1) Call meeting to order
2) Review the current partnership documents with the updates that Jeff made
3) Discuss getting the Laptop, Banner, and score board updated with the current Partnership we have sold
4) Review the existing list and assign anyone that has contacts with one of the companies
5) Set time frame for current drive to be completed
6) Discuss the use of the Partnership logos on the Website and any Team correspondents.
7) Set the next meeting date
8) Adjourn meeting
Sunday, October 26, 2008
Thursday, October 16, 2008
Minutes October 16, 2008
In Attendance : Tony Crann, Eileen Saunders, Diane Foreman, Jeff Clowes, Rhonda Tompkins, Ethel MacAlister, Anna Rowley, Amanada Davis
1) Meeting called to order
2) Review of last weeks minutes Open items Amanda was to check if we are we registered charity. We are not. Amanda will check what the fee is?. NB grant application Steven will check what the coaches need for training Diane is handling grant can we put it in for this year and then apply come spring Diane will try for this year before years end. Got to have financials and other things to go with grant application. We try and pull those items together before the end of the year. Perks outstanding invoice from last year is paid. Leaf raking is cancelled everyone has received email. Judy has confirmed with Jellystone. Computer has been received for club and Jeff Clowes will be setting it up.
3) Ethel is updating financials. Some outstanding fees and money has been returned to club for fundraising activities. Some outstanding fees and invoices have been paid. After pool fees we should be $3000 to the good. There are still some fees outstanding from meet. Meet budget update. Made about $1000 on meet. Will issue official reportb for the next meeting.Need to handle corporate for next year. Overall a successful meet. Carol Allard was a tremendous help.
4) It was discussed and agree the the next fuundraising Item would be a Xmas basket. Ethel will take the lead on creating the basket. We will ask all parents to donate something to the basket. we would like to have this done by the end of Otcober so we can start selling the tickets.Ethel will have the tickets made up and Tony will post the sign up form on the Wesbite for people to order their tickets. Start early it should be a good fundraiser. The item will offer a 40% fundraising credit to the parents that sell tickets
5). If was discussed and agreed the we would offer Matthew Brockyy and Honarion the equivalanet to $10 per hr for his help with the Group. We will pay this twice a year once at Xmas and once at the season end.
6. Tony advised that there is a Swim Canada meeting in Moncton on the 22 that the clubs will asked to attend. SNB will cover the cost of the miles and WVST will cover the hotel expenses for this Trip.
7 Special Olympic s could not be accommodated within exist schedule. Waiting for reply from them reg when they might fit in if at all
8. We need to get final count on where we are with the Calenders. Tony will send note to alll parents that we need a update By November 15 on where they are.
9. Partnership program needs to be reviewed and have a coordinated effort Needs to be sold Year from when you sign up and so if miss meet this year you will get it next year. Business or individuals all will be acknowledged according to the level of donations made. Diane suggested that we have a drive to make contact during a specific time of the year for corporations to make decisions regarding donations /sponsorship. Before end of November. Document outlining the sponsorship program should be recreated. Randy will be contacted re who on the list he has contacted reg sponsorship program. This will be the main topic of discussion at the next meeting
10 Ethel will be taking money for the meets. People will decide with coaches regarding the meets and who will go. 26 Oct is deadline for Miramichi meet. Need to know who is registered and what fees are owed. Lets have coach submit to executive what his plans are regarding meets and coaching.
11. Stephen advised Ethel that hos plan is to have all competitive swimmers attand all the sanctioned meets. From that parents can plan whoich ones their child will attend. Stephn plans to have each parents compete a form in advance of the meet for the parents to indicate if thair child is going.
12. Role of the Team Manager (Shelley) is to book block rooms for meets and notify parents. Ethel has offered to help with this if Shelley wants. Shelley to advise
13. Steven suggested that the kids should have proper Team dress. Rhonda will review the Swim and Tri website and we will check out the options and offer something to the parents
14. Discussed Xmas party for kids swim and pizza. Tony will send note to the parents if they have any other ideas.Will firm up as we get closer
14. We will ask the Coaches to give us 10-15 minute Coaches report at the beginning of each meeting for
Meeting adjorned 7:45
Next Meeting - October 28 at 630.
1) Meeting called to order
2) Review of last weeks minutes Open items Amanda was to check if we are we registered charity. We are not. Amanda will check what the fee is?. NB grant application Steven will check what the coaches need for training Diane is handling grant can we put it in for this year and then apply come spring Diane will try for this year before years end. Got to have financials and other things to go with grant application. We try and pull those items together before the end of the year. Perks outstanding invoice from last year is paid. Leaf raking is cancelled everyone has received email. Judy has confirmed with Jellystone. Computer has been received for club and Jeff Clowes will be setting it up.
