Voting at this spring’s North Carolina Swimming Virtual HOD on Sunday, April 18, 2021 at 1:00 PM on Zoom will be conducted electronically. 

 Please follow these step-by-step instructions to ensure that your club is represented and registered to vote.

1. You must declare your club’s delegates to Barb Frith by April 14th.

·         Click the following link to see the number of non-athlete delegates each NCS club is permitted to name for its club. Each club that has athlete members may also name one athlete delegate.

Number of non-athlete delegates for each NCS member club

·         Send an email to Barb Frith at pfrith@mac.com and include:

o   Name and valid email address for each non-athlete delegate.

o   Name and valid email address for your athlete delegate. If your athlete delegate is under 18, please copy a parent/guardian on your email to Barb.

·         This information is due to Barb no later than April 14th.

1. PLEASE NOTE that all declared delegates must be USA Swimming members in good standing on April 18, 2021. Please check your club portal for any membership issues your delegates need to address before April 16th.  
2. Delegates must receive their personal voter identification number from Election Buddy prior to the April 18th HOD.

·         On April 16th, the eligible delegates you name will receive an email from Election Buddy at the email addresses you provide.  

·         The email will include their personal Election Buddy voter identification number that they must use to vote at HOD on April 18th at 1:00 PM on Zoom.

·         The password to unlock their ballot will be provided at the HOD meeting held Sunday, April 18th at 1:00 PM on Zoom.

·         Delegates MAY NOT vote by proxy. They must attend the Zoom HOD meeting on April 18th at 1:00 PM to receive their password and cast their votes. 

If you have any questions about the delegate registration process, please contact Barb at pfrith@mac.com prior to April 13th.

MEET BID PROCEDURE: Please use the form below to submit your 2021-2022 Short Course meet bids by 4/17/21.

Here is the bid packet for submitting meet bids for the 2021-2022 short course season. It includes both the Meet Bid Framework and the Meet Bid Form.

Meet Bid Framework

The meet bid framework provides dates of notable meets, including sectional and national events, and indicates closed weekends during the 2021-2022 short course season.

Meet Bid Form

The meet bid form is the method for submitting your meet bids to the meet scheduling committee. Simply complete and submit a form for each of your club’s meet bids.  Please note the closed weekends when submitting bids.

Completing the Meet Bid Form

The meet bid form allows the Meet Scheduling committee to gather and provide clubs with complete and consistent meet information. The form is divided into three sections:

1. Basic Meet Information (dates, host club, meet name, location, etc.)
2. Meet Type (meet type, course type, meet category, age group)
3. Meet Fees (individual fees, relay fees, facility fees, travel fund, parking, other)

Click the link to the Meet Bid Form to get started. After completing all required fields (identified by an asterisk) in a section, click NEXT. After completing the entire form, click SUBMIT.  You will be asked if you want to submit another response.  If you do, click “submit another response” and repeat the process for your next meet.

Meet bids submitted will automatically populate the 2021-2022 Short Course Bid Schedule posted on the NCS website. Here, you can view what you’ve submitted. (The spreadsheet does not automatically sort by date, so the most recently submitted bids will appear at the bottom but will be sorted periodically as bids come in.)

Meet Bid Deadline:	4/17/21
Schedule Planning Meeting:	4/18/21
Meet Calendar Approved:	4/18/21 (HOD)
Approved Calendar Posted:	4/18/21

If you have any questions on the Meet Bid Form, contact billmartin@ncswim.org.

Thank you,

Kevin Thornton
Scheduling Coordinator
kevin@gsaswim.org