2025-2026

Parent Reps

• Seniors – no update at this time.
• Age Groups – a fun team breakfast was held after Saturday morning practice. Over 50 swimmers attended and enjoyed the doughnuts and Halloween goody bags. The next big event will be a movie or roller skating.
• 8U – Wendy Weng has volunteered to be the new 8U Parent Rep. The Board thanked and welcomed her to the position. One position remains open for the 8U group.

Old Business (Aimee White-Charles)

• The team BBQ went well. Attendance was good and the event was under budget.
• Allison currently confirming a date for the upcoming nutritionist speaker.
• Ellen continuing to work on the team communication flow chart.
• Aimee to send Ellen the One-Pager info sheet for new families.
• T-shirts have been designed for the November meet for both swimmers and volunteers. Spreadsheet for sizing went out. Cost will be approximately $3k.
• The “Trust the Process” series will start with an all-team email and the first one will be a Q&A with Ellen. Other ideas coming up include coach interviews/feedback and team traditions.

New Business (Aimee White-Charles)

• Sarah Hart looking into “tenure awards” for swimmers.
• Parent social is being planned; venues being scouted.
• Sarah and Patricia looking into spirit wear ahead of the holidays.
• The next Board meeting will take place in person on November 20^th.

 

Motion to Adjourn raised (Sarah), seconded (Julia) and approved at 7:45pm

• Ricky asked for more robust WRAT t-shirts for both swimmers and parents to be made this season. Pricing is $16 per shirt, amounting to approx. $2.5k for the whole team.

PET WRAT (Ricky Ferrari/Jeanette Piscioniere)

• Ricky officially handed over duties to Jeanette for the new season.
• Penalties were handed out to the families that did not meet their volunteer point minimums. Approximately 30 families were included.
• In Ricky’s new role as co-president, he will reach out to all new WRAT families welcoming them and providing the pertinent info needed.
• A one-pager for new families is also being worked on and will include topics such as Team Unify, where to sign up for events, volunteer requirements, communication channels, etc.
• Ricky suggested that the November home meet should be staffed fully by WRAT families in order to provide more point opportunities to families that need them. The goal is to advertise these opportunities early and often, and make volunteering more community building than transactional.

Parent Reps

• It is agreed that Reps should add smaller team events more often in addition to the 1-2 larger events per year; for example, breakfast or donuts after morning practice, or pizza after evening practices. Events should be casual and easy to attend. All activity expenses will be reimbursed and points will be given to any parent who volunteers their time to organize.
• The team is still in need of two 8U reps.

New Business (Aimee White-Charles)

• Team BBQ is this Sunday. Approximately 200 people will attend; seniors should arrive at 2:30pm to help with set up. New this year will be various raffles for parents and swimmers.
• As mentioned before, this year the focus will be on communication and community building. To that end, a monthly content series titled “Trust the Process” will be launched, showcasing coach interviews, highlighting swimmer accomplishments, championship season, successes outside of the pool, and swimmer cameos. A Board discussion ensued and it is agreed that more advertisement of all of our great activities, fundraisers, and successes in general is needed.
• Further discussion is had over increasing our social media presence and which channels are best used to reach out to all families. Some ideas mentioned included SportsU and Crossbar.
• The annual banquet will take place on 4/26.
• A new standing agenda item, “idea sharing”, will be added going forward.
• The next Board meeting will take place via Zoom on October 16^th.

 

Motion to Adjourn raised (Jeanette), seconded (Nicole) and approved at 8:16pm

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2024-2025

 

WRAT Board Meeting Minutes – April 24, 2025

Confirmed Quorum and Meeting brought to order at 7:09pm

• Board Attendees: Aimee White-Charles, Allison Arnett, Ellen Johnston, Richard Ferrari, Carole Pearson, Dave Lake, Dan Slippen, Julia Spelman, Jeanette Piscioniere, Sarah Hart, Elizabeth Lake, Grant Slippen
• Parent Attendees: none

• Minutes from March 2004 meeting approved - motion by Allison and Sarah; approved by unanimous vote

Treasurer’s Report (Dave Lake)

• $300 per swimmer for Y Nationals was allocated. Total cost per swimmer came to $1,200.
• The WRAT banquet cost per head has been reduced to $30.
• The need for a 2025 capital expenditures list is raised.
  • KEY ACTION: Ellen to provide wish list to Board and Treasurer.

Coach’s Report (Ellen Johnston)

• Y Nationals and Eastern SC Zones were a success.
• Long Course season has kicked off and meets have been posted on TeamUnify.
• The first meet will be the Senior Invitational at Wesleyan, hosted by the WRATs. So far 3-4 teams have committed. Swimmers will be able to swim up to 10-11 events. In between the AM/PM sessions, Discovery and Challenger swimmers will be able to use the pool to get acclimated to Long Course swimming.
• The Springfield College meet will take place on Sunday, June 22nd. It will be a finals-only meet.
• In terms of staffing, Bailey Curran will be stepping up to help with 8U swimmers from Monday to Thursday; John Whiteside will cover Fridays and Saturdays. Sue Remington will also be helping out this summer.

PET WRAT Report (Ricky Ferrari)

• No updates at this time.

Parent Reps

• Senior update (Julia Spelman): A Senior dinner at Colony Pizza is being planned. It will likely take place on Thursday, 5/15, once AP exams have concluded. Alternate dates are 5/19 and 5/20.
• No update from 8U and Age Group Reps.

Old Business (Aimee White-Charles/Allison Arnett)

• RSVP’s have reached 214 for the banquet on 4/26.
• Philanthropic update:
  -The swimsuit charity event for Peter’s Heart in Uganda has concluded. Sarah and Aimee to share pictures online.
  -Operation Hope toiletry drive to start this summer pending permission from the Y.
• Bylaws have been updated with changes discussed at the last Board meeting.
• Nominating Committee is currently working on the Board Slate. Key positions needed are Treasurer (preferably 2 for co-treasurer positions), PET WRAT coordinator, and Parents Reps. Final slate will be voted on at the virtual June meeting, which will be open to all families for voting purposes.
• Patricia Robinson to take over Spirit Wear position from Jenni Bianco.

New Business (Aimee White-Charles)

• Annual Team Survey will take place this year. Ellen and Aimee to meet and create a JotForm with questions.
• The Annual Meeting will take place on June 19^th and will be virtual. All families will be invited to join and vote on the new Board.
• A discussion about SwimCloud is had. High school swimmers are interested in learning more.

Motion to Adjourn raised (Ricky Ferrari/Julia Spelman) and unanimously approved at 7:55pm

Future Meeting Dates:

10/17                     4/24 (new date)
11/21                   5/15- virtual
12/19                   6/19- virtual
1/23
2/27
3/20

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                       WRAT Board Meeting Minutes – March 20, 2025

Confirmed Quorum and Meeting brought to order at 7:05pm

• Board Attendees: Allison Arnett, Ellen Johnston, Ricky Ferrari, Carole Pearson, Dave Lake, Jeanette Piscioniere, Patricia Robinson, Nicole Stryker, Ty Sullivan, Elizabeth Lake
• Parent Attendees: none

• Minutes from February meeting approved - motion by Ricky and Ty; approved

Treasurer Report (Dave)

• Two home meets brought in $15k more than expected.
• No major expenses coming up; budget very healthy.
• Y Nationals will cost approx. $1k per swimmer; team will subsidize $200 per swimmer.

Coach Report (Ellen)

• Championship meets were a huge success. Many personal best times were achieved across the board; numerous podium finishes; Senior team 3^rd overall; 2 records were broken. Coming up are YMCA Nationals 3/31-4/4 in Greensboro and Eastern Zones 4/2-4/6 in Rochester.
• Schedule: 12/U are off this week; stroke clinic starts next week; week of 4/14 off for spring break. Long course season begins 4/21.
• Senior dryland schedule being planned.
• Banquet planning is underway. Initial email invitation for 4/27 event went out on 3/17. More reminders to go out.

PET WRAT Report (Ricky)

• 71 families have outstanding volunteer balances, slightly down from 78. Ellen to review.

Parent Reps

• 8/U (Nicole): Team dinner went well. Next event will be bowling at Pinstripes or Uncle Buck’s. Planning ongoing.
• Age Group (Ty): Planning bowling event at Bowlero. Cost is $37.89 per swimmer but will only charge nominal fee 0f $5-10 per swimmer to ensure attendance. Date tbc.

Old Business (Allison)

• Philanthropic update: Two drives upcoming 1) Toiletry Drive for Operation Hope and 2) Swimsuit collection for children in Africa. Aimee White-Charles and Sarah Hart to run each effort respectively and collection will be open to all YMCA members.
• Patricia to look into opening spirit wear shop heading into Long Course season. Bulk orders preferred.
• Nicole to look into organizing an apparel and equipment exchange this spring combined with a family coffee event and donation effort.

New Business (Allison)

• Update to Bylaws were discussed with the following outcome:

• KEY DECISION: Due to redundancy, removing the two committee positions of Computer Chair and Concession Chair was voted on and approved (Motion by Patricia and Dave; approved by unanimous vote).
• KEY DECISION: The creation of a new Social Chair was voted on and approved. Social Chair will oversee the All Team BBQ, Parent Social, and Annual Banquet (Motion by Ricky and Carole; approved by unanimous vote).
• KEY DECISION: Committee Chair points were voted on and approved as follows (Motion by Patricia and Ricky; approved by unanimous vote):

• Y Nationals Coordinator: 15 points
• Spirit Wear Chair: 15 points
• Social Chair: 30 points
• The Safe Sport Coordinator position was removed as Adrienne has fully taken over this responsibility.

