Minutes of meeting November 13

1. Meeting was called to order

2. Minutes from last meeting approved.

3. Mark was unavailable to give financial updates but had discussed prior with
Tony. We have approximately $10,000 in bank and the bills and invoices are
up to date. There is approximately $6500 still outstanding in fees due to the
pay structure (post dated cheques, and split payments).

4. Mark unavailable to review outstanding bills and adjusted fees for swimmers.
Will update at next meeting. An e-mail will be sent out to all parents to remind
them that the Civic Center is handling all our fees and any ongoing cheques
should be made payable to the Civic Center not WVST. The Civic Center will
provide parents with recipts and can also pay by cash or credit card.

5. High school teams-8 from Carleton North and possibly 2 more, 5 from Hartland
and 9 from Woodstock. Will generate approximately another $1000 for club.

6. We have no coaches available to go to the Bathurst meet so any of our swimmers
that plan on going will have to go with Fast and each swimmer would have to pay
extra since Fast pays their coaches unlike ours who are volunteers

7. Bruce Bulla was elected as Communications Director, nominated by Sharon and
Tony and all in favor Joanne Dickinson was elected as Team Manager-nominated by Bruce and Tony and
all in favor.

8. Tony made formal request to the Civic Center to replace our team logo which was
ruined during renovations (cost for new one $500). Tony will followup with Kelly
again for their decision.

9. Too late this season for the purchasing of swim gear
as part of their registration. Eileen to do up a list of equipment needed and the cost
and could discuss at another meeting to see if parents receptive to the idea.

10. Tony met with a lawyer last week who is willing to do what is necessary for the
club to get incorporated, he will require all executives names and e-mail addresses
for the lawyer.
Bruce had question of whether club will be required to submit a financial report and
Tony will discuss with our lawyer.

11. Peter to set up timer and training course here for parents of swimmers attending
meets. It takes 30-35 officials to run a meet. Tony to talk to Dianne Forman to see
when date can be set.

12. Tony has talked to Bugle previously regarding swimmers profiles in local newspaper
and they are receptive to the idea. We will need to get individual pictures of swimmers
and decide what information we want on the profile and send to the Sports Editor at
the Bugle.

13. Tony to forward the information to Bruce via e-mail for the grant and Bruce will
complete and send in.

14. If the coach attending a meet has no swimmer swimming we pay $35.00 per day
for meals, 20 cents per km for mileage and if more than 1 day meet we pay for
their room.

15. Age for Canada Games has recently been changed to 15 which means if the swimmer
is 16 they cannot attend.

16. Plans have been discussed to hold the Christmas Party at the bowling alley this
year since nothing available at Civic Center. Tentative date Thursday, December
18th during regular swim time. Still have to confirm with Bowlacade for that date.

17. Peter to discuss with Eileen to see if (a) coaches would like a break over Christmas
or (b) bringing someone in to do the camp.

18. Ryan Dickinson will be helping out with coaching. Question brought up regarding how
many hours per week are required for a coach. There are no set hours rather when
available to help coach or to fill in if another coach cannot be there.

19. Motion for adjournment approved

WVST Meeting November 13, 2014 7 PM (Civic Center Upstairs BR)

1. Call meeting to order.
2. Review and approve minutes from last meeting
3. Review Financial Results
4. Review outstanding bills and adjusted fees for swimmers
5. Update on Carleton North, Woodstock and Hartland High School Swim Teams.
6. Coaching Update from Eileen
7. Election of new officers (Position of Communications Director and Team Manager)
8. Update on team logo that will go in new lobby
9. Review and discuss purchasing of swim gear for swimmers as part of registration
10. Update on incorporation from Tony
11. Discuss the need for parents to have timing course. Parents travelling to meet events must have timer course.
12. Swimmer profiles in local newspaper
13. NB Go Grant. Money available if we apply. Eileen to discuss and volunteers to complete application. $1,500 available.
14. Covering expenses of coaches for meets
15. Update on Canada Games eligibility
16. Christmas Party
17. Upcoming Christmas Camp
18. Other topics?
19. Adjournment

Minutes WVST Meeting September 18, 2014 7 PM

1. Meeting was called to order and Tony introduced executives to the parents of new swimmers. Eileen discussed how the coaching program works and that we have no affiliation with the summer swim team and that our main focus is on technique and development. Advised new parents what equipment is required for practice and meets. Tony went over the different meets and swimmer requirements for each division. Advised parents that fundraising is minimal with exception of Swim-A-Thon which is a yearly fundraiser that we do. Went over Partnership Program and how parents can help to get new sponsors. Talked about team evens like Christmas party and year end awards party. Tony advised parents that the information for meets etc is on web page but they could also call or e-mail himself or Eileen if they had questions that needed specific answers.

