Winter/Summer 2006 Minutes - Winter/Summer 2007 Minutes
NASA BOARD OF DIRECTORS
MEETING MINUTES
August 20, 2008 & September 4, 2008
CALL TO ORDER: The NASA Board Meeting of August 20, 2008 was called to order at 5:30 pm at Rulli’s. Coach Keller, Coach Spilman, Wendy Bernth, Brad Fisher, Paul Friesen, Kristi Sandt, Jessica Burbrink, and Bridget Griffin were present. This meeting was adjourned at 10:00 pm and continued on September 4, 2008. The September 4th meeting was called to order at 6:20 pm with Coach Keller, Coach Thomas, Wendy Bernth, Kristi Sandt, Jessica Burbrink, Paul Friesen, and Bridget Griffin present. The meeting minutes from July 8, 2008 were approved as written.
ALL MEMBER: The Board of Directors accepted Brad Fisher’s resignation and thanked him for his years of service to the board and the club. Paul Friesen was welcomed as a member of the board. Coach Keller summarized the current board member’s terms. Kristi Sandt will serve until April 2010, Jessica Burbrink will serve until August 2010, and Paul will serve as a board member until August 2011. Wendy distributed USA registration forms for board members. All board members are required to be registered as non-athletes of USA swimming. 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. The board reviewed the NASA Committee structure. Bridget will update this and provide at the next meeting. We will continue to focus on developing our new committee structure. In the future we would like to design our agenda to parallel the committee structure. Bridget will update the volunteer survey to provide to parents at the parent meetings. The survey will be updated with some specific job responsibilities. Board members should contact Bridget with their committee details that should be listed on the survey. The specific responsibility lists for the start of the season are not yet complete. Coach Keller will finalize these and provide to the board members at the next meeting. The board decided the parent meetings did not require a power-point presentation, as there are not many changes to discuss this season. Board attendance was requested for both parent meetings. The new family meeting is scheduled for Tuesday, September 16 (6:30-8:00 pm) and the returning parent meeting is scheduled for Thursday September 18 (6:30-8:00 PM). Between the Olympics and the large number of children in swim lessons, we could potentially have a large turnout for the new parent meeting. The House of Delegates Meeting is scheduled for Saturday October 4, 2008 at Carmel High School. During the morning there will be a Club Leadership/Business Management Seminar followed by the HOD Meeting in the afternoon. Coach Keller and Wendy Bernth will be attending. Anyone else interested in attending needs to let Coach Keller know. Coach Keller reviewed some elements of our strategic plan. All coaching evaluations for the summer season are complete. Coach Keller’s evaluation was conducted by the Board at this meeting. Coach Keller reviewed the coaching plans for the winter season. Coach Keller and Coach Steve Troyer will work with the Senior Group and the High School Team. Coach Spilman and Coach Marfa will be with the age group training groups assisted by Coach Evan Troyer and Coach Adam Miller. The board decided to schedule an interview with a prospective Co-Head Age Group Coach to fill our last position. The interview will be on August 26. Any board questions should be emailed to Wendy Bernth so she can compile an interview sheet. Final coaching contracts will be determined after the interview process. Coach Keller reviewed the pre-competitive program. The first session will begin on September 23 and end December 11. The second session will run from December 16-February 26 with tryouts on December 15. Each session will have 20 days plus 2 extra days. The board approved the dues structure of $100 per session to keep the cost of this program comparable to swim lessons. Wendy presented a proposed 2008-2009 budget for the board’s review. The board accepted the budget. Coach Keller discussed the V-M-P for year 2. The Shooting Stars program will continue. The Partner’s Program will continue with some terminology changes to avoid the confusion of regular partners and meet partners. The Senior Group Clinic will take place on different training nights. This will occur prior to the high school season start dates. The Fall Open House will be scheduled October 20-23. This will be prior to the NAC Meet so new families can have a chance to understand what to expect at a meet. The NAC meet is on October 25. The Open House will include several activities including a first meet experience giving parents a trial run. The email list will need to be built quickly so email blasts can begin immediately. Coach Keller will ask for input on questions that should be included on our F.A.Q. sheet. Coach Spilman presented a “Meet Exceptions” proposal. Each swimmer will have a meet schedule to complete showing any conflicts they may have with a meet. The coaches will use those sheets when completing meet entries. Once entries have been sent for a meet, the families are financially responsible for meet entry fees for their swimmers. The board accepted this proposal. Coach Keller reviewed the format for the Conference Meet being hosted by NAC. The event structure will include 11&U events, 4-5 events, and relays. The Developmental and Blue groups will attend. The entry fee will be $16.50 per swimmer. Lunch will be included. Participation awards will be given. A parent education clinic will be held during the warm-ups. Coach Keller plans to continue the family meetings pending the coaching plan for the season. The Year Round Programming will continue the same as last year. Year round swimmers will return to the water the Monday after Spring Break. Those swimmers not participating in the year round program will begin two weeks later. There will be a one-week tryout for the summer season. Fall off-season will begin on Monday, September 8. 6th graders and up are eligible. Coach Keller reviewed the practice schedule for the upcoming season. There will be a shuttle bus from the high school to the pool before and after school. Coach Keller plans to increase the use of race analysis this season with the use of videotaping. NASA has made progress in submitting information for the club recognition program. Our club, for the SCY Winter 07-08 Season, was ranked 19th in the VCC. The board discussed the uses of the website and email blasts. Some attachments may be sent through email this season including records and time standards. The HyTek Team Manager on the website is a key component. (At this point the meeting was adjourned for the evening!)
