WVST Agenda Parent Meeting December 17, 2009

1) Call the meeting to order





2) Discuss the requirements for the up coming meet parent commitment

3) Important dates for the meet.

a) meet date january 23

b) Planning meeting Jan 5

c) Setup help Jan 22

d) Tear down help Jan 22

4) Types of officials required

A) Stroke and Turn

B) Timers

c) Marshal

D) General help - food runners

E) Co Ordinate the food area, officials room

F) Co-ordinate the setup /Tear down

adjorn meeting

WVST Minutes December 1, 2009

The meeting was called to order by Tony.

In attendance were: Rhonda TompkinsTony CrannShelley Palmer Naomi Sharpe Iris MacDougal

1) (Randy could not attend however he did drop off the coaches report) Tony read the coaches report. Basically ever group is doing well.Randy wanted a follow up done with Tim Weeb to discuss the possibility of coaching.Tony will be arranging a meeting.

2) Rhonda handed out the financial report. The bank account is looking good, however, there are still outstanding registration fees.Approximately $5000 in cash to be collected. The average monthly pool rental costs $1600. This x 10 months is $16,000.Rhonda will be getting #'s from the budget and letting us know where we stand for the next meeting.

3)Tony suggested that we will probably be getting more swimmers after Christmas.Rhonda will start to send a basic financial report to be on the website so the parents can see where we stand.

4) We have made a decision to actively recruit all parents to help out with our team's needs.This notice will be sent via email as well as face to face(when possible).

5) Our Christmas party will be on Dec 17th. Parents can pass $ in and ticket stubs on that night. Iris summoned for a few hours relief at Wal-mart during ticket sales. Rhonda offered to help out.

6) Grocery bagging time slots are filling up. Rhonda will be getting a donation of pizza for the night of the Christmas party.Rhonda will also be sending out a spreadsheet for parents to fill out for food to be brought to the Christmas party.

7)Naomi offered to hire Julie Clendenning to make balloon animals on Dec 17th between 8-8:30 in the community room.Tony will check on booking the community room for that night.

8)Dianne Foreman will be running the computer for the meets. Tony will contact Don Hawkes to get a list of potential officiators for the meets. Tony suggested that after Christmas we have a planning meeting(to arrange timers, officials etc.).

9)Tony also suggested advertising in Houlton and Woodstock. Enrolment is up however.It was mentioned that Tony was slightly disappointed about the piece in the paper. He will try to fill in the missing details on the next issue.

10) An executive meeting will be held on Dec 17th at 5:45 and Dianne will be invited to this one.

11) A tentative date for WVST parent meeting will be January 5th at 6:30. Shelley mentioned that the new meet schedule isn't really that good.Tony agreed that it could be improved.

12)Tony consigned a cheque to pay the pool fees.

13) The meeting was adjourned at 8:45.

Naomi Sharpe secretary

Wvst Agenda December 1, 2009

1) Call meeting to order

2) Financial Update

3) Review dates for next Club Time trials

4) Fundraising Update

5) Discuss Christmas Party and what we need the parents to bring

6) Discuss the January meet Planning and preparation

7) Clothing , travel banner, and pool board Update

8) Discuss advertising for swimmer in January Woodstock and Houlton

9) Discuss Christmas Camp

10) Discuss officials development

11) Adjorn Meeting

WVST Executive Meeting October 27, 2009

In Attendance

Tony Crann, Eileen Saunders, Rhonda Tompkins, Shelley Parter, Iris Macdougal, Ethel Malister, Randy McDougall

1) Randy reported several swimmers have potential for Team NB Team Atlantic selection Feb with meet in May Jacjques, head coach CNBO in Moncton may do a clinic breaststroke and butterfly. Research cost for pool billeting etcetera..

2) Randy agreed to do Monthly time trials in the club. Last Friday Thursday of the month. This will be used for swimmer benchmarking and development.

3) Sharpespurchased the Platium corporate sponsorship.Website updated and Jeff Clowes was contacted to update the media board..

4) Fundraising is necessary to look at pool cost and paying the coaches. Between partnership and fundraising the target is to raise $5,000

5) Potential Fundraisers. Toll booth, partnerships, meet, dates for sobeys? Lottery license. Finish off the basket for Christmas.

