Hampden Ducks

November 2013

Published March 2, 2014 | By hacswim

Meeting Minutes from November 20, 2013 at 8:15 PM

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

Report of Officers

  • Janet does have a signed WSY agreement.
  • Since we only have two home meets next year, we only need to spend about $95 on ribbons (1st and 4th place are needed). It was noted that for the 2015 budget we would need to increase the dollar amount for this expenditure.
  • Janet reported that Michelle Gallagher is currently working on updating the HAC website. For next year’s registration, we do not want to use ‘Time to Sign Up’ again. The thought process is that we can just put a registration form on the website.
  • Janet talked with Colorado about the floating touch pads. To get someone onsite to assess, the initial cost would be $900. This price increases to $1800, if we want a confirmed day and time. Jim did give Janet the receipt for the purchase of the pads. Since she does now have the order number, she will call Colorado again.
  • We will need to raise about $1000 next year, to meet our budget. Fundraising options discussed include: Flagship Movies,  Restaurants, Sub Sales
  • Jim will create a draft Parent Handbook for review by the Board.
  • We had a discussion around the Pool Records posted at the Hampden Pool. Janet will take a picture of the current board to determine if any were broken this past year.
  • After a review of the ribbons, Janet noted that we do have some ribbons without HAC on them. Janet will see if the township wants them for summer camp or something else.
  • We agreed to change the schedule for our Board meetings. We will now meet the third Monday of the month. The next meeting will be January 20 at 7 PM at Wegmans.
  • The 2014 budget was submitted to the township.
  • The current web hosting subscription is good until June 2014.
  • The email account for swimmer registration is set up.
  • The HAC text for the 2014 pool brochure is with the township.
  • The request to use the CV pool has been submitted.

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. It was noted that CASL provides the ribbons for this meet. Drew and/or Mike is needed at the next meeting to discuss.
  • 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 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.
  • Janet will discuss the touch pad problem with Mike for suggestions on how to handle the vendor.
  • 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. 3
  • The Parent Handbook draft needs to be reviewed and approved.
  • 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. 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.
  • Jim 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.
  • Lois will create the draft registration form. Janet will supply her with the required fields from last year.
  • The fundraising options need to be finalized.
  • A review and update of the Pool Records needs to be done.
  • Janet will check with Jeremy to see if the township wants the ribbons that do not say HAC.

New Business

There was no additional new business to discuss.