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 Linda Lockwood

Call to Order @ 7:13PM

Business Conducted

1. Review of Board meeting practices

2. Review of previous meeting minutes

q The minutes from 04/01/03 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 (scheduled for noon) and the end of the year picnic (scheduled for 3PM) and awards. Trooper would like to have new Board members elected at this time. They would assume their roles in August. This time would allow for the training/transition of the new team.

q Working with Leo Rogers on the club bylaws. Would like to see changes in the laws to reflect current club operation.

q The WAC Attack will be edited by Nancy Bennett. The WAC Slash will be edited by Janet Gordon. These individuals are not responsible for creating content. Asked for content to be forwarded by responsible parties to allow members to stay informed. Jeff thought it would be useful for the Splash to be utilized as a bulletin for members and this would remove the pressure of the weekly solicitation of content.

4. Vice President’s Report (Mark Knotts)

q Waiting on a local vendor to provide a quote for the installation of a sensor which would start the back-up generator should the need arise. It was decided that after the quote we would wait until fall to proceed with the installation.

q Plans to rebuild bases for clocks which are rusting.

q Volunteers from the membership will be needed to assist in the Bubble take down. Equipment will be stored in the same location as last year. Harold will secure the necessary keys for the storage room and also reserve the shelter for the afternoon.

q Has assumed responsibility for the budget proposal for the 03-04 year. Once estimated costs are finalized the Board will be emailed a copy of the budget proposal for comments/suggestions. Approval of the budget by the Board can be done via email. The final step would be approval by the membership at the June 7^th meeting.

q Discussion was held regarding an increase in dues. It was concluded that if the budget proposal reflected a shortfall an increase in dues for certain group levels would be considered. This would only be considered out of dire need.

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

q Mid year report was presented to all in attendance – concern about summer travel expenses. Harold responded with support for her concern but also noted that at this time of year the budget is usually in the same situation. He also noted that there were no more hourly coaching expenses and the utilities for the Bubble would be reduced significantly. Bingo proceeds and the upcoming Red Cross and Pepsi fundraisers will also improve budget outlook.

q Beth expressed concern regarding future Bubble maintenance expenses. A question was raised as to the life expectancy for the Bubble (10 years) and also perhaps having a maintenance program to extend the life and maintain efficiency of air/water heaters and generator.

q Summer session notices sent out.

q Will work with Gloria for the fall session billing cycle.

6. Coaches Report (Harold Baker/Jeff Armstrong)

q Red Cross Wine and Cheese fundraiser is scheduled for Sunday, May 18^th. Sunday was chosen because the facility was already reserved for Saturday. This event will be held at the Community Center in Williamsburg. Working on donations and could use help with follow-up phone calls. Also, volunteers are needed for set up and clean up.

q Relay for Life is scheduled for June 6-7.

q Bubble take down and awards banquet is scheduled for Saturday, June 7^{th (see above for details)}.

q Would like to see if we can acquire lane lines for the Chippokes pool. Please be on alert for any area pools that may be purchasing new lane lines and would be disposing of the old ones.

q WAC/Naval Academy meet is a possibility for the end of September. The format would be a one session sanctioned dual meet to end at noon. This would enable the visiting team time to enjoy all Williamsburg has to offer and give our team a meet rehearsal.

q Jeff would like to see a strong emphasis on recruitment. The momentum of summer champs should be used to our advantage. Would like to see 3 sign up opportunities for new and existing swimmers. Discussion on recruitment/enticements. Will have further discussion at the next meeting.

7. 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

8. Meet Director’s Report (Linda Lockwood)

q Pepsi fundraiser order forms will be distributed at the June 7^th picnic. Orders will be due by June 23 with anticipated delivery on the 28^th.

q Continue to work on parent polo shirt.

Next meeting Tuesday, June 3, 2003

Board adjourned at 8:58PM.