Parent Board Meeting
Board Meeting
Tuesday, February 3, 2004
James City County Community Center
7:00 PM
Jeff Armstrong Harold Baker Lorraine Bartlett 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 1/0/04 were reviewed quickly to see if there was any discussion necessary of old business. Board voted and approved minutes.
q Mark will give Linda work credits.
q Mark will look into borrowing a power washer for removing mold in changing area of Bubble.
q Harold will give Linda the current list on swimmer reassignments for billing purposes.
q Harold will check into the Kingswood Clubhouse for the Champ Pasta dinners (February - 6PM – 8PM).
q Linda will research the product pricing (Coke vs. Pepsi) for the upcoming soda fundraiser.
q Rick will speak to Trooper about scheduling an Executive Board meeting in the next few weeks to discuss survey.
q Frank will organize survey results and send to Board.
Board Member Reports
3. President’s Report (Trooper Earle as per Mark)
4. Vice President’s Report (Mark Knotts)
q New Generac generator was purchased for the cost of $2165. Eastern State will perform maintenance. Discussion was held as to what to do with the old generator. Engine is still in working order and it could be used for spare parts. Plans to revisit this issue at a future meeting.
q Gave proposed budget breakdown to Harold and Linda for their review.
q Dexter Klock has resigned as Membership Chair. We will be looking for a volunteer and hope to restructure the position for September.
q Mark received complaints about mold growing in the boards of the changing tents at the Bubble. Will look into power washing the areas. The idea of laying down mats was presented with many in attendance reporting that the mats are not a good idea. They hold the trash, debris, etc. and the Rec Center stopped using them for this reason.
Bathhouse update:
q Harold and Rick are waiting to conduct meeting with Tommy Norment.
q Waiting for the State to review and approve plans. This process has been delayed due to weather, etc.
5. Fundraising Chair (Rick Overy/Frank Tambone)
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 Presented draft letter to members with changes in the billing process. Those in attendance thought it was a good idea and will consider the option for the fall billing.
q Presented completed survey (55 responses), tally of results. Plan to discuss at a separate meeting the results and planned strategy. Rick emphasized that the results of the survey would help with the direction of our fundraising effort and what a worthwhile effort it has been. The Club received valuable input.
q Establish a wish/needs list for the Team.
q Ask Trooper to schedule one additional Executive Board meeting in the next few weeks (Tuesday or Wednesday PM in February) to devote solely to brainstorming survey results.
q Overall recommendations:
1. Schedule meeting with the Executive Board to prioritize need list of club.
2. Establish a formal Fundraising Committee.
3. Include in fall billing statements the various job/work assignments that can be utilized as work credits for the Club. Also, on every statement include a spot for tax deductible donations.
4. Club handbook should be ready for distribution to members in September.
6. Treasurer’s Report (as per Harold Baker & Linda Lockwood)
q Received the necessary information from Gloria – will proceed with 3rd session billing. Mark will give the member work credits to Linda for billing purposes.
q Bubble utilities are in line thus far with projected budget.
q Last session enrollment will solidify the budget year. The hope is for continued enrollment across the various levels.
q Local high school swim teams have paid ($600) for use of the Bubble during the month of December when the Rec Center was closed. This is all profit for the Team. Also, Water Country would like to rent time at the Bubble for lifeguard training.
7. Meet Director’s Report (Linda Lockwood)
q Profit from the WAC sponsored meet in January was $2415.47. Advertising was under the budgeted amount considerably. Plans to distribute advertising forms in the future with the September billing. This will give interested parties lead time and plant the seed early for potential advertising options.
q Upcoming soda sale - information to be distributed in early March with pick-up sometime in April. No minimum purchase required. Will investigate Coke vs. Pepsi for cost comparisons.
8. Social Chairman’s Report (Rita Murphy)
q Organizing Pasta Dinners for the various levels prior to Champs in February.
q Valentine “Candy Guess” will be set up in the next few days for the various age groups.
9. Official’s Chairman’s Report (Eric Young)
q A Stroke and Turn training session will be held the 2nd or 3rd week of April. Any interested parties please contact Eric.
Coaches Report (Harold and Jeff)
q Will start to organize the WAC/Red Cross “Wine and Cheese” night. This event will be held on a Saturday in early May. Harold will be contacting Committee members with their various work assignments. The Red Cross sends out a mailer and we will be responsible for follow-up phone calls, etc. All WAC families will receive two tickets for this fundraiser in their 3rd session bills. The cost is $15 per couple and will be mandatory for all families.
q Meet schedule for summer will be decided this weekend at State meeting.
q Harold will work on the Team newsletter and include all the important upcoming dates.
q Jeff presented handout with the results of the Level A, B “Lap-a-thon”. Anticipate for the Florida trip about 13 – 19 swimmers and 6 chaperones. The preliminary plan is for the use of 4 vehicles for transportation to Florida. The departure for the trip will be April 9th in the PM. Additional plans will be forthcoming. A separate bill will be sent to all interested parties with the money required and the appropriate waivers.
q Jeff would like to see in the next budget some monies set aside for a yearly spring break trip.
q The idea of a Team “Swim-a-thon” as a fundraising effort will be addressed at a future meeting.
10. WJJC Representative (Lisa Quick)
q Lisa is assuming a new responsibility with the County/REC Center and plans to introduce her replacement at our next meeting.
Board adjourned at 8:44 PM.
© 2004 Williamsburg Aquatic Club
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