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USA Swimming Athlete Leadership Guidebook

AEC Athlete Representation and Leadership Guide Jack H. Swanson, Patrick L. Hunter September 2016 Edition

   

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TABLE OF CONTENTS TOPIC

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WHAT ARE ATHLETE REPRESENTATIVES, AND WHY DO WE NEED THEM? How should I use this guidebook? What is an athlete representative? Why do we need athlete representatives? What are some of the goals of athlete representations? What life skills can athlete representation teach me?

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HOW IS AN LSC RUN? What is a typical LSC’s structure? What is an Athlete Liaison? What is an Athlete Committee? What are some other standing LSC Committees? What is the LSC Board of Directors?

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HOW IS USA SWIMMING RUN? What is the United States Aquatic Sports Convention? What is the Athlete’s Executive Committee? What are some other USA Swimming Committees?

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WHY IS COMMUNICATION CRUCIAL? What forms of communication do LSC leaders use? How do I run a committee meeting? How can athlete representatives use social media?

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FREQUENTLY ASKED QUESTIONS I have a question regarding LSC governance. Who should I ask? I’ll be stepping down as an athlete representative. What should I do?

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AM I A “GOOD” ATLETE REPRESENTATIVE?

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APPENDIX Sample LSC Athlete Committee Handbook Sample LSC Athlete Committee Agenda Sample LSC Athlete Committee Minutes Sample LSC Athlete Report to the Board of Directors

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WHAT ARE ATHLETE REPRESENTATIVES, AND WHY DO WE NEED THEM? How should I use this guidebook?

This guidebook is designed to serve as a tool for athlete representatives who wish to maximize athlete leadership in their LSC. It should be emphasized that this guidebook is a set of best practices, or a set of tools that are generally accepted as effective. However, each LSC is different. Therefore, tools such as Athlete Committees and Athlete Liaison programs will look slightly different in all LSCs. This guidebook lays out basic framework to ensure that LSC athlete representation is as effective as possible. There are many different levels of governance, and there are many levels of athlete involvement. However, there is one constant goal – to best serve the athletes. With the help of this guidebook, the athletes’ voices will continue to be heard within USA Swimming, to ensure that “our” sport continues to meet the needs of all of its athlete members.

What is an athlete representative? An athlete representative is an athlete member of USA Swimming who wants to improve the sport of swimming, and who serves in a formal governance position at an LSC, Zone, or National level. Athlete representatives serve in positions such Athlete Liaison, LSC committee member, LSC Board of Directors member, and many more. Most effective athlete representatives possess a great love for the sport of swimming, an ability to compromise, and strong written and verbal communication skills. They bring maturity and insight to each and every meeting they attend.

Why do we need athlete representatives?

The sport of swimming is driven by the athletes. Without athletes, our sport would quite literally not exist. Thus, athlete representation must continue to be a vital part of the sport of swimming if it is truly to be “our” sport. There are over 340,000 athlete members of USA Swimming – the vast majority of USA Swimming members. Athletes must take ownership of their sport by participating in the governance process. According to the Ted Stevens Olympic and Amateur Sports Act and USA Swimming policy, athletes must hold 20% of the membership and voting power on any governing body or board. Examples of such governing bodies or boards include the USA Swimming and LSC Board of Directors, and all National, Zone, and LSC committees.

   

4 The Ted Stevens Olympic and Amateur Sports Act offers a tremendous opportunity for USA Swimming athletes—the ability to directly influence the decisions that affect swimming in countless ways, with both voice and vote.

What are some of the goals of athlete representation?

USA Swimming’s Athlete Leadership program seeks to achieve a number of goals. When achieved, all non-athlete and athlete members will benefit. These goals include, but are not limited to: •   Increased athlete participation within the sport. •   Athlete ownership in the governance of their sport. •   The opinions of athletes are valued and heard. •   Decisions are made with the athlete viewpoint in mind. •   The ultimate stakeholders in the sport—the athletes— have a vote in all matters. •   A stronger rapport and sense of community among all stakeholders. •   Future leaders inside and outside of the swimming community are developed.

What life skills can athlete representation teach me? One of the goals of athlete representation is to develop leaders who will ultimately become knowledgeable, active citizens. Skills that athlete representative learned are crucial in high school, college, and the workplace. Effective athlete leaders: •   Participate actively in meetings and conference calls without being prompted. •   Put aside their own personal biases and represent the interests of all athletes. •   Are proactive in seeking feedback from athlete and non-athlete leadership on their ideas. •   Have the ability to work both independently and collaboratively. •   Are respectful of others, even when a disagreement arises. The first section of this guidebook has focused on the importance and benefits of athlete representation. The next section focuses on the basic structure of many LSCs.

   

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HOW IS AN LSC RUN? Per USA Swimming policy, each LSC is required to have at least 20% athlete membership on its Board of Directors and each committee. In order to be effective and productive, all LSC leaders must understand their LSC’s basic structure. This section provides a framework for an effective LSC athlete governance structure that has been used successfully in many LSCs. Since all LSCs differ in terms of size and demographics, this governance structure will look different in each and every LSC. However, in almost all LSCs with strong athlete representation, the governance structure has several key elements that will be discussed below. It should be emphasized that all LSC athlete leaders are expected to be active in their roles. Using names of athletes as placeholders without any participation does not count as fulfilling the mandatory athlete membership.

