Potomac Valley Swimming
Board of Directors Meeting
Overlee Community Center
October 16, 2017
·
Attendance Tom Ugast,
Jack Neill, Tim Husson, Dave DiNardo,
Mark Faherty, Blair Piddington,
Evan Stiles, Carolyn Kotarski, Lauren Eldridge
(athlete), Kurt Thiel. On-phone: Ellen Colket, Rob
Green, Heather Purk, Sumie
Emory.
·
Call to Order The meeting was called to order
at 7:00 pm by General Chair, Tom Ugast
·
Establish Quorum There are a sufficient number
of Board Members in attendance to conduct business.
·
Meeting Minutes - Motion to approve the meeting minutes from June, seconded and approved.
·
Reports were submitted by Operations, Treasurer, Administrative and Financial.
·
Thursday at 7:00 the Arlington Long Bridge
pool design will be unveiled. If you are available please plan to attend. Dave DiNardo and Evan Stiles both plan to attend.
·
MSSC touch pads Lynne Gerlach
talked to Karyn McCannon
about PVS purchasing their touch pads.
o Carolyn
and Karyn will talk with Lynne and get more
information regarding the status of the pads. If it is determined that they are
in good working order and the price is satisfactory, PVS will purchase them to
be used, at least initially, as back ups.
·
New Business
o Prince
William County Pool Site Visit Back in the spring the Aquatics Directed
reached out to Tim and indicated they were interested in hosting some PVS meets
in their pool.
§ Tim
met with them on Monday 10/9 and signed the contract for November Open and
confirmed we are on their calendar for the January Open.
§ It
is a 25 yard pool with a few additional lanes for Warm up/Cool down. The deck has
space for roughly 400 people, with spectator space for nearly 465 spectators
§ They
have CTS with pads, buttons, scoreboard, built in PA System,
plug in music, wireless mics, wireless internet and hardwire internet, a
classroom to use for hospitality, the lobby can be used for concessions. The
locker rooms are a decent size and they have more than enough parking
§ This
facility is located just off Dumphries Road, about
5-6 miles of 95.
§ It
is a beautiful new facility, the only issue we have is
that it is quite a distance for some of our clubs.
o Introduction
of new Board Members Tom introduced two new Board Members:
§ Carolyn
Kotarski Operations: YORK officials chair (3rd
year), Tim has appointed her as the Operations chair. She has been working
Kelly Rowell and Tim on the meet announcements. Looking to learn how things
work in PVS.
§ Lauren
Eldridge (HS Senior) Athlete from RMSC:
She was on the CCM Athlete rep. Her goal is to get the PVS by-laws
updated for athlete participation and get us up to par with what USA Swimming
is doing. She is a motivated person and likes to get things done.
o Update
on Leap 1 renewal and Leap 3
§ Leap
3 we were presented with a check for completing LEAP 3 at convention.
·
A condition of receiving the check, all members
on the board/voting and non-voting members will have to complete the Leadership
Course that is online. Dave DiNardo will be sending
everyone the link. This must be completed by November 1.
·
Need to verify that the most recent By-Laws are
updated
·
Most recent for 990 have been sent in to USA
§ Leap
1 We now have to begin to update Leap 1 we already do all of this. We just
need to resubmit. Dave DiNardo is confident this will
be an easy process.
§ Jane
Grosser will be coming in to PVS in December to meet with us again. December
17. Board member and interested PVS members should plan to attend. More
information will go out when available.
o Update
on moving Bookkeeping position to DMV Ellen reported, that we have made
change, relocating the controller position back to the DMV area. John Ertters last day will be November 17. The responsibilities
will be transitioned to an accounting firm. There will be some changes made and
budget reports will have a different look than what we have been reviewing. The
goal is to get many of our financial processes automated. Also, stated there is a Financial Review
process underway by Sarfino AND Rhoades, LLC and it
should complete by early November and expect to have results available for
Board in December.
o October
Open Report
§ Freedom
Center (NCAP) All sessions seemed to run smooth. Warm ups were good, the
timelines were good, the sessions started on time and the facility did a great
job.
·
All teams in attendance thought it went well and
the facility has it down and they were all pleased.
§ Lee
District The biggest of the three sites. The coaches were pleased with how
the meet ran. There was an issue with the harness, but it was corrected early
Saturday morning. They discovered there are still issues with the placement of
the backstroke flags that hang from the ceiling, they
seem to move as the meet proceeds.
§ Fairland
Manga & Lynne worked together as Meet Management, they agreed at the last
minute to step up and help.
·
The pool looks great, with the new lights. New
AC units are on order and should be in soon, they will be installed in
November/December time frame and shouldnt inhibit the use of the facility.
·
There was a problem with power we have had
this issue before. Blew circuits several times.
·
Manga told the aquatics director that we do not
rent their equipment because it is too expensive. We will look into renting the
scoreboard.
·
It was warm on deck on Saturday, but better on
Sunday.
§ PVS
Meets . There was a discussion on the need for more clubs to host PVS Meets
(Opens, Distance and Champ meets).
o Mark
and Blair will work on a proposal to add to P&P regarding the meet host
requirements. They will bring it back to the board for further discussion and
voting.
o Conflict
of Interest by BOD Tim passed out Conflict of Interest statements for voting
board members to sign. Anyone not in attendance will have it emailed to them to
sign.
o Competition
Committee Report
§ 2018-2019
PVS Meet Schedule
·
Motion to
approve the PVS Meet Schedule for 2018-2019 as endorsed by Competition
Committee, seconded and approved
·
Motion to approve the requirements for Travel
Assistance (4 swims in at least one PVS sanctioned meet from Sept 1 through Aug
31) as endorsed by Competition Committee, seconded and approved
·
Mark presented a possible format change for PVS
LC champs, which resulted in a discussion and will be brought back up at CCM in
January.
·
Outstanding Athlete process was also discussed.
There is already a process in place, so we will get the nominations up by the
end of October and nominations will be due November 30. We just need to get the
online form going to make it smoother.
·
Old Business
o Kurt Thiel received a gold name plate for 20
years of service, congratulations!
o Convention
What did the first timers get out of it?
§ Evan
said he got a lot out of it about how to be more involved and help the LSC in
the future
§ Jack
commented the Networking was the most valuable.
·
Next Meeting Monday, November 13 (in person)
·
December Wed 13 video
·
January video, February person, March video,
April in person, May HOD
·
Adjournment