WVST Executive Meeting Minutes – November 12, 2015
In attendance: Peter Carswell, Mark Gaddas, Joanne Dickinson, Eileen Saunders, Ann Tselichtchev, Stephanie Goodine
1. Call to order.
2. Review and approve minutes from last meeting.
3. Review Financial Results – WVST bank account has a balance of $5000.00. Sponsorships from Pro Kids are included here.
4. Review outstanding bills and adjusted fees for swimmers – This will be looked at closer later in the week as some monies have yet to be collected from the AYR front desk.
5. Update on High School Regionals – Preparations for this meet are going smoothly. A timer course was held at the AYR center on Sunday November 8th in order to provide more timers for this meet. More timers are still needed so Peter will be sending an email to other locations requesting help to fill timer positions for the November 28th meet.
6. Coaching update from Eileen – It was suggested that WVST try to offer some basic training courses (Community Level Coaching, Clerk of Course) at the AYR Center in hopes of getting some more volunteers(parents) to help with practices.
7. Gift Cards to Dianne – Dianne Foreman led the timer training course on November 8. It was decided that WVST would present her with a $25 gift card to thank her.
8. Christmas Party – The WVST Christmas party will be held at the bowling alley on December 14. It will include bowling for 1 hour followed by a potluck at the bowling alley.
9. Other topics – The purchase of backstroke flags was discussed. The new flags will represent current “gold” sponsor members. Additional flags will be able to be purchased for $20.00 per flag. The flags will be good advertisement for sponsors. Also, ideas for practices and/or camps for WVST over Christmas break were discussed.
10. Adjournment
Wednesday, December 2, 2015
WVST Meeting December 7, 2015 6:30 PM
WVST Meeting December 7, 2015 6:30 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 High School Regionals
6. Coaching Update from Eileen
7. Gift Cards to Dianne
8. Christmas Party
9. Christmas Camp, December 28-30
10. Other topics?
11. Adjournment
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 High School Regionals
6. Coaching Update from Eileen
7. Gift Cards to Dianne
8. Christmas Party
9. Christmas Camp, December 28-30
10. Other topics?
11. Adjournment
Monday, November 9, 2015
Executive Meeting November 12, 2015
WVST Meeting November 12, 2015 6:30 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 High School Regionals
6. Coaching Update from Eileen
7. Gift Cards to Dianne
8. Christmas Party
9. Other topics?
10. Adjournment
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 High School Regionals
6. Coaching Update from Eileen
7. Gift Cards to Dianne
8. Christmas Party
9. Other topics?
10. Adjournment
Monday, June 15, 2015
Minutes From June 4, 2015
1. Meeting was called to order
2. Minutes from last meeting approved by Sharon and Joanne
3. Mark to send invoice to HCS re High School swim team fees not paid.
$120 in meet fees still to be collected.
Waiting on monies from Swim-A-Thon raised almost $1000
Outstanding invoice from Off the Wall Graphics-Mark to look after
Pool fees for May still need to be paid. Mark to look after
Will have a surplus to start off the new season in September .
4. Oustanding invoices in 3.
May take out track suits for next season due to possible rate increase for
pool use.
5. Eileen unavailable for coaching update but two people interested in taking
coaches course in fall.
6. End of year party to be held at Tony and Eileen's again this year on June 27th
with a rain date of the 28th. Hot dogs and hamburgers to be provided. Peter to send
e-mail to swimmers for how many will be attending plus what they can bring
in way of extra food and snacks .
7. Peter to update our website.
Peter to have posters printed to put up in civic center, around town and in schools
to recruit new swimmers for next season. Joanne offered to assist him.
Have school mention swim team in monthly news letters which go out to parents,
(start in September).Ask civic center to put swim team on their web page and facebook.
Since our computer at civic center was stolen Peter is having a kiosk made which
will have a laptop under plexi glass and screwed down with a shelf for swim team
info for handouts.
8. Trophies,etc. have been ordered and should be here by 19th for presentation at
the year end party.
9. Mark had mentioned the storage shed to his contact at Canadian Tire but hadn't
heard anything back, will talk to him again.
Peter to talk to Eileen re purchasing some extra goggles, hats, fins etc.
10. Discussed need for new secretary for next year and will discuss again in fall to
see if can get anyone to volunteer from the new recruits after registration for fall.
11. Peter to talk to Tony and Eileen about the possibility of hosting the high school
regionals next season. Need to find out cost of using field house, how many
officials/timers/stoke and turn judges would be required to host this type of meet.
12. Fee structure for next season should not change unless civic center increases the
costs for pool time and we need to adjust fees to help cover the extra cost.
