VAC BOARD MEETING 10/21/2025
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, Maribeth V, and Milana Tepermayster.
Call at 5:48pm – Call to order by Greg.
Prior minutes from September 12th 2025 Approved.
Financial Report provided by Melissa– Were still in a good spot financially. Melissa will reach out to Jen T. about petty cash and stuff to prepare for the Vac classic meet.
New business–
Coach Dylan’s personal training proposal- Below is from coach Dylan’s proposal for certifications.
Vote to approve coach Dylan’s training- After discussion Greg motioned to approve.
Melissa seconded the board unanimously approved this request.
Swimmer injury protocol- There is a swimmer injury section on the website that will be utilized and there is a form to fill out if a swimmer is injured. Coaches would let the board know if an injury if it’s severe. After 3 occurrences coaches will advise the parent to get cleared by a doctor to return to swim with a note. Coach Jen will be monitoring swimmer injuries and keeping doctors notes in a file.
Communication SOP-One email will go out to parents each week. Board members have until 10am on Mondays to email Lena if you want to add anything. We will also be posting a summarized portion of the email to sports you so that sports you is our main most up to date spot for parents to get information.
Slack– Lena proposed that the board uses the slack app to become more transparent and organize communication between everyone. Lena Will be setting this up.
Vote to approve Slack-
Greg Motioned to approve
Jen Seconded.
VC Varsity Liaison for the Schedule & making sure Varsity parent and/or coach Jen respond to parents when they have questions on VC home meet days. Coach Jen will communicate with Lena the varsity schedule so we can keep parents informed and update our own swim schedule or calendar accordingly.
A couple topics not on the agenda but needed votes and discussion-
There is a family in need of a scholarship for their child to swim for our team. Greg will be reaching out to the parents.
Greg motioned to approve.
Jen Seconded.
The Walker family has three kids swimming for our team and moving out of the country after the VAC classic meet. The board has been asked to discuss waiving their volunteer hours/ non volunteer fees since they will no longer be with us.
Greg motioned to approve.
Jen Seconded.
Review of events:
Mock Meet-For the next mock meet we need to be more conscious of time and divide groups more evenly and switch more efficiently. Next year we’d also like to have advanced timers train for other positions. Potentially having a second mock meet in the new year as a “Block party meet” it’s basically a mock meet but it could potentially count numbers officially.
Parent’s Meeting-Going forward we would like to separate it from the swim suit fitting.
Suit Fitting – We are still waiting to get refunds to parents for the over charge. We would like the swimsuit store open prior to the night so parents who know the swimmers size can order ahead of time.
Vac Classic- Going forward we will be adding the volunteers team to the signup genius so we can keep track better.
- Mats have been ordered.
- Awards have been ordered
- Coach Jen will handle the food for the coaches.
- Donations are being worked on- no bagels for coaches.
- Lanyards are being made by Kate for the volunteers. We have the lanyards but needed Card holders and cards. We will need to vote on the cost of this at the next meeting.
- Wristbands need to be ordered.
- We need to figure out how many shirts to order to sell at the meet and also order them.
Photographer for Vac classic- Greg is sending out the website of Scott the photographer to review. The cost is $850.00 for the 8 hour day. We will review and vote on this at the next meeting.
Poster making/ Pizza party- November 13th
Glow night- November 21st. Kate will send us some ideas of cost and what we need to make this happen and we will vote at the next meeting. Courtney has bags for any goodies.
The Team store is closed now for swimsuits but our Swag store is ready and can be posted anywhere. That will close November 2nd.
Swim caps – Some swimmers have needed more than one swim cap for practices. We wanted to discuss the cost of this and if we should charge parents if they need more than one swim cap. The final decision is that we will not be charging swimmers for more than one swim cap but if it becomes a constant thing and they need one every week we may charge individually on a case by case basis if it ever comes up.
Online printing– Lena will be creating an account to print things. The VAC credit card will be added to the printing website for charges but we will be voting on the charges before the card is used each time.
BJ’s account-Melissa will be opening the account so Brenda and Toriea can start getting supplies for the meet.
West Point- We will be attending the Army VS Penn state swim meet at west point on November 7th 4-7pm. Lena will be putting out an RSVP for this event After the event we will set up a meet and greet with Penn state swimmers.
Greg motioned to end the meeting at 7:38pm Courtney seconded.
Next Meeting: November 3rd,2025 at the pool (to include votes on photographer, volunteer lanyard costs, and Glow Night expenses. Talk all things VAC classic.)