VIRGINIA SCHOLASTIC ROWING ASSOCIATION MINUTES of the BOARD of DIRECTORS MEETING FEBRUARY 9, 2010

Transcription

1 VIRGINIA SCHOLASTIC ROWING ASSOCIATION MINUTES of the BOARD of DIRECTORS MEETING FEBRUARY 9, 2010 I. The Board of Directors meeting was called to order by the President at 7:32 p.m., February 9, 2010 by audio conference. Twenty-Four voting members were on line as follows: Executive Board Members President Rob Ittig Vice President Michael Mutter Treasurer Lee West Secretary John White At-Large and Team Members At-Large Mount Vernon Sue Davis At-Large Fran Phoenix National Cathedral At-Large Oakton Ginny Turley At-Large Ryz Obuchowicz Potomac Bishop O Connell Robinson David Oakley Christchurch (Associate) Sidwell Friends Nancy White Episcopal (Associate) South County Gerald Patterson Fairfax Bob O Brien Saint Albans Forest Park T C Williams Stan Vosper Gar-Field Thomas Jefferson Scot Ferris Georgetown Visitation Charles McNamara W T Woodson Gloucester (Associate) Wakefield Tony Donahoo Hylton Dorothy Lazor Washington-Lee J E B Stuart West Potomac Mick McKeown James Madison Marina Beckhard West Springfield Lake Braddock Cynthia Maltenfort Western Albemarle(Asso) Langley Westfield Shirley von Rinteln Mathews (Associate) Woodbridge Hal Johnson McLean Stephen Keller Yorktown Michael Osborne Non-voting Members present: Coordinators OLOC Lee West Programs Mary / Watson Pryor PLOC Trophies Mike Stilwell / Bob O Brien Personnel Mark Lindon Web Master Committees Audit Grievance Bylaws John White Historian Coaches Nominations TBD Coach Develop Ryz Obuchowicz Publicity Thompson Boat Gary Weeden Center Sandy Run Park Representatives Crew Council Co-Chairs USRA Referees Ryz Obuchowicz

2 II. President s Report. Rob Ittig: A. Rob thanked everyone on the audio conference for being flexible. Snow cancelled the meeting last week and snow again disrupted having the re-scheduled meeting tonight, but rather than further postponement, we elected to try an audio conference meeting. B. The 2010 school rowing schedule was approved December 1, 2009 by the Crew Council. Volunteer allocations have been made according to this schedule and no schedule changes will be entertained without petition to, and approval by, the Crew Council. The dual/triple meets have been broken out separately from the regatta schedule and will be forwarded to the membership (done after the meeting and is at Attachment 4). C. The Capital Equipment Budget Plan was reviewed at length with some agreement and much disagreement. The latest plan iteration had not been distributed and, therefore, specifics were difficult to discuss (it was ed to the membership after the meeting and is at Attachment 1). There was general support that some budget plan was needed, however, a principal disagreement was centered on the Plan funding sourcing. Some supported the 22 per rower assessment and others advocated 20. There was an initiative proposed to finance the biggest ticket items, the finish line building and the starting platform (each costing about 45,000) but that approach does not have universal support, either. It was left with all to look at the plan and be prepared to discuss and vote at the next meeting. D. Athlete liability waivers are up on the web and working (rowingwaiver.com or roninregistration.com, they are both the same). III. Secretary Report. John White: A. The Minutes of the November 3, 2009 Board meeting were read and approved as written. B. John gave a report of the presentation on November 21 st, Navigating College Admissions, Financial Aid, and NCAA Athletics. Only 36 people attended, but those that did raved about the information and subjects covered. John asked when would be a better time to have this presentation to get more participation? He believes it is most worthwhile and should be scheduled annually. The consensus feedback was to have it in October. John will research a date and have details available by the VASRA meeting on June 1 st. An attempt was made to take the count of each team male and female rowers. So many did not have their numbers that recording the count was deferred to the next meeting. These numbers are needed to determine Division I or Division II competition status for the VSRC championship regatta (19 or less are Div II, 20 or more are Division I). Some input has been received subsequent to the meeting and is reflected at Attachment 2. IV. Treasurer s Report. Lee West: A. The November 2009 January 2010 financial statement was reviewed (at Attachment 3). B. Lee said that she has been elected to the USRowing Board of Directors and thanked the organizations that voted for her. She will bring to the USRowing Board a youth/scholastic rowing perspective. Ted Phoenix, then VASRA President, is the only other person with a youth rowing background to have been elected to the Board, and he passed away in 2004 before he could be

