Hampden Ducks

January 2014

Published March 2, 2014 | By hacswim

Meeting Minutes from January 20, 2014 at 7:00 PM

Roll Call: Janet Butterfield, Jim Davis, Lois Dundore, Drew Soisson
Prior Meeting Minutes: Approved

Report of Officers

  • The 2014 social events will be as follows:  June 10,  June 24,  July 8,  July 22 (end of season party)
  • Janet will submit these dates to the township.
  • Fundraising ideas include:  Senators baseball (Janet was contacted by Senators. We would get $4 per ticket sold.),  Restaurants,  Sub Sale
  • Janet confirmed with Hampden Township that they have no concerns with HAC hosting Divisionals this year. A decision was made to have HAC swimmers submit design ideas for the Divisionals t-shirt and program design. Janet did confirm with the township that she did reserve the pool until 2 PM the day of the meet. Drew and Mike have prior experience running this meet and we are counting on their help. Janet will follow up with the Hampden police to let them know about the meet and to ask their help for traffic on Sporting Hill Road.
  • We do have broken records (both pool and club). Janet and Mike will look back at times from the past 5 years to get this updated. Janet will ask parents if anyone would be willing to update the record board (in an area 4’ x 6’).
  • We can use the WSY version of Meet Manager (v 5.0). As such, we do not need our own license.
  • Janet confirmed with Jeremy that all coaches did return their keys from last summer.
  • A request was sent to WSY for evening practice schedule for the week of June 2. The pool at CV has already been reserved.
  • The township does not want or need any of the ribbons or trophies that we had in storage. Janet will dispose of them.
  • We did review a draft of the 2014 registration form. It will be finalized during the next meeting.
  • The HAC logo will remain the duck.
  • The coaching staff will ensure that a coach is responsible for picking up medals/ribbons after each meet.

Unfinished Business

  • Janet will submit above dates to the township for rental of pool and/or pavilion.
  • Janet will check with Township Police to see about help with Sporting Hill Road traffic the day of Divisionals. Admission fee and payment of officials remains outstanding.
  • Janet will reach out to parents from last year to see if anyone would like to help by updating the record board.
  • Janet will confirm that the funding provided by the township will continue for 2014.
  • Finalize the registration form by March 1.
  • The by-laws need to be updated. They will need to be approved at a parent meeting next summer.
  • The missing All Star medals could not be found (none of the coaches had them). The Board agreed that we need to ensure that the swimmers that earned these medals get something. Janet will bring ideas to the next meeting. Drew will supply a list of the swimmers that medaled.
  • The Parent Handbook draft needs to be reviewed and approved. Drew will supply write-ups for the coaching staff.
  • Janet will ask Jeremy if the township would be willing to pay for the lifeguard next year. Lois will see if Brett would like to return to be the guard during meets and practice next year. If he is interested, he could split duties with Alison Dundore. If he isn’t interested, Alison will do. 3
  • 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. This needs to be done before July.
  • Janet will send an email to the parent distribution list to determine if anyone would like to help and/or attend our Board meetings. This email will also give an update on what to expect next year.
  • A decision on web hosting will need to be made in the May timeframe. The pricing is approximately $143 for 3 years, if we stay as is. We could move under the WSY site.
  • Joe Spila did volunteer to work with Colorado on our touch pad problem (get them fixed or replaced). Janet will follow up with Joe on this item.
  • Janet will follow up with the refreshment vendor at the pool to see if he is interested in supplying food for our meets next year (including Divisionals). We may see if he would be willing to give us a percent of his profits.
  • Janet will talk with Jeremy to see if the township would be willing to take credit card charges on behalf of HAC. There are fees with PayPal that we would like to avoid.
  • Determine next steps for laptops and Windows XP.

New Business

  • Website – we can use the WSY hosting without a fee. This can be redirected to swimhampden.org so on the outside it would look like a separate site. We will need to test to see if the president and treasurer emails would still work (i.e. treasurer@swim-hampden.org). Janet will discuss more with Mike.
  • We have Windows XP on our laptops. It is not being supported after April 2014. We should be OK for this year. We need to determine next steps for this at a future meeting.