3) Ethel is updating financials. Some outstanding fees and money has been returned to club for fundraising activities. Some outstanding fees and invoices have been paid. After pool fees we should be $3000 to the good. There are still some fees outstanding from meet. Meet budget update. Made about $1000 on meet. Will issue official reportb for the next meeting.Need to handle corporate for next year. Overall a successful meet. Carol Allard was a tremendous help.
4) It was discussed and agree the the next fuundraising Item would be a Xmas basket. Ethel will take the lead on creating the basket. We will ask all parents to donate something to the basket. we would like to have this done by the end of Otcober so we can start selling the tickets.Ethel will have the tickets made up and Tony will post the sign up form on the Wesbite for people to order their tickets. Start early it should be a good fundraiser. The item will offer a 40% fundraising credit to the parents that sell tickets
5). If was discussed and agreed the we would offer Matthew Brockyy and Honarion the equivalanet to $10 per hr for his help with the Group. We will pay this twice a year once at Xmas and once at the season end.
6. Tony advised that there is a Swim Canada meeting in Moncton on the 22 that the clubs will asked to attend. SNB will cover the cost of the miles and WVST will cover the hotel expenses for this Trip.
7 Special Olympic s could not be accommodated within exist schedule. Waiting for reply from them reg when they might fit in if at all
8. We need to get final count on where we are with the Calenders. Tony will send note to alll parents that we need a update By November 15 on where they are.
9. Partnership program needs to be reviewed and have a coordinated effort Needs to be sold Year from when you sign up and so if miss meet this year you will get it next year. Business or individuals all will be acknowledged according to the level of donations made. Diane suggested that we have a drive to make contact during a specific time of the year for corporations to make decisions regarding donations /sponsorship. Before end of November. Document outlining the sponsorship program should be recreated. Randy will be contacted re who on the list he has contacted reg sponsorship program. This will be the main topic of discussion at the next meeting
10 Ethel will be taking money for the meets. People will decide with coaches regarding the meets and who will go. 26 Oct is deadline for Miramichi meet. Need to know who is registered and what fees are owed. Lets have coach submit to executive what his plans are regarding meets and coaching.
11. Stephen advised Ethel that hos plan is to have all competitive swimmers attand all the sanctioned meets. From that parents can plan whoich ones their child will attend. Stephn plans to have each parents compete a form in advance of the meet for the parents to indicate if thair child is going.
12. Role of the Team Manager (Shelley) is to book block rooms for meets and notify parents. Ethel has offered to help with this if Shelley wants. Shelley to advise
13. Steven suggested that the kids should have proper Team dress. Rhonda will review the Swim and Tri website and we will check out the options and offer something to the parents
14. Discussed Xmas party for kids swim and pizza. Tony will send note to the parents if they have any other ideas.Will firm up as we get closer
14. We will ask the Coaches to give us 10-15 minute Coaches report at the beginning of each meeting for
Meeting adjorned 7:45
Next Meeting - October 28 at 630.
Saturday, October 4, 2008
WVST Registration Procedures and Steps 2015 -2016
1) You can register any time during the season.
2) The first step is to download and complete the appropriate forms from the Website.
3) Download and complete the Registration form. Its called registration form 2015-2016 under the "Registration Information" http://clients.mysportsite.com/wvststingrays.com/index.php?p=downloads
4) Download and complete the Consent Form. Follow this link to the "Registration Information" section and download the Concent form 2015-2016 http://clients.mysportsite.com/wvststingrays.com/index.php?p=downloads
5) Once these two forms are completed you can contact the President of WVST or the Treasurer and they will make arrangements to meet you. Usually at the pool at the Civic center and start the registration process. Contact information for Club Executive is available on the Contact information page on our Website http://clients.mysportsite.com/wvststingrays.com/index.php?p=custom1
6) At registration arrangements must be made for the payment of your fees. The contact person can give you guidance as to what group your child belongs. Here is the Fee Schedule There are 4 seperate groups Competitive Senior, Development Youth , Beginner Red and Beginner Blue
Fees can be paid in via check or cash and we also have options to pay over time via post dated checks.Fees can also be paid via credit card through the Civic Center reception desk.
7) Once the fees are paid your information will be send to our Club Registrar/Team Manager who will activate your account on the Swim Canada website. Once your account is activated you will receive a email and Link from Swim Canada. You must go to that link and add your family contact information. Follow this link to the guide that will help you with this final step. Its under the "Registration Information and the guide is labelled Parent Registraion Help Guide http://clients.mysportsite.com/wvststingrays.com/index.php?p=downloads. Once you have competed this update the Registrar/Team Manager Will be notified automatically and your account will be activated. That is the final step in becoming a member of the WVST club. Please remember that we can also assist with this at the Civic Centre. It will be exciting to see your child's swims, times and past meets.
8) We also recommend that you review the Club handbook Follow the link to the "General Information" section and the handbook is labelled WVST handbook 2015-2016 http://clients.mysportsite.com/wvststingrays.com/index.php?p=downloads This handbook contains lots of useful information.
