LYST STEERING COMMITTEE

MEETING MINUTES

WEDNESDAY, MAY 30, 2007 – 5:30 PM

Attendance:

Larry Stout, Kirk Henderson, Kim Serafy, & Beth Daugherty

Old Business:

The approval for the exiting President’s gift to Cherry Valley Lodge was discussed. Sue Johnson had volunteered to get a certificate in the approximate amount of $250.00, and will be reimbursed from the treasurer. Kim Serafy made the motion, Kirk Henderson seconded. Motion carried.

New Business:

A treasurer report was provided by Larry Stout in Brian Serafy’s absence. It was discussed that several parents have unsettled accounts, such as booster fees & concession fees, from the Winter 2006-2007 session. A policy does need to be established on how the organization will address these families as they sign up for summer 2007 and winter 2007-2008 session. Larry stated that due to unorganized accounting records, it would be difficult to prove these families have or have not made their payments, therefore, a possible exception was recommended.

A booster fee for the summer 2007 session was discussed and recommended. The committee needs to determine the amount of the booster fee, what does the booster fee cover, how will the fee be collected, and how many swimmers are currently on the summer roster. Those items need to be evaluated, prior to making a decision on the booster fee amount. Larry Stout was going to get the information from Stacy McQuery, and this will be discussed at the next meeting.

The committee discussed the concept of purchasing a Quicken accounting software for the treasurer, to place on the team laptop to track expenses, checks, & income. The approximate amount of the software was undetermined, as research will begin on which Quicken software would be most appropriate for our accounting needs. Kirk Henderson made a motion for the purchase, Larry Stout seconded. Motion carried.

USA Swimming fees were discussed and consideration is being made on restructuring the payment arrangements. Currently, each swimmer pays the team the $50.00 yearly registration fee, and the team as a whole pays USA Swimming. It was discussed if we would like to continue with that process or develop a clearer policy with exact timelines for the one year registration to be valid through.

Summer swim team & meets were discussed and the committee was in agreement not to offer any concessions during the summer home swim meets, due to the amount of volunteers needed to operate the bullpen & for timers. Larry distributed the summer swim schedule.

It was addressed the winter swim team incurred late charges for not registering in a timely manner with the league. The registration date is December 1, 2007 for the swim team, and the new swim coach will need to be reminded of this important date.

The steering committee provided Larry their personal home addresses, email addresses, and phone numbers, as he will provide a distribution list to enhance communication.

The next LYST steering committee meeting will be on Tuesday, June 05, 2007 at 5:30 pm.

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Beth Daugherty, Secretary