Parent Board Meeting
Board Meeting
Tuesday, September 2, 2003
James City County Community Center
7:00 PM
Harold Baker Lorraine Bartlett Beth Carpenter Trooper Earle
Mark Knotts Linda Lockwood Rita Murphy Mark Pittman
Frank Tambone Eric Young Lisa Quick (JCC Rep)
1. Review of Board meeting practices
2. Review of previous meeting minutes
q The minutes from 08/05/03 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 Review of Bathhouse (Jim Bennett)
q Prepared final documents for the State Building Code Review Board. Due to new guidelines we need to provide mechanical, electrical and plumbing diagrams for their review. This will result in a delay of at least a month for the start of the project with a completion date of about 8 –10 weeks weather permitting. The original plans did not include this information to minimize time and the cost of the drawings. The new guidelines will create additional costs (handout-see attached breakdown of costs).
q WAC will be responsible for maintaining the building once completed so questions were raised as to the upkeep/life expectancy of water heaters, and the building heating unit. WAC is requesting pricing for alternative options for the above for comparison of initial cost vs expected maintenance expenses.
q Jim supplied a breakdown of the costs for the facility and the price upon completion will be between $225,000 and $230,000. This is coming in higher than was originally anticipated despite the original design cutbacks and modifications that were made to keep the cost to a minimum. As a result, there will need to be a meeting with County officials to discuss the cost overruns (Trooper, Mark, Harold and Jim) and the direction of the project. Harold will also plan to meet with the Superintendent of Schools, Carol Beers.
q The Board voted and approved to have Jim Bennett supervise the project for a fee of $4,000 based on the estimate of his time/hourly rate that the project will require. His fee will be capped not to exceed 2% of the total cost of the project.
q Liability was raised and Jim informed those present that the project contractor carries insurance during the building phase and upon completion the State will assume responsibility since it will be their facility.
q Bylaw changes will be reviewed over the next 2 months. We plan to move forward with the thought process and will be ready to implement the necessary changes once some minor modifications has been finalized with Leo Rogers. The above will be discussed at a specified meeting of the Board to be announced in the coming months. The Board voted and approved the necessary delay in updating the existing bylaws.
q Trooper, Harold and Beth are gathering the necessary information to provide to the Rec Center for their partnership agreement. Lisa Quick will provide the form that is needed for the Scholarship application and the necessary requirements from JCC.
q Trooper once again requested if anyone knew of an interested party/parties to fill the open positions of Treasurer and Fundraising Chair.
q The web team is in place but it was reiterated that the assistants to the webmaster would be receiving work credits only and not the $75 rebate that is given to the webmaster. This decision was based on the fact that the webmaster is assuming responsibility for the entire site.
4. Treasurer’s Report (Beth Carpenter)
q Currently the 02-03 budget which ends in August is running at a deficit of $10, 600+/-. Prioritizing bill payments. The Board is exploring ways for serious fundraising events to eliminate the carryover of this deficit.
q Beth Carpenter will be ending her term as Treasurer. WAC member Barbara Sukramani has been kind enough to offer her expertise to audit the books before the start of the 03-04 budget year.
5. Coaches Report (Harold Baker)
q Sign-up meeting – Wed. 9/3, 7:00PM
q First practice date is Sunday, September 7th.
q Bubble up set for Saturday, September 13. The pool area will be cleared out at 11:30AM and the Bubble will be erected at or around 12:30PM.
q Dual meet with Naval Academy is Saturday, September 27th at the W&M pool facility.
q Family Day will be held on Monday, September 22nd and it was requested that we cancel all practices/both facilities that day.
q New location for “Sport’s N Store” – Midland Office Building, Suite 3909. In time Harold would like to devote space strictly for WAC business which would be available for all coaching staff.
6. Meet Director’s Report (Linda Lockwood)
q The “Coke” fundraiser information will be distributed to all swimmers at practice. Pick up of the product has been scheduled for Saturday, November 1st, 11AM – 1PM. The Board voted and approved to encourages each WAC family purchase 5 cases of product. This is an attempt to pay down the $10,000 +/- debt that was accrued in the 02-03 budget year.
q It was suggested to encourage participation that prizes be offered to the top sellers of the Coke fundraiser.
q As an additional fundraising effort the club will hold an “Apparel and Spirit Sale”. This will enable all interested parties to purchase some of the nicer collared shirts, etc with the WAC logo.
q Will continue to try to contact individual for Fundraising Chair position.
q Plans to provide the required documents for the Partnership agreement with JCC.
9. Social Chairman’s Report (Rita Murphy)
q Will coordinate the Bubble Up party for Saturday, September 13th. Each family will be asked to bring a dish to share.
10. Official’s chairman’s Report (Eric Young)
q Will work with Maurice to update the website with the current Fall, 03 meet schedule.
q Requested updated officials roster
q Will contact Tom Taylor with questions pertaining to his new position.
Board adjourned at 8:59 PM.
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