9)WVST also offers a number of Fundraiser opportunities throughout the year that allow parents to raise money to help defray the cost of swim fees. Link below http://www.wvststingrays.com/index.php?p=downloads
Welcome to WVST. Please check the Website regularly and we will keep you updated with everything that is going on http://clients.mysportsite.com/wvststingrays.com/index.php?p=home. As a parent run organization we are only as good as your involvement. Please be a activate member of the Team.
Wednesday, October 1, 2008
Agenda October 16, 2008
1) Call meeting to order
2) Review and approve last meeting minutes
2) Ethel Treasurers Report including meet budget review
3) Judy Fundraising Updates. Xmas Basket
4) Discussion on paying the beginner Coach
5) Discuss attending the SNC meeting in Moncton
6) Discuss Special Olypmpic swimmers.
7) Review other fundraising opportunities for rest of fall. Cancelled the Leaf raking
8)Review Calenders
9)Discuss the Partnership program Update.
10)Review process for Team going to meets and what needs to be done. Fee collection and how do we order form the tri swim site.
11) Discuss options for Xmas Party for the kids.
12)Payment fees arrangemnets for all not paid.
13)First payment civic center
14)Adjorn Meeting
2) Review and approve last meeting minutes
2) Ethel Treasurers Report including meet budget review
3) Judy Fundraising Updates. Xmas Basket
4) Discussion on paying the beginner Coach
5) Discuss attending the SNC meeting in Moncton
6) Discuss Special Olypmpic swimmers.
7) Review other fundraising opportunities for rest of fall. Cancelled the Leaf raking
8)Review Calenders
9)Discuss the Partnership program Update.
10)Review process for Team going to meets and what needs to be done. Fee collection and how do we order form the tri swim site.
11) Discuss options for Xmas Party for the kids.
12)Payment fees arrangemnets for all not paid.
13)First payment civic center
14)Adjorn Meeting
Minutes September 22, 2008
Attending : Tony Crann, Eileen Saunders, Anna Rowley, Judy Beaton, Shelley Palmer. Ethel Mccalister
1) Meeting called to order
2) Tony announced that Kylie could not be Secretary so asked for nominations for new Secretary. Shelley nominated Eileen and Ethel seconded. Executive voted and Eileen was elected
3) Ethel will give a formal Treasurer's report for the next meeting.
4) Tony asked that someone be assigned to look for and after opportunities for Grants and other sources of funds. Eileen volunteered
5) Amanda Davis will check on if WVST is registered for charity
6) Diane Foreman has agree to handle the NB grant application
7) Ethel will contact every parent and make sure we have the arrangements make for the fees. The arrangements need to be made before the first swim meet for swimmers to be eligible
8) Tony will try and find the hard drive that ran the Partnership monitor
9) Motion was passed and voted on to allow $150 for basket for Judy will have prepared and sell tickets at the meet. Passed
10) Ethel updated on the Calendars and it was agreed that we would get another 50 to sell for the meet
11)Agree to paid the old invoice for $1400 to perks for last years merchandise. It was agreed this year that any sales would be done through the Website and the processing by credit card
12) Tony will send the list of the companies for the Partnership program to all parents so they can say if they want to call on any. Judy will call on the rest.
13) Judy is checking if the leaves can be raked at jelly stone Oct 18-19
14) Rhonda is checking to see if Sean can find a old CPU as well
15) Meeting adjourned
Next meeting October 16, 2008 at 6:30 at the Civic Center
1) Meeting called to order
2) Tony announced that Kylie could not be Secretary so asked for nominations for new Secretary. Shelley nominated Eileen and Ethel seconded. Executive voted and Eileen was elected
3) Ethel will give a formal Treasurer's report for the next meeting.
4) Tony asked that someone be assigned to look for and after opportunities for Grants and other sources of funds. Eileen volunteered
5) Amanda Davis will check on if WVST is registered for charity
6) Diane Foreman has agree to handle the NB grant application
7) Ethel will contact every parent and make sure we have the arrangements make for the fees. The arrangements need to be made before the first swim meet for swimmers to be eligible
8) Tony will try and find the hard drive that ran the Partnership monitor
9) Motion was passed and voted on to allow $150 for basket for Judy will have prepared and sell tickets at the meet. Passed
10) Ethel updated on the Calendars and it was agreed that we would get another 50 to sell for the meet
11)Agree to paid the old invoice for $1400 to perks for last years merchandise. It was agreed this year that any sales would be done through the Website and the processing by credit card
12) Tony will send the list of the companies for the Partnership program to all parents so they can say if they want to call on any. Judy will call on the rest.
13) Judy is checking if the leaves can be raked at jelly stone Oct 18-19
14) Rhonda is checking to see if Sean can find a old CPU as well
15) Meeting adjourned
Next meeting October 16, 2008 at 6:30 at the Civic Center
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