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