NASA BOARD OF DIRECTORS
MEETING MINUTES
12/6/06
CALL TO ORDER:The NASA Board Meeting of December 6, 2006 was called to order at 6:25 PM. Joe Keller, Wendy Bernth, Brad Fisher, Les Stoller, and Bridget Griffin were present. Melissa Laughlin was absent. The meeting minutes from October 30, 2006 were approved as written.
ALL MEMBERS:
The board reviewed the proposed structure for committees. The implementation of the committee’s responsibilities will be over a period of time. The committees will provide parents with more opportunities to become involved with the club. This will be voted on during the policy portion of the meeting. The discussion of the by-laws included a review of the rest of Section III. Wendy will clarify section 3.8 for the board and proceed with additional sections for the next meeting. The board discussed Club Governance which involves the business side of the club. Wendy presented a proposal for a combination “board member contract” that could include a statement of understanding, conflict of interest agreement, and a code of ethics. This was reviewed and suggestions were made. The board will consider these changes during the policy portion of the meeting. The board was asked to consider the level of scholarship the club will fund for Dollars for Scholars. The parent meeting was held for the second session of pre-competitive. There is one new swimmer joining the group. We are waiting on decisions from current PC kids to determine what they are doing for the second session. Keegan Hoag is moving to Developmental A. Alicia Beachy and Jose Ramirez will not be swimming for the rest of the season. The Tony Young parent clinic had a decent turnout. There was a lot of material to cover but the feedback from parents was positive. The Club’s new Vision – Mission – Purpose is going to be developed this spring. Coach Keller reviewed the TYR contract information. The Board will send out a Bits from the Board to families to explain the contract and its impact on them. Coach Keller shared a report from Phil Schieber that provided statistics on the NASA website. As always, ideas for the website are welcome. All gold and silver sponsors are included on the website with links to their websites. The email system was used to notify families that practice was cancelled when the water main problem occurred. There were several email returned as non-deliverable. The Board agreed to continue the policy of prohibiting photos on the NASA webpage. The NASA summer invite will be on June 15-16, 2007. IT will be the same format as last summer. Bridget will provide copies of the meet packet for review for next summer. The meet scheduling request for the 2007 NASA Sprint Meet needs to be submitted. The date will be November 3, 2007. The deadline for the winter schedule is May 1, 2007. The Board decided that there is no need for a corporate credit card at this time. The next meeting will be Monday, January 15, 2007 at 6:15 pm.
WENDY: Wendy distributed and reviewed financial reports for the club. There are no outstanding bills. The USA registration needs to be sent in for Andrew Berkey. Coaches are now required to have background checks completed. The club will reimburse the coaches for the $20 processing fee. No one chose to apply for the Counsilman Grant this year. The next dues collection is scheduled for Wednesday, December 27 and Monday, January 29. The deadline for all fees will be Friday, February 2. The year round programming commitment will be due on February 2. Brad will determine how these dates will coincide with the fruit sale dates. Ad copy for the Great Race ad was sent to the Elkhart Truth. The ad should appear in the paper soon. It will include the team photo and a listing of gold and silver sponsors. All swimmers have purchased and received their suits. Coach Keller placed an order for 200 more practice caps to meet the needs of the middle school swim classes. There were some items ordered for awards. The championship suits will be available after the first of the year and families will have the opportunity to purchase one if they are interested. Car decals are available to purchase (from Wendy) and we are selling water at the high school meets. The Mancino’s Giveback Day will be February 6, 2007.
BRIDGET: The responsibility list and meeting minutes are due to Joe by Friday, December 15. Once the meeting minutes are complete they can be emailed to Phil for the website. Meet awards for the Concord IMX meet are due to Joe by Friday. There have been many new cuts and move-ups as a result of the first few meets this season. December attendance sheets need to be updated to reflect the group changes that have occurred. Phil, Joe, and Bridget will meet to review the club portal information. The LCM records have been corrected and need to be posted on the window. Joe requested that the money from the high school water sales be used to purchase tubing to fix the hand paddles. This was approved by the board. Changes for the SPRINT Meet were discussed. It was agreed that the 13 & overs will continue to swim together but the age groups (13-14 & 15 & over) will be scored separately both for event awards and high point. There will be no 15 & over awards or high point trophies. The discussion on changing the meet awards to ribbons only was tabled until a future meeting. Also discussed was the availability of copies of the heat sheets during the meet. Copies are provided to key meet officials (referee, starter, and chief judge), posted for athletes, and given to coaches. After these priorities are met, additional copies may be available for other officials. This priority keeps the meet running smoothly and on time. The new procedure for volunteer check-in went well. Thank you’s were sent to meet workers. Meet results are being sent to the newspapers and Mike Ganger. There has been some trouble with the format of the results. Meet entries are complete for CIA and FWA is ready to be put in the computer. Quad entries have been sent for those with qualifying times. Those include Brennen Berger, Hannah/Brian Deak, Sarah Griffin, Nathaniel Stoller, and Aaron Troyer.
