Parent Board Meeting
Board Meeting
Tuesday, March 2, 2004
James City County Community Center
7:00 PM
Jeff Armstrong Harold Baker Lorraine Bartlett Mark Knotts
Linda Lockwood Rita Murphy Rick Overy Mark Pittman
Frank Tambone Eric Young
1. Review of Board meeting practices
2. Review of previous meeting minutes
The minutes from 2/03/04 were reviewed quickly to see if there was any discussion necessary of old business. Board voted and approved minutes.
q Mark plans to purchase 2 new sets of lights for the Bubble.
q Mark will fix broken cables around Bubble using clamps and new cable.
q Mark will advertise for new Membership Chair in the next newsletter.
q Mark and Linda will conduct a “Work Commitment Review” to be included in the fall billing statements. This information sheet will describe the various work assignments that can be utilized as work credits for the Club.
q Linda will research the product pricing (Coke vs. Pepsi) for the upcoming soda fundraiser.
q Trooper will be asked to complete the Bylaw revision that was started in the fall before his term of president is completed.
Board Member Reports
3. President’s Report (Trooper Earle as per Mark)
4. Vice President’s Report (Mark Knotts)
q Mark is willing to step into the soon to be vacant slot currently held by Trooper Earle in the upcoming June election. Trooper will be stepping down as president due to the increased demands of his time for his business. Trooper will be asked to complete the task of reworking the WAC Bylaws. He has devoted a lot of time to this effort and we all would like to see him complete this task as president. We will have a slate of officers that will be voted upon by the WAC members during the Bubble take down/awards banquet, which will be sometime in the beginning of June.
q It has been decided that the old generator will either be offered to Tim Dube or Mark had an interested party that was willing to give the club $100.
q Kevin Peterson power washed the Bubble and the deck.
q Water heater failed and the ignition control module has been replaced. Repair costs were $450.00.
q Purchased new water thermometer, heater for outside toilet, and emergency light.
Bathhouse update:
q Harold and Rick are waiting to conduct meeting with Tommy Norment. They are on his agenda for the end of the month.
q Final draft submitted to the State and we await approval. This process has been delayed due to weather, etc.
q Once we receive the final approved plans we will submit them to the “Dodge Room” and a “Builders Exchange” for additional quotes. We will rebid the project due to the unexpected increases in the cost due to State mandatory requirements. Eastern State will also see that all avenues have been explored for design/cost containment.
5. Fundraising Chair (Rick Overy/Frank Tambone)
q Scheduled a meeting (tentative – March 23rd – 7PM) of the Executive Board to discuss fundraising goals/strategies/needs of the Club. Mark Knotts volunteered his home for this meeting so as to not be limited with the 9PM closing of the REC Center.
q Frank emphasized the need to have all new procedures/changes/requirements that may be implemented in the upcoming months finalized so that they may be incorporated into the WAC handbook. This will enable all new/current members to clearly see what is expected of all club members with regard to club policy/procedures. This should be ready for distribution in the beginning of the fall session and upon sign up.
q Work to establish a formal Fundraising Committee.
q Suggested the billing statements include a spot for tax deductible donation.
6. Treasurer’s Report (as per Harold Baker & Linda Lockwood)
q No budget printout due to power failure at the Lockwood home. Will email budget information to the Board.
q Bubble utilities are in line thus far with projected budget.
q Last session enrollment will solidify the budget year. Monies should be in by the next meeting. Currently we have 184 swimmers enrolled for the spring session.
q Debbie H. has accepted the position of Accounts Payable Representative.
7. Meet Director’s Report (Linda Lockwood)
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.
q WAC has submitted it’s bid for 3 WAC hosted meets for the fall and winter sessions. We will know the results by the end of April. In addition to these meets we hope to have a “Distance” dual meet in September. The site would be William and Mary pool.
8. Social Chairman’s Report (Rita Murphy)
q Organizing Pasta Dinner for the swimmers going to JO’s. About 40 swimmers from levels B,C,and E will be participating. The event is scheduled for Tuesday, March 16, 6:30 – 8:30PM at the Kingswood Clubhouse.
q Swimmer turnout was very good for the “Pasta Dinners” in February. A good time was had by all that attended.
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 Harold briefed everyone present on the A/BB Champ meet held this past weekend. WAC(84 +/- swimmers) took 2nd place to Coast Guard(127+/- swimmers) with many of our swimmers performing personal best times.
q Harold was approached by the local Home School Association for the possibility of using the WAC swim program as a gym credit for their association. Harold will explore this proposal.
q Harold was approached by Colonial Williamsburg Inn and Lodge for use of the Bubble for their water aerobic classes. They are closing their Health Club for some time to build a new spa and are looking for an alternate place to hold their classes. This would provide extra monies for the Club.
q Jeff will distribute a trip packet to those who have signed up for the spring break trip to Ft. Lauderdale, FL. Currently there are 19 swimmers and 6 adults signed up thus far. This number could change +/_.
q Two WAC families have donated their personal vehicles (vans) to save on costs for transportation to FL.
q Levels A and B swimmers will hold a fundraising car wash for the Florida trip Saturday, April 3 at the CVS drug store at 199 and Jamestown road.
q Jeff would like to see in the next budget some monies set aside for an annual yearly spring break trip if the upcoming one is a success.
Bingo Manager (Mark Pittman)
q Bingo is doing exceptionally well. Very pleased with the results of the recent advertising in the Va Gazette. Bingo provides 30% of the WAC yearly operating budget.
q Mark proposed for the Board to consider: All WAC parents work the bingo as a mandatory work commitment across the board no exceptions. This proposal will be discussed at future meeting once Mark Knotts and Linda Lockwood work on the volunteer work commitments for the Club.
q He stressed that the more volunteers that are present the more monies are generated. He would like to see the volunteers that work the event to be increased. He would like to see 6 core team members and at least 7-8 volunteer’s per/session. He also would like to see 3 bingo Managers in the rotation with 2 always present and the additional person can rotate out and have a free evening.
q The last 2 weeks of June and the first 3 weeks of July: Bingo proceeds will be split between the York County Red Cross and the James City County Red Cross.
Board adjourned at 9:00 PM.
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