AS APPROVED at the PVS Board Meeting – October 10, 2007
Meeting Notes

POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

7:00 PM – TUESDAY, SEPTEMBER 11, 2007
RIVER FALLS COMMUNITY CENTER
RIVER FALLS, MD


 

ATTENDANCE:  Board Members:  Greg York, Chair; Austin Auger, Riley Eaton, Mark Faherty, Boots Hall, Dan Jacobs, Virginia Ratcliff, Bill Stephens, Jim Thompson, Ron Whalen, Cassidy Wolfe.  Executive Director:  John Ertter.  Non-voting Board members:  Janet Auger, Kerry Ellett,  Jim Garner, John Hirschmann, Linda Klopfenstein, Jim Van Erden.  Guests:  Tim Husson, Paris Jacobs, Brian Pawlowicz

CALL TO ORDER:  The meeting was called to order at approximately 7:00 pm by Greg York, General Chair.

AGENDA:  John Ertter provided the Board with a proposed Agenda.

APPOINTMENT OF SPECIAL ASSISTANT TO THE GENERAL CHAIR:  The Board approved Greg York’s request to appoint John Hirschmann to the position of Special Assistant to the General Chair.

APPOINTMENT OF STRATEGIC PLANNING CHAIR:  The Board approved Greg York’s recommendation to appoint Jim Thompson as Strategic Planning Committee Chair, fulfilling the vacancy created by Bill Stephen’s election as Finance Vice Chair.        

APPROVAL OF MINUTES:  The minutes of the July 24, 2007 were approved with one abstention, Ron Whalen. 

EXECUTIVE DIRECTOR’S REPORT:  Prior to the meeting, all members had received via email John Ertter’s “Report from Executive Director.”  After reviewing all items, the Board did the following:

• Endorsed the attendance by Manga Dalizu at the USA-S Diversity Summit, October 26-28, 2007 in Colorado Springs
• Noted the election of Kerry Ellett as Chair of the Board of Review.
• Endorsed the attendance of Kerry Ellett at the USA-S Board of Review Workshop, October 26-28, 2007 in Grapevine, Texas
• Endorsed the attendance of Terri Marlin and either Karen or Brian Pawlowicz at the USA-S Meet Management & Marketing Workshop, October 3-4, 2008 in Colorado Springs
• Endorsed the attendance of Peter Nichols and Lionel Bejean at the USA-S Official’s Workshop, October 12-14, 2007 in St. Louis
• Approved the engagement of Sarfino & Rhoades to conduct the audit  of PVS financial activity for the 2006-07 fiscal year at an anticipated expense of $8,000 to $12,000
• Authorized the Executive Director to proceed with development of a communications initiative which includes initiation of a quarterly newsletter.
• Approved the transfer of pool rental responsibility from Administrative Assistant to Executive Director, including the authority to exercise and sign rental contracts that are generally consistent with prior year’s as regard to location and cost.  The Executive Director was encouraged to consult with the Senior Chair, Age Group Chair and two Coaches representatives when considering changing venues and/or new rental opportunities become known.
• Reaffirmed the assignment of meet sanctioning responsibility to the Administrative Assistant  to the extent allowed under PVS’s Policy & Procedures
• Assigned  responsibility for team venue placement and rebalancing of entries for PVS sponsored Meets to the Administrative Assistant  (In discussing this item it was recommended that wording be added to PVS Open meet announcements stating:  “Entries, once submitted, are not refundable.”)
• Endorsed a recommendation that the PVS Safety Chair, Peter Nichols, and Betsy Stevenson meet to coordinate their proposed activities and develop a plan to inspect the pools utilized for PVS sanctioned meets.  

NEW CLUB APPLICATION TO JOIN PVS:  Art Davis had submitted, via e-mail, that an application to join PVS as a new member club had been received from Best Times Swim Club (BTSC).  Noting that approval for the club had been granted by USA-S on July 30^th, a motion was made, seconded and unanimously approved to grant BTSC’s request.

AUTHORIZATION OF BONUS PAYMENTS TO 2007 EZ LC STAFF:  A motion was made, seconded and unanimously approved to provide bonuses of 25% to the coaching staff in the following amounts:  Zone Team Coordinator - $375.00, Head Coach - $175.00, Assistant Head Coach - $125.00, Assistant Coaches - $100 each, equaling a total disbursement of $1,385.00.

SELECTION OF 2006-07 PVS AGE GROUP COACH OF THE YEAR:   Dan Jacobs announced that a committee comprised of the Age Group Chair and both Coaches Representatives had selected Kent Williams of RMSC as the 2006-07 PVS Age Group Coach of the Year.  Due to scheduling conflicts, Williams had declined the opportunity to attend this year’s ASCA convention at PVS’s expense. 

AUTHORIZATION TO EXECUTE EXECUTIVE DIRECTOR’S CONTRACT:  After receiving and reviewing the PVS “Agreement for Independent Contractor Services – Executive Director”, a motion was made, seconded and unanimously approved to execute the contract with John Ertter for the period September 1, 2007 to August 31, 2008. 

AUTHORIZATION TO HIRE PVS WEBMASTER: The Compensation Committee requested the Board approve the concept of hiring a webmaster and authorize the Executive Director to negotiate a contract for these services with an effective date of September 1, 2007 through August 31, 2008.  Following a motion, and second, the Compensation Committee’s request was unanimously approved.

AWARDING OF 2007-2008 SC PVS SPONSORED MEETS: The Board agreed to award the hosting of both Takoma sites of the November Open to Bill Marlin.  It also agreed to award the January and February Distance meets to RMSC if no future bids are received.

NEXT BOARD MEETING:  The Chair announced that its next Board meeting will be held on Wednesday, October 10, 2007, 6:30PM at McLean Community Center.  [Subsequent to the meeting, it was determined that the McLean Community Center was not available and the location was changed to Oak Marr.]

ADJOURNMENT:  The meeting was adjourned at 9:42PM.

Respectfully submitted by,
Janet Auger
PVS Administrative Assistant