Board Meeting - June 2025

Surfside Board Meeting June 2025

June Board Meeting Minutes Approved by Board Members in attendance

Summary

The team addressed volunteer recruitment challenges for an upcoming swim meet and discussed creating a way for team members to sign and confirm behavior and volunteer expectations. They also tackled issues with the registration system's waiver functionality and planned updates to the code of conduct, waiver language, and website content. Additionally, the team considered branded items for the summer party and discussed reopening team registration to ensure all members are properly registered with necessary documents signed.

Volunteer Recruitment and Coordination

The team discussed volunteer recruitment challenges for an upcoming swim meet. The group agreed to handle day-of signups for remaining slots rather than turning people off by pressuring them in advance. They also discussed the need to clarify volunteer expectations in future communications, with Yvonne mentioning she had already provided language for the website. Surfside confirmed that John would handle swag distribution at the meet, and the conversation ended with a discussion about sending communications regarding rate increases and behavioral expectations.

Behavior Expectations Form Implementation

The team discussed creating a way in Sports Engine Motion website form for team members review and “click to accept” behavior and volunteer expectations. Yvonne created the capability with a draft email to inform all members of the need. They plan to send the communication a week before the July 1st quarter payment to allow time for any necessary withdrawals from the team.

Registration Waiver System Investigation

The team discussed issues with the registration system's waiver functionality.. The team determined that while the system has the capability to handle waivers and other agreements, they need to test the functionality and potentially move existing registrants to the "registered" group to enable email notifications. The group agreed to retake existing members through the registration system to ensure all necessary documents are signed.

Code of Conduct and Waiver Updates

The team discussed updating the code of conduct and waiver language, with Ramya and Jared agreeing to review other teams' waiver templates. Yvonne will draft a communication email explaining the rate increase and policy updates, with the goal of sending it next week. The team aims to have the coaches review the changes by Sunday, with the implementation date set for July 1st. They agreed to separate the rate increase communication from the policy updates, allowing for flexibility in implementation.

Summer Party Branded Merchandise Plan

The team discussed branded items for the summer party, with Yvonne planning to proceed with car magnets and optional water bottle stickers for team members. They determined that approximately 130 branded items should be produced, accounting for active members, coaches, and staff, with any leftovers to be distributed to future new members. Yvonne confirmed she would proceed with the budget of around $125 without requiring additional approval.

Website Updates and Team Planning

The team discussed updates to the website, focusing on creating pages with photos and bios for coaches and board members. Yvonne agreed to collect photos and bios from board members, while Surfside suggested gathering new photos at the upcoming beach party.