Board Minutes

Parent Board Meeting

General Membership Meeting

Tuesday, October 8, 2002



Place and Time

          James City County Community Center

          7:00 PM

Attending Members

        Jeff Armstrong                   Harold Baker            Lorraine Bartlett

Mike Baseshore                  Brett Dowling           Beth Carpenter

Trooper Earle                     Linda Lockwood        Robin McClaine

Bob Oller                           Frank Tambone         Tom Taylor

Lisa Quick (JC/WCC Rep)

Call to Order @ 7:15PM

Business Conducted

1.     Review of Board meeting practices

q   Board agreed to verbal votes on issues as we handle decisions for minutes

q   Reconfirmed Minute approval process. Minutes from Board meetings will be available within 7 days with approval via email to enable club members to access information in a timely manner.

q Minutes will be posted to website after the 7 day approval process

2.     Review of previous meeting minutes

The minutes from 9/10/02 were reviewed quickly to see if there was any discussion necessary of old business. No discussion was called for.

Board Member Reports

3.     President’s Report (Trooper Earle)

q Proposed a new position for the Board – Membership Chair. This individual would be in charge of Recruitment, Member Directory, Member Information Booklet and various other membership functions. The job description will be created for the By Laws and reviewed at the next Board Meeting. The Board voted and approved the motion of the new position.

q  Discussion was raised that WAC is operating various data base systems. The goal in the near future would be to streamline these systems into a common format that will work for everyone.

q  It is hoped the Membership handbook will be distributed in the next couple of days.

q  The first installment of this season’s WAC News by Nancy Bennett has been issued and will be emailed to all members. Hard copies will also be available at the bubble and Rec. Ctr.

q  Harold requested that he and the coaches have an opportunity to proof the material before it is finalized and released.

q  Trooper requested that if members are unable to attend Board meetings that they please notify him in advance.

4.     Treasurer’s Report (Beth Carpenter)

q  Membership enrollment as of this meeting is 209 swimmers.

q  Treasurer reviewed with the Board the current financial situation.

q  WAC has an adequate supply of grocery store certificates on hand for member purchase

q  Distributed the current monthly budget and Trooper was quite impressed with the monthly tracking of the various expenditures

q  Looking for additional WAC hosted meets to cover coaching expenses

q  Mike Baseshore had some bubble expenses to turn into Beth for emergency lights, hooks, fan belts, etc.

q  Discussion was held on members who sign up for the program but for whatever reason change their mind within 30 days and request a refund of their dues. Currently we have no official “Policy”.

q   It was decided to refund half of the dues (minus Bubble usage, registration and USA swim fees) up to 30 days or issue Full credit prorated for unused weeks with no time limit imposed. No option of refund after 30 days.

q   In the case of an injury to a swimmer, the Board will review each individual circumstance.

q   The Board voted and approved the motion of the new refund policy.

q   The Board voted and approved the motion for placing an advertisement in the Lafayette and Jamestown High School yearbooks for the cost of $90.00 per ad.

q   Golden Gifts will continue as previously structured but going forward all the monies would come to WAC. The Board voted and approved the motion.

5.     Coaches Report (Harold Baker)

q   Harold proposed a new “Team Tee Shirt” for this year and it was suggested that we plan for a white shirt this year since the previous years have been dark colored. Bob Oller offered to help Harold with the design.

q  (240 shirts at $5.00 per shirt) The Board voted and approved the motion.

6.     Publicity Chairman Report (Bob Oller)

q Pleased with the new website – working to iron out the “kinks”

q   We currently have 6 members who have agreed to assume the position of “Club Photographers”. We will have 3 working the AM session and 3 working the PM session. Tom Taylor stated that to have a position on the pool deck these individuals would have to be a USA Swimming member at a cost of $30.00 per/person. A Marshall position was suggested. The addition of the photographers provides us an opportunity to pursue the interest in an annual Club Yearbook to be given to swimmers at the end of the year Awards Banquet.

q   Bob requested another volunteer for the website management.

Frank Tambone

q  Contacted the various sport writers affiliated with the local papers to expedite meet result publication.

q  Establishing distribution points for posting of WAC materials for advertisement. Looking into display holders for WAC News and tri-fold ads.

q  Black and White copies of the WAC News would be used for mass distribution.

q  Harold will continue to update ad materials at the Bubble and Rec Center. It was suggested that we post photos of the swimmers on the display boards to increase interest at these sites.

q  The Club will be able to advertise Bingo legally in a small but consistent format.

7.     Social Chairman’s Report (Robin McClaine)

q  The Social committee met on 10/2 and planned activities/treats through March of 2003. All age levels will be represented.

q  The treats will take place monthly and will be a surprise for the swimmers. Coaching staff will receive a calendar of upcoming treats/activities.

q  Parents in the assigned levels will donate the treats that will be provided. Phone calls will be made to parents requesting the donated goods. There is currently no budget for these items.

q  The Board voted and approved the motion that the group level representatives be titled officially “Parent Liaisons”.

q  Activity ideas needed.

q  Coach Jeff Armstrong has organized an outing to Go Karts Plus for Saturday, October 26^th.

8.     Official’s Chairman’s Report (Tom Taylor)

q  Discussed upcoming weekend meet.

q  Expressed the need for additional new people for officiating positions especially in the 10 and under age groups. We need to actively recruit parents in these levels.

q  WAC has excellent representation at all meets in the “Officials” categories.

q  All officials must be members of USA swimming.

q  The Thanksgiving WAC sponsored meet will be on Saturday, 11/30, AM session (10 and under) and PM session (11 and over).

9.     Meet Director’s Report (Linda Lockwood)

q   We will need to recruit from other teams to staff our Thanksgiving meet. We need to see that we have 30-workers per session. There seems to be numerous members who will be unavailable at that holiday time. Additional feedback on this meet attendance is needed. Discussion on polling the WAC Splash site to see member availability. Will look into this option for upcoming WAC Splash.

q   Advertising for the meet program is underway. It was established that 50% of the price of the ad would go toward dues.

q   In the event we are short timers for this meet, discussion was held to see if the older swimmers could assume the timing positions and this service could be used to fulfill their social/charitable works for various club requirements.

q   The Coke fundraising materials were sent home with the swimmers.

10. JC/WCC Rep (Lisa Quick)

q   No new information to discuss.

11. Bingo Coordinator (Mark Pittman)

q   Mark was not present at this meeting but Robin suggested that a hard copy of the Bingo schedule be sent home to parents to avoid surprises and no shows at Bingo.

12. Ways and Mean’s Chairman Report (Brett Dowling)

Board adjourned at 8:50PM.