Parent Board Meeting
Board Meeting
Tuesday, December 2, 2003
James City County Community Center
7:00 PM
Jeff Armstrong Harold Baker Lorraine Bartlett Trooper Earle
Mark Knotts Linda Lockwood Rita Murphy Rick Overy
Frank Tambone Eric Young
1. Review of Board meeting practices
2. Review of previous meeting minutes
The minutes from 11/04/03 were reviewed quickly to see if there was any discussion necessary of old business. Board voted and approved minutes.
Board Member Reports
3. President’s Report (Trooper Earle)
q Stressed the importance of COMMUNICATION among members/committees.
Bathhouse update:
q Proceed with obtaining a full set of plans for project as required by State.
q Reimburse monies to parties who have incurred costs in the bidding process.
q Contact Tommy Norment for his support. Harold and Rick hope to arrange meeting this month.
q Re-bid contract since the time for anticipated completion (for high school swim season 03-04) has expired so we have more time to work with planning and construction.
4. Vice President’s Report (Mark Knotts)
BINGO
q Bingo has been experiencing numerous problems. Members are not showing for their work assignments at Bingo. Communication seems to be the reason. The Bingo TEAM LEADERS are to call and remind TEAM MEMBERS of their assignments and that does not seem to be happening. The Team Leaders are getting a rebate from the Club and they must communicate to their workers the times that they need to be present and our members must be held accountable. Work assignments are a part of all members’ responsibility.
q Work assignments on the web are not correct.
q Marks course of action:
1. Contact Mark Pittman.
2. Mark will arrange a meeting with the Team Leaders and clarify positions.
3. Also, see to it that the sign in lists are returned to Treasurer for proper credit to members.
4. Establish better notification of Bingo volunteers.
5. Contact web person responsible for Bingo information on the website.
6. Recruit more Team Leaders if positions are vacant.
q Purchased new pressure switch for Bubble that will hook to blower so that in the event the pressure drops the switch will kick in and return the pressure to normal levels.
q Generator problems/repairs are being investigated for the back up power to the Bubble.
5. Fundraising Chair (Rick Overy)
q Opened discussion with where we are now in our budget and what might be our anticipated needs in the future.
q Having much experience in fundraising he feels that the way we will be successful is to ask current members for a donation as opposed to purchasing items, holding events, etc. He would like to move the Club to direct solicitation of the members.
q The 03 – 04 budget year would be a transition year with a survey of the members on anticipated needs and how to improve program, etc.
q Vision statement for fundraising effort can be obtained from our Bylaws.
q Time line is to have a prioritized list of needs/wants including prices by January 31st, 2004. Once that has been established we move to direct solicitation of the members in the Spring, 04 with a letter and follow-up phone calls. A full fundraising plan for the 04 – 05 budget year should be in place by May, 2004. The ultimate goal in the fundraising program would be to raise 25% – 50% of our operating budget.
q The initial thought from Board members and Chairs was that we would be able to raise monies from outside the organization. The current gloomy business climate in Williamsburg as well as surrounding areas would not be conducive to attract outside support. It was pointed out that the first question that would be asked was what is the participation of the membership.
q The message that needs to be conveyed to the membership is that what we pay in dues does not begin to cover what the actual cost is for our swimmers. The option that we may be facing in the near future would be to either raise the monies or raise the dues.
q Rick and Frank will meet to create a solicitation letter and survey for distribution to Board for thoughts and approval.
6. Treasurer’s Report (as per Harold Baker &Linda Lockwood)
q Harold presented budget printout. Second session dues will be in next month. This will enable a better budget evaluation/comparison for the current budget year.
q Ukrops is discontinuing the use gift cards. They plan to study gift card options and may revisit at a later date.
q Bingo lost an evening due to the hurricane Isabel but monies are on track. The new contract for Bingo renewal has an increase of $39/month.
q Bubble payments are on track. Bubble maintenance has had an increase. Harold hopes that this will balance when rental monies from the County come in for the practice use of the local high school swim teams.
q Investigating cost for insurance of the Bubble. Currently seeking proposals.
q Linda Lockwood has investigated the best software for our budgetary needs. She has concluded that we need to use “High Tech” for our billing (accounts receivable) and the “Quick Books” program for reconciliation and general ledger needs. The Board voted and approved the new processes and the purchase of above software. This new process will be in place January, 2004.
q The Treasurers position will be divided into two categories. Gloria Flinn Lindermann will be responsible for the account receivables and Debbie Heidt has accepted the responsibility for the account payables.
q Barbara Sukramani will audit the books from last budget year once we have new software.
7. Meet Director’s Report (Linda Lockwood)
q The Board voted and approved not to sell the WAWA sandwich coupons as originally planned. Our new fundraising Chair discouraged their use stating that there was very little return for effort and outlay of monies.
q Lisa Herrell has volunteered to be responsible for the Script program. A more detailed explanation/clarification will be in the upcoming newsletter. The Board voted and approved that all monies generated by this program will go to the Club.
q WAC sponsored meet will be held January 10 – 11, 2004. Harold will send information home with swimmers very soon. We will need membership participation to make this meet successful for our club.
8. Social Chairman’s Report (Rita Murphy)
q WAC Xmas party will be held on December 17th, 6:30 – 8:00PM at the Bubble. Handouts will be sent home this week with swimmers. Social committee members will contact members from each level for food donations.
q Rita asked for confirmation from Harold as to the dates for the various upcoming “Pasta Nights” for swimmers. Dates to follow.
9. Official’s Chairman’s Report (Eric Young)
q Training session for officials will be held Saturday, December 6th at Fort Eustis. The time is from 12PM to 3PM.
q Confirmed that Stroke and Turn Officials must work 6 sessions/year to avoid recertification.
10. Coaches Report (Harold and Jeff)
q Jeff proposed investigating a WAC calendar. The suggestion came from the older swimmers as a fundraising effort. Pictures could be taken of numerous swimmers at the upcoming meets and made into a calendar. Jeff will contact Kinkos to investigate costs.
q WAC meet January 10 – 11, 2004. Harold will send information home with swimmers.
11. Local Market Chairman (Frank Tambone)
q Sent Board and committee members an email requesting feedback on member survey.
q Worked with Trooper to draft WAC survey letter. Presented to Board for feedback. After some input and discussion it was decided that Frank would work with Rick Overy to draft letter/survey. This finished effort would then be emailed to Board members for input with anticipated delivery to WAC membership in January.
Next meeting Tuesday, January 6, 2004
Board adjourned at 8:58 PM.
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