Ncsa Board Meeting Agenda

NCSA BOARD MEETING MINUTES Cardel Place (Board Room), Calgary

Monday October 7, 2013, @ 7:00 – 9:00 PM

PRESENT:

Mark Bannan – President Lori-Ann Rankel – Vice President Shawna Polsfut– Treasurer Tamara Parker– Secretary Vicki Pigott – Director of Competition Sally van Grieken - Director of Fundraising Alison Vermette – Director of Registration Jayne Steffler – Director of Volunteers Dave Loyola – Head Coach Greg Nixon – Past President

Members:

Deb Swain Melissa Kost Tanya Smigel Astrid Eckstein

Absent:

Greg Nixon Alison Vermette

1.0 CALL TO ORDER The Chairperson, Mark Bannan called the meeting to order at 7:02 pm and declared a quorum.

2.0 MINUTES of the last meeting: MOTION: Moved by Lori-Ann Rankel and seconded by Sally van Grieken THAT, the minutes of the September 16, 2013 NCSA Board Meeting be accepted and motion is CARRIED 3.0 ANNOUNCEMENTS 3.1 NCSA received an email from the High River Otters swim Club thanking us for the donation made to the club re: flood relief 3.2 NCSS insurance confirmation is in place for this season

4.0 REPORTS 4.1 President’s Report 4.2 Head Coach’s Report 4.3 Vice President’s Report 4.4 Treasurer’s Report 4.5 Secretary’s Report 4.6 Director of Competition’s Report 4.7 Director of Fundraising’s Report 4.8 Director of Registration’s Report 4.9 Director of Volunteer’s Report

5.0 CARRYOVER BUSINESS

6.0 NEW BUSINESS 6.1 Audit committee to review the financials for the AGM needs volunteers. Two of the previous volunteers are no longer with the club. It’s a review of the financial information and Q & A for the executive regarding financials.

6.2 2013/2014 budget approval. There is a little uncertainty surrounding the actual budget approval due to the fact of unknown upcoming casino revenue.

6.3 AGM – the financials need to be dealt with by the audit committee. Agenda and minutes need to be prepared. October 27th! Put it in your calendars! It’s important and is a great informational session. 6.4 Pool build – Dave has approached us with a high level thought of assisting someone who is moving forward with a pool build in order to secure more pool space. As we all know, we struggle with obtaining pool space. A committee needs to be formed to have people pound the pavement, attend meetings, etc in order to get our foot in the door in regards to assisting in a pool build.

6.5 Away Camp Fundraising – met with the away camp committee. Came up with a couple of fundraising ideas. Always have to keep this fundraising an arms length away from the club. The committee is hoping that fundraising will be handled the same as it has in the past. The committee is tossing around fundraising ideas.

7.0 QUESTION PERIOD 7.1 Vicki for Dave: Finalizing the contract for Corral City. Do we want to run with heats and finals? Or timed finals? Dave: Heats and finals generated a lot of positive feedback. This is a better option.

NEXT NCSA BOARD MEETING November 4,2013, Location, Calgary, Cardel Place Board Room, 7:00 pm

Jayne Steffler moved that the meeting be adjourned.

Meeting Adjourned at 8:36 pm Appendix A - President's Report

Appendix B - Head Coach's Report Appendix C - Vice President's Report Nothing to Report Appendix D - Treasurer's Report

Appendix E - Secretary's Report Nothing to Report Appendix F - Director of Competitions' Report

Appendix G - Director of Fundraising's Report The first bottle drive went off with great success. $7000 and some cash donations. Next bottle drive is on November 2nd. The committee would like to change things up. Ideas are being floated around.

Funscrip first order was received this week.

Sally will be stepping down at the end of this month. We need to try to pass the conversations on to the different pools to see who would like to take over.

Swim-a-thon will be done online this season.

Appendix H - Director of Registrations Report

Location NCSS (non- NCSA competitive) (Competitive) Calgary 67 Airdrie 60 Talisman 14 Totals 141

Appendix I – Director of Volunteer’s Report