What is a typical LSC’s structure? Most LSCs have a Board of Directors and several standing committees. The Board and committees serve the general LSC membership. Many LSCs have a full time or part time staff as well. Although the LSC staff and the Board of Directors may appear to be the most powerful members of the LSC, the LSC is not a monarchy. This inverted pyramid illustrates one of the major goals of members of LSC governance bodies: to support and serve the members! The LSC staff, Board members, and committee members are certainly not the “kings” of the LSC. In fact, since they must serve and represent the general LSC membership, not their own interests, they are actually at the bottom of the LSC’s hierarchy.

   

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What is an Athlete Liaison?

The role of Athlete Liaison is the entry-level role in the LSC athlete governance structure. Each club in the LSC appoints one athlete member, known as an Athlete Liaison, to serve as an intermediary between their club’s athletes and the elected or appointed Board athlete leadership. In many LSCs, Athlete Liaisons are expected to: •   Check e-mail regularly in order to receive information from Athlete Committee leadership. •   Inform the athletes on their club team of the decisions made by the Athlete Committee and the LSC Board of Directors. •   Have a goal of ultimately serving in a leadership role, such as an Athlete Committee member or an elected athlete representative. •   Be interested in making a difference in the LSC. •   Attend LSC House of Delegates meetings. In addition, the following guidelines are used by many LSC athlete representatives in appointing Athlete Liaisons: •   In many LSCs, Athlete Liaisons are required to be a sophomore in high school. However, this is not a concrete rule. •   No term limit should apply to Athlete Liaisons, provided they are an active member of their club. •   In many LSCs, Athlete Liaisons are considered as members of LSC standing committees. Effective LSC athlete representatives identify Athlete Liaisons willing to serve the LSC actively in various roles. Effective Senior Athlete Representatives communicate the expectations for Athlete Liaisons to the liaison’s parents, coaches, and the liaisons themselves. Generally, Athlete Liaisons are a coach appointed position, so it is crucial that coaches understand the roles of Athlete Liaisons when appointing them.

What is an Athlete Committee?

The Athlete Committee is an LSC standing committee which exists to provide a diverse array of athlete opinions and feedback to the LSC Board of Directors and other LSC committees. Generally, the Senior Athlete Representative serves as the chair of the Athlete Committee, which means that he or she is responsible for conducting Athlete Committee meetings and providing frequent reports to the LSC Board of Directors. The most effective Athlete Committees also have an appointed or elected vice chair who assists the chair in running meetings.    

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Some LSCs view their Athlete Committee as merely the elected group of athlete representatives who serve on the Board of Directors. Other LSCs view their Athlete Committee as the group of athletes that meets at the House of Delegates to fulfill the 20% athlete delegate requirement. However, neither committee is a standing Athlete Committee. In order to be a standing Athlete Committee, the committee must meet regularly, outside of Board meetings and the House of Delegates. Starting an Athlete Committee One of the most difficult parts about running an Athlete Committee is building it from the ground up. Most LSCs have either consistently effective or consistently ineffective Athlete Committees; the quality of their athlete representation does not change much from year to year. Thus, in a committee’s first few years of existence, it is crucial that the committee is active. The following graphic illustrates the first steps in starting an Athlete Committee:

Athlete Committee Guidelines Most effective LSC Athlete Committees have a set of guidelines (much like an LSC’s bylaws), for running the committee. The guidelines should consist of the following information: •   A short description of the committee. •   The mission and vision of the committee. •   The members and officers of the committee. •   How and when members will be appointed, and for how long they will serve. •   When and where the committee will meet.    

8 A sample set of LSC Athlete Committee guidelines can be found at the end of this guidebook. Athlete Committee Appointments Each year, it is necessary to appoint new members to the Athlete Committee. The best time to do this is immediately after the meeting where new athlete representatives are elected to the Board of Directors. In some LSCs, this is a House of Delegates or Board of Directors meeting, and in others, this occurs at a swim meet. Some best practices for appointing an Athlete Committee are: •   The most effective Athlete Committees require members to reapply each year. •   Much like when applying for a job, prospective committee members should not be considered without completing an application. •   Although it is easy for the committee chair to appoint their friends and teammates, the committee chair should appoint members from a diverse array of clubs, ability levels, and backgrounds. •   The most effective Athlete Committees consist of athletes ranging from “B” level swimmers to national level swimmers – rather than only the fastest athletes in the LSC. •   There is “no one size fits all” Athlete Committee. Effective Athlete Committees consist of anywhere from 10 to 20 members. •   The immediate past chair and vice chair of the committee should be appointed as ex-officio members, which means that they may voice their opinion but do not have a vote. •   Any past Board of Directors athlete representatives may also be appointed to the committee at the discretion of the chair. Athlete Committee Meetings Effective Athlete Committees generally meet a minimum of two times each year. Meetings may take place in person or via conference call. Convenient locations for inperson meetings include the LSC’s office or a coffee shop. Some Athlete Committees may also meet at championship swim meets. However, keep in mind that at swim meets, athletes will be focused on swimming fast, not on the governance of their sport. Later in the guidebook, there’s a more comprehensive guide regarding running a committee meeting.

What are some other LSC Standing Committees?

The Athlete Committee is only one of several standing committees that many LSCs have. Each and every LSC has different standing committees. Most LSCs post a list of their standing committees on their website, or distribute a list of them at their House of Delegates or Board of Directors meetings.

