Place and Time

James City County Community Center

7:00 PM

Attending Members

Harold Baker Lorraine Bartlett Beth Carpenter Trooper Earle

Dexter Klock Mark Knotts Linda Lockwood Robin McClaine

Bob Oller Mark Pittman Paige & Leo Rogers Frank Tambone

Call to Order @ 7:06PM

Business Conducted

1. Review of Board meeting practices

2. Review of previous meeting minutes

q The minutes from 03/05/03 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 The general membership meeting is scheduled for Saturday, June 7, 2003. This will also include taking down the Bubble and the end of the year picnic and awards. Trooper would like to have new Board members elected at this time and they would assume their roles in August. This time would allow for the training/transition of the new team.

q The Club will have an independent audit of its books at this time before the new treasurer assumes their responsibilities on 9/1/03.

q Trooper asked those present who would be willing to stay on for another term. The treasurer’s position will need to be filled for the 03-04 session. A Nominating Committee will be formed for this task. The Social Chair, Robin McClaine, will let Trooper know shortly if she plans to continue for the 03-04 term.

q Regarding Bingo work commitments it was suggested that a hard copy be sent home with the swimmers at the beginning of every session to ensure that the parties involved will not be surprised. The various postings/reminders of the bingo schedule will also continue.

q Information for the Relay for Life will be distributed to members in the next week. Mike Basehore has volunteered to lead this effort for the Club.

q Asked those members present to review the Board structure charts that were distributed and to forward any suggestions/comments to Trooper.

4. Treasurer’s Report (Beth Carpenter/Gloria Linderman)

q Mid year report was presented to all in attendance – good shape financially.

q Requested the bingo work commitment coupons for billing credits to members.

q Brett Dowling (Ways and Means) will be asked to plan next year’s budget with the current Treasurer and a few additional members. This will involve pulling the numbers together for a June 30^th completion date. Mark Knotts was asked by Trooper to contact him.

5. Coaches Report (Harold Baker)

q Presented summer meet schedule that also included dates for various Club functions.

q Red Cross Wine and Cheese fundraiser is scheduled for Saturday, May 18^th. This event will be held at the Community Center in Williamsburg.

q Relay for Life is scheduled for June 6-7. Information will be distributed in the coming week.

q The Bubble take down and awards banquet is scheduled for Saturday, June 7^th.

q Working on summer practice schedule to include Chippokes.

q A Whitewater Rafting trip is planned for 4/25 – 26. Information to follow with age guidelines and details.

q Harold did not have installed the additional phone line for his computer as was previously discussed due to the uncertainty of his “Sports N Store”. The construction/revisions on Jamestown Road have caused Harold to use caution in planning for near term because he is not sure whether the store will remain at its present location.

q “Team” photo will be attempted at the June 7^th picnic.

q Harold and Jeff proofed the website for accuracy and suggested that the only alumni to be mentioned would be the current college swimmers.

6. Membership Chairman (Dexter Klock)

q Dexter continues to train on usage/capabilities for the Groove database.

q Continues to improve the database and increase its capabilities/usage.

q Backs up database on a weekly basis

7. Publicity Chairman Report (Bob Oller/Frank Tambone)

q Sample of tri fold for recruitment and advertising was passed around to those present.

q Suggestions or comments were requested and Harold made some age level changes.

q All were most impressed on the excellent job Bob did on this advertisement/recruitment tool.

8. Bingo Coordinator (Mark Pittman)

q Bingo continues to do very well.

q Mark Pittman will continue to serve as the Bingo Manager. The position of Bingo Manager will receive a credit for their first child to swim free of charge.

q Effective September 15^th: Each Bingo Core team will have a Captain who will receive a $125.00 discount on their dues per session and the Core team member will receive $75.00/session. Board voted and approved this change.

q Board voted and approved the $90.00 that Mark Pittman asked for to treat the Dubes, Gribbles, and the Kellys to a dinner at Mirabella on Friday, April 4^th for their time/talent support of the weekly Bingo events.

9. Meet Director’s Report (Linda Lockwood)

q Drink sale fundraiser forms will be distributed at the June 7^th picnic.

q Working on parent polo shirt.

q Gathering information for sending toiletries, etc. to service men/women in the form of care packages. Interested swimmers and their families would provide these supplies.

10. Social Chairman Report (Robin McClaine)

q Would like to see a revision in duties for the group level representatives and parent liaisons.

Next meeting Tuesday, May 6, 2003

Board adjourned at 8:55PM.