Board of Director’s Meeting
6030 Lee Highway, Arlington, VA
April 13, 2009
- Dinner – 6:30
- Attendance: Greg York, Jim Garner, Bill Marlin, Jim Thompson, Dan Jacobs, Manga Dalizu, Tim Husson, Bill
Stephens, Virginia Ratcliff, Tara Banks, Art Davis, John Hirschmann, Corey
Wallace, John Ertter, Linda Klopfenstein, Paris Jacobs, Boots Hall, Brain
Pawlowicz, Bob Vincent and Terri Marlin
- Call to order – 7:00 pm
- The PVS Zone Team won this
year’s SC Eastern Zone meet in Rochester, NY. Congratulations to all
athletes and coaching staff!
- Items Requiring Board Action
- Approval of March 9, 2009
meeting minutes; motion made to approve the March 9, 2009 minutes;
seconded and approved.
- Discussion of LSC
Evaluation & Achievement program (LEAP):
LSC Evaluation and Achievement Program (LEAP) is set up by USA Swimming
and is a self evaluation program similar to the Club Recognition
program currently in place. The purpose of LEAP is to help improve our
LSC. John Hirschmann is taking the lead on this project for PVS. It has
been noted that this project will require the participation of all
Board members to get all three levels completed by USA Swimming’s
desired, the September 1, 2009 due date.
- Eastern Zone Meeting
- If you are attending and have
not already done so please send Paris registration forms.
- Junior, AG and Senior Meets
- Paris and Brian both did a
tremendous job at their meets. Thanks to both of them.
- AG Champs:
- Expressed appreciation to
the PGS&LC staff for working with us regarding the air and water
quality. This was Derrick’s last meet as pool manager. Jay who has been
the assistant manager will now be taking over as the pool manager and is
very responsive to improving the air quality.
- A parent was not happy
that they had to pay for a meet program and wanted it brought it to the
- A parent called the
Health Inspector regarding the air quality on Sunday. Fortunately the
levels were at an acceptable level when the health inspector came to the
- Senior Champs:
- Great job on both the
meet host and the officials and all of the help in moving the meet from
GMU to Claude Moore due to the plumbing problems. This prevented the
Sunday morning session from being swum
- GMU did a good job and
made a huge effort to correct the problem after it initially arose on
Saturday; however with the increases usage Sunday morning the problem
became apparent again, preventing the meet to take place at GMU. GMU did
adjust the fees appropriately and to our satisfaction.
- The final session ran on Sunday
evening as a timed finals and it all went well.
- GMU was requested as the
facility for next year.
- A PVS only “C” final may
no longer be necessary, this will be looked at for the 2010 Sr. Champs
- Report of Nominating
- There are 4 forthcoming
vacancies on the BoD that have to be filled by vote at the House of
Delegates meeting. Three are incumbents, all are eligible to run for a
second term and wish to do so.: Greg York-Gen Chair, Riley Eaton-Sr.
Chair, Bill Stephens-Finance, and Operations.
- Dave DiNardo has advised
the Nominating committee that he is interested running for the
Operations Vice Chair position. This will be to fill the vacancy caused
by the resignation of Karl Hellman. Accordingly, the person elected will
complete this term which will end August 31, 2009.
- Board of Review: There are
four vacancies to be filled this year. The Nominating Committee is
putting fourth Brian Pawlowicz, Kate Ziegler as the athlete candidate,
Ward Foley and Jim Garner as their nominees
- Greg makes the motion
that Dave DiNardo be approved. He will serve in this interim appointment
until the next meeting of the House of Delegates. The motion is seconded
- At-Large Vote
- The General Chair
announced his recommendations for the 10 delegates to the 2009 HOD
meeting. The At-Large votes will go to the following 9 people: Paris
Jacobs, John Hirschmann, Linda Klopfenstein, Brian Pawlowicz, Corey Wallace,
Bob Vincent, Kerry Ellet, Art Lopez, Mark Faherty. A motion was made
to accept these delegates, it was seconded and approved
- Greg also made a
motion to the Board to accept substitutions at his discretion but not to
exceed 10 At-large votes. It was seconded and approved.
- Finance & Budget
- Treasurer’s &
Executive Director’s reports on 2008-2009
- PVS as an organization
has a lot of flexibility due to the financial strength and we do a great
job of recording and keeping track of where all our money comes from and
where it goes.
- We currently use an
outside auditor who has historically made suggestions as to how to
better handle the business. After 4 years with this company this is the
first year that we have passed the Auditors check list and PVS is doing
everything they want us to do. This is due in great part to John Ertter
who took over and has done a great job cleaning the finances up and
keeping track of all our money.
- Report of Audit Committee: Audit Report
- Potentially there are a
few things that could be handled better in procedures; however the
finances are clean and well taken care of.
- It is difficult getting
people to work on the Audit Committee, Greg is asking that an effort is
made to have the Finance Chair and Controller and the Audit Committee
try to work better together.
- Ertter suggests the Audit
Committee elect their own Committee Chair, which would take the Finance
Chair out of the process. The Audit Committee can and should then meet
with the Auditors independently. The Auditors have already agreed to
meet with our Audit Committee when the financial records to support the
annual audit are delivered to the Auditor and picked up.
- John Hirschmann, as a member of the Audit Committee, would
like the opportunity to also talk to and ask the Controller and/or Finance
Chair any questions the Committee feels necessary.
- Presentation of 2009-2010 Budget Proposal
- Draft Budget dated
4/12/09: motion made to accept the budget as prepared by the
Controller so that it can be modified as desired by the Board of
Directors. Seconded and approved
- To assist the Board with
its review of the proposed budget, the Controller has prepared a
document entitled “New Programs/initiatives for 2009-2010”: see report
submitted. This showed both new items that were proposed for inclusion
and were in the current draft and other items that has been proposed
that were not currently included.
Motion to accept the
budget as amended, seconded and approved.
- HOD meeting – May 20 (Fairlington)
- Adjourn General Session at 10:24
- Contractor fees for 2009-2010 (Executive Session)
- Next meeting – [Monday
June 8, 2009 at Overlee, finalization of this date was after the meeting]