2023-2024 SASC Board Notes:

Shaler Area Swim Club Board Meeting

     ​

Date:

01/09/24

Time:

7:00 pm

Location:

Glenshaw Presbyterian Church

 

Members Present:

Jason Cooper– Incoming President

Heather Samuel – Vice President of Compliance

April Balsomico – Treasurer

Jason Quinn – Vice President of Operations

Robin Gigliotti –Secretary

Keith Simmons – Head Coach

 

Members Absent:

Chrissy Chelli – Executive Director

 

Agenda:

 

Christmas Party

a.  Recap of Christmas Party
i.  Everything went  really well .  The kids had a great time.
b.  How did the fundraiser go?
i.  $141.83 profit  for the club selling  pizza

 

Permits for reminder of school year

1.  Requested permits submitted through March  8 th
a.  Discussion on the beginning of long course
b.  Discussion regarding time between seasons
2.  Christmas permits question –  W hy do we not apply for permits during Christmas break ?
i.  This was the first year that we didn’t ask as previous years have been turned down.  But we will  investigate  asking again next year and see what happens.
3.  Last Splash  – Will we attend ?
a.  Keith requested that we get through Jan meet to discuss further.
b.  17-18 March is last splash  meet dates .
c.  Keith is going to check his softball schedule to see if it is doable with his game schedule .
d.  If we do the last splash  meet, the  swimmers will need to be charged for an additional month of tuition as we are in the pool longer .
4.  Permits for the later time  of day  will need to be adjusted/submitted .
a.  We need to apply for the later permits  for  Keith’s  schedule change when softball  starts  and varsity swim is done.

 

Fun Meet

1.  Recap of Fun meet  - $6 7 9.00  profit  (50/50, candygrams,  concessions)
a.  $325.00 from the other team
b.  $500.00  approx.  for our swimmers
i.  $1540.00 total

 

c.  What went well?
i.  Having a willing and able child to run around and help the kids in the locker room  and run items  from concessions to the deck  for the board.   Also help with odd tasks as needed.
d.  What needed improvement?
i.  Tables being in the hallway  may have taken away from the profits and selling of  food .
ii.  Need to add people to add events to the  swimmers’  arms (total of 5 parents)
iii.  Concessions and candygrams before 9:15 when warmups were starting  to  sell to the parents of the swimmers .
iv.  Have the donuts/coffee on a small separate  table for the breakfast stuff .

 

Storage room

1.  Needs to be cleaned and organized .
2.  An  inventory  needs to be completed of items that are in there so that when collecting donations , we aren’t asking for items that we already have.  

 

Summer Season Discussion

 

Board discussed three options for the Seadog program as we move forward:

1.  The  Seadog  program is asked to run completely independent of the SASC club and get their own insurance  and funding, etc.
a.  There a quite a few downfalls to this  option including collaboration with the seadog program for pool time, seadogs  is a feeder program for the club,  etc.
2.  The Seadog program is told they can remain under our “umbrella” but will run financially  by themselves.  
a.  They will acquire their own bank account and do their own accounting.
b.  For the first year, SASC will provide the $2,000 initial fee and  after that, the SASC members that wish to swim the Seadog program will pay a fee like all other members of the team.
3.  The Seadog program  will remain under SASC, use the same banking account, but policies and procedures will be drafted with both parties to agree upon on how finances will be handled.

 

SASC Board will preemptively do the following:

1.  Jason is going to  look into whether if they open a bank account and manage their own  finances
a.  Will they need a 501C?
b.  Will they need a board of their own?

 

Need to have ideas on the policies and procedures ideas before the Feb board meeting to clearly define the policies

1.  Try to come up with agenda/ideas going into the  meeting
2.  Come up with plan at board meeting – send the plan to Jamie and Darcy ahead of the meeting request feedback prior to the meeting and request a feedback date due or cancel and re-schedule the  meeting

 

April suggested buying a new printer for the Seadog coordinator to use to print out heat sheets and other information for the program.  This will be a more cost-effective way to do it.

 

 

End of Season Banquet

1.  Board has decided that Hampton Banquet Hall will be where the end of year banquet is held.
a.  Jason Cooper will reach out to the hall this coming week to secure a date for the event.
b.  Date will be  somewhere at the end of March or beginning of  April
i.  Estimation of number of people attending:  150
2.  Gifts
a.  Generally spent $35-40 per swimmer
b.  $2500 we need to spend in Arena  store
i.  Possib i l it y  of getting  arena shorts  to go with the  warmup   jackets
ii.  Heather will reach out to see if this is something they can do.
c.  Need to do the  sign-up   genius  for the sizing of  kids

 

Billing for the parents that have not been billed

1.  There is a group of swimmers that have not been billed at all for the entirety of the year.
a.  Need to draft an email to the parents  to see how they may want to pay the fees  as it is a large amount for a  one time  charge.
b.  Jason and I will put together an email to the parents.

 

Coaches 

2.  Discussion of meet/team manager software
a.  Current software is  licensed through varsity   team
b.  Keith would like to get new software .
i.  Meet manager/team manager  is the name of the software.
1.  Print results, heat sheets, etc. can be printed  through the software .
d.  Would like to purchase it when we purchase the new computer so that everything is new.
1.  Reimbursement of dryland equipment purchased by Jason  Balsomico
a.  He is buying equipment  weekly for the club .
b.  We need to determine how much he is owed by looking up the equipment on Amazon and pricing it out.
3.  Annette
a.  Requested that the red group that starts at 5:15 start at 5:00 to get an  additional minutes  for starts/turns  practice.

 

Team Handbook Review

1.  The team handbook needs to be reviewed and updated this month.
2.  Robin will  adjust  formatting and general board information and coaching information within  t he handbook and send it out to the  board for complete review .
a.  By the end of month

 

 

Bi-Laws Review

1.  These are still in review by an attorney.  Jason Cooper will be checking back with him to determine where we are.

 

 

Delegation of Duties

​All board members agreed with the duties outlined within this document.

 

i.    All Board Members :  
1.  All members are expected to participate and help coordinate and work team events.  

 

 

ii.  President  
1.  Overall team operations  
2.  Township and School District communication   
3.  Check team Gmail account/respond accordingly.   
4.  Billing  
5.  Pool Permits  

 

iii.  Vice President of Operations  
1.  Coaches yearly contract coordination   
2.  Yearly SASC Handbook and Bi-Law review/updates (due Jan each year) - provide to VP Compliance to post to team website .    
3.  AMS House of Delegation attendance and involvement  
4.  Coordinating team travel arrangements/hotel blocks  
5.  Billing back-up?  

 

iv.  Vice President of Compliance  
1.  Safe Sport compliance  
2.  USA Swimming team membership compliance  
3.  Check team  G mail account/respond accordingly .    
4.  Interview coaches when positions are open .  
5.  Team Fun Meet Coordination  
6.  Team Holiday Party coordination  
7.  Team Gear Sales  
8.  Township and School District communication   
9.  Social Media Coordination  
10.  Website Updates  

 

v.  Treasurer  
1.  Payroll  
2.  Team Budget coordination  
3.  Banking requirements  
4.  501c   
5.  Accountant coordination  
6.  Liaison with summer seadog coordinator  

 

vi.  Secretary  
1.  Board meeting minutes  
2.  Provide minutes to VP compliance after each meeting so they can be posted to team website .  
3.  Homecoming Booth and Parade Coordination  

 

 

 

 

Next Month’s Board Meeting:  Will be held February 8th at 6:00 pm at the church.