• KEY DECISION: Starting in September 2025, Board meetings will alternate monthly between in-person and remote/Zoom (i.e. Sept-in person, Oct-Zoom, Nov-in person, Dec-Zoom, etc.) Dates will remain on third Thursday of each month. Motion by Jeanette and Patricia and approved.

• Next Board meeting will take place one week later on 4/24 due to spring break.
• The proposed WRAT Nominating Committee includes Coach Kristen, Co-Presidents Allison and Aimee, Dan Slippen and Sarah Hart. The committee is looking to fill Board vacancies and in April will present the proposed slate. Motion by Ty and Ricky and approved.
   

Motion to Adjourn raised (Nicole and Patricia) and unanimously approved at 7:47pm. 

Future Meeting Dates:

10/17                     4/24 (new date)
11/21                   5/15
12/19                   6/19
1/23
2/27
3/20

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WRAT Board Meeting Minutes – February 27, 2025

Confirmed Quorum and Meeting brought to order at 7:08pm

• Board Attendees: Aimee White-Charles, Allison Arnett, Ellen Johnston, Adrienne Williams, Richard Ferrari, Carole Pearson, Dave Lake, Dan Slippen, Julia Spelman, Jeanette Piscioniere, Elizabeth Lake, Grant Slippen
• Parent Attendees: none

• Minutes from Jan meeting approved - motion by Julia and Ricky; approved by unanimous vote

Coach’s Report (Ellen)

• YMCA States was a tremendous success with 1,039 swimmers participating. Income received was $42k; approx. $30k net.
• Championship season is kicking off with the following upcoming meets; boys High School swimming is also heading into season-end Championships.

-CT Regionals 2/28-3/2
-Senior Championships 3/6-3/9
-10/U Age Groups 3/7-3/9
-11-14 Age Groups 3/13-3/16
-Y Nationals 3/31-4/4
-Eastern Zones 4/2-4/5

• Ellen engaging with new Y leadership and currently preparing WRAT presentation to give to new YMCA CEO.

Treasurers Report (Dave)

• Health of team budget is good.
• Team debit card only works 30% of the time; team needs a credit card for ease of use and more security.
  • KEY ACTION: Ellen to look into getting a team credit card.
• Team is in need of a new treasurer for next year.

PET WRAT Report (Ricky)

• 78 families have outstanding volunteer balances.
  • KEY ACTION: Ricky to email families with reminders and penalty information.

Parent Reps

• Senior social at Dave and Busters took place last weekend.
• Future pasta dinners to be organized after short course season, perhaps as a long course kick off.

Old Business (Aimee)

• The annual banquet is being planned by Aimee Drummey and Lauren Bromberg and will take place on April 27^th at Brooklawn Country Club. Menu, layout, AV and budgeting ongoing. Save the Date email going out next week.

New Business (Aimee)

• Board brainstormed ideas for team philanthropy/community service in order to give back to the community. Ideas included community clean up events, food drives, hygiene supply collection. Idea is for WRATs to spearhead and have YMCA members contribute and participate.
• Ellen discussed sponsorship and endowment ideas. Ongoing discussions with field experts taking place.
   

Motion to Adjourn raised (Dan/Julia) and unanimously approved at 7:56pm. 

Future Meeting Dates:

10/17                     4/24 (new date)
11/21                   5/15
12/19                   6/19
1/23
2/27
3/20

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WRAT Board Meeting Minutes – January 23, 2025 

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WRAT Board Meeting Minutes – December 19, 2024

Confirmed Quorum and Meeting brought to order at 7:09pm

• Board Attendees: Allison Arnett, Aimee White-Charles, Richard Ferrari, Carole Pearson, Dan Slippen, Jeanette Piscioniere, Patricia Robinson, Julia Spellman, Adrienne Williams, Sarah Slattery, Ellen Johnston, Nicole Stryker, David Lake, Elizabeth Lake, Grant Slippen
• Parent Attendees: none
• Confirmed Quorum
• Minutes from November meeting approved - motion by Aimee and Julia; approved by unanimous vote
   

Treasurers Report (Dave)

• Budget is on track / ahead of schedule YTD; no issues foreseen. Settling Nashville costs now.

PET-WRAT Report (Ricky)

• Lots of families have point balances (approx. 118 families). Because there are no 8U meets scheduled, there has been little chance to earn points. Some options include having 8U parents help with the banquet or manage the ribbon folders.
  • KEY ACTION: Adrienne to send Allison current list of families impacted and Board to decide how to handle missing points at end of season.

Coach’s Report (Ellen)

• At future home meets, all guests must check-in with their driver’s license in the lobby. This applies mostly to spectators and parents as the Y while have a list of swimmers and coaches beforehand. Goal is to make process as smooth as possible going forward.
• The two travel meets to Nashville and MIT were successful with lots of great swims and team bonding. The 8U meet in Cheshire was also a great event for our youngest swimmers.
• This Saturday, 12/21, is the annual Blue / Red swim meet. Thanks to Sarah for helping to organize food and coffee/hot cocoa for swimmers and parents.
• The holiday schedule was sent out to all families.
• The next meet, Y State Championships, is at home – 1/24 to 1/26. Approximately 1,000 swimmers are expected.
  • KEY DECISION: 8U entry fees from the meet will be used as a Y Nationals Fundraiser. Motion by Ricky and Allison, all in favor.

 

Parent Reps

• 8U: Movie night will be on Sunday, 1/12, for 8U. Reps to gather parent volunteers and confirm timing.
• AG: Movie night will be on Saturday, 1/11, for 9-12s.
• Seniors: January event planning ongoing.
   

Motion to Adjourn raised (Ricky), seconded (Dan) and unanimously approved at 7:34pm. 

Future Meeting Dates:

10/17                     4/17
11/21                   5/15
12/19                   6/19
1/16
2/20
3/20

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WRAT Board Meeting Minutes – November 21, 2024

Confirmed Quorum and Meeting brought to order at 7:05pm

• Board Attendees: Allison Arnett, Aimee White-Charles (by phone), Richard Ferrari, Carole Pearson, Jackie Austin, Jeanette Piscioniere, Patricia Robinson, Ellen Johnston, Nicole Stryker, Ty Sullivan, Dave Lake, Elizabeth Lake, Grant Slippen
• Parent Attendees: none
• Confirmed Quorum
• Minutes from October meeting approved - motion by Allison and Ricky; approved by unanimous vote

Coach’s Report (Ellen)

• Ellen opened with the WRAT Age Group Qualifier meet, which was a great success; everyone stepped up and feedback from other teams was good. The Saturday afternoon session had approx. 60-70 more swimmers and some teams had to be moved around so the viewing area could be opened up to spectators. One hiccup was the last-minute decision from the Y to have all outside visitors sign in and show licenses, as per Praesidium guidelines. Volunteers stepped up and made it happen. Approx. $30k was netted from the meet, more that what was budgeted for.
• Ellen thanked Aimee Drummey for organizing the team picture day, which took place on 11/19-11/20. The photographs will be assembled to create our first full team picture in years.
  • KEY ACTION: Ellen to investigate getting a photographer at Y States to take action shots for a YMCA fundraiser that can be put towards the Y budget.
• Ellen mentioned that she is looking into options for team sponsorships to better pay staff and bring income to the YMCA.
• The feasibility of an endowment fund and starting a working group is discussed. The goal is to build a strong fund and grow it for years to come. See further discussion and key action points under “New Business” below.
• The Thanksgiving schedule will be sent out soon as well as the December holiday schedule. Turkey Burn will take place on 11/30.
• The two mid-season travel meets are coming up. 37 swimmers are traveling to Nashville and 52 to MIT. Ellen held a Zoom call on 11/20 to inform on what to expect and to get everyone more comfortable heading into a new meet environment.
  • KEY ACTION: Ellen to order T-shirts for Nashville meet.
• Coach search is ongoing
• At a recent practice, seven parents came down to learn about meet officiating; hoping for a couple of leads.
   

• USA Swimming Escrow Account Manager Report (Allison)

• Allison provided an update in Adrienne’s absence.
• 182 swimmers and 147 families.
• 34 families still have to complete Safe Sport.
• Escrow accounts are running low; Treasurer to front money and get reimbursed.
   

• Treasurers Report (Dave)

• Budget is on track YTD. As mentioned, the Age Group Qualifier meet was underbudgeted and we netted about $30k
   

• PET-WRAT Report (Ricky)

• Parent volunteers came out in full force for our home meet; sign up slots were full on TeamUnify within a couple of hours.
• Ricky requested a new printer at the official’s desk for during meets; the current one overheats and stops printing.
  • KEY ACTION: Ellen to look into replacing printer.
     

• Officials Report (Jackie)

• There has been an uptick in officiating interest. The on-deck session did help with alleviating parent concerns and making the job seem less daunting.
• Jackie reminded that officials and timers impact the vibe of the meet so it is important that they set a good tone.
• Everyone appreciated the flag mount of the start light at the meet.
   