At the September 4 meeting additional ALL MEMBER items were reviewed. The parent meetings will be held in the NMS cafeteria. Coach Keller will attend the HOD meeting both Friday and Saturday. All other attendees will be there on Saturday only. Coach Spilman, Coach Thomas, Wendy, and possibly Paul will be attending. If other board members are interested in attending please let Coach Keller know by September 18 so he can e-mail Indiana Swimming about our intentions. Coach Thomas was introduced to the board as the new Co-Age Group Coach. She will be responsible for the Gold/Star Z groups. Coach Spilman will be responsible for the Blue/Star S groups and will oversee Coach Marfa and the Developmental/Pre-Competitive groups. Coach Evan Troyer and Coach Adam Miller will assist these coaches. Wendy will finalize the contracts and return them to Coach Keller for the start of the season. Coach Keller provided Wendy with a pay date schedule beginning October 2. Coach Keller and Coach Spilman have developed a practice schedule for the winter season. The Meet Exceptions form has been finalized. Coach Keller reviewed the details of the new conference. The conference includes Concord, NAC, SWAC, and NASA. The purpose of the conference is to provide quality meet experiences for developmental level swimmers and to provide parent education. The two conference meets include the NAC meet on October 25 and our meet in January. Bridget and Coach Keller need to work on the meet packet for the January meet. Coach Keller distributed the year round programming dates to the board. Work is continuing on the Club Recognition Level 1. Coach Keller will contact Phil regarding the website for the upcoming season.
WENDY: Wendy presented a revised budget for the upcoming year. Wendy distributed and reviewed financial reports for the club. There have been five donations from businesses that are being credited to the 2008-2009 fundraising goal. These were in response to a solicitation letter sent by Jessica. The club is waiting for reimbursements from Indiana swimming for the Jr National and National meets. The club reimbursed 11 zone athletes for the cost of their basic package. Coach Keller proposed using the Senior fund to help pay for the Spring Speedo Meet which will be held in Indiana or Ohio. There also may be a need for money from this fund for the fall Grand Prix Meet in Minnesota. Coach Keller has the Counsilman Grant applications for fall. He needs a list of qualifying athletes. We had one athlete receive this grant this summer. The first dues collection will be October 6/7, 2008. Three travel bags have been ordered. Wendy will send the payment to Tru-West for the bags. Brennen Berger opted for the new NASA blanket as an alternative award for his travel bag. Kristi reviewed the blanket information. She will order 24 blankets to have on hand. Kristi will inventory our towels. This summer the club spent $1050 on awards. The new high school address is now included in the by-laws. Wendy has a copy of the Rx program offered by Indiana swimming. She will include it in folders of the new families. The record keeping books will be in next week. The Terms and Conditions and Medical Release Forms need to be updated for the parent meetings. Bridget will update them. Wendy will collect these forms and update the Medical Release binders. Coach Keller is updating the club handbook. Bridget will update the section of the handbook that discussed parent volunteer activities to include the committee information. Wendy will set up the Mancino’s giveback for February. Swim shop dates will be scheduled so all swimmers have suits prior to the first meet. Coach Keller has placed the order for suits and caps. The suits will have some polyester content. Care instructions will be handed out with the suits. The water order will be placed in mid September for the winter season. The raffle at the awards celebration was a success.
