Pool Board Meeting 11/10/13 7:30Pm
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Pool Board Meeting 11/10/13 7:30pm
Attendees: Debby, Ashley, Jules, Kelly, Vickie
Agenda:
1. Call to Order
a. Review of Agenda
2. Review of Previous Meeting’s Minutes – Ashley
3. Review of Treasurer’s Report – Marc
4. Cell Tower Proposal - Debby
5. Membership – Debby
a. Membership definition letter draft
b. Survey and recruiting for neighborhood canvasing
6. Website - Ashley
a. Updates
b. LOE for membership and coupon forms
7. Birthday Party Services - Melissa
8. Swim Team – Kelly & Jules
a. Requirements for satisfying PE credits – Tim
9. Events
a. Ghouls Run – Kelly & Jules
b. Kids Triathlon - Kelly
10. Fundraising
a. Luminaries – Melissa
b. Membership Raffle – Kelly
11. 501c3 – Tim
12. Review of outstanding action items - Ashley 13. Next Meeting, Sunday, December 8th at 7:30pm at Debby’s house
14. Meeting Adjourned
Meeting was called to order at: 7:40pm
Review of Previous Meeting Minutes
The meeting minutes from the last meeting were approved. Ashley will post the minutes on the website.
Treasurer’s Report
Treasurer responsibilities have still not transitioned to Marc. Hunter will be following up with Marc to complete the transition.
Cell Tower Letter
The pool has received a letter from Velocitel (AT&T) with a request to place a cell tower on the property for $1000/month. Hunter has agreed to talk to Velocitel to discuss location and other topics related to the request. The board would like to know who is responsible for ensuring the safety of the tower and liability for injuries.
Membership
Debby presented a draft of the membership letter for the spring. She has asked for feedback from the board. Ashley will circulate for feedback via email. She also presented the preliminary questionnaire for use during the luminary sales event.
Website
Ashley has updated the website with the materials from the Ghoul’s run and still has not completed research into the level of effort (LOE) for constructing membership and coupon forms for use next year.
Birthday Party Services
Melissa distributed the following draft proposal via email for the birthday party services:
“During pool hours a kids party for a member would be $100 for up to 10 kids, $8 each additional child. Non-member price $130.00. Theme parties would be $120/$150.This would include decorations, a coupon for any ice cream that we sell $1.00 and a party coordinator that would orchestrate a few games and two hours at the pool. I would be the party coordinator for the most part. The cost for us would be $25.00. Additional items for purchase would be a piñata and candy $40 or water balloons $5.”
Those in attendance agreed that this proposal seems like a reasonable start. Melissa should finish up the flyer for discussion for the next meeting. Swim Team
No new topics for discussion.
Tim was not in attendance so there was no update on PE credits.
Events
Ghoul’s Run
Those in attendance recommended that Jules deliver the funds to Hunter for deposit.
We made $2350. There may be outstanding expenses for paying the police. This should be the only outstanding expense. Jules will check the mail for a bill.
Given the level of effort required to execute the event against the actual profits, we should shift our perspective of the Ghoul’s run from a fundraiser to community event. The event is a strong community building event and we would like to continue to offer it. However, we should accept the fact that the return on the investment of time and energy will almost always be lower than expected.
Kids Triathlon
Kelly heard back from Endorphin Fitness and, unfortunately, they have decided to not add an additional youth triathlon to their schedule in 2014. But, they have agreed to look at in 2015. Kelly has agreed to follow up.
Kathryn will be checking on other sources for organizations, which may be able to offer a kids triathlon. Kelly will check with Michael from Endorphin for more contacts.
Fundraising
Luminaries
Sales day in this coming Sunday. Ashley will send out an email and a FB blast. Melissa will coordinate the sales day.
Raffle
Ashley created the forms. Debby has taken ownership of the raffle. Ashley will send flyer document to Debby for printing of forms for use during the luminaries sales day. Vickie will distribute/post the tear off flyer. Ashley will send out a FB blast.
501c3
Tim was not in attendance. No update.
Meeting was adjourned at: 8:13pm Review of Outstanding Action Items (including new items from this meeting)
- Ashley will post the October meeting minutes on the website.
- Hunter will be following up with Marc to complete the transition of treasurer responsibilities.
- Hunter has agreed to talk to Velocitel to discuss the cell tower proposal including location and other topics related to the request. The board would like to know who is responsible for ensuring the safety of the tower and liability for injuries.
- Ashley will circulate Debby’s draft membership letter via email for feedback from the board.
- Ashley will look into the level of effort to put a form on the website that will then access a “coupon” upon successful submit and in building an online membership form on the website.
- Melissa will draft a flyer for birthday party services for sharing at the December meeting.
- Our competitors also offer summer school PE credits. Tim will look into the requirements for satisfying the PE requirements, so that we may be able to also offer this incentive. He will be following up with the country instructional specialist and will plan to have more information by the December meeting.
- Jules will check the mail for a bill for the last remaining outstanding expense for the Ghoul’s run, paying the police. She will also deliver the profits to Hunter for deposit.
- Kathryn will be checking on other sources for organizations, which may be able to offer a kids triathlon.
- Kelly will check with Michael from Endorphin for more contacts on other organizations that may still have availability in their schedule.
- Melissa will coordinate with Tim on printing the Luminaries flyer on the pool printer.
- Ashley will send email this week to during the week of November 10th to notify the swim team kids of the sales day.
- Ashley will also ping via Facebook regarding the sales day.
- Ashley will more regularly ping people via Facebook regarding the raffle, especially prior to our events.
- Ashley will send flyer document to Debby for printing of raffle forms for use during the luminaries sales day.
- Vickie will distribute/post the raffle tear off flyer around town. - Tim is proceeding with setting up a 501c3 by identifying a registered agent for review and notarization. Tim is working on putting together a board of directors, who must be separate from the pool board.
- Hunter will follow up with Mary Ward (new president of NSLRA) about enhancing involvement of NSLRA with the pool.
- Hunter will continue to ask around on community boards where we may want to advertise membership with flyers in the spring.