• Parent Reps

• Seniors: Jeanette organizing bagels and donuts for the seniors after practice this Saturday, 11/23. The RPM racing activity will not go forward due to cost and risk of injury. Reps will brainstorm with swimmers for some new ideas. Grant and Elizabeth suggested Topgolf, mini golf, escape room, graffiti art, gymnastics studio session, breakfast / making posters for younger swimmers.
• AG: Ty and Sarah looking into donuts after practice soon, movie night in January and bowling in March.
• 8U: Donuts and coffee after practice took place on 11/9. Movie night to take place likely first week of January after break.
• Nicole mentioned that some parents are still not getting information and are not reading emails because they are coming from too many different sources.
  • KEY ACTION: Reps to look into On Deck app and setting up notifications for parents.
     

• Old and Continued Business (Allison)

• Parent social will be tomorrow, 11/22, at the Reef Shack in Fairfield.
• Mary Lake is looking into reserving Brooklawn for the team banquet. Aimee Drummey and Lauren Bromberg will chair the event.
  • KEY ACTION: Ellen and Allison to lock in a date and reserve now – 4/27, 5/18, 6/1 or 6/8.
• Open board positions: a couple of people are interested in the Co-Treasurer role; still need someone for Philanthropy chair. Reach out to Allison with any interest.
• Spirit wear sales were ok.
   

• New Business (Allison)

• Allison brought creating a working group for Endowment and how to best support families to discussion. Instead of $50-$100 travel reimbursements, does it make more sense to invest in team dinners and meet t-shirts, for example. Additionally, which meets are to be subsidized – currently it is higher level meets like Y Nats.
  • KEY DECISION: Keep status quo for now. In the spring, establish an endowment committee and create a strategic plan on how to best support families with funds going forward.
     

• Motion to Adjourn raised (Allison), seconded (Jackie) and unanimously approved at 7:09pm. 

  
  Future Meeting Dates:

  10/17                   4/17
  11/21                   5/15
  12/19                   6/19
  1/16
  2/20
  3/20

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WRAT Board Meeting Minutes – October 17, 2024

Confirmed Quorum and Meeting brought to order at 7:02pm

• Board Attendees: Allison Arnett, Aimee White-Charles, Julia Spelman, Richard Ferrari, Carole Pearson, Patricia Robinson, Ellen Johnston, Grant Slippen, Daniel Slippen, Nicole Stryker, Sarah Hart, Sarah Slattery, Dave Lake, Elizabeth Lake
• Parent Attendees: none
• Confirmed Quorum
• Minutes from September meeting approved - motion by Aimee and Sarah; approved by unanimous vote

USA Swimming Escrow Account Manager Report (Aimee)

• Aimee provided an update in Adrienne’s absence.
• 185 swimmers and 149 families.
• Some families participated in the October 9^th Safe Sports for Parents Training Webinar. Getting new families certified is ongoing.

Treasurers Report (Dave)

• The WRAT Age Group Qualifier, one of the WRATs biggest revenue generator, is coming up on November 15-17.
• The WRAT BBQ expenses were under budget at approx. $2,500.
• Budget healthy as of now.
  • KEY ACTION: Dave to email line budgets to all parent reps for their planning/upcoming events.

PET-WRAT Report (Ricky)

• Email was sent to families that did not meet the required minimum points.
• Heading into the CDOG IMX meet, there has been robust response for timing from the 10U parents.
• Timing responsibilities for the November Age Group Qualifier were discussed – i.e. to fully staff or open to outside teams. Ellen later clarified that timing assignments will be open to other teams.
  • KEY ACTION: Age Group Reps to email parents about the meet and timing sign-ups earlier in order to fill spots and build excitement.

Parent Reps

• Seniors: Julia - phone calls for activities/pricing in the works.
• AG: Sarah looking into Zipline in the spring with a team building component. Potential for rock climbing was also discussed.
• 8U: Nicole looking into Movie Night at the pool; to liaise with Kristen on logistics.
• A general discussion was had about team pictures. Aimee Drummey working on scheduling individual photos during practice time. A greater team picture will be made by compiling all of the individual shots.
• Nicole mentioned that parents of 8U are finding the meet sign-up process to be unclear and are having difficulty finding the correct link/sign up location. It was agreed that 8U reps will have to do more comms work to help inform parents of the process. A discussion was then had about doing a new parent “101” seminar to review team basics.
• Allison asked reps to organize a parent coffee after a Saturday practice soon; either outside or in a reserved room – weather dependent.
  • KEY ACTION: Reps to organize parent coffee on potentially 11/2 or 11/9.

Coach’s Report (Ellen)

• Ellen thanked all for the BBQ preparation and great turnout; it was a tremendous event.
• First meets of the season are coming up this weekend with the CDOG IMX and Greenwich Marlins October Invite. Both will be well attended.
• Pink Plunge will take place on October 25/26. A nominal fee is charged for each event and all funds raised will be donated to the Norma Pfriem Breast Care Center. Anyone wishing to make an additional donation can do so through cash or check to the Water Rats Parent Club.
• The HHAC Halloween Pentathlon in Hamden will take place the following Sunday, 10/27.
• Another discussion was had about hosting parent meetings to help bring parents up to speed on all aspects relating to the WRATs. A conversation was had about two types of meetings 1) a live meeting led by Ellen to speak about the program and philosophy. Meeting to be timed to practice hours to get as many parents as possible to attend and 2) a Zoom/recorded meeting that addresses more of the “parent 101” topics such as meet sign-up, etc.
  • KEY ACTION: Ellen to look into hosting a live meeting; parent reps to research creating a Zoom/recorded event for parents that can be posted online.
• The November Age Group Qualifier meet is coming up in November and will be well attended. Ellen currently working on finding space for all teams, producing a livestream and checking if more ribbons need to be ordered.
• The two travel meets in December are coming up – Nashville and MIT. Senior 1 will be doing team travel and everyone else will be traveling with family. Nashville opened up space for extra WRAT swimmers and the meet will be a great opportunity to introduce our swimmers to swimming outside of our region.
• Ellen reached out to speakers Gregg Troy and Russell Mark. Aiming for weekend before Thanksgiving to host one as a guest to meet with swimmers and parents.
• The dryland program has been going well with great feedback from parents.
   

Old Business (Aimee)

• Aimee gave an update on spirit wear, organized by Jeni Bianco. The prototype site is ready and email to go out next week. The store will be open for two weeks.
  • KEY ACTION: Reps to email parents earlier about spirit wear this year to increase sales.
• Aimee reminded everyone that there are still three open board and committee positions: Co-Treasurer, Banquet chair, and Philanthropy chair. Nicole indicated interest in the Co-Treasurer role.
  • KEY ACTION: Dave and Nicole to meet to discuss position further.
     

New Business (Allison/Aimee)

• Parent social to take place again this year either on 11/8 or preferably 11/22.
  • KEY ACTION: Dan to contact the Reef Shack and reserve. Communication to follow asap.
• The Parent Club Private Facebook Group has officially been launched. Currently there are about 40 members. Anyone can post and the aim is to foster connection and team spirit. The site is open to current swimmers only.
• Student rep Elizabeth requested hooks in the locker room showers.
   

Motion to Adjourn raised (Allison), seconded (Julia) and unanimously approved at 7:50pm. 

Future Meeting Dates:

10/17                   4/17
11/21                   5/15
12/19                   6/19
1/16
2/20
3/20

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WRAT Board Meeting September 19, 2024

 

Confirmed Quorum and Meeting brought to order at 7:05pm

• Board Attendees: Allison Arnett, Aimee White-Charles, Julia Spelman, Adrienne Williams, Richard Ferrari, Carole Pearson, Patricia Robinson, Ellen Johnston, Grant Slippen, Daniel Slippen, Nicole Stryker, Dave Lake (by phone), Jeanette Piscioniere (by phone)
• Parent Attendees: Karl Davis
• Confirmed Quorum
• June Minutes from 2024 Annual Meeting (motion by Allison, approved by unanimous vote)

Welcome and Introductions

• Allison welcomed all to the first board meeting of the 2024-25 season
• Introductions made by all attendees
• Grant Slippen and Elizabeth Lake will be serving as our athlete reps

Coach’s Report (Ellen)

• Ellen reflected on the beginning of the season, which was launched with a “soft start” to ease swimmers back into the pool (practice Monday – Thursday). This is the first full week back with early morning practices to start next week. Everyone is excited to be back.
• Adrienne has more on her plate now with increased registration activity for the 2024-2025 swim year. New this year, she will be registering all new and returning swimmers with USA Swimming via Team Unify as opposed to just the returning swimmers.
• Dryland is returning for Discovery 1, 2, 3 and Challenger 2 once per week. The Challenger 1 dryland schedule is still being worked out as instructor and space has been a challenge. As part of the dryland effort, Ellen has been in touch with Gain Swimming, a world leader in dryland training for swimmers, to help set up the dryland program. She emphasized the importance of mobility, movement, body awareness, balance and flexibility – and that these offerings will enhance the program and is the right path forward.
  • KEY ACTION: Ellen to finalize C1 program and send out communication for all dryland.
• Ellen discussed the state of the Westport YMCA following changes at the top. Currently the organization is undergoing training by Praesidium, a consulting firm that specializes in abuse prevention and risk management.
• The WRATs are still in search of new coaches. There is a real shortage both locally and nationally, however there is a candidate who will be shadowing practices and another candidate continuing discussions with our program. Charlie will also continue to assist the team. The Board also discussed using some of their funds to help with coach salaries.
• Ellen touched on the Swim Coaches Clinic this summer with the key takeaway being the importance of skill development, with speed following.
• The 2024-2025 meet schedule is discussed. There are two travel meets coming up in December – Nashville and MIT. The Nashville meet has been expanded and those swimmers who qualify will be informed. Senior 1 swimmers will travel as a group as in previous years and younger swimmers will travel with parents; this may be the last year seniors travel as a group. The MIT meet will be for the younger swimmers and will also be expanded. Anyone who qualifies and cannot travel to Nashville can go to MIT. Communication forthcoming week of 10/1.
  • KEY ACTION: Ellen to finalize hotel room blocks.
• The speaker pipeline is discussed. Ellen has been in touch with:
  - Russell Mark, one of the world’s top experts in stroke technique analysis
  - Gregg Troy, previous University of Florida / Bowles / Olympic coach
  - Speedo sponsored swimmer, with request for Regan Smith
  - The Board discussed having a WRAT alumni panel come and speak with current swimmers

USA Swimming Escrow Account Manager Report (Adrienne)

• 186/187 swimmers and 149 families.
• Currently onboarding new swimmers.
• Safesport – only for new swimming families or tose who did not complete it last year. Everyone must be certified if they are to work/time at home meets.
   

