Board of Directors Meeting - July 24, 2007

AS APPROVED at the PVS Board Meeting – September 11, 2007
Meeting Notes



7:30 PM – TUESDAY, JULY 24, 2007


ATTENDANCE:  Board Members:  Jim Garner, Chair; Art Davis, Mark Faherty, John Hirschmann, Dan Jacobs, Bill Marlin, Bill Stephens, Ron Whalen.  Non-voting Board members:  Janet Auger, John Ertter, Jim Van Erden.  Guests:  Mark Eldridge, Ward Foley, Paris Jacobs, Brian Pawlowicz, Greg York


CALL TO ORDER:  The meeting was called to order at approximately 8:02 pm by Jim Garner, General Chair.


AGENDA:  Jim provided the Board with a proposed Agenda.


APPROVAL OF MINUTES:  The minutes of the June 12, 2007 meeting were unanimously approved.


RESULTS OF ELECTIONS FOR ATHLETE/COACH/OFFICIAL REPRESENTATIVES:  Garner announced the results of the Board of Directors elections held on the prior two weekends as follows:  Athlete Representatives – Virginia Ratcliff and Cassidy Wolfe, Coaches Representative – Dan Jacobs, and Officials Representative – Marie-Beth (Boots) Hall.  A motion to destroy the ballots passed unanimously.


2007 PVS LONG COURSE EASTERN ZONE ASSISTANT COACH:  Bill Marlin reported to the Board that Bob Brofft (PM) had volunteered to serve as a 2007 PVS LC Eastern Zone Assistant Coach, filling the vacancy created by Yuri Suguiyama’s resignation.  The Board voted unanimously to approve this replacement.


2008 LONG COURSE EASTERN ZONES MEET VENUE:  Prior to the meeting, the Board members had been informed of three options for venues for the PVS / VSI jointly bid hosting of the 2008 EZ Long Course Meet.  Acknowledging that the final decision lies with the Eastern zone, the Board voted unanimously to endorse Option 3 (below) as its recommended option to the zone.

Option 3
– Swim the meet on August 6-9, 2008, at the Montgomery Aquatic Center (MAC) (primary pool) and the Rockville Municipal Center (12/U prelims only)


HOSPITALITY FUNDING FOR PVS SPONSORED MEETS:  At the request of John Hirschmann, the Board considered modifying the policy of hospitality funding for PVS sponsored long course championship meets so the clubs could cover the actual expenses they incurred.  A motion was made and seconded that, effective July 1, 2007, for the purposes of calculating hospitality funding for long course championship meets, each preliminary session be counted as two sessions.  The motion was withdrawn.  The Board unanimously agreed to authorize reimbursement up to $2,000 (to be supported by receipts) for hospitality expenses to both Machine and CUBU for the recently completed 2007 long course championship meets.


FEES FOR ATHLETE TRANSFERS FROM ANOTHER LSC:  A motion was made and seconded stating the following: 


If an athlete transfers into PVS between September 1 and December 31 and has already paid for the new registration year to another LSC, PVS will collect $25.00

If an athlete transfers into PVS between January 1 and March 31 and has already paid for the new registration year to another LSC, PVS will collect $15.

If an athlete transfer into PVS April 1 or later and has already paid for the new registration year to another LSC, PVS will collect no fee.


The motion failed, thus, PVS will continue its policy of not collecting fees for athletes who transfer from another LSC into PVS during the registration year.     


STATUS OF FINES FOR PVS OFFICIALS REQUIREMENT:  A motion was made, seconded and unanimously approved that the Administrative Chair was to issue penalty letters to the offending clubs indicating the total amount was now due and payable.  The letters are to include the provision that, on December 31, 2007, a second “look-back” calculation will be performed, at which time, for every net addition of an official relative to May 1, the fine will be reduced by $200 and PVS would issue an appropriate refund check..


HIRING OF CHIEF OPERATING OFFICER:  Bill Stephens proposed a motion to the Board that it approve the following:


That John Ertter be hired as the part-time Chief Operating Officer (COO) for PVS with the intent for him to share his time as the PVS COO with his time as the PVS Controller under an agreement for a period of one year only, beginning on September 4, 2007.  Compensation and terms of employment to be negotiated by the new General Chair, Greg York, and presented to the Board of Directors for approval sometime after the new Board members take office in September.


During the discussion that followed, Whalen asked that the minutes reflect the importance of the employment agreement addressing the separation of financial controls in light of the fact the COO and Controller would be the same person.  It was recommended the current role of the Treasurer in this regard be retained.


Additionally, incoming Chair, Greg York, asked the Board to consider an earlier effective date for the COO contract so as to allow Ertter to assist with the upcoming Eastern Zone Long Course meet and other items.  Following a suggestion that Ertter be separately hired for this purpose under a Special Project agreement for Zones, the motion was withdrawn.  It was suggested that another alternative would be that a “letter contract” be entered into to allow John Ertter to start earlier.  This would permit the long term contract to be carefully developed and reviewed before being signed.


Accordingly, a motion authorizing the General Chair to engage Ertter’s services on an immediate interim basis  and authorizing the incoming General Chair to initiate negotiation with Ertter of a one year part-time COO contract to be presented to the Board for approval in September..  Following a second, the motion passed unanimously with one abstention.     


RESOLUTION TO AUTHORIZE OPENING OF A CERTIFICATE OF DEPOSIT: A resolution to authorize the opening of a one year, dual signature authority of Greg York and Bill Stephens, $100,000 certificate of deposit at Chevy Chase Bank was unanimously approved. 


PVS ENROLLMENT IN CREDIT ALERT PROGRAM:  Ertter requested and authorization was also granted to allow him to enroll PVS in a credit alert program at an expected cost of approximately $13 per month.


NEXT BOARD MEETING:  The Chair announced that its next Board meeting will be held on Tuesday, September 11, 2007 at 6:30PM, location to be announced at a later date.  [Following the meeting, it was confirmed that the meeting would be held at River Falls Community Center.]


ADJOURNMENT:  The meeting adjourned at 10:20 PM.


Respectfully submitted by,
Janet Auger
PVS Administrative Assistant