 
 

Shaler Area Swim Club Board Meeting

     ​

Date:

12/05/2023

Time:

6:30pm

Loca:

Glenshaw Presbyterian Church

 
 
Members Present:
Jason Cooper – President
Heather Samuel – Vice President of Compliance
April Balsomico – Treasurer
Jason Quinn – Vice President of Operations
Robin Gigliotti –Secretary
Members Absent:
Chrissy Chelli – Executive Director
Keith Simmons – Head Coach
 
Agenda:
Christmas Party
1. Date – December 20th
2. Pizza Fundraiser
a. Jason working with Jimmy to get pizza from Franks. He stated that he can match Pasquales.
3. Send out a google form to determine the number of pizzas – buffalo chicken pizza – add a line item for if the
swimmer is attending or not.
a. $2, $3, $4 a slice
b. Candy bags for the swimmers
Permits for reminder of school year
1. Requested permits submitted through March 8 th
a. Discussion on the beginning of long course
b. Discussion regarding time between seasons
2. Last splash
a. 16-17 – Pine Richland
b. 23-24 – Bethel Park
3. Send out a survey to the swimmers to find out
a. Will they stay in the pool and attend the last splash
b. Will you be willing to pay an additional fee
4. Communicate with Keith (Heather) that we want to do the last splash
5. All swimmers can swim until the end of the season.
Bi-Laws Review
1. Review by an attorney?
a. Possible removal of the two person check signing
b. If changed – should it be the board or the whole swim team?
c. Jason will find out the charge and let us know.
d. Board approved the attorney reviewing the bi-laws
i. Bi-laws are on the website for everyone to see.
 
Recap of Meeting with Judy Kording
1. Introductions
2. Swim times were discussed – work with Seadogs to come up with a schedule that works with everyone.
a. Seadogs need to begin with formulating the team and coaches sooner than later.
b.
Budget Review
1. Start preparing financial documents for accountant for 2023 taxes
a. Taxes are a different fiscal year ending in sept.
2. We need re-instate our search for a new accountant
3. April needs to follow up with accountant on taxes and w-9 form.
4. Current bank balances
a. Copy of budget was provided to board members
 
Summer Season Future Discussion
1. Need to have a conversation with Summer Seadogs – about expenses and caps on costs
2. Charges for changes on SwimTopia
3. SASC kids are not charged individually for swimming seadogs - $2000 startup costs
a. Operating budget is between 10-12K for summer seadogs
 
Terms for Board members
1. April is up for summer re-election
2. Heather is up for re-election
3. Robin is filling Kate’s last year and will be up for re-election
4. Jason Q is filling the last of one term
Fun Meet
1. What teams have committed to being there?
a. Meadville is 100% in with about 25 swimmers
b. Heather will check with Keith about Woodland Hills being there.
c. Each teams will be charged at $10 per swimmer
2. Concessions?
a. Philly Pretzel – cost .77 per pretzel and charge $2.00 per
b. Pizza - Jason will coordinate
Donuts – Chrissy MD discount
d. Donations
i. Water
ii. Chips
iii. Candy
iv. Coffee made from Dunkin,
3. April will order the ducks for heat winners
4. Ribbons after the meet – Heather needs to check the ribbons
5. Heather has candygrams stuff
 
a. Heather started the signup genius for the volunteer – Send it out on Friday (Add
Date for the meeting: December 13 th – 7:30pm
 
6. April to call the shirt lady about doing shirts
 
i.
Parent Meeting
1. Use to discuss the upcoming fun meet
a. Go over the job duties for the meet so that they know it.
2. Remind parents of the USA swimming expiration for swimmers (end of December)
3. Bring up the need for another stroke and turn judge
Delegation of Duties
i. All Board Members: 
1. All members are expected to participate and help coordinate and work team events. 
 
ii. President 
1. Overall team operations 
2. Township and School District communication  
3. Check team Gmail account/respond accordingly.  
4. Billing 
5. Pool Permits 
 
iii. Vice President of Operations 
1. Coaches yearly contract coordination  
2. Yearly SASC Handbook and Bi-Law review/updates (due Jan each year) - provide to VP Compliance to post to
team website  
3. AMS House of Delegation attendance and involvement 
4. Coordinating team travel arrangements/hotel blocks 
5. Billing back-up?  
iv. Vice President of Compliance 
1. Safe Sport compliance
2. USA Swimming team membership compliance 
3. Check team gmail account/respond accordingly  
4. Interview coaches when positions are open 
5. Team Fun Meet Coordination 
6. Team Holiday Party coordination 
7. Team Gear Sales 
8. Township and School District communication  
9. Social Media Coordination 
10. Website Updates 
 
v. Treasurer 
1. Payroll 
2. Team Budget coordination 
3. Banking requirements 
4. 501c  
5. Accountant coordination 
6. Liaison with summer seadog coordinator 
 
vi. Secretary 
1. Board meeting minutes 
2. Provide minutes to VP compliance after each meeting so they can be posted to team website 
3. Homecoming Booth and Parade Coordination 
 
End of Season Banquet
1. Follow up on last meeting takeaways.
a. Glenshaw Pres Church
b. Dave and Busters
i. $45 per person charge
ii. Quote for $100 people - $3,750
1. All food and drinks, $20 chip card, unlimited game card and soft drinks.
 
c. Zone 28 (April will look into)
i. $45 per person
ii. 2 hours bowling, game card, laser tag, pizza bar
d. North Park Clubhouse on Rt. 8
e. Hampton Banquet Hall, Chadwick or other banquet hall (Chrissy will look into)
i. Get a DJ for dancing and announcements.
f. Pines Plaza Lanes (April)
i. Private event rates
2. The board is leaning towards saving money on the banquet by doing a banquet hall with no entertainment
a. Spending the money on the swimmer end of gifts
3. Gifts
a. Generally spent $35-40 per swimmer
The club needs another stroke and turn official
Coaching staff
 Need to get another 2 full time coaches
Charging a volunteer fee next year
 If you volunteer you get the money back – if you don’t, you pay the fee.
 