PET-WRAT Report (Ricky)

• 24 families did not get enough volunteer points last season.
  • KEY ACTION: Ricky to follow up with Adrienne to communicate and charge the families for missing points.
     

Treasurers Report (Ellen/Dave by phone)

• Ellen thanked Dave for putting together the budget for this year; the document clearly shows the source of revenue and expenses for the upcoming swim year, both at $105,650.
• Ellen reviewed the budget document, noting that income largely comes from meet fees from three home meets at $77,800.
• Team building expenses increased a bit to $36,175 and meet expenses total $36,900.
• Board discussed releasing funds from reserves for travel meets.
  • KEY ACTION: Finalize travel subsidy plan and communicate out closer to meet decisions.
  • KEY DECISION: Motion to approve the budget made by Allison, seconded by Ricky; unanimously approved.
     

Parent Reps

• 8U: Pool party or bowling as in the past. Patricia asked about bringing back the “Big WRAT / Little WRAT” program. Perhaps done better as a group with seniors visiting practices or helping out at 8U meets.
• AG: no attendees / updates.
• Senior Social: Julia looking into Go Karting and potentially a ropes course.
• Allison noted that the parent coffees are always appreciated and well attended. More to be planned.
   

Old Business (Ellen)

• 75^th Gala: on hold.
• Swim officials are needed desperately. Currently we are relying on alumni parents to officiate the meets and it is not sustainable. Ten new officials are needed.
• Ellen provided a brief update on the broken Colorado Console / timing system, which was sent for repair. System should be back by November for our home meet on 11/15-17.
• Ellen discussed starting a team endowment to help the team with future needs and/or emergencies. Potential to reach out to alumni.
   

New Business

• Aimee gave an update on the season opener WRAT BBQ on 9/22. 200 RSVPs were received. Aimee and Jess Slippen are taking the lead, with the senior swimmers working the grill. Parent reps to arrive at 3:30/3:40 to start check-in.
• Allison discussed committee chairs. Last year the online Sign-up Genius was not effective.
  • KEY ACTION: Allison to take the lead offline with potential sign ups at the BBQ.
• Aimee Drummey and Sarah Hart to organize professional individual pictures for all swimmers.
   

Motion to Adjourn raised (Allison), seconded (Ricky) and unanimously approved at 8:10pm. 

Future Meeting Dates:

10/17                   4/17
11/21                   5/15
12/19                   6/19
1/16
2/20
3/20

 

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2023-2024

WRAT Board Meeting Minutes, September 21, 2023

 

Confirmed quorum and meeting brought to order at 7:10pm

• Attendees: Azra Ozgen, Kristin Budden, Allyson Schenker, Amrita Dodani, Allison Arnett, Dan Slippen, Dave Lake, Richard Ferrari, Sarah Hart, Aimee White-Charles, Adrienne Williams, Ellen Johnston
• Key Decision: Review of minutes from 2023 annual meeting (Motion to adopt the minutes by Amrita, seconded by Ally, unanimous approval)

Welcome and Introductions

• Introductions around the table of all attendees
• Ellen noted Azra Ozgen and Andrew Berkowitz will be serving as our athlete reps

Open Forum

• No parents in attendance for open input

Coaches Report (Ellen)

• Ellen reflected on end of second week, feels we are hitting our stride with all coaches on deck, one more new coach will be starting, with an intro letter coming out soon
• Noted that the coaching and staff are placing communication at forefront of the year, in response to feedback from parents and board
• Great feedback about the BBQ; well attended with families engaged in the meeting
• Noted the addition of two White groups, and a new Swim Academy to serve those who are involved in other sports and maybe don’t want to commit to fuller WRAT training, shortened meet schedule. We ask them to participate in 2 meets. Hope would be that they gain the experience to move them into a more full-fledged practice groups. Limited to ten swimmers, currently have five with good feedback to date
• Five coaches attended the American Swim Coach Association World Clinic in TX and loved it. They attended educational classes (physiology for Kristin and Mike, John and Rich went to stroke technique); had opportunity to network with other coaches, talk with speakers. Felt that these conversations reflected that our program is really on track. Interesting talks about coaching in today’s complex society; and John went to a session on the Angelfish program, a lesson approach for kids with special needs
• At World Clinic, Ellen delivered a session on Longevity in Coaching with about 25-30 attendees. She was also able to introduce the final speaker – Bob Bowman from ASU, also known as the coach of Michael Phelps and Leon Marchon
• Meet schedule is pretty final at least into the late Fall; will revisit the spring as the season progresses. 8U meet coming up on October 8; keeping it small. Kristin is point person
• Senior breakfast after practice on Saturday and got a nice list of social ideas; noted opportunities for senior swimmers to give back through volunteer opportunities with the afterschool program and Special Olympics
• Kudos to Adrienne for spearheading the update to TU, which was challenging and complex
• Worked with aquatics to secure spot to charge headphones and looking forward to implement them with the swimmers

USA Swimming Escrow Report (Adrienne)

• 159 families; 191 swimmers… will fluctuate over season
• 22 white team kids
• Noted that 8U much larger now; allows to build team from the ground up
• 35/40 new replacing what we lost
• Safe Sport – Adrienne volunteered to take on the Safe Sport Coordinator role, since she has to do the administrative work anyway because she is designate on USA Swimming site. In initial pass, we have 42 out of 51 points already
  • KEY ACTIONS: Rich, Dan, Allison and Dave must also be included and do the full module or refresher Parent reps to remind parents to do the training; Ellen will put it out to the seniors to have them do it as well. Copy Adrienne on all correspondence

Treasurer’s Report (Dave)

• Dan thanked Dave and Raj for putting together the budget for this year; the document makes it very clear what PC funds, the revenue and expenses of the program
• Dave reviewed the budget document, noting that income is based largely on PET WRAT fees and what we are expecting for meets this year. Expecting to take in more; and therefore, have ability to spend more  
• This is more accurate than last year’s budget; we really focused on what we did last year and what needed to be improved
• Still have a surplus from Covid… but idea would be to draw down over the next few years… with board decisions in guiding by coaches
• Noted specific line items as follows:
  • Team Appreciation – coaches gifts increased
  • Social events – increased to invest to get our kids together
  • Noted that in travel, we are largely a “pass through” for meets such as YNats, we get reimbursed. But need to show this for accounting purposes.
  • Still cleaning up loose ends from last year; but we are coming in right around where thought we’d be. Goal is to come in even but have the resources to do what we want to do

• KEY DECISION: Motion to adopt to the budget made by Richard, seconded by Sarah; unanimously approved

PET WRAT Report (Richard)

• Met with Candace and went over the TU website – now a superuser
• Adrienne will do the behind the scenes with job sign ups and confirm points after the event
• Richard will be the face of it, send emails and “the enforcer”
• Cycle starts on October 1 and all accounts will be reset

New Business (All)

• New Committee Chairs – Need help to find people to lead and take on the Spring Banquet and Parent Social. Noted that for the Spring Banquet, we will be moving on from the Marriott; have funded the line item to be able to spend more. Considering no charge to families. For the Parent Social, learnings from home-hosting shows it may be better to do a facility. Aiming for November 3 or 17
  • Key Actions for Parent Social: Search for facility (Aimee to call Gaelic Club, Dave to call Brooklawn, Ellen to call Hunt Club.) Seeking feasibility for 200 people (perhaps not all at once), food and drink but keep it simple. Report back to Amrita, who will take on recruiting a committee
  • Key Action for Spring Banquet: Board members to put forward names for potential committee and lead to step up
• Spirit Wear – Sarah has spoken to Jenny Bianco to do spirit wear and she is setting up a store. Extensive discussion about shorts and where they fit into the mix, passed around a design geared to younger swimmers and noted positive upside for fundraising. Noted that championship apparel or travel meet apparel will be up to the parents to coordinate, not up to the coaches. Will be handled separately. Noted the need to include Y logo on the clothing; Ellen instructed that spirit wear can’t override the required team apparel
  • Key Actions for Spirit Wear: Sarah to have Jenny Bianco share the storefront with the board for approval. Noted need to keep it simple – 10 quality products better than 100
• Guest Speakers – Berkeley is working to coordinate potential speakers – our trainer from Boost, a registered dietician and a motivational speaker. Updates to come
• Parent Reps – Encouraged to start planning social events; noted coffee for families in the works. Requested that anyone leading the charge on something involving expenses submit ONE expense report with receipts to avoid overload. All receipts and reimbursement reports should go through the person leading the charge on the event, meet, etc.
• Y Centennial – Parents Club bought one table for coach and one for parents; also making donation $5K for swim lessons
• Fundraising – Amrita noted that she was approached by a parent about doing a fundraiser for Ukraine. Want to ensure we are managing such requests appropriately
  • Key Action: Amrita to encourage parent to come to next board meeting to discuss during open comment
• WRAT 75 celebration – Ellen is working on an alumni cocktail event over Thanksgiving weekend
• Bylaws – haven’t been reviewed in some time and likely need updating
  • Key Actions for Bylaws: All board members to read the bylaws by the next meeting, come with recommendations for revisions

Motion to Adjourn raised, seconded and approved. Meeting adjourned at 8:20pm

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WRAT Board Meeting Minutes, October 19, 2023

 

Confirmed quorum and meeting brought to order at 7:05pm

• Attendees: Dan Slippen, Allison Arnett, Berkeley Murray, Andrew Berkowitz, Henrik Jensen, Aimee White-Charles, Adrienne Williams, Charles Shapiro, Richard Ferrari, Ty Sullivan, Kristi Budden, David Lake, Ellen Johnston, Azra Ozgen, Dina Carlson.
• September minutes approved by unanimous vote.

