Board Minutes

Parent Board Meeting

General Membership Meeting

Tuesday, August 6, 2002

Place and time

          James City County Community Center

          7:00PM

Attending Members

          Jeff Armstrong         Allen Atkinson          Lorraine Bartlett

          Mike Basehore         Brett Dowling           Beth Carpenter

          Trooper Earle           Linda Lockwood        Bob Oller

          Mark Pittman

1. Call to Order @ 7:07PM

2.     Business conducted

q       Minor revision to 7/30/02 minutes – Board approved

q       Board Meeting minutes to be posted on website

q       Trooper reviewed the bylaws and with the absence of “Meeting Conduct” procedures he presented the Board with a proposed guideline for all future meetings:

a)     Meetings – scheduled and confirmed – 2^nd Tuesday of every month, 7:00PM, Rec. Center

b)     Written agenda – Trooper will provide a written agenda via email to everyone in advance.

c)     Additions to agenda – If anyone has any items to add to the agenda, they should email Trooper back a day before the meeting to have it added at the beginning of each meeting.

d)     Meeting will end on time – An estimated ending time will be determined at the beginning of each meeting and Trooper will make every effort to meet that agreed deadline.

e)     No assumed decisions – Trooper will attempt to call a verbal vote for every decision being made. At any time, any board member may make a motion for a vote under Robert’s rule of order procedures.

f)       Majority votes – Decisions will be made under majority vote. While the bylaws do not clearly determine voting rights, all elected and nominated board positions will have an equal vote until the bylaws can be reviewed and more clearly defined.

g)     Minutes – The Secretary will attempt to turnaround the minutes within 48 hours for the President to approve. Once reviewed by the President, the minutes will be broadcasted to all board members who will have 72 hours to respond with changes. Once changes are made, the approved minutes (less any items not appropriate for public viewing) will be emailed to the Webmaster for posting to the website.

h)     Board Member unity – It was agreed that not ever member will agree with every vote. Trooper asked the commitment of everyone in the group to voice any dissenting opinion they want at the board meetings. However, once all discussion has ended, a vote taken, and a decision approved by majority vote, no individual should then publicly voice their dissenting opinion outside the board meetings. All agreed.

q       Discussion of member roster distribution and who is responsible for maintaining data (Treasurer)

a)     Beth and Trooper to meet to discuss database consolidation

b)     Target date of September 13^th for new member list mail out.

c)     Jeff requested that neighborhoods be recorded so that carpools could be easily formed.

3. Board Members Report

q       Mark Pittman had question regarding the pick-up of the Bingo money bag

a)     Explained the need to keep Bingo funds in separate bank/account, no co-mingling of funds – State law

q       Linda Lockwood spoke of the Coca Cola order form for Fall fundraiser – each form would have the swimmers name on it with a target date of mid-September for distribution to swimmers. Cannot coincide Bubble raising with Coke delivery – not enough time

q       Beth Carpenter stated that bills were sent out 8/6/02 to be returned 8/31/02

New Committee Chairs – Board approved by vote

q       Ways and Means / Brett Dowling (finance background)

a)     Hopes to enlist the help of others

b)     Will help to define long term financial strategy for club

c)     Will develop Strategic plan for club

d)     Will assist Treasurer when needed

q       Publicity / Bob Oller (marketing background)

a)     Hoped to enlist the help of others

b)     Website – functional, relevant content, meeting needs of club

c)     Increase e-mail correspondence to allow for less paper distribution

d)     Manage effective layering of messages

q       Nancy Bennett would continue the newsletter. She will not be in charge of content but would receive submissions from the various Chairs and Board members.

q       Newspaper submissions – looking for someone to be responsible to see to it that we stay on top of meet results and submit results as soon as possible after meet conclusion. The club needs to be able to convert the meet data the coaches receive to a format that can be quickly emailed to the newspapers.

q       Vacant - Personnel Chair position and 1 Bingo Manager position

q       Work Commitment 3^rd revision approved by vote of the Board. The new revision will be included in the revised team handbook.

q       Trooper met with Harold to review finances and the general operation of WAC. The Board approved to allow Harold, Mike, and Trooper to investigate a lower interest loan on the bubble since the rates have gone down from the originally financed loan. This item will have further discussion at the next meeting.

q       New membership meeting scheduled for September 4^th at 7:00PM at the Rec. Center.

a)     Trooper will present a PowerPoint presentation

b)     Refreshments will be served

c)     It was suggested that the sign-up sheet have a space designated for the neighborhood of the members. This will help with car pool arrangements.

4. Newsworthy

q       Board approved support for the JCC “A Day to Eat Dinner with your Children” which is scheduled for Monday, September 23rd. This will be observed throughout the County with all events/practices cancelled for the evening.

q       JCC County Fair – August 10^th – WAC will have a table for recruitment and presentation of materials. It will be staffed throughout the day by Linda Lockwood, Brett Dowling and Bob Oller (10:00AM – 5:00PM).

q       JCC Rec. Center will be closing for 2-3 weeks in December for renovation of pool facilities (draining of pool, painting, installation of new lighting). Jeff Armstrong asked if it would be possible to do the work after the 15^th of the month, which would be the most suitable time for the swimmers.

q       JCC approved additional practice time on Tuesday and Thursday mornings at the Rec. Center. They were unable to extend by 15 minutes the Friday PM practice. Friday evenings at the Rec. Center are open to its members to promote family time.

5. Financial Course/Expectations of Club

While the board meeting officially ended at 8:45, several stayed on until 9:10 PM to discuss what they wanted for the Board to accomplish this coming year. Issues discussed were:

q       Where do we see our club going?

q       What are our expectations?

q       Do we want a quality Club or a quantity Club?

q       Goals:

a)     Increase membership

b)     Increase level of competition

c)     Increase pool time for practice

d)     Increase participation of members with regard to time and talent

Board adjourned at 8:45PM.