 
 
 

Date:

11/06/2023

Time:

6:30pm

Locat:

Glenshaw Presbyterian Church

 

Members Present:

Jason Cooper – Incoming President

Heather Samuel – Vice President of Compliance

April Balsomico – Treasurer

Jason Quinn – Vice President of Operations

Robin Gigliotti –Secretary

Keith Simmons – Head Coach

Chrissy Chelli – Executive Director

 

Agenda:

 

1. Fun Meet
a. Host a parent meeting before our fun meet to get parents involved in the process.
i. Discuss the roles and responsibilities of the volunteer positions for the meet.
1. Still need confirmation that Meadville and the Y are coming.
2. January 6 th is the meet – 9am-3pm have permits.
a. Start the meet at 11:00 to allow for warm up times.
3. Do we want to have the custom t-shirt maker there?
a. April will check with the vendor to see if we can make it a fundraiser.
4. 50/50 raffle
5. Ducks/candygrams
a. Baggies with tags on them to put the items into.
6. Ribbons for SASC team only – to be given after the meet.
7. Food items:
a. Donuts, pizza, muffins, bagels from Brugger’s for donation
8. Charge a surcharge of a flat fee per swimmer - $10 per child.
9. Parent meeting prior to the meet (zoom meeting)
a. Date for the meeting:   December 13 th – 7:30pm

 

2. Use of YMCA pool for week of Christmas break
a. Recap of survey
i. 50/50 split – that some people will attend/some won’t.
b. Cost of pool use for the week?
i. $550 for the pool charge
1. Are we charging swimmers for the use?
c. Heather will continue to push AJ for confirmations.
a. Need to say at the beginning of the season that we may charge for the pool use next year.

 

3. Recap of Pictures
a. Feedback from parents?
i. Positive feedback overall
ii. Would like to have a full team shot next year.
b. Ensure we schedule time for “fun shots” for all swimmers to participate in next year.

 

4. Meet schedule for remainder of the season
a. Can we get the dates into OnDeck so parents can plan?
i. Keith will add any new ones for placeholders for the parents to know the dates.

 

5. Delegation of Duties
a. Heather has a list started – additional discussion will be held next meeting surrounding the agreement of duties specified here:

 

i. All Board Members:
1. All members are expected to participate and help coordinate and work team events.

 

ii. President
1. Overall team operations
2. Township and School District communication 
3. Check team G mail account/respond accordingly.  
4. Billing
5. Pool Permits

 

iii. Vice President of Operations
1. Coaches yearly contract coordination 
2. Yearly SASC Handbook and Bi-Law review/updates (due Jan each year) - provide to VP Compliance to post to team website 
3. AMS House of Delegation attendance and involvement
4. Coordinating team travel arrangements/hotel blocks
5. Billing back-up?

 

iv. Vice President of Compliance
1. Safe Sport compliance
2. USA Swimming team membership compliance
3. Check team gmail account/respond accordingly 
4. Interview coaches when positions are open
5. Team Fun Meet Coordination
6. Team Holiday Party coordination
7. Team Gear Sales
8. Township and School District communication 
9. Social Media Coordination
10. Website Updates

 

v. Treasurer
1. Payroll
2. Team Budget coordination
3. Banking requirements
4. 501c 
5. Accountant coordination
6. Liaison with summer seadog coordinator

 

vi. Secretary
1. Board meeting minutes
2. Provide minutes to VP compliance after each meeting so they can be posted to team website
3. Homecoming Booth and Parade Coordination

 

6. “Remind” app for communication?
a. Off the table

 

7. SASC Board Sub-Committees
a. Need to reorganize these so that parents are more involved and take initiative to run events to help the board out.
i. Every person who is on the committee need to have clearances and could get expensive.
ii. We can create the committees but not list them on the website so that we don’t have to pay
iii. Must have a safe sport chair –
iv. We need to determine the committees we want, definitions of the committees , responsibilities of those in charge of it.
1. Sports gear
2. Concessions stand.
v. Heather and Jason will work together to come up with a preliminary list of chairs and what they do.

 

 

8. AMS Committee Participation
a. There are several committees under AMS that have open spots and most teams are represented.  Would anyone be willing to sit on an AMS committee?
i. Not known if it would benefit us as a team – more research would be needed.
ii. Heather will look at the current committee members to see if we can reach out to anyone to determine the benefits.

 

9. Banquet Ideas – 175 swimmers/parents
a. Glenshaw Pres. Church
b. Dave and Busters – charge $45 per person
c. Zone 28 - $45 per person – 2hrs bowling, game card, laser tag , pizza bar
i. April will look into more for next meeting
d. North Park Clubhouse on rt.8 –
e. Hampton Banquet Hall, Chadwick,  or other banquet hall – with DJ
i. Chrissy will look into more for next meeting
f. Pines Plaza Lanes – check on the private event rates
i. April will look into more for next meeting.

 

10. Hosting a meet next season?
a. Hosting a meet requires a bunch of coordination.
i. Timers, seeders, paying janitors overtime, permits, out by 3pm, logistics that would need approved by AMS to do it.
ii. Need parent volunteers that we can’t seem to get.

 

11. Hosting a stroke/turn/start clinic in the future?
a. Keith is interested in do it
b. Look into it for the Spring or even in September

 

12. AMS Official Needed
a. SASC needs to have one more AMS official on our team to be able to stay with AMS.
b. Once we hit 50 swimmers, you have to have a second official on the team
c. Incentive to the parent that is willing to get certified.

 

13. Fundraisers
a. We should not only do fundraisers for the club, but also have a fundraiser for kids to raise funds to pay their meet fees.
b. Could charge an additional $50 fee to the swimmers that will be reimbursed once the volunteer.
c. SnapRaise?
d. Pittsburgh Popcorn

 

14. Christmas Party
a. Preliminary date
i. December 20 th
ii. Additional details to be discussed at next meeting.

 

15. Practice on days when there is a Varsity meet?
a. Are we able to still have practice on the days when there is a varsity meet?
i. December 5th, 11th, 18th – Joanne canceled the permits for those days.  Jason emailed to see if we can practice until 5 those days.
ii. Keith is still okay with a 4:30 end time if possible.

 

16. Summer Seadogs discussion
a. Jason to draft a letter to the commissioner about how SASC gets the permits from them. (Christopher Lavado – township manager )
b. Create the letter to the township introducing ourselves, letting them know that we fund and insure all the programs and swimmers and that we will be procuring the permits for SASC and the Summer Seadogs.  We would like to come and meet about the summer season to discuss the options.
i. Heather and Robin will work on that.
c. Any other pre-emptive items that we need to discuss?

 

17. Computer for Coaches
a. In the last meeting Keith requested a new computer – what is the status and/or what needs to be done?
b. Best buy has some already on sale (Lenovo) – need to make sure it has Microsoft Office on it.
c. Kevin Draper has offered to help with the IT portion of installing things on the computer.

 

 

18. Varsity Kids issues
a. Varsity kids are putting the lane lines on and getting tangled
b. Coaches are leaving the kids to do the lane lines – Keith has talked to coaches a couple of times.

