Hampden Ducks

April 2014

Published May 4, 2014 | By hacswim

Meeting Minutes from April 21, 2014 at 7:00 PM

Roll Call: Janet Butterfield, Jim Davis, Lois Dundore

Prior Meeting Minutes: Approved with revisions with updated version posted

Report of Officers

  • The group decided that the admission fee for Divisionals will be $5 (ages 12 & up). This will also include one program.
  • The Parent Handbook is complete enough for posting to the website. The coaches’ bios remain outstanding. Janet will add the practice times and post to the web.
  • Jim re-filed the insurance paperwork. It involved a cancellation of the old policy and implementation of the new. The renewal is now April 15. The insurance agent sent notices to Cumberland Valley, WSY and Hampden Township.
  • The meet and greet is scheduled for May 9 at 6:15. The Board members will be in attendance. Janet will also have the team suits available for purchase, as well as old items (t-shirts, water bottles).
  • Janet will make the final changes to the new website and it will be switched to host at WSY this week. When it is posted, payment via PayPal will also be available.
  • The swim caps have been ordered.
  • Janet reported that Drew is working NYAC this summer as well. If/when there is a conflict with any of our meets, Mike will be the HAC head coach.
  • Alison will post a message to the Hampden Pool lifeguards to see if anyone would like to be available as a substitute (if she and Brett cannot make it). As previously stated, we must have two lifeguards at each practice and meet. Alison will instruct interested guards to send their lifeguarding credentials to board@swimhampden.org. The Board members will then compile a list of eligible substitutes that Alison and Brett can choose from, if needed. Jim reminded the group that a 1099 is only needed if earned income is > $600.
  • HAC will need to provide lifeguards for the pool at CV.
  • Janet reported that emails can now be sent from the board@swimhampden email address.
  • The swim caps were purchased for $875. This includes both the silicone and latex caps.
  • Janet also spent $25 for the annual cost for the email addresses. These expire 3/31.
  • Registration is slow but the numbers are consistent with this time last year. Janet will send an email to all of last year’s swimmers plus anyone who sent us an email reminding them about registration. Information about HAC is available in the township Rec Center. Janet is checking to see about posting on the CV Community Board.
  • Morning outdoor practices will be from 8 – 10:15. The coaches will determine the best way to use the time for their groups. The CV practices are from 3:30 – 5:30. Again, the coaches will determine the best way to use the time for their groups.
  • A parent has volunteered to handle the design for this year’s HAC t-shirt.
  • Two parents have volunteered to sell coffee and donuts at the home swim meets.
  • Andre has been hired as the referee and starter for our regular meets. He will also be the referee for Divisionals ($120). Andre also volunteered to do a stroke and turn training clinic for any interested parents.
  • Fundraising: R&K Subs – these will be distributed 6/18. Forms will be due on 6/10, which is also one of our pool parties, Texas Roadhouse peanuts – will just confirm with the food vendor that we can sell at our meets, Senators tickets and Clothing and Water Bottles
  • Our fifth available email address will be divisionals@swimhampden.org.
  • Next meeting will follow the ‘meet and greet’ on May 9 at 7:15 PM.

Unfinished Business

  • Janet will check with Township Police to see about help with Sporting Hill Road traffic the day of Divisionals. The payment of officials remains outstanding. We also need a design for a t-shirt.We agreed to place updating the record board on hold until June. At that time, we will see if a parent would like to help by updating the record board. Janet was able to find the old records on one of our old laptops. The records have been posted on our new website.
  • The by-laws need to be updated. They will need to be approved at a parent meeting next summer. We agreed that this is on hold until then.
  • As previously discussed, we will fix one touchpad and order one new. Joe will work with Jim on the payment for this. Joe and Jeremy will work together to determine which of the touchpads to repair.
  • Janet will follow up with Jeremy to see if the refreshment vendor at the pool is interested in supplying food for our meets next year (including Divisionals). We would like him to open earlier than last year. We may see if he would be willing to give us a percent of his profits.
  • We agreed to determine next steps for laptops and Windows XP in August. We may look to replace these.
  • Janet will talk with Jeremy to see if a ‘code of conduct’ is available for the Hampden Pool guards. If so, we will use the same for our guards.
  • Janet will send out an April newsletter.
  • Janet will follow up with Jeremy on how to get the money that Hampden Township has for us. This will be sent to Jim.
  • If at least 60% of our membership is in CV school district, we do not have to pay for the rental of the pool. Janet will follow up with CV to see how that number should be calculated – use last year’s numbers, use a point in time from this year, etc.?

New Business

  • Nothing additional was discussed.