6) Partnership fundraising. Check with each and see if they want to sign up . Somebody needs to take ownership and see what can happen with it. Is there one parent who would commit to this and make the calls. Tony will send another round to the parents on the Partnership.

7) Christmas Party- suggestions or ideas for that. Glow swim and a pizza party. Rhonda will see if she can get the pizza donated half price. Done in the pool on the 17th. Would this be an appropriate date. Ask parents to bring deserts.

8) Rhonda can you get the bill for the month of October and make sure they don’t charge us for those dates we cancelled.

9) Clothing – for this year if this is what we need and we can get them locally lets get new ones for everyone and then the fees for youth and senior include the cost of the suit. If everyone has the same suit. We are ok with the no gray and the black suit bought locally but want to see the engraving of the logo and what it looks like. For the finished product.

10) When booking Sobeys and have the schedule to fit so that the seniors can be sure to be there..

11) Lindsay will do the coaching 101 and run another 101. There is one in PEI. Thinks she has a place to stay. The cost would be $500.00. This course is November 27, 2009. She needs to be registered this week. If she has a place to stay we definitely should send her to go. Confirm place to stay.

12) Nominations for the VP of the club. Iris McDougall was elected VP.

The next meeting for the executive will be December 1st, 2009. To be confirmed with Board.

WVST Agenda October 27, 2009 at 6:30 PM

1) Call the meeting to order

2) Review the minutes for the last meeting

3) Coaches Update

4) Monthly non official pool trials

4) Review registration and finances

5) Review the first fundraiser the Christmas basket progress

6) Discuss the approach for the partnership fundraising this year

7) Discuss planning for the Christmas party

8) Discuss the meets that the Team will attend for the season

9) Review track suits and and shirts for the season.

10) Discuss Jacque from CNBO bring some kids to Civic center for techincial clinque over some weekend


11) Discuss sending Lindsay to PEI for coach tarining in PEI

12) Elect New Vice president

13)Adjourn meeting

Meeting Minutes September 23, 2009

The meeting was called to order by Tony @ 6:30 PM

In attendance were: Tony, Eilleen, Randy and Naomi.

1-Tony announced there were ten new swimmers(three of those in youth).That makes a total of six in youth this season.This makes a total of twenty two children in our club.

2-The budget and payment to Swim NB fees could not be finalized as Rhonda was not in attendance.

3-Coaching was discussed:We have Randy for seniors and Hannah for youths.Nicole Thibodeau will help with the youth and the blue and red beginners.Eileen will also be available to help.Lindsey can commit to two hours (monday and thursday)for the blue and red teams.Lindsey will be paid to coach.This schedule will allow the youths and seniors to always be swimming together.Randy noted that there is more opportunity for youths with the schedule this way. Randy let us know that in the event his whole family were(for some reason)away togetherhe would be looking for someone to take his place. Randy said he will call Lindsey(Bambridge) to confirm if she can go to the swimming 101 course for level 1 coaching on October 2nd/3rd/4th. This coarse will be held in Fredericton.Tony and Eileen will be going and covering their own charges.

4- Clothing:Youth have to wear black caps and swimsuits.Costs of track suits for youths and seniors were incorporated in their registration fees.Beginners can order track suits at their own expense.Naomi suggested seniors could sell their old track suits to the beginners.

5- Tony will try to get all the members at the pool on Monday September 28th.Randy wants to meet with the coaches (before all the parents and members arrive) to discuss a coaching format.The group/parent meeting will start at 6:30 in the Hall of Fame room and will finish up with an hour of pool time.

6- Fundraising:Eileen applied for grants for government funding.We should expect to have an answer within 3 to 4 weeks. The parents will be asked to contribute something for a Christmas basket.The items will be collected a week later. Tickets will start to be sold at the first of November.Tony will update the documents for the partnership program for Monday's get-together, so he can encourage parents to talk to potential sponsors.

7-A notification will be sent to all parents about how they need to prepare for swim meets.