 

19. Coaches
a. Emily and Jason are volunteering
b. Clare would like to be paid

 

20. Next meeting is December 5th

 

 

 

Shaler Area Swim Club Board Meeting

     ​

Date:

10/04/2023

Time:

6:30pm

Loca:

Glenshaw Presbyterian Church

 

Members Present:

Jason Cooper – Incoming President

Heather Samuel – Vice President of Compliance

April Balsomico – Treasurer

Jason Quinn – Vice President of Operations

Robin Gigliotti –Secretary

Keith Simmons – Head Coach

Chrissy Chelli – Executive Director

 

 

Agenda:

 

Review of Action Items from Previous board meetings:

• Heather
o Fun Meet with Meadville and YMCA status
▪ Varsity approval for the meet
▪ Meadville wants to do a meet with us.
▪ Will go back to Suzanne to find out dates.
• Hopefully 1/6-1/7 for the dates of the meet
▪ Want to get the permits in as soon as possible.
o Use of YMCA pool over Christmas break
▪ Follow up where we stand with AJ (aquatics director)
▪ We can rent the pool – he will send an invoice.
• We need days/times – then he will confirm them.
• 12/26-12/29 possibly Jan 2 nd   as well. – estimate 500-750?
o Do we want to charge the swimmers that will be invited ?
• Invite Junior/Senior, Age group/White to be there.
• Create a survey to get an idea of who will be interested in doing it between now and next board meeting.
o GPSA store sales
▪ Successful?
• Any feedback on items parents may want to see next year?  
• Should we create a survey to ask? No.
• We can only have 25 items on the shop.
o Crew necks – or ¾ zip
▪ Made a profit of $350 for the club.
▪ Should be in a couple of weeks.
o Champ shirts need to be ordered by Christmas
▪ First champs meet 2/3-2/ 4

 

• April
o Pictures at the pool
▪ Anything new?
• Phot o grapher came to see the pool.
• 2 individual shots with each (wants the kids dry for photos)
o Sitting on the block with pool in background
o Gray background
▪ Does the photographer need anything from us prior?  
• Doesn’t need all the kids there.
• (List of kids, groupings, etc ?)
▪ Are we doing a team shot?  If so, what night can we ask parents to bring kids?
• No team shot – he will take the individual shots to create group shots.
▪ Just Tuesday/Wednesday
• Age group/junior-senior/ sea puppies – Tuesday
• Red/Blue/White – Wednesday
▪ Get there at 3:30 as soon as practice starts.
▪ Send email – wear team suit or red/white/blue – no caps.
• He will send them by age group for parents to order the pictures.
• There will be a deadline for ordering.
• Can see them before you order the pictures.
o Resend the order form.
• Keith
o Board Changes
▪ Change of board members names on website
▪ Submit new board to AMS
• Heather will add the board members to the TeamUnify
o She will work on that.

 

 

o Meet schedule for November and December
▪ Have all the meets been chosen ?  Are they all in OnDeck ?
▪ Are we doing a travel meet – update ?
• We are working on a meet at WVU
• Keith will get the rest of the dates in for December

 

 

Coaches Contracts/Interviews

• Review of current coaching staff.
o Any concerns
▪ No concerns – it has helped.
• Are we still looking for another coach?
o Is it posted?   Current status .
o We still have the posting out there – we are still looking.
▪ Idealy Tuesday, W, TH – 4-6 but at least T, TH.

 

Delegation of Board Duties

• Discuss the board member roles and who should be taking charge of specific items.
o President
o Vice President of Compliance
o Vice President of Operations
o Treasurer
o Secretary

 

• Need to identify the roles and responsibilities of the board members and who should do what.
o Heather and Robin will work together to draft that to discuss at the next board meeting.

 

Varsity Practice Starting

• Need to have a discussion with Varsity coach regarding practice times.
o Who can be on deck at what time –
▪ Can’t let the kids on deck at 5:45
▪ Space downstairs until 6:00
o Who can be in the locker room?
▪ Parents can’t go in the locker room.

 

Homecoming Recap of Walking Taco Booth

• What was the total profit for the day?
o $1,556 was profit - $188 less than last year
• Lessons learned:
o What went well?
o What didn’t go so well?
▪ Need list of volunteers and what they volunteered to bring and check off as people drop off items.
▪ Should we do Fritos next year or only Doritos?
• They need to be separated on the sign-up sheet to provide clarity to parents.
▪ Need some new signs/ posters.
• Shaler Swim Club Banner – should we get a new one for the club?
o Banner purchase –
▪ Sign place (Finally Remembered in Millvale)

 

• Large tubs for waters – can they be bought by club?
o That way coolers can be used for cheese, lettuce and sour cream.
o We can purchase two new tubs and spray paint them with SASC

 

Parent Meeting Recap

• How do we feel it went?
o Keith suggested m aybe have a board member talk to parents in the stands during practice.
• Should we do another meeting mid-season?
o Meeting before the meeting we are hosting/ champs/shirt sale.
o Early December before our meet
▪ Discuss roles and responsibility of the volunteers.
• Email to Parents–
o What to have your kid bring and not to bring
o Events on their arms
▪ Heat and lane bones – events on their hands

 

Team Parties

• Should we have a party and what ideas do we have for them?
o Halloween
▪ October 26 th
▪ 4:30-5:30 can be in the pool.
▪ Get out to the hallway – get pizza for the team.
• Pizza fundraiser and the club has water left over from Taco stand that will be used.
o Christmas
▪ Discussion later
o Brainstorming on End of Season ideas
▪ Possible church
▪ Start exploring ideas –
▪ Everyone comes with one idea next meeting.

 

Fundraiser Discussion

• Customized Croc charms for the team?   Possibly pairing with a general swim charm?
o Not interested
• Cost/Profit – is it worth doing?

 

Formal Board Member Items

• Director and Officer Insurance Renewal
o Now happens in March with athlete   renewal.
• Safe Sport Review
o Make sure everyone takes safe sport classes.
o Coming up on 2 years where parents need to do it.
o Need to determine the % of the club that needs to do it?
o Need to have another official
▪ Jason Balsomico is the only one.
▪ Jason Cooper may do that.
• AMS Renewal
o Did Keith register the club?
▪ Keith has us in good standing until December.
• AMS House of Delegates
o October 25 th – via zoom
o In attendance:
▪ Jason Cooper, Robbie Cooper
▪ Will Keith or Mike be the coach on the call?

 

Coaches Compensation

• Review Coach compensation for meets.
o 10 meet average - $525 per meet/ 8.25 hours per day
o $34/ hr
• Travel meet ?
o Take the fees and divide the coaches’ fees (hotel, food, travel) by the number of swimmers attending the meets.
o Need to let the parents know that there will be a fee.
o It needs to be in the meet sheet.
• Review gift card payments for other coaches
o April is going to check with the accountant on how we can do that.

 

Summer Seadogs Discussion

• Jason to draft a letter to the commissioner about how SASC  gets the permits from them.
o Christopher Lavado
• We need to think about if we should have a person running the program from another club.

Additional Discussion

The Board needs to investigate getting Keith a new computer.  His current computer does not work properly to do the meet entries and such.

• Needs Word, Excel, ability to get into Team unify .

