12:30 PM -- SUNDAY March 17, 2002
Fairfax, VA

General Chairman Thirl Crudup called the meeting to order at 12:30 pm on Sunday, March 17, 2002. This special meeting of the Board met at the home of Greg York in Fairfax VA. Board members present were: Thirl Crudup, John Blaschke, John Ertter, Jim Garner, John Hirschmann, Bill Marlin, Kit Mathews, Bob Walker and Greg York.

John Ertter made the following motion:

Over the past several months the PVS Administrative Office has experienced numerous problems that have negatively impacted all facets of PVS's business and its operations. The failure of Tatoodles, the current contractor, amongst other things, to maintain accurate and up to date financial records, delays in processing athlete and non-athlete registrations and the failure to obtain timely contracts for competition facilities demands immediate action by the PVS Board of Directors to remedy these problems.

In order to rectify these problems the following proposal is hereby made to the Board:

  1. "Terminate the contract with Tatoodles no later than August 31, 2002.
  2. "Form a search committee consisting of at least 3 PVS Board members and two Non-Board members to develop a Request for Proposal (RFP) for replacement of the current contractor. Kit Mathews, Administrative Vice Chairman and Secretary shall head the search committee. The search committee will present its recommendations to the Board in writing no later than June 30, 2002.
  3. "Empower the search committee to make decisions regarding office staffing and structure, contractor duties, compensation and performance criteria. The committee will consider the desirability of separating the current administrative office functions into a separate administrative office and a registrar's office.
  4. "The current contractor, Tatoodles, will be allowed to submit a response to the RFP in the same manner as any other bidder.
  5. "If Tatoodles does not bid or is not selected for this business, then request Tatoodles to assist and facilitate a smooth transition to a new contractor or contractors as they assume responsibility for PVS administration. If Tatoodles agrees to assist in the transition, the transition is completed by September 1, 2002 and certain other performance criteria are satisfied, then Tatoodles will be entitled to receive a contract termination payment equal to one months payment for its services in addition to their normal compensation. The search committee will develop appropriate performance criteria for this transition including the transfer of accurate and complete athlete registration files and financial records."

Thirl advised the Board that he felt it was inappropriate to implement such a potential change at this time. He advised the Board of several situations where the failure of individuals and/or clubs to work with the PVS Administrative office in an effective way had caused the office to have to do considerable additional work and significantly impede its efficiency.

Other Board members shared their concerns about the performance of the performance of the Office, including specific items in certain cases. Others while experessing concern about the performance of the office, felt that given what had happened in November, 2001 that it was premature to make a change at this time.

The motion to make a change was called and was defeated 8-1.

The Board felt that it was important to continue to more closely monitor the performance of the Administrative Office. They also expressed concern that they did not know what the office was working on and what it viewed as its priorities. Thirl agreed it would be apprropiate for the Board to receive bi-weekly reports regarding the office's activities and future plans.

A motion was also made and passed that the Board would conduct another formal review of the Administrative's office peformance in 90 days. Given that 90 days hence would be in close proximity to the Board's regularly schedules June Board meeting, it was ageed such a review should occur as part of that meeting.