AS APPROVED at the PVS Board Meeting -- April 25, 2007
POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES
6:30 PM -- MONDAY, MARCH 12, 2007
McLean Community
Center
McLean, VA
ATTENDANCE: Board Members: Jim Garner, Chair; Austin Auger, Art Davis, Mark Faherty, Frani Hess, John Hirschmann, Dan Jacobs, Bill Marlin, Don Riedlinger, Bill Stephens, Ron Whalen. Non-voting Board members: Janet Auger, John Ertter, Ward Foley, Boots Hall, Linda Klopfenstein, Jim Van Erden. Guests: Manga Dalizu, Jim Thompson.
CALL TO ORDER: The meeting was called to order at approximately 6:40pm by Jim Garner, General Chair.
AGENDA: Jim provided the Board with a proposed Agenda.
UPDATE ON STATUS OF OFFICIALS TRACKING: Jim Thompson, PVS Officials Committee member, made a presentation to the Board entitled, “Officials Tracking: Status Update,” detailing the enhancements to the program. Highlights of his presentation included:
· A history of the data collection process from 2004 to 2007.
· A summary of the data collection experience for the 2006-07 season.
· An overview of the data available and various reports that can be generated.
· Possible long-term implications of the program.
APPROVAL OF MINUTES: A motion was made and seconded to approve the minutes of the February 12, 2007 meeting. The motion passed with one abstention, Don Riedlinger.
2007 NOMINATING COMMITTEE: The Board reviewed what Board of Directors and Board of Review positions stand for election this year that would be voted upon by the House of Delegates. The Board approved the formation of a Nominating Committee comprised of Mark Eldridge, Kerry Reed Ellett, Jim Garner, Jim Van Erden and Peter Karl.
AT-LARGE APPOINTMENTS FOR HoD MEETING: Garner informed the Board that he would present his list of recommendations for the 10 at-large delegates to the PVS House of Delegates as permitted by the Bylaws at the April meeting.
STATEMENT OF PRINCIPLES ON ETHICAL BEHAVIOR AND CONFLICT OF INTEREST: A motion was made, seconded and unanimously approved to adopt the revised “Statement of Principles on Ethical Behavior and Conflict of Interest” (revision of 3/10/07) as presented.
A motion was made, seconded and unanimously approved to request signature endorsement of the statement by individuals holding the following positions: all members of the PVS Board of Directors (including active ex officio members), all members of the PVS Board of Review, all PVS support contractors (currently Registrar, Administrative Assistant, Controller and Equipment Manager), and key PVS Committee Chairs (Awards Chair, Camps Coordinator, Officials Chair, Travel Support Coordinator, Safety Chair, Webmaster, and Zone Coordinator). Executed statements are to be returned to the Administrative Assistant no later than the April Board meeting.
DIVERSITY PROGRAM: The Board received an update on his plans for a PVS Diversity travel team from Manga Dalizu. In response to Manga Dalizu’s a request to fund a Diversity Program, the Board indicated it would support the inclusion of a line item of $7,000 entitled “Diversity” in the proposed FY08 budget.
EXECUTIVE SESSION ACTIONS: The Board of Directors, after voting to include Janet Auger and John Ertter in the session, met in executive session to discuss monies owed to PVS by four member clubs, described as Team A, Team B, Team C and Team D.
A motion was made and seconded to immediately suspend Team A from PVS, subject to reinstatement upon receipt of monies owed. The motion was amended to send a certified letter advising that suspension from PVS will occur in two weeks from the date of notification unless payment is received in the interim. The motion to amend the motion passed 6-5. The original motion was then passed with one dissenting vote, Art Davis, who asked that the minutes reflect that his dissent was primarily based on the fact that no hearing had been offered to the member club. [Subsequent to the meeting, Davis requested that his vote be changed to an approval of the motion.]
A motion was made, seconded and passed on a vote of 9-1-1 to send notice to Team B, via certified letter, advising that suspension from PVS will occur in 30 days unless payment is received. The Treasurer indicated that he felt it was premature to take action against Team C and thus no action was taken.
A motion was made, seconded and passed on a vote of 9-1-1 to send notice to Team D, via certified letter, advising that suspension from PVS will occur in 30 days unless payment is received. The Executive Session concluded and the previously excused attendees returned.
APRIL 15th STRATEGIC PLANNING RETREAT: Bill Stephens presented the Board a handout outlining the Strategic Planning Retreat scheduled for Sunday, April 15th, 9:00am – 5:00pm at Jim Van Erden’s office. The proposed plan was developed the prior Saturday by retreat working group of Stephens, Van Erden, Marlin, Hirschmann and Ertter. Exact address and directions for where the retreat will be held will follow via e-mail.
PVS INVESTMENT POLICY: Following discussion of the basis for some of the recommended policy and, after confirming that, if the policy were adopted, investment decisions would continue to require Board approval, a motion was made, seconded and unanimously approved to adopt the proposed PVS Investment Policy.
OFFICIALS EDUCATION TRAVEL REIMBURSEMENT POLICY: The Officials Education Travel Reimbursement Policy as amended at the meeting was unanimously approved by the Board.
STATUS OF Maverick Swim Club (MAV): Art Davis advised the Board that he had spoken with Erik Collins of Maverick Swim Club (MAV) who had informed him of his permanent relocation to Minnesota and that his team was no longer active. The Administrative Assistant was requested to remove MAV from the PVS website.
2007 LSC REGISTRATION/TIMES WORKSHOP: Davis requested and received Board approval for reimbursement of travel costs for the PVS Registrar to attend the 2007 LSC Registration/Times Workshop to be held in Tucson, Arizona on April 20-21-22. It was noted that Tim Husson and John Hirschmann both planned to attend for the Times portion.
NEXT BOARD MEETING: The Chair requested that the April Board meeting be scheduled for April 25th at 6:30PM in lieu of the previously announced date of April 16th. This will allow time for a proposed FY08 budget to be presented to the Board that reflects decisions made at the April 15th Board retreat. The Administrative Assistant was requested to confirm the availability of the McLean Community Center for the rescheduled date. [Following the meeting, it was confirmed that the meeting would be held at the McLean Community Center on the rescheduled date.]
ADJOURNMENT: The meeting adjourned at 9:50PM.
Respectfully submitted by,
Janet Auger
PVS Administrative Assistant