 

 

Sept. 6, 2023 6:30pm Panera Bread McKnight Rd

Members Present:

Chrissy Chelli – Outgoing President

Jason Cooper – Incoming President

Heather Samuel – Vice President of Compliance

April Balsomico – Treasurer

Jason Quinn – Vice President of Operations

Robin Gigliotti –Secretary

Keith Simmons – Head Coach

 

 

Agenda:

 

Review of Action Items from previous board meeting:

• Chrissy
o Change of board members names on website
o Submit the permits for beginning of season – COMPLETE
▪ Are there any other permits that will need submitted throughout the year?
• Re-submit in December for January term
• Chrissy to help Jason with access

 

• Heather
o Work with Suzanne to get fun meet set up with YMCA.
▪ We have to look into January because Suzanne’s schedule is done for the fall.
▪ She is also waiting for the Y coach to provide dates.
▪ Heather is checking with AJ (aquatics director) for use of YMCA for Christmas practice.
▪ Perhaps even invite Meadville once we have dates and confirmation that it can happen.
o Get GPSA shop merchandise together and ready for parent meeting.
▪ Waiting for Roxanne – submitted everything we want; she is building the store
▪ Caps are ready to go with SwimOutlet – 2-3 weeks turnaround.
• $12-13 per cap
▪ GPSA
• Open for 10-15 days
▪ Start thinking about Champs merchandise
o Get permits for Homecoming walking taco stand – COMPLETE
▪ Walking tacos, bottled water, caps

 

• Jason
o Reach out regarding a new accountant for the club.
▪ April met with the accountant   and he filed for non-profit status
▪ 2020-2022 taxes were completed

 

• April
o Contact local photographer to take professional photos of swimmers.
▪ Would like to do it over 2-3 nights in October
▪ Oct 10-12 th   and/or Oct 24-26 th
▪ April will get a price list from the photographer so that we can share with parents at parent meeting.

 

• Keith
o Are we able to provide a tentative meet schedule?
▪ All meets are in until November are in OnDeck
 

 

First week of practice overview

• What worked well?
• What needs changed/ tweaked to work better?
• Are there any coach needs that should be addressed?
o Need another PT assistant coach

 

Coach Contracts

o All contracts are completed.
 

 

 

Dryland Coaching

• Jason Balsomico conducting dryland training.
o Coaching M,W,F

 

Homecoming Walking Taco Stand

• List of items needs to be shared with entire board.
o April/Chrissy will send the information about the stand to board members
• Who will organize the efforts of getting the food and volunteers?
o Sign-up genius for sign ups
o April can duplicate the list in there – to create it (people and ingredients)
o Asking for 5lbs prepared tacos with seasoning , request squeeze bottle, add 3 more people for cleanup , water needs to bring to the tent
• Current board to describe what the day entails for the new board members.
o Arrival times, general process, overall effort
▪ Arrive 7:30-8:00am
▪ 1-2 tents
▪ Shaler will send a map a week before with where we are.

 

Parent Meeting

• Possible dates
o Permit needed for Cafeteria/auditorium – Heather submitting.
o Friday night from 5: 0 0-6: 00 during practice for parents
o September 22 nd
• Agenda of items that will need to be covered and who will cover them.
o Heather will pull old meeting agenda , share the agenda with the board.

 

Formal Board Member Tasks

• AMS Renewal
o Is there a data associated with the renewal?
▪ Opens on 9/11 –   Keith will be able to register the club .
▪ Athletes will do their own.
• AMS House of Delegates
o Do we know the dates just yet?
▪ October 25 th – Via Zoom link
o Do we have an idea of who will attend once dates/location is decided?
▪ Jason Cooper, Robbie Cooper, Keith or Mike
• USA Swimming registration for new Board Members
o Ensure the process has been completed by new members correctly and/or provide the necessary steps to complete correctly.
o Jason Quinn still needs to complete his, Robin is almost done.

 

 

New Board Member Training

• Get Secretary (Robin) access to Email, Facebook, etc. where any updates may need to be made.
• Reset two step verification so each person can access as needed.
• Access to Team website and views
• SAES Pool Permit request process

 

 

Date of Next Meeting

• Discuss the next meeting date and possibly subsequent monthly dates.
o October 4 th – next meeting - location

 

 

 

August 03, 2023 Board Minutes - Location: Panera Bread McKnight Rd 6:30pm

Members Present:

Chrissy Chelli – Outgoing President/ Current Executive Director

Jason Cooper – Incoming President

Heather Samuel – Vice President of Compliance

April Balsomico – Treasurer

Jason Quinn – Incoming Vice President of Operations

Robin Gigliotti – Incoming Secretary

Keith Simmons – Head Coach

Members Absent:

Kate DiNardi – Outgoing Secretary

Mike Miller – Outgoing Vice President of Operations

Agenda:

Arena Contract

  • Club is still under contract with Arena
    • It is a 4 year contract with exceptional perks for the club.
    • $1500 stipend for equipment
    • $400 for head coach, $200 for assistant coach to spend on equipment/gear
    • The club gets also received 30% of what is purchased on the site.

Executive Director

  • This position is strictly to provide guidance and knowledge transfer to the new and incoming president and other board members.
  •  It is a non-voting role within the board.
  • Welcome new board members
  • All new board members were introduced and welcomed to existing board members.
  • Website changes of board
  • Chrissy has started the process of changing the board members names on the website.
  • Submit the new board to AMS
  • Website changes have been made and are ready to be launched for registration as soon as we have secured the necessary pool permits.
  • Heather will start working with the YMCA to have practice over Christmas break
  • Need to start working with Suzanne to get a fun meet set up with the YMCA – get her schedule.

President – Jason Cooper

  • Pool permits
    • Requesting a pool permit starting August 28th to allow for new swimmer evaluations to happen prior to the clubs first practice.
    • Permit will be requested for the 3:30-6pm time slot at the pool
    • Club would like to have first practice the Tuesday after Labor day if the school grants the permit.
    • Chrissy will be submitting the permits for the beginning of the season
  • AMS renewal application
    • Will come after the HOD in October.
  • House of Delegates (HOD)
    • Someone with the team has to attend with an athlete and a coach. – has been virtual in the past.
    • Generally, falls around homecoming time.  Do not know the exact dates just yet.
  • Background checks/SafeSport
    • New board members will need to create new accounts on AMS swimming as a board member.
    • Should be able to add a team member to a board member.
    • SafeSport and background check and clearances for new board members through AMS sport website.
    • Heather will email all new board members with the details of how to complete everything.
    • New this year:
      • All athletes that are turning 17 will have to complete SafeSport before their 18th birthday
  • Fundraising
    • Possible club fundraisers were discussed.  Some of the ideas are as follows:
      • Pittsburgh popcorn – the club would get 50% of the profit from the sale.
      • Gift card fundraising through RaiseRight – Each gift card has a percentage associated with the purchase that would come back to the club as profit.
      • Lottery tickets raffle that would be based on the daily number  

 

  • Swim Pictures at the pool
    • The board will be engaging a local photographer to come to the pool at the beginning of the season to take professional photos of the swimmers at no cost to the club.
    • Date is yet to be determined
    • Parents will have the ability to order prints online

Vice-President of Compliance – Heather Samuel

  • Heather will begin the process of engaging the YMCA again to allow the club to practice there over Christmas break.
  • Heather will also be reaching out to Suzanne to begin getting dates set up for a fun meet with the YMCA
  • Parent Meeting
    • Should be kicked off 2-3 weeks after practice is engaged.
    • Date will be determined once the permits and practice have begun for the season.
  • Caps/GPSA
    • Club will be completing the same order for blue and white caps with Shaler and swimmer name on them.
    • Club will only order caps once a year, therefore it is important to notify swimmers when that is happening.
    • Heather started getting merchandise together for GPSA shop.
  • She is waiting for them to get back to her with the 3 different designs
  • Will share with board to vote on what we like.
  • This is also used as a team fundraiser as the club gets money back for every item purchased.
  • All of the team gear will still be offered Swim Outlet for purchase as well.
  • all of the items above should be ready for parent meeting to present.

