VAC Board/ Coaches Summit meeting. 9/12/2025
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 Lorelie Bautista- Roman.
Coaches- Jen, Jenna, Eileen, Dylan, Carol, Deb, Kyrstin
Meeting starts- 6:54 pm Call to Order by Greg.
Prior minutes from August 18th 2025 approved. – Melissa Motioned to approve, Toriea seconded.
Defined Rolls and expectations of the executive board.
President-(Gregory Hoover)
- Leader of the team,the owner of all decisions form the board. We all vote on issues. 99.99% of the time we have unanimous votes. If it is a good decision the board did it, if it was a bad decision (Greg) did it.
- The liaison between the head coach and the board.
- Promoter of the team, ie; growing the team, being a superfan of anyone who puts on that suit and cap
- Handle any issues at swim meets. Attend swim meets from start to finish unless otherwise asked.
- Coordinate the board members and coordinate the parents for swim meets. I assist any committee of the board.
- Promote and secure the safety of the swimmers not just on our team but on any team at any meet we attend.
- Make decisions on the rules and policies set forward by the board.
President duties (Gregory Hoover)
- Negotiate a contract with the school every three years.
- Attend, schedule and run board meetings
- Liaison between the varsity head coach and the swim team
- Partners with Vice President in achieving club’s mission & vision
- Appoints/recruits committee leaders
- Primary voice of the club to the head coach
- Evaluates the effectiveness of the other board members
- Encourages board’s role in strategic planning, financial accountability, fund raising, and evaluation of program performance against our mission
- Serves on the executive committee
- Advises, and assists the head coach.
Vice President (Toriea Brown)
- Send out the meeting agenda.
- Carry out assignments requested by the board president and/or executive committee
- Understand the responsibilities of the board president and be able to perform these duties in his/her absence
- Vendor communication- including swag, swimsuits etc.
- Lead the concession stand
Treasurer (Melissa Grau)
- Understand financial accounting for nonprofit clubs
- Advise regular financial reports to the board
- Manage all money in and out of accounts. (Refunds, Prorating, Membership fees etc)
- At swim meets- Collects and deposits all funds
- Manage insurances
- Manages the website
- Handles our yearly taxes
- Assist the head coach in preparing the budget and submitting it to the board for approval
- Oversee preparation and distribution of the annual audit, and answer board members questions about the audit(if any).
Secretary (Courtney Vasquez)
- Maintain all board records, and ensure their accuracy and safety
- See to it that all actions of the board meetings are recorded in the minutes.
- Send minutes to all board members
- Provide notice of meetings to the board and/or committees when notice is required.
- Assume responsibilities of the president in the absence of the president and vice president.
New business
Volunteer tracking and requirements
- When the volunteer signup genius is made the volunteers swim team needs to be added so we can keep track of our volunteers.
- We discussed possibly adding an option to pay the volunteer fee upfront when registering a swimmer and using those funds to hire a senior to work where needed.
- We are looking into possibly adding options for alternative volunteering opportunities that are not only at swim meets for people potentially struggling to meet the volunteer requirements.
- Official volunteer requirement is 6 sessions in total and 2 sessions must be timing at swim meets.
- Going forward Fred will take on the volunteering duty and keep track of who does and doesn’t for the upcoming season TBD.
- The executive board does not need to sign up to volunteer since they are all hands on somewhere at meets.
- We will create a board member only sign up genius for meets.
Board Votes on Volunteering- Currently the cost for not volunteering is set at $300.(voted for in 5/19/2025 board meeting)
For the current season the cost will be raised to $360. The number of times to volunteer will stay the same at 6x during the fall season and 2 of these sessions have to be a timing position. This works out to $60 per session, in which we can adjust at the end of season. For example if a parent did 3 sessions but not 6 we can adjust the charge from $360 to $180.
Toriea Motioned to approve $360 volunteer fee, ($60 per session. 6 sessions with 2 being Timing)
Melissa Seconded.
Board meeting dates for the year– 3rd tues of the month- October 21, November 18, December 16, January 20, February 24, March 24.
Parent Meeting Ideas- We will be doing it in the school gym on September 30th 2025 at 6 pm. There will be a power point presentation. Please send us any ideas you would like to discuss at the meeting so we can add it to the power point. We were running out of time so we added the following bullets to the “parking lot” for further discussion at a later date.
- Powerpoints assign slides to people
- Communicating to parents about swimmers’ injuries and physical complaints
- All parents must time on Training
- Printed Handout with timer/deck rules
- Printed Handout of all dates/meets/ with ages applicable
- Names with faces for Parents on website/slideshow
- Officials push- (related to being able to host our own meets, i don’t know if this is something to talk about now, but officials for sure!)
- Security in meets (not sure this is applicable to parent meetings but it was on the sheet.)
Policy and procedure HOC committee- We’ve created a hoc committee to update and organize all VAC files, policy and procedures over the years. The volunteers to help do this are:
- Greg Hoover
- Melissa Grau
- Courtney Vasquez
- Jamie Crowel
- Brenda Melendez
Other Procedures and improvements to be worked on this year-
- Parent communication-We will be reporting any nagging injuries to the exec board and proposing incident reporting to be discussed at a later time.
- Team Photographer- We will be on the hunt for a sports photographer for team photos, meet photos as well as individual coaches photos. Once chosen the exec board will have to vote to approve the photographer. Swimmer photo release is signed when the contract to join is signed.
- Melissa would like to set up a google form to fill out if anyone is in need of reimbursements. TBD
- It was discussed to potentially have a Varsity mentor program in place that will allow a varsity swimmer to be a mentor for younger swimmers. This will be discussed further in a future meeting for more details.
- A trustee will possibly be given responsibility for fundraising events,
- Additional programming that would like to be offered to swimmers this year(Greg and Dylan will meet to plan these.)
- Sports nutrition,
- Physical therapy
- Pilates instructor
- Crossfit coaching
End of Meeting 8:30 p.m. – Motion by Greg, seconded by Melissa.
**Parent meeting September 30th-6:00pm at the middle school gym.**
The next board meeting is Oct 21st at 5:30 at the pool.