Open Forum

• Dina Carlson and Henrik Jensen were parents in attendance but did not have comment. Noted they felt that they’d like to start attending meetings. Offered feedback on not knowing meeting details; and it was noted that emails are sent and standing meeting date/time/location are on website and in PC email.

Coaches Report (Ellen)

• 8U meet was only our team and it was great. Great feedback from parents and swimmers.
• Note that the Y will be replacing Daxko with a platform named Pulse. Changes will be coming and there may be glitches; but so far, no changes for swimmer check in.
• Greenwich meet went well for first meeting of season. Working out the kinks and opportunity to get back into racing mode. Cheshire IMX, Wilton coming next.
• Our November Qualifier will be very big – Empire, Zeus, Greenwich, Cheshire, New Fairfield already committed. Noted Issues with swim instruction, trying to negotiate space for swimmers. Hoping to staff all timers from our team. Potentially live streaming in Schine room or lobby
• Noted that the entire Y State Championship meet will be held here – all age groups.
• Colorado timing system is up and running. Everything has arrived – just waiting on two touch pads and timing is unknown for their arrival.
• 75^th anniversary: Reported a group of 5-6 people working to pull it off. Wanted to wait on timing so we don’t compete with the gala. Work right now is around deciding the focus of the event in terms of a theme. Noted it will be held off site.
• Mentioned a coaching change – Mike no longer here. Omar available to step in. Aim will be to bring some younger coaches in to handle precompetitive so we can move John to work with more groups on the competitive team.
• Ellen noted and commended the loyalty of our staff and the way that other teams look to us as a model for our history, tradition and way of doing things. Recognizing the balance of being a revered program that – like any program – also has our challenges.

USA Swimming Escrow Report (Adrienne)

• No changes. About 190 swimmers by November and 158/159 families.
• Adrienne reported that we’ve received our SS certification renewal. However, 53 families still need to do the training. With two home meetings coming up, this could be an issue; as any adult that will be on deck needs to do it. Noted that one family has asked for double points for two members of the household completing the training.
  • KEY DECISION: Unanimous vote to deny this exception and award only the stated points per household; option to clarify language in future emails.
  • KEY ACTION: Group reps will be sending an email to remind parents that anyone on deck will need to take the training.

Officials Report (Jacky Absent, Group Discussion Notes)

• Dan raised (and Ellen/Adrienne confirmed) that there’s a serious problem with officials. We do not have enough officials to staff out meets.
• Discussion on what can we do to incentivize, and consensus was that we’ll need to begin to consider monetary incentives.
• Ellen noted this as a systemic issue, not just Westport. She suggests 1:1 calls to target people vs. emails, which people just read but don’t act. 
• Discussion about targeting parents of younger swimmers; Ellen cautioned that 8U outreach may not result in sustainable solutions, given we don’t know if they will stay with the sport. Sweet spot will be Age Group parents.
• Charles suggested a pooling strategy with Weston or Wilton. Ellen responded that such pooling already takes place and is not enough to fill the gap.
  • KEY ACTIONS: Make Officials Recruitment an item for New Business at the next board meeting; keep eyes and ears open for engaged parents to target with a 1:1 conversation.

Treasurer’s Report (Dave)

• Overall, budget is tracking.
• PET WRAT income is approaching target ($21K.)
• 8U meet was limited to our own team; did not generate major income. Expenses under budget.
• For the 100^th Anniversary Gala, the PC, donated $15K. Noted that $3K of that came from PC Board members who paid for their tickets.
• KEY ACTION: Dave to ensure that all group representatives have clarity on their budget for social events.

PET WRAT Report (Richard)

• Reported on his review of the current point structure and need to update.
• In some cases, the number of points awarded was upped commensurate to the job; and in other cases, strata were consolidated to simplify the points structure.
• Draft of revisions were reviewed by the group, with feedback provided.
• KEY ACTION: Revised points structure to be circulated to the Board members, with voting and approval to take place over email prior to the next meeting. Aim to enact the new structure ASAP.
• KEY DECISION: Move discussion of failure to accumulate points penalty to the next meeting.

Old Business (All)

New Committee Chairs – Need continues for committee chairs for for Spring Banquet, 75^th Anniversary, Parent Social, and Philanthropy/Volunteerism (ie, more than the Food Drive).

• Noted that Sarah and Berkeley have been spearheading the food drive but would like someone to take it over and continue with monthly volunteering opportunities for the swimmers.
• Discussed various ways to recruit qualified and reliable committee chairs. Ellen noted overall low volunteerism and we need to be innovative in how we recruit.
• Idea was surfaced to incorporate volunteer “area of interest” as part of the registration process to make it clear that volunteering for the team is expected, and to better target our recruitment across various initiatives.
• KEY ACTIONS: Allison to circulate a Sign-up Genius and we will have clipboards at the parent social for people to sign up for a committee.

Guest Speakers – Have arranged a Sports Nutritionist to speak to Senior Swimmers and all age parents on November 18^th at Beck’s Lodge. She will review very high-level nutritional advice for fueling for performance, focused on how your body processes foods and energy.

Parent Social – Given issues in finding a location, Dan reported his contact with the Reef Shack in Fairfield, who will accommodate us on November 3 from 6:30-9PM.

• Indoor and outdoor space, with fire pit
• Grazing board, sliders and appropriate food options to be set up
• Serve beer and wine and soda (open bar was option, but Ellen guided to simplify)
• Reef Shack’s cost will be $4K, well below other estimates from BRYC and WFC
• Noted potential parking issues and discussed solutions including downtown lots within walking distance.
• KEY DECISION: Unanimous vote to proceed with Reef Shack

Spirit Wear – Spirit Wear store will be up and running soon. Unveiled new shorts design that will be handled as a separate fundraising item.  

Parent Reps – All reps reported progress in social event planning.

• Seniors: Make your own mozzarella and pasta party on November 17^th  
• 8U movie nights on November 18 and 19^th at the pool; potential to go to A/R Workshop to make personalized wooden ribbon racks
• AG will probably do bowling again

New Business (All)

By-Laws – Dan Slippen raised ideas of removing concessions and computer chairs, update the meeting details, and remove the Media and Comms coordinator.

• KEY DECISION: Motion to approve (Dave), Seconded (Aimee), unanimously approved the by-laws with recorded changes.

Recruiting – Charles raised need for step-by-step recruiting guidance for high school aged swimmers, and noted the earlier in the year, the better.

• KEY ACTION: Ellen to surface and circulate the SwimCloud recorded Zoom call as a start

Motion to Adjourn raised, seconded and approved. Meeting adjourned at 8:04pm

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WRAT Board Meeting Minutes, November 16, 2023

 

Confirmed quorum and meeting brought to order at 7:01pm

• Attendees: Dan Slippen, Allison Arnett, Allyson Schenker, Andrew Berkowitz, Aimee White-Charles, Charles Shapiro, Richard Ferrari, Ty Sullivan, David Lake, Ellen Johnston, Sarah Hart, Jackie Austin
• Confirmed Quorum
• October minutes (motion by Allison and Charles, approved by unanimous vote)
• No parent members in attendance for comment or input

Coach’s Report (Ellen)

• November Qualifier meet went really well. Despite being unable to welcome spectators, it was noted that the live feed worked well. Positive meet financials as noted in Treasurer’s Report. Noted one disappointing issue where a Water Rat parent inappropriately challenged the Meet Manager around their assigned job when they signed up late (after jobs had been assigned to other teams) and arrived late to the meet.
  • KEY ACTION: Ellen considering a parent-wide email message to remind about behavioral expectations, attaching Parent Code of Conduct.
  • KEY DECISION: Moving forward, will close down jobs on TU once jobs have been extended to visiting teams in order to avoid confusion in the future.
• December meets are coming together. About 20 swimmers will be swimming in Nashville; with other swimmers organizing around MIT, Brookfield and 8U Quadrathon.
• Ellen noted that many 8U programs are trending toward taking their swimmers to 10U meets. It’s possible that 8U meets may eventually phase out, with exception of the first meet which we will continue to provide an introductory experience at the home pool.
• Ty Sullivan raised parent concerns about the 8U meet schedule; Ellen advised that there’s not a lot of opportunities out there, but they are actively working on it.
• Working on getting holiday schedules out including details on the Turkey Burn
• Ellen noted in response to Dan’s inquiry that she has been in touch with Cookprint – final sizing pending and then we’ll be set.
• Clinics well received – great to see the technology in use.