Vice-President of Operations – Jason Quinn

  • Coach Contracts
    • Three coach contracts have been completed.
      • Coach Keith – full-time coach
      • Coach Annette – full-time coach
      • Coach Mike Miller – part-time coach
      • Mollie and Stephen will not be returning for the season.
  • Hiring additional coaches
    • Heather is interviewing for 2 additional part-time coaches to assist the coaching staff and will provide feedback to board and Head Coach for additional interviews.

Treasurer – April Balsamico

  • Board discussed SASC’s club fees compared to many of the other clubs that we swim against.
  • Board voted unanimously to charge a $50 admin fee to each club member.  
  • The board also voted to increase the Junior/Senior and Age Group fees by $5.00 per month.
    • Both groups will have increased practice time of 30 minutes this season along with the inclusion of dryland exercises.
    • Junior/Senior fee will now be $140
    • Age Group fee will be $130
  • Board voted unanimously to re-institute the Sea Puppies program for the club.
    • The fee for that group will be $60 

Secretary – Robin Gigliotti

  • Homecoming permits
    • Heather will begin working on getting the permits for the club to host the walking taco stand again this year.
    • This is one of the club’s biggest fundraisers of the year.  It requires parent participation and donations.
    • April and Chrissy will send the template of items needed to be collected for the stand to the rest of the board to see.
    • There is a need for an organizer to work at fulfilling the volunteer slots to work the stand throughout the parade day.

Coach Keith

  • Meet schedule
    • AMS is still ironing out the bids for meets, therefore the meet schedule is still being developed.
    • As soon as meet dates are determined, they will be posted on MeetMobile
    • Currently the First Splash at North Allegheny is definite.
  • Possible travel meet
    • Coach is trying to find the best travel meet for the club to attend that doesn’t require qualifying times.  This will allow more members of the team to attend and gain the experience.
  • New swim grouping
    • Junior/Senior Monday through Friday 3:30-6pm                                                          
      • Mon/Wed/Fri Dryland 3:30-4pm and Swim Practice 4-6pm
      • Swim practice only Tuesday and Thursday 3:30-6pm 
    • Age Group Monday through Friday 4-5:30pm
      • Mon/Wed/Fri Dryland 4-4:30 and Swim Practice 4-5:30pm
      • Swim practice only Tuesday and Thursday 4-5:30pm
    • White Developmental Monday through Friday 4-5pm
    • Blue Developmental Monday, Wednesday, Thursday, Friday 5:15-6pm
    • Red Developmental Monday, Tuesday, Thursday, Friday 5:15-6pm
    • Sea Puppies Tuesday and Friday 5:30-6pm
  • Swimmer Evaluations
    • Would like to hold new swimmer evaluations before Labor Day provided permits are issued.
    • Would like it to be more of an open tryout
  • First Practice
    • The first practice will be held the Tuesday after Labor Day provided permits are approved.
  • New Equipment for the Team
    • New alignment boards (total of 15) have been requested by coaching staff
    • Two new garbage bins to hold equipment have also been requested.

 

2022-2023 SASC Board Notes:

August 22, 2022 Board Minutes

          

Members Present: Christine Chelli, Heather Samuel, Mike Miller, Kate DeNardi, April Balsomico, Dan Vitale, Keith Simmons

 

Agenda:

 

  1. Welcome
    1. New members April Balsomico and Kate DeNardi were welcomed and oriented to the board
    2. Dan will be transitioning to executive director role
  2. Pool Permit
    1. SASD informed club that crack in pool will delay the start of the season at SAES. SASD anticipates that the pool will be fixed by the end of September. Permit application submitted.
    2. SASC has approached several local pools for pool time. Thelma Lovette YMCA has offered pool for 11.5 hours of pool time per week with availability 9/6/22-10/14/22 at the rate of $75/hour. SASC will provide lifeguards. Will pursue contract in two-week intervals as we await the opening of SAES pool.
      1. Pool time at YMCA is as follows:  M, T, R, F: 6-8pm; W: 6:30-8pm
    3. Registration will include one-time $40 pool rental fee for use of alternative pool
  3. Registration
    1. Will open ASAP with additional pool rental fee for members
    2. Sea Puppies registration will be deferred until return to SAES and coach selected
  4. Fundraising
    1. Homecoming – Walking Taco Stand
      1. Permit has been submitted with township for homecoming booth
      2. April will lead volunteer signup for the team
      3. Will also sell Pura Vida inventory at booth
    2. Possible/planned Fundraisers
      1. Amazon Smile/Five Below
      2. Frank’s Pizza
  5. Arena Contract/Swim Outlet
    1. New team suits have been selected; will request fit kit from Arena
    2. Team Caps will be selected; options for colors/design were discussed
  6. GPSA
    1. New gear will be selected for GPSA fall fundraiser
  7. Treasurer Report
    1. Beginning of year financials were reviewed
    2. Transition of account holders with Citizens Bank will occur this week
      1. Letterhead needed and will be created using SASC logo
  8. AMS
    1. House of Delegates Voting Meeting
      1. Scheduled for 10/5 and requires presence of coach, parent, and swimmer
    2. AMS Club Registration/renewal
      1. Club registration active through 12/31/22
  9. Parent Meeting
    1. Scheduled 9/1 at 9pm via Zoom to discuss beginning of the year at YMCA pool, general information for the season, fundraising, and planning for meets
    2. May need additional parent meeting this fall as team transitions back to SAES pool
  10. Next Meeting 9/30/22
  11. Minutes submitted by K. DeNardi

 

September 1, 2022 Board/Parent Meeting (Zoom Call)

Introduction of board members: Chrissy Chelli (President), Heather Samuel (VP of Compliance), Mike Miller (VP of Operations), April Balsomico (Treasurer), Kate DeNardi (Secretary) and head coach: Keith Simmons

 

  1. Practice details at the YMCA – Heather
    1. Team will begin practice 9/6/22 at YMCA in Hill District: 2114 Centre Ave, Pittsburgh PA 15218
      1. On-Street Parking and a Parking Lot are available
      2. Swimmers should enter the building via the main entrance on Centre Ave.
      3. Please let the front desk attendant know you are here to attend Shaler swim team practice
      4. Swimmers can enter the pool deck via their respective locker rooms 
      5. Swimmers are permitted to use the lockers rooms for bathroom/shower and changing use. Please note that YMCA members also utilize the lockers rooms.
      6. Please have your swimmer bring their swim bags on deck and place them alongside the benches.
      7. We will have 15 mins after the last practice time to utilize the locker rooms for changing/showering purposes, but we will need to exit the building by 8:15pm.
      8.     viii.If parents, choose to stay at practice you can remain in the front lobby sitting area only, please do not stand at the windows looking into the pool (you can sneak a peak but please don’t stay at the windows for the duration of the practice).
      9. If parents are interested in working out while their swimmers are at practice individual memberships are available to the YMCA monthly. More information is on their website, or you can speak to a front desk attendant.

