Parent Board Meeting
General Membership Meeting
Tuesday, September 10, 2002
Place and Time
James City County Community Center
7:00 PM
Attending Members
Jeff Armstrong Harold Baker Lorraine Bartlett
Brett Dowling Beth Carpenter Trooper Earle
Linda Lockwood Robin McClaine Bob Oller
Mark Pittman Paige Rogers Frank Tambone
Tom Taylor Lisa Quick (JC/WCC Rep)
Call to Order @ 7:10PM
Business Conducted
1. Review of Board meeting practices
q Time limit for meeting 9:00PM since the agenda was 2.5 pages.
q Reconfirmed Minute approval process. Minutes from Board meetings will be available within 7 days with approval via email to enable club members access to information in a timely manner.
2. Review of previous meeting minutes
q The minutes from 8/6/02 were reviewed quickly to see if there was any discussion necessary of old business. No discussion was called for.
3. Review of Board/Chairman Positions & Structure
q Trooper presented a proposed WAC organization chart to the Board. There was no dissenting discussion on the proposed structure.
q Social Chair (Robin McClaine)
Some age group level social positions are still vacant. Robin will work to fill. The positions would require monthly events at assigned practices and help with Bubble raising and take down picnics/pot lucks. It was suggested that the work commitment guidelines for those positions would be counted for the entire year as fulfilling one work commitment. Board voted and approved motion.
q Publicity (Bob Oller) could use additional help. Frank Tambone will assist with duties on the Publicity Committee, initially in local marketing. Additional help was still needed for photographers.
q Personnel - Page Rogers has accepted the position and clarified the guidelines for the position.
4. Board Members Reports
a. President’s Report (Trooper Earle)
q Working to improve the weekly “WAC Splash”. He asked for content from Board members and coaches. Trooper will also post hard copy at Rec Center and the Bubble each week.
q Confirmed Bubble raising plans (Saturday, 9/21) and potluck. Chicken and beverages will be provided by WAC and members will be asked to bring either a dessert or salad/vegetable to share. To be assigned by alphabet. Flyers, web posting, and WAC Flash publication will provide further details.
q Trooper and Harold will meet Friday, September 13th with John McDonald (JCC Financial Manager) to discuss plans for use of the Bubble by the local high schools.
q Membership handbook and phone book to be updated and distributed simultaneously with the anticipated date of 9/24.
q Compensation for copy expenses will be paid to Trooper at a rate of .03/per copy. Board voted and approved motion.
q Trooper & Linda will meet with Fort Eustis to discuss future WAC sponsored swim meets and attempt to avoid a repeat of problems with equipment that occurred last year. (Timing Equipment faulty, A/C, touch pads, lighting, scoreboard) etc. Also, some unresolved issues remain concerning monies deducted from our costs of running the meet at their facility due to the various problems that occurred.
q The Board voted and approved motion that it would no longer have a swimmer liaison present at Board meetings.
q Motion – Harold requested that his agenda be moved up behind the Treasurer’s report in case the meeting ran long, so his report would not be cut short. Trooper agreed to organize the agenda in that order in the future.
b. Treasurer’s report (Beth Carpenter)
q Beth obtained new signature cards/authority for the new board members.
q The financial status of the club remains good. The General Fund account had very little excess and the Bingo Fund account had an excess of $10,000. It was suggested by Harold that we use $5,000 of the Bingo fund to pay down Bubble principle payment. Board voted and approved motion.
q Discussion was held on consolidating the bank accounts into one bank (not accounts) to eliminate additional banking trips. The General Fund account and the Bingo Fund account must remain separate. The Board voted and approved motion to consolidate the accounts into one bank. Mark Pittman will investigate the best and most convenient banking option for the parties involved.
q There was discussion about revisiting the utility split with ESH for the Bubble due to the expensive winter utilities.
q Ukrops and Food Lion certificates are in and available to members.
c. Coaches Report (Harold & Jeff)
q Membership as of 7PM 9/10/02 was 202 Members. Harold felt confident we would be over 210 this year.
q 2 news Assistant Coaches were hired. (Rachel Horack and Kasey Trainor)
q Also Julie Brenegan is scheduled to start also as an assistant coach in late December.
q Jeff suggested a Team picture would be nice this year. Discussion was held for October.