   

9 Most athlete representatives elected to their LSC’s Board of Directors will be expected to serve on several LSC committees. LSCs with strong athlete representation often expect Athlete Committee members to serve on LSC committees as well. LSC Committees are crucial to the operation of the LSC and are where much of the actual “work” gets done. Although the LSC Board of Directors possesses the rubber stamp of final approval, much of the early discussion and brainstorming takes place in committees. Athlete representation is necessary on all committees, and should constitute a minimum of 20% of the voting membership of each committee. For example, if the committee consists of 10 members, at least 2 members must be athletes or if the committee consists of 12 members, 3 must be athletes. Athlete participation is crucial to the brainstorming of new ideas that will better support our swimmers. In many LSCs, committee members are appointed the General Chair of the LSC, with the advice and consent of the Board of Directors. Athlete representatives play a major role in this process. The athletes placed on a respective committee should have an interest in the work of that committee, to ensure optimal representation. In many LSCs, athletes serving on committees report on the work of their respective committees to the members of the Athlete Committee either via email or during Athlete Committee meetings.

What is the LSC Board of Directors?

The LSC Board of Directors is comprised of volunteers from various clubs in the LSC. Roles on the Board of Directors include General Chair, Administrative Vice Chair, coach representatives, official representatives, and athlete representatives. Positions that athlete representatives may hold on the LSC Board of Directors include Senior Athlete Representative, Junior Athlete Representative, and At-Large Athlete Representatives. It should be noted that the roles of At-Large Athlete Representatives vary by LSC. Some LSCs elect an Athlete Committee Vice Chair, while others elect multiple Senior and Junior Athlete Representatives. As long as 20% of the elected members of the LSC Board of Directors are athletes, any title is acceptable. The following is a summary of what these positions entail in many LSCs: Senior Athlete Representative: •   Serves as a voting member on the LSC Board of Directors. •   Primary voice of athletes on the LSC Board of Directors. •   Serves as a liaison between athletes and the LSC Board of Directors and House of Delegates.    

10 •   Attends LSC Board of Directors meetings prepared to represent the athlete viewpoint. •   Submits a written report for each Board of Directors meeting to summarize the work that has been done since the last Board of Directors meeting. •   As Athlete Committee Chair, leads all Athlete Committee meetings, and is responsible for facilitating discussion and initiating change that improves the athlete experience for LSC swimmers. •   Determines Athlete Committee meeting agendas. •   Reviews applications for the Athlete Committee and may recommend appointments. •   Serves on LSC standing and ad-hoc committees as requested. •   Trains the Junior Athlete Representative to be the next Senior Athlete Representative. •   Recruits the next generation of athlete representatives. •   Attends the annual USAS Convention as a voting delegate. Junior Athlete Representative •   Serves as a voting member on the LSC Board of Directors. •   Acts as the Senior Athlete Representative if he or she is absent. •   Assists the Senior Athlete Representative as needed. •   Serves as a liaison between athletes and the LSC Board of Directors and House of Delegates. •   Attends LSC Board of Directors meetings prepared to represent the athlete viewpoint. •   Submits a written report for each Board of Directors meeting to summarize the work that has been done since the last Board of Directors meeting. •   Attends Athlete Committee meetings. •   Serves on LSC standing and ad-hoc committees as requested. •   Prepares to become the Senior Athlete Representative in the second year of his or her term. •   Recruits the next generation of athlete representatives. •   May be invited to attend the annual USAS Convention. At-Large Athlete Representatives •   Serves as a voting member on the LSC Board of Directors. •   Assists the Senior and Junior Athlete Representative as needed. •   Serves as a liaison between athletes and the LSC Board of Directors and House of Delegates. •   Attends LSC Board of Directors meetings prepared to represent the athlete viewpoint at the Board of Directors level. •   Submits a written report for each Board of Directors meeting to summarize the work that has been done since the last Board of Directors meeting. •   Attends Athlete Committee meetings.    

11 •   Serves on LSC standing and ad-hoc committees as requested. •   Recruits the next generation of athlete representatives. •   May be invited to attend the annual USAS Convention. It should be noted that serving on a Board of Directors is a major time commitment. Effective Board members participate actively in Board meetings, and are also engaged outside of the Board room. Board meetings are an opportunity for members to check in with each other and make policy and budget changes. Attending Board meetings is not the only major time commitment Board members make. Perhaps the largest time commitment when serving on a Board of Directors occurs between meetings. Between Board meetings, athlete representatives should: •   Discuss upcoming non-confidential Board votes with their constituents. •   Be in communication with other athlete representatives a minimum of once each week. •   Brainstorm ideas for athlete representative led projects – some examples include a new format of swim meet, food drives, and charity initiatives. •   Attend committee meetings as requested. •   Complete any other tasks requested by the General Chair or another LSC Board member. Board service can be confusing and overwhelming, even for experienced members. Athlete representatives should ask another Board member if they are confused about any topic discussed at any time.

   

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HOW IS USA SWIMMING RUN? As this guidebook focuses on LSC Governance, USA Swimming’s governance structure will only briefly be touched upon. USA Swimming is made up of 4 Zones and 59 LSCs, as shown below:

Athlete representatives should note that the basic structure of USA Swimming is similar to the basic structure of most LSCs. The main difference is that the number of people involved in the governance of USA Swimming is much larger than the number of people involved in the governance of any LSC.

What is the United States Aquatic Sports Convention?

Athlete representatives serving on the LSC Board of Directors may be invited by the General Chair of the LSC to attend the annual United States Aquatic Sports (USAS) Convention. This convention, held in a different location each year, usually Wednesday through Saturday, is the annual meeting of all USA Swimming representatives, as well as representatives from other aquatic sports. If invited to attend USAS Convention by their LSC leadership, athlete representatives are strongly encouraged to attend. The Senior Athlete Representative is expected to attend the USAS Convention. Athlete representatives will be expected to participate in athlete meetings, as well as other meetings of interest and relevance. The most significant meeting is the USA    

13 Swimming House of Delegates meeting, where proposed rule changes are voted on and Board of Directors election results are determined. The Senior Athlete Representative is guaranteed a vote at this meeting. The week culminates with the annual United States Aquatic Sports banquet, featuring the recognition of accomplishments by all of the aquatic sports in attendance. In many LSCs, athlete attendees are expected to submit a written report to the LSC, to share their experience and education at the USAS Convention with others. Some LSCs will ask representatives to speak on their experience at the next meeting.