 

b.  Practice Schedule: YMCA - Heather

i. Senior/Junior - Mon. Tues. Thurs. Fri. 6-8 PM Wed. 6:30-8:00pm

ii. Age Group - Monday-Friday 6-7:30 PM

iii. Developmental

▪ White Group - Monday-Friday  7-8 PM

▪ Blue Group- Mon. Tues. Thurs, Fri  6:15-7 PM Wed 6:30-7:15

▪ Red Group - Mon. Tues. Thurs.  Fri  6:15-7 No Practice on Wednesday

  • New Swimmers will be evaluated to determine group assignments; Evaluations will occur next week at 6pm, plan for 30 mins to complete the evaluation. Please contact SASC via [email protected]  with dates that you are available for evaluation and we will schedule day and time for your child’s evaluation.
  1. Return to SAES pool is to be determined. We are awaiting notification from the district regarding pool rep
  2. Team Gear – Heather
    1. Swim-outlet

i. New Team Arena Suit will be available for ordering week of 9/5/22

ii. New Team Arena backpack will be available for ordering week of 9/5/22

iii. Practice suits, equipment, googles, Arena apparel available for ordering

iv. Beginning in early October new SASC customized Arena gear will be available for ordering (Parka, Warm-Ups, and Apparel)

  1. Please utilize the SASC team store when ordering gear as the club earns money back through this link. It is accessible through the team’s website

 

b. GPSA

i. Team Store will be available the week of 9/5/22 and will be open for 10 days

ii.  Hoodies, Jacket, Hat’s, T-Shirts, Long-Sleeve T’s, Shorts, and all gear will be available in adult/youth sizing

 

c. Cap Ordering

i. Team cap ordering will be available week of 9/5/22

ii. Arena caps (latex and silicon) in White and Navy

iii. Caps will have the option to be personalized

iv. A minimum of 2 caps ordered will be required due to the customization option

 

  1. USA Swimming Officials Needed – Heather/Chrissy

 

a. We are seeking additional parent volunteers to become officials at the AMS swim meets

b. Each team is required to have a set number of officials for our AMS team status

c. There are a variety of opportunities, and it gives you the chance to be on deck with your swimmers

d. Please contact Chrissy or Heather for further details

 

  1. Homecoming Volunteers/Donations – Chrissy and April

 

a. A sign-up genius will be going out the week of 9/5/22 for our homecoming booth

i. Food donations and booth volunteers are needed

b. This is the team’s largest fundraiser for the year and will need “all hands-on deck”

c. The team will participate in the Homecoming parade on 9/24/22 and encourage all swimmers to 

participate

 

  1. USA swimming registration – Chrissy/Keith

 

https://www.usaswimming.org/about-usas/resources/online-member-registration

 

a.   Swim families are now responsible for their own USA swimming membership and payment. 

  1. In order to participate in AMS short course swim meets a USA membership is required. 
  2. USA Swimming has made a change to this policy so clubs will no longer register your swimmer and will no longer be billed through the club
  3. Swim Membership Options:

 

  1. Premium Membership: The USA Swimming fee is a one time annual $88. fee. A reminder this is NOT included in your tuition cost. If you are planning to swim at any USA Swimming meets and Champs meets for the indoor season you must pay the $88.00 fee. This is an annual fee. There are additional fees for each event when signing up for a USA Swimming meet. Meet Fees will be billed monthly.

 

  1. Flex Membership: This is a $30 introductory membership to encourage new, 12 & Under swimmers to give a USA swimming meets a try. Flex membership includes two swim meets per calendar year. This option excludes any championship meet. The flex membership may be upgraded to the Premium membership at any time. The $30 fee will be applied to the $88. 

 

  1. Premium fee. There are still fees for each event when signing up for a USA Swimming meet. Meet Fees will be billed monthly. 

 

  1. Safe Sport Recognition: SASC is recognized as Safe Sport Club until 2024. Thanks to all members who participated in the training last spring to help the club reach this designation.

 

6. Upcoming Swim Meets – Coach Keith

a. First Splash at ANSC 10/1/22 and 10/2/22

b. Parents must confirm swimmer declaration for each meet

i. If you do not decline a meet, you will be charged for the events that the coaches have entered your swimmer into. It is very important to review all incoming coach emails especially when emails are regarding upcoming swim meets

 

Minutes submitted by K. DeNardi

 

 

 

October 5, 2022 Board Meeting Minutes

Members Present: Christine Chelli, Heather Samuel, Mike Miller, Kate DeNardi, April Balsomico, Keith Simmons

 

Agenda:

 

  1. Fundraising
    1. Homecoming Update: The club raised just over $1700 from the walking taco booth this year. It was the most successful homecoming fundraiser to date. The club extends a big thank you to all members who contributed, donated items and volunteered their time to make this fundraiser a success.
    2. GPSA: Order has been submitted and should be in the week of 10/24. The club raised $215 through this fundraiser. Thank you to all the parents who supported the club by purchasing SASC gear.
    3. Upcoming: Frank’s Pizza fundraiser to be held at end of Oct/beginning of November
  2. Arena Contract
    1. Team suits were added to the team site and it is encouraged that all swimmers wear the suit for meets
    2. Team caps were ordered and should be shipped to the club in the near future
    3. Time clock should be sent soon
    4. Team warm ups and parkas to be added to team site in the coming weeks 
  3. AMS
    1. House of Delegates meeting held 10/7 at 7pm: SASC was represented at this meeting
    2. SASC continues to remain up to date with Safe Sport
  4. Halloween Party
    1. Team will host Halloween party for all swimmers on 10/27; event will include fun activities, relays, candy, pizza fundraiser
  5. Executive Director
    1. Dan Vitale has informed the team of a conflict of interest in continued service to the board, as his family has moved to another swim club. SASC will ask for his resignation from this position

 

  1. Meet Schedule
    1. Team is making arrangements to attend WVU meet in Dec
    2. SASC would like to host a tri-meet in January and invite Meadville and the Y team for a one-day meet in January. 
  2. Practice Schedule Adjustment
    1. Age group practice times will shift to: M,W, TH, F 6pm-7:30, Tues 5:30-7pm
    2. SASC working with Thelma Lovette YMCA to acquire pool time during the winter break when SAES is closed
  3. SASC Handbook
    1. Revisions and updates pending
  4. Treasurer Report
    1. Financials were reviewed
    2. Coaches contracts due for renewal
    3. Board liability insurance due for renewal
  5. Parent Meeting
    1. Scheduled 10/18 at 6pm; Will request SAES cafeteria for meeting during practice
  6. Next Meeting: TDB- First week in November

 

Minutes submitted by K. DeNardi

 

 

 

December 7, 2022 Board Meeting Minutes

Members Present: Christine Chelli, Heather Samuel, Mike Miller, Kate DeNardi, April Balsomico, Keith Simmons

 

Agenda:

