Richfieled Swim Club

October 11, 2010 Board Meeting

Board Members Present: Chris Blumenfeld, Ken Nelson, Vanessa Glass, Desiree Czapansky-Beilman, Tom Bose, Martha Kessens, Kim Dutcher, Terry Bumgarner, Catherine Grant

Coach: Kerry O’Neill

Meeting called to order at 7:15 and the August minutes were approved.

Coach’s Report:

Kerry reported that the Promo session was a success, leading to about 20 new swimmers who joined the club. As a result, Kerry is in the process of hiring a new coach. In addition, two parents also expressed interest in volunteering as coaches.

Kerry is going to set up monthly meetings between the age group coaches and swimmers. Kerry wants to encourage more swimmers to attend the meets.

Kerry further outlined his wish list of purchases including stretch cords, white boards, file folder bins, underwater camera and sheet metal mirrors for the bottom of the pool.

Tresurer’s Report:

Desirée reported that the club has a current balance of $ 11,768.21, with approximately $ 5,000 in revenue from billing and $ 8,255 in expenses. She had received a bill for the use of the pool, which reflected a 40% increase in pool rental fees as compared to the same time frame last year (September to December 2009). She believes that this projected cost is not reflective of the total cost of renting the pool. After speaking to the person in charge of the billing, Desirée expects to receive a new bill this week, which will more accurately reflect the club’s use of the pool.

The board discussed the role of custodial fees and whether the club can justify scheduling practices when these fees are incurred. As a result, Kerry will record the number of swimmers attending Saturday practices.

The board sought to clarify the family discount offered to families with three or more swimmers. Desirée is going to research question in the Club’s bylaws. Desirée also reported that the IRS has established a new tax deadline of October 15, 2010 for 501(c)3 organizations. It is her understanding that the IRS will offer a grace period in which the Club can file the previous three years of taxes and a payment of $100 and all additional outstanding taxes owed will be forgiven. Despite Desirée’s best efforts, she was not able to confirm this with the IRS directly.

Teri and Desirée also met to work on the issue of delinquent accounts. One outstanding account has been paid.

Old Business:

Nick McLawhorn set up a new team Facebook page.

The new manager upgrade to the software was purchased and will be networked.

Desirée is working on setting up an escrow account for the billing of meet fees.

New Business:

Following the resignation of Mark Pospisil as Board President, the Board voted on and approved new officers. Christine Blumenfeld will serve as President and Ken Nelson will serve as Vice-President. As a result, their names will be added to the Club’s checks and the website. The Board also needs to file a change of officers form with MSI.

The board discussed the Parent Handbook link on the website and whether this link needs to be deleted or not. The information currently on the website was pulled from the old Parent Handbook.

Team pictures are schedule for November 15th at 6 pm.

Kerry would like to schedule a couple of social activities a season to foster team building. Vanessa Glass and Chris Blumenfeld will work on various options.

We discussed the Swim-a-Thon fundraiser, which is tentatively scheduled for November 19th from 6-8 pm.

Catherine Grant reported on developments at MSI and the USA Swimming conference. We discussed the USA Policy for Keeping Kids Safe and discussed posting this to the club’s website.

We also discussed posting the Board Meeting minutes on the website. Action Items:

Desirée will e-mail HiTech to get help setting up the escrow account for billing.

Desirée will clarify the family discount policy.

Chris Blumenfeld (President) and Ken Nelson (Vice-President) will be added to the Club’s checks. A change of officers form will also be filed.

Tom will update the website with the names of the new officers and a notice to save the date (Nov. 15th, 6 p.m.) for the team pictures.

Kerry will monitor attendance at Saturday practices and will work on hiring a new coach.

USA Swimming’s Policy for Keeping Kids Safe will be posted to the website.

The Club’s Board Meeting Minutes will be posted to the website.

Meeting was adjourned at 9 p.m.

The next meeting is scheduled for November 8th at 7:30 p.m. at Terry Bumgarner’s house. (6830 Newton Ave S. Richfield)