What is the Athletes’ Executive Committee?

The Athletes’ Executive Committee (AEC) is a group of highly dedicated and highly experienced athlete representatives chaired by the Athletes Vice President. The Athletes Vice President is a member of the USA Swimming Board of Directors. Other members of the AEC include the committee’s vice chair, four Zone representatives, the Convention and Recruitment Vice Chairs, and three additional athletes appointed by the chair. The AEC’s main responsibility is to discuss and make recommendations on those issues affecting athlete members. AEC discussions range from international and national level issues to grassroots, or novice level issues. The AEC also plans for all athlete meetings at the USAS Convention.

What are some other USA Swimming Committees?

Many other committees play a crucial role in the administration of USA Swimming. Each committee’s voting membership must consist of at least 20% athletes. Athletes interested in applying to be a part of a National Committee should complete the committee application on the USA Swimming website. A complete guide to committees may be found on the USA Swimming website; a booklet explaining the responsibilities of committees may also be distributed at USAS Convention. Like LSCs, USA Swimming is governed by a Board of Directors. Each USA Swimming Committee Chair reports to one of the vice presidents or the president of USA Swimming. Please see the most current USA Swimming Rulebook for complete information on the relationship between committees and the Board of Directors.

   

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WHY IS COMMUNICATION CRUCIAL? In the previous several sections, the governance structures of a typical LSC and USA Swimming were discussed. However, even if an LSC’s governance structure is in place, it will be ineffective unless the LSC’s culture is one of communication. All LSC board and committee members share the responsibility to create an LSC where communication is the expectation, not the exception.

What forms of communication do LSC leaders use?

There are several appropriate forms of electronic communication that members of LSC governance may use. They include emails, phone calls, texts, and instant messages. None of these methods for communication is necessarily better than the others. All the methods of communication are appropriate in different situations, provided the following guidelines are used: •   Effective athlete representatives return communication promptly. An appropriate response time is generally no more than 24-36 hours. A complete response is preferable to an incomplete response, so it is OK to take more time if necessary to respond fully. •   Communication should be positive in nature. Disagreement is normal and expected; disrespectfulness towards others and their ideas is never acceptable as an athlete representative. •   Effective athlete representatives are respectful of their colleagues’ swimming, work, and family schedules in communicating. •   Regardless of the method of communication, professional, non-derogatory language is expected at all times.

How do I run a committee meeting?

A more formal means of communication is a committee meeting. While phone calls, emails, and text messages are generally relatively informal and spontaneous, formal meetings must be carefully planned for. Committee meetings generally aim to accomplish a very specific task, such as providing a recommendation to the LSC Board of Directors or a LSC committee on a specific topic. Prior to each meeting, an agenda should be distributed to committee members via email. The agenda should contain the following: •   The time, date, and format of the meeting. •   A call to order. At this point, the committee chair takes attendance and asks any new members to introduce themselves. •   A brief review of the LSC’s mission statement. Committee decisions should be linked to this mission statement. •   Specific topics for discussion. •   A chance at the end of the meeting for miscellaneous discussion and questions. •   Adjournment.    

15 Each time a meeting is held, it is necessary to submit meeting minutes to the LSC for publication on the LSC’s website and distribution to the Board of Directors. Essentially, meeting minutes are a summary of what was discussed during the meeting. A strong set of meeting minutes consists of: •   The times of call to order and adjournment. •   The date of the meeting. •   The format of the meeting. •   Committee members absent and present, other LSC members present. •   Topics discussed under each agenda item. •   Specific points made by committee members. Without a set of committee meeting minutes, a meeting’s discussion topics cannot be easily referenced at a later time, and the actions of the committee will not be able to be communicated throughout the LSC. The following graphic lays out how to run a committee meeting:

How can athlete representatives use social media? Social media is a very powerful tool for athlete representatives when used correctly. It is a quick and easy way to reach a wide audience – primarily consisting of those who are not directly involved in the LSC’s governance. Many LSC’s with a history of highly    

16 effective athlete representatives have an Athlete Committee Facebook, Twitter, and/or Instagram page. With that being said, social media use can very easily have unintended consequences. It is necessary for social media administrators to be aware that their committee’s social media page is the public image for that committee – which should be positive and professional. The following are guidelines for running a LSC’s social media page: •   The page(s) should be used in an appropriate manner for the benefit of athletes of all ability levels. •   Athlete representatives should set yearly, monthly, weekly, and/or daily goals for the number of posts, content, and other topics of importance. •   All posts must be positive in nature and should empower athletes. •   All posts should reflect the LSC’s core values and mission statement. •   Above all, common sense should be exercised. When in a situation of doubt of the appropriateness of a post, the following steps should be followed: o   1. Check with another athlete representative. o   2. Check with a coach or another trusted adult. o   3. Check with a LSC Board Member or the Executive Director.

   

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FREQUENTLY ASKED QUESTIONS

This guidebook probably has not covered all questions that LSC leaders have about effective athlete representation. This next section is designed not to be a comprehensive guide to every question athlete representatives may have. Instead, it provides tools for who they should direct their questions towards.

