Place and Time

James City County Community Center

7:00 PM

Attending Members

Jeff Armstrong Harold Baker Bob Oller Frank Tambone

Trooper Earle Mark Knotts Linda Lockwood Rita Murphy

Eric Young Lisa Quick (JCCC)

Call to Order @ 7:00PM

Business Conducted

1. Review of Board meeting practices

2. Review of previous meeting minutes

q The minutes from 10/08/03 were reviewed quickly to see if there was any discussion necessary of old business. No discussion was called for. The minutes were previously approved.

Board Member Reports

3. President’s Report (Trooper Earle)

q The club is looking for the HyTech master disk. If anyone knows it whereabouts, please contact Harold. If not found, Harold will pursue obtaining a replacement.

q Dan Cristol has stepped forward to help in the WAC Splash. Need input by 10^th for this next issue.

q ESH Bathhouse Update

q State reviewed detailed plan for the project and had some minor comments which were incorporated and re-submitted for approval. Waiting on State approval.

q Trooper stated that the startup money of $50K is in bank and all bills are paid to date, however noted that the project is still approximately $15K - $20K over budget and source of this funding is not known. Plan to pursue with project with additional funding or changes to project to be investigated later.

4. Vice President’s Report (Mark Knotts)

q The local heating contractor has backed out of installing a sensor which would start the back-up generator should the belt on the heater unit was to fail. Investigating purchasing a pressure switch that would perform the same function.

q Harold noted that the backup generator failed to start during a test on Tuesday. Mark will investigate problem after work on Wednesday 11/5.

q Jeff noted that several parents complained about light outside the bubble entrance was cycling on and off. Update: 11/5/03 - Eastern State has been notified of the problem and will fix the light.

5. Social (Rita Murphy)

q Several parents have stepped forward to help with social events.

q Rita is planning for a Christmas party this December 17^th or 18^th and will look into a room at JCCC and discuss with other parents prior to finalizing the date.

q Rita is planning to provide treats to the swimmer before the next meet.

6. Treasurer’s Report (Harold Baker)

q Harold provided a current budget report showing that the budget is on target.

q Linda is working on next session billing and requires listing of those that have not satisfied their work commitments. Update: 11/5/03 - Mark Pittman, via e-mail, was requested to have a bingo managers provide the list of no shows to Linda Lockwood to be incorporated into the next sessions billing.

q Linda is developing budget into HyTech.

q Barbara Sukramani is auditing last fiscal year financial books.

q Mark to look into planned expenses for each month/quarter so that tracking budget is easier.

7. Coaches Report (Harold Baker/Jeff Armstrong)

q The JCCC will be closing this December for repairs to the pool. Harold presented a revised practice schedule to allow swimmers to make up time at the bubble.

q JCCC partnership agreement with WAC needs to be completed by December. Harold is working with the center to determine what all documentation is required.

q Background checks for all coaches have been submitted.

q Need application for scholarship. JCCC has finally provided guidance on what the application should include. Harold is following this.

q Jeff noted that several parents have made comments that they are not receiving any club information via e-mail. We need to start forwarding info to the parents to keep them updated on the club activities.

q Lauren is planning a starting block diving clinic at the bubble, since there is no diving allowed at the JCCC. Attendees must be current members of USA Swimming for insurance purposes.

q Jeff is coordinating a fundraiser for the Florida trip. Swimmers that participate in the fundraiser will keep 70% of what they earn to be used for their portion of expenses and the remaining 30% will go into a general fund to pay for other trip expenses. If a swimmer participates in the fundraiser and does not go on the trip, 70% of their earnings will be applied to their next session dues. The other 30% will go to the trips general fund. Plan to include a new column in the budget to track fundraising for the Florida trip.

8. Coke Fundraiser (Linda Lockwood)

q Coke fundraiser went very good and brought in over $1600 to the club. For the next soda sale, any that did not sell at least 10 cases will be dropped to make ordering easier. The top WAC sellers will receive a prize and were:

q 1^st and 2^nd place (prize:fastskin or aquablade suit) Lauren Sheetz (47 cases) and Amber Hula (18 cases)

q 3^rd and 4^th place (prize: team suit or practice suit) JordanWortham (15 cases), Cole Sanderson (15 cases), Tambone (15 cases),)

q 5^th and 6^th place (prize: WAC towel) Grace Llewellyn (13 cases) Nicholas Deleon (13 cases)

9. Fundraising (Linda Lockwood/Frank Tambone)

q Rick Overy is leading the development of a fundraising campaign and plans to first identify goals for the club using input from the parents/swimmers. These goals will be used to campaign for additional funds for the club. A preliminary letter to start this campaign was handed out to the board for input. Frank and Trooper will work together creating a vision statement for the club.

10. Officials (Eric Young)

q We need stroke and turn officials for the younger swimmers. WAC has good representation for the 11 and older age groups.

11. Communication Chairman (Bob Oller)

q Working on updating the WAC tri-fold used to recruit new swimmers. Also looking at creating new posters that can advertise WAC on bulletin boards in area shops.

Next meeting Tuesday, December 2, 2003

Board adjourned at 9:00PM.