2. Did not have copy of minutes for last meeting but advised parents they can be found on our web page under communications.

3. Mark advised that we are starting the year with approximately $6000 in the bank with no outstanding payables so are in good shape. Eileen is working on grants available which will also help.

4. We have 21 or 22 swimmers registered so far which is consistent with previous years.

5. We have about 25 swimmers for the Woodstock and Carleton North high school team and Eileen will be coaching them over the 10 week program.

6. Eileen to remain as head coach with Marie and Lilianne as assistant coaches and a new addition of Jenna Bull.

7. Peter Carswell was nominated by Mark and seconded by Bruce and Sharon to be the new club president and Tony to assist for the year. Vice-President position is still open. The new signers will be Peter Carswell and Mark Gaddas. Two of two signatures will be required for cheque signing.

8. We have a new flyer done up this year to put in schools. Peter brought the new business cards he had done up and passed them out to parents to give to any friends, relatives, etc. that may have someone interested in swimming.

9. We will get T-Shirt sizes at our first practices and order them along with team caps. 10. We are asking the town to replace our logo since it was ruined in the renovations of the center.

11. Tony still looking into getting our club incorporated. 12. We hope to be back in the water by September 29th and Tony will advise by e-mail. Meeting was adjourned

WVST Meeting September 18, 2014 7 PM (Civic Center Upstairs BR)

1) Call the meeting to order

2) Review and approve minutes from the last meeting

3) Review financial results.

4) Review registraions and program for the year.

5) Update on the Carelton North and Woodstock High school programs

6) Coaching Update from Eileen

7) Election of officiers for the new Season.

8) Discuss and review posters for recruitment drive

9) Review and approve tee shirt order for the season

10) Discuss team cap order

11) Update fro Mark on our logo in the lobby

12) Update from Tony on incorporation

Minutes August 13, 2014 6:30 at Woodstock Golf Club

Attendees - Tony Crann, Eileen Saunders, Mark Gaddas, Peter Carswell, Sharon Hamilton

1) -$5800 in bank-2 fees still o/s should raise balance to $7200 when collected

-Mark to e-mail parents to remind them of fees still due.

-Eileen to apply for operational grant $1200-$1500

-May need to look at doing some additional fundraising this year

2)-1 definite and have been talking to 4 possible new swimmers this season.

-Need to get posters in schools early in September to recruit new swimmers.

-Peter to see about getting some business cards done up with web site

 information to hand out.

-Could do free advertising in the weekend Advertiser.

-Ideally would like to have 35-40 swimmers.

3)-Need to recruit swimmers from Woodstock, Hartland and Carleton North

 for the high school swim team.

-Eileen to look after Woodstock

-Marie to look after Hartland

-Tony to talk to Todd Saunders for Carleton North

 -To avoid Swim Canada Fees they would need to have a teacher sponsor and

  we could provide the coach for practice and meets.

-Fees would be approximately $40 per swimmer for the 10 week season.

4)4 Premier Meets, 4 Invitational, 2 camps and Provincials.

5)Tony to talk to Luke, corporate lawyer for Day & Ross to see about getting papers

 done up so we can be incorporated.  Should be able to get done at no cost.

6)Practice schedule same as last year and can make any adjustments after Christmas.

-2 hours Monday, Tuesday, Thursday and Friday and 1 1/2 hours on Wednesday.

7)-Annual fees should remain same as last year with $8 adjustment for Swim Canada increase. 

-Meet fees will need to be paid before swimmers go to meets.

8)Tony has talked to Kelly Foster and to save paying LSD, the Civic Center wants to

 collect our annual fees and meet fees on our behalf.

-Mark to meet with Charlotte from the Civic Center to get plans in motion.

9)We will have our year end meeting and election of executives in September

 after registration.

