Parent Board Meeting
Board Meeting
Tuesday, January 6, 2004
James City County Community Center
7:00 PM
Jeff Armstrong Harold Baker Lorraine Bartlett Trooper Earle
Mark Knotts Linda Lockwood Rita Murphy Rick Overy
Frank Tambone Lisa Quick Eric Young
1. Review of Board meeting practices
2. Review of previous meeting minutes
The minutes from 12/02/03 were reviewed quickly to see if there was any discussion necessary of old business. Board voted and approved minutes.
q Rick Overy will draft letter with survey results to present to Board at February meeting for WAC family distribution when approved
q Eric to contact Dan (WAC Splash) requesting help with officials for the upcoming meet
q Rick Overy will contact Jim Bennett to present facts re: Bathhouse meeting with Tommy Norment
q Rita and Linda will coordinate foods for upcoming WAC meet
q Trooper to contact Dan Cristol to clean up the WAC Splash
q Trooper will need to schedule one meeting to devote to only survey results
q Frank to send survey to coaches for them to distribute at practices and this weekends meet
q Jeff requested that those present contact their respective summer swim teams to actively recruit for the Feb, 20th new WAC session
q Harold will contact Linda Knight (W&M, Director of REC Sports) regarding the W&M Distance meet
q Mark to purchase water bags to seal edges of Bubble and reduce air leakage
q Mark will check the light concern at the Bubble expressed by coaching staff
q Mark will contact manufacturer of present generator to request assistance with warranty, etc.
q Rick and Trooper will contact people they know whose expertise is related to the generator problems we are having for a second opinion of the situation
q Trooper will contact Bubble insurance provider to check on liability in the case of an armed robbery, etc.
q Trooper and Mark need to sign signature cards at the Chesapeake Bank
Board Member Reports
3. President’s Report (Trooper Earle)
q Reviewed Bathhouse summary letter from Jim Bennett.
q Rick felt it would be very helpful if Jim would attend anticipated meeting with T. Norment to be able to present the facts of the project. Rick will take the lead on this effort.
q Eric raised the question to Trooper regarding our Bubble insurance and the liability coverage in the event of a robbery. The recent Bingo robbery in Hampton raised some concerns.
4. Vice President’s Report (Mark Knotts)
q Mark reported on the excellent meeting he had with Mark Pittman and John McMillan regarding Bingo and the concerns that were expressed at previous Board meeting. Clarification of duties was established and we should see improvement in this area very soon.
Bubble update:
q Float switch is working
q Would like to purchase water bags to seal edges of Bubble to retain heat – reduce air leakage
q Coaches reported that there may be a problem with lights – when they close at end of practice and start to turn lights off the lights brighten with this process. Mark will check.
q The back up generator appears to be out of warranty. The “Stader” (core item) needs to be replaced as per initial check by repairperson.
q Rick and Trooper volunteered to contact people they know with expertise relating to our generator problem for a second opinion.
q The question was raised as to how much are we willing to spend on repair work on the existing generator when a new generator will cost $2600+/-.
q Mark was asked to contact current manufacturer to examine warranty once original receipt of purchase was provided.
Board voted and approved the purchase of water bags for Bubble
Board voted and approved to purchase a new generator if the difference between fixing the old one and buying a new one was less than $2,000.
5. Fundraising Chair (Rick Overy)
q Educate parents on the need for the fundraising effort. Emphasize that the dues for each swimmer do not cover the cost of getting into the pool and that all comments/suggestions would be taken seriously.
q Complete survey, tally results, draft letter to present to Board in February for review.
q Establish a wish/needs list for the Team.
q Asked Trooper to schedule one additional Board meeting to devote solely to brainstorming survey results.
6. Treasurer’s Report (as per Harold Baker & Linda Lockwood)
q Distributed budget printout.
q Gloria has been sick with the flu and the budget does not reflect the current status. Containing expenses thus far has gone well. The only uncertainty at this point will be the utilities for the Bubble, which is dependent on the severity of the weather over the next 2 months.
q Bingo going well despite the loss of the week in September due to Isabel.
q Local high school swim teams have paid a small amount ($600) for use of the Bubble during the month of December when the Rec. Center was closed.
q The end of February will better reflect the budget situation. We need to have a good last session. The beginning of March WAC will have collected about 80 – 85% of monies projected in the budget. Jeff suggested that all members present contact their respective summer swim teams to actively recruit swimmers for the next session.
q Harold requested that Mark and Trooper sign signature cards at the Chesapeake Bank for WAC purposes.
q Linda purchased “Quick Books” for our accounting purposes.
7. Meet Director’s Report (Linda Lockwood)
q WAC sponsored meet this weekend (Jan. 10-11 at Fort Eustis). TAC is not coming, SEVA is sending only about 55 swimmers and Coast Guard is sending a few swimmers. Very disappointed with expected turnout (423 in 2003 vs. 311 in 2004). Currently we can only invite teams in our region, which has its limitations. A conflict also is the HS meet on Saturday at Midtown. Will attempt to bid for different meets in fall, 2004. WAC sponsored meets are generally a moneymaker for the team but currently we hope to break even. We will not be sponsoring the concessions because the cost of renting the room is prohibitive. Also, the play pool will be closed for the same reason.
q Dana Aspell and Ann Anderson are assisting with volunteer meet assignments.
q Plans to post meet work assignments on the Website.
8. Social Chairman’s Report (Rita Murphy)
q Will coordinate foodstuff with Linda for upcoming meet.
q Social committee is organizing treats for later in January after swim practice.
9. Official’s Chairman’s Report (Eric Young)
q Much difficulty with officials for the WAC sponsored meet. There is a desperate need for officials for the Saturday, AM session. This is a result of officials being recruited for the other meets on the same weekend.
q Continued need for officials in the younger age groups. We need to actively recruit family members from our younger swimmers for these positions.
q Will post on website the need for officials this weekend.
10. Coaches Report (Harold and Jeff)
q Harold asked that the WAC Splash be cleaned up. He asked that the various links be removed to access immediately the current information. The various links already exist on the WAC website. This medium is for communicating current, vital information only.
q Jeff emphasized the need for a “recruiting structure”. We need a point person to actively head this effort.
q February 20th is the start of the third session and he would like to see a strong effort placed on recruiting swimmers. Asked all present to contact their local swim teams to notify members of this 3rd session opportunity.
q Will start to organize the WAC/Red Cross “Wine and Cheese” night. This event will be held on a Saturday in early May.
q Senior Champs - location yet to be determined
11. Local Market Chairman (Frank Tambone)
q Distributed the 17 completed survey results to those present. Discussion was held and it was decided to attempt to obtain more feedback from members. Surveys will be distributed to WAC families this weekend at the meet and the coaching staff from levels A and B will request feedback from the senior swimmers.
q It was suggested that Frank contact Dan to post a note on the WAC Splash to remind families to complete their surveys.
q Board extended a warm thank you to Frank for all his efforts on the survey.
q Goal will be to distribute completed surveys to WAC families for their review/comments.
Next meeting Tuesday, February 3, 2004
Board adjourned at 8:58 PM.
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