AS APPROVED at the PVS Board Meeting -- June 12, 2007
Meeting Notes
POTOMAC VALLEY SWIMMING
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES
7:00 PM – WEDNESDAY, APRIL 25, 2007
McLean Community Center
McLean, VA
ATTENDANCE: Board Members: Jim Garner, Chair; Art Davis, Mark Faherty, John Hirschmann, Bill Marlin, Don Riedlinger, Bill Stephens, Ron Whalen. Non-voting Board members: Janet Auger, John Ertter, Jim Van Erden, Boots Hall, Linda Klopfenstein. Guests: Elvin Foreman, Darnette Moore
CALL TO ORDER: The meeting was called to order at approximately 6:43pm by Jim Garner, General Chair.
AGENDA: Jim provided the Board with a proposed Agenda.
APPROVAL OF MINUTES: The minutes of the March 12, 2007 meeting were approved. Don Riedlinger abstained.
AT LARGE APPOINTMENTS FOR HOD MEETING: Jim Garner recommended to the Board that the following individuals be designated as the 10 at-large delegates to the PVS House of Delegates as permitted by the By-Laws: Riley Eaton, Steed Edwards, Kerry Ellett, John Ertter, Ward Foley, Tim Husson, Paris Jacobs, Linda Klopfenstein, Jim Thompson, and Jim Van Erden. The Board concurred with the recommendation to make these appointments.
2007 USA PARALYMPICS SPRING CAM-AM CHAMPIONSHIPS TRAVEL REIMBURSEMENT: The Board was advised that one club had applied for travel assistance on behalf of one athlete who participated in the 2007 USA Paralympics Spring Can-Am Championships. He explained that the request was submitted late due to a misunderstanding between the Head Coach and the parent, but that the athlete did meet the participation requirements. The Board approved payment of $450 on behalf of this athlete to the appropriate club.
TREASURER’S REPORT: Financial results for the period ending March 31, 2007 had been provided to the Board prior to the meeting. PVS’s current assets on hand as of March 31, 2007 were $742,393. The Board had no questions regarding the statements or accompanying reports.
FY 2008 BUDGET PROPOSAL: Prior to the meeting, John Hirschmann provided all members of the Board with the FY2008 Budget Proposal. The Board discussed the amount to included in account for Contractor/Employee Services in Executive Session. Following discussion, ten amendments were proposed as possible changes to the previously circulated budget:
A motion was made and seconded for the Board to recommend the budget as amended to the House of Delegates for adoption. The motion passed with one dissenting vote. Ertter subsequently revised the budget to reflect the appropriate changes prior to it being sent to the House of Delegates for their consideration at the annual House of Delegates meeting.
AMENDMENT TO FY07 BUDGET: Ertter reported to the Board that he had purchased various items requested by Operations (including 2 CTS VI timing systems and Championship starting systems.) This had slightly exceeded amount budgeted for capitalized items. In addition, Don Smith had recently purchased 3 new replacement laptop computers. It was acknowledged given the problems that some experience with the CTS VI that many still prefer the CTS V. Ertter reported he could buy two CTS V’s at an attractive price. In light of the laptop purchases and opportunity to purchase 2 CTS V’s economically, a motion was made, seconded and unanimously approved to authorize an increase of $7,500 during this fiscal year for new capitalized equipment. It was noted FY08 depreciation expense would also have to be adjusted as a result.
HOSTING 2008 SUMMER LONG COURSE ZONES: A motion was made, seconded and unanimously approved that PVS formally agrees to co-sponsor this meet (including the Open Water portion) with VSI and that as co-sponsors PVS would share equally (50/50 split) in any resulting profit or loss. The Board further authorized Marlin to finalize discussions with the VSI Age Group Chair regarding specifics of the financial arrangements, what falls within the scope of the meet, which LSC has lead responsibility for which aspects of the meet, financial accounting arrangements. This understanding would then be brought back to both the VSI and PVS Board for approval.
EQUIPMENT FEE WAIVER REQUESTS FOR CLUB HOSTED MEETS: A request was made to further clarify PVS Policy & Procedure regarding waiver requests for club hosted meets when proceeds were being donated to a charity. The Board was reminded that at its December 13, 2006 meeting, it had approved the conditions under which sanction fees would be waived; however, it had failed to address the matter of waiving the rental fees of PVS equipment. A motion was made, seconded and unanimously approved to modify P&P to include the provision that PVS equipment rental fees would be waived under the same conditions as the waiver of sanction fees.
PROPOSED BY-LAW AMENDMENTS: Prior to the meeting, all members of the Board had been provided a draft of the proposed By-Law Amendments planned for presentation to the House of Delegates. Noting the apparent discrepancy in the starting date for Seasonal Athlete registrations and that the period is defined in the PVS By-Laws, a determination was made to add this item to the proposed By-Law changes to be presented at the House of Delegates meeting which were next on the agenda for discussion. The Board agreed to propose to the House that they approve an amendment to the by-laws so that PVS’s Seasonal Athlete registration period would run from April 1 to August 31. After agreeing to include the modification of the Seasonal Athlete Registration period in the list of requested changes, a motion was made, seconded and unanimously approved to endorse the By-Law Amendments as presented.
CLARIFICATION OF PVS POLICY & PROCEDURES REGARDING FINES AND PENALTIES FOR LATE PAYMENTS: John Ertter requested clarification from the Board on two items relating to the previously approved modification to PVS Policy & Procedures regarding fines and penalties for late payment of entry fees for PVS sanctioned meet and/or splash fees for club-sponsored meets. It was confirmed that, in the event a club is being invoiced for separate reasons these should be viewed as multiple occurrences and the club would be subject to the $100 fine for each occurrence. Additionally, in the event that the overdue amount is less than $100, the imposed fine is double the overdue amount rather than $100. In response to a request for clarification regarding the previously approved refund of $20 per meet to PVS host clubs that submit Officials’ sign-in sheets for all sessions, the Board confirmed that the refund would also apply in instances when all conditions had been met for a sanction fee waiver.
NEXT BOARD MEETING: The Chair announced that its next Board meeting will be held on Wednesday, June 13, 2007 at 6:30PM, location to be announced at a later date. [Following the meeting, it was confirmed that the meeting would be held at River Falls and the date was changed to Tuesday, June 12, 2007.]
ADJOURNMENT: The meeting adjourned at 10:15 PM.
Respectfully submitted by,
Janet Auger
PVS Administrative Assistant