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 Eric Young Jerrod (WJCC Rep)

Call to Order @ 7:07PM

Business Conducted

1. Review of Board meeting practices

2. Review of previous meeting minutes

The minutes from 8/03/04 were reviewed quickly to see if there was any discussion necessary of old business. Board voted and approved a revision to the minutes. Lorraine will send Mark Knotts the revision to be posted on the website.

Action List from 9/07/04

Harold to send Jerrod a WAC directory after new membership sign-up 9/8/04.

Harold will provide Jay/Ethel/Debbie a copy of 04-05 membership database.

Harold will reserve Kingswood clubhouse for parent information meeting 9/21 regarding Florida trip 2005.

All committee Chairs will need to inform Jay/Ethel of fulfilled member work commitments.

Mark will check with Bingo workers on air purifier effectiveness.

Board Member Reports

3. President’s Report (Mark Knotts)

An industrial version air purifier was tested at a Bingo session a few weeks ago. Mark will check with the Bingo workers to see if they thought it improved the smoke conditions in the hall. The unit would cost the Club $1000.
Mark will purchase the cable for the Bubble up @ $.20/foot X 1000 feet.
Mark Newcomb will replace eyebolts for Bubble.
New Bubble door should arrive in the next few days. Mark will assemble this weekend.
Rec Center renewal sent in and they requested a copy of 04-05 member directory for records. Harold will provide after new member sign up meeting 9/8/04. The $1500 scholarship monies that was part of the renewal has been changed and is now referred to as an annual maintenance fee.
The Department of Agriculture & Consumer Affairs denied exemption for the annual Bingo registration. Mark Pittman to resolve.

4. Fundraising Chair (Rick Overy)

Much discussion was held regarding the construction of the Bath House at the Eastern State Pool. Rick, Jim Bennett and Harold met with the County Manager, Sandy Warner and John Mc Donald to see if any additional monies could be provided from the County/Eastern State to help with the $35,000 +/- shortfall. WAC is hopeful that some monies will be forthcoming and the remainder to be raised through a Club fundraising effort.
The current Bath House bid proposal has been extended for a few weeks but a decision must be made to move forward in the coming days. Construction could begin as soon as 9/16 with completion in time for the high school swim season. All parties realize this is an opportunity that should be pursued for Club expansion as well as a great benefit for all swimmers.
The Fundraising Committee will be coordinating a MAJOR effort to raise monies for existing budget commitments, Club equipment and the Bath House project shortfall. A letter will be sent expressing the various needs followed up by direct phone solicitation of all members. Each family will be asked to provide/pledge a dollar amount to be determined after the shortfall has been assessed. Members can designate which project they would like their monies to support. Also, emphasis will be placed on member participation in the Coke sale, food coupons and the Wine & Cheese event in spring. If we are unsuccessful in 100% of the bathhouse fundraising endeavor, we may pursue some form of public/private financing to bridge the cost until fundraising can complete the goal.
The Board voted and approved the Fundraising Committee to solicit up to $15,000 to fund the Bath House.
The Board voted and approved the motion to enable the Board to approve via email the building of the Bath House and the signing of the contract with a start date of 9/16/04 once the County and Eastern State come forth firmly with additional monies for project.
Debbie Fanuk has agreed to be the Treasurer of the Bath House project.

5. Treasurer’s Report (Debbie Heidt)

Received budget/checkbooks from Linda Lockwood. Presented those in attendance a budget status report with current figures. There will be a budget shortfall for the 03-04 budget year. Harold will provide additional information/figures and we will have a complete budget status at the next meeting in October.
Barbara Sukramani will audit the WAC books for the 02-03 budget year. She also agreed as part of her work commitment for the Club to reconcile our unopened bank statements.
Board voted and approved revising the bank signature cards to reflect new Board members.
Food coupons will remain under Gloria and the coaching staff for tracking purposes.

6. Coaches Report (Harold and Jeff)

Harold signed the Eastern State contract. The utilities will be split 78%/22% (WAC/ES).
Currently 176 swimmers have signed on for the Fall session. Waiting on additional 25-30 payments from existing members. New member sign up scheduled for 9/8 with 140 people on waiting list. Levels D & F are full. Harold is searching for more pool time at the Rec Center, W&M and Eastern State to accommodate the influx of new swimmers.
Looking for Social Chair to coordinate the “Bubble Up Event” (food & games).
Jeff gave handout detailing plans for the Florida trip 2005. Will conduct a parent information meeting on 9/21 at Kingswood Clubhouse.

7. Membership Chairman (Jay Dunbar/Ethel Eaton)

Jay and Ethel will work to clarify roles to avoid duplication of duties.
Expressed urgent need to fill vacated positions. Will advertise on website and word of mouth solicitation. Also, will recruit at new member sign up for open positions.

8. Official’s Chair (Eric Young)

Will advertise on website for various positions and appropriate training dates.
Michael Downs will be Peninsula coordinator.

Next meeting TUESDAY, October 5, 2004

Board adjourned at 9:00 PM.