8-Tony brought the idea to the table about posting certificates for personal bests on line and update this every month. This would be so the members could go on line and show their friends/family or print them off to keep. The record board at the Carleton Civic Center will be updated after every meet including pictures and personal bests.

9- The meeting was adjourned at 7:45.

WVST Agenda September 22, 2009

1) Call meeting to order.

2) Review registration night results and any new know kids joining

3) Finalize the budget for the new year

4) Discuss the structure of the youth Coaching

5) Discuss the registration for Coaching 101

6) Plans for the first fund raiser of the year

7) Discuss track suits and tee shirts for the year

8)Discuss partnership program for the new year

9) Discuss payment to swim NB fees.

10) Discuss planning for the first parent meeting and what we want to accomplish in the first week of evaluations of swimmers.

WVST Minutes September 1, 2009

In attendance:

Tony Crann
Randy McDougall
Rhonda Tompkins
Shelley Palmer
Naomi Sharpe
Diane Foreman

The meeting was called to order at 6:30 PM

1 – Tony started the meeting off by stating that we need to find out if Stephen will be returning this fall as just the senior coach or the head coach. We as an executive are moving forward anticipating he will be back.
Collectively the executive and acting couches will put together a program for the youth, to help them to continue to improve.

2 -Between Randy & Hannah the youth coaching will be covered.
Anticipating Stephen will be covering the seniors, we are left to find a beginner coach.
Holy and Felicia were discussed as options. It was concluded that we would need to pay a wage for this position.
Everyone on the executive was in agreement that we would have to pay for the beginner staff.

3- The topic of expenses then came to the table.

The wages for a beginner coach would be an additional expense as would the added pool times for the upcoming year.Randy suggested if we drew other swimmers from other areas we would have better cooperate sponsorship.Randy also volunteered to temporarily provide coaching for the seniors if Stephen can’t fill his position, so that the team would go on.

4- The proposed meet schedule for the upcoming year was discussed. Questions were brought to the table about the expenses and required amounts of pool time. Tony suggested that at our October meeting we would have a better idea of the amount of members then we could decide on the meet commitments. Randy stated that it takes 2 weeks to get the swimmers ready for a meet , so we need to decide which meets are necessary and possible.

5- Rhonda joined us and shared the expense report, which was in a negative.
This propelled the discussion back to the cost of the pool fees.
For one year it’s $12,701.00 and registration fees last year only covered $11,392.00.
Randy also suggested we as an executive should go to an upcoming town council meeting and tell them our situation. We decided once we have our registration numbers we could then plan a budget.

6- Registration will be between 6 and 8pm on September 16th.
Naomi, Shelley and Dianne all said they could be at the civic center for registration night.
Randy said Hannah might be able to show up to meet the little members.
Naomi suggested that we might be able to attract new members of applications for funding from Prokids was made available.Tony said Eileen would bring ProKids registration forms for registration night.Tony said he would update our team’s registration forms.

7- Registration fee were discussed. All current registration fees have been put on the teams website.

8- Randy suggested we make a written request for pool price reduction.

9- Tony let us know we need to prepare a package with pictures and club info for a piece for the Bugle. The Bugle has committed to a half page spread.
The executive all agreed to have the Bugle article include the team’s financial dilemmas i.e.: costs and registration fees verses how many registered in comparison to other sports.
Rhonda agreed to do a cost analyses for Tony to add to our website as well as the Bugle article.
Rhonda will be emailing Tony the details of the financial report to put on the website.

10- The available Sobeys grocery bagging dates will be sought out by Rhonda and she will let the executive know at the end of September.A follow up executive meeting was set for September 22nd at 6:30pm.

11- Iris was volunteered to prepare the Thanksgiving fundraising baskets. 1 for Wal-Mart, 1 for the Civic Center.Tony volunteered Eileen to set dates to sell tickets at Sobeys and Wal-Mart.

12- Tony let us know that $100 will be charged by Swim NB for registering our club by Sept 8th.
Rhonda agreed to send this cheque asap.

13- Tony mentioned he would contact Stephen to see what his plans were with regard to coaching. Tony said he would let the rest of the executive know (via email) what Stephens plans were.

The meeting was adjourned at 8:15.

