Wahoo Parent Advisory Committee Meeting Minutes September 30, 2010 ****PENDING APPROVAL AT THE NEXT WPAC MEETING**** WPAC Attending: LeAnn Abbott, Jeff Adams, Eileen Armstrong, LaurieAnn Batter, Lisa Benison, Meg Cole, Denise Cooney, Patti Daly, Lori DeLise, Randy Erlenbach, Sharon Gosha, Elizabeth Hendee, Bernadette Hess, Lynn Holmquist, Debbie Lafond, Jenn Lewis, Sophia Maragos, Catherine Moss, Sunanda Nagpal, Eileen Nolan, Amy Nonnenmacher, Kinnary Patel, Lisbet Srivastava, Laurie Storino WPAC Absent: Robin Reed Baylis, Derek Farrar, Laurie Harder, Diane Lynch, Karen O’Brien, Allison Palsho, Penny Scarth Guests: Camille Gilroy Approval of Minutes - Minutes of the June 3, 2010 meeting were approved. Director of Competitive Aquatics Report Randy Erlenbach - Team accomplished goals of winning Long Course Age Group Championships and Long Course YMCA Nationals. The Wahoos have three swimmers ranked in the top 100 in the world. Christian Higgins and KC Moss are both members of the 2010-2011 National Youth Team, while Eric Ronda was selected to attend the USA National Select Camp in October. - Coach Randy noted that since he joined the Wahoos, the WPAC has put $40K into the bubble fund and it is now fully funded. In addition, WPAC has authorized purchase of a new scoreboard and new lane lines, which will arrive soon. Capitol needs and a seasonal plan will be presented at the next meeting. -Coach Derek Farrar and Coach Randy have joined Connecticut Swim, Inc., Derek as a member of the CSI Age Group Committee, and Randy as a member of the CSI Senior Committee. Since the Wahoos are recognized as leaders in the state, it is good to have a visible presence at CT Swim. - USA Swimming House of Delegates has passed new legislation requiring background checks for all meet workers who come in direct contact with the swimmers. The background check seeks to ensure any volunteers are not sex offenders, and has been in place for coaches since 2006. The legislation will affect officials, and potentially may affect marshals. It will not apply to timers. More discussion is needed to determine how far down the ranks of volunteers we need to go. Cost of background check is $30 per person, and can be done on-line. CT Swim suggests clubs pay these fees, but this may be very costly and may require changes in job descriptions to limit the number of positions requiring screening. - Good Hewitt Communications contacted Coach Randy about updating our team logo. Even if no changes are made to the logo, an updated digital version is needed for printing and apparel. Good Hewitt will charge $800 to design and/or update and produce a digitized logo. Motion to go ahead was approved, and Coach Randy will contact Good Hewitt to proceed. Co-President’s Report Jeff Adams and Lynn Holmquist - The following were items were voted on and approved by WPAC in July and August: 1. Approved the 2010-2011 Budget 2. Approved the 2010-2011 Work Credit Policy 3. Authorized expenditure of $11,000 for purchase of a new scoreboard 4. Authorized an increase in the Bubble Replacement Fund to $20,000 from the budgeted $10,000 - Lynn Holmquist noted that Coach Derek suggested a wine tasting to give parents an opportunity to socialize away from the pool. Jeff Adams noted that Wilton Wine has offered to donate all the wine for this event. Several locations were considered; the event will most likely take place in the spring. Financial Update Eileen Armstrong and Sunanda Nagpal - The final invoice for last year went out first week of September. At that time, 180 families owed $38,000. Currently, 100 families owe $22,000. October 8, 2010 is the deadline for overdue payments, and swimmers will not be allowed to swim in any upcoming meets if their family account is past due. - LeAnn Abbott noted that Team Unify is a new process and asked for patience while the new system is sorted out. By mid-season, families will be able to see their USS account balance, and view meet fees as they are deducted. Team Unify also allows families to make payments on- line. - Negative balance in budget for team store was discussed, with some question about amount of inventory store currently carries. It was noted that there is a price break for ordering items in quantity, which could account for high inventory. Some consideration was given to maintaining a few stock items, and ordering other items as needed. Further discussion was tabled. - After 2009-2010 income and expenses, the Wahoos currently have a “slush fund” balance of $24K. Committee Business Fundraising Laurie Storino - $43,614 was raised through 18 programs for the 2009-2010 season. The following programs all showed increased participation: Village Market, Grocery Cards, United Way and Ad Sales. Direct pay was down, although 98 families relied on direct pay. Future goal is to have increased program participation and less direct pay. - A new program this season is the Entertainment Books, which will sell for $30 and earn back up to $15 fundraising credit. Other potential new programs discussed are Christmas ornament sale and sterling silver Wahoo charms and chains created by Wilton Jewelers. Sponsorship Lori DeLise for Laurie Harder - Sponsorship brochure will be presented at next meeting. - Poland Spring has agreed to donate water for meets again this year. Meet Coordinator Debbie Lafond - It was decided to change sign-up to Sunday night two weeks prior to a meet. Additionally, the first 24 hours after sign up goes live will be reserved for the parents of the age groups participating in that meet. There was discussion on the reason for the 9 pm Sunday night sign-up, and it was determined that this is the time most people are home and available to sign-up. - With the new 2-week prior sign-up, both the Virtual Meet and the 12/under October Qualifier will go live Sunday night, October 3. - Baking credits have been eliminated, but there was some discussion on whether it makes sense to pay so much to cater hospitality and concessions if families are willing to donate some items. Discussion was tabled for now. Volunteer Coordinators Lisa Benison and Meg Cole - An email was sent out explaining the different system, which uses the term “hours” instead of “credits”. The email also addressed the need for manual input of earned credits, so it will take longer to update. - 27 families still owe long course credit obligations, totaling $2,250. These families have until October 8 to pay, otherwise their child(ren) will not be able to swim in upcoming meets. New Family Liaison Patti Daly and Sophia Maragos - There are 33 new Age Group families (12 Super Bronze, 11 Super Squad, 7 Maroon and 3 Gold). There are 4 new 13/over families (2 Senior II, 2 Senior I). Public Relations Lynn Holmquist for Allison Palsho - Allison Palsho will replace Lynn Holmquist as the new PR contact. Squad Reports Squad Vice-Presidents Super Bronze/Super Squad - Met with Coach Mark; planning social events in progress. Maroon and Gold - Working together to plan upcoming Halloween party with Westport YMCA following the dual meet on October 31. Senior 2 - Tentative breakfast planned for Saturday, October 9 after swim practice. Senior 1 - Nothing to report National - Social coordinators Patti Palmer and Liz Grant are tentatively planning a Halloween event. Old Business - Nothing to report New Business - The next meeting will take place on November 4, 2010.
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