I have a question. Who should I ask?

Find a mentor! Ideally, each athlete representative should have at least two mentors – one athlete, and one non-athlete. Athlete representatives should find mentors who: •   Are past or current members of the LSC Board of Directors or the specific committees the athlete representative is serving on. •   Are easy to communicate with and willing to help guide the athlete representative. •   Are actively involved in the governance of the sport of swimming. Athlete representatives may be responsible for finding a mentor, or they may have one assigned to them. In either situation, communication is important for the mentor relationship to work. Representatives should not assume someone would like to be their mentor; they should always ask first. Mentors are there to guide athlete representatives through the LSC governance process. They are there to answer any questions, and serve as a sounding board for athlete representatives as they learn their roles as LSC representatives. The Senior Athlete Representative should be the Junior Athlete Representative’s mentor. Athletes serving the LSC in another capacity should select an athlete who has experience as an athlete representative and is active in LSC governance. A past Senior Athlete Representative may also be an excellent mentor to new athlete representatives.

I’ll be stepping down as an athlete representative. What do I do?

Effective athlete representatives recruit, train, and mentor their own successors. When entering the final year of their term, athlete representatives should begin seriously considering who their successor will be. Tips for effective athlete representation have been discussed in this guidebook, and may be used in identifying a successor. In most LSCs, the expectation is that immediate past representatives remain involved to ensure a smooth transition of power.

   

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AM I A “GOOD” ATHLETE REPRESENTATIVE? Too often, ineffective athlete representatives struggle not due to lack of knowledge or lack of skills required, but due to a lack of understanding of their role. Oftentimes, an athlete representative’s predecessor also lacks understanding of their role as well, leading to a lack of progression of athlete governance. The following chart outlines standards for highly effective, mildly effective, and not effective athlete representatives. This chart is designed only as a self-evaluation – it is not designed as a way for non-athletes to “grade” athlete representatives or for athlete representatives to “grade” each other.

   

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APPENDIX The appendix contains useful documents that will be helpful in the running of the LSC Athlete Committee as well as being an effective Board of Directors member. Sample LSC Athlete Committee Handbook Sample LSC Athlete Committee Agenda Sample LSC Athlete Committee Minutes Sample LSC Athlete Report to the Board of Directors

   

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SAMPLE LSC ATHLETE COMMITTEE HANDBOOK

This handbook is an example of the rules used to run an Athlete Committee. It is important to have committee rules so committee members understand how the committee is run. Additionally, having a guidebook gives each new chair a framework for running his or her committee. Table of Contents: I. LSC ATHLETE COMMITTEE Organization and Objectives Mission Statement Vision II. LSC ATHLETE COMMITTEE MEMBERS Duties of Athlete Representatives Athlete’s Committee Chair Definition Athlete’s Committee Vice Chair Definition Junior Athlete Representative Definition Appointed Member Definition III. BYLAWS

I. LSC ATHLETE COMMITTEE Organization and Objectives The LSC Athlete Committee is a LSC subcommittee. It conducts business through regular emails, monthly conference calls and semi-annual meetings at the LSC Championship meets. The Ted Stevens Amateur Sports Act mandates that “membership and voting power held by amateur athletes is not less than 20 percent of the membership and voting power held in the board of directors of the corporation and in the committees and entities of the corporation.” (220504.2.B). The LSC Athlete Committee assists the LSC in achieving the 20 percent standard. The LSC’s mission statement is: "To serve the swimming community by promoting the sport through opportunities to ensure integrity, sportsmanship, and excellence." The main focus of the swimming community is the athletes. In order for the LSC to fulfill its obligation to the swimming community, the LSC must cater to the needs of athletes and represent the athletes in a holistic and complete manner. Therefore, the mission of the Athlete Committee is as follows:

   

21 Mission To represent the athletes of the LSC holistically, promote athlete knowledge and participation within the Board of Directors and committees, and provide a sustainable process to recruit and train new athlete representatives. The long-term vision of the Athlete Committee focuses on task oriented steps and goals to provide continuity and long-term sustainability of the committee’s mission. Vision •   •   •  

20% Athlete Representation on all committees and House of Delegates Monthly newsletter with contributions from athlete members of the LSC Non-athlete members understand the value of the unique perspective that athlete members bring to the table

II. LSC ATHLETE COMMITTEE MEMBERS Duties of Athlete Representatives Duties and Powers from the Bylaws (Article 606.7.8 and Article 607.2.2E) The athlete representatives shall serve as the liaison between the athletes who are members of the LSC and the Board of Directors and House of Delegates. The athlete representatives shall undertake activities delegated to them by the Board of Directors or the General Chair as being in the best interests of the Athlete Members, the LSC, USA Swimming and the sport of swimming. Voting member of the Board of Directors and House of Delegates. Division Responsibility from the Bylaws (Article 607.1.6) Athlete’s Committee Chair Definition As the leader of the athlete constituency, the Athlete’s Committee Chair serves as a liaison between athletes and the LSC Board of Directors and House of Delegates. The Athlete’s Committee Chair also serves as the Senior Athlete Representative, a voting member of the LSC Board of Directors. The Chair leads all Athlete’s Committee meetings, and is responsible for facilitating discussion and initiating change that improves the athlete experience for LSC swimmers. The Athlete’s Committee Chair vets applications for Appointed Members. Athlete’s Committee Vice Chair Definition The Athlete’s Committee Vice Chair serves as a liaison between athletes and the LSC Board of Directors and House of Delegates. The Athlete’s Committee Vice Chair may be a voting member of the LSC Board of Directors, and attends LSC Board of Directors    

