Board Meeting December 2, 2021

Surfside Board Meeting Minutes

December 2, 2021

6:00 pm

 

Present:    Elisa Nye, Sandra Ota, Michelle Brill, Kelley Mayeda, Kayo Libiano, Eileen Brown

Absent:     Case Spencer, John York

 

  1. The Board approved the November 1, 2021, Meeting Minutes.
  1. Holiday party (Friday, December 10, 6-7pm at Mira Costa pool):
  1. Swim caps with the new team logo will be distributed at the party. Extras will be held for the first swim meet.
  1. Food & Drinks – Kelley and Michelle will bring hot cocoa with candy canes & holiday treats.
  1. Activities – Elisa will talk with John about activities for the swimmers. Elisa will ask the Tuesday and Thursday coaches to come.
  1. We are hoping parents will stay for the party and get to know each other. Elisa is going to think of an icebreaker game. Also, the parents will vote on the board members for the coming year.
  1. New team gear:  We would like to get more team gear (with new logo) ordered. Kayo is going to work with the Swim Guy to decide what items we should order and if we need to get pre-orders from our members.
  1. Coaching:

a. Sandra is going to prepare the bonuses and holiday cards for the coaches. They will be distributed at the holiday party.

b. Onboarding – Elisa gave John a rough outline to review. She will follow up.

c. Sean’s contract status – Elisa will follow-up with Case.

d. Coach certifications:

  1. Lelei’s background check & athlete protection – Elisa will follow-up with Case and Lelei to see if it was completed.
  1. Sean’s certifications – Sean said he would have everything completed this week.
  1. Kelley will send Elisa and Kayo instructions on how to run certification reports on USA Swimming site.

e. Elisa will talk with John about getting another C coach onboard. If the C’s do not have as many opportunities to workout as the other squads, we need to lower their quarterly dues.

f.Swim meets – We hope to start them again early next year.

5. Banking/Financials:

  1. Wells Fargo account – Sandra is going to follow-up and get a credit card. Sandra will also see if CPAs can be added to view the team’s bank account. Elisa will go with Kayo so that she can be added onto the account.
  1. Sandra updated the board on the financials for September – December 2021. Elisa and Sandra are going to work on a budget for December 2021 – May 2022.
  1. Board insurance purchase – Elisa will follow up with Case.

6. Board member update:

a. Training for meet coordinator - Elisa is scheduling a meeting with Drew and Paula.

b. Need for a volunteer coordinator - For the time being, Paula can coordinate the volunteers for meets. When we go back to having regularly scheduled meets, we will look to add another board member.

  1. This is the last meeting with Kelley, Michelle, and Case officially on the board. They will still help until the new board members are fully up to speed and have everything under control.
  1. Discussed possibly going back to in-person board meetings held 30 minutes prior to a practice at Mira Costa so that John can join us.