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2018 Board Minutes

November 28, 2018

FAST Board Meeting Minutes

Present: Miles, Ed, Tonya, Jennifer, Bonnie, Leslie


1. Home Meet Recap
    a. Financials - Approx. $7900 profit
    b. AO
    c. Officials
    d. Volunteer Coordinator
    e. Other
2. Entries for Arena and A+ Meets
3. Transition to New Board Members
    a. Treasurer - add Kristi for Premier Bank
    b. Registration - Club Registration (status of certifications)
    c. President - January
4. Discuss job duties and team calendar (next meeting or wait until January) - will discuss in January

October 31, 2018

FAST Board Meeting Minutes

Present: Miles, Ed, Tonya, Jennifer, Bonnie, Leslie

1. Home Meet
    a. Numbers -270 and waiting for final
    b. AO - Jamie
    c. Officials - in the works (4 for sure)
    d. Open Jobs
    e. Timing Console
    f. Food - Kristi
    g. Sponsorships
    h. Setting Up- Friday only
    i. Meeting to discuss Meet - Not needed (email if necessary)
    j. Other - Meeting 11/29 for meet wrap-up
2. Summer Meet
    Half day (1 session)
3. Entries for Arena and A+ Meets
4. Club Registration
5. Barb- retirement GC ($50 Walmart gift card)
6. Board Update
    a. President - Sara Christ (beg. in January)
    b. Duties and Registration - Treasurer and Registration
    c. Calendar
    d. Quickbooks - Motion to purchase Quickbooks for Kristi; Unanimous decision     

 

October 3, 2018

FAST Board Meeting Minutes

Present: Miles, Ed, Tonya, Jennifer, Bonnie, Leslie

1. Financial Updates - collections going well
2. Coaches - working on hiring Coach Donna; everyone agrees on $14 with bonuses, going as high as $15 if needed
3. Fall Meet
    a. Volunteer Coordinator - Nikki Dingman/Ed (Leslie will train)
    b. Food - Kristi will coordinate (will not be in attendance), Rocky's for Saturday only
    c. Officials
    d. Awards - ordered/ GC top 3 teams
    e. Other things we need to order
    f. Sponsorship
4. Meet Bonus for assistant coaches - away meets only; over 50 mile radius/2 day meets; hourly home to meet; additional $50 for attending both days
5. Duties and Training - Treasurer (Kristi D.) and Registration (Michelle B.); both voted in by all present (not Miles)  
6. Club Registration
7. Date for next meeting - October 31 @ 5:30

Other Notes:

- New Tasks for Bonnie
  Bonnie will do P.O Box and pick up payroll
- Make sure Records need to stay up to date

 

September 5, 2018

FAST Board Meeting Minutes

Present: Miles, Ed, Tonya, Jennifer, Bonnie, Leslie

 

1. Financial Updates:
-balances over $50 per family will not be able to swim unless  payment plans can be arrange but needs to be communicated, ideally with Treasurer
-be more selective with summer meets (3 day meets are more expensive), more dual meets?
-Amazon smile set-up
-remove summer meet but increase summer fees due to the longer season?
-raising meet entry to $5, $3 heat sheet, coaching fee .50 per event
-business sponsorship for home meet

2. Fees 
3. Board Credit:
-removing Board credit per Board member request (make it voluntary)  

4. Messaging on Fees and Fall Meet: Jennifer and Miles will put together and send out
5. Registration for Fall Session 
6. Updates on Fall Meet :
     9 warms ups-10 start-1

7. Updates on Dual Meets 
8. Coaches for Fall:
-still looking for Barbs replacement (Barb is done in Nov.) 

9. Drawing for Parka

IDEAS:
-Increase fees for younger swimmers, even minimally
-Fund raising- SCRIPT, Online swim store (J-hawk example), Amazon Smile

July 16, 2018
FAST Board Meeting Minutes
(voting on items discussed at meeting on 7/11/18)
Present: Miles, Ed, Jennifer, Bonnie, Tonya

