Board of Directors Meeting - December 12, 2007

AS APPROVED at the PVS Board Meeting – January 9, 2008
Meeting Notes



7:00 PM – WEDNESDAY, DECEMBER 12, 2007


ATTENDANCE:  Board Members:  Greg York, Chair, Art Davis, Riley Eaton, Mark Faherty, Boots Hall, Bill Marlin, Virginia Ratcliff, Bill Stephens, Jim Thompson, Ron Whalen.  Non-voting Board Members:  Jim Garner, Karl Hellmann, Linda Klopfenstein.  Executive Director:  John Ertter.  Individual Members:  Janet Auger, John Hirschmann, Tim Husson and Jim Van Erden.


CALL TO ORDER:  The meeting was called to order at approximately 7:02 pm by Greg York, General Chair.


AGENDA:  John Ertter, Executive Director, provided the Board with a proposed Agenda that was adopted.


APPROVAL OF MINUTES:  The minutes of the November 14, 2007 meeting were unanimously approved. 


PRESENTATION ON WEBSITE REDESIGN:  Tim Husson, Webmaster, provided the Board with a handout, PVS Website Status, which summarized completed items, items in progress, as well as future plans.  (His monthly report had been previously distributed to all Board members via email.) 


RESULTS OF ATHLETES’ PREFERRED COMPETITION SITES SURVEYS UNDERTAKEN BY ATHLETE REPRESENTATIVES:   Virginia Ratcliff provided the Board with a chart of the results of her survey of approximately 218 PVS athletes.  In addition to the chart, following the meeting, Ratcliff prepared a narrative summarizing her survey results.


Unable to attend the evening’s meeting, Cassidy Wolfe submitted the following information regarding the results of her polling to the Administrative Assistant.  Locations, by preference and number of votes, were:  George Mason University (7), PGS&LC (5), University of Maryland (5), Wakefield (3), Oak Marr (3), Providence (1), Lee District (1), Germantown (1), and Fairlands (1).  Athletes were asked if they preferred to have championship meets/ important meets at facilities, such as GMU, and 100% responded, “Yes.”


UPDATE ON STRATEGIC PLANNING INITIATIVE:  Prior to the meeting, Jim Thompson, Strategic Planning Chair, distributed to all Board members an Update on the PVS Membership Study.   During the meeting, Thompson briefly reviewed the slides describing his methodology and results for determining the PVS membership demographics.  In his Status Update Addendum, Thompson highlighted PVS’s market penetration and explored the advantages of geocoding each athlete’s residence street address.  (Geocoding uses USA census data to more precisely track addresses to the correct political jurisdiction whereas USPS data tracks only to zip codes that in many cases cross political boundaries.) 


A motion was made, seconded and unanimously approved to authorize Thompson to expend up to $500 to obtain data to allow geocoding individual addresses.  [Following the meeting, Thompson prepared a list of the demographic questions he planned to explore.]


APPEALS FOR 2007 NATIONAL CHAMPIONSHIPS TRAVEL ASSISTANCE REIMBURSEMENT:  Ertter informed the Board that he had received an appeal from one club on behalf of its athletes who had competed in the 2007 National Championships.  Ertter’s recommendation to the Board was that it agree to consider the appeal.  A motion was made, seconded and unanimously approved that the appeal be considered and payment be approved, pending verification of the application. 


CRITERIA FOR HOME-SCHOOLED ATHLETES TO BE CONSIDERED FOR PVS SCHOLAR ATHLETE AWARDS:  Riley Eaton recommended to the Board that home-schooled athletes wishing to be considered for future PVS Scholar-Athlete Awards be encouraged to apply and that an ad-hoc committee of three, appointed by the General Chair, be formed to evaluate their applications.  It was agreed that it would be desirable for the members of this committee to have experience in education so they could properly evaluate the equivalency of the academic work.  A motion was made, seconded and unanimously approved adopting Eaton’s recommendation.


APPROVAL OF PVS EQUIPMENT EXPENDITURES:   Art Davis asked that the record formally reflect his opinion that many swimmers competing in the Tom Dolan Invitational Meet did not get fair starts because of the equipment as set up at the meet.  The Board requested that the Director of Operations review the equipment issues that occurred at the meet to identify actions that PVS can take to reduce the probability of these same problems with PVS equipment. The Board concurred with the Operations Chair recommendations to purchase 4 Colorado Championship remote speakers, to have Colorado modify the PVS owned Championship Starters to have the Beep volume set at a fixed noise level and research/resolve the problems with running Meet Manager in a networked configuration on Microsoft VISTA machines.


NEXT BOARD MEETING:  The Chair announced that its next Board meeting will be held on Wednesday, January 9th, 6:30 PM at McLean Community Center.


ADJOURNMENT:  The meeting was adjourned at 9:47 pm.


Respectfully submitted by,

Janet Auger

PVS Administrative Assistant