Dear Parents and League Reps:

The All County meet will be Saturday August the first, 2009. The morning session will be Wentzville, Laurel park, O'Fallon, Vineyards, Timberwood, Muirfield, Bogey Hills and Nob Hill. Race begins at 7:30 a.m. The afternoon session will be Lake St. Louis, Monticello, St. Peters, Twin Chimneys, Whitmoor, Winghaven, Blanchette and Dardenne. Race begins at 1:30 p.m.
Each child will be allowed to swim in 4 individual events and 2 relays. Children 10 years and younger will swim all of their events in the north pool while at the same time the other kids will be swimming in the south pool. Last year, almost 900 swimmers participated in the All County meet.

In order for both pools, during both sessions, to run smoothly and efficiently, the commitment of parent's volunteers is absolutely vital. For this reason, we require that at least one parent from each family participating in the meet serve as a volunteer worker during one half of your team's session. Volunteer opportunities are as followed:

• Stroke Judges: Make sure all swimmers are performing the strokes in accordance with League rules and that violations are disqualified. The stroke judges must be certified according to league guidelines.
• Starters: Coordinate race times with the other pool while watching timers to make sure all lanes and swimmers are ready, and announce race starts.
• Heat Sheet Checkers: Back up the starters. Make sure events and heats are each called in order and that lanes and timers appear ready prior o announcement of each heat.
• Card Distribution: Make sure each swimmer gets a heat card before proceeding to the bullpen. (make up additional card if one is lost or send swimmers to their coaches if they do not have a card and do not appear on the heat sheet.)
• Bull Pen: Coordinate swimmers for individual events and relays and escort them to blocks before the start of each race.
• Heat Awards: Make sure the fastest swimmer in each heat is awarded a prize.
• Runners: After Timers record times, get each swimmer's heat cards to the computer room for data entry. During 25 yard events, runners take cards from swimmers on one end of the pool and get them to timers on the other end. Then get them to the computer room after the race.
• Security (Stairs and Poolside): Keep pool deck clear of obstacles, including parents that are not working. Make sure runners have a clear path.
• Computer Card Sorter: Average the times from heat cards as they come in from runners and report times to Data Entry. File Cards.
• Timers: Check swimmer names for each lane and heat, time the races and record times on swimmers' heat cards.
• Hospitality: Distribute water to workers.
• Heat Sheet/T-Shirts: Sell t-shirts and heat shirts.
• Awards: These volunteers will take the times each child has and place them with their name to be sent to make Trophies.

Team Jobs will be emailed. Thank you for your consideration. Were looking forward to a great All County Meet for 2009!

Sincerely,

All County Coordinators

I have attached the events file for All County 2009. This will be used to set up your meet in Team Manager(4.0 or 5.0). Please use this file when entering your athletes for the All County Meet. It is critical that each teams events match exactly. Meet manager will not import your teams information if it is not entered using this file

Events # 1-22 are 10 and under events, North pool, AM session 1.
Events # 23-55 are 11 and up events, South pool, AM session 2.

Events #101-122 are 10 and under events, North pool, PM session 3.
Events # 123-155 are 11 and up events, South pool, PM session 4.

This is the same order that was used last year. You will need to make sure you are entering your athletes in the appropriate session. Morning teams are: Wentzville, Laurel Park, O'Fallon, Vineyards, Timberwood, Muirfield, Bogey Hills, and Nob Hill. Your events are #1 through 55 Afternoon teams are: Lake St. Louis, Monticello, St. Peters, Twin Chimneys, Whitmoor, Winghaven, Blanchette and Dardenne. Your events are #101-155.

Instructions for saving
Click on the attachment in this e-mail
Click Save attachment
Click browse
find the folder you save to (could be Hysport, Tm4, Tm5 or in your downloads). open and save the file.

Open your Team Manager program. Click file then Import, then Meet Events. Click on the file named" Meet Events-All County 2009-01Aug2009-001.zip, then click open.
This should import all the events into the meet named All county 2009.

When entering your athletes by name you can filter your choices by session so you enter the correct event numbers. Just put the session number in the checkbox below the list of names.
Please call or e-mail any questions.

Pam Breshears
636 240-7107
pam.breshears@gmail.com

All County 2009 entry procedures: Use these after you have imported the events into your team manager.
(Please forward these instructions to the data entry person for your team)

Entries should include:

1. Name and team abbreviation
2. Contact person: Name, Phone number and Email address. As in years past, results will be emailed to the contact person.

Please attach TWO files to your email:
1. Meet Entries export
2. Word file of Meet Entries for Individuals.

Please use Team Manager version 4.0 or higher for your entries.

Meet Name: All County 2009

Team Abbreviations:
1. BB Blanchette
2. BOGEY Bogey Hills
3. WING Winghaven
4. LSL Lake St Louis
5. LPD Laurel Park
6. MKW Monticello
7. MARLI Muirfield
8. 1001 Nob Hill
9. OFT OFallon
10. GATOR St Peters
11. TTT Timberwood
12. TIDAL Twin Chimneys
13. VINE Vineyards
14. WNTZ Wentzville
15. WAVES Whitmoor
16. DARD Dardenne

Please note in your email if you are using a different abbreviation.

Max of 6 events per swimmer - 4 individual and 2 relay. Do not swim a child in the same event in two different age categories.

Directions for exporting Team Manager files for e-mailing:

-To export your entries so they may be emailed
1. Click on FILE, then EXPORT, and then MEET ENTRIES. This will open a new window. On the upper left side, select the drive to which you wish to save the file. In the box below this, select the folder/directory to which you will save the file.
2. On the right hand side, select the meet which you wish to export (All County 2009). Check the "export relays" box, but leave the 'use converted times' box unchecked! Click OK. Your file should now be saved to your hard drive and ready to attach to your email.

-To export Team Manager Files of entries in Word Format:
1. Click on REPORTS, then PERFORMANCE, then MEET ENTRIES. This will open a new window.
2. Under MEET select the meet ( All County 2009)
3. Under FILTERS select YOUR name (this is probably the only team in your database, so it will probably already be selected.) and check ALL under the GEN tab. Everything else in this section should be blank.
4. At the bottom SORTBY, click on NAME.
5. OTHER OPTIONS, click INCLUDE PROOF OF TIME and INDICATE CONVERTED TIMES.
6. Under EVENT FILTERS, click on INDIVIDUAL.
7. These are the only settings you need to check, all others should be blank.
8. Click on CREATE REPORT. Wait until your report is generated. (You may now print this out for your records).
9. Click on the button at the top that shows the envelope with an arrow to save your file. A new Window will open.
10. Under FORMAT, choose WORD FOR WINDOWS DOCUMENT. Under DESTINATION, choose DISK FILE, click on OK. A new Window will open.
11. Under SAVE IN, choose the drive to which you wish to save the file. Down below, choose the folder.
12. Give the file a name, yourteamindiv2009 (e.g. bogeyindiv2009) Make sure the file type chosen is "Word for Windows" and click SAVE.


All entry files should be e-mailed to me by Monday July 6th. This will give you time to enter results from two meets. I will e-mail you a confirmation after I received your files.

E-mail all files and additional information to Pam Breshears at pam.breshears@gmail.com . If you have any questions, e-mail or call me at 636-240-7107.

Bring a print out of your individual meet entries and relay report for All County 2009to the July 14th league Rep meeting. The individual entries report should list boys and girls in alphabetical order with the events that child is swimming. Also provide the number of heat sheets your team is ordering along with All County fees.

I know it's hectic this year but with all your cooperation, it will go smoothly!
Thanks for all your help.

All County Co-ordinators