Parent Board Meeting
Board Meeting
Wednesday, December 11, 2002
Place and Time
James City County Community Center
7:00 PM
Attending Members
Jeff Armstrong Harold Baker Lorraine Bartlett Beth Carpenter
Brett Dowling Trooper Earle Linda Lockwood Robin McClaine
Frank Tambone Tom Taylor
Call to Order @ 7:12PM
Business Conducted
1. Review of Board meeting practices
q Time for meeting not to exceed 8:30PM
2. Review of previous meeting minutes
q The minutes from 11/12/02 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)
q Board meetings for 2003 through May will be reserved for the first Tuesday of the month. Board voted and approved.
q Would like Board members and Chairpersons to submit a job description to be reviewed for the purpose of creating a WAC Policy and Procedures Manual in the upcoming months. This document would be helpful for the future governing teams that will follow.
q Apparel coordinator for the Team was discussed. Harold did not feel it would be a helpful addition. His major focus was that the Team maintain a consistent look while we promote the club and coordinating apparel. He also expressed that while trying to improve apparel appeal the WAC logo should be something that is seen clearly from a distance and that it not be obscured with a lot of distraction.
q It appears that we are not getting the information about meets to the newspapers in a timely fashion. The work that Dexter Klock is currently completing should help expedite and streamline this issue. Promotion of individual swimmers with newspaper exposure was discussed and it was decided that it would be much more productive to promote the TEAM and group accomplishments ( for example: several senior swimmers were inducted to the National Academic All American ). Jeff Armstrong would like the Team promoted on a consistent basis whether it be weekly, monthly, etc in the local papers with information to include WAC, a contact person and phone number.
q The Emily Goldhammer situation has been resolved with all parties content with the outcome and WAC having been told by various sources that they did all that would/could have been expected to resolve situation.
q Discussion to implement a WAC audit process to be done at the change in Treasurer’s or on an annual basis. We are hoping to find a qualified WAC family member to take on this task as a fulfillment of their work commitment obligations. Board voted and approved. Beth Carpenter suggested that we should split the tracking of the revenues and expenses.
q Deadline for the January WAC News will be December 15th due to the holiday.
q Our Vice President, Mike Basehore, has asked for a replacement because his work and family demands have prevented his attending our meetings, etc. It was suggested that the Board think about his replacement and bring suggestions to our next meeting.
q A new position “Bubble Maintenance Chair” (which would provide assistance with the demands of Bubble repair and maintenance and coordinate the raising and taking down of the Bubble) was suggested and the Board voted and approved. We will be seeking an individual from our WAC families to assume this responsibility. Work credits would be applied.
Bath-house Meeting: Update
The Committee met and it has been concluded from the various bids that the bathhouse the County would like to build cannot be built for the $150,000 that they are willing to budget. The best-case scenario for this project appears to cost somewhere in the area of $200 – 205,000. Committee members will meet with John McDonald from the County next week to discuss how to proceed.
4. Treasurer’s Report (Beth Carpenter)
q Membership enrollment as of this meeting for the December through February session should fall between 190 – 195.
q Treasurer reviewed with the Board the current financial situation. Overall in good standing with expenses on target.
q Currently 12 – 15 swimmers in the water who have not paid their bills. Also, members not paying the late payment penalties associated with their late payments.
q Member confusion as to the application of work credits – CREDITS MUST BE IN PRIOR TO THE CUTTING OF THE INVOICE. ANY REMAINING CREDITS WILL BE APPLIED TO THE NEXT BILLING PERIOD. Spoke of adding clarification to the invoice to help with confusion.
q Bingo proceeds ahead of budget.
q Food coupons going very well.
q Admin costs need to be watched.
q Bubble utilities higher than last year – Vents will be repaired soon so that should help a great deal.
q Trooper requested an accounts receivable report from Beth, which she will supply.
5. Coaches Report (Harold Baker/Jeff Armstrong)
q Bubble repairs – exit signs up; recycle vents in; replaced heaters in the bathrooms; bathrooms being repaired; pool light (Chris and Dave); vent flaps in.
q Harold working on a problem with the A/BB Champs – WAC has been designated to go to Lynchburg – feels this will be resolved in favor of WAC
q Champ meet results (NOVA) WAC came in 5th out of 30+ teams. It was a very good showing considering many 11 – 12 year olds were involved in band and had to attend the Holiday Parade in Williamsburg.
q Harold is the meet Director for the State Championship at ODU. Is planning to approach the high school swimmers to see if they would be interested in manning the concessions as a means of raising money. If there is no interest from them he may open it up to WAC as a possible fundraising opportunity.
q There may be local interest in a local diving team. Currently practice is being held at W&M on Saturdays for 2 hours. May be on our agenda in the future.
q End of the 2nd session is February 20, 2003. Swimmers must be signed up in order to swim in Champs.
6. Local Market Chairman Report (Frank Tambone)
q Distributing WAC tri-fold to 10 locations. The area covered is from the Croaker library to the Midtown pool.
q Encourage use of website by referring to it in various handouts that are given to the swimmers.
q Looking for a way to print the color tri-fold at a cost cheaper than $.79/copy. We have an immediate need of 500 copies. Tom Taylor had some suggestions - will investigate.
q Brett and Tom have received feedback that the information is getting outside of the organization – beyond WAC community.
7. Social Chairman’s Report (Robin McClaine)
q Concerned that her group level parent volunteers were not clear as to their work assignments. She did not feel that they should be responsible for phone solicitation of items for hospitality that are needed when WAC hosts a meet. Robin felt that there are enough at-home moms who would be more than happy to fulfill their work commitments by assuming the job of phone solicitor. She did not want to overload her group level volunteers and suggested that this issue be revisited when we are clear on the new member list that will be generated shortly and the status of work commitments (will contact Paige Rogers) that are being met.
q December 19th – Xmas pool party, 7:00 – 8:30 at the Bubble. Pool games and a gift exchange for $5.00 is planned. Flyer to advertise in the WAC Splash will be sent to Trooper.
8. Official’s Chairman’s Report (Tom Taylor)
q Re-certification of officials to be sent 12/12/02.
q Requests for multiple meet staffing is very complicated – working with Dexter Klock to simplify.
q On-line sign up of official staffing for meets – to add definite YES or NO for availability – will save follow-up phone calls.
9. Meet Director’s Report (Linda Lockwood)
q Waiting on new session membership list to recruit for January meet volunteers.
q Ad sales have not done as well as expected – would like to see one individual solely devoted to that task.
q Profits from the Thanksgiving meet were not what WAC had hoped that they would be.
q Had difficulty getting parent volunteers to time at the last meet. Would like to consider having timers “work for credit”. This issue will be revisited at the next meeting.
q Need to work harder for “donations” from WAC members for meet hospitality. In addition to a phone campaign we will also be promoting this via e-mail and flyers.
Next meeting date is January 7th at 7PM.
Board adjourned at 8:50PM.
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