Term limit amendment ratified by electronic vote which wasn t in place during last meeting. No opposition.

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1 I. President. (Dorothy Lazor) Call to order: 1936 Virginia Scholastic Rowing Association Meeting Minutes Board of Directors Meeting, Vienna Fire Station Hall October 2, 2018, 7:30 PM Orientation meeting for Booster Representatives and Presidents 1. Welcome to the 40 th year of scholastic rowing in Virginia. 2. Electronic Vote Proposal. See attached. Term limit amendment ratified by electronic vote which wasn t in place during last meeting. No opposition. 3. Information. This is an informational meeting to initiate preparations for the 2019 season. There are core regatta personnel, who have been filling roles for many years, but it is in the interest of every one of you who have rowers to make sure that you understand your team s contribution to the conduct of the regattas. You have seasonal, LOC, and weekly volunteer responsibilities that your team needs to fulfill in order to meet your responsibilities and to ensure the safe conduct of the regattas. Make sure that if you are not the president of your organization that you convey the information from these meetings to your board. Roughly 1/3 of representatives new. Information in Representatives Handbook 4. Contacts. As usual there has been considerable turn over during the summer, both in booster representatives and coaching staff. Make sure that we have your contact information and that of your coaching staff. Coaches can make their entries on the scheduling document, but we need additional information for the VASRA roster. Make sure contacts are updated. 5. Regattas. The regattas are already posted on Regatta Central, CrewRef and on the VASRA website. The website posting will indicate the order of events if we are using the separate scheduling of eights and small boats. This season it will be alternating for those regattas that have such a split. Easter/Passover on same weekend. Non-contact time for some localities. PWCA interested in holding a regatta that weekend. Regattas also on Coaches schedule on website. 6. Regatta Designation. All VASRA regattas are designated as Invitational Regattas. This means that your team has to be on our schedule for that regatta to place your entries. Our regattas are very well subscribed; last season we closed three of the regattas to further entries. Limit to number of rowers permitted in any given regatta. VASRA members have priority but that can change. 7. Charlie Butt Regatta. Information on the criteria and currently eligibility attached. Many constraints so eligibility is important. 8. Regatta Entry Fees. Last season the cost per user on Regatta Central was increased. This increase was late in relation to the beginning of our racing season and was not passed on to the schools. Our regatta entry fee structure has not been reviewed in some time. We intend to establish a committee to review the fees and proposed changes by the next board meeting.

2 Committee will review fee structure for next season. Ours is lowest fee in area. Parking does not cover vehicle rentals. Committee members: Brian Tylander (Coaches perspective) Beth (Loudoun County), Carrie Tipton (Oakton) 9. Rowing Schedule. Coordinate with your coaches to make sure of the schedule before it is submitted to the Crew Council in November. Make sure of your schedule, because last minute additions may not be possible. This submission is done via the Coaches Association President. Schedule needed by October 31 to Brian Tylander. Need an informed guess on number of rowers to determine volunteer requirements. 10. Rowers Numbers Report. Although you will not know exact numbers until the spring make an educated approximation. We determine the number of volunteer jobs from the number of rowers that you submit as attending each regatta. We also determine regatta participation. Our regatta attendance priorities are: members, associate members; then visiting crews, with first priority going to those who historically have attended that regatta. These numbers are due NLT the next VASRA Meeting, 6 November. Details of this and other necessary information for submissions will be covered by the Regatta Secretary. 11. Booster Responsibilities and Requirements. Read the Representatives Handbook. Local Organizing Committee (LOC) Staffing. Larger programs will provide a core staff person for every 50 athletes. Representatives Handbook, Tab 4, VASRA Regatta Roles and Responsibilities, Regatta Staff, page LOC Positions. It is never too early to review the LOC positions that your school has filled during the last season and determine if your team wishes to return to that regatta support function. LOC positions proportionate to number of rowers in each school. Typically train other volunteers that are on duty that week. Under 20, share position with other is one, etc. Core numbers are needed for successful regattas. Referee candidates required to do 5 regattas during the season 13. At-Large Members. Nominations for At-Large Members: Jules Verster - Course Master (Chief River Rat) Shirley von Rinteln Personnel Coordinator Motion and seconded. No opposed. 14. Committees: Operations Manual, Chapter 11, page 23. Audit, three persons. Mark Eramo (Forest Park), Christina Robinson (Garfield), Barbara (McLean) By-Laws, three persons, Secretary plus two. Sarah, Larry (Mount Vernon) Grievance, three persons. (Colgan), Joe (Woodson), Beth (Loudoun) Coaches Development, two persons. Brian Tylander, (West Springfield) History John White, Brian Tylander Nominations, three persons, April initiation. Will be determined at a later date. 15. Coxswain s Clinic. Initial planning has begun for the Coxswain s Clinic, which is tentatively scheduled for February, date and location pending availability of venue and speaker. There will be a cost of approximately $25 per attendee to cover expenses.