10)Marta from Fredericton will be working with Eileen again this year so we can

 follow their schedule.

-Eileen will remain as Head Coach

-Lilianna has been trained and is doing her portfolio

-Marie will be coaching Tuesdays and Fridays 

-Caleb will assist again this year when can

-Mark mentioned that Jenna Bull may be interested in assisting with practice if she is available

-We still need to work on getting another coach for next year.

11)Tony to talk to Matt about getting new names done for record board.

12)Do not think our logo can be removed so Mark to talk to Ken Harding

 re cost sharing to replace.

13)Tony to get information from Pat for the Run, Skip, Jump program

-Eileen will review and see about getting it started in early September

 before the pool opens in preparation for the new season.

14)All in attendance agreed that we need more parent participation in

 different areas of the club to keep it running smoothly.

Meeting was adjourned

Agenda WVST Meeting August 13, 2014 7:00 PM at the Civic Center

1) Call meeting to order.

2) Financial update from Treasurer

3) Recruitment of new swimmers for the fall program

4) High school swim Team discussion

5) Meet schedule and season planning

6) Practice schedule for the up coming season

7) Review of meet fees for new season

8) Year end meeting and election of Executive in September

9) User fees for LSD and how it affects the registration. Review offer from the civic center to handle our registration

10) Coaching discussion for the new season..

11)Updating of the records board for the fall season

12) Discussion of logo in the civic center . Can we get removed without ruining

13) Run skip jump new program for dry land to complement swimming

14) Adjourn meeting.

Minutes WVST Parent and Executive Meeting May 5, 2014 6:30 PM

In attendance : Tony Crann, Mark Gaddas, Eileen Saunders, Peter Carswell, Sharon Hamilton


1) Mark reviewed financials to date

--$6633 in bank-$3650 in outstanding receivables

--will have $2000 for pool fees for balance of season-$64 per practice session

--we still have $1000 coming from Swim-A-Thon donations

--Mark to send e-mails out to parents who still have outstanding swim fees due

--He to send out e-mail to show where the fees are spent

2) We have 3 more meets coming up

--Long Course end of May in Saint John for swimmers with at least 3 "B" times

--Short Course June 14 & 15 at the Q Plex outdoor pool in Saint John-would be Saturday morning

  Saturday afternoon and Sunday morning

--East Coast Long Course in July

   Tony will be sending out e-mail to parents with information for qualified swimmers

3)Eileen looking into grants that are available

--Operating Grant $1200-$1500

--Community Outreach Sport Promotion Grant $1500-$2000 to promote team and special projects

--Long Term Development Grant $1500

4)Discussed getting high school swimmers involved in club

--Eileen to talk to Woodstock High

--Tony to check with Todd Saunders re Carleton North

--Mark to check re Hartland Community School

We would coach the swimmers and attend meets as their coaches

5)Discussed need to recruit new swimmers for next season

--will try to have a couple of meetings over the summer to focus on recruitment

--posters in schools-do blitz early September before season starts to spark interest in our club

--have an introduction camp

--do up letter to swimming lesson members offering incentives to swim with our club

--talk to Multi Cultural Association about promoting club

6)Peter Carswell has expressed interest in club President position for next season with Tony as his mentor

7)Tony will be attending the annual Swim NB meeting and banquet again this year on June 7 & 8th.  This is

open to anyone wishing to attend-very informative speakers and awards are given out.  Tony to e-mail 

parents with information and cost to attend.

8)Tony to look after putting a bid in to host a camp at our pool in October.

9)Lilianna just did fundamentals course for coaching

10)We still need involvement of parents for timing and officials courses, timing course can be done online and

Tony or Eileen can provide any information or answer questions about what is involved.

11)Planning on year end party again in June.  Lots of fun for swimmers, awards given out for different categories

i.e. Top Swimmers, Rookies, etc.

Tony to advise by e-mail when details finalized

12)Meeting was adjourned

Minutes February 24, 2014 6:30 PM

Minutes Feb 24/14






1) Mark reviewed financials-balance in bank $9700.

Fees for season $13000 of which approx $6500 is still outstanding. Tony to send Mark list of

all e-mail addresses so he can advise parents of any amount still owing.

Tony to also send Mark list of home addresses so he can issue tax receipts.





