ALL-STARS SWIM TEAM
PAC MEETING
November 6, 2012
6:30pm
YMCA Birthday Room
Meeting called by:
Pete Baden, President
Type of meeting:
Parent Advisory Committee Meeting
Facilitator:
Pete Baden and Coach Al
Note taker:
Debbie Kiefer
Attendees:
Coach Al, Pete Baden, Suzanne Mitsch, Jennifer Denchfield, Aimee Cole, Marc Stinson, Lisa Stinson, Deann
Gadalla, Butch Thomas, Judi Thomas, Abi Griffin, Betsy Schumann, Debbie Kiefer
MINUTES
Agenda Item: 2012 Christmas Party
Discussion:
The annual Christmas Party will be held on December 18th at 6:30pm, following swim practice. There
will be an optional gift exchange for swimmers with a $10 limit. Pizza and/or subs will be provided by
the PAC. Parents will be asked to bring desserts, snacks and drinks. A sign-up sheet will be posted.
Action Items: Pete Baden will post a sign-up sheet for the party on the Shutterfly website. Parents will be asked to
RSVP and bring a dish to pass.
Agenda Item: Our upcoming meet, Chisholm Trail #3, January 5
Discussion:
Fundraising - we are soliciting local businesses to advertise in our heat sheet.
Five companies have already committed to advertising including Poplar Pizza (will donate pizza) and a
scrapbook store (may print the heat sheets). All advertising commitments are due December 5, 2012.
Action Items: The advertising order form can be found on the bulletin board and Jennifer Denchfield will also post the
form on the Shutterfly site.
Swim families please distribute to any businesses who might want to advertise.
Discussion:
Action Items:
Discussion:
Action Items:
Discussion:
Fundraising - Swim families can submit a spirit phrase for their swimmer that will be printed in
the heat sheet. Example: "Swim hard and fast Ashley! We are so proud of you!"
Spirit phrases are limited to 15 words and cost $10 per phrase.
Jennifer Denchfield will post the form on the Shutterfly site. Spirit phrases are due December 5th.
Fundraising - Customized bag tags for swimmers.
Bag tags can be purchased at the swim meet for approximately $5.00. Bag tags will be generic (i.e. "Best
Time", "All-Stars Swimmer") or can be custom ordered with swimmer's name. Coach Al will also be
giving bag tags as incentive prizes.
Jennifer Denchfield will host a Bag Tag Making session on Sunday, November 18th from 1 - 3pm in the
Birthday Room. Jennifer and Coach Al will send out more information and an email reminder closer to
the date.
Heat sheet cover design competition.
Swimmers are invited to design a cover for the heat sheet for our meet. The winner will be announced
at the Christmas party.
Action Items:
Jennifer Denchfield will post the design requirements on the board. Designs are due December 5th.
Discussion:
Many volunteers will be needed to help make our meet successful
 Timing - will need 32 people. At least one adult timer per lane, 2nd person can be 7th grade or
older.
 Scoreboard operator - Pete Baden?
 Announcer
 Computer operator - Debbie Kiefer?
 Concessions - Jennifer Denchfield, Aimee Cole (designing table)
 Crashpad coordinators for 2 areas
 Meet set-up crew
 Meet clean-up crew
Jennifer Denchfield will contact the Andover Newspaper and request an article about our meet prior to
the meet
Aimee Cole will investigate availability and cost to rent 3 speakers & PA system
Coach Al will contact other YMCA's regarding speakers to borrow
Lisa Stinson will check with the gymnastics team to see if we can borrow a flip chart to announce event
and heat
Debbie Kiefer will contact Bev Burnham to get the National Anthem CD
Aimee Cole will talk about the meet to all new families and request volunteers
Debbie Kiefer will create a job sign-up sheet for the bulletin board.
Action Items:
Agenda Item: Swim Team Apparel
Discussion:
Deann Gadalla has informed our apparel provider of problems with some of the clothing orders.
Sunflower will only reprint apparel if there are 12 or more returns.
Action Items: If families have any quality or fit issues, please email Coach Al
Agenda Item: All-Stars Swim Caps
Discussion:
Personalized swim caps can be ordered. We need a minimum of 12 orders before an order can be
placed. Silicon caps are $16 each / Latex caps are $7 each. Minimum order is 2 if personalizing.
Action Items: Pete Baden will send an email to all families regarding swim cap orders
Agenda Item: Food Drive
Discussion:
Deann Gadalla has posted information on the bulletin board regarding the food drive for the Kansas
Food Bank. We are donating to the Food 4 Kids program.
Action Items: Swim families please see the bulletin board for the list of requested food items. Donations can be
made November 12th - 15th
OTHER INFORMATION
Next Meetings
Tentative: December 4, 2012 @ 6:30pm
December 18, 2012 @ 6:30pm - special meeting to plan Chisholm Trail meet, also the night of
the Christmas Party
*Coach Al will be out next week, Nov 12th (Monday) thru Nov 15th (Thursday) for a Y conference. Coach Christian will
coach all groups. If any Senior swimmers are available to stay late next week and help with the Preps group, it would be
greatly appreciated.