Potomac Valley Swimming

Board of Director’s Meeting

Overlee

6030 Lee Highway, Arlington, VA

April 13, 2009

• Dinner – 6:30
• Attendance: Greg York, Jim Garner, Bill Marlin, Jim Thompson, Dan Jacobs, Manga Dalizu, Tim Husson, Bill Stephens, Virginia Ratcliff, Tara Banks, Art Davis, John Hirschmann, Corey Wallace, John Ertter, Linda Klopfenstein, Paris Jacobs, Boots Hall, Brain Pawlowicz, Bob Vincent and Terri Marlin
• Call to order – 7:00 pm
• The PVS Zone Team won this year’s SC Eastern Zone meet in Rochester, NY. Congratulations to all athletes and coaching staff!
• Items Requiring Board Action
• Approval of March 9, 2009 meeting minutes; motion made to approve the March 9, 2009 minutes; seconded and approved.
• Discussion of LSC Evaluation & Achievement program (LEAP):
• The LSC Evaluation and Achievement Program (LEAP) is set up by USA Swimming and is a self evaluation program similar to the Club Recognition program currently in place. The purpose of LEAP is to help improve our LSC. John Hirschmann is taking the lead on this project for PVS. It has been noted that this project will require the participation of all Board members to get all three levels completed by USA Swimming’s desired, the September 1, 2009 due date.
• Eastern Zone Meeting
• If you are attending and have not already done so please send Paris registration forms.

• Junior, AG and Senior Meets
• Paris and Brian both did a tremendous job at their meets. Thanks to both of them.
• AG Champs:
• Expressed appreciation to the PGS&LC staff for working with us regarding the air and water quality. This was Derrick’s last meet as pool manager. Jay who has been the assistant manager will now be taking over as the pool manager and is very responsive to improving the air quality.
• A parent was not happy that they had to pay for a meet program and wanted it brought it to the board’s attention.
• A parent called the Health Inspector regarding the air quality on Sunday. Fortunately the levels were at an acceptable level when the health inspector came to the pool.
• Senior Champs:
• Great job on both the meet host and the officials and all of the help in moving the meet from GMU to Claude Moore due to the plumbing problems. This prevented the Sunday morning session from being swum
• GMU did a good job and made a huge effort to correct the problem after it initially arose on Saturday; however with the increases usage Sunday morning the problem became apparent again, preventing the meet to take place at GMU. GMU did adjust the fees appropriately and to our satisfaction.
• The final session ran on Sunday evening as a timed finals and it all went well.
• GMU was requested as the facility for next year.
• A PVS only “C” final may no longer be necessary, this will be looked at for the 2010 Sr. Champs meet.
• Report of Nominating Committee
• There are 4 forthcoming vacancies on the BoD  that have to be filled by vote at the House of Delegates meeting. Three are incumbents, all are eligible to run for a second term and wish to do so.: Greg York-Gen Chair, Riley Eaton-Sr. Chair, Bill Stephens-Finance, and Operations.
• Dave DiNardo has advised the Nominating committee that he is interested running for the Operations Vice Chair position. This will be to fill the vacancy caused by the resignation of Karl Hellman. Accordingly, the person elected will complete this term which will end August 31, 2009.
• Board of Review: There are four vacancies to be filled this year. The Nominating Committee is putting fourth Brian Pawlowicz, Kate Ziegler as the athlete candidate, Ward Foley and Jim Garner as their nominees
• Greg makes the motion that Dave DiNardo be approved. He will serve in this interim appointment until the next meeting of the House of Delegates. The motion is seconded and approved.
• At-Large Vote
• The General Chair announced his recommendations for the 10 delegates to the 2009 HOD meeting. The At-Large votes will go to the following 9 people: Paris Jacobs, John Hirschmann, Linda Klopfenstein, Brian Pawlowicz, Corey Wallace, Bob Vincent, Kerry Ellet, Art Lopez, Mark Faherty. A motion was made to accept these delegates, it was seconded and approved
• Greg also made a motion to the Board to accept substitutions at his discretion but not to exceed 10 At-large votes. It was seconded and approved.
• Finance & Budget
• Treasurer’s & Executive Director’s reports on 2008-2009
• PVS as an organization has a lot of flexibility due to the financial strength and we do a great job of recording and keeping track of where all our money comes from and where it goes.
• We currently use an outside auditor who has historically made suggestions as to how to better handle the business. After 4 years with this company this is the first year that we have passed the Auditors check list and PVS is doing everything they want us to do. This is due in great part to John Ertter who took over and has done a great job cleaning the finances up and keeping track of all our money.
• Report of Audit Committee: Auditor's Report
• Potentially there are a few things that could be handled better in procedures; however the finances are clean and well taken care of.
• It is difficult getting people to work on the Audit Committee, Greg is asking that an effort is made to have the Finance Chair and Controller and the Audit Committee try to work better together.
• Ertter suggests the Audit Committee elect their own Committee Chair, which would take the Finance Chair out of the process. The Audit Committee can and should then meet with the Auditors independently. The Auditors have already agreed to meet with our Audit Committee when the financial records to support the annual audit are delivered to the Auditor and picked up.
• John Hirschmann, as a member of the Audit Committee, would like the opportunity to also talk to and ask the Controller and/or Finance Chair any questions the Committee feels necessary.

• Draft Budget dated 4/12/09: motion made to accept the budget as prepared by the Controller so that it can be modified as desired by the Board of Directors. Seconded and approved
• To assist the Board with its review of the proposed budget, the Controller has prepared a document entitled “New Programs/initiatives for 2009-2010”: see report submitted. This showed both new items that were proposed for inclusion and were in the current draft and other items that has been proposed that were not currently included.

Motion to accept the budget as amended, seconded and approved.

• HOD meeting – May 20 (Fairlington)
• Adjourn General Session at 10:24
• Contractor fees for 2009-2010 (Executive Session)
• Next meeting – [Monday June 8, 2009 at Overlee, finalization of this date was after the meeting]
• Adjourn