CalM Advisory Board Meeting
Thursday, February 7, 2019
1120 Keith Ave. Berkeley (Tryn’s house)
8:00pm-9:30pm
Attending: Steve Washburn (Chair), Gaku Ito (Head Coach), Ben Swiggett (Meet Director), Leo Lozano (Social), Kai Stoeckenius (Communications), Laura Feeney and Meeti Sudhami (Members-at-Large); also: Kendall Young, Tryn Kaleel, Deb Kory
1. CalM Swim Meet update (Ben S.)
- Planning for the swim meet is mostly on track.
- Several past sponsors have signed on to sponsor again this year; there will be an effort to recruit other sponsors as well.
- Ben estimates we will need to order around 375 t-shirts.
- Shifts for timers will be reduced from 3 to 2 this year; each shift will be approximately 3 hours long; volunteers will have the option to sign up for a shared shift.
- Kendall will arrange for water and a snack for timers and other volunteer staff during their shifts.
- Deb Kory will handle t-shirt distribution at the meet.
- We are still lacking a back-up for Ben–someone who can assist/take over in case of emergency.
- Action items:
- Ben, Spencer and Steve will finalize sign-up form and cut-off date for sponsors.
- Spencer will reach out to North Side Cafe about sponsorship.
- Ben will see if Sports Basement and/or Beaune Vineyards will sponsor.
- Ben will ask if Cameron can run the Colorado timing-system for the meet.
- Steve will ask Pamela Waxman if she is willing to do cover the registration desk at the meet.
2. CalM social events (Leo)
- Leo introduced a list of potential team social events and activities arrived at by a subcommittee of CalM members (attached).
- Simpler events (post-practice get-togethers; informal meet-ups, etc.) will be announced via the CalM Facebook profile
- Action items:
- Leo will get the CalM banner from Spencer.
- Spencer will look into getting a CalM-branded swim gear order together.
3. Cal Swim Club (Shaun/Tryn/Gaku/Spencer)
- Cal Swim Club attendance at two evening CalM practices was much heavier than anticipated, and resulted in chaotic conditions and considerable consternation; CalM members expressed their annoyance that they had not been prepared for the impact the influx of student swimmers.
- The week of these two practices was considered a “trial period” for the student Swim Club; as of Monday 2/11 swimmers will need to sign up and pay dues, which may result in a smaller number of participants.
- In the long run, the collaboration between CalM and the Cal Swim Club promises to be a positive for both organizations, however the roll-out was clearly a disruption, and could have been better communicated. Going forward, we should see better communication between the organizers of the Club and CalM, as well as between Cal Rec Aquatics and CalM members.
- Steps to distribute the impact of Cal Swim Club participation on CalM practices–including polling Swim Club members on which practices they plan to attend, and briefing them on CalM rules and procedures–will be explored.
- Action items:
- Steve and Spencer will draft and distribute an e-mail addressing the concerns of CalM members about the Cal Swim Club.
4. Sexual harassment code of conduct (Steve)
- The proposal as drafted to create a code of conduct and schedule of meetings for discussion and input will be sent out to CalM members next week.
- Action item:
- Board members will e-mail Steve with their availability to attend the discussion meetings set forth in the proposal. Steve will let Mikaela know who can make which meeting(s).
6. Discussion of Board priorities/responsibilities for 2019 (Steve)
- To avoid exceeding time allotted, discussion tabled until the next meeting.
7. AOB
- Gaku has arranged for updates on CalM practice schedules and other matters of immediate concern to be communicated via the Remind app. CalM members will be able to sign up to receive notices on their cell phones.
- Action item:
- Gaku will send an e-mail with links to the app and instruction to sign-up to receive text messages to the Board to try out before releasing it to the rest of the team.
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