USA Swimming Escrow Account Manager Report (Dan reporting for Adrienne)

• With one returning swimmer, we will be back to 188 swimmers and 156 families.

Treasurer’s Report (Dave)

• November meet financials were positive. Noted that last year we took in $21K. This was bigger meet with $32,841 in meet entry fees. Expenses totaled $2, 195. Once surcharges, distance fees and 20% of total to CT Swim is removed, we look to net about $25K.
• Noted that Sarah’s spiritwear project with Flow shorts collected approximately $1K.
  • KEY ACTION: Spiritwear is shipping first week in December, arriving to the Y to Jenny Bianco. She and Sarah will deliver to people as agreed.
• Pink Plunge took in almost exactly same as last year.
  • KEY ACTION: Dave to cut check for $5300 to the Norma Pfriem Center.  

PET-WRAT Report (Richard)

• Reviewed points revisions. Overall positive response and some discussion about refinements and additions, resolved as follows
  • KEY DECISION: Adding points for travel meet chaperones and spiritwear leads
  • KEY DECISION: As suggested by Andrew, removing points for student athlete reps, as point awards aren’t in spirit of the appointment.
  • KEY DECISION: It was agreed that including session lengths in calls for on-deck volunteers was helpful; continue to include.
  • KEY ACTION: Richard to revise document; it will be sent at start of long and short course seasons to ensure parents know expectations. We will only be publicizing the on-deck points to maximize motivation to take on those jobs. Position points will be discussed one on one with proposed leads.
• Discussed potential change to penalty structure. Dan noted current penalty of $500. Charles advised that historically, raising the penalty has done little to garner more volunteers, but did open the door to more complaints. Lowering it had no effect.
  • KEY DECISION: We will be keeping the penalty at the current $500 “sweet spot”

Old Business (All)

• Parent Social: All agreed it was a success and The Reef Shack was a great venue for our needs. 
• New Committee Chairs: Allison reports committee chair sign ups have begun to trickle in, although overall volunteerism remains low. Noted that there have been a few sign-ups for committee members/helpers as well. Agreed that focus on 8U and 10U parents is helpful to ensure a pipeline of future volunteers and leads. Progress includes:
  • Erica Melnichok has agreed to co-chair year end banquet; still seeking co-chair. She has a great event planning background. Putting her in touch with Jess and Mary.
  • Carole Pearson - has agreed to co-chair fundraising and community events/food drive; still seeking co-chair. Putting her in touch with Berkeley and Sarah.
  • 75^th Gala -- a few people mentioned interest on side to Allison. Follow up continues. Lauren Bromberg expressed interest.

• Guest Speakers: Reminder of the dietician/nutritionist guest speaker this weekend. Noted that about 20 parents to date are attending.
• Social Events: Parent reps reported on upcoming plans, including:
  • SENIORS: Mozzarella-making event is on, but postponed.
  • AGE GROUP: Sarah and Allyson report 42 attending the Dive In Movie this Saturday night; response was great and have a few extra parents volunteering. Event will include movie, pizza, snacks.
  • 8U: Ty reported that 8U Dive In Movie is this Sunday night with about 20 attending to date. Elf is the movie. Future plans include a paint your own ribbon hanger event and aiming for a bowling outing in 2024.
• WRAT 75^th Anniversary: Noted target date of Friday of Thanksgiving weekend 2024
• Review of Bylaws: It was recommended to add a clause to the bylaws that Co-Presidents could award points at discretion, as well as to add new points structure as agreed to in Richard’s report.
  • KEY DECISION: Motion to accept these changes made by Charles, Allison; approved by unanimous vote.
• Safe Sport Status: There are 34 families who haven’t done the safe sport – if you don’t do Safe Sport you cannot volunteer on deck at home meets. Richard has followed up with those who have not done it with mixed results. Noted that there are user experience issues with the technology specific to downloading the certificate.
  • KEY ACTION: Ellen to follow up to report user experience issues as a barrier to participation
  • KEY DECISION: Safe Sport will be a requirement in next year’s registration packet.

New Business (All)

• Banquet Date: Still a moving target.
  • KEY ACTION: Ellen to resolve so date can be in play with new committee members.
• Officials Recruitment: Jackie reported that she is making some progress, but still in great need of officials. Noted that there is now one who is a deck trainee; 2 in the process of certification and about 8 in the queue who have expressed interest and are still considering.  Ideas to advance included: an interactive introductory session during a practice to candidates could get a sense of what its like to be on deck, a full in-person clinic in Westport to accelerate the process (including providing dinner), and new thinking about compensation. Ellen urged against the “slippery slope” of compensation; agreed to reach out to others in the coaching community to determine if there’s been successful models. Jackie and Ellen both noted this is a sport-wide issue.
• Recruitment: Charles reminded that we wanted to make the Swim Cloud video available, as now is the time athletes should be thinking about recruitment. Reported that he had sent a very detailed video from a program in Florida and suggested we repurpose.
  • KEY ACTION: Ellen said she would reach out to the Florida coaching staff to request permission to use the video.

Motion to Adjourn raised (Charles), seconded (Allison) and unanimously approved at 8:05pm.

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WRAT Board Meeting Minutes, December 14, 2023

Confirmed quorum and meeting brought to order at 7:08pm

• Board Attendees: Dan Slippen, Jacky Austin, Charles Shapiro, Richard Ferrari, David Lake, Ellen Johnston, Sarah Hart, Amrita Dodani, Aimee White-Charles
• Parent Attendees: Dina Carlson, Julia Vassey
• Confirmed Quorum
• October minutes (motion by Dave and Sarah, approved by unanimous vote)
• Parent attendees declined public comment
  • Dan took opportunity to express support for parent attendance and participation in meeting; affirmed that monthly reminders are in an effort to increase transparency and build community among parents

Coach’s Report (Ellen)

• Travel meets (Nashville and MIT) were tremendous success; many successful swims and key opportunity for swimmers to get outside their comfort zone
  • Noted benefits of travel meets for swimmers to learn to handle different environments and adapt and overcome different kinds of scenarios that arise
  • Nashville swimmers achieved 80% best times; also several Zones cuts, YNats cuts
• Brookfield was a successful learning meet for our younger swimmers
• Quadrathon was a quick meet; successful event, but evaluating for next year, as many teams are now including 8U swimmers in 10U meets. Aware that some 8U parents are concerned about the number of meet opportunities for swimmers.
• Updates to practice schedules including additional practice for D3; will be exploring dryland opportunities for other age groups
• Blue & Red meet a tremendous success – very loud, lots of energy and enthusiasm
• Looking ahead to hosting Y States
• Charles inquired about status of recruiting information
  • KEY ACTION: Ellen will be acting on this with a busy December out of the way
• Coaching staff status: Rich official full time; Bailey (Y Swim Instructor) is shadowing the white and 8U teams, brings great foundational skills to the table; plans to integrated John more across the team.

USA Swimming Escrow Account Manager Report (Dan reporting for Adrienne)

• Stable numbers reported; all meets billed.

Treasurer’s Report (Dave)

• Overall, budget is tracking as expected
• Pink Plunge donation has been made
• Caught up on bills; have switched to online bill pay
• Successful fundraising with Flow Shorts
  • KEY ACTION: Adrienne to handle accounting of orders
• KEY ACTION: Ellen will be making the deposit for visiting team meet fees; waiting on two teams

PET-WRAT Report (Richard)

• No updates
• KEY ACTION: Richard to work with Adrienne to achieve earlier notification of job postings
• KEY ACTION: Richard to work with Adrienne to account for how many families have not completed Safe Sport

Old Business (All)

• New Committee Chairs:
  • Elena Melnichek has agreed to co-chair year end banquet.
    • KEY ACTION: Ellen to confirm date ASAP.
  • Carol Pearson has agreed to co-chair fundraising and community events/food drive
  • 75^th Gala -- Lauren Bromberg expressed interest.
    • KEY ACTION: Ellen to report back in January with finalized scope and more thematic details.
• Social Events: Parent reps reported on events to date, including:
  • SENIORS: Mozzarella-making and pasta dinner was a big success. Kids enjoyed just hanging together for dinner. Great turnout, although reported event ran a little long.
  • AGE GROUP: Dive In Movie was a big success, plans for bowling in February.
  • 8U: Reports are that 8U Dive In Movie was also very successful.
• Officials Recruitment: Jackie reported that an informational immersion is in the works for interested parents to come on deck and get an overview of the role.

Motion to Adjourn raised (Charles), seconded (Sarah) and unanimously approved at 8:04pm.