22 meetings, and serves on the LSC Finance Committee. The Vice Chair assists the Chair in leading Athlete’s Committee meetings, and helps facilitate discussion and initiate change that improves the athlete experience for LSC swimmers. The Athlete’s Committee Chair vets applications for Appointed Members. The Junior Athlete Representative may serve as the Athlete Committee Vice Chair. Junior Athlete Representative Definition The Junior Athlete Representative serves as a liaison between athletes and the LSC Board of Directors and House of Delegates. The Junior Athlete Representative is a voting member of the LSC Board of Directors, and attends LSC Board of Directors meetings. The Junior Athlete Representative attends Athlete’s Committee meetings and vets applications for Appointed Members. Appointed Member Definition Appointed Members of the Athlete’s Committee attend all Athlete’s Committee meetings. They are encouraged to attend LSC Board of Directors meetings, and may be appointed to LSC subcommittees.

III. BYLAWS ARTICLE 100 100.1 DEFINITIONS .1 Athlete means any swimmer registered as an athlete member of USA Swimming. Athlete members must meet be eligible pursuant to USA Swimming and LSC Rules and Regulations. .2 Athlete representative means any athlete elected or appointed to serve as a representative to the LSC. An athlete representative must be an athlete at the time of election or appointment. .3 Athlete Committee means the athlete representatives elected or appointed to serve as representatives for all athletes competing within the LSC. 100.2 ATHLETE COMMITTEE .1 The LSC Athlete Committee will be comprised of the Athlete’s Committee Chair, (who also serves as the Senior Athlete Representative on the LSC Board of Directors), Athlete Committee Vice Chair, the Junior Athlete Representative, and additional appointed athlete members. A. If a member of the Athlete Committee cannot fulfill the requirements of his/her position, an alternate shall fill the vacancy for the remainder of their term, pursuant to procedures established by the Athletes' Committee. B. The Athletes' Committee may establish written criteria for the internal governance of the Committee.    

23 100.3 APPOINTMENTS .1 The Athlete Committee Chair and Vice Chair will, with the consent of the LSC General Chair, appoint: A. At least three (3) at-large members to the Athlete Committee; and B. Athlete representatives to each working committee, such that twenty percent (20%) of each working committee consists of athlete representatives. ARTICLE 101 101.1 HOUSE OF DELEGATES .1 The Athlete Committee Chair and Vice-Chair will appoint a number of athlete representatives to serve as at-large voting members of the LSC House of Delegates such that athlete representatives will constitute twenty percent (20%) of the voting delegation.

ARTICLE 102 102.1 OFFICERS .1 Officers must be in compliance with LSC eligibility as stipulated in article 607.3.5. .2 Officers are elected by the LSC House of Delegates. .3 Term of Office A. Officers serve two year terms which end at conclusion of the House of Delegates meeting two years following their election. B. Officers are limited to two (2) consecutive two-year terms in any officer position. 102.2 APPOINTED MEMBERS .1 Officers must be in compliance with LSC eligibility as stipulated in article 607.3.5. .2 Appointment A. In order to be eligible for appointment, prospective members shall complete the Athlete Committee application. B. The officers will recommend at least eight (8) appointees to the General Chair who will make the appointments to the committee. C. Athlete Committee appointments should be made at the Board of Directors meeting immediately following the election of the Senior Athlete Representative. .3 Term of Office A. Appointed members serve year long terms which end at the conclusion of the LSC House of Delegates meeting following the appointment.    

24 B. Appointed members may serve an unlimited number of terms, provided they are eligible under the USA Swimming and LSC Rules and Regulations. 102.3 EX-OFFICIO MEMBERS .1 Ex-officio members must be in compliance with LSC eligibility as stipulated in article 607.3.5 .2 Eligibility A.   Ex-officio Athlete Committee members shall have been elected or appointed to the LSC Board of Directors as an athlete representative, and shall not be a currently serving Board member. B.   Members of USA Swimming National Committees who represent or represented a LSC club team are shall serve as ex-officio Athlete Committee members. .3 Appointment A.   The immediate past Senior Athlete Representative and Athlete Committee Vice Chair shall be appointed to the Athlete Committee. B.   The Athlete Committee Chair and Vice Chair may appoint additional past Senior Athlete Representatives and Athlete Committee Vice Chairs to serve on the Athlete Committee at their discretion. .4 Term of Office A.   The immediate past Senior Athlete Representative and Athlete Committee Vice Chair shall serve a year long term as ex-officio Athlete Committee members. B.   The Senior Athlete Representative may appoint additional ex-officio members at his or her discretion. .5 Ex-officio members shall have both voice and vote on the Athlete Committee. 102.4 COLLEGE ATHLETES .1 College athletes who matriculate to colleges and universities located outside of the boundaries of the LSC may serve on the Athlete Committee regardless of their club or college’s LSC. ARTICLE 103 103.1 FREQUENCY OF MEETINGS .1 The Athlete Committee will meet a minimum three times a year as determined by the chair. .2 Any officer may call a special meeting at any time. 103.2 NOTICE    

