The Meeting Was Called to Order at 7:00 P.M. at Hunt Valley Pool

Hunt Valley Swim Club Board Meeting July 21, 2016

The meeting was called to order at 7:00 p.m. at Hunt Valley Pool

Attendance: Kurt Lorenz, Liz Krein, Robin Lermo, John Chapman, Bonnie Krysinski, Shannon Kiser, and Doug Gelbach

Absent: Mark Toler, Mary Mulligan, Eric Gray

Other Attendees: Donna McCraith, Sharon Burke

Business:

Reports

Treasurer: Liz Krein  We are on track financially. Board reviewed latest balance sheet.  Scott Krein will represent HVSC at an upcoming court appearance regarding American Asphalt. American Asphalt has a pattern of unsuccessful lawsuits, and HVSC is prepared to defend itself against this company.  Our insurance company was contacted for the purpose of reviewing whether the Board is appropriately and responsibly covered against any personal liability regarding their volunteer service on behalf of the Club. It was determined that there is currently no insurance coverage, and the insurance company communicated that most pools have this coverage. Motion was made and approved to secure Directors and Officers insurance by an email vote.  Paperwork has been completed to pursue Directors and Officers insurance. Shannon will submit the papers to Russell Insurance.  Numbers have been submitted to the insurance company for the upcoming adult party at the club, as required by the insurance company for what they classify as an extra exposure event.  Discussion about lifeguard overtime for swim team related events. Liz will prepare data on cost.  Began discussions about potentially repurposing the tennis courts. Further discussion to be scheduled for a future meeting.

Membership: Robin Lermo  1 membership sold [Type text]

 1 delinquent member has been contacted 3 times regarding non-payment. Motion was made and approved to sell the membership of the delinquent member.  Additionally, there is a member with an echeck payment failure through Active. Membership chair is following up on this situation.  Currently have 69 temporary members. Need 16 more to refund remaining area permanent members wishing to rent their memberships. Of the 25 permanent members, 9 have been refunded their dues on a pro-rated basis. This leaves an allowance for the 3 permanent members wishing to sell their membership.  151 on the wait list  Member Splash has received all of our data. They have created a nice, new website.  Eric has set up Pay Pal account. Robin needs assistance in setting up a MailChimp account and in securing the supplies needed for the new entry system. Our goal is to get this up and running before the end of this summer season to begin getting photos in the database.  Keeping Active system live through the summer for the August memberships  Robin needs to step down from the membership responsibilities as she provides care for her mother. We are currently looking for a new membership chair.

Operations: Doug Gelbach  Manager has been consulted about cleanliness  Board discussed the need for front office to be secured consistently  Doug will consult with the lifeguards about protocols and attending the check in desk

Competitive Activities: John Chapman  Swim and Dive seasons continue to be well run and well supported by parent volunteers.  Swim team has a record of 4 and 1 so far this season. HVST won the divisional relay carnival, and performed very well at the All-Star relays.  Dive team has provided a good environment for individual diver improvement

Buildings & Grounds: Mary Mulligan  Parking lot light repair has been complete. In addition, back deck lighting has been repaired.

Security: Eric Gray  Eric has looked into security system improvements. Currently researching the pros and cons of cloud vs. on-site data storage. He will make a recommendation based on that research.

Social: Bonnie Krysinski Hunt Valley Swim Club Board Meeting July 21, 2016

 Crab and Kegger is coming up July 23. 150 tickets have been sold as of today.  No tickets will be available for purchase at the door.  Bonnie has secured the extended hours permit from the county for the event.  Discussion about responsible practices for entry to the party. ID’s must be checked if there is any question about age. No minors may consume alcoholic beverages.  Minor servers must leave the premises at the conclusion of dinner (approximately 8 PM).  Because it is projected to be hot, there will be lots of water available at the party.  Food trucks have been a success. Each vendor has been donating 10% of their sales to our pool

Old Business:  Discussion regarding capital reserve study bids will be scheduled for the August meeting. Board members will review these materials before the next meeting.

New Business:  HVSC has budgeted for lifeguard bonuses. Board approved bonuses on a scale that recognizes increased responsibility.  Shannon Kiser offered her resignation from the pool board, and the resignation was received and approved. Once the Board is appropriately insured, she will consider stepping back into the role of secretary.

Meeting adjourned by Kurt Lorenz.

Next meeting to be held on August 18, 2016 at Hunt Valley Pool at 7:00 PM.