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WRAT Board Meeting Minutes, January 18, 2024

Confirmed quorum and meeting brought to order at 7:03pm

• Board Attendees: Dan Slippen, Allison Arnett, Jacky Austin, Charles Shapiro, Richard Ferrari, David Lake, Ellen Johnston, Amrita Dodani, Kristin Budden, Ty Sullivan, Berkeley Murray, Aimee White-Charles
• Parent Attendees: Diego Quiceno
• Confirmed Quorum
• December minutes (motion by Charles and Richard, approved by unanimous vote)
• Parent attendee declined public comment, but was enthusiastic to attend for the first time
  • Dan reinforced support for parent attendance and participation in meeting; explained role of PC

Coach’s Report (Ellen)

• Y States: 14 teams/957 swimmers registered… biggest meet we’ve ever run
  • No swim lessons, but there are travel basketball tournaments will be occurring – Ellen has pre-planned for chairs and set up so that we should be able to be settled prior to these sessions
  • Volunteer sign in will be in the lobby; and all traffic will be through the observation deck.
  • Jeff Sargent is meet referee and has expressed urgency around getting meet officials
  • All Y National swimmers will be working the 8U meet to help organize swimmers and ensure no one misses their race; hope is that 8U meet fees going to Y Nationals funds
  • KEY DECISION: Berkeley raised motion to approve 8U meet feels going to fund Y Nationals, Aimee seconded. Dan and Charles abstained due to direct involvement. Rest of quorum in favor. Motion approved
• Pancake breakfast is unlikely to happen this year; look to potentially reimagine or bring it back next year. Group expressed interest in keeping it running this year even if not as a fundraiser, potentially using general social budget
• KEY ACTION: Ellen committed to acting on College Recruiting seminar after Y States

Treasurers Report (Dave)

• On track with everything; doing better than budget
• Nashville – all expenses in, billing next week
• November Meet: two teams outstanding, will be here this weekend. Already in the black, so whatever we get is bonus
• Budgets for social events:
  • General social: $3000
  • Seniors: $600 remaining
  • 9-12: $3998 remaining
  • 8U: $1700 remaining

USA Swimming Escrow Account Manager Report (Dan reporting for Adrienne)

• 153 families in program, 184 swimmers
• We have list of those who have not completed SS training – 28 people, 2 of whom have volunteered for the weekend. Adrienne will be informing them of need to do training before removing them from jobs
  • KEY ACTION: Dan to send reps the names for one last follow up

PET-WRAT Report (Covered as part of Escrow discussion)

• 80 families have service hour balances

Old Business (All)

• 75^th Gala:Kristin and Ellen met with Lauren Bromberg who put together a potential budget (circulated at meeting.) Was a starting point but went “above and beyond” initial cocktail party
  • AREAS TO CLARIFY: Revenue stream (PC or Y), alignment with asks of the Y
  • KEY ACTIONS: Ask Lauren for a comparative cocktail party scenario budget, formalize committee and begin meeting
• Banquet: Brooklawn, Chelsea Piers, Norwalk venues toured. Looking to pinpoint a final date with group seeming to focus on Friday 4/26, 4/27 luncheon, 5/4, 5/10.  Ellen will try to get head’s up on LC meet dates to aid in final date selection, and committee will circulate bids
• Social Events: All successful to date. Second events in planning. Discussion on championship pasta dinners, dates will be chosen offline and will come from general social budget

New Business

• Team Survey: Per the by-laws, we need to do it every 2 years. Keeping it simple is the key… Focuses on PC – nothing to do with evaluating the program, coaching, swim placements, etc.
  • KEY ACTION: look at draft and determine a new version for this year to gain insights on where we’ve improved, what we’re doing well, what needs further focus.
• Guest Speakers: Ellen brainstorming ideas such as Greg Troy (UF and Olympic Coach) or Bob Bowman/have him come and speak; group discussion on a speaker that can educate about appropriate physical development path – ie, how to correctly run a land workout/injury prevention for all ages. Discussion to be continued.

Motion to Adjourn raised (Allison), seconded (Allyson) and unanimously approved at 8:14pm.

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WRAT Board Meeting Minutes, February 15, 2024

Confirmed quorum and meeting brought to order at 7:05pm

· Board Attendees: Dan Slippen, Allison Arnett, Adrienne Williams, Azra Ozgen, David Lake, Ty Sullivan, Ellen Johnston, Richard Ferrari, Aimee White-Charles, Charles Shapiro, Amrita Dodani,

· Parent Attendees: None

· Confirmed Quorum

· December minutes (motion by Charles and Allison, approved by unanimous vote)

Coach’s Report (Ellen)

· Update on Championships: First entries due for Regionals, AGs and Seniors. Aiming to send out information. Will advise high school boys on how to handle and juggle events/schedules between Seniors and High School States.

· Bulldog Meet: Confirming that we were cut from the meet, which we knew was a possibility. Meet may actually be cancelled due to lack of officials; their team officials are working another meet. Instead, we will host an Intrasquad meet; given Bulldog meet was shaping up to be very long and crowded sessions, we are excited to have the option of having our own meet.

· College Recruiting: Ellen looked at videos Charles sent which were 2022, and some things have changed. Ellen will continue to take a look and post if appropriate.

Treasurers Report (Dave)

· Overall: Numbers are really good, accounting for deposits; very healthy checking account.

· Y States: budgeted 20,500 profit… we are sitting at $18K profit. Spent a little more than budgeted due to size of meet. Expect about $7K to come in from outstanding teams.

· Billing for prior meets: Ellen has Nashville expenses and will be getting that out shortly.

USA Swimming Escrow Account Manager Report (Adrienne)

· 186 swimmers, 55 families.

· We have 23 who haven’t done SS; one signed up to time and was told to complete and did.

PET-WRAT Report (Covered as part of Escrow discussion)

· 67 families don’t have all their points and some haven’t gotten anything

Officials (Ellen updating for Jackie)

Talking with one of the officials co-chairs; may try to do something with parents in the stands and give them a “101” of what they’d be looking for and walk them through it. Definitely need another A/O – if you like numbers and computers… may put a little “ad” out for it.

Parent Reps

· Social Events: AG bowling March 8 or 9th. No charge.

· Senior Social: Charles raised idea of potential social to play Padel at Sports Haus. Will raise with Senior reps

Old Business (All)

· 75th Gala (Ellen): 75th Anniversary – getting together soon to get organized. Not much progress to report.

· Banquet (Dan): Have secured Brooklawn CC on June 2 in the evening, contract signed. Erica Melnichok has stepped up to lead banquet; with Jess and Mary staying on to help. Erica will take over next year. Amrita on point for awards; Frank Grisanti on point for slideshow.

· Pancake Breakfast: Interest in resurfacing this event as a social event if not a fundraiser. Will work on it earlier and put in the budget for next year.

New Business

· Coaching Staff Support: Ellen reported that job descriptions being finalized and rec continues to be a work in progress. Dan and Allison reported that meeting with Y Leadership was productive and there seems to be support for another coach. Must make the business case and determine scope of the job.

· Team Survey: Survey was approved and will be sent out. Will include reminder of what the PC pays for with regard to equipment and programming.

· Guest Speakers: Booking speakers such as Greg Troy (UF and Olympic Coach) or Bob Bowman has proven difficult with scheduling issues.

Motion to Adjourn raised (Allison), seconded (Charles) and unanimously approved at 8:04pm.

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WRAT Board Meeting Minutes, March 21, 2024

 

Confirmed quorum and meeting brought to order at 7:05pm

• Board Attendees: Allison Arnett, Adrienne Williams, Andrew Berkowicz, David Lake, Ty Sullivan, Ellen Johnston, Richard Ferrari, Aimee White-Charles, Charles Shapiro, Amrita Dodani, Berkeley Murray, Sarah Hart
• Parent Attendees: None
• Confirmed Quorum
• February minutes (motion by Charles and Amrita, approved by unanimous vote)

Coach’s Report (Ellen)

• Well into championship season with AGs and Seniors completed and Zones, Nationals, Pepsi Para ahead; that will conclude SC season. The meets have been good. At Seniors, Y New Englands and AGs, WRATS showed great depth and effort. Everyone should be proud. Tremendous showing by the entire team; all coaches stepped up.
• Final week for all practice, then a bit of a break. Stroke clinics during YNats week and Spring clinic, then we’re back.
• Status of coaching hire: rewrote job description. Navigating Y Leadership’s thoughts about FT coach hire.
  • KEY ACTION: Ellen will be breaking down new job description by how the full-time 40 hours will be spent, per request of Y Leadership.
• College Recruiting Education: Finding hard to get to this.
  • KEY ACTION: Charles agreed to take it on.

Treasurers Report (Dave)

• Overall, doing well so far this year and close to settling up fully on Nashville. Y States has two team payments outstanding.
• Next meeting we’ll talk about proposing some ways to start spending some of our reserves – capital improvements, increased social event budget. Potential for investment in Colorado Timing Systems – there was a glitch in the system; potential to allocate funds for improvements if needed. Ellen will be thinking through a wish list. Perhaps a high speed printer/copier. Long term consider subsidies of travel meets or an endowment. Professional development/continuing education. Per Diem for officials.
• Extensive discussion about potential to utilize funds to support travel meets.
  • KEY ACTION: Ellen to develop a “wish list” for surplus spending
  • KEY ACTION: Add agenda item to next meeting to further discuss allocation of funds

USA Swimming Escrow Account Manager Report (Adrienne)

• 4 White transfers to Red
• 190 swimmers, 159 families
• We have 24 who haven’t done SS (including new transfer families)  

PET-WRAT Report (Ricky)

Nothing to report

Officials (Jackie)

No update.

Parent Reps

• 8U: Bowling the weekend before New Englands, well attended. Dinner before New Englands also went well. No social events planned for LC yet, but will discuss getting something planned.
• AG: Bowling was well attended. Covered all expenses. No LC events planned yet. Potentially a pasta dinner perhaps a “welcome back” to LC.
• AG reps mention Aimee Drummey has contact with a Wilton parent who is a photographer doing sports and team photographs. All expressed interest in bringing team photos back.
  • KEY ACTION: Sarah to ask Aimee Drummey to explore Wilton parent rates and logistics
• Senior Social: Bowling and pizza… depending on meets, the third week in May.