OTHER TOPICS
Mark said Jenna Bull is still expressing and interest in helping out with swim team.
Need to speak to Kelly about some broken tiles around the edge of the pool as
some of the swimmers have been cut on these when getting out of pool.
Need to talk to Kelly about all the algae in pool, needs to be cleaned . What they
are presently using makes the blocks and deck slippery and is a safety issue.
Meeting was adjourned
2. Minutes from last meeting approved by Sharon and Joanne
3. Mark to send invoice to HCS re High School swim team fees not paid.
$120 in meet fees still to be collected.
Waiting on monies from Swim-A-Thon raised almost $1000
Outstanding invoice from Off the Wall Graphics-Mark to look after
Pool fees for May still need to be paid. Mark to look after
Will have a surplus to start off the new season in September .
4. Oustanding invoices in 3.
May take out track suits for next season due to possible rate increase for
pool use.
5. Eileen unavailable for coaching update but two people interested in taking
coaches course in fall.
6. End of year party to be held at Tony and Eileen's again this year on June 27th
with a rain date of the 28th. Hot dogs and hamburgers to be provided. Peter to send
e-mail to swimmers for how many will be attending plus what they can bring
in way of extra food and snacks .
7. Peter to update our website.
Peter to have posters printed to put up in civic center, around town and in schools
to recruit new swimmers for next season. Joanne offered to assist him.
Have school mention swim team in monthly news letters which go out to parents,
(start in September).Ask civic center to put swim team on their web page and facebook.
Since our computer at civic center was stolen Peter is having a kiosk made which
will have a laptop under plexi glass and screwed down with a shelf for swim team
info for handouts.
8. Trophies,etc. have been ordered and should be here by 19th for presentation at
the year end party.
9. Mark had mentioned the storage shed to his contact at Canadian Tire but hadn't
heard anything back, will talk to him again.
Peter to talk to Eileen re purchasing some extra goggles, hats, fins etc.
10. Discussed need for new secretary for next year and will discuss again in fall to
see if can get anyone to volunteer from the new recruits after registration for fall.
11. Peter to talk to Tony and Eileen about the possibility of hosting the high school
regionals next season. Need to find out cost of using field house, how many
officials/timers/stoke and turn judges would be required to host this type of meet.
12. Fee structure for next season should not change unless civic center increases the
costs for pool time and we need to adjust fees to help cover the extra cost.
OTHER TOPICS
Mark said Jenna Bull is still expressing and interest in helping out with swim team.
Need to speak to Kelly about some broken tiles around the edge of the pool as
some of the swimmers have been cut on these when getting out of pool.
Need to talk to Kelly about all the algae in pool, needs to be cleaned . What they
are presently using makes the blocks and deck slippery and is a safety issue.
Meeting was adjourned
Sunday, May 31, 2015
WVST Meeting June 4, 2015 7:00 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. Coaching Update from Eileen
6. Upcoming Year-End Party
7. Presidents Update (marketing plan for summer and early September, website, kiosk, posters).
8. Managers Update
9. Purchasing equipment (storage locker and new equipment) for next year
10. New secretary for next year
11. Apply for High School Regionals? Apply to NBIAA if no one else has.
12. Fee structure for next year
13. Other topics 1: _________________________________________________
14. Other topic 2: _________________________________________________
15. Other topic 3: _________________________________________________
16. Adjournment
Sunday, April 5, 2015
WVST Meeting April 7, 2015 6:00 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. Coaching Update from Eileen
6. Presidents Update (logo, marketing plan for May, summer and early September, website).
7. Managers Update
8. Update on Swim-a-Thon
9. Purchasing equipment (storage locker and new equipment) for next year
10. Other topics 1: _________________________________________________
11. Other topic 2: _________________________________________________
12. Other topic 3: _________________________________________________
13. Adjournment
Wednesday, January 14, 2015
WVST MEETING JANUARY 12, 2015 MINUTES.
1. Meeting was called to order
2. Minutes approved from last meeting by Eileen and Bruce
3. We have pproximately $4000 for pool fees for the rest of the season. Should be in good shape for next year.
4. There are approximately $2900 in outstanding invoices to be looked after and we also need to collect the Hartland High School swim team fees.
5. Peter did up letter inviting high school swimmers to join our team, letter also included a schedule of the fees involved. These letters were sent to Carleton North and Woodstock High schools. Eileen suggested that we could use some of the Community Outreach funds to offset the fees.
6. We have Eileen, Ryan and Lilianna as coaches right now.
- Eileen said she will continue coaching next season but after that will either be cutting back or finished.
- We are going to need new coaches!!!!
- Carol volunteered to take the coaching course. Thank you.
