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Minutes of the October 30, 2013

Vienna Aquatic Club Board of Directors Meeting



Board Members in attendance: Maryellen Bagley, Chuck OReilly, Dana Jackins, Serena Leogue, Chris
Torregrossa, Frank Sheridan, Tara Voigt, Tom Black, Kurt Kohls, Allison Galbraith

Members in attendance: Jill Wilhelm, Tate Wilhelm, Lorraine OReilly

Opening: President opened the meeting at 7:00pm.

Presidents Report:
Elections President reviewed the election process under VAC rules. There are 6 nominees: Frank
Sheridan, Bruce Chappell, Maryellen Bagley, Kevin Downing, Ted Sullivan, Tom Black. Each candidate
will have 2 minutes to speak to their qualifications and interests, plus time for Q&A. Each share in
attendance will get an index card upon which they can vote for up to 4 names. Secretary and
Membership Chair will tally the votes and the top 4 vote-getters will be elected to the Board.

Lorraine OReilly was on the nominating committee and reported that none of the people she contacted
were interested in serving on the Board. Swim Team Chair mentioned that Rebecca Rushforth may be
interested in handling Activities. Current Activities Chair would like to remain on the Board but is
looking for an Activities replacement.

Grounds: Tate Wilhelm proposed his Eagle Scout service project involving a landscaping project at the
pool. This will be completed Spring 2014, as weather permits. Costs will be covered by the Board and
Tate will supply planning and labor (along with fellow Scouts). Grounds Chair and the stone supplier will
oversee/assist Tate in the project. Tate anticipates the work will be done over one weekend and will
include 20-30 Scouts.

New Business: Security cameras are in place. No incidents have occurred recently. The system is set up
to override the tapes approx. every 40 days. The cameras run from 9pm to 6am.

Lifeguard applications are now being accepted by Crystal, via their website. President & Operations
Chair met with Crystal last week about the supervisors. No manager has been named to date.


Adjourned at 7:25pm for General Mtg.


Minutes of the October 30, 2013
Vienna Aquatic Club General Membership Meeting


Board Members in attendance: Maryellen Bagley, Chuck OReilly, Dana Jackins, Serena Leogue, Chris
Torregrossa, Frank Sheridan, Tara Voigt, Tom Black, Kurt Kohls, Allison Galbraith

Members in attendance: Jill Wilhelm, Tate Wilhelm, Lorraine Renteria-OReilly, Ted Sullivan, Heidi
Weller, Tinelle Davies, Rebecca Rushforth, Marla Grandolph (lease), Beth Eachus

Opening: President opened the meeting at 7:30pm.

Presidents Report:
President opened the mtg by thanking the current Board for their service. A little perspective to start:
the Sheridan family bought their share in 2000 and that was the first year of full membership (no wait
list to sell a share). We now have a stable membership, a long wait list to purchase and had a very
successful year. No major injuries were reported, and the few minor incidents (heat stroke, head bump
from a dive) were handled very well by the pool staff. The guards were well-trained. This year VAC paid
off the mortgage incurred when we re-built the pool house (paid Dec 2012). We signed a new contract
for pool management after reviewing 3 proposals received in the RFP process. We chose to continue
with Crystal for 3 more years. We installed the Funbrella and defibrillator. We installed a new Excel-
based check in system. We expanded security after a series of minor break-ins (which incurred no major
damage). We expanded our social media presence and our communications channels. The new email
notification system was very well received. We sent a survey monkey to 200+ members and received 80
responses. We replaced the impeller in the pump house. We started a master early morning swim
program with Machine. We held the 50
th
bday party for the swim team. We continued to use the water
canon in the hottest days of summer.

Coming up: look for tile repairs in the pool house. A new auto-chemical system will be installed for the
baby pool (one in the large pool went in a few years ago). We will be re-striping the driveways to clearly
mark entrance and exits. The whitecoat will need to be re-done in the next few years at a cost of
approx. $80K. Tate Wilhelm will be working on an Eagle Scout service project involving some re-
landscaping areas of the pool grounds. We are looking at setting up a Futures Committee to discuss
short and long-range pool plans.

Treasurers Report:
Treasurer presented the most recent financial report. She reported that we have collected all dues for
2013. One more payment is still to be made on the grounds. Water/sewer rates continue to climb this
had particular impact this year as we did an acid wash which required draining and re-filling the pool.
There are approximately $10K in bills still outstanding.

Membership: Membership Chair reported that we had 35 sales/transfers this year, which includes
home sales. There are 212 families on the lease wait list 179 signed up on the first day. There are 161
families on the wait list to purchase. Membership is making offers to families who joined the purchase
wait list in June 2011. This year 3 shares were sold for non-payment. Membership Chair explained the #
of shares (450), how leases work, and how fees work.

Grounds/Operations: Grounds Chair reported on Tates planned landscaping project, and also on the
plan for the pine trees in front of the parking lot. Swim Team Chair suggested having a cleaning crew
come in after hours at set intervals throughout the summer to provide a deeper cleaning than what the
guards provide. Swim Team Chair will work with Operations Chair on this.

Member Questions/Issues: question from a member about wi-fi service at the pool. President and
Communications Chair explained what has been discussed in the past: distraction of the guards, liability
issues of operating a network, distraction of parents, guards having to troubleshoot IT issues, paying for
12 months of service for only 3 months of use. The Board will revisit the issue and see if new technology
would make this more feasible.

Water issue in the womens showers the water doesnt get warm/hot. President will have the
plumber check it in the Spring.

Elections: President reviewed the election process under VAC rules. There are 6 nominees with some
changes, Rebecca Rushforth entered her name and Tom Black removed his Tom will remain a
member-at-large. Nominees are: Frank Sheridan, Bruce Chappell, Maryellen Bagley, Kevin Downing,
Ted Sullivan, Rebecca Rushforth. Each candidate will have 2 minutes to speak to their qualifications and
interests, plus time for Q&A. Each share in attendance will get an index card upon which they can vote
for up to 4 names. Secretary and Membership Chair tallied the votes and the results were:

Bagley 15 votes
Sheridan 14 votes
Sullivan 13 votes
Chappell 10 votes
Rushforth 8 votes
Downing 8 votes

Bagley, Sheridan, Sullivan and Chappell are elected to the Board.

Other Business: Swim Team Chair reported on a successful yard sale, with 13 spots sold and donations
made to charity. We will host another yard sale in the spring. Swim Team Chair also requested that
there be more information on elections and how the Board works. Beth Eachus reported a successful
food collection over the summer for Food for Others, a partner of Our Daily Bread. There were 2
collections and drop-offs this summer. Tom reported that Machine would like to run the early morning
Master swim again this year. More advance notice will be available this year. It was a very successful
program.



Adjourned at 9pm. Next mtg Nov 13 at 7:30 at Oakton HS room 107.

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