September 2022

/in , /by

WATER RATS PARENTS’ CLUB, INC.
Monthly Board Meeting
 
Thursday, September 15, 2022

7:00pm (Schine Conference Room) 

Going forward, prior to the meeting we will ask if your area has anything to report. If so, we will add to the agenda. If not, your area of responsibility will not appear on that meeting’s agenda. Of course, you are encouraged to report something that arises after the agenda is distributed

          Agenda

  • Confirm Quorum – A quorum was achieved, and the meeting was called to order at 7:29 p.m. by Charles S.
    • Charles Shapiro (Co-President)
    • Dan Slippen (Co-President)
    • Candace Twiss (PET-WRAT)
    • Berkeley Murray (Ex Officio)
    • Jackie Austin (Officials Co-Coordinator)
    • Carlos Avila (Guest Parent)
    • Sarah Hart (Sarah Hart)
    • Ellen Johnston (Head Coach)
    • Aimee Drummey (AG Parent Rep)
    • Rajesh Subedi (Co-Treasurer)
    • Allison Arnett (Meet Coordinator)
    • Brendan Kelley in place of Sam Kelley (Secretary)
    • Lorraine Kennedy (Guest – Accounting Consultant)
  • Approve Minutes from Last Meeting and Annual Meeting – Charles Shapiro proposed motion. Allison Arnett seconded. Motion approved by all members.
  • Welcome and Introductions
  • Revised Role Descriptions distributed
  • Student Reps – Ellen will provide this week
  • Open forum for parent member input
    • Carlos Avila joined meeting to observe
  • Coaches Report (Ellen)
    • New coach addition
      • Charlie ____ – UT swimmer, new coach working with all teams
      • John Whiteside – Former WRAT, All-American swimmer, current paraprofessional, working with 8U
    • Lower team numbers
      • Numbers down from 225 to 200, 12 swimmers left to Stamford Sailfish
      • Majority from 11-12 group
      • Wilton Y also down 40 swimmers
      • Greenwich Y stable, but slightly down
      • Considering new 1 day/week group(s) to step up to competitive team to improve recruitment
    • Meets
      • Working to finalize meet schedule, to be announced in next several days
      • 3 planned: GYMCA, 8U, WWYMC
      • IMX meet Oct
    • USA Swimming Registration
      • New membership format, causing issues around country
      • Not clear why the change was implemented
      • Issue of transferring times from previous system – waiting on response
      • Ongoing process to resolve issues
      • Will be addressed at BBQ on Saturday
      • Latest email from Adrienne with instructions seems to be working
      • Suggestion to provide instructions to parents for which apps to use, website, etc.
  • USA Swimming Escrow Account Manager Report
  • Treasurer’s report
    • The next two bolded and italicized subjects will be preliminary discussions only as the draft budget has not been finalized yet. We will vote to approve the proposed budget and any proposed expenditures from savings as required by Article V, Section 2 of the By-Laws at either the October meeting or at a special zoom meeting called expressly for that purpose prior to the October meeting (such an expenditure requires a 75% quorum)
  • Budget for upcoming season
    • Close to finalizing last year’s books
    • This year’s budget will be lower due to registration, currently fine tuning, targeting to have for the board in a week
    • Targeting a zero budget for the upcoming year, any excess would be for improvements, etc
  • Revenues generated and potential uses for accumulated capital
    • Made ~$20,000 last year
    • For next meeting, discuss capital improvements or other investments with excess cash
      • To spend money, need 75% quorum.
      • Charles suggested a follow-up Zoom meeting to accelerate spend approval.
  • PET- WRAT Report
  • Review of penalties for failure to accumulate points (potential caps) (Candace)
    • Fine system was skewed, capped at $500 but uneven with points
    • Considering options for fair point / fine distribution
    • Minimal complaints at $500
    • Ellen suggested flat fine for zero participation
    • Concern for parents limiting kids from swimming if can’t volunteer
    • Berkeley Murray proposed Motion to change per point fine to $25 per point across the board. Allison Arnett seconded. Motion passed.
  • Hiring of Lorraine
    • Lorraine was thanked for joining
    • Lorraine is a local accountant who is helping the team, experienced with non-profits and larger companies
    • Lorraine will be helping Treasurers with accounting and managing accounting software
  • Old Business (nothing this meeting)
  • New Business
  • New Committee Chairs
    • Some co-committee chairs (e.g. Safesport) to help train replacements
    • Identify committees that need chairs
    • Good way to introduce people into positions and recruit for board
  • Potential Revisions to the Website
    • Ellen/Adrienne looking at Scottsdale athletic club site
  • Survey Findings (Berkeley)
    • 37 responses, 8 general questions
    • People wanted more communication from the parent club
    • Berkeley to help get new parent reps going
    • More social events, both parents only and kids socials
    • Idea for text chain with other parents to coordinate rides, etc.
  • Fall BBQ/All Team Meeting (Berkeley)
    • 300 people expected
    • Seniors sent email to sign up to cook, goal to get seniors in leadership roles interacting with other kids
    • All team meeting will happen after cooking
    • Sign-up for parent communications app at BBQ
  • Guest speakers (Berkeley)
    • Speaker to focus on mental health aspects of swimming
      • Samantha Livingstone – Olympic swimmer, to give speech Oct 22 for half a day and speak with 2 age groups, 12 and above and 10/11.
      • 75 minute session with parents open to all YMCA parents
      • Trying to split cost with YMCA
    • Additional speaker series throughout the year
  • Potential Social Events (Parent Reps)
    • Parent social event – Kim Massa to host
    • 8U / AG
      • Movie night again
      • Party at Mahackeno
      • Bowling
      • AR workshop – swimming plaque design (can come to other locations)
      • T-shirt making
      • Parents social events – informal, dinners, between meet drop-off and start
    • Senior
      • After Saturday breakfast and make signs for 8U meet
      • Friendsgiving – before Thanksgiving after practice
      • Older / Younger – social event, senior takeover of practice
  • Conclude Meeting –

Charles S. made a motion to adjourn the meeting. Motion was seconded. Meeting was adjourned at 8:13pm.

Respectfully submitted,

Samantha Kelley, Secretary

Water Rats Parents’ Club