BRAD:
There is nothing new in the area of capital projects. This may be dormant until we approach the new pool opening. Joe informed the board that each high school athletic team can now form their own booster club. NASA could work in conjunction with this group to meet some needs of the aquatic program. The SPRINT Meet went well. The concession stand was very busy. The pretzels were a success. As expected, the pretzel sales offset a decline in pizza sales. Kast-A-Way was appreciative of the help we provided for loading and unloading their boxes. The wreath sale is complete. Details were provided in the financial report. The fruit sale will occur in January. Details will be available soon. Brad is working on the team t-shirt. The names of the sponsors will be on the back of the T-shirts. The Awards celebration will be scheduled for Tuesday, March 27, 2007.
MELISSA:
Joe will contact Melissa. Coaches Corner is due to be put in folders by Monday, December 11. Next copy will occur after occur after FWA and include end of season information. Team and individual photos will be in December 12. Discussion about the photos included a suggestion to redesign the order form (distinguish between the team photo and the meet photo orders).
LES:
There are still a few families needing to complete the Level IV Timer’s clinic. Les will order an Official’s shirt for Traci Schilling. A reminder was given that we need to encourage our officials to help at away meets that we attend. Typically, the host clubs depend on help from participating teams. Bridget confirmed our Summer Meet date with Carey. Joe will review the meet set-up procedure. Thank you notes are completed for all the businesses that have already made their contributions. Les will send out the other thank you’s as money is received. Les shared information on a grant opportunity from Goshen Health Care System. He will send for an application. The deadline is January 15, 2007.
COACH KELLER:
Practice/Group Items: Finish times for training groups have been reasonable. The clocks in the high school are malfunctioning and none of them show the correct time. This has caused some issues but the coaches are making sure practice ends on time. There have been several group changes and we expect more as a result of the Concord Meet. Star S is growing in size and the Blue group is shrinking. Coach Peacock will be finished on December 8 as she begins clinicals. Coach Crystal is ready to take the group over. There have been no major behavioral issues lately. Paperwork from the coaches is improving. The coaches have provided athletes with stroke list evaluations. They have been well received by the athletes and parents. We appreciate the time and effort put forth by the coaches to complete these evaluations. Again, our club strives to develop well-rounded swimmers and the evaluation list has an IM focus. The view practice nights were available although there were not many parents in attendance. It was a great opportunity to watch your child during practice and better understand how a practice is structured. The practice meet went well. It was a good experience prior to the first meet.
Meet Items: Bill Griffin received his parka. Three swimmers will receive their championship AA suits when they are ordered after the holidays. There are 14 swimmers attending the CIA meet at Carmel. Swimmers moving into Star S, Pre-Big Dipper will have a choice between the Goshen Meet and the FWA Meet. Entries will be done for both of these meets in the next few weeks. Coach Keller will be making hotel reservations for the coaches for FWA.
Coach Education: Coach Keller has the Race Analysis software loaded on the calculators. He will get some details on the system at the Homestead Invitational. High School Team Managers are going to learn how to use the system. The IMX program is a good fit with our club. It stresses aerobic fitness levels and provides a great base for fast swimming later.
Activities/Programs: The swimmer of the week postings have had positive feedback. The results of the Star Wars (Blue vs Star S) are not complete. There have been some changes to the Partner’s Program as a result of roster changes. Based on IMX scores, Nathaniel Stoller has been selected to attend a Zone Select Camp in Bloomington over Memorial Day Weekend. Congratulations! The coaching staff is still brainstorming ideas to incorporate the Virtual Club Championships.
Other Programs: New suits will be ordered for the high school team. The school will be purchasing black suits to replace the green suits. High school rankings have not been updated recently. The high school team is training hard and swimming great. This weekend the high school team will compete at the Homestead Invitational against the top teams in the state. Joe reviewed news of the building project.
POLICY ITEMS:
Tabled until the next meeting.
The meeting adjourned at 11:35 PM.
Next Meetings:
Monday, January 15, 2006. 6:15 PM Joe’s office