NASA BOARD OF DIRECTORS
MEETING MINUTES
May 16, 2008
CALL TO ORDER: The NASA Board Meeting of May 16, 2008 was called to order at 6:25 PM. Joe Keller, Wendy Bernth, Brad Fisher, Kristi Sandt, Jessica Burbrink, and Bridget Griffin were present. The meeting minutes from April 16, 2008 were approved as written. Coach Keller spent a few minutes discussing his visit to the new school.
ALL MEMBER: The new system of board members having greater responsibility for reporting on their items continued with this meeting. Items on the responsibility lists have been moved to specific board member’s lists. Board members were reminded to continue compiling and updating procedure manuals. We will continue to focus on developing our new committee structure. This provides great training for future board members. Bridget and Wendy each oversee three of the committees. If possible we would like all board members to attend a club leadership workshop when one is offered. The Partner’s Program information has been placed in folders. Kristi is making correct copies of the attachment. Coach Keller has finalized plans for the Senior Group Clinic with the younger athletes. Coach Keller hopes to begin individual family meetings soon. The method for meet sign-up is being evaluated. The new conference for developmental swimmers between NASA, SWAC, NACS and Concord will provide educational opportunities for parents. Tony Young from Indiana Swimming has agreed to be the speaker for our meet in January. The club is beginning to implement Race Analysis through the use of Tempo Trainers. These are used to train the athletes to optimize their stroke length and tempo. The Club Recognition Program is in process. Future items for Year 3 of our VMP include a private lesson program, the Club Excellence Program, and a Video Library. We are working on Phase 1 of the Club Recognition Program, which will lead to the Club Excellence Program. Coach Keller is looking at ways to incorporate the Virtual Club Championship into our program. The Board discussed our club image and how we are promoting our club. The image of success may be a deterrent to some who may feel their child is not good enough. We need to continue to evaluate the climate of our area and adapt to the changing conditions that may affect our club (ex: economic conditions, gas prices…). The marketing and recruitment section is now on Kristi’s list but parts of this responsibility are also with Jessica and Bridget. During the start up of the summer season we needed only one make-up meeting for new families. The concept of an umbrella website for all aquatic programming was approved by the administration. There are some concerns about technology availability over the summer as the high school moves to the new building and the middle school moves into this building. Coach Keller has been sending out weekly email blasts to all families. Again, this is replacing the white board communication tool. The board asks that parents still come into the pool lobby a few times a week to check folders for important information. There are several families that do not have email addresses. Coach Keller is providing hard copies of the attachments to these families. We also are posting important information on the website for families to view. We will pay monthly fees to Hy-Tek for the Team Manager online through August and then switch to an annual contract beginning in September. Coach Keller will be talking to the IA coach regarding the Tri-Meet in July. The plans for the new conference are moving forward. There will be several meets combined with parent education during the winter season. The next meeting will be on Tuesday, June 10 at 6:15 pm in Coach Keller’s office.
WENDY: Wendy distributed and reviewed financial reports for the club. We are in the process of sending in USA registrations for new and returning swimmers. There are no outstanding bills at this time. The coaching staff is up to date with their credentials. All contracts have been signed. All employment paperwork is complete. The procedure for reimbursement of meet/travel expenses for coaches has been communicated to the coaching staff. All expenses must be submitted within 2 business days (48 hours) of the meet to obtain reimbursement. Expenses submitted after the deadline will not be eligible for reimbursement. The first dues collection went smoothly. The station system worked well. The next dues collections will be May 22 and June 24. The Counsilman Grant deadline is May 31. Derek Thomas and Andrew Berkey have moved to the Blue Group. Tyler Neely has moved to the Gold Group. There will be no group changes after the NASA meet changes. The next sign-up for the summer swim lessons will be May 31. There are 4 new swimmers still to be fitted for team suits. We are out of girls’ size 26. We have received all of our summer order except for the sweats. Coach Keller sent an email to TYR to begin the process to renew our contract. Coach Keller explained the new policy regarding championship suits. The award for a AA will continue to be a FUSION Suit. Athletes competing in a state meet and wearing a performance suit are to wear a boy’s brief style or regular girl’s suit in a FUSION, AQUASHIFT, or a TRACER. When competing in a Zone or Sectional Meet, athletes can choose any style of suit to wear but it must be a TYR brand. Packets for the Great Race have been distributed. Wendy will call next week for a date for the Mancino’s Giveback. Recordkeeping books have been distributed to new swimmers. Forms have been returned by all but 1 family. Wendy is updating the Medical Release Book. The Agelity information was distributed at the official registration.
BRIDGET: The responsibility list and meeting minutes are due to Coach Keller by May 25. Once the meeting minutes are complete they can be emailed to Phil for the website.
The Intrasquad entries are ready to finalize. Jessica will confirm that Carey Camarata will be the head referee. The Plymouth meet packet has not been posted yet. Bridget will finalize the FWA info sheets and print the individual entry sheets for Wendy. Entries for the NASA Summer Meet and the Irish Aquatic Meet will be done in the future. Meet results for the SWAC and Boilermaker meets will be processed on Monday. There are about 10 Senior Group athletes planning to help with the Intrasquad Meet. Intrasquad competitors will receive a participation ribbon attached to a printout of their results. Coach Keller will check with the new building custodian to confirm that we can use tables and chairs for the summer meet. There are many facilities unknowns due to the transition of the current high school to the middle school. The NASA Sprint Meet is scheduled for November 8, 2008. Coach Keller reviewed the information from Grand Rental regarding tables, chairs, and trash barrels for the Sprint Meet in November. (We have to rent them because all the tables and chairs belonging to the building will be in use for the Fish Fry). Coach Keller will call to set-up a contract for 18 banquet tables ($5.62 ea.), 150 chairs ($.82 ea), and some trash boxes (free).
