NASA BOARD MINUTES
6/27/06
I: Call to order and Attendance
The meeting of 6/27/06 was called to order at 6:55 pm. Joe Keller, Bridget Griffin, Wendy Bernth, and Brad Fisher (7:45 PM) were present. Melissa Laughlin and Les Stoller were not in attendance. The meeting minutes from 6/07/06 were approved as written.
II: Reports and Discussions
· Wendy
Wendy distributed copies of the cash flow report, fund-raising report, and past due listings. All were reviewed by the Board and accepted. Our tax-exempt status has been verbally confirmed and we should have documentation soon. We have already confirmed that we are registered as a not-for-profit organization. This will allow us to begin work on updating our by-laws. Joe will investigate hosting The Great Race at our pool next year. Wendy will call to see if NASA won the $500 Elkhart Truth Advertising. Mancino’s Dining Night Out was held on June 14. Thank you to all the families that made the effort to eat at Mancino’s! Wendy will send a thank-you note to Mancino’s. No additional Lane Sponsor signs were needed for the meet. More car wash coupons are in the NASA box. We will not participate in the Middlebury Festival Parade. The Coaches Corner will be in folders by July 3rd. Wendy will be ordering a flash drive to take to meets for results. Our old system of getting results files on a 3 1/2” floppy has become outdated as many computers don’t have the 3 1/2” drive. Swim lessons are full. Wendy and Joe confirmed pay dates. The fees from diving lessons are running through NASA. Our inventory level is fine. It was agreed that college athletes returning to swim for the summer are not required to purchase a NASA suit for the summer season.
Bridget
The responsibility list and meeting minutes are due to Joe by Saturday, July 1. NASA Meet results (new cuts/awards) and the IU Meet results are due to Joe by Saturday, July 1. Entries for Irish and Noblesville are complete. State and Zone eligibility reports as well as relay reports are needed. The deadlines for State Meet entries were reviewed (July 17- Senior State & July 24th – AGS) Entries for the Zone Meet are done on-line by families. The club will continue to fund the basic package ($50.00) for the Zone Meet. Families must provide Wendy with a receipt showing the purchase of the meet attire. The club will provide each swimmer with a check for the basic amount and the families will be responsible for the cost of any upgrade they choose to make. The NASA Meet went fairly smooth. We need to develop a system to educate volunteers at the meet. Two suggestions included a job description included with the reminder sheet and a worker meeting during meet set-up. Having the Senior Group available to work a session (especially on Friday) was invaluable. Many of them worked additional sessions as well! Thanks to all our volunteers! Our club could not host a meet like this without everyone’s help. It was decided to schedule a two day meet with the same event listing for June 15-16, 2007. This will be one week earlier than this year. The club portal information is becoming more important. USA Swimming is beginning a club recognition program that will require this information. Phil has ordered the necessary software to put Team Manager on-line. Top time lists (for the Awards Ceremony certificates) can be printed after Noblesville. We will produce certificates for LCM and SCY. Bridget & Phil will develop the procedure for keeping the system updated. The goal is to have this operational for the next winter season. Bridget will continue to update the NASA donation list. Joe met with the architects to look at the pool design for the new high school. The overall mission is to design a flexible facility that will meet the needs of the community.
o Brad:
Brad has confirmed the date for the chicken sale for next year on the same corresponding date and at the same locations. The concession area needs to include a specific responsibility to assist Kast-A-Way with unloading and loading their merchandise. The remote system to monitor the meet progress worked well. An improvement to consider for the next meet is to have a hook-up to the TV above the concession area. Joe will talk to the custodians about this. The new radios worked well. They will be stored in a plastic container in the storage cabinet. The board will host a summer cookout with outdoor games on Tuesday July 11th. (Rain date – July 13). The coaches will organize the games. There will be no pool party. Brad will coordinate the cookout. Left-overs from the concession stand will be used for the cookout.
· Melissa (Coach Keller’s comments)
Tri-folds will be handed out at the last day of swim lessons for each of the sessions. WE do not need additional copies at this time. The next Coach’s Corner will be in folders July 3. This will include end of season information. Wendy will help with this. Award Ceremony invitations/postcards will be put in folders the week of July 10th. Joe will contact Melissa about postcards and copying the state meet packets..
· Les (Coach Keller’s comments)
Joe provided winter dates for Divisionals (March 2-4), Senior State (March 9-11), and Age Group State (March 16-18). Two families attended the Level IV Timers’ clinic. There are four families that are still required to attend this clinic in the fall. The Level II and III clinic was not held during the NASA Meet. It was decided that the Meet Referee should be scheduled once we are on the IN meet schedule. Les will be responsible for this. Also, our officials should be contacted to confirm their availability for our meets 2 – 3 weeks in advance of the meet. There may be a need to contact other team’s officials also. Les will have thank you notes prepared for our sponsors and the custodial staff. These will be available for our swimmers to sign the week of July 4th.
· All Members
Annual evaluations for the Club Director/Senior Coach and the Administrative Assistant will be held at the end of the summer season. Procedure manuals are in process. As part of the Club Excellence Program we developed a vision, mission, and purpose two years ago. This was a three year plan for our club. We have achieved many of our goals. As we are reaching the end of the three year period and are looking forward to a new facility, we need to extend and/or modify our plan. Our focus will shift to parent/athlete education and on-deck coaching. As part of parent education, the board hopes to schedule Tony Young for a parent clinic in October. Tony is checking his calendar. As another avenue for parent education, the board discussed having videos available in a club library. There are informative videos available through USA Swimming. Joe is also investigating My Kid’s Calendar and further use of the website and email for communication.
The end of season trip for the Senior Group will be to the water park in Merrillville, IN on August 9. There will be parent drivers/chaperones. The Board agreed to pay the admission price ($12.75) for each chaperone. The chaperones will be responsible for their own gas, tolls, and parking fees.
III: Policy Making Items
· Proposals
· Discussion
· Voting
Joe requested that each board member spend some time reviewing the By-Laws for the next meeting. Each board member needs to come to the next meeting prepared with comments and suggestions. Also, come prepared with some ideas for fundraising.
IV: Adjournment and Next Meetings
The meeting adjourned at 10:42 PM.
Next meetings: Tuesday, July 18, at 6:30 PM