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 Mark Knotts Tom Taylor

Call to Order @ 7:11PM

Business Conducted

1. Review of Board meeting practices

2. Review of previous meeting minutes

q The minutes from 01/07/03 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. President’s Report (Trooper Earle)

q Leo Rogers, Frank Tambone, Dexter Klock and Harold are assisting with the Board structure review. Collecting documents for review and will proceed with a preliminary presentation to board members on the various position descriptions, responsibilities and work credits. This exercise will help greatly with the transition from one year to the next with new board members.

q A new laptop was purchased for Harold and is working well. The Board voted and approved to fund and maintain (nominal cost per month) the installation of an additional phone line for Balloons and Store. This will help with response time for Harold and enable the laptop to be assessable at all times.

q Team satisfaction survey is being developed with the help of Paige Rogers, Dexter Klock, Frank Tambone and Trooper. This generic survey will provide feedback from members who are currently active and will also be used for a satisfaction monitor for those members who have dropped from the roles.

4. Treasurer’s Report (Beth Carpenter)

q Membership enrollment for the current session is at present 185 swimmers.

q Bingo proceeds ahead of budget.

q Food coupons going very well - exceeding last year. Harold & Beth will look into the possibility of Walmart joining the list of stores for coupon opportunities.

q Bubble utilities running high which is to be expected this time of year.

q No response from members to fill accounts receivable position.

5. Coaches Report (Harold Baker/Jeff Armstrong)

q Commented on the great work being done to the website and the good communication the WAC Splash provides.

q We have had 2 recent instances of the Bubble going down. The first case involved a partial deflation and it remains a mystery. The second mishap, the Bubble went completely down and apparently the problem was the result of strong wind having separated a sleeve from the blower. Some damage ($400.00 +/-) to lights and exit signs occurred but repairs have been made.

q Harold will be choosing a date for the Red Cross Wine and Cheese Fundraiser. He will check for conflicts with swim meet schedules, high school proms, and any other local events to assure a good attendance.

q Harold and Jeff will be very busy over the next 3 months with swim meets every weekend. He asked that all be patient with requests that are not of an immediate nature and that he would address them as soon as he possibly could.

q Swimmer attendance at practices was sent home with this session’s bills. This was done to emphasize the relationship to percentage of time spent practicing and how it reflects in performance. Also, to avoid any surprises at the end of year awards picnic.

q Question was raised as to the status of the “Team Photo”.

q Coaches would like to make some changes in their bios on the website and it was suggested they send the changes/modifications to Maurice Blacher. The coaching staff will review the mission statement of the club and make the changes that they see fit and forward to our web editor when time allows.

6. Membership Chairman (Dexter Klock)

q Reviewed continued database development, getting personnel on Groove and progress report on newspaper data from Hytek software.

q Would like to meet with Harold and Jeff to discuss issues pertaining to the data that is necessary and relevant.

q Dexter inquired whether or not it would be helpful to have swimmer attendance tracked on the database. Coaches will think about that issue.

7. VP/ Mark Knotts

q Had some questions about the Bubble maintenance procedures and plans on consulting with Mike Baseshore. Will consolidate all manuals pertaining to the Bubble into one book for easy access. Would like to have contact information for emergency situations.

q Plans on checking the blowers on a regular basis both manually and automatically.

q Mark will lead the March meeting in Trooper’s absence.

8. Local Market Chair (Frank Tambone) Trooper presented in his absence

q Membership handbook has been newly created into one Word document. Additional changes from this point on will be effortless. Frank has done a great job and it is near completion. Harold will aid in the proofing.

q Continues to work on recruitment brochure

9. Bingo Coordinator (Mark Pittman) Harold presented in his absence

q Bingo continues to do very well

q Harold stressed the need for new Bingo coordinators. The current coordinators have been in the position and most have children that are no longer swimming or have more than served in this capacity. Harold anticipates a turnover of about 4 - 5 people. We need to actively recruit for these positions in the spring. Mark would like to continue to stay involved but would like to decrease his responsibilities.

10. Official’s Chairman (Tom Taylor)

q Newest certified official is Mark Knotts.

q Would like to see a communication that would indicate the newly certified officials as soon as possible after certification.

q All local teams have increased their officials to the levels that we currently hold.

q Need to promote to the parents of the younger swimmers the need for officials. We continue to be very weak in this area. In the near future we could have a problem since a lot of the current officials have children that will be moving on to college, etc.

Next meeting date is Wednesday, March 5^th at 7PM.

Board adjourned at 8:26PM.