VAC BOARD MEETING 11/3/2025
Attendance: Jen Hand, Greg Hoover, Toriea Brown, Melissa Grau, Courtney Vasquez
Nancy Hoover, Brenda Melendez, Lena Forrey, Kate Giametta,Monika Neill, Jamie
Crowel, Fred Stipak, Nick Vuksanovich, and Milana Tepermayster.
Call at 5:41pm – Call to order by Greg.
Prior minutes from October 21,2025 (Greg & Courtney) Approved.
Last meeting follow up-
We have a family whose swimmer is no longer interested in swimming and they have requested a full refund.
Greg motioned to approve a full refund
Melissa seconded.
Photographer– Greg is going to get more information from them regarding possibly getting a percentage back for the picture sales if we pay the full fee for the photographer. We also have sponsorship money coming in that can help with this cost ($850).
***UPDATE- After the meeting Greg spoke with the photographer and “The photographer for the vac Classic will cost $850 for the day. Any photos he sells he will give us 40% of his profit.” After discussion with the entire board on slack, the executive board voted in slack.
Greg Motioned to vote for $850 to cover photographer and we will receive 40% of his profit for pictures purchased
Courtney seconded, Jen agreed. This was approved by the board.
New Business-
We need 10 stopwatches for extras($25).
Greg motioned to approve
Toriea seconded
Classics food order– We are going to hold off on ordering the food because there is an issue with the pool leaking and want to wait to hear the outcome and whether its big or small.
Plates cups table covers– will go on the BJs order
Lanyards– Kate has finished making the lanyards.
Casey making ice blocks– Greg is reaching out to make sure this is getting done.
Money from the bank– Melissa is reaching out to Jen T to find out the breakdown for petty cash and money at the meet. She will also take care of the withdrawal and printing the money paperwork for admissions.
Things to do:
Order food for BJs & coaches(closer to the meet)(Brenda BJs, Jen Coaches)
Order 10 new stopwatches- Melissa
Hire the lifeguards-Greg
Order the wristbands (8 colors and 1k each)& folders-Melissa doing this.
Radio check- Greg (If we need extra Fred has some)
Casey making ice- Greg
Order printer toner and (2) boxes of paper-Melissa
Check that printers are still working- Greg
Jen will be getting in touch with the sharks to make sure they are covered for officials, announcers, meet marshall etc.
Other things that are finished-
Megaphone works
Mats ordered
T-shirt vendor booked
Awards are ordered
Sign-up genius is done and emailed(volunteers). A reminder will go out 2 days before the meet.
Lanyards
West Point– Penn state meet- We will be cancelling this event as a team. Greg will still be attending for anyone that still wants to go. They are welcome to still join.
Communication being previewed with Jenn and Greg prior to release– All emails will be sent to Greg and Jen to approve prior to sending to the parents. Lena to work out the details on a time to get things to her in order for this to happen in a timely manner.
Glow night event- Kate has set up an amazon wish list with some suggested items for the glow party. Fred has offered to let us use his black lights. Kate will be getting some glow tattoos and fun stuff for the kids to glow in the water and we will advise parents to try to have their kid in a black light accommodating color for this event. Kate will need money for supplies we’ve come up with an amount of $250 to cover these costs- not including pizza.
Greg motioned to approve $250 for glow light supplies-
Melissa Seconded
Greg motioned to end the meeting at 6:50pm Melissa seconded
The next meeting is November 18th. 5:30pm at the pool.