hacswim

October 2013

Meeting Minutes from October 9, 2013 at 8:15 PM

Roll Call: Janet Butterfield, Joe Spila, Lois Dundore, Drew Soisson
Prior Meeting Minutes: N/A

Report of Officers

  • Joe gave the keys to the pool & storage area to Janet.
  • Janet now has the laptop that Joe had previously. Janet also has the Colorado timing system at her house.
  • Janet provided an update from the CASL meeting.
  • HAC will be hosting Divisionals next season. It’s scheduled for July 19.
  • Janet was able to move the meet that we did have scheduled for the July 4 weekend. We will have two home meets again next year.
  • Janet did send the following to the township: Meet schedule, Request for pool time the night before to set up and request for time for morning practice
  • Janet sent a request to Cumberland Valley to rent the pool for the last two weeks of May and requested the need for a lifeguard to be present.
  • Next year, we will need to purchase at least two new touchpads. We have eight in working order. We also agreed that an additional expenditure next year will be to replace the records board at Hampden Pool.
  • One of our parents, Michelle Gallagher, has volunteered to reformat the HAC website. During this website update process, the registration process and forms will also be updated.
  • We did agree that we will not have a face-to-face registration night. Few parents used this option. All registration will be done online.
  • Janet started a HAC Facebook page. This page will be noted on our updated website.
  • A parent contacted a Board member to inquire why her son did not receive his All Star medals.
  • The budget was approved for next year. The registration fees will remain flat.
  • Drew noted that he will be responsible for more of the administrative tasks next year.

Unfinished Business

  • Janet will confirm that the Hampden Pool Manager has all of the coaches’ keys to the pool.
  • Janet will follow up to ensure that the township has no concerns with the Divisionals meet. Typically, the timeframe for this meet is 7-2. If the township has concerns, the Mechanicsburg club will host. If we do host and need help, Mechanicsburg said that they would help.
  • Divisionals Needs: Need to determine admission fee, Payment for six officials, T-Shirt design, Program design
  • Janet will send a request to Mike to use the WSY for practice during the last week of school.
  • Janet will send the budget information to Jeremy. Included with this is the request for township funding.
  • Janet and Drew will ask Mike if HAC can use the WSY version of Meet Manager.
  • A decision on the HAC logo will need to be made. (?????)
  • Jim will follow up to see if we can implement a credit card process for next year’s registration.
  • Janet will contact the Colorado timing system vendor to determine next steps for the pad that is not functioning correctly as it floats. 3
  • Janet will follow up to determine when our website and web hosting needs to be renewed (vendor is Crazy Post hosting).
  • Janet will set up email accounts for the registration process (registration@swim-hampden.org).
  • Drew will follow up on the missing All Star medals. He will also ensure that all coaches know who is responsible for picking these up after the meets.
  • The by-laws need to be updated next year. They will need to be approved at a parent meeting next summer.
  • It was suggested that a Parent Handbook be created for next year.
  • Janet will get the text for Jeremy to put in the Hampden Pool mailing for next year.
  • Janet will ask Jeremy if the township would be willing to pay for the lifeguard next year.
  • Jim will re-file the insurance paperwork. We do want to see if we can change the timing of the insurance so it does not expire during our summer season. The WSY (Mike), Hampden Township and CV all need to get copies of this paperwork.
  • At the next meeting, we will determine the dates for our pool parties. These dates will need to be submitted to the township.
  • Janet will send an email to the parent distribution list to determine if anyone would like to help and/or attend our Board meetings.
  • Janet and Mike will finalize the HAC/WSY agreement for next year.

New Business

  • There was no additional new business to discuss.