Meet Schedule- 5 yes votes to keep as was decided on 7/11/2018
Fees- raise high school conditioning to $150 2/week and $245 for upper 2 levels
        - 5 yes votes
Increase revenue- add an additional 1/2 day to our fall meet- Miles will check the possibility of doing it this year
Swim Caps- Miles will be ordering (latex)

 

June 18, 2018
FAST Board Meeting Minutes
Present: Miles, Leslie, Ed, Jennifer, Bonnie, Tonya

Home Meet Recap

    a. Financials- no receipts from Kristi yet. Concession $512.10, Admissions $578

     Total In $3913.12 

    Total Out $1188.68        

    $2724.44 profit (approx $700 to WI swimming)

    b. Ideas for Increasing Attendance- invite non-USA swimmers/teams for summer meet to broaden swimmer base

    c. Trophies in the Fall- Keeping trophies in summer (good for our kids) 

    d. Review Policy for helping at meets- Apply policy consistently and fairly

 

Reviews for assistant coaches- Miles will be doing reviews for assistant coaches: Jennifer supplied template doc for Miles to use as guide

Policy for Non-payment/Refunds- Need to let us know no longer attending for injury-credit on account; decides they don’t like- no refund policy; non-payment policy- how far behind do we let them get? One session out-pay in full or payment plan in place; work on scholarship fund/policy- business fundraiser?

Potluck- 10/56 response so far (make note on facebook-email Jennifer rsvp)

Order Swim caps- Ordering swim caps; Miles will do it-regular caps (not state)

 

May 2nd, 2018
FAST Board Meeting Minutes

Present: Miles, Ed, Leslie, Jennifer, Bonnie, Tonya

Home Meet

Other Meets
- Rooms reserved for Birdbath

Dryland Update
- Evan will lead, offered M/W after practice (ending 8/7:45, Start 5/7 Copper +
- Activity will vary based on age 

Financial Sub-committee
- Motion made and passed w/ 6 votes to create a sub-committee consisting of the Head Coach, President, & Treasurer to make decisions for families requesting special payment options (hardships)
- Swimmer issues will be handled by the Head Coach and President

Staffing
- Miles sent out messages and is just waiting to hear back regarding potential coaches

Incentives for swimmers to attend meets
- We will be having a parka give-a-way to motivate swimmers to participate in more meets (Bronze 3, Silver 4, Copper 5, Plaid 6, Gold 7, Platinum 8); FAST swimmer will be entered in a drawing after required # of meets met

Updates from House of Delegates Meeting

Team Towel update
- Design has been chosen and ready to order

50th anniversary T-shirts
- Each swimmer will receive 1 50th anniversary t-shirt for no cost

Elsmore clothing orders

Write-ups for newspaper
- Vice President will provide write-ups from meets/special events and send to the newspaper
- Also will work on keeping the team active on social media/facebook page

Fundraising
- Vice President will look to local business/chamber members via mailings for fundraising to use for scholarships for swimmers in need

Half-session policy
- Finalize for Fall session

Financial updates

50th Anniversary Celebration 

- Pot-luck at Dorthy Carnes Park June 26th; Miles will create a Meet Event for RSVP’s; Sign-up Genius will be utilized for families to register food/donations; Team will provide drinks (lemonade, gatorade, water)

Team Photo
- Ed will ask Val to take (tabled until next meeting)

Office Coverage
- Ed will create Goggle calendar for board members to fill as able

Hollis Incident
- Due to the fact that they were a returning family there was no week ‘trial period’; swimmer was in the water; the option that will be presented is to either pay the $66 for the USA fee or full session price 

 

Board Meeting April 5th, 2018

In attendance: Jen Hanneman, Bonnie Garthwait, Tonya Schultz, Miles Allie, Lesley Pennewell

Call to order: Jen

 Fast will make a New Swimmer, 1 per family, $25 coupon to be put in at triathalon. We will pay for the $200 sponsorship for Fort Parks and Rec Triathalon this summer. 

Miles will print out forms for registration for next week. 

Parent swim program was voted down. There will not be a parent swim program. 

