Parent Board Meeting
Board Meeting
Tuesday, October 7, 2003
James City County Community Center
7:00 PM
Jeff Armstrong Harold Baker Lorraine Bartlett Beth Carpenter
Trooper Earle Mark Knotts Linda Lockwood Rita Murphy
Eric Young
1. Review of Board meeting practices
2. Review of previous meeting minutes
q The minutes from 09/02/03 were reviewed quickly to see if there was any discussion necessary of old business. A minor change was necessary regarding the Coke sale. Minutes will be revised. Board voted and approved revised minutes.
Board Member Reports
3. President’s Report (Trooper Earle)
q Trooper and the Board wanted to thank all those individuals who were kind enough to help with the Bubble take down before hurricane Isabel. Your help was greatly appreciated and as a result the Bubble weathered the storm with no problems.
q Hurricane Isabel has caused a major delay in the Bathhouse project. Individuals at the State level have had to prioritize responsibilities directly related to the clean up and repair work from the hurricane. Unfortunately, the Bathhouse project will be addressed as soon as their schedules permit. John Joyce, the Eastern State contact, has also been faced with the same time challenge.
q Bank accounts will be set up for the Bathhouse project. Deb Fanuk has agreed to take on the position of Treasurer of Special Projects. She will oversee the Bathhouse project and the monies involved.
q Trooper will contact John McDonald to request $50,000 for the start up monies for the project.
q The County has denied the request from WAC for the additional $20,000 that is the cost overrun for the project. We plan to proceed and if necessary do without some finishing work.
q Rick Overy has accepted the position of Fundraising Chair. He will oversee a committee to direct fundraising efforts.
q Trooper is finalizing the Rec Center partnership agreement. Lifeguard certification for Jeff and Bobby will be completed in the next 4 – 6 weeks.
q Bylaw changes will be reviewed in the coming 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.
4. Vice President’s Report (Mark Knotts)
q Bubble weathered the storm very well.
q New digital thermostat has been installed.
q Installed new switch on back-up generator.
q Planning on repair work for revolving door to remove rust.
5. Treasurer’s Report (Beth Carpenter)
q Presented those present with the end of year report. Overall deficit is expected to be around $3400+/-. A huge impact on the 02-03 budget was the $9000 in unforeseen Bubble utilities (extremely cold winter), replacing the team laptop, which died, and the hourly coaching staff that was hired.
q Barbara Sukramani will audit the books for the start of the 03-04 budget year.
q Harold reviewed the 03–04 budget and addressed some minor modifications/questions.
q High Tech software will be used for budget tracking in the very near future.
q Trooper requested comparative budget years for the financial reports in the future.
q Misc. expenses were questioned and these costs cover relays as well as other expenses. This year to help with the cost of participating in the relays there will be an increase in the meet entry fees.
q Beth questioned the Board whether they wanted to purchase additional Risk Management Insurance at a cost of $300/year. This policy would protect the Board from internal theft. Due to the current tight budget situation the Board voted and approved to continue with the current coverage with the possibility of adding a rider in the future.
q Gloria Linderman is working on the update of current membership. We hope to have that distributed to all Board/committee members very soon. The delay was a result of the hurricane and the aftermath.
6. Meet Director’s Report (Linda Lockwood)
q The “Coke” fundraiser information has been distributed to all swimmers at practice. Pick up of the product has been scheduled for Saturday, November 1st, 11AM – 1PM.
q Prizes be offered to the top sellers of the Coke fundraiser.
q As a result of the hurricane WAC lost 2 sponsored meets. The Naval Academy meet was placed on hold to be rescheduled maybe in April. The October meet at Midtown was canceled due to a scheduling conflict at Midtown pool.
q WAWA hoagie cards will be sold for the January meet as a team fundraiser.
7. Social Chairman’s Report (Rita Murphy)
q Waiting for the updated membership list to recruit Team Representatives. The first event Rita would like to plan will be Halloween.
8. Official’s chairman’s Report (Eric Young)
q October 18th from 10AM to 2PM, Midtown Pool will hold a new Officials Training seminar.
q Desperately needs officials for the 10 and under age group.
q WAC website still has last years meet schedule. Maurice is the Webmaster and is responsible for maintaining the integrity of the site.
q Board members would like to have a breakdown of the duties of the individuals who are helping the webmaster. This will enable us to contact the proper person in charge for information/questions with the site.
q Requested updated officials roster
q Jeff suggested that any old information be deleted from the site. Harold will update the alumni portion of the web with latest college students and their information.
9. Coaches Report (Harold and Jeff)
Florida trip
q Jeff presented the Board a handout on a trip to Fort Lauderdale, Florida over Spring Break for levels A and B. Harold and Jeff both feel that this trip would encourage team spirit and some wonderful training opportunities. Practice will be held 2X a day and some fun events will be planned for the evenings. The anticipated costs per swimmer would be in the area of $300+/- plus meals and that will be firmed up shortly. Jeff is waiting on bus/van information to firm up price. A brochure was passed around with hotel information and they were able to secure a very good price/night.
q Mark raised the issue of liability, which Harold addressed and said we would be covered under USS. Also, the issue of a cost comparison between flying vs bus/van transportation was raised. Jeff had already investigated and felt that even if the team flew once they arrived at their destination transportation would have to be arranged so therefore it would be cheaper to drive down.
q The Board voted and approved to support the trip.
q Fundraising will be held in the form of a swimathon for levels A and B. The Board voted and approved a motion to allow the coaches to decide the percentage split for the fundraiser (what monies goes directly to swimmer for trip and what remaining monies will used for the Club).
q A parent meeting will be held shortly to supply all details of the trip to interested parties.
q The issue was raised that this trip information is something that the parents need to be aware of before the swimmers. This issue will be addressed in the future and it may be something that can be discussed at the General Membership meeting at the start of the upcoming season.
q A car wash in April may also be planned for additional fundraising for the trip.
q 03-04 Phone directory will be compiled and distributed to swimmers shortly.
q Newsletter deadline is Friday, 10/10.
Next meeting Tuesday, November 4, 2003
Board adjourned at 8:50 PM.
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