  1. Fundraising
    1. Champs Shirts are being designed and will be ordered by early January
    2. Pizza fundraiser during holiday party
  2. Arena Contract
    1. No update at this time
  3. Membership/AMS/USA Swimming
    1. Membership continues to increase, discussed requests regarding withdrawal from club. Per policy, families withdrawing from club after trial period are billed for the season.
    2. AMS club renewal
    3. Majority of swimmers USA swim membership expires 12/31/22; email will be sent to members reminding them to renew their membership
  4. Safe Sport 
    1. Renewal due in spring, Kate and April to be added; Dan and Ed need to be removed (Ed rotated out of Executive Director position and Dan resigned earlier this year)
  5. Holiday Party
    1. Team will host Holiday party for all swimmers on 12/21; event will include fun activities, relays, candy, pizza fundraiser. The club has purchased gifts for all swimmers (practice caps and bungee cords)
  6. Meet Schedule
    1. SASC is planning to host a one-day meet on January 28 and will invite the Y team and Meadville; planning for this meet was discussed, including the need for parent volunteers, candy grams, “hot heats”
    2. Team plans to submit entries for the following meets:
      1. Jan 14 – Age Group Open SVSC
      2. Jan 21 – North Hills Mini/Distance
      3. Feb 4 – Single Age Point
      4. Feb 18 – Mini Champs
      5. Feb 24 – AMS Silver Champs 
  7. Practice Schedule Adjustment – Holidays and Varsity meets
    1. Age group and White group will have practice at the Y during holiday break (12/26-12/30) due to closure of SAES
    2. Developmental groups will not have practice on the following days due to varsity home meet: 1/4, 1/10, 1/26, 2/9; Age group practice will end at 4:45pm on those dates
  8. Treasurer Report
    1. Club Finances were reviewed
    2. Met with accountant to reconcile funds; discussed operating budget for club
    3. Director and Officer Insurance renewal
    4. Holiday gifts for coaches
  9. Coaches Reviews
    1. Coach reviews scheduled for January 2023
    2. Coach fee structure for meets was discussed
  10. Seadogs
    1. Handbook and bylaws review to be completed by next meeting; will continue discussion related to Seadogs subcommittee and finances for SASC and seadogs
  11. Parent Meeting
    1. To be scheduled for January
  12. End of Season Planning
    1. Discussed options and budget for end of season banquet (end of March)
    2. End of year gifts for coaches and members – discussed budget and options
  13. Next Meeting: TDB- January 

 

Minutes submitted by K. DeNardi

 

 

January 31, 2023 Board Meeting Minutes

 

Members Present: Christine Chelli, Heather Samuel, Mike Miller, Kate DeNardi, April Balsomico, Keith Simmons, Jamie Kozora

 

Agenda:

  1. Summer Seadogs
    1. Discussed bylaws update and financials for Shaler’s NHSSL Summer Seadogs; Seadogs will have access to club treasurer for startup funds to prevent need for reimbursement to organizer
    2. SASC swimmers will have option to swim for Seadogs at a discounted rate 
    3. Permits for Crawford Pool will be clarified for townships to address confusion between SASC and NHSSL 
    4. Coaching and shared pool time discussed; NHSSL meet schedule to be released in February 
    5. Mrs. Kozora was excused from meeting following Seadogs discussion
  2. Fundraising
    1. Champs Shirts were ordered and distributed
    2. Team made over $600 from hosting fun meet
    3. Discussed potential fundraising options for LC season
  3. Shaler Fun Meet – Follow up
    1. Meet was a success and team discussed follow up options for hosting Meadville and Y team
    2. Both teams were enthusiastic to continue this meet in the future
  4. Arena Contract
    1. No update at this time
    2. Will order team members red “champs” swim caps and sell at discounted rate
  5. Membership/AMS/USA Swimming
    1. Discussed requests regarding withdrawal from club. Per policy, families withdrawing from club after trial period are billed for the season.
    2. AMS club renewal
  6. Safe Sport 
    1. No update at this time, renewal due in April 
  7. End of Season Banquet
    1. Discussed options for banquet. Team will reach out to Dave and Busters regarding costs and determine options for end of season banquet
    2. Will likely host banquet the last week in March 
    3. End of the year gifts were finalized and will be ordered
  8. Long course Season Preparations
    1. Discussed pool time during long course season. Will likely return to later practice times at SAES for LC, pending discussion with SASD and permit approval.
    2. Coaching schedules for LC discussed with move to Crawford; Coach Keith is exploring the possibility of 2-3 days per week at North Park 
    3. Season will start after SASD spring break
  9. Treasurer Report
    1. Club Finances were reviewed
    2. Met with accountant to reconcile funds; discussed operating budget for club
    3. Director and Officer Insurance renewal due March 2023
    4. End of season gifts for coaches
    5. 1099 forms to coaches, IRS forms submitted
  10. Coaches Reviews
    1. Coach reviews to be completed by 2/7/23
    2. Coach fee structure was addressed and modified per annual reviews
  11. Miscellaneous
    1. First aid kit needs to be restocked
  12. Next Meeting: TDB- March 

Minutes submitted by K. DeNardi

 

 

March 21, 2023 Board Meeting Minutes

Members Present: Christine Chelli, Heather Samuel, Mike Miller, Kate DeNardi, April Balsomico

Agenda:

  1. Long course season planning
    1. Registration to open 4/2; Practice starts 4/10. SAES pool permits acquired. We will have pool M, W, TH, F from 5:30-7:30. Tuesdays 5:30-7pm.
    2. Red group will not practice on Tuesdays
    3. Will move practice to Kiwanis when school ends (6/5/23)
    4. Tentative meet schedule available in On Deck
  2. Summer Seadogs
    1. NHSSL schedule is out and published. Shaler will host three meets and have 4 away meets. Not hosting champs meet this year.
    2. Registration is scheduled to begin May 1. SASC members will be offered discounted rate to participate
    3. Pool Permits were acquired and summer banquet scheduled for 7/21 at Kiwanis
      1. Will share pool with Seadogs like previous seasons
  3. Fundraising
    1. Chick Fil A fundraiser will be scheduled for end of April/early May
    2. GPSA apparel fundraiser planned for LC season
    3. Would like parent volunteer for fundraising committee; will recruit at parent meeting
  4. End of Season planning – short course
    1. Team banquet at Dave and Busters 3/29/23
    2. Team gifts have arrived and been personalized
    3. Coach gifts were discussed
    4. Billing for all champs meets was completed
  5. Arena Contract
    1. No update at this time
  6. Safe Sport
    1. Renewal due in April
    2. Athlete protection training to be completed by board members
  7. Treasurer Report
    1. Club Finances were reviewed; discussed fee structure for upcoming short course season
    2. Budget planning for SC 23-24 was discussed
    3. Liability and board insurance up to date
    4. 2022 tax documents in preparation; anticipate filing by end of March
  8. Coaches Reviews
    1. End of season coach reviews were completed
    2. Coach fee structure for swim meets was discussed
  9. Parent Meeting
    1. Scheduled for 4/26 at 6:30 pending permit for SAES
  10. Shaler 1-4-3 Day
    1. We were asked to have a booth at SAMS this day to promote club/community activities

Minutes submitted by K. DeNardi