June 2015 Parent Meeting

Meeting Minutes for Hampden Aquatic Club (HAC) Parent Meeting on June 11, 2015 at 8:45 PM

Discussion Points

From the Board:

• Janet Butterfield (HAC President) led the meeting. She introduced other Board members including: Deb Bennett (Fundraising), Jim Davis (Treasurer), Lois Dundore (Secretary), Lauren Harris, Kristia Ludwick (Registration), Kristi Witt
• Drew Soisson who represented the coaches gave a Coaches update. Drew did let the parents know that we have been using lane lines and backstroke flags at the morning practices. As a reminder, two practice options are available – mornings at Hampden Pool and evenings at the West Shore Y. He also let the parents know that the team relies on them for the success of our meets. Parents are expected to volunteer.
• Our first meet is on Tuesday at Indian Creek.
• Team pictures will be taken during morning practice on Wednesday, June 24.
• Team Unify is used to sign up for meets. This is how swimmers sign up for events they would like to participate in and parents sign up for volunteer activities. Children can sign up for individual events. The coaches will take care of assigning relays.
• Any questions/issues about this tool should be directed to Drew tonight or Mike Gobrecht via email. The coaches are also available for questions.
• Act 153 Clearance – This is a new law that we are expected to follow. Lifeguards and coaches have this clearance. These clearance forms are on file with the club. Our governing league, CASL, will soon be providing guidance on this. Parent volunteers will eventually need to have this clearance. However, those parents who volunteer for an activity prior to July 1 will be ‘grandfathered’ into the clearance requirements until next year.
• Team Merchandise – Janet did let the group know that we have team t-shirts available tonight for all registered swimmers. These are provided as part of the registration fee. Tonight is the deadline for swimsuit orders. Orders after today will be through Toad Hollow. Janet also noted that we do have some HAC items for sale (towels, water bottles, etc.)
• Hampden Township graciously provides the Hampden Aquatic Club with pool time for our practices and parties. Previously, they also provided funding for the club. This year we were told that they were no longer able to do this. As such, the Board is looking into alternate ways to raise money for our club. We are looking into filing with the IRS as a non-profit organization. This will give us more fundraising options. A parent attorney has volunteered to complete appropriate legal filings (pro bono). Our bylaws will also need to be updated, if we go this route. The fees associated with this are expected to be approximately $1100. At our Parent Meeting in July, this will come up for vote.
• We are having two fundraising events this year – sub sale and ‘Rubber Duck Challenge’. Order forms for the sub sale are due June 20. The subs will be delivered on June 30, which is also the day of the Rubber Duck Challenge. Children who raise a minimum of $35 (for the Challenge) will get a HAC sling bag as an incentive gift. PayPal is available for those interested in donating online.
• We will have three home meets this year. A concession stand will be available selling parent-donated items. Signups are available online. We need many parent volunteers to make these meets successful. This also includes 8-10 people on Friday night to get the pool ready and parents for tear down after the meet is over. Our agreement with Hampden Township is that we need to have to pool available for the public by 1 PM.