VAC BOARD MEETING 12/22/2025
Attendance: Jen Hand, Greg Hoover, Toriea Brown, Melissa Grau, Courtney Vasquez
Nancy Hoover, Brenda Melendez, Lena Forrey ,Monika Neill, Jamie
Crowel,Fred Stipak, Coaches- Eileen and Carol.
Call at 5:35pm – Call to order by Greg.
Prior minutes from November 3rd 2025 (Melissa, seconded by Toriea) Approved.
Financial report- Melissa provided the financial report
We are waiting on a check from the Barracudas. Melissa will be sending a check to the Sharks for their profits from the Classic meet. The photographer has not provided any profits from the picture sales as of the meeting, we also do not have a final profit number. Everything else financially looks good.
VAC classic recap-
- Food- We are going to look into potentially adding easy hot foods to concessions like hot dogs, walking tacos but will need to check with the athletic director to see if we are allowed to do this.(Greg will ask) Toriea and Brenda are going to up pricing a little here and there for concessions after seeing other meets pricing -it looks like we could potentially profit more.
- For Future classic meets we need to add more people in the gym and runners. Mel (Sharks) would like any additional volunteer positions to be VAC only because they do a lot more meets and provide more on the official level for us. We should have a position for the Sharks to corral their own team in the gym though.
New swimmers still coming in– Melissa has suggested potentially adding a coupon to our billing site to add a prorated rate for new swimmers to make it easier to sign up. This would eliminate the refund process. We currently have them pay up front then refund the difference form the prorated amount.
NDAC recap-Overall went well. We had last minute sign ups because we don’t usually do that swim meet and it was decided last minute to join.
Winter carnival (Previously called January Blitz)
- This is a very small meet, only 12 & under. It will be Friday night 1/9/2026, Saturday AM only 1/10/2026 & Sunday AM only 1/11/2026
- Volunteer for this meet since it’s one of the last we are hosting and only 12 & under it may be difficult to obtain enough volunteers. Fred will be putting the Sign up genius out soon for approval but needs session times to complete. (Jen to send that)
- Jen will be sending out the declarations hopefully by Monday 12/29 so there is enough time to gather volunteers and sign up with the holiday season.
- We need to add a clean up spot for volunteering on Sunday towards the end of the meet to help clean up concessions.
Lifeguards for the winter carnival- Greg will take care of the lifeguards with volunteer students
Communication with parents- Greg would like us to look into a “business hours” mode for the sports you app so there is no midnight messaging from parents. We are not sure this can be done though.
Ice time fundraiser-
- We’ve decided January 23rd is not the best date because it’s the only weekend without a swim meet in January. We would like to push to February 6th if possible, Kate will have to look into this date.
- We also would like to look into a bowling event for the swimmers as well as the March parade.
Help Jen leading up to swim meets-Jen has voiced there is not much else we can help with. She advised us to just keep answering parent questions on the sports you app because that is a huge help.
Review available meets for the rest of the season– It was asked if we can look into going to a meet at nyack. Jen is going to look into it but it’s far, parents usually don’t want to go and the venue is a mess to attend usually. We will try to look into other locations locally potentially for next season though.
Payroll streamline for Jaimie-
- We have 2 new coaches (Olivia and Casey) Jamie needs the hire dates and the payrate to enter them to the payroll system.
- Jamie would like access to the coaches calendar to keep track of hours for payroll.
Greg motioned to approve this access & Toriea seconded.
Nancy is looking into a small storage unit for the team so Melissa and others don’t have to store team stuff in their homes.
Votes that happened after the last meeting (11/3/2025)
- The photographer sent the contract over and it was approved on November 10th by the executive board.(Greg, Courtney, Jen Approved) $850.00 check sent to the photographer
- The glow night purchases exceeded the $250.00 amount that was approved at the last meeting 11/3/2025. In an email the executive board (Jen, Greg, Courtney and Toriea) approved the amount of $303.61. A check was sent to Kate for the charges.
- On November 7th (2) “no photography” signs were approved in slack (under the #Meet- Vac- Classic Thread) by (Greg and Melissa) For $90 which covered both 2X3 signs to go to the one section of the spectator seating area where photography is not allowed.
Toriea Motion to Adjourn at 6:53pm Melissa seconded.
Next meeting January 20th at 5:30 pm at the pool.