Dear Parents,
Tamil School Sports Day Organizing Committee Meeting Minutes
1. Welcome (Sathish)
Sathish welcomed all participating parents to the meeting.
The floor was opened for a Parents-Sports Committee Q & A session from 7:35 PM to 7:45 PM, allowing parents to seek clarification on the upcoming event.
2. Incorporating Last Year's Feedback (Sathish)
The Committee acknowledged and thanked parents for the feedback received from the previous year's event.
Sathish clarified that while the committee attempted to incorporate all valuable suggestions, not all feedback could be actioned. The priority was to implement changes that would ensure fairness and benefit the entire group, rather than serving the interests of a focused few.
3. Sports Committee Volunteers
The following volunteers were formally introduced and thanked for their commitment to organizing the Sports Day:
Manikandan, Sathish, Nandhini, Swathi, Punitha, Partha, Renuka, Shan, Shyaan, Hema, and Poovendran.
4. Team Formation and Captains (Sathish)
A total of 22 children were enrolled for the Sports Day, which facilitated the formation of two balanced teams.
The teams were balanced across Age, Gender, and Total Age, as detailed below:
(A full list of team members and their age/category breakdowns will be shared with the parents soon.)
5. Games Structure (Sathish)
The games were categorized into three types: Individual, Team, and Fun games.
Final Games List:
Individual Games: Slow cycle race, Long jump, Cone/Cup hat race, Running, Ball rolling race, Lemon on the spoon.
Team Games: Balloon relay, Balloon burst relay, Uriyadi, Bowling cricket, Water cup relay, Relay running, Seven stones, Tug of war.
Fun Games: Ring toss, Ball passing game, Cup stacking, Frog jump, Musical chair. (Note: Fun games will be held during breaks and do not qualify for awards or points.)
Logistics: All Sports Committee Volunteers will be present, with a couple of designated leads for each game to ensure efficient execution.
Post-Event Communication: Sathish emphasized that perfect execution cannot be guaranteed. A Feedback Form will be sent out after the price distribution event.
Results Announcement: Winners and runners-up for Individual and Team games will be announced shortly after the Sports Day (within one week).
6. Points System (Sathish)
The following points system will be used to determine the overall winning team:
The overall champion will be the team that accumulates the highest number of points.
7. Code of Conduct (Sathish)
Referee Decisions: All decisions made by the referees are final and must be respected. There will be no re-try of any sort for any games.
Respect: Kids are strongly encouraged to respect all others as they would wish to be respected.
Obedience: Parents must ensure children are obedient, stay near the field area, and are readily available when called by volunteers.
Volunteer Support: Parents were reminded that volunteers have spent their personal time organizing the event. Any feedback or concern should be provided directly to the Sports/Executive Committee via the official feedback form and not through gossip with other parents.
8. Bibs and Team Identification (Swathi / Renuka)
Parents were instructed to ensure their children wear the assigned bibs at all times during the event.
Bibs will be used solely for team identification; there is no hidden color code or meaning associated with them.
Kids must be instructed to keep their bibs safe until the event.
9. Getting Ready for Sports Day (Nandhini)
Parents were given the following key instructions for pre-event preparation and event day logistics:
Q & A
1. Individual Game Recognition for All Participants
Question: Would it be possible to arrange recognition for ALL kids at the individual game level, rather than only the winner and runner-up?
Response: We appreciate this suggestion, as fostering participation is important. The Sports Committee will discuss the feasibility of providing a form of recognition for all individual game participants. We will review our budget and logistics after the Sports Day and will communicate any plans regarding broader individual recognition at that time.
2. Slow Cycling Race Participation
Question: Why are some slow cycling races not being conducted?
Response: Due to low participation numbers in certain age categories for the Slow Cycling Race, we have had to combine or cancel those specific heats. This decision ensures all races have enough competitors to be fair and enjoyable. We apologize to the few participants affected but confirm that the race will still take place for categories with sufficient enrollment.
3. Breaks and Re-energizing
Questions: Would there be a break in between the games for the kids to re-energize?
Response: Yes, we confirm there will be scheduled breaks throughout the event to allow the kids to rest, re-energize, and hydrate. The Sports Committee will finalize the exact timing and logistics of these breaks today. We will share the details of how the breaks will look by the end of today or by tomorrow morning.
4. Game Order and Time Schedule
Question: Will you share the game order and time schedule?
Response: After careful consideration, the Committee has decided not to release a time-specific schedule or game order. This is a deliberate organizational decision made to benefit all participants and the flow of the event.
Reasoning: Sharing a specific time schedule often leads to participants arriving only for their main event and missing other important, early-morning team games. This results in missing out on valuable points for their team and detracts from the full team experience.
Action Plan: The day is designed as a round-robin event, moving smoothly from one Individual, Team, or Fun game to the next.
Your Role: We strongly urge you to ensure your child arrives on time (7:45 AM) and remains present until the closing ceremony. This ensures they participate in all games, contribute to their team's points, and are there to cheer on their friends and fellow team members throughout the day.
We will, however, share the confirmed list of games and the lead volunteers assigned to each game, which you can use for any specific questions.
5. Feedback from last year:
Question: A parent specifically asked if last year's feedback had been incorporated.
Sathish clarified that while the committee attempts to incorporate all valuable suggestions, it cannot fully fulfill every comment to meet the expectation of all parents. The priority is to implement changes that ensure fairness and benefit the entire group, rather than serving the interests of a focused few.
Specific Error Acknowledged: Addressing a parent's comment regarding the misplacement of the winner and runner-up awards last year, the committee categorized this as a blunder mistake. Sathish assured parents that extra care will be taken this year to prevent any such errors during the announcement and distribution of prizes.
WK07 - 26 Sep 25 - Announcement - Sports Day
We have a meeting in our tamil school on Friday (Sep 26) from 7:15 to 7:45 PM to discuss about the sports day which is on Sep 28th, at 8 AM in the Standifer Park.
We will be finalizing key details for Sports Day, and your attendance is highly encouraged. The main topics we will cover Response:
We have include:
1) Game Rules: A breakdown of how each game will be played.
2) Team Formations: How the balanced age-group teams were created.
3) Final Games List: The confirmed list of competitive and fun-break games.
4) Points System: How points will be awarded and how the winning team will be determined.
5) Emphasize the importance of sportsmanship for both our students and spectators.
6) Respect for Referees: All participants and spectators must show complete respect for the referees and committee members at all times. They are volunteering their time to ensure the event runs smoothly and safely.
7) Final Decisions: All decisions made by the referee on the field are final and binding. There will be no appeals, arguments, or parental intervention regarding the scores or results of any game.
8) Focus on Fun: We ask that everyone help us maintain a positive and encouraging atmosphere where the focus remains entirely on the children having fun and trying their best.
Understanding these details will help ensure a smooth, fun, and fair day for all our students.
We look forward to seeing you there!
Thanks,
CTP Sports Committee.
