Minutes of the July 2009 Special Meeting of the Clearfield Aquatic Club

Due to an issue that required attention before the next scheduled regular meeting, the Executive Board held a special meeting and vote via email and in-person and phone discussions July 13 through 18, 2009.

Despite being instructed to pick up the ham and cheese sandwiches on the night of June 18, 2009, for various reasons several members did not help make or pick up their sandwiches at that time.  Arrangements were quickly made and most were picked up or delivered by the following morning.

One member, XXX, was contacted twice via the phone number given when she signed her ____ up for the team.  She returned no calls and made no further attempt to pick up the 25 sandwiches she sold.  Rather than let them go to waste, the sandwiches were sold for 25¢ each at the rescheduled swim meet the following Tuesday evening.

XXX approached AJ Flanagan, club Secretary and sandwich sale organizer, on July 11, 2009 and requested refund of the total amount she submitted.

AJ Flanagan brought the issue to the attention of the other Executive Board members and suggested that they resolve it prior to the next regular meeting in September.   A motion was made by AJ Flanagan that the club “give XXX back the amount she paid minus our cost per sandwich, remembering that we made 25¢ each on re-sale.”

$62.50 total paid by XXX   
OUR COST:  25 sandwiches @ 85¢ each = $21.25    
AMOUNT MADE ON RESALE: 25 sandwiches x 25¢ each = $6.25

$21.25             $62.50
-   6.25             -15.00
$ 15.00           $ 47.50 refund due XXX

The motion was seconded and passed by unanimous vote.  Having thus resolved the issue, the special meeting of the Clearfield Aquatic Club Executive Board was adjourned.
Respectfully Submitted,
AJ Flanagan, Secretary
Clearfield Aquatic Club


7-19-09

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