25 .1 Seven (7) day’s notice is required for any meeting. An email sent to all committee members constitutes notice. A. Committee members are responsible for keeping their email address on record current. 103.3 CANCELLATIONS .1 At the discretion of the Athlete Committee Chair meetings may be cancelled due to lack of agenda or lack of committee availability. 103.4 QUORUM .1 Five (5) voting members constitutes a quorum if at least two (2) of the five (5) present are officers. 103.5 VOTING .1 In all matters that require the action of the committee a simple majority of those members present will determine the committee’s course of action. 103.6 ATTENDANCE .1 Appointed and elected Athlete Committee members shall be present at all scheduled Athlete Committee meetings to maintain eligibility to serve .2 An absence shall be considered unexcused if an appointed member or elected member fails to notify the Athlete Committee Chair or Vice Chair of their absence prior to the time of meeting. An email sent to the Athlete Committee Chair or Vice Chair constitutes notice. .3 Barring uncontrollable and unforeseen circumstances, two unexcused absences over the course of a term shall result in removal from the Athlete Committee and other LSC committees. 103.7 REMOVAL FROM COMMITTEE .1 The Athlete Committee Chair and Vice Chair, may with the advice and consent of the LSC General Chair, remove any appointed member from the Athlete Committee who fails to meet the expectations outlined in the USA Swimming Code of Conduct, LSC Bylaws and Policies or the Athlete Committee Guidelines.

   

26

SAMPLE ATHLETE COMMITTEE MEETING AGENDA

This is a sample meeting agenda for an Athlete Committee meeting. It is important to have an agenda so committee members know what will be discussed at the meeting. It gives them a chance to prepare their thoughts before the meeting. An agenda also helps the chair to keep meetings on task and as brief as possible. Athlete Committee Meeting Agenda Saturday, May 28th, 2016 at 6:30 PM CT Via Conference Call Participant Passcode/Free Conference Call Link

   

i.  

Call to order a.   Introductions from all committee members

ii.  

Review LSC Mission Statement

iii.  

National Committee/LSC Committee updates

iv.  

Adopt Committee Bylaws

v.  

Presentation on the Importance of Athlete Representation

vi.  

Discussion: 10 & Under State Meet

vii.  

Discussion: Senior State

viii.  

Discussion: Other Business

ix.  

Other Questions, Comments, and Concerns

x.  

Adjourn

27

SAMPLE ATHLETE COMMITTEE MEETING MINUTES

Meeting minutes serve as the meeting’s official record. They are the primary way that athlete representatives can communicate the decisions made at the meeting to the Board of Directors and other committees. These meeting minutes are adapted from an Athlete Committee that uses Robert’s Rules of Order. LSC Athlete Committee Meeting Minutes Saturday, May 28th, 2016 at 6:30 PM I. The meeting was called to order by Chair Smith at 6:33 PM. Attendance was taken, and those present were asked to share their name and club. Those Present: Mary Smith (Chair), Patricia Johnson (Vice Chair), Jennifer Williams, James Jones, Elizabeth Brown, Linda Davis, Barbara Miller, Susan Wilson, Jessica Moore, John Taylor Those Absent: Julia Bradford, Ian Koch, Brendan Morrow, Syd Gessner, Lauren Hamilton, Patrick Rodriguez, Bella Lundsten, Kaitlyn Matson, Mikayla Matson, Cassy Shapley (Staff Liaison), Heidi Miler (Board Liaison) II. Smith reviewed the LSC’s Core Values of Sportsmanship, Integrity, Excellence, and Fun, as well as the Mission Statement. She encouraged committee members to keep these in mind during the evening’s discussion. III. The bylaws were reviewed. No discussion. A motion to approve the bylaws was made by Wilson. Second Johnson. All committee members were in favor; the committee bylaws were adapted. IV. Smith invited committee members to give updates on their National and LSC Committees. Taylor discussed the USA Swimming Governance Committee, which aims to ensure that USA Swimming’s governance structure ensures that all have an equal chance to have their voices heard. The Governance Committee submitted legislation to change USA Swimming’s officers from “Vice Presidents” to “Vice Chairs.” Another Governance Committee/Athlete Executive Committee project is a curriculum to ensure that athlete leadership is strong throughout USA Swimming. Taylor also briefly discussed other USA Swimming committees with members from the LSC. Smith discussed the 10 and Under State Meet Task Force and the Senior Committee. She stated that the committee will discuss the 10 and Under State Meet proposal in more detail later in the meeting. V. Taylor gave a 15-minute presentation on athlete representation. He discussed the necessity for athlete representation, the benefits of athlete representation for the LSC,    

28 the benefits of athlete representation for individuals, and best practices for success as an athlete representative. VI. Smith explained the proposal to host a 10 and Under State Championship meet separate from the current Age Group State Meet and Senior State Meet. A task force is currently discussing this proposal. Moore asked for clarification on the format of the meet; Smith clarified that the current proposal has the 10 and Under State Championship the same weekend as the Senior State Championship at a separate facility. Wilson stated that this would be problematic, because coaches and officials would be spread between the two meets. Davis also stated that larger families may be spread between the two meets. Moore stated that on her team, older swimmers are responsible for helping the younger swimmers at meets, which would not be possible given the proposal. Brown stated that the proposed change would take away from the team aspect of the sport, as it would divide teams between three meets. This would primarily affect smaller teams. Jones stated that scoring might be an issue under the proposal. Taylor clarified that the meets would be scored the same way and the overall state champion would not be affected; however, declaring an “age group state champion” would prove difficult. Brown stated that the proposed change would be tricky in the summer, because it would shorten the already short summer season. Given the committee’s negativity towards the proposal, Taylor brought up the lack of break time between prelims and finals at Winter Age Group State. The committee agreed that this is a major issue, and that the 10 and Under State Meet Proposal seeks to address a very real problem; however, it is not the right solution. Jones stated that regardless of the solution, the 8 and under age group should compete at the State Meet. Committees members were in agreement. Taylor stated that it is best that 10 and under/8 and under athletes swim between the morning prelims and the evening finals sessions at the State Meets. Committee members were in agreement. Wilson made a motion to make the official opinion of the Athlete Committee as follows: “a 10 and under state meet is not feasible given the current information. However, 10 and under athletes should compete between morning prelims and evening timed finals for 11-12 and 13-14 athletes.” Second Davis. All in favor. VII. Smith stated that Senior State is “not a very exciting meet.” Committee members were in agreement. She asked for committee members to brainstorm ideas to make the meet more exciting. Wilson stated that Arena Pro Swim Series meets are exciting, and that the committee should look to them in this discussion. Jones stated that Arena meets are elite meets with huge crowds, while Senior State is not. One potential solution would be to find a way to bring in a bigger, louder crowd to Senior State. Taylor stated