BRIDGET: The responsibility list and meeting minutes are due to Coach Keller as soon as possible. July meeting minutes can be emailed to Coach Keller to be included in the next email blast. When the meeting minutes are complete they can be emailed to Phil for the website. Coach Keller will email the athlete information sheets to Bridget and Wendy for updates prior to the parent meetings. Once the parent meetings are complete, the athlete information will be added to the database and USA registrations forms will be printed. This information will be finalized after the official registration and attendance sheets and the address/phone directory will be published. The website will be updates as well. There will be new time standards published this fall for the B/BB/A/AA/AAA/AAAA cuts. Coach Keller will update the ‘C’ cuts based on the new time standards. The SCY end of season printouts is still needed. The final award reports are finished. A meet-scheduling request needs to be submitted for the NASA Summer Invitational. The board decided to schedule the meet for the weekend of June 26-28 at the new pool. The sanction application has been sent for the SPRINT meet. Once we have a sanction, the meet packet can be posted on our website and on IN swimming website. Awards need to be ordered for the meet. The meet packet for the New Year’s Classic needs to be developed. Coach Keller and Bridget will meet to review the agendas for the parent meetings.
PAUL: There was nothing to report on Capital Projects. Next summer we will host only one Chicken Sale. The Senior Group will run this sale and the proceeds will be added to the Senior Group fund. This winter we will offer the wreath/poinsettia fundraiser and the Hacienda giveback fundraiser for our families. The concession donation sheets are to be available beginning at the official registration night. Kast-A-Way is scheduled for our SPRINT Meet. We need to have volunteers scheduled to help them unload their van on Friday evening and pack up at the end of the meet. The summer awards celebration went well. The food was great. The set-up and clean up went well.
KRISTI: The new cut buttons will continue. Kristi will order the blankets. The cost will be $20.84 plus the embroidery cost. We may want to use the bag tag idea as a participation award for the New Year’s Classic. The tri-folds will need to be updated for the future. These will be made available at parent teacher conferences at the schools. They will not be handed out to 4th grade swim participants. The recruitment letters need to be sent to the schools the week of September 8. Kristi will email a draft of the letter to Coach Keller before it is sent to the schools. Information should also be sent to the local papers (sports announcement section). Kristi will schedule the team and individual photos for the week of November 10. VIBE photography will be used. The team photo will be on November 10 when all groups are here (except Pre-Comp- these children may come for the photo if they are interested). Kristi will also begin planning for the team t-shirt order (both the team short and the regular order for shirts and sweatshirts). The new club members will receive a free team shirt.
JESSICA: Hotel reservations for state meets are complete. Both Age Group Sate and Senior State blocks are at the Jameson Inn on 38th street. The Ad/Business sponsorship goal for the upcoming year is $10,000. The Ad packet should be available for the official registration on October 6. Jessica is working with Carey Camarata to schedule a Level II/III Official’s Clinic. We also will offer parent education at the Open House that will cover stroke and turn information. This will provide a way to introduce the concept of being an official to more parents. The Level IV Timer’s Clinic is scheduled for October 6 from 6-6:40 and 6:50-7:30. All new families are required to have one person attend the clinic.
COACH KELLER: PRACTICE/TRAINING ITEMS: The pool was shut down for 2 weeks in August. The pool was drained and cleaned. Off Season begins Monday, September 8. COACHING/EDUCATION: Coach Certifications are being updated. There are new requirements from Indiana Swimming for new coaches. Coach Spilman, Coach Evan Troyer, and Coach Adam Miller need to update safety training. This includes in-water work and an on-line test. Coach Evan Troyer and Coach Adam Miller also need to update their first aid certifications. Coach Steve Troyer is working on updating his CPR. Coach Spilman and Coach Keller are meeting with Coach Rhonda Thomas for an orientation meeting on September 12. There is a general coach’s meeting on Sunday, September 15. MEET ITEMS: The Senior State trip went well. The last plates on the All American plaque are being used. A new plaque will be needed. ACTIVITIES: All activities during the summer season went well. OTHER PROGRAMS: Sign-ups for the high school team are starting. The meeting adjourned at 10:15 PM. The next meeting will be Monday, September 29 in Coach Keller’s office at 6:15 pm. .