ELMHURST SWIM TEAM BOARD MEETING October 2013

October 8, 6:35 (pool office)

Attending: Amy Sanders, President; Lynn Marlott, Vice-President; Lucy DeMare, Vice-President; Jay Loudermilk, Treasurer; Andriani Siavelis, Registrar; Melissa Tase, Secretary; Coach Davis; Gail Brinkmeier; Suzy Harrington; Maggie McCarthy; Mark Shemroske, Tim Heslop; Joan Bajda

• Approve Minutes of the September meeting - It was moved by Melissa Tase and seconded by Lynn Marlott to approve the September minutes. The minutes were approved.

New business - Amy Sanders President

* Financial assistance protocol – For individuals/families earning $35,000 or less, EST will offer the following program. We need a copy of the most current 1040 return along with any other aid received by your family, and then we will divide the total swim fees due for their family by the number of months their child will swim. That amount will be due monthly at the first of the month. If payment is not received by the first of the month, then the child cannot swim. That is the only financial assistance option EST can offer.

* New swimmers from Villa Park and Elk Grove and Bensenville teams this year. Numbers are at about 201 right now, so we are on target for registration.

* December ISI – need new heat award bag tags. Joan Bajda will follow up on the re-order, and see if we can update with the new logo. Mark will also find out if the company who did the new logo can offer an option as well.

*Number of teams – Shoot for 750 swimmers, so close meet at 700. Again, we will not be renting the commons for swimmers. So all swimmers will be on the pool deck during the meet with teeshirts, bag tags, etc. in the hall. That will be about 10 teams including EST.

*Sponsors – need to find sponsors (5 majors at $250, 10 second level at $100, unlimited third level at $50 and race sponsors) Tim Heslop will be 1 major sponsor. Major gets on printed forms, and all others get on scoreboard. No registration rebates will be offered this year for selling sponsorships.

*Apparel sales – Suzy has 2 vendors with contracts pending. New vendor is local and has offered the same deals. Lynn Marlott moves to use the new vendor, seconded by Andriani. The vote passes. We will also have her on Friday night.

*Bag tag guy – We want him back in as well. Amy will contact him and set it up.

*Concessions – Tim will handle it the same as normal, and get donations of water and Gatorade and Coke products. Tim needs to start training a new co-chair for concessions. He is looking for someone to take over in the next 2 years.

Coach Report – Head Coach Davis

Stroke clinic went well, and the new coaches are working out well. Starting to get everyone broken down into groups. All set for Pentathalon and December ISI. He will put in for the Regionals meet a year from now. Rooms are set up for hotels. Indy cut off for times is our ISI. He will be taking photos of coaches to put up on the website, along with their personal information.

Treasurer Report – Jay Loudermilk, Treasurer

Fiscal year ends 9/30, and he will be filing all of the returns.

Old Business

*Joan Bajda is finalizing new plates to put on record board. Estimated cost is $5 per plate.

*Lucy DeMare will handle the “Beat the Coach” for the first dual meet. We can sell directly from the concessions. The first meet is the Flipper Meet on 10/18, and the first dual meet is a time trial meet. All dual meets will offer the “Beat the Coach”.

The meeting is adjourned at 7:20.