Meeting Began: 7:16pm

Motion to begin: Jesse Mickle Seconded: Julie Stanford Approved: Meeting began 7:16pm

Board Members in Attendance:

Ryan Lavergne Julie Stanford Stephanie Campbell Martin Milan

Steve Bangerter Paul Cluff Sean Larsen Jesse Mickle

RJ Broderick

(Not in attendance: Chris Sizemore )

Minutes from last meeting: Approval?

Motion: Julie Stanford

Second: Stephanie Campbell

Approved: Unanimous

President Report

• Updating what’s needed on website – minutes, financial
  • Need for social Media The Sponsorship is interested in exchanging her position for this role.
  • Motion to create a new Social Media Webmaster for Colony Creek Mariners -Ryan LaVergne
  • Seconded: Steve Bangerter Approved: Unanimous
  • Action Items
    • Treasurer to send financials to Secretary to post on the website
    • Secretary to post minutes on website
    • President to post a request for new Social Media Webmaster
  • By-laws need to include information about position changes during a season
• Emailed team from last three years – flyer
• Voting items:
  • Pricing – increase and early bird (dates too)
    • We need an online payment method. Venmo account for a no convenience fee if it is possible.
    • Treasurer follow up with Amegy.
    • A phone number is possibly needed for Venmo
    • Possibly Zelle.
    • Square
  • Motioned to approve 2022 Registration costs as listed on the sheets.
  • Seconded
  • Approved and passed
  • New member for websites and social media
  • Concessions

Volunteer Coordinator

• Do we need all volunteer info for registration Jan. 1?
  • No, not needed initially to set up registration
• Has everyone provided Julie volunteer requirements?
  • Equipment Manager Needs
  • Concession Needs
  • Computers: Needs runners for meets, but computer positions are filled with parents in former seasons that are trained to help Steve
  • Different circumstances for different families in being able to fulfill certain volunteer responsibilities.
  • Volunteer Descriptions will be uploaded to the website by January 1st by the Volunteer Coordinator
  • Consider the following for volunteers:
    • Lanyards/stickers with name and volunteer role at each meet
    • Buddy system to learn from someone who has done the role before
    • A trainer to teach how to do the role.
• Volunteer deposit amount enough?
  • Yes, maintaining the amount of $250 from previous years
• Automating volunteer sign-up
  • Current website
  • Sign-up Genius
    • Julie to consider both and to see the feasibility of using online tools to sign up for positions

Vice President – Team Rep Report

• Results from league board meeting
  • New division and teams - White 4
    • January 25th NWAL fees are due at annual meeting, $8 per swimmer (based on last year’s numbers)
    • May 1st decide as a division, Divisional or Divisional Finals
    • Huntwick, Woodlands Riptide, Colony Creek, Londonderry, Auburn Lakes, and High Meadow Ranch
    • 5 physical Rule books will be provided and a digital version
    • May 7th Intrasquad Practice meet, Time Trials
    • Hopeful for a practice meet and 3 home meets
    • Paul to contact Colony Creek HOA to see about 3 meets along with the trial meet
    • Asking for a third home meet. Follow up with the daycare about parking but not on our Saturdays. Volunteer Coordinator to contact daycare about parking.

Treasurer Report Balance

• Ear-marked items for budget
  • Folding tables, Printers, flags, wood starting blocks
    • Equipment manager is going to provide prices for needed material for starting blocks.
• Treasurer to provide board with previous year pricing, including that for board families
  • price to get holes installed to tie off flags instead of how we’ve done it in the past (they sag, are uneven for the swimmers, messy, etc.)
    • Can be utilized by the HOA for umbrellas, volleyball nets
    • President to discuss holes with Colony Creek HOA
• Balance - $3, 616.87
• Financials on website
  • As mentioned above, the Treasurer will provide previous financials to the Secretary to post on the website

Secretary Report

• Meeting minutes – reviewing, voting, posting, timing
  • Minutes will be issued to the board for review within 48 hours of each board meeting

Sponsorship Report

• Plans for this year to get sponsors
• Recruiting
• CC HOA meeting report

President to request the sponsorship form to be sent by the Sponsorship Chair to the board

• Standardize the banner size for each sponsorship level so it is fair for each sponsor
• “in-kind” sponsors - Sponsorship chair should determine an appropriate sponsorship level for those that donate items to the team
  • Examples: Daycare parking, Kiobasa, etc.
• Sponsorship overall goal $15,000 for 2022
  • Board to try and get 3 sponsors each

Concessions Report

• Memberships to Costco, Sam’s and Restaurant Depot renewed and transferred?
• What are we going to offer during meets?
  • Stephanie will meet with Richard to get handoff this month
  • “Work smarter, not harder”
  • Limit hot items and keep the Mariner burger
  • Kilobasa sausages - look into and ask Richard
  • Other ideas - Taco Cabana, Chik-Fil-A, Jumbalaya
  • Connect with Richard and provide volunteers needed to volunteer coordinator.
  • Complete a menu and preparation with pricing and an idea of volunteers needed.
  • We should focus energy on Sponsors instead of working concessions

Equipment Manager Report

• Any equipment needed that we haven’t already discussed?
  • No

Computer Report

• Send a list of volunteer needs to Volunteer Coordinator

New Business

Next Meeting (vote)

• Monday, January 10th If we eat then we start at 6:30 pm.

Meeting Adjourned Motion: RjSecond: Martin UnanimousMeeting ended: 9:00pm