NASA BOARD MINUTES
6/7/06
I: Call to order and Attendance
The meeting of 6/7/06 was called to order at 6:45 pm. Joe Keller, Bridget Griffin, Wendy Bernth, Les Stoller, and Brad Fisher were present. Melissa Laughlin was not in attendance. The meeting minutes from 5/16/06 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. We have 98 swimmers in the water at this time. The next dues collection will be June 20. Whitney and Spenser will be starting the week of June 12. The Terms & Conditions forms and Medical Forms have all been received. All coach/swimmer USA registrations are complete. The coach cards have been received. Our tax-exempt status should be confirmed by next week. 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. Thank you to Wendy for the many hours she spent pursuing this. All new swimmers have their suits and caps. We still have a good inventory that hopefully will carry into the fall. Joe will investigate hosting The Great Race at our pool next year. Mancino’s Dining Night Out is scheduled for June 14 and coupons are in the folders. Wendy will send a thank-you note to Mancino’s. As new ads are received for the heat sheet, Wendy will have the Lane Sponsor signs made for the Summer Invitational. The new sponsor information will be forwarded to Joe so it can be posted to the website. More car wash coupons will be available soon. All athlete group changes have been adjusted. Wendy will talk to a few parents to see if anyone is interested in organizing a float for the Middlebury Festival Parade.
· Bridget
The responsibility list and meeting minutes are due to Joe by Monday. June 12. SWAC and the Intrasquad results and awards have been processed. FWA and Plymouth will be completed by June 16. Joe needs a copy of the winter 05-06 award list. All athlete information has been updated including group changes through the Intrasquad Meet. After the FWA Meet, Spenser Hanson can return as attached. Attendance sheets for July are due June 26. Phase II of the building project has received final approval. The entries for FWA and Plymouth are complete. We have three swimmers entered in the IU meet the weekend of the NASA meet. There are no swimmers participating in the Huntington Mile. All Senior swimmers will be volunteering at least one session for the NASA Meet. Once FWA results are in, Noblesville and Irish Aquatics need to be finalized and sent. The coaches would like state and zone eligibility printouts after FWA. The club portal information is becoming more important. USA Swimming is beginning a club recognition program that will require this information. There will be no tech reports or repairs by MCS this summer. Phil is investigating having Team Manager on-line. Bridget & Phil will develop the procedure for keeping the system updated. The goal is to have this operational for the next winter season. All related paperwork has been finalized for the NASA Intrasquad. Reports have been sent to Indiana Swimming and participation ribbons have been awarded. The deadline for meet entries for the NASA Meet is Friday, June 9. Once the entries have been received, we will determine concession orders and the number of heat sheets to print. Awards have been ordered. Reminders for the volunteer list/concession donations will be placed in folders. If a family did not sign up to work for the two sessions they will be assigned a job. Bridget will continue to update the NASA donation list.
o Brad:
There are still 13 halves remaining from the chicken sale. We will use them for the hospitality room. Brad has reserved the chicken sale for next year on the same corresponding date and at the same locations. Brad sent thank-you notes to the volunteers. He gave Joe the list of names so these people can be recognized on the website for their efforts. Wendy will purchase a few large storage tubs for the chicken containers and other paper products that we have. These will be kept in the storage room. The remote system to monitor the meet progress is working. We still need to find a video camera that will stay on. Brad purchased (6) radios at a closeout sale and is investigating the most cost-effective headsets. Brad will be out of town until Thursday June 22. Wendy will help him coordinate the concessions and hospitality. The board decided that we will have a summer cookout with outdoor games at the end of the season. There will be no pool party. Brad will coordinate the cookout. Joe will look at the calendar to finalize a date.
· Melissa (Coach Keller’s comments)
Trifolds will be handed out at the last day of swim lessons for each of the sessions. Joe will have instructors/NASA swimmers available to help answer questions. The next Coach’s Corner will be in folders June 29th. 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. Bridget will check to see if she has the disk with the state packet information. Joe will update and Melissa will copy. Joe will contact Melissa..
