PENDING APPROVAL
POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES
WEDNESDAY, June 10, 2008
MCLEAN COMMUNITY CENTER
MCLEAN, VA
ATTENDANCE:: Greg York, PVS Chair; Art Davis PVS; Riley Eaton PVS; Bill Marlin PVS; Virginia Ratcliff PVS; Jim Thompson PVS; John Ertter, Executive Director PVS; Linda Klopfenstein, PVS; Tim Husson, PVS; Brian Pawlowicz, CUBU; Miriam Lynch, CUBU; Naomi Lynch, CUBU; Paris Jacobs, MACH; Draner Epps, DCPR; Arthur Lopez, Nadar Por Vida; John Cruzat, USAS
CALL TO ORDER: The meeting was called to order at approximately 7:04pm by Greg York, General Chair.
**Due to bad weather a quorom of members are not present therefore no proposals or recommendations are passed.
AGENDA: John Ertter, Executive Director, provided the Board with a proposed Agenda that was adopted.
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GENERAL CHAIR’S REMARKS:
York asks all non Board members to please leave the room for a closed session discussion.
Two teams were asked to attend the meeting to discuss previously held meets. One team graciously attended and presented a report addressing outstanding questions. The other team had sent York a report earlier in the week. The Board was happy with the outcome of the meeting and the matter was closed. York invited all back to the meeting room.
ATHLETE REPRESENTATIVE: Virginia Ratcliff, Athlete Representative, is working on the Interview with Kate for the website. She is waiting for Kate to have enough time to talk while training for the upcoming Trials.
Executive Director Report: Ertter expressed concerning over some escalating administrative expenses. Ertter will be following expenses for/at Convention closer. He addressed areas where PVS can save including advance airfare. He also reminded all to go with a goal and bring back great information to the LSC.
John spoke about pool rental being tight and the need for sites for the upcoming SC season.
The water and air quality conditions were discussed regarding concerns for the upcoming LC meets at Lee District. Bill Marlin has been in touch with the county. An on site committee is formed in case of issues at the site.
It was presented that CUBU would like to run sessions of Time Trials after each day at the LC Distance meet. It is decided to send to the Board for an e vote. ** This is conducted and passed June 16th.
Ertter informs the group that one LSC member still owes over $5,000.00 for various fees. The recommendation is to wait before allowing this team to register for next season.
There is an outstanding credit of $3,700. from the SC Zone bus company. John has tried in earnest to collect and asked permission, as a last resort, to be able to contact our attorney if needed. Permission was granted.
Erttter also received permission to collect any further outstanding fees from PVS clubs as he deems necessary.
WEBMASTER’S REPORT: Tim Husson, PVS Webmaster, distributed his report previously sent out to the Board. Discussion was had regarding the PVS Database. After discussing the pros and cons Husson's recommendation is to discontinue use of this. York expressed his confidence in Husson's stand. Tim highlighted has great the technology worked at Sr. Champs.
Administrative Division: Art Davis, Administrative Chair, informed all that everything is going well.
OPERATIONS DIVISION: Karl Hellman, Incoming Chair, was present. York mentioned that there was still equipment that needed to be picked up at Oak Marr. A discussion was also held about the general need for repairs of the GMU scoreboard.
SENIOR DIVISION: Riley Eaton, Senior Chair, informed the Board that for the upcoming PVS Senior Championship Meet they have turned down more requests from teams outside the LSC.
AGE GROUP DIVISION: Bill Marlin, Age Group Chair, informed the Board the Dave Green, RMSC, has been selected as Coach of the Year. Marlin also mentioned that at Competition a straw poll was conducted to add 2 swimmers to the SC Zone Team for the 10U and 11-12 age groups. Bill will wait to the next Board meeting to discuss other issues.
GENERAL CHAIR: York announced his recommendations of attendees for this year's Convention. That list was provided to Linda Klopfenstein after the meeting by the Administrative Assistant.
NEW BUSINESS: John Cruzat, USAS Diversity Chair, attended the meeting. A lengthy discussion was held on how PVS could promote its Diversity programs. York offered to ask the Board to create a seat on the Board for whomever is spear heading this initiative. The general undertone was communication for all involved.
NEXT BOARD MEETING: The Chair announced that its next Board meeting will be held on Wednesday, July 8th; time and place TBD.
ADJOURNMENT: The meeting was adjourned at 10:00 pm.
Respectfully submitted by,
Colleen D'Anna
PVS Administrative Assistant