3 16. Referee. We always need more referees. Referees have the best seat in the house at regattas and a great insight into the sport. Committing to being a referee candidate will satisfy the LOC requirement for one person for your organization. To satisfy the LOC requirement a candidate needs to attend a referee clinic and to attend 5 VASRA regattas. No fall clinic, but there will be a spring clinic. Roughly 260 referees in area. Technically a regatta could be run by 5 referees. Not advised. Current referees endorsed the process. Online training is possible to augment inperson contact. 15 referees per regatta, 22 at states. 17. Painted Rocks. This practice of painting the rocks adjacent to the racecourse on the Prince William side of the river, is no longer viewed as acceptable by many residents and the park service. Please have your teams refrain from doing so. 18. USRowing. VASRA continues to represent scholastic rowing and regional rowing on the USRowing growth Team. Note the Basic Membership - $9.75 Basic Admin Fee, w/optional $25.25 or Championship Membership $45 26 and under. II. Secretary. (Ron Stouffer) 1. Attendance: Roll Call. Pick up your school tent card. 2. Reading and approval of the minutes of the 6 June VASRA BOD Meeting, Motioned for approval and seconded. 3. The VASRA Calendar Key Dates these affect your team. 4. Application for membership from Battlefield High School, Prince William County and renewal of participation by Osbourn Park, Prince William County. Applications will be voted on next meeting. Battlefield will be rowing out of Oxford House sponsored by Colgan with rack space. III. Treasurer. (Stuart Burns) Budget. Categories refined. Electronic vote on budget after posted. 2. Monthly Financial Reports. 3. Regatta Fees. 4. VASRA membership dues of $100 are due NLT 15 November. 5. Crew Council membership dues of $100 are due by the November Crew Council meeting. This is a different payment and should be sent to the Crew Council: Separate invoices will be posted in October and November meeting hand-outs. IV. Vice President. (Tom Snoich) 1. Representatives Handbook and Documents for 2019 are in the process of review. Not a lot of updating, mostly date changes. Approved By-law changes will be incorporated. 2. Website. 3. Contacts: make sure that there is a reliable contact, an address that will respond to VASRA Communications. Office 365 is free in the cloud. Proposal to use cloud-based addresses for representatives. Some schools already use standard addresses that are tied to a position. Is it possible to link existing addresses with cloudbased system? Demo cloud-based system next meeting.

4 4. Lauch Boat Driver Training Train the trainer opportunity by Forest Park on October 20, contact by October Per Brad Jackson (NVRPA): Removal of unserviceable launches. If you have a launch in the park that is not in use and is in the referee s area or the bone yard you need to remove it NLT 1 March, If they are not removed this will constitute abandonment and forfeit all rights to the equipment. V. Representatives. 1. Crew Council Zeff Yusof (Georgetown Visitation AD) 2. Sandy Run Regional Park Brad Jackson (NVRPA) 3. Coaches Bryan Tylander (Head Coach Woodson) Next Coaches meeting is Saturday October 13 8am Burke Center Library VI. Coordinators. 1. Personnel Coordinator Shirley von Rinteln 1. Volunteer Coordinators confirm name 2. Regatta schedule coordination 3. Job assignments 4. Volunteer Coordinators meeting, January, Date on Key dates page 2. Course Master (Chief River Rat) Jules Verster Fall Work Days. 6, 20 and 27 October. There will be a sign-up genius. Each Occoquan member team should have a representative per shift. Morning and afternoon shifts. 6 th -lane lines, 20 th -dock removal and demo, 27 th -same. These are VASRA mandatory workdays, where participation is required from each VASRA member school on the Occoquan. The first work day will be course material maintenance and general work. The 20 th and 27 th will be the movement of the old wooden docks to the headquarters area, removal from the water and demolition. Two dumpsters will be in place to remove the material. It is hoped that the majority of this task will be completed on the 20 th. VII. VIII. Committees. New Business. Name tents: South County, Battlefield, Osbourn Park IX. Announcements. 6 October Work Day 7 October Occoquan Challenge 14 October Occoquan Chase 15/20 October Sign-up/Launchboat Driver Training (Train the Trainer) at Oxford House 20 October - Work Day 27 October - Work Day 31 October - School regatta participation schedule is due to the Coaches Association President, for approval by the Crew Council at their December meeting. 3 & 4 November - HOTO 6 November - VASRA BOD Meeting 15 November - Membership dues to be received by the VASRA Treasurer.

5 X. Adjournment. Adjourned 2102 Next meeting is Tuesday, 6 November, 2018, Vienna Fire Station Hall.