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.