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.