Board Meeting - July 2025

Surfside Board Meeting July 2025

July Minutes Approved by Board Members in Attendance

Detailed Summaries

Pool Updates and Facility Maintenance

The meeting covered updates on pool availability, with John confirming no news from Begg for the next two months and potential scheduling conflicts due to El Segundo pool closures affecting water polo team practices. John discussed plans to clean and dispose of items from the Mira Costa storage space 

Surfside Beach Party 

The group discussed the upcoming beach party, with John noting that while children enjoy beach games, they often prefer swimming in the ocean. They reviewed the success of recent Beach Swim sessions (including for C/C+ group), which have been well-received by both children and parents. Surfside reported strong attendance at beach workouts, with around 15-20 kids consistently participating. 

Surfside Social Media + Swim Meet information kickoff mtg 

The group discussed creating a new social media presence for Surfside swim team alumni, with Yvonne suggesting a structured social media calendar featuring regular features like "swimmer of the week" and "alumni check-ins." 

They agreed to hold a pre-season informational meeting on August 23rd (coinciding with SOBA Meet) to help prepare families for the fall swim meet season

Club Policies and Swimmer Account Photo Updates

The group discussed updating the club's policies and Code of Conduct. They also talked about getting more swimmer photos uploaded to the portal as part of the Student/Swimmer Profile (for internal coaches use only), 

Swim Team Registration Policies and Waivers

The group explored options and platforms for processing registration policies and waivers, including our current platform, Sports Engine HQ, and Google workspace, and discussed what other swim organizations use.

Google Workspace Implementation Plan for Liability Waivers & other Policies

The team discussed implementing Google Workspace as a potential platform to manage documents and waivers, including the ability to use DocuSign through Google Forms. Yvonne sent Rich details to initiate Google Workspace verification for non-profit. This can also replace existing Zoom and SurveyMonkey costs.  With this implemented, Board agreed to set up an annual process for members to sign liability waivers and other documents starting September 1st

Team Membership Renewal Process Updates

The team discussed managing existing team member re-registrations and renewals, with Yvonne and Elisa agreeing that manual handling would be needed since there's no automatic trigger system via the website/app. They decided to set August 31st as the deadline for renewals, offering a grace period of 1-2 weeks, and planned to coordinate with Kayo cross-check delinquent members. The team also agreed to create a billing and membership policy document that would be included in the registration process and made accessible on their website through FAQs, with Kayo taking responsibility for drafting these points.

Members Survey and Social Media

The group also addressed the need for a team survey, deciding to resend last year's questions to the board for review and potentially send it out in early September after new board members are registered. Yvonne shared that she had uploaded some new photos to the website, and the team discussed the need to capture more photos at the upcoming beach party for approved use. Finally, they agreed that Yvonne would prepare a proposal for social media strategy at the next meeting.