Archive for the ‘Board Meeting Minutes’ Category

Alexandria USS Swim Club Board Meeting Minutes

December 7, 2009

Call to Order 6:00 p.m.

Present: Maureen Winger, Mike Wencl, Holly Wallerich, Kris Chromey, Kristen Eklund, Tom Welle, Brenda Wysoski

Old News:

Website
Tom Jacobson is going to create the form to hopefully hand out to parents.

Contracts for Coaches
Tom Jacobson will forward the contracts to Kristen Eklund for coach’s signatures.

Swim Club By-Laws – due to Tom’s absence we will review at a later date.

New News:

Winter Swim Meet in Alexandria
Mike Wencl is trying to get a winter meet here in Alexandria sometime in February. He is trying for February 20 or 27. Mike has contacted the officials and they are open to having a Northern Lights Regional Meet or ABC Finals. Many clubs from Moorhead and Bemidji are interested in coming. This would be much needed money for the club. We will discuss details at next months meeting.

Mike stated that money is needed for a new laptop, flippers and boards are needed for the swim club.

Ice Fishing Challenge
Mark Storhaugh and Mike Wencl are going to coordinate with parents to get volunteers to help with the Alexandria Ice Fishing Challenge. This will had some extra money for the club as well.

Swim Club Financial Records
Since the financial records were not given to Randy Winger last month, Mike Wencl will be given a time deadline of December 15 to handover the Quickbooks files to Randy Winger for his management for the swim club. The swim club can not move forward on hiring new coaches until they have a budget and know what they can pay the coaches. The board would like to know what the budget is before year end 2009.

Fund raising was briefly talked about for additional financial help for the swim club. Any ideas would be greatly appreciated.

New Coaches
Kristen Eklund will be emailing contacts for interest in swim coaches. She will contact colleges and MSI.

Board members strongly suggested that all board members be present for January’s board meeting to make sure we have a quorum for voting.

Next board meeting will be January 11 at 6:00 p.m. at Discovery Middle School.

Meeting adjourned 7:00 p.m.

Kris Chromey
Secretary

Alexandria USS Swim Club Board Meeting Minutes

November 16, 2009

Call to Order 6:15 p.m.

Present: Randy and Maureen Winger, Mike and Kelly Wencl, Holly Wallerich, Tammy Paulson, Kris Chromey, Tom Jacobson, Jeff Meland, Kristen Eklund

Old News:

Website
Discussed progress of website. Kristen Eklund wants to enter, names, addresses, phone numbers and photos. Other board members expressed their concern that some parents may not approve and thought a consent form needs to be signed by parents to enter information on the website. Tom Jacobson will create the form to hopefully hand out to parents at the next intersquad meet which is December 3.

Committees
Discussion of committees was briefly talked about and was decided to talk about them when needed, such as home meets and start of new season. We still need to clarify who is on what committees.

New News:

Contracts for Coaches
Tom Jacobson is drawing up new contracts for the winter season for the swim coaches. They are still going to be considered as independent contractors. Tom will have the contracts done for approval by the board for the next board meeting.

Swim Club By-Laws
Tom is also redoing some of the swim club by-laws. Such as annual board meetings, election or reelection of board members and term limits of board members.

Annual Board Meeting
The board decided to have an annual board meeting on March 15, 1010 to elect new board of directors. All board members need to be present.

Before the next board meeting Kristen Eklund and Kris Chromey will be meeting to confirm current board members.

Mike Wencl will be giving the Quickbooks files to Randy Winger for his management for the swim club.

Coach Resignation
Mike and Kelly Wencl announced that they will not be available to coach the summer season. Mike did say he would be available for questions and help with meets. Board members will need to find new coaches.

Next board meeting will be December 7 at 6:00 p.m. at Discovery Middle School.

Meeting adjourned 7:15 p.m.

Kris Chromey
Secretary

Alexandria USS Swim Club Board Meeting Minutes

October 14, 2009

Call to Order 6:30 p.m.

Board Members Present: Patty Lindgren, Tom Welle, Maureen Winger, Mike Wencl, Holly Wallerich, Tammy Paulson, Kelly Wencl

Board Members Absent: Kristen Eklund, Tom Jacobson

Others Present: Kris Chromey

Old News: Discussed progress of website. The calendar is starting to be updated with the practice times and swim meets. So far it looks good, we just need to add the information.

New News: Committee meetings and the lack of attendance was discussed. What are the committees, who chairs them and who are them were discussed as follows:

Finance: Randy Winger, Maureen Winger and Mike Wencl
Apparel: Patty Lindgren, Brenda Wysoski and Laurie LeBrasseur
Communications: Jeff Meland, Jill Johnson
Awards: Holly Wallerich, Tammy Paulson, Joni Jacobson
Legal: Tom Jacobson
Concessions: Andrea Bergquist, Tammy Welle

The need to know who is on what committees and who chairs them is still to be determined and once you are on a committee do you know what your duties are since no one met last week.

Secretary: The need for a secretary ASAP was brought up. Kris Chromey volunteered to help. A motion was made by Patty Lindgren to appoint Kris Chromey as a board member. Second by Tom Welle, all were in favor. Another motion was made by Holly Wallerich to appoint Kris Chromey as Alexandria Swim Club Secretary. Second by Tom Welle, all were in favor. Kris agreed to type minutes of meeting and forward to Kristen Eklund for approval to post on website for everyone to read.

Contracts for coaches: Tabled until next board meeting due to Tom Jacobson not being present.

Winter Registration: Winter registration is October 26. Board members are encouraged to attend. Mike Wencl will speak to new parents about swimming, Kristen Eklund, President of Swim Club, is encouraged to speak about Swim club and swim meets. Holly Wallerich is going to represent parents and answer any questions parents may have about practices, meets or any other questions.

Pro-rated fees were discussed and determined that for the winter season we would allow $75 per month for those swimmers that can not swim all 3-4 months of the swim season. Mike will be adding this to the registration form.

Registration Fees: Registration fees are still $200 per person, for new swimmers and $250 per person, for returning swimmers. Mike and Maureen discussed the need to have separate checks for registration and apparel. If a parent wants to buy apparel and pay for registration on the same night they need to do separate checks. If is difficult to separate the two when tracking the where the money comes.

Fees for meets: Mike and Maureen suggested that in the future all meets will be paid by the club and at the end of the season parents will receive a bill for the total of meets attended. This makes it easier to hand one check to the hosting club and also easier to bookkeeping. All agreed.

Apparel Sales: On registration night tables will be set up for apparel sales. Mike also suggested that the first full week of practice apparel items be available all nights for parents. Mike also suggested the first week of December apparel tables be set up for more sales for Christmas gifts. All agreed.

Winter Calendar: A motion was made by Mike Wencl to approve the winter calendar. Motion was seconded by Patty Lindgren, all in favor.

Date for next Board Meeting: Maureen Winger suggested the day of the week be changed for meetings due to many parents not being able to attend. Monday nights became the night of choice. Also the time was suggested to be moved a half hour earlier so the coaches can attend and leave for practice. The next board meeting will be at Discover Middle School on Monday, November 16th at 6:00 p.m.

Club Charter: Mike Wencl discussed the deadline for the Swim Club charter being October 31. Mike will be contacting the necessary board members to complete this charter by October 31.

Meeting adjourned 7:35 p.m.

Kris Chromey
Secretary