Agenda September 1, 2009

Civic Center at 6:30 PM September 1, 2009

1) Call the meeting to order

2) Any new business to be added to the agenda

3)Review and update the budget based on the last expenses received

4) Finalize the schedule for the season

5) Discuss coaching status for the upcoming season.

6) Get commitments and prepare for registration for Sept 16

7) Make plans for the first fundraiser of the season.

8) Coaches Conference for September 25, 2009

9)SNB setup and registration fee for the season

10) Expense carry forward from last season

8)Adjorn meeting

WVST Executive Minutes August 4, 2009 6:30

In attendance: Tony Crann, Shelley Palmer, Diane Foreman, Rhonda Tompkins, Naomi Sharpe, Eileen Saunders, Stephen Dibblee

1)Meeting called to order by Tony Crann

2) The new fee schedule was reviewed for the year. The motion was by forth and passed to accept the fee schedule and payment plans for the year. Tony to post under the quick reference schedule on the Website. The Beginner fees include Cap and Team tee shirt and the Youth and Senior fees include Cap , Tee shirt and Track Suite.

3) There was allot of discussion in reference to the pool schedule for the year and what the Team could afford. There were changes to what was discussed at the meeting and it looks like the new schedule will have to be the same schedule as last year with the addition of the Wednesday early morning slot.

4)The budget was reviewed and agreed. This may be adjusted some once we determine what the registration numbers are for the year. Rhonda is preparing a budget draft and once I get i will circulate and post for everyone.

5) Tony to check on level 1 Coaching for Hannah.

6) Tony to check with Kelly at the Civic Center on providing some coaching for the Beginner group.

7) Meeting adjourned

Agenda August 4, 2009 6:30 Civic Center

1) Call the meeting to order

2) Finalize the fee schedule for the coming year

3) Finalize the pool schedule for the coming year

4) Discuss first fund raiser of the year

5) Review and approve the budget for 2009-2010

6)Discuss the beginner coaching

7) Discuss partnership program for the upcoming year

8) adjorn meeting

Minutes May 12, 2009 AGM WVST

Minutes Western Valley Swim Team Annual General Meeting May 12, 2009

In Attendance :

Tony Crann, Eileen Saunders, Diane Foreman, Jeff Clowes, Naomi Sharpe, Shelley Palmer, Rhonda Tompkins,

Meeting was called to order by Tony Crann President

1. First item on the agenda was the schedule for swimmers. Steve Dibblee head coach had requested 4:15-6:15 five days a week with 6:30 to 8:30 AM Saturday mornings for the 2009-2010 season Meeting with civic center indicates that we will not get these times and will have to negotiate a new schedule in consultation with Steve and the parents.

2.Seniors will swim 12 hours per week. Other groups will be determined based on schedule.

3.Other coaching issues involved setting the decision for out of province meets at an early stage so that fundraising can be devoted exclusively to such events. Also more input from parents with the coach regarding meets and the schedule should take place following the close of this season and the beginning of the new year.

4.Non senior swimmers are to broken into three groups blue and red. Youth groups will have a B standard ( 6 hours) and beginners will be Red (3 hours some swim team experience) and blue (no swim team experience 2 hours) fees will have to be adjusted accordingly.


5.Team Merchandise. Youth and above will be asked to have track suit and hat can be built into fees. Beginner groups will have tshirt and hat.

6.Fins will be necessary for youth and above

7.Fundrasing for the year has resulted in 1700 – 1800 in corporate donations and other fundraising campaigns have raised a substantial amount for club as noted in financial statements Should stick with xmas raffle and secure grants etcetera if possible (may be necessary to incorporate as nonprofit to access these funds) Set items that will earn credits for swimmers.

8.Contact with the media has raised the profile of the club and the website has been a valuable tool for managing team events.. Media portal at civic center needs to be updated Jeff Clouse will handle this.

9.Training for coaches needs to be identified. Hannah will return to the youth group and Randy will continue to provide backup but will need new beginner coaches in the fall. Officials training for the meets will also be considered.

10.Possible areas to recruit new swimmers: first nations (what are their plans), summer swim team, float in parade? Committee for recruitment?