2)There is a meet for under 10 on March 22nd in Fredericton

Invitational meet March 29th & 30th for A & B times hosted by GOT in Oromocto

Marion Limpert Meet will be held in Edmunston this year the first week of May.





3)Caleb & Lilianne will be taking fundamental coaches course in April.





4)Practices will be cancelled over March Break and resume March 10th





5)Tony to finalize date for Swim-A-Thon. Club raised $2200 last year (best ever). Tony will

send out e-mail to parents regarding website set up for Swim Canada to make donations

and enter sponsors so tax receipts can be issued.





6)Depending on any meets in early May beginners should be done for season mid May. Awards

will be given out at last session.





7)We need to get parents educated and involved in what it takes to run a successful club

and consider taking an executive position within the club. Caleb has only 1 year left and

Tony would like to act as a mentor for anyone interested in taking over as President. He

would be available to give his assistance where needed. We really need some parents to

consider so we can keep our club running.

We are still working with the town rec department to get a head coach for the club.





8)It takes approximately 30 officials to run a meet and we need parents to consider taking the

timing course. Eileen or Tony can advise you about taking the course which can also be

done on line. You would not have to be a timer at every meet. If enough parents take the

course it can be done on a rotating basis.





9)Eileen to finalize a date for Marta to come up from Fredericton for a session with our

swimmers. Marta is a professional swim coach and we have been following her schedule

this year with some good results for times, etc. at our meets.





10) No further business so meeting was adjourned

Parent Meeting Monday May 5th 2014 6:30 Pm at the Civic Center

1) Call the meeting to order

2) Review minutes form the last meeting

3) Review financials and outstanding fees

4) Review the schedule for the rest of the season

5) Review grant proposals

6) Discuss the high school swim teams for next year

7) Discuss swimmer recruitment for next year

8) Discuss Executive for next year

9) Review swim NB Annual meeting and  banquet and camps

10)Adjourn meeting

Parent Meeting Februray 24, 2014 6:30 at the Civic Center

1) Mark to give financial update. outstanding fees and year end projections

2) Review meets for the remainder of the Season

3) Discuss up coming Coach Training

4) Review the schedule for March break

5) Discuss the Swim a thon. Pick a date late April

6) Discuss the season end dates and planning

7) Review parent involvement for the remainder of the Season and next year. Discuss various roles that people can help out with

8) Any other business.

9) Discuss official training and expectation for helpers as timers at meets.

10)Discuss Marta coming up from Fredericton for session with the Team

11) Meeting adjourned

Minutes December 2, 2014 Executive Meeting

Attendees- Tony and Eileen, Mark, Sharon

1)Mark reviewed financials, things are looking good $9800 in bank

2)Planning a glo swim for Christmas Party at regular practice time on 12/19-will do pictures,swim for hour and pizza party afterwards.  We also plan on sending Marta a $100 gift card for her assistance in helping to structure our practices to be more in line with Fast.

3)We will swim until 12/22 and resume 1/5/14 for Christmas break

4) Decided we will discuss date and availability for Swim-A-Thon at a meeting in January

5) Eileen says things are going well with coaching, had first premier meet and swimmers did well and have an Invitational Meet in 2 weeks.  Also discussed that we need another parent meeting in January to see about getting more of the parents involved in the running of the club in order to keep the club running.

6) Caleb and Ljiljana going to coaches training in Sackville 12/20.  We need to have one more coach finish their certification.

7) Got $2500 from Carleton North Foundation-Eileen did up board with pictures, write-ups etc on how we used the money.  Tony attended on behalf of the club.

8)Eileen to look after applying for the Government Grant over Christmas-$1500

9) Marta to get details to Tony for the Christmas Camp for swimmers and he will let qualified swimmers know dates etc.

10)Tony to send $400 invoice to Carleton North for pool time for the high school swimmers

11)Tony going to send out notice to parents re sponsorship and approach Day&Ross for their help again this year.

12)Mark is going to talk to whoever we need to get the new lane markers as the Civic Centre had previously advised that they were supposed to be in their budget.

13)Trish Murray has been appointed to the V.P. position 

14)May change our Sunday swim time from 3:30 to 5:30 sometime in the new year when the high school team is done swimming.

Meeting was adjourned