- Eileen is going to get a letter out regarding the possibility of getting someone to assist with coaching a couple days a week next season.
7. Matt from Off The Wall Graphics is working on a couple of designs for our new logo for the pool area and Peter has agreed to meet with him to look over the
designs.
- The Civic Center has agreed to pay $500 towards the cost of the new logo (old one damaged during renovations) and the club will absorb anything above the $500.
8. The lawyer from Moncton sent Tony the information to get our club incorporated.The initial cost is $200 and a $60 annual fee thereafter. A motion was passed by Mark and Tony to proceed as we do need for insurance issue and protection of the club.
9. Peter got gift cards for Diane and Marta as a thank you for the timing course and assistance.
10. Peter to set up a date in April for the Swim-A-Thon, usually do on a Sunday.He will also get the web site opened and send link to everyone so they can
start collecting pledges. We are trying for a goal of $100 per swimmer in pledges.
11. Peter says the new silicone swim caps have been ordered and hopefully will have in a couple of weeks.
12. We will get a letter out to parents and swimmers concerning the upcoming meets.
- There will be a NB short course the end of January for swimmers with at least 3 "A" times.
- There is a Premier meet in February and as many swimmers as possible should attend to improve their times.
- The Marion Limpert will take place in Saint John April 25th and 26th and will be a long course meet.
13. Peter needs to call and get a new disc for HYTEK so can get set up.
14. Other topics discussed were, the timers that took the course need to work a couple of meets to get their certification. Also discussed the need for interested parents to take the officials course so we could possibly host our own meet next season.
15. Meeting was adjourned.
2. Minutes approved from last meeting by Eileen and Bruce
3. We have pproximately $4000 for pool fees for the rest of the season. Should be in good shape for next year.
4. There are approximately $2900 in outstanding invoices to be looked after and we also need to collect the Hartland High School swim team fees.
5. Peter did up letter inviting high school swimmers to join our team, letter also included a schedule of the fees involved. These letters were sent to Carleton North and Woodstock High schools. Eileen suggested that we could use some of the Community Outreach funds to offset the fees.
6. We have Eileen, Ryan and Lilianna as coaches right now.
- Eileen said she will continue coaching next season but after that will either be cutting back or finished.
- We are going to need new coaches!!!!
- Carol volunteered to take the coaching course. Thank you.
- Eileen is going to get a letter out regarding the possibility of getting someone to assist with coaching a couple days a week next season.
7. Matt from Off The Wall Graphics is working on a couple of designs for our new logo for the pool area and Peter has agreed to meet with him to look over the
designs.
- The Civic Center has agreed to pay $500 towards the cost of the new logo (old one damaged during renovations) and the club will absorb anything above the $500.
8. The lawyer from Moncton sent Tony the information to get our club incorporated.The initial cost is $200 and a $60 annual fee thereafter. A motion was passed by Mark and Tony to proceed as we do need for insurance issue and protection of the club.
9. Peter got gift cards for Diane and Marta as a thank you for the timing course and assistance.
10. Peter to set up a date in April for the Swim-A-Thon, usually do on a Sunday.He will also get the web site opened and send link to everyone so they can
start collecting pledges. We are trying for a goal of $100 per swimmer in pledges.
11. Peter says the new silicone swim caps have been ordered and hopefully will have in a couple of weeks.
12. We will get a letter out to parents and swimmers concerning the upcoming meets.
- There will be a NB short course the end of January for swimmers with at least 3 "A" times.
- There is a Premier meet in February and as many swimmers as possible should attend to improve their times.
- The Marion Limpert will take place in Saint John April 25th and 26th and will be a long course meet.
13. Peter needs to call and get a new disc for HYTEK so can get set up.
14. Other topics discussed were, the timers that took the course need to work a couple of meets to get their certification. Also discussed the need for interested parents to take the officials course so we could possibly host our own meet next season.
15. Meeting was adjourned.
Friday, January 9, 2015
WVST Meeting January 12, 2015 6:30 PM (Civic Center Upstairs BR)
WVST Meeting January 12, 2015 6:30 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 Team Letter.
6. Coaching Update from Eileen
7. Update on team logo that will go in new lobby
8. Update on incorporation from Tony
9. Gift Cards
10. Update on SwimaThon
11. Update on Cap order
12. Letter to parents concerning upcoming events
13. HYTEK
14. Other topics?
15. Adjournment
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 Team Letter.
6. Coaching Update from Eileen
7. Update on team logo that will go in new lobby
8. Update on incorporation from Tony
9. Gift Cards
10. Update on SwimaThon
11. Update on Cap order
12. Letter to parents concerning upcoming events
13. HYTEK
14. Other topics?
15. Adjournment
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