Parent Board Meeting
Board Meeting
Tuesday, January 7, 2003
Place and Time
James City County Community Center
7:00 PM
Attending Members
Jeff Armstrong Harold Baker Lorraine Bartlett Beth Carpenter
Trooper Earle Dexter Klock Linda Lockwood Bob Oller
Mark Pittman Paige Rogers Frank Tambone
1. Review of Board meeting practices
2. Review of previous meeting minutes
q The minutes from 11/12/02 were reviewed quickly to see if there was any discussion necessary of old business. No discussion was called for. Board voted and approved minutes.
Board Member Reports
3. Personnel Chairman (Paige Rogers)
q Distributed handouts for the completed work commitments of the members
q Will coordinate database work with Dexter Klock
q Brainstormed ideas for publicizing WAC to the community (Paige and Leo):
a) WJCC access channel – free advertising – where, when, how. It runs 8X’s per/day and the time allowed is 25 – 30 minutes
b) Neighborhood Connection – given to those new to the area
c) Banner or placard announcing Bingo Tonight on the corner of Bypass and Waller Mill Roads
d) Board of Supervisor’s meeting – WAC parent could present all the benefits of WAC and its program and the positive affects on children
e) Parks and REC ad bulletin
f) Promote Bingo through free instruction 1X a month at Park and REC
g) Local advertising on Williamsburg radio station WMBG
h) Send flyers to the local Retirement communities promoting Bingo
i) Paige, Bob and Mark will brainstorm publicity ideas and present outcome to Board at the next meeting
j) Board voted and approved any immediate, non cost ideas that they can generate for publicity of the club and/or bingo
4. President’s Report (Trooper Earle)
q Reiterated president’s agenda and mission of the Club, which was discussed at the Board meeting in August. Key points of concentration for the year 02/03 were to include: increase of membership for financial stability; increase of club communication; decrease duplication of work and determination of methods for greater efficiency; structure Board positions and processes for easy transfer year to year. Trooper questioned those present if they felt the core issues of the club were being addressed. All members present felt we were moving in a very positive direction. All agreed that to accomplish these tasks it would take some time but that over the course of the year we should be able to make significant progress. In general it was felt that, we the Board, are here to help in the implementation of the philosophy of the coaching staff.
q Trooper asked for volunteers to assist in developing club bylaws, job descriptions, structure, elections etc. and Harold Baker, Leo Rogers, Frank Tambone will assist in this process. Will submit recommendations to the Board for approval.
q Barbara Sukramani has volunteered to conduct an annual audit of the WAC books. Board voted and approved.
q Mark Knotts has accepted the position of Vice President/Bubble maintenance on the board. Board voted and approved.
q Janet Gordon will assume the responsibility of the WAC Splash editor.
q WAC would continue their support of the Relay for Life. Board voted and approved.
q Discussion of a Team satisfaction survey to be investigated by Paige and Dexter Klock.
q Discussion of contacting members who have dropped from the roles. This would enable the club to find out if we were dealing with a satisfaction issue with our club and feedback would be helpful. To be further discussed at next meeting.
q ESH Bathhouse Update - The County has $150,000 to invest in this project. After various bids and plan modifications the average estimate came in around $210,000. The County suggested that WAC present this proposal to the School Board to see if additional monies could be funded through them. If all else fails, we should return to the County for further investigation.
5. Treasurer’s Report (Beth Carpenter)
q Discussion was conducted regarding the work demand on the Treasurer. It was decided that this position going forward should be a two-person assignment. It would be split between accounts receivable and accounts payable. Board voted and approved. We will move quickly to advertise the new position and will be seeking a club member to assume this responsibility.
q Membership enrollment for the current session is at present 184 swimmers.
q Financial statements were not available –will be mailed to Board as soon as possible.
q Ad sales for the meet programs were discussed. It was decided that a steadfast RULE going forward would be that only credits that are formally issued by the club’s Treasurer on the current billing statement can be applied by the member to that session’s bill. Any pending credits, not yet formally issued by the Treasurer, will be applied to the next session billing statement. This policy specifically applies to all credits that occur between the generating of the session billing statement and the end of session, which is generally a period of 3 weeks. Board voted and approved.
q Bingo proceeds ahead of budget.
q Food coupons going very well.
q Admin costs need to be watched.
q Bills will be generated for the next session the last week in January to be returned by mid February. Swimmers will not be allowed to swim Champs (Feb. 20) without dues being paid.
q Confusion as to the Bingo work credit coupons. It was decided that Mark Pittman would forward to the Treasurer the names of the individuals who assist with Bingo. This process would be much more efficient and eliminate excess paperwork.
6. Coaches Report (Harold Baker/Jeff Armstrong)
q Coaches discussed a 2-week break for swimmers beginning the last week in March and the first week in April. The only groups that this will not impact are levels F and G. We will hold practice the week of Spring break for those who wish to attend (April 21st – 25th).
q Harold feels that attendance for this session to come in around 184 – 190 swimmers.
q We will again co-sponsor the Red Cross wine and cheese fundraiser. We have much more lead time this year for planning/organizing this event and hope that it will be a profitable fundraiser for the team. Will receive update at the next meeting.
7. Local Market Chairman Report (Frank Tambone)
q Frank is currently working on revision/update of membership handbook
q Frank is continuing work on the recruitment brochure
8. Meet Director’s Report (Linda Lockwood)
q Issue of readiness of the Fort Eustis facility for upcoming meet due to replacement pool part. This will be finalized 1/8/03 in the AM. If unable to repair them we have to look for another facility or cancel the meet. Board voted and approved that Harold and Linda would make the decision on whether to proceed with the meet.
q Hospitality covered for this meet but short on timers and concession workers. Also, we need to provide the Marshall’s for any WAC hosted meet. Marshall’s must be USA swim registered. Ideally, it would be optimal to have 4 parents per AM and PM session.
q Issue of radio equipment and folding chairs to be coordinated.
q The hope is that we will have approximately 400 swimmers.
q Found parent liaisons extremely helpful in coordinating efforts for upcoming meet
q Harold explained how the meet assignments were bid upon at the beginning of the season. It was suggested that we plan to avoid meets where there may be a holiday or other function/event that would detract from having a good attendance.
9. Membership Chairman (Dexter Klock)
q Dexter continues to work on development of data software and Groove sharing to help organize the Board members.
q Dexter is also still working on determining a way to export data from the Hytek software for the newspapers efficiently.
10. Publicity Chairman (Bob Oller)
q New website developments include: online sign up for officials and meet volunteers
q WAC news has new name – ‘WAC ATTACK….News from around the pool’
q Passed to those present the new logo he developed for the WAC ATTACK
11. Bingo Coordinator (Mark Pittman)
q Bingo continues to do very well. Average revenues have now climbed to $1300+ a week
q Still looking for new ways to spread the word and raise the revenues.
12. Official’s Chairman (Tom Taylor / Not present)
q Tom Taylor was unable to be present, but he sent Trooper a message requesting clarification from the Board with regards to additional notices to our meet officials of meets outside of WAC’s participation. The Board voted and approved that additional notices by the Official Chairman would be beneficial to our officials as long as WAC participation in the meet clearly stated.
Next meeting date is February 4th.at 7PM.
Board adjourned at 8:59PM.
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