Board Meeting Minutes: August 18th, 2023

Written By Chicago Smelts

Board meeting

Date: Aug 18, 2023

Time: 6:00 pm - 7:30 pm

Location: 6153 N Glenwood Ave, Apt 204, Chicago 60660

Attendees: Mike Kerr (co-chair), Guido Moret (co-chair), Allison Kipput (treasurer), Greg Claus (social chair), Allison Benton (social chair)

Absent: Annika Ness (registrar)

Chair of the meeting: Guido

Minutes: Allison B

Agenda

NOTE: this meeting is focused on the 35th anniversary celebration, therefore most of the strategic initiatives and outstanding issues will not be discussed in detail this meeting.

Opening

Call to order, approval of the agenda and approval of the minutes of the prior meeting

  • Minutes from Jul 29, 2023

    • Approved with small changes

    • Detailed notes of previous agenda

    • Create folder on website to allow active members to see notes

    • Action item: final look and approval by next week

Reports & updates

From the registrar: Registrations per 18 Aug

After the report was made: +3 full weekend liquor +1 full weekend no liquor

Totals, status 8/18/2023 at 4:30pm:

40 all-weekend with liquor tickets sold. 

8 all weekend, no liquor. 

6 Saturday only tickets sold. 

3 donations made. 

From the treasurer: 

Items for discussion:

  • Closure of LSAC, gap between 8/16 and 9/7 when Gill Park opens

    • The 16th was our final practice at LSAC, but this has not been communicated to the team

    • Slack/email communication needs to go out to the team asap

      • Roll the communication into fall sign-up

    • Discussion of finding another pool within the 3 week gap

      • Difficult to find the space and get dedicated time

      • Gill is closed again due to lack of staff

      • Open water is available; encourage folks to organize their own group swimming

      • Possibly include options for members to organize with lap swims

    • Push sign-up of fall quarter and Gill pool; times confirmed as the same for fall

    • Coaching schedule also will need to be finalized

      • Proposed: 

        • Mike - Monday, Tuesday, every other Sat

        • Brock - Wednesday, every other Sat

        • Annika - Thursday

    • Action Item: Mike will draft email about closure and fall sign-up 

    • Also need to divide and define 2 hours for Saturday practice

      • Proposal for divide by times (eg. 1:30& lower interval for earlier practice, 1:35 & higher interval at 10am)

      • Perhaps slower intervals would be at 9am for the first month

      • Include Brock in conversation since he is likely doing Saturday practice

  • Communication to team about the QUAC ski & swim

    • Salt Lake City team who we have a relationship with is organizing an event in March

    • Survey to gauge interest in the event

    • Include interest in Gay Games to see how many participants

    • QUAC would like to have sign-ups done early to ensure facilities and other arrangements are available

  • 35th anniversary - Friday Plan

    • Slide show will be playing

    • Need people to do registration

    • Lots of help needed for set-up

    • Current plan:

      • Hour of socializing and slideshow

      • Opening and intro

      • Moderated panel 

      • Open Mic

    • More details on panel

      • Moderator: Tracy

      • Proposed speakers in panel: Ross, Brad, Andong

      • Give perspective of the team and its development over time

      • What has changed? Why do people keep coming back?

      • Fresh perspective with younger person 

      • Put the panel in front of the screen with logo on stools (could wing it, but this is a potential idea)

      • Brainstorm questions to allow both moderator and panel members to have ideas before the presentation

    • MC: joint announcements from board (10 minute warnings, get your drinks, etc.) to keep the evening moving along

    • Set-up: Be there around 5pm on Friday to start getting things ready (or earliest that venue will allow us)

    • Greg will compile stories that were shared and Allison K will print out some of these to be on walls or tables 

      • Make blank cards available

      • Put these on Instagram 

      • Share cards/stories as a Thank-You for attendees

      • Have a piece of paper with the 35th logo, if possible

    • Open mic - no specific limitations

      • Allow for speaking

      • MC can help move things along

    • Intros at 8pm

      • Mike will kick it off

      • Maybe participation questions - round of applause for:

        • Who has served on board?

        • Who participated in (decade)?

        • Who’s participated in state meet? IGLA/Gay Games?

        • Who has coached?

    • Open bar is 7-9pm; space is rented until 10pm 

    • Try to film and take high quality photos 

      • Ben has go-pro

      • Thomas has camera

    • Get a cake

    • Decorations

      • Balloons

      • Posters

    • Checking for payment

      • The name tags will be printed if they pre-registered

      • If we can find wristbands, different colors for alcohol/non-alcohol

      • Could also do alcohol by honor system (few non-alcohol tickets sold)

    • Playlist - Michael Ma 

    • Mention preview of Saturday and anyone participating on Sunday 

  • 35th Anniversary - Saturday

    • Table with food - coffee and donuts

    • Need an extra table for setting down stuff, shirts

    • Paddleboards 

      • At least two - Mike and Charlie

      • Perhaps able to get another paddleboard for another person to be out in the water

    • Waivers need to be signed for Saturday

    • Ask for people to bring party/beach games 

    • Ideally 2 pop-up tents

    • If weather was terrible, the event will be canceled

      • Swimming can likely happen, but not required (even if conditions are good)

      • A few people paid for Saturday only - they would still receive a tshirt

      • People could come and hang out even if they don’t want to swim

    • Asking for nice sound system 

  • 35th Anniversary, general

    • Text folks on the team about signing up if they haven’t registered

    • Push sign-ups to get to at least 75 people

  • Communication to Annika - needs to open up registration for fall (Mike will do this)

  • Gay Games

    • Could/would we support a coach to go?

    • Would we offer financial support or grants to help members attend?

    • Discussion of why people might not be committing

      • Financial piece

      • Large commitment

      • Interest in training

    • Gay Games has had an influence on our membership and interest in Smelts

    • It’s important to highlight the Games as an important event

    • Guido will send one last push email with possible financial support option

      • Include support for a coach

  • Future guidance

    • As we get more organized, we need to pick items to focus on and promote them

    • Great Branding and online presence

    • Have goals for building towards (Gay Games or other meets)

    • Organize specific fundraisers, etc.

  • Next Meeting

    • Late September to discuss ideas and prep for Smeltsgiving

    • Proposed date: Saturday, October 7 at 11AM

Items for approval:

Strategic initiatives and outstanding issues:

To be discussed and/or approved next meeting:

  • Website update

  • Welcome package for new swimmers

  • Season 2023 - 2024 Season planning 2023 - 2024 (Draft).xlsx - Google Sheets

  • Seasonal social chair position

  • Swimming coordinator discussion

  • Formalizing board positions

  • Attendance tracker

  • Saturday two hours split

  • Gay Games

  • Dues 2024

  • More coaches and certification USMS

  • Broaden pool footprint

  • Collaboration with IGLA

  • Marketing & Sponsorship initiatives

Chicago Smelts https://www.chicagosmelts.org
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