BRAD: Capital projects are on hold until the new pool is complete. The Senior Group Chicken Sale went well. There were 10 halves left over. Brad will establish a date for next year. Our preferred date is May 9, 2009. The next chicken sale is scheduled for June 20 at both the Middlebury location and on SR 120 at CR 17. The order for the team t-shirts was placed last week. If they are here, we will distribute the shirts at the next dues night (May 22). Athletes will be asked to wear the shirts at meets this weekend as well as to school on May 23. KAW is on the schedule for the NASA Summer Meet. As a reminder to families, the club receives a percentage of Kast-A-Way’s total sales during our meet. Also club members receive a discount from Kast-A-Way when they purchase regularly priced suits and equipment bags. Coach Keller has duct tape that we will need for the tarp in the field house. Brad will be contacting Hacienda to schedule a fall giveback day. The Summer Awards Celebration and cookout will be tentatively scheduled for Monday August 18 at Camp Singing Hills. As we did last year, the club will provide the meat. Families will be asked to bring a dish to pass (side dish or dessert). Coach Keller will contact the Girl Scout Camp to make the arrangements. The record board has been updated.
KRISTI: Coach Keller reviewed the swim lesson schedule and the dates that we need a board representative to hand out tri-folds and answer questions. Kristi can help on June 20 from 9:30 AM – Noon. Wendy can help on July 18 at the same time. We still need a volunteer to help on August 1. The next edition of the Coaches’ Corner is scheduled for the week of June 2. We also will publish Bits from the Board. The phone list has been published, copied, and placed in folders. The Swimmer Recognition Committee met on May 9. Kristi will submit meet results to the newspapers this season. She will also be responsible for updating the record board. Kristi is expecting information on having a booth at the Middlebury Festival this summer. She has also asked about volunteer opportunities for our club. Kristi reviewed the Chamber of Commerce Information. The Board agreed to join the Chamber of Commerce with an annual fee of $82.50.
JESSICA: A Level IV Timers clinic was held on April 29 at 6:45 pm. There will be a make-up clinic scheduled for May 22. Coach Keller reviewed the list of families still needing to attend the clinic. Jessica has confirmed Carey Camarata’s availability for the Summer Invitational, the SPRINT Meet, and the New Year’s Classic. Jessica will wait until the next school year to contact Mrs. Lamble. In the meantime, Jessica is compiling a business listing and will begin to send out ad packet information to businesses.
COACH KELLER: PRACTICE/TRAINING ITEMS: Coach Keller reviewed the group sizes for summer. Team and Group reps have been chosen. The board decided to continue to offer the Pre-Competitive Program next winter. This will be reevaluated when we are able to offer year round swim lessons. COACHING/EDUCATION: As a reminder, the coaching evaluations are available for review by board members. As the group sizes have been finalized, the staffing has been adjusted. Coach Conniff will coach the Developmental A Group. She will also coach Developmental B with assistance from Coach Megan Wenger and Coach Miller. Coach Evan Troyer will be responsible for the Blue Group. Coach Steve Troyer and Coach Kevin Troyer will be responsible for the Star S Group. Coach Spilman will be responsible for the Gold Group and the Star Z Group with assistance from Coach Miller. The Senior Group will be coached by Coach Keller, Coach Steve Troyer, and Coach Kevin Troyer. Coach Evan Troyer will work the morning practices. The total coaching hours will be close to last summer. For the first time there will be three coaches on deck with the Senior Group. Coach Steve Troyer will provide weekly handouts on Fridays and lead a discussion covering the handout on Mondays. On Wednesdays, Coach Kevin Troyer will present race analysis talks. He is developing a race analysis spreadsheet that will provide splits an athlete should be achieving in different races based on their times. Our coaching staff will not be attending the Central States Clinic. MEET ITEMS Coach Keller will be attending the Boilermaker meet. During the meet he will be recording splits and stroke counts. Coach Kevin Troyer will be doing this for the Senior Group at the SWAC meet. There are several awards left from last season. The Senior Group is volunteering to help run the Intrasquad Meet. ACTIVITIES: Sydney Womack, Jordan Lantz, Nikki Diamond, Spencer Lehman, and Alex Bernth attended the Catch the Spirit Camp on May 10. AJ Bernth, Sarah Griffin, Hannah Deak, and Sammi Ryder were all accepted to attend the Memorial Day Camp in Crawfordsville. The Gold/Star Z group will be going to Camp Friedenswald for an open water practice. The age group athletes will be playing miniature golf at the Essenhaus one afternoon before practice. Coach Keller discussed the Senior State Group Trip. The team will travel to Senior State as a team. Coach Keller is making plans for Jr. Nationals. He is determining the most cost effective method of travel. The board approved the Senior Group activity list for the summer. It includes Capture the Flag at Bonneyville after the Intrasquad Meet, Laser Tag games during the afternoon following the FWA morning sessions, a June 21 canoe trip and an end of season activity the week of August 11 (possibly to Michigan Adventure). OTHER PROGRAMS: Some of the hallway plaques need to be redone. Both of the middle school coaches have resigned. New coaches will be needed for next year. The Diving lessons are ongoing. The high school record board has two records that need to be updated; however, the person who has made the new records is no longer in available. The records may not be updated until the new record board is established at the new pool. Coach Keller is still in need of instructors for the first session of swim lessons. MISC.: The elected school board issue was passed during the recent election. The Community Rec Program is generating income (after expenses). The meeting adjourned at 11:15 PM. The next meeting will be Tuesday, June 10 in Coach Keller’s office starting at 6:15 pm.