11.Election of Officials Tony Crann ( President) - Dianne Foreman (Meet Manager and Vice President) Rhonda Thompkins (Treasurer) Naomi Sharpe (Secretary) Shelly Palmer (team Manager) Eileen Saunders will handle grants and recruitment Jeff Clouse and Dianne will handle media and promotions.

12.Send thank you to corporate sponsors and paper for the year.

13.End of Year Party June 7 1:00. Another meeting of the executive will be scheduled following east coast meet in July.

WVST Executive Meeting Minutes March 31, 2009

In Attendance:

Shelley Palmer, Tony Crann, Eileen Saunders, Rhonda Tompkins, Diane Foreman, Stephen Dibblee

Meeting Called to order by Tony

1) Stephen gave a Coaches update. Only couple of meets left for the year. Which all require qualifying times. MWC is thinking about holding another development. There was a note sent to the parents to determine who is interested in attending.

2) Stephen discussed the structure of the groups for next year. The current Juniors well need a step before they can become part of the Senior group. He plans on putting back in a Intermediate group which would consist of primarily the existing Junior group. He will do and evaluation of the existing beginners and determine which ones should move to the Juniors.

3) Stephen we will need to discuss the Coaching structure of the groups for next year and make sure we are covered at each level.

4) Basic expectations are that beginners will attend at least one meet per year and beyond that the team is a competitive Team with Juniors and above competing in meets as recommended by the Head Coach

5) Rhonda gave the Treasurers report. Team finances are in good shape. The final fundraiser should give us the funds we need to finish the year in the black


6) Reviewed the caps. We have sold 12 caps and have 38 in inventory.

7)Tony to review with Kelly Foster cutting back the lanes to 2 from the end of May until the end of June

8)Swim-a-thon. Diane is in charge she will send the info to the parents. Will set expectation of raising minimum of $25 per swimmer. Date for event will be April 19th will probably have some sort of pot luck and invite the parents. Tony book a room for that afternoon

9)Tony gave a update from the most recent SNB board meeting in Fredericton. There are 869 registered swimmer in the province, 473 competitive and 329 non competitive and 67 Masters swimmers. The meets are going well around the province

10) Discussing the AGM(Annual General Meeting) for the WVST. Need to encourage all parents to attend this meeting. Will elect officials for the new year plus have a planning session for the upcoming. Date of the meeting May 5th at 6:15. Tony to send notice and the agenda to all parents

11) The group discussed any additional to the planning session/AGM agenda. Added to the agenda Development Planning for the coaches, officials development, discussion on fundraisers for next season. Funds sources swimmer fees, grants, Grocery Bagging, gift card promotion, Christmas basket, selling citrus, swim-a-thon

12) Tony to discuss with the civic center the back stroke flags. Does the Team need to buy or will the civic center.

13) Tony to have adds in the paper mid April recruiting new swimmers for the end of the season to try and get them back into the regular program for the fall. Tony to get prepared the letter to go to all summer swim Team participants and all swimming lesson kids. The civic center has agreed to distribute

14) Meeting adjourned

Season Planning Notes 2009/2010

1) Schedule for swimmers
a) Meet and schedules
b) Out of province meet
c) Recreation program aka Beginners
d) Meet expectations for beginners


2) Merchandise
a) Track Suits and Caps
b) Other merchandise
c) Equipment


3) Fundraising
a) Partnership
b) Other Fundraising
c) Fund Raising Credits

4) Grants and other funds

5) Publicity and the media
a) Website
b) Newspaper stories


6) Training for the Coaches

7) Training for officials
1) Computer operaters

8) Recruitment Plans
a) Summer swim Teams
b) Regular swim lessons




9) Financial Update



10) Election of Officials for next Year

a)President, Vice President, Treasurer, Secretary, Team Manager

b) Committe Chairs, FundRaising, Grant Access, Publicity Updates, Recruitment

Agenda March 31, 2009

1) Call meeting to order

2) Any other new business to add to the agenda

3) Coaches Update
a)Discuss program structure for next year
b) Feedback to parents on the swimmer fit for next year

4) Treasurers report

5) Fundraising Report
a) Sobeys bagging report
b) Discuss next fundraiser

6) Report from Tony on last SNB Board meeting

7)Planning for next year planning meeting

7) Adjorn Meeting

Minutes Februray 10, 2009

In attendance: Tony Crann, Naomi Sharpe, Eileen Saunders, Stephen Dibblee, Anna Rowley, Diane Foreman, Shelley Clowes, Rhonda Tompkins

1) Stephen gave a update on the coaches. Laura will work 2 nights per week with Laura with the juinors. Laura will cover when she can based on her schedule. Laura and Trisha will come 2 times per week to to cover off the Beginner group. The main focus is to close the gap between the beginners and juinors with the senior group.

