Minutes APPROVED at the December 8, 2008 BoD meeting

Potomac Valley Swimming

November 10, 2008

Overlee Community Center

Board of Director Meeting Minutes

• Dinner – 6:30 PM
• Call to Order – 7:00 PM: Greg York—meeting called to order at 7:00 pm
• Those in attendance: Greg York, John Ertter, Riley Eaton, Bill Marlin, Bill Stephens, John Hirschman, Boots Hall, Linda Klopfenstein, Karl Hellman, Virginia Ratcliff, Tara Banks, Jim Thompson, Jim Garner, Brian Pawlowicz, Corey Wallace, Jake McGrail, Tim Husson and Terri Marlin
• Welcome John Hirschman back to the Board Meetings!
• Items Requiring Board Action
• Roles of Board Members: Greg York:
• Let’s get these things done. All BoD members should start actions with “I want to achieve…” then follow through. PVS is striving to be a leader within USA Swimming.

• Approval of October 6, 2008 meeting minutes: Motion, seconded and approved.

• PVS Equipment & New Equipment Manager:  Jake McGrail was introduced as the new equipment manager.

• Oct & Nov Open: Minor equipment issues were discussed
• PVS is very active in running our own meets, which is somewhat unique. John Ertter will contact VSI to get feedback from them as to how they handle there meet equipment
• Jakes wants feedback from meet managers and board members as to how to better serve the LSC and guidance on what PVS equipment/supplies are needed for each meet.
• Suggestion: to find a set standard of watches. New watches have been ordered

• Purchase of New Equipment: PVS have ordered 30 buttons, 1 10 lane back up harness, 1 10 lane prime harness, 2 Infinity starters

• Platform for Lee District : A new in water platform has been ordered. It will be “gifted” to Lee District , so they are responsible for all maintenance. PVS will have first rights for usage.
• A “work order” type form will be developed to help Jake gain better control of what equipment goes out and comes back.
• Rental equipment information on the website will be reviewed and updated as needed
• It was recommends PVS sends Jake to the “CTS” school at some point to learn as much as possible.
• Greg made a motion to add some money to the budget for continuing education for our contractors. It was seconded and approved (as a general idea)

• Approval of Attorney Retainer
• John Ertter recommends that we continue to retain Joseph Artabane as the Attorney; ($1500 annual retainer fee). Only point of concern is that Artabane is also a parent member of a club in PVS, if a situation between PVS and this club were to arrise then Artabane may not be able to represent PVS.
• Greg makes motion to retain Artabane, it was seconded, and approved
• IRS Form 990 – Board Member Input Required
• Our independent auditors are requiring more information in order to have the tax returns done correctly, so that we can maintain our non-profit status. An estimate of how much time each elected Board member spends doing work for the PVS Board is now required by the auditors. This is due to new IRS requirements.
• Resolution of Club fines for 2006 – 2007 fiscal year
• The situation with two of the teams in question have been resolved. The third team still has several outstanding bills owed to PVS. It is recommended that we don’t accept meet entries for any PVS meets from them without a check in advance of the meet. We have to allow an athlete to compete as long as they have paid the fee, therefore the parents can pay individually, however this will create an extra challenge for Meet Directors
• For additional information from the Administrative VP, see Admin Reports

• Appointment of New Athlete Rep: the prospective new Athlete Rep was unable to attend, therefore voting will be postponed until December meeting
• Capital Funding Discussion: see submitted report
• Very little response has been made in regards to the Capital Funding Plan. Would like to put it up for a vote in Dec or Jan.
• Greg asks that if you have input, negative or positive please send it to Bill Stephens
• Old Business: nothing to report on
• New Business moved on to Member reports first
• Greg makes a motion to have the newly purchased 8 line scoreboard permanently mounted at Fairland, and to give John Ertter authority to contract with Daktronics, as an outside contractor, to do the work so long as the dollar amount is reasonable; it was seconded and approved.
• It was recommended that PVS begin to hold Meet Managers seminars again.
• November Open meets went well; only a few small problems
• This LSC has been too casual about Marshals on the pool deck at swim meet. PVS needs to step up and make safety a priority [Marshal guideline were previously established and posted to the website]
• Reports
• Athlete Representatives:
• Virginia Ratcliff: presented an article on the difference between the 6pt vs 10pt grading scale used by different local high schools within PVS territory and what a big difference it makes and how it makes a difference in becoming a scholar athlete. This will be brought to the attention of the Scholar Athlete Coordinator.
• Elizabeth Hall’s application for Scholar Athlete was turned in a few days late, Virginia recommends her application be approved.
• Tara Banks: no report submitted

o Executive Director Report: John Ertter: see report submitted; audit about complete, way ahead this year, tax return will be done soon. John Hirschman was asked to please join the audit committee. Also see additional report

o Administrative: Art Davis; see report

o Webmaster Report: Tim Husson; see report submitted

§ Set up email list of the PVS coaches for Riley; seems to be working fine

o Finance/Accounting:

§ Bill Stephens: update on Audit process; about 5 years PVS decided we needed an outside Audit agency. It is about a $10,000 bill each year. Each year the auditors call board members to clarify issues.

· Risk Assessment; they are required to look at our operations where we have potential risk (not real risk); looking at revenue or spending issues. 1. Boundary issues (sending 1,000 athletes to VSI). Concern about; embezzlement, schemes to defraud the organization, cash reconciliation, bank account reconciliation…they will talk to everyone on the audit committee to discuss these issues. In the short term, we have controls as stringent and tight as possible. Ertter has been doing an excellent job keeping our books.

§ John Ertter

· Doesn’t mind being challenged. Agree that the auditors are simply doing their jobs by looking over our shoulders.

o Operations Division: Karl Hellmann: see report submitted

§ Fairland has wired shut the vents in the roof, the only way to get the air in the doors have to been open. This is due to the fact that a new ventilation system is being installed, according to Oliver (Fairland)

§ Bill M asked if we can get together with Lee District to help fix the lights.

o Senior Division: Riley Eaton; see report submitted

§ RMSC has been officially awarded the Eastern Zone South Regional Spring Sectional; it will be at Germantown, the meet announcement will be out shortly

§ 2009 is the first time in several years with a Sr. Champ and Jr Champ meet in the same year along with a Sectional meet, therefore the Sr. Champ cuts are being tightened

§ At Sr. Champ: the C final will be PVS only swimmers 

o Age Group Division: Bill Marlin; see report submitted

§ LC Zones Summer; have approval from Naval Academy to use their pool, however we still need a second pool; If UMD comes through, that will be a better venue. Will continue to look for a pool for 2009 Summer LC Zones

o Coaches Representatives                                                     

§ Dan Jacobs; not in attendance

§ Manga Dalizu: see submitted report

o Officials                                                                                              

§ Jim VanErden; not in attendance

§ Boots Hall; see report submitted

· Great clinics; many new participants.

· Wants to make the Tom Dolan Invitational an N2 Qualifier Meet; too late to be an N3 meet [after the meeting approval for N3 for Stroke and Turns only was approved as was approval for N2 for all other positions]

· Would like there to be more training for Chief Judges. Younger coaches also need to be trained in how a “National deck” runs (scratches, postitive check-in, etc).

o Strategic Planning: Jim Thompson: No report submitted

· Next BOD Meeting: December 8, 2008; 6:30 dinner, 7:00 pm meeting

• Adjournment, motion at 8:51