Williamsburg Aquatic Club

                                                                                                                                                            Local Swimming Since 1979

 

Board Meeting

Wednesday, July 14, 2004

 

 

Place and Time

 

          James City County Community Center

          7:00 PM

 

Attending Members

 

Jeff Armstrong          Harold Baker            Lorraine Bartlett       Jay Dunbar

Ethel Eaton              Debbie Heidt            Mark Knotts             Linda Lockwood       

Rick Overy               Mark Pittman            Frank Tambone         Eric Young

         

Call to Order @ 7:10PM

 

Business Conducted

1.     Review of Board meeting practices

 

2.     Review of previous meeting minutes

  • The minutes from 6/01/04 were reviewed quickly to see if there was any discussion necessary of old business.  Board voted and approved minutes.

 

Action List from 7/14/04

Mark

 

  • Reserve room at REC Center for 9/8 or 9/9 @ 7PM for WAC sign-up.
  • Amend form 990 to show updated Bingo revenues - due 7/31
  • E-mail webmaster to post Bingo resumption as of 8/2
  • Meet with Linda to fine tune work commitments/work credits for member sign-up
  • Look into Bubble door replacement/options

Linda

·       Clarify with Jay Dunbar his new position and send appropriate info

·       Meet with Mark to fine tune work commitments/work credits for member sign-up

Frank/Rick

·       Draft letter for August Board Meeting (8/3) regarding fundraising goals/needs 

Harold   (presented to those present his action list for the upcoming weeks)

 

 Board Member Reports

3.     President’s Report (Mark Knotts)

  • Noted that 2004-2005 budget approved
  • Eastern State Bathhouse construction plans approved at the State level.  Plans have been rebid with the lowest bid coming in at $208,000.  The initial costs of planning and design cost $27,000.  The County had given us initially $210,000 for this project.  The shortfall would have to be fundraising goal for the Club.  This money is in no way connected to the operating budget of the Club.  Jim Bennet continuing to look at cost reductions.  
  • Official WAC bingo will begin on August 2nd.  The bingo scheduled for July 26th will be given to the Red Cross to host due to summer league swim meets scheduled for that evening.
  • No volunteers for the Facilities position as of this date.  Will place an ad requesting volunteers for all available Club positions in the WAC Attack.
  • Jay Dunbar and Ethel Eaton will Co-Chair the Membership Chairman position.  Ethel will be the contact/tracker person and Jay will be inputting data into a tracking spreadsheet.

 

4.     Fundraising Chair (Rick Overy/Frank Tambone)

  • Board voted and approved Frank Tambone filling the Acting Fundraising Chair position.  This position will have reporting to him/her parties responsible for Sponsorship, Events, and Special events.

 

5.     Treasurer’s Report (Debbie Heidt)

  • Will assume position of Treasurer.  Awaiting budget turnover from Linda.
  • Harold gave update on budget situation in Linda’s absence( arrived a little late) – all bills paid, $16,000 in account, $1,000/week for Red Cross bingo (5 remaining bingos) $6,000 in food coupons, $1,000 currently owed by members – Hopes to be $10,000 in the black at year end.  No anticipated expenses in August other than coaches salaries/travel.

 

6.     Coaches Report (Harold and Jeff)

  • Harold conducted a meeting with interested Peninsula parents who would like to see a WAC expansion in their area.  Interest was strong and a follow-up meeting is scheduled for either July 28th or August 4th.
  • Updating the WAC flyer with Bob Oller on July 15th at 2:30PM.
  • WAC recruiting for Fall session to be conducted at Mini-meet and Champs – looking for volunteers to work recruiting tables.
  • Laminate flyer for Williamsburg pools regarding Fall session.
  • Coaches to place swimmers in levels for Fall session.
  • Jeff and Harold will get together to change the names of the various swim levels prior to Fall session statement mailings.
  • Mail-out/sign-up will be sent to current members by the end of July.
  • Early sign-up at Eastern State for new members – August 4th (to be finalized)
  • Sing up date for new members this Fall either – September 8th or 9th (to be finalized).  Asked those present to help with upcoming new member sign ups.
  • Harold will advertise positions for work credits in newsletter.
  • New sign for Sports N Store to include WAC (official WAC office)
  • Installation of new phone line in store for WAC purposes.

 

 

 

 

Possible Club expansion

Discussed potential Club expansion to include a practice facility on the Peninsula.  This effort is being explored to strengthen the team and to make WAC more competitive.  Comments were identified that couple of members were very concerned about the finances of this expansion and not wanting to be responsible for any additional financial obligations. 

Also, concern was expressed about:

  • loosing the sense of a “community” team
  • possibility of a different fee structure for Peninsula members
  • how coaches would be split among the various practice sites
  • any contracts that would be signed for practice time at Peninsula pools
  • level of commitment from Peninsula swimmers
  • review of anticipated costs by an independent person
  • special treatment of “elite” swimmers and attention being taken away from the average swimmers

 

 

 

Next meeting Wednesday, August 11, 2004

 

Board adjourned at 8:50 PM.