   

29 that at some college dual meets, a local youth group comes to support the team, which would help to bring in a larger crowd. Miller stated that coaches could be asked to hype up their older swimmers, which would encourage a “trickle down” effect to hype up the younger swimmers. Smith and Jones stated that at Zones, there is a team spirit award given out. A similar award may work for the Senior State Meet. Taylor stated that another way to make the meet more exciting would be to hire a professional announcer. Smith stated that along with a professional announcer, finalists should be paraded to give the meet a “big meet” feel. Wilson stated that the Core Value initiative should continue. Moore stated that goofiness should be encouraged with these photos. Miller stated that at Major League Baseball games, the scoreboard is used to provide an interactive experience. Fans photos are posted on the scoreboard. Perhaps something similar could be done at Senior State as we have the technology to do so. Jones stated that we need to survey the athletes on what makes a meet exciting and how Senior State can be improved. Taylor stated that the best way to do this is electronically via Google Forms. Jones should send potential questions to the committee and if committee members have any question ideas, they should send them to Jones. VIII. Smith explained the role of Club Liaisons. They are a link between the Athlete Committee members and their club’s athletes. Next month, each committee member will be assigned liaisons/clubs who they will be responsible for getting to know. She stated that her goal is to ensure that Club Liaisons are more involved this year. Smith stated that several committees are looking for athlete members. Taylor stated that all committee chairs are generally welcoming to new athlete members, and if Athlete Committee members are interested, it is very likely they will be able to serve on another committee if they choose to. Smith stated that Athlete Committee members should reach out to her or the other committee’s chair if they are interested in serving on a committee. IX. Taylor stated that Open Water Meets will be held on Saturday, July 16th at Lake Rebecca, and Tuesday, August 9th at Shady Oak Lake. He asked that committee members encourage their teammates and friends to attend these meets. X. A motion to adjourn was made by Smith. No discussion. Second Wilson. All in favor of adjournment. The meeting was adjourned at 7:32 PM. Respectfully Submitted, John Taylor    

30

SAMPLE ATHLETE BOARD OF DIRECTORS REPORT

On many Boards, members are expected to complete either a verbal or written report at each meeting. This provides a summary of activities since the previous Board meeting. It also may provide reminders of upcoming events and projects. To: LSC Board of Directors From: Athlete Representative Re: February Report to the Board of Directors Championship season is beginning! Best of luck to all athletes at championship meets both within the LSC and around the country! In the past month, I have been involved in many LSC related activities: •   Participated in and planned for the Open Water Task Force conference call on February 5th. Please see the minutes for a complete description of the call. The major takeaways from the meeting were: o   The goal of open water swimming in the LSC is to “expose a new sport to athletes across the LSC and maximize athlete participation.” o   Between Tuesday, June 30th and Tuesday, July 7th (date TBD), the task force recommends that a open water meet, with age groups 10 & under, 11-12, 13-14, and 15 & over, will occur. The task force recommends the LSC as the host. o   On August 11th, the task force recommends that the LSC will host an Open Water State Championship Meet with age groups 10 & under, 11-12, 13-14, and 15 & over. •   Participated in and planned for the Athlete Committee conference call on February 10th. Please see the minutes for a complete description of the call. The committee discussed several key changes: o   The Athlete Committee recommends Minnesota Achievement Championship or Minnesota District Championship as an alternate name for C Finals. Minnesota Achievement Championship was the preference of most committee members. o   Committee members agreed that the Summer State Championship should have age groups of 13-14, 15-16, and 17 & over OR 13-14, 15-16, 17-18, and 19 & over, rather than having a senior championship meet like the winter season. o   There was a mix of opinions on the need for 11-12 prelim/ finals at Age Group State. The prevailing opinion was that 11-12s should be exposed to prelim / finals in the shorter races, such as 50s and 100s, but there isn’t a need for prelims and finals in events 200 and longer. One possible solution the committee came up with is to only have 11-12s swim prelim / finals only one day, as is done at the Schroeder A+ meet in Wisconsin.    

31 •   Participated in two Finance Committee conference calls: o   The February 8th call was regarding the Rochester pool grant. The prevailing opinion regarding the grant was that the Priority Use Agreement for championship meets needs to be stronger before the committee commits $120,000 towards the project. o   The February 12th call was regarding the 2016 budget. •   Various communications with LSC Board members, and other coaches, officials, and athletes. Finally, two new athletes have expressed interest in being a part of the Athlete Committee—Madison Preiss (AQJT), and Sara Carmean (FAST). Both athletes are passionate and dedicated and will be excellent additions to the committee. As always, feel free to contact me with any questions, comments, or concerns that you may have! Once again, good luck to all athletes at upcoming championship meets! Respectfully Submitted, Athlete Representative

   

32

NOTES

   

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