· Les
Judy finalized hotel information for the state meets. Jessica Burbrink attended an official’s clinic and has completed her tests on-line. She started to shadow at the intrasquad meet. Dawn Berger took the on-line test and did a shadow session. Traci Schilling and Eric Berger are planning on taking the test. We need to make available an opportunity for these individuals to attend a clinic. Joe suggested using the time between sessions at our NASA meet. Bridget will evaluate the timeline to see if we can make this happen. Les will contact Carey Camarata about running the clinic. A Level IV Timers’ clinic will be scheduled for June 20th, the final dues collection night. There are six families that are still required to attend this clinic. Les will put a reminder note in folders for these people. The deadline for ads for the heat sheet is Monday, June 12. There was no report on ad progress. Bridget will provide Les with the heat sheets by Wednesday so the ads can be inserted. We will determine an exact count for heat sheets and coach sheets after we finalize entries for the meet. 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. We will try to schedule the Tony Young parent clinic for October. Tony is checking his calendar. As we evaluate the Pre-Competitive Group for the future, we need to look at offering it year-round for those swimmers not interested in competing yet. The board is investigating having Team Manager available through our website. This would allow parents to view meet results, best times, records, etc. pertaining to our team. Phil and Bridget will work on this with the goal of implementing it in the fall. Once entries are received for the Summer Invitational, we need to decide on several issues. These include heat sheets, concessions, and 10 & under relays. Kast-A-Way has been scheduled as a vendor for our Summer Invitational and Joe will verify their attendance. This is a great time to purchase practice suits, goggles, and other supplies as our club receives a portion of the sales. During the Summer Invitational, there is a possibility that the Field House will not be available. We will use the hall outside the weight room (up the stairs) as the swimmer rest area. The ramp will not be available as it will be blocked off.
o Coach Keller
Practice: The partners’ program was updated and is posted on the website. Joe is preparing the June/July practice calendar for June 20th. The high school moratorium is July 3 – 9.
Meets: The SWAC results are complete. There were three first time BB’s. Also there were 3 other towels, 3 pairs of sweats, and 1 aquablade earned. The Senior Group had 50% lifetime bests. At the NASA Intrasquad there were 4 first time ‘C” cuts and 2 first ever “B” cuts. The results from the Great Race are posted on the NASA Board. Coach Marfa and Coach Camarata will be coaching at Plymouth. There was a scheduling change with Plymouth and all the families were notified. Coach Keller, Coach Spilman, and Coach Liechty will be at FWA. The Senior Group goal for the FWA meet is 60% LTB. Coach Marfa will be out of town for the NASA Meet. Coach Liechty will coach in the morning for the Irish Meet but will not be on deck in the afternoon due to the high school moratorium. Coach Keller will not be on deck at all during the Irish Meet due to the high school moratorium. Coach Spilman will coach in the afternoon. Coach Spilman and Coach Liechty will coach at Noblesville. Coach Keller will be at Noblesville Saturday mid-morning through Sunday. If we have qualifiers we will participate in Nationals.
Coach Education: Nathaniel Stoller will be attending the IN/IL elite swimmer camp. The coaching staff has been integrating ideas from the Swimposium into practices. Joe will be purchasing the calculator needed for the Race Analysis software.
Activities: On June 12, Gold and Star Z will play miniature golf at Sunshine Farms. The Star Pizza Party Group Challenge is underway. This is a time drop challenge between Star S and Star Z. The group with the least time drops between SWAC and the NASA meet will serve pizza to the other group. This will be held at Coach Spilman’s house on July 2. The Senior Group movie/game night is being planned. Permission slips have been distributed and returned for the canoe trip. The end of season trip will be to the water park in Merrillville, IN. Parent drivers/chaperones are being recruited. Post-graduate athletes will be permitted to drive themselves but all others must ride with a parent. There is nothing new on the training trip for next summer.
Other Programs: . Three high school seniors; Mike Fenech, Bill Griffin, and Lyndsay McBride were named Academic All-State and Academic All-American for swimming. Congratulations! The high school team will compete in the Homestead Invitational this year in December. This will be the fastest meet in Indiana besides the state meet. Swimming against this level of competition will be a great experience and motivator for our high school team. The high school is still working on rescheduling the Penn dual meet. There have been 403 children signed up for swim lessons so far and the phone is still ringing.
III: Policy Making Items
· Proposals
· Discussion
· Voting
Joe requested that each board member spend some time reviewing the sample budget and last month’s meeting minutes (DUES/FEES POLICY). Each board member needs to come to the next meeting prepared with a serious proposal for Pre-Competitive, Mid-Season Option, and High School dues/fees. Also, come prepared with some ideas for fundraising. We will put the policy items at the beginning of the agenda.
IV: Adjournment and Next Meetings
The meeting adjourned at 10:42 PM.
Next meetings: Tuesday, June 27, at 6:30 PM