Board Meeting - November 8, 2022

Surfside Board Meeting Minutes

November 8, 2022

6:00 pm

Present:             Elisa Nye, Margo Trone, Kayo Libiano, Eileen Brown, John York

Absent:            Rich Fernandez, Paula Skorin

1. The Board approved the October 13, 2022 Meeting Minutes.

1. Coaching:

1. There were 28 swimmers at the first Sunday workout. Six swimmers were in the C group, the rest were in the A & B groups.

• Elisa has created a contract for Coach Melissa and has updated Sean’s contract to reflect the additional hours on Sunday.

1. Mary and Sean will present joint their Co-Assistant Head Coach proposal to the Board soon.
2. John has reached out to the external coach candidate and will follow up her within the next couple of weeks.

1. Swim Meets:

1. This Sunday will be our first meet at the Redondo pool with SOBA:

• Surfside has 35 swimmers signed up.
• We are short a few volunteer timers.
• John purchased stopwatches.
• John has Sharpies for the swimmers to write their race info on their hands.
• Elisa has clipboards and pens for the timers and lane marking buckets.
• We will have at least one Surfside canopy.
• Elisa is going to check with Redondo to see if we can borrow a table for the starter and 16 chairs for the timers.
• Elisa will bring orange vests for the pool marshals.
• SOBA will provide one pool marshal and eight timers.

• Margo will post the event program on the wall.
• We need someone to take headshots of swimmers to put on their membership info on Team Unify.

1. John is working with SOBA to get a date for winter champs. They are looking for an indoor pool.
2. We will have a discussion with SOBA on potentially changing the meet software.

1. Membership status:

1. We currently have 119 kids on the waitlist with 30 of those being over 11 years old. We are looking to have a tryout for the older kids in early December.
2. Kayo will follow-up with members to remind them that everyone must register individually with USA Swimming by the end of the year.

1. Surfside Website:
   1. We have a request from the coaches to get photos of each swimmer on the website.
   2. Margo is organizing a call with a Team Unify representative to walk us through the updated website. The Board, John and Mary want to participate in the call.
   3. Margo is creating a new Surfside page on Facebook, which will link to Instagram and will have a “buy-nothing” type exchange for team gear (eg: team suits, parkas, fins, etc.). A photo waiver will need to be signed by parents, which we will start including in the onboarding packet for new swimmers along with the form to fill out giving coaches more information about their kids.

1. Holiday Party:

1. John is confirming we can have the pool for two hours on either Friday 12/2 or 12/9.
2. The team will provide catered Mexican food and hot cocoa. We will have sign-ups for desserts and drinks.
3. Kids can play with pool toys in the water. Parents and siblings are allowed to get in the pool as well. All non-Surfside members who want to swim will need to sign a waiver before going in the pool. Margo is sending Elisa a sample waiver we can use. Margo will also provide a movie projector so that a holiday movie can play during the party.
4. John is working with city of Redondo to get an Adopt-A-Family for Surfside members to help.
5. Kayo is ordering 100 Surfside beanies from the Swim guy.

1. Banking/Financials:

1. Rich spoke with our tax accountant, and we can put aside any dollar amount we want for our newly created memorial scholarship. We just need to track and report the scholarship amounts to our tax accountant. Also, the scholarship recipients will not be taxed if we indicate the scholarship must be used for educational purposes. The scholarship application will be available to any graduating (12^th grade) Surfside swimmers. They will not need to swim in college to qualify for the scholarship. The coaches will review the applications and select recipients. We will announce the new scholarship opportunity at the holiday party.