2) Plan is to run some time trials and maybe even duo or tri meet near the end of April to give development swimmers maybe one more competition for the year.

3) Swin Nb talking about adjusting the Development meet schedule for 2 before snow in the fall 2 after snow in the spring and then let the clubs do what they want in between. This will be discussed at the annual meeting on June. The key is to try and get the meets so that you can travel and return the same day. less expensive for parents and the clubs

4) Stephen also discussed that the Time standrads will be updated again for this year. These need to be evaluated periodically to get enough swimmers on the chamnionship meets with allows them to develop as stronger swimmers

5) Rhonda gave the treasuers update. We need to do the grocery bagging plus probably the swimaton to get the monies we need to finish the year. Stephen has not claimed expenses yet but we have accurred for those meets. Talked about giving the kids some sort of incentative to raise money. possibilities dunk tank, pei the coach, some fun things

6) Tony discussed that we may need to run recreational program as well as competitive team to have financilly sound club. Will discuss more as we move into the new season.

7) Tony will discuss with Coaching staff if we try and change the times to earlier in the afternoon from evenings will we be able to attain the Coaching staff requured to run those shifts.

8) Tony will look at assigning someone to be responsible for any grants or monies that are available. Add to next meeting minutes

9) Meeting adjourned

Agenda meeting February 10, 2009

1) Call meeting to order

2) Coaches update
a) Year end trials or tri meet possibility discussion
b) Beginning coaching review
c) Meet schedule for next year proposal


3) Treasurers Report

4) Fundraising Report
a) Sobeys grocery bagging schedule review
b) Other fund raising for the year


5) Schedule for next season

6) Any Other new business
a) Swim Canada Transfer Policy
b) Swim Canada Policy On Swim Suits



7) Adjorn meeting

Minutes January 13, 2008 6:15 PM

In Attendance



Jeff Clowes, Rhonda Tompkins, Diane Foreman, Shelley Palmer, Eileen Saunders, Head Coach Stephen Dibblee





1) Call meeting to order.



2)Coaching update: Nicole Thobodieau is potential to help out with the beginners coaching. Eileen will follow up with her this week to see if she can commit. Need someone that can commit 3 hours per week to teaching the kids basic stroke. With only 2 devo meets left for the year we may need to have some sort of time trial in April to keep the kids engaged.

3) Need to focus our recruiting efforts around 8-9 year old kids. Get them in the pool teach them the basic strokes and have them start competing. There is a wide gap today between the Senior group and the beginners/Juinors. Need to focus of efforts in closing that gap and competitions are the key. Need to fill in Coaching with the beginners group so we can probably use Randy Laura and Stephen on the Junior and Intermediate group

4) Jeff will talk to Bob Mcnally as potential beginner coach swimmer. Report at next meeting.



3)The Sobeys fund raising event happens at the end of February. Eileen will check on basic white tee shirt that they can wear for grocery bagging with our logo



4)As part of next years sponsorship efforts maybe offer sponsoring a swimmer s as potential form of support



5) Tony will talk to Kelly at the Civic center about letters to go to all kids at a certain level of swimming lessons. Also need to do sort brochures and posters for the elementary and middle school..Additionally are there any correspondent's that the civic center does that we could piggy back on



6) It was agreed to run ads in the local papers in Woodstock and Houlton at the end on March offering free swimming for the last 4-5 weeks of the season. That would get some new swimmers in the pool for that period of time that are potentials for the next season. Target the younger age group where we want to focus our efforts




7) Meeting adjourned and next Meeting February 10, 2009 at 6:15