August 15, 2025

Officers: G. Hoover, T. Brown, M. Grau, J. Hand

Other Board Members: N. Hoover, F. Stipek, J. Crowel, M. Neill, B. Melendez

Minutes:

1. Financial Report

~We are not going to purchase QuickBooks because TechSoup offers the same product for less money.  The cost will be $80/yr with 5 users and a $350 migration fee.

~Bank balances took a hit over the summer, as expected, but we are in good shape.

~NEED to ORDER: Cabinet for coaches (M. Grau) previously voted on

2. Calendar

~Discussed Fall tryouts and swimsuit fitting

~Tryouts G. Hoover will be in attendance each day

~no practice for littles after trying out (it’s too hectic), they will start Tuesday, Sept 16th

~Tuesday 9/30 5:00 pm will be swimsuit fitting and Parent Meeting

~Coaches will have free swim for the younger swimmers and lanes available for the older swimmers

~6:30 Parent Meeting will be in the gym for more space and better acoustics

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3. Travel Meets

~J. Hand looking into possibly Penn State or UCONN (maybe only open to White and competitive groups)

4. Leadership Summit

~Friday September 12 or 26, 5-10 pm

~F. Stipek is looking into making a room at the firehouse available

~Dinner will be catered

~Policies, building structure, routines and practices will be discussed

~Monthly tasks lists with roles defined for various board members

~Roles and expectations for coaches defined

~Possibility of board members becoming junior coaches to be discussed

~M. Grau to send out some documents to begin the planning process

~Members were asked to participate in “summit committee”  

~M. Grau requested funds to purchase “swag” for summit participants, consider a quarter zip hoodie or the like

~G. Hoover made a motion to agree to spending funds for the summit

~J. Hand made a second

5. New coaches

~Kaitlyn Troy has been asked but has not committed

~Kyrsten Gallagar has committed and she needs to be reimbursed for her USA swim membership and background checks ($144, $200)

~Vincent, someone else that swam with Dylan, is a possibility

~Abby, also swam for VC, is a possibility

6. Hosting Meets

~J. Hand needs USA swim membership IDs from all bosch members-send her an email

~J. Hand to send information on becoming a junior coach, official, AO etc.

~Anyone with a USA swim membership can receive the extensive training to do so

~Bob handles the computers and the setup behind the desk for all meets and this goes well.  It only costs $250, J. Hand thinks; the person that does this needs to be an AO

~J. Hand needs more laptops

~Metro-need to register swimmers and coaches-decision was made not to do bulk registration

~If we offer any scholarships, swimmers will still need to be registered for VAC officially

~Metro-Take Flex out bc parents get confused

~Being a junior coach has worked out so this option should continue

~possibility of some board members becoming junior coaches to help ensure we have enough staff for each practice *Add this to agenda for the Leadership summit

~M. Grau offered to do a Zoom call with coaching staff so that she can use the debit card to pay for USA swim membership renewals so noone has to shell out money and wait to be reimbursed

~Will need to order ‘Hasty’? Awards for the VAC Classic in September (L. Batista)

7. Paychecks-Dylan needs some information updated to get paid through direct deposit- J. Hand will see if he can logon himself and fix his info
8. Attendance for swimmers 

~Using a tablet with a hotspot at the pool was discussed, swimmers check themselves in before practice

~Printed rosters will need to be available the first few weeks of the season so coaches can verify that each swimmer is registered

9. Purchases

~Cabinet for coaches from previous discussion point

~2 laptops needed: J. Hand will look at HighTech to see what requirements will be needed for the laptops-definately will need Windows, volunteers could possibly also be checked in with these tablets 

~2 Waterproof Otterbox cases for tablets 

10. House of Delegates (HOD)

~J. Hand reported they are trying to make meetings in person again

~A voting member needs to be in attendance and possibly a swimmer over 13

11. Other

~J. Hand reported we still owe money to Monroe Woodbury for Heats and Treats and/or Sink or Swim.  She will send info to M. Grau.  M. Grau will generate and invoice and pay them

~Need to have 4 coaches at each practice

~Lena has a list of new swimmers trying out

~coach re-certifications are happening this week

~Need to put all the dates of Varsity meets on SportsYou so parents are aware practice will start late

~J. Hand reported that coaches would like to be paid for snow days when they are scheduled to work, further discussion will happen at the summit

~J. Hand reported that coaches would like no practice Fridays or shorter practice Fridays

~Change Fridays to only as late as 7:00 with 45 minutes for Blue and White groups. 1.5 hr for others

~G. Hoover made the motion to change it

~M. Grau second

~Change needs to be reflected on the calendar

12. Fall Fundraising-Skip until next when K. Giametta is in attendance
13. Coaches meeting

~How frequently do we want to have them?

~J. Hand reported used to be once in the beginning of the season and once mid season

~Add to agenda of summit for discussion

14. Merchandise

~Meet suits will continue as same from last year with Speedo

~J. Hand reported allowance from Speedo will be decided once the #s come in she can see what we need

~T. Brown will handle ordering shirts that each swimmer will receive

~She will create a survey for parents to pick size and order additional shirts if wanted