Board Minutes

Parent Board Meeting

General Membership Meeting

Tuesday, November 12, 2002



Place and Time

James City County Community Center

7:00 PM

Attending Members

Harold Baker             Lorraine Bartlett                 Beth Carpenter      Dexter Klock

Linda Lockwood       Robin McClaine                 Bob Oller                Tom Taylor

Call to Order @ 7:17PM

Business Conducted

1.     Review of Board meeting practices

q       Time for meeting not to exceed 9:00PM

2.     Review of previous meeting minutes

q       The minutes from 10/08/02 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 as per Bob Oller)

q       Board meetings for January and February of 2003 need to be changed to another time due to conflict. Harold Baker suggested that they be moved to the first Tuesday of the month for the 2 months listed above in lieu of changing the night of the week. That seemed to work for those present.

q       Contacted the Health Department and various other sources to follow-up on the Pseudomonas infection contracted by Emily Goldhammer.

q       Bids for the bath house at the Bubble have been received but appear over the budget allotted by the County. May proceed to request modified bids.

q       Reports of an additional bubble being investigated by Quarterpath Park pool. Would like to stay on top of the situation because it could be used by other Peninsula swim teams to open up a Williamsburg practice facility.

4.     Treasurer’s Report (Beth Carpenter)

q       Membership enrollment as of this meeting is 213 swimmers.

q       Treasurer reviewed with the Board the current financial situation. Overall in good standing with expenses on target.

q       WAC has 161 families and only 20% participated in the grocery store fundraising. Would like to get information to Frank Tambone to promote effort.

q       Linda Lockwood had a very successful Coca Cola fundraiser –proceeds still being tallied due to advance purchase of products for the January meet and tax reimbursement.

q       Bingo proceeds ahead of budget.

q       Bills for the Winter session have been generated.

5.     Coaches Report (Harold Baker)

q       Harold addressed the Pseudomonas issue: He has contacted various expert sources for information and feedback and all parties feel that with the very comprehensive tracking of the chemicals at the Eastern State pool facility it would be impossible for the infection to be coming from the water at the Bubble pool. It was also disclosed that the swimmer had a similar infection in the summer.

q       Bob Oller presented the graphic for the new WAC team t-shirt and all present liked the design. Will work with Harold to meet a December delivery for the swimmers.

q       Needed Bubble repair/expenses: 1) flaps that will be glued to the Bubble(additional sealing) 2) recycle air vents – cuts utilities by 1/3 3) 2 exit signs with white lights 4) purchase of a little refrigerator for the beverage concessions at the Bubble.

q       Winter mailout ready to go 11/14/02

q       Meet ribbons have been ordered for the WAC sponsored meet.

q       Programs for the meet: 1) who will do the printing 2) The sale of the ad space in the program.

q       Would like to see smaller builders bid on bathhouse – feels the price would be much more reasonable. Also, if we could have someone act as our General Contractor that would cut the cost significantly but would take additional time.

q       Spoke to Dexter about consolidating meet results for the Daily Press and the Gazette. Will give Dexter the disks for him to see the programs involved.

6.     Publicity Chairman Report (Bob Oller)

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

q       Fine tuning the new WAC home page for website

q       Stated that any pictures of WAC swimmers that appear on site will have no identification or information about swimmer associated with them. Also, no personal information of any kind will be posted to the website for security/privacy/safety reasons.

q       WAC Splash – not as concerned about pictures as with the content – excellent way to get information to the swimmers and families in a speedy manner.

q       Beth mentioned the issue of a release for photos - not necessary since there is no profit being made.

7.     Social Chairman’s Report (Robin McClaine)

q       Everything is in place for the season.

q       In need of parent representatives for level G. Will see if Jeff can make an announcement at the next Saturday practice for volunteers.

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

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       USA Swimming cards are being processed.

q       Has had a good response from Coast Guard and Typhoons for meet volunteers for the WAC sponsored meet in December.

q       Will submit recertification of officials after the December meet.

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

10. Membership Chairman (Dexter Klock)

q       Currently building membership database.

q       Presentation on relational database management system and the various capabilities of working in Access.

q       Will be able to coordinate all aspects/functions of WAC operation in one system.

q       Would like the various Board members and Chairs to submit to him their needs/requirements for system design.

q       Web address www.Groove.net is a free site for collaboration space and would allow file sharing for members. He asked that the members please take a look at this site. He has used successfully for several years.

7:00 PM

In addition, Jim and Emily Goldhammer came to the meeting to present materials to the Board regarding her Pseudomonas infection. He had several concerns: 1) the safety of the water at the Bubble 2) concern for locker room condition for infection possibility 3) Swimmers going to the port a potties in bare feet as an infection possibility.

He was assured that we were doing everything possible to determine if the cause of the infection was the practice site at the Bubble.

He also inquired into the WAC policy for credit of dues and work commitments if Emily takes a leave from swimming to help with her recovery.

Next meeting date is December 10^th.at 7PM.

Board adjourned at 9:00PM.