New board positions elected. Jen Hanneman was voted in as president with the understanding that she would get a vote. She resigned as Meet Director, and was motioned by Miles, Second by Lesley, all in favor for Jen Hanneman to be President as of today. 

Bonnie Garthwait was voted in as Vice President, Ed Schmidtt was voted in as Meet Manager, motioned by Miles, second by Lesley, all in favor. 

Meet schedule was revisited due to a lack of meter meet days and indoor meter meet days, Jen made a graph demonstrating this year to be a 5 year low of meet days, and lack of Championship meet this year. Graph is as follows. 

2018 14 meet days total, 4 indoor meter meet days, 4 outdoor, 0 Championship meet days

2017 19 meet days total, 13 indoor, 1 outdoor, 3 Championship meet days

2016 18 meet days total, 9 indoor, 4 outdoor, 3 Championship meet days

2015 19 meet days total, 11 indoor, 4, outdoor, 3 Championship meet days

2014 20 total meet days total, 11 indoor, 4 outdoor, 3 Championship meet days

2013 20 total meet days, 11 indoor, 4 outdoor, 3 Champ meet days

It was discussed and attempted to add a championship meet but due to WGLO being same weekend as Bird Bath we could not find a replacement for that. We did add both days of the Seay meet June 22-23. And in addition to this we have 3 options. Option A BSC Invite June 15-17 at Recplex, Option B is May 18, 19 of BDSC, and Option C is send Miles to WGLO and send another coach to Bird Bath. Depending on the response he gets from the BSC coach we will put in place one of the options without needing another meeting to vote on this.

Evan will do Tuesday and Thursday dry lands after practice. (Evan showed up at the meeting)

Trophies will be awarded at home meet

50 year celebration will be discussed for Summer

We will be asking to see if Val Schmidt would like to take pictures of our swimmers for website. 

Coach staffing is a big issue. We do not have enough coaches. Miles will contact Joel from UW Whitewater to see if he has any prospects. 

Incentive Program for meet attendance for meet days (4 bronze, 5 silver, 6 copper, 7, plaid, 8 gold, 9 plat)

Checking 7,897.69 Saving 4, 443,03

Jen would like to know going forward if we are making money, wants a more organized. That is one of her goals. 

Outstanding balances. List will be given. Jen will be emailing people with large balances. 

 

Minutes from F.A.S.T. Board Meeting

January 31, 2018 – 5:00 pm

Members Present:  Miles Allie, Nicole Mildenstein, Tonya Schultz, Lesley Pennewell  and Jennifer Hanneman

Financials: 

  • Checking: approximately $7,000
  • Savings: $7,987.69
  • We will follow up on large outstanding family balances.

Spring/Summer Session: 

  • The session will run from April 9, 2018 through July 20, 2018 for non-state swimmers.
  • Practices will be at the same time as last year.
  • Morning practices will begin the week of June 11th and practices will be held at Rockport again on Tuesday and Thursday morning beginning that week.

Spring/Summer Meet Schedule:

May 5th:  Lake  

May 20th:  Waterloo

June 1st – 3rd: SEA at Schroeder

June 9th: FAST Home Meet

June 22nd – 24th:  Swim Pink A+ Invitation in Iowa City, Iowa (qualifying times required)

June 22nd or 23rd: SEA at Rec Plex (one day only)

June 29th: Rockport Meet

July 6th - 8th: Bird Bath at Erb Park in Appleton

July 21st – 23rd: Silver (location to be determined)   

 

Donations:​  We have $900 to spend from Ball Corporation.  We will use it for a new pace clock which costs $549 plus tax and shipping.  We also need a cord for our old pace clock which will cost approximately $100 with taxes and shipping.

 

Adult Swim Program:  We will consider doing a trial adult swim program during the spring/summer season at a future meeting.  The board members do not want this to conflict with or take anything away from the kids.

Championship Meets:  The board voted to pay for Coach Miles to attend championship meets with swimmers who qualify.  The board felt that swimmers who work hard enough to make the cuts should have the opportunity and support to attend these meets.  It is also good for our team to show that we have championship swimmers.