Old Business (All)

• 75^th Gala (Ellen): 75^th Anniversary – getting together soon to get organized. Not much progress to report.
• Banquet (Allison): On track with Jess/Mary, working with Erica. Save the date went out. Menu is set.

New Business

• Team Survey: Parent survey ready to go. Will send out after Championships. Ellen will be doing a simple survey as well in June.
• Guest Speakers: Looking to Fall for next speaker. Allison has a potential sports nutritionist.
• Nominating Committee: 4-5 members needed. Slate is needed prior to next board meeting for voting and immediately sent out to parents.
  • Sara/Amrita nominate Berkeley as board member of nominating committee. Approved.
  • Sara/Charles nominate Kristin for coach representative. Approved.
  • Aimee/Dave nominate Amrita to committee. Approved.
  • Charles and Ty nominate Mike Hart to committee. Approved.

Motion to Adjourn raised (Charles), seconded (Berkeley) and unanimously approved at 8:04pm.

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WRAT Board Meeting Minutes, April 25, 2024 

Members with key actions from this meeting include: Ellen, Adrienne, Charles, Sarah, Dan, Amrita, Allison, Berkeley.

Confirmed quorum and meeting brought to order at 7:05pm

• Board Attendees: Dan Slippen, David Lake, Ellen Johnston, Richard Ferrari, Aimee White-Charles, Charles Shapiro, Amrita Dodani, Berkeley Murray (by phone), Sarah Hart, Jackie Austin
• Parent Attendees: None
• Confirmed Quorum
• March minutes (motion by Charles and Dave, approved by unanimous vote)

Coach’s Report (Ellen)

• Long Course Schedule. Meet schedule is up and entries have been submitted. The hosted meet at Wesleyan – team of 60 swimmers bailed (Empire), so it is a small meet at this point. Going to continue to try to reach out to teams to get more participants.
• Status of Coaching Hire: Ongoing. Parent’s Club offered support as appropriate.
• Status of College Recruiting Briefing: Charles reached out to Bowles, they are working on something more current and we will be able to link to the site/video with appropriate attribution.
  • KEY ACTION: New video is coming this week. Charles will flag and Adrienne will send it out and put it on our website.

Treasurers Report (Dave)

• Overall in good shape, expect surplus regardless of potential loss for May meet
• Need to reconcile YNats; cost for YNats $1600/1700 per swimmer, we had wanted to keep it to $1300.  Potential to subsidize; but should do that for other travel meets as well to offset family costs.
• Ellen has one payment to make to Colorado Timing
• KEY ACTION: Ellen to work on wish list to spend down surplus a bit

USA Swimming Escrow Account Manager Report (Adrienne)

• No update

PET-WRAT Report (Ricky)

• KEY ACTION: Registration will include Safe Sport requirement and registration won’t be approved until they complete it. Ellen and Adrienne to ensure next year’s registration packet reflects this.

Officials (Jackie)

• Jackie, Mark and Jeff are the only ones with Y certifications and they are up.
  • KEY ACTION: Ellen will get in touch with the rep for our area to determine who is recertifying so that we can continue to do Y-sanctioned meets.
• Intrasquad for 8U is opportunity to expose parents to officiating in the hopes of recruiting.

Parent Reps

• Potential for parent coffee in May with the coffee truck (Sarah)
• 8U: potential pasta dinner after swim practice before a meet.

Old Business (All)

• Banquet (Dan): Need new leadership for next year. Discussion on budget and cost. Last year, we charged $30. Potential room limits – ideal is 250, could stretch to 280.
  • KEY ACTION: Unanimous alignment to continue charging $30, and to accept all until 200 and then potentially put a cap on it if numbers look concerning. Adrienne to flag when we reach that number.
  • KEY ACTION: Adrienne to include in invite that seating is first come, first served. Dan to inform Jess/Mary of decision that graduating senior parents have reserved seating.
  • KEY ACTION: Amrita will order awards, just need names from Adrienne and will order on Monday.

New Business

• Team Survey (Allison): Still in development.
  • KEY ACTION: Allison sending out first week of May.
• Nominating Committee (Berkeley): Slate being sent to board this week for email approval. Must be presented 30 days prior to annual meeting, making the deadline to send to parents May 14. Annual meeting scheduled for June 13, regular time 7pm, by zoom.
  • KEY ACTION: Berkeley to sent slate to board for email approval this week. Dan and Allison to handle dissemination to families along with invite to annual meeting.

Motion to Adjourn raised (Charles), seconded (Dave) and unanimously approved at 7:53pm.

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WRAT Annual Board Meeting Minutes, June 6, 2023

 

Confirmed Quorum and meeting brought to order at 7:08pm

·       Board Attendance (In Person): Dan Slippen, Dave Lake, Ellen Johnston, Berkeley Murray, Aimee White-Charles, Sarah Hart, Aimee Drummey, Jackie Austin, Peter Meehan, Allison Arnett, Amrita Dodani, Richard Ferrari, Ty Sullivan, Charles Shapiro

·       Zoom Attendance: Raj Subedi, Allison Bonoff, James & Erica Melnicot, Brian Murray, Billy ?, Adrienne Williams, Molly ?, Carole Pearson, Brian Casey, Jean Grisanti, Berkowicz, David ?, Jeni Bianco, Umrao, Kenn O’Hara, Bess Hughes, Maria Taylor

Opening Remarks: Dan Slippen

• Dan opened with thanks to current board and particular thanks to Charles (completing term as Co-President) and Candace (whose family is graduating from the program.) Also thanked coaching staff and summarized a great year. Noted that this is the first year since Covid that we’ve been able to meaningfully return to gathering and the focus moving forward will remain on providing social opportunities to support team bonding by roster group as well as for the team as a whole. He recapped some of the year’s highlights which included a BBQ that set the tone for the year, and several social events facilitated by the age group reps. He recapped the role of the Parents Club (and the role of parents in general), and reinforced that all parents are welcome to participate in comment during the first portion of the monthly meeting agendas.

Proposed Slate and Voting: Charles Shapiro

• Charles confirmed the voting items for the meeting, and echoed many of Dan’s sentiments about the past year. He read the names of nominees across the proposed Board slate which included: Allison Arnett (Co-President), Charles Shapiro (Ex-Officio), Amrita Dodani (Meet Coordinator), Richard Ferrari (PET Coordinator), Adrienne Williams (USA Swimming Manager), Jackie Austin (Officials Coordinator), Sarah Sullivan (8U Rep), Open (8U Rep), Sarah Hart (AG Rep), Allyson Schenker (AG Rep), Berkeley Murray (Senior Rep), Chrissy Gussen (Senior Rep)
• Noted that Dan Slippen, Dave Lake and Raj Subedi were all in 2 year terms, and that Aimee White-Charles was appointed to fulfill second year of a resigning member.
• Motion to approve the full slate raised, seconded and approved.
• Full nominated slate was approved by unanimous vote with no dissentions or abstentions.

Treasurer’s Report: Dave Lake

• Overall, a healthy financial year. Still need to get caught up with YNats, Nashville, etc. but expect to still have a surplus. Meeting income was more than budgeted, and expenses were less than budgeted despite including the BBQ, which was not originally budgeted for.
• Will be kicking off process of developing next year’s budget and participation/ideas are welcome.
• Consider if next year we may be able to afford to not charge for social activities or for the banquet.
• It was noted during banquet discussion that we will be looking for new co-chairs, as Mary and Jess will be passing the baton.

Coach’s Report: Ellen Johnston

• Very successful year thus far, recap of meets to date and “state of the state” of program.
• Update on staffing. Several resumes in the door for coaching positions and still on track to announce at least one coach by July 1.
• Kristin is embracing her role with excellent oversight as well as great communication. Rich is now leaning in and will be taking on more coaching responsibilities; and several former coaches are returning to help us through long course and the transition. Very pleased with how it is coming together and feel confident about coaching staff.
• Recap of status of Planning & Zoning case to extend hours at Mahackeno. Discussed need to have a coordinated “script” similar to the way opposing neighbors do, to neutralize their argument about the risk of noise during early morning practice. The case has been continued to Monday and Ellen will be in touch about how parents (particularly Westport parents) can help. Suggestion was made to set up a decibel meter in area of concern to fight the emotion of neighbor complaints with facts.

Officials: Jackie Austin

• Discussed concern over lack of WRAT officials and need to recruit more for training. Confirmed with Ellen that this is indeed a nationwide (and potentially cyclical) issue, but must be handled at the local level.
• Discussed potential streamlining of certification process via new leadership at CT Swim.
• Aspiration is to be able to staff our own meets with all WRAT affiliated officials.
• Suggestion was made to pool resources with other local clubs, response was that on some level, this is already happening but there are barriers that make it an incomplete solution.
• Discussed need to create a targeted campaign to high-likelihood candidates; ideas included targeting sweet spot of 9-12, several years with the team, POVs from new officials as well as “official’s kids”, positioning as a way to invest in child’s interest or to stay busy during meets they are attending regardless.
• Need to create a very clear definition of requirements (which can now potentially be done from home) so that we demystify the process and make it feel less burdensome.
• Formed a working group to focus over the summer on this – (Ty, Allison, Jackie, Dan, Adrienne, Charles.)

Other Business/Key Decisions

• Sarah Hart and Berkeley to run with setting up a new spirit wear shop in partnership with AG parent show approached Sarah willing to design.
• Sunday, September 17^th for BBQ.

Motion to adjourn raised, seconded and approved. Meeting adjourned at 8:30pm.