPRESENTATIVE, TECHNICAL PLANNING

COMMITTEE CHAIR Paul Thompson, Chris van

Slooten, John Brown,

SAFE SPORT COMMITTEE

ADMINISTRATIVE VICE -CHAIR Division Chair

Deanna Oliphant

SAFE SPORT COMMITTEE

CHAIR Chair Carole Lee


REQUIRED Kayley Henderson

COMMITTEE MUST HAVE AT

LEAST 1 OKS COACH MEMBER AND 2 NON- ATHLETE MEMBERS

RISK

MANAGEMENT COMMITTEE

SENIOR PROGRAM VICE-CHAIR Division Chair Deanna Oliphant

SAFETY COMMITTEE

CHAIR Chair Allan

Meier


REQUIRED John Ryan Cook

COMMITTEE MUST HAVE AT LEAST 1 OKS CERTIFIED OFFICIAL,1 OKS COACH

MEMBER


TECHNICAL PLANNING

COMMITTEE

Divisional Chairs Age Group Chair

Ben Harlow Senior Program Chair Chris van

Slooten

TECHNICAL PLANNING CHAIR NOT CURRENTLY

IDENTIFIED


REQUIRED Dylan McClain Patrick Callan

MINIMUM OF 3 OKS COACH MEMBERS, 3 NON - ATHLETE

MEMBERS

DIVERSITY COMMITTEE

Division Chair Administrative Vice Chair Deanna Oliphant

DIVERSITY COMMITTEE

CHAIR Chair Kathy

Mendez


REQUIRED Annie Kramer

John Ryan Cook

NOT SPECIFIED

CAMPS

COORDIANTOR AGR GROUP VICE-CHAIR


Coordinator: David Lynn


DISABILITY

SWIM COORDINATOR

Division Chair AGE GROUP VICE-CHAIR Ben Harlow

Coordinator: Not Identified


NATIONAL TIMES COORDIANTOR

ADMINISTRATIVE VICE-CHAIR


Coordinator Paul Thompson



OPEN WATER COORDIANTOR

AGE GROUP VICE-CHAIR




TOP 16

RECORDS COORDINATOR

SENIOR VICE-CHAIR Division Chair Chris van Slooten

Coordinator Carole Lee

Deanna Oliphant


SANCTIONS COORDIANTOR

SENIOR VICE-CHAIR

Division Chair Chris van Slooten



ADAPTIVE SWIMMING

CHAIR

AGE GROUP CHAIR Division

Chair Ben Harlow

Coordinator NOT IDENTIFIED


ADMINISTRATIVE REVIEW BOARD

ADMIN VICE-CHAIR


Chair: KENT NICHOLSON

2 ATHLETE MEMBERS

Katie Callahan Liberty Howell

3 NON - ATHLETE MEMBERS INCLUDING CHAIR

Karen Grundy, Tom Giovannetti

OKS WEB MASTER

ADMIN VICE-CHAIR


Coordinator Deanna Oliphant


CLUB

DEVELOPMENT ADMIN VICE-

CHAIR Division Chair Deanna

Oliphant

Coordinator Not Identified


DRAFTING AND AMENDINGDon’t worry about drafting perfect bylaws the first time around. Start with very basic bylaws that cover major issues surrounding meetings and elections, and then slowly amend those bylaws over time.

Note carefully when and how bylaws can be amended.

Do review the bylaws periodically and ensure timely amendments when necessary.

Don’t feel obligated to make your bylaws public. Federal law does not require it.

Have an attorney verify that the bylaws are in compliance with state statutes.

TERMINOLOGYDon’t use the term “ex officio” without specifying whether or not these members have a vote.

Don’t forget that certain terms may have different definitions in state law — and that state law always takes precedence. For example, nonprofits often have varying definitions of “membership.” However, under state law, a “member” is typically defined as a person (or entity) who pays dues or has more than a nominal connection with the organization and, in return, receives certain membership rights (often the right to elect or remove officers).

© 2018 BOARDSOURCE.ORGTEXT MAY NOT BE REPRODUCED WITHOUT WRITTEN PERMISSION.

DOs DON'TsIMPORTANT CLAUSES

Include a clause granting the board the ability to form committees and task forces as the need arises rather than naming all committees and their descriptions in the bylaws.

If your board has an executive committee (not all boards should) and gives it the power to act on behalf of the board, the bylaws should define the limits of this authority.

When addressing the size of the board, don’t specify an exact number. A range allows for the most flexibility — e.g., “no fewer than five and no more than 15 members.”

Address virtual voting in the bylaws. Keep in mind, most state laws do not allow for email voting, but often voting via telephone or video conference is permitted.

Don't include a full conflict-of-interest policy in the bylaws. Instead, reference a standalone conflict-of-interest policy housed in a separate document that can be quickly amended by the board.

Consider including a clause allowing board members to be removed both with and without cause. If your board does not want to provide for the removal of directors without cause, a common alternative is to simply have short terms of office, which will allow underperforming board members to quickly roll off the board.

Resource Better Bylaws: Creating Effective Rules for Your Nonprofit Board

https://my.boardsource.org/eweb/DynamicPage.aspx?Action=Add&ObjectKeyFrom=1A83491A-9853-4C87-86A4-F7D95601C2E2&WebCode=ProdDetailAdd&DoNotSave=yes&ParentObject=CentralizedOrderEntry&ParentDataObject=Invoice%20Detail&ivd_formkey=69202792-63d7-4ba2-bf4e-a0da41270555&ivd_cst_key=01c9970f-4c20-4994-97af-ab508ef70c06&ivd_prc_prd_key=F4140B60-8A62-4E1E-8DF1-9E1CE78E2B16

https://my.boardsource.org/eweb/DynamicPage.aspx?Action=Add&ObjectKeyFrom=1A83491A-9853-4C87-86A4-F7D95601C2E2&WebCode=ProdDetailAdd&DoNotSave=yes&ParentObject=CentralizedOrderEntry&ParentDataObject=Invoice%20Detail&ivd_formkey=69202792-63d7-4ba2-bf4e-a0da41270555&ivd_cst_key=01c9970f-4c20-4994-97af-ab508ef70c06&ivd_prc_prd_key=F4140B60-8A62-4E1E-8DF1-9E1CE78E2B16

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