Board Meeting Minutes: July 29th, 2023
Board meeting
Date: July 29th, 2023
Time: 12:00 pm
Location: 1100 N Lake Shore Dr, apt 33A, Chicago 60611
Attendees: Mike Kerr (co-chair), Guido Moret (co-chair), Greg Claus (social chair), Annika Ness (registrar)
Absent: Allison Kipput (treasurer), Allison Benton (social chair)
Chair of the meeting: Mike Kerr
Minutes: Annika Ness
Next Meetings: August 5th after am practice and August 18th, 6p – 7:30p
Agenda
Reports:
From the registrar: 2023.07.25_Smelts membership.xlsx - Google Sheets
Conversation about reduced rate membership – Valuable for inclusivity and membership! Definitely keep it as an option.
Conversation about scholarships – How can we assist if someone can’t pay? How can we advertise it?
Add social media tab into list of questions to add when registering – if you want to be tagged in social media posts.
Having 1x practice a week in West or South Loop – increase our geographic footprint.
Discussion on how to encourage people to come back if they’ve taken time off. Discount was discussed as a potential option but not agreed by the board.
Creating a monthly attendance sheet for practice – based on Square Space report.
Continue updating active members list when Square Space report is created.
A Co-Chair will answer the emails of new team inquiries.
Investing in other LGBTQ organizations could be marketing for us
Discussion on investing our special funds in Gill Park, especially in a way to free up lane 5.
Coaches Rates – to keep with market value and inflation, we want to increase the coaches’ wages to keep it competitive! From $35 to $40. Approved.
Notes to consider: If a practice gets canceled… is that a billable coaching hour? Not in the current set up.
Consider a quarterly coaching stipend. Paid when fees are due.
Board decided to increase to $40 starting in August.
The increase August – December will come out of Special Savings.
This year we are trailing towards a net loss of $5,100, mainly due to Pride float and LSAC rent
Discussion on bringing back the Annual Membership with a discount - Should there be a discount or is it just the perk of not having to worry about payment for a year - downside: may be a discount for the team members who can afford to pay for a year.
Discussion on monthly auto-renewal billing - seems a desirable option - ask former board members for experience with this.
Discussion around “Every time the Smelts have invested money/savings in a social gathering, you need to be an active member or have a social membership in order to be there.”
Agreeing that we want to decide on social membership – Could volunteering time instead of money pay for a social membership? Volunteering as a Smelt with other organizations.
Honorary members?
How do we consider partners / friends when it comes to social memberships? Are they included or do they need to pay?
ALWAYS include the scholarship option when it comes to social events.
Should we develop an alumni membership?
From the Treasurer: Treasurer Updates 7.21.23 - Google Docs
Items for approval/decision:
35th anniversary:
Ticket price for 35th anniversary: See below.
Quote of location – Murphy’s.
Make sure we include a scholarship option for the 35th Anniversary.
Wristbands for everyone – drinking versus non drinking attendants.
Cake budget – just go for it. Balloons, décor, etc. 35th Committee.
35th anniversary committee needs to plan a meeting ASAP.
If you’re bringing non-Smelts, you have to get them a ticket.
Tiers:
$50 all package – drinking
$30 all package – no drinking
$15 – only Saturday
Donation ticket – want to buy someone else’s ticket? Or donate a different amount?
We need a new quote – to include well cocktails.
Potential donation when signing up?
35th anniversary shirts!
Planning for 35th Anniversary Cocktail Hour:
Is anyone willing to speak? – Add as a question on registration.
Agenda – Guido speaks on that this is our 35th “Year,” so we will have lots of events with that theme and anniversary celebrations within the year.
Co-Chairs as MCs – funnel to 35th Committee.
Topics to cover:
Outreach and Registration
Program and Planning
Decorations
Additional T Shirt costs – extra price.
Hollywood beach Open Water event with picnic.
How many laps can you swim in 1 hour?
Donuts and coffee on the beach.
Tables/Pop Up tent – Fri/Sat group.
Waiver on Registration – sign open water waiver.
Box with registration can BE the waiver during payment.
T Shirt and Logo Guy – contact ASAP.
All Agenda items were approved by the Board.
Items for Discussion:
Season 2023 - 2024 Season planning 2023 - 2024 (Draft).xlsx - Google Sheets
Shoutout to Guido for making spreadsheet!
Add active social calendar to website – including practices with coach names.
Summer of ‘24 Notes – Strategic Initiatives:
Hosting a big-shoulders type event as Smelts fundraising!
1st of July will be beginning of new Chair positions – Pride and Nationals are the end of the “official swim season.”
Fill out new social calendar and swim meets – keep this up to date and make sure website is updated. – Registrar/Website task.
Board related:
Seasonal social chair position
Works below singular social chair and is naturally seasonal.
Engaging for an event – a certain amount of time.
But not solely noting it as event-based so that people aren’t pigeon-holed for just the event.
Look at by-laws for seasonal position.
Swimming coordinator discussion
Currently, there is no one on the board that is dedicated to actual swimming going on.
A position that is dedicated to the swimming part of things…
Concerned with growing the team – quality of coaching, meets etc.
Formalizing board positions
Emily’s registrar task list: https://docs.google.com/document/d/1_ebeYBqgUu279YOSfyS6O8YTfStMEFuxOEwgPtwklJU/edit#heading=h.8h0g9o2gdchp
Make a similar list for all positions.
Swim coordinator reaches out to actual people wanting to swim – down the road.
Update website with board positions, biographies and headshots.
Update board positions – then update website.
Recognizing new board members.
Welcome package for new swimmers
Initial welcome email for people as soon as they pay.
All new members need a swim cap. – Post Labor Day – Fall Quarter.
Swimming:
Attendance tracker (Andong)
Will pull from an attendance sheet that registrar keeps updated as it happens.
Maybe every Monday?
Will have coach’s name on the attendance sheet to track payment.
Take Attendance – it matters!!
Saturday two hours split sub 1:30 / above 1:30
Gay Games
Swim v Social Email
Will use Gay Games as a trial and market all big meets like it similarly moving forward.
Finances:
Dues 2024
Increase seems likely due to inflation. Not deciding now.
The Treasurer will create a budget for 2024.
Board meeting: Friday the 18th – 6p – 7:30p
Strategic initiatives and outstanding issues:
More coaches and certification USMS
Discussion on USMS Certification for all Smelts coaches at some point.
Try to reach Level 2 certification.
Coaching Interview - write a practice and coach it on deck.
Broaden pool footprint (south or west loop?)
Coaching staff required to open a south/west loop.
Jones College Prep – an AM option?
Sara Chapman as a potential resource for analysis for pools.
Action Items/Discussion Points for September Board Meeting:
Gay Games Discussion! Flesh out fundraising for the Gay Games.
Auto-Renewal Monthly Billing. Annual Memberships.
Alumni Membership Option!
Next meeting – look into how to publish social calendar on website.
Approve 2 hour split for Saturdays – faster/slower than 1:30 standard interval.