q Smith Mountain Lake meet was Cancelled
q Harold explained the Dual meet with Curl Burke did not look likely. Instead, he was working on a dual meet with SEVA now.
q Harold fixed (3) Swim benches used for dry land in need of repair. He informed the Board he spent more than the budget. All agreed it was a good decision.
q Possible High School swimmer campout on York River 9/21. Harold to work out details.
q Mileage compensation to coaches will be changed to be compensated at the current Federal rate of reimbursement. Board voted and approved motion.
q Reminder of the observance of “National Day to Eat Dinner with Your Children” which is Monday, September 23rd. There will be no WAC swim practices at either facility.
d. Publicity Chairman Report (Bob Oller)
q Bob reviewed the people needed to help.
q Bob talked about the changes necessary for the website to be more efficient and productive.
a) Moving web site to Readyhosting.com. Cost will be $59.00 a year plus a one-time setup charge of $99. Board voted and approved motion.
b) A total reevaluation of the overall website format is now taking place.
c) Standardizing the format will be necessary to simplify management of the website.
q WAC NEWS development – Nancy Bennett will be handling. The WACNews will only as good as the information received. Coaches and Board/Committee members were urged to send articles to be published. Target date for newsletter release is the 1st of the month with article deadline for the 15th of the month. The WACNews will be distributed to the club members electronically. In addition, hard copies will be printed to display at the Rec. Ctr., Bubble, and other areas around town.
q Newspaper/Meet information – Jeff Armstrong and Bob to discuss enabling Jeff to format the email information to the newspapers directly
q Local Marketing – Frank Tambone has agreed to oversee the local marketing plans. To be effective, some new powerful promotional pieces must be developed. Frank will maintain the WAC Board at Rec. Ctr. & Bubble and start displaying information at WISC, Libraries, pools, etc..
q Bob will discuss apparel and marketing items with Harold to enable us to make use of his expertise
q A Yearend Yearbook was discussed and most thought it would be a good idea. Bob Oller will review the matter and see if it was possible for this year.
e. Social Chairman’s Report (Robin McClaine)
q Will gather information for Newsletter, WAC Splash and handout for bubble raising potluck
f. Personnel Chairman’s Report (Paige Rogers)
q Paige will work with Mark Pittman to clarify responsibilities of the position
q Some discussion was held on making the work commitment assignment process easier for the members. In short it was agreed that building a big work chart of what was needed and then plugging in names. First attempting to put people where they requested. Second, utilizing new members first.
q Because membership is up, having enough work hours should not be an issue.
g. Official’s Chairman’s Report (Tom Taylor)
q Working on recertification of officials – no required written exam this year
q Several members interested in obtaining the training necessary to volunteer as a Meet Official
h. Meet Director’s Report (Linda Lockwood)
q Trooper to resolve issue with Fort Eustis pool reservation
q Coke Promotion – Date to be decided with Harold
q Confirm with Harold meet format
i. Bingo Status Report (Mark Pittman)
q New Assistant Bingo managers – Monty Hill and Bonnie Wade
q Attendance at 9/9/ Bingo - 95 people
q Bingo Core Team filled
q A volunteer list has been established for 1st session
q Would like to look into newspaper advertising on a twice/monthly basis. Bob Oller agreed to work with Mark on marketing the Bingo.
5. Review of Events this past month
q Review of County Fair booth – Those involved thought it was successful.
q Review of New Members meeting – Seemed to go pretty smoothly.
6. Review of Work Commitment
q Trooper confirmed with the Board that those individuals serving on the WAC Board or on various Committees would have their work commitment fulfilled unless otherwise specified by the Board or Committee Chairman.
7. Review of this year’s Recruitment efforts
q Trooper wanted the Board to step back for a moment, while the summer recruitment was still fresh on everyone’s minds to determine whether the clubs procedures and practices were supportive of continued membership growth. He suggested to the Board that later this fall he would like to bring up for discussion of the Board more formal bylaws and structure. For review would be
q Membership is #1 priority for the club
q Board election conflicted with ability to organize and recruit effectively. Would like to change the election of new officers to a May transition.
q Designation of WAC VPSU team representatives for summer recruitment
q Earlier and more New Members meetings
q Promote WAC all year through
i. Email broadcasts
ii. Website
iii. Local Marketing & communication
8. Confirm next meeting date
q Tuesday, October 8th, 2002
9. Meeting adjourned at 9:03 PM
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