AS APPROVED at the PVS Board Meeting -- April 19, 2006
Meeting Notes


6:30 PM -- WEDNESDAY MARCH 8, 2006
McLean Community Center
McLean, VA


ATTENDANCE:  Jim Garner, Chair. Board Members: Jim Garner, John Hirschmann, Bill Marlin, Don Riedlinger, Bill Stephens, Ron Whalen, Greg York. Non-voting Board members: Janet Auger, John Ertter, Ward Foley (ex-officio).

CALL TO ORDER:  The meeting was called to order at approximately 6:40 P.M. by Jim Garner, General Chair.

APPROVAL OF MINUTES: The minutes of the February 8, 2006 meeting were approved as submitted.

HOUSE OF DELEGATES MEETING:  The date for the House of Delegates Meeting was tentatively set for either May 23rd or 24th, 2006 pending a decision on location. [The meeting was subsequently confirmed for Wednesday, May 24th, 6:30 P.M. at the McLean Community Center.]

AT LARGE APPOINTMENTS FOR HOD MEETING:  Jim Garner recommended to the Board that the following individuals be designated as the 10 at-large delegates to the PVS House of Delegates as permitted by the By-Laws: Art Davis, Riley Eaton, Steed Edwards, Kerry Ellett, John Ertter, Ward Foley, Boots Hall, Tim Husson, Linda Klopfenstein and Jim Thompson. The Board voted to approve the recommendation to make these appointments.

NOMINATING COMMITTEE:  The Board reviewed what Board positions stand for election this year that would be voted upon by the House of Delegates: Administrative Vice Chair, Age Group Vice Chair, Operations Vice Chair, Strategic Planning and four Board of Review members. The Board approved the formation of a Nominating Committee comprised of Jim Garner, John Hirschmann and Linda Klopfenstein.

FORMAT OF MINUTES OF BOARD OF DIRECTORS MEETING:  A motion was made, seconded and passed 3-1 (with 3 abstentions) to modify the format of the Board of Directors Meeting Minutes. Beginning with the March 8th meeting, the Official Minutes will reflect Board actions only. A separate document to supplement these Minutes will be prepared to provide background information. entitled “Meeting Notes” will also be prepared. The two documents will be posted on the website.

PROPOSAL TO RECOGNIZE ADAPTIVE SWIMMER OF THE YEAR:  A motion was made, seconded and passed 7-0 for Don Riedlinger and Bill Marlin to prepare a proposal for selection criteria for the potential adoption by the Board of an “Adaptive Swimmer of the Year Award.”

2007 BUDGET PLANNING WORKSHOP:  A Budget Planning Workshop was scheduled for Saturday, April 8th, 9:00 am at a location to be announced. [The workshop was subsequently rescheduled to Saturday, April 15th, 9:00 A.M., at the McLean Community Center.]

FUNDING OUTREACH MEET ENTRIES:  A motion was made, seconded and passed 7-0 to require that clubs submit entry fees for Outreach swimmers’ entries to host clubs and then submit requests to the Treasurer for reimbursement. The Controller will develop a form for this purpose.

WAIVER OF FEES FOR LINDSEY J MILLER INVITATIONAL MEET:  A motion was made, seconded and passed 7-0 to waive sanction  fees for the Lindsey J Miller Invitational Meet, a meet hosted by SDS on March 3-4, 2006 where all fees are donated.

PURCHASE OF EQUIPMENT:  A motion was made, seconded and passed 7-0 to authorize the purchase of two Colorado System VI’s at a cost of approximately $4500 each.

TRAVEL REIMBURSEMENT FOR USA SWIMMING CONVENTION:  A motion was made, seconded and passed that travel reimbursement is to be made on an actual cost reimbursement model in lieu of a stipend.

FUNDING FOR USA SWIMMING CONVENTION:  A motion was made, seconded and passed that the General Chair make annual recommendations to the Board regarding which attendees will be reimbursed and on what basis.

NEXT BOARD MEETING:  The Chair announced that the next meeting will be held at the McLean Community Center on Wednesday, April 19th at 6:30 P.M.

ADJOURNMENT:  The meeting was adjourned at approximately 9:30P.M.

Respectfully submitted by:

Janet Auger
PVS Administrative Assistant