3 effective. Lee also had been re-elected to the USRowing Youth Committee, but she cannot hold both positions and has to relinquish the Youth Committee to Barbara Grudt of Princeton, NJ. Lee also said the Youth Committee is working on a college data base of rowing to be put on the USRowing web site. C. The finish line building status was provided. The drawings are nearly complete and materials are being accumulated. Construction is now to begin as soon as possible after the last regatta in May and expected to complete by end August. A party is planned for the demolition of the old finish line stand it is to be a fund raiser with a charge to take whacks at the old structure. D. Lee went over the lightweight program again, and discussed the new process for weighing coxswains. The Rowing Weight Control Program (RWCP) for lightweight rowers begins the week of February 14 th with body fat measurements to be made by certified trainers. The RWCP begins six weeks before the first regatta to allow time for those rowers that need to lose weight to do so safely. Coxswains will be in the RWCP only if they CHOOSE to lose weight no coxswain will be required to lose weight. To the contrary, the coxswains must be a minimum weight and have no maximum, unlike the lightweight rowers. Coxswains of women s boats must be a minimum of 110 lbs, coxswains of male boats must be a minimum of 120 lbs, such weight being determined in a racing uniform (Unisuit). If they are below these minimums, then weight to make the minimum must be carried with them in the boat. Such weight is to be provided by the rower and may be sandbags, dumbbells, lead bars, or the like. Water bottles, tools, cox box, or clothing do not count as weight. E. The coxswain clinic held November 21 st had about 40 attendees, and went well. The next clinic, geared to novice coxswains, is February 20 th at Woodbridge High School, 9 am to 1 pm. It is open to everyone. There is no charge to attend. V. Vice President s Report. Michael Mutter: A. There are twelve Launch Driver Training Plans overdue. Formal launch driver training by the Foundation for Rowing Education will be March 21 st at Sandy Run (this is a change from the original date of March 28 th ). B. Mike gave a report of the USRowing convention held December 3-5, 2009 in Tempe, AZ. It was not as well attended as past conventions and the presentations were somewhat less stimulating, save that by Dr. Kate Ackerman on the female triad that detailed a link between eating disorder, bone mass (density), and menstrual cycle. This is a presentation that every coach of women should see. There was general interest in having Dr. Ackerman come here to make a presentation to coaches and anyone else interested. John White is to follow up on her availability. C. Mike talked briefly about Ronin s development of computerized forms, the use of which would facilitate management of the numerous personnel and roster lists that we maintain and regatta entry listing. It would do automatic population from data entry at the point of origin. Such a system would ease the coaches regatta entry line up. The VASRA contact roster maintenance would be automatic from the booster information. More to follow at a later date. VI. Representative s Reports. A. Crew Council. Rob Ittig for Noel Deskins/Dan Forgas: At the end of the VASRA regatta season, any team that wants to compete in post-season regattas, including but not limited to, the Youth National Championships in Cincinnati June 11-13, the Henley

4 Royal Regatta in Oxfordshire, England June 30-July 4, or the Canadian Henley in St Catharines, ON August 1-8, must submit a request to the Crew Council no later than May 15 th. The last (and only) Crew Council meeting is May 25 th to consider/approve post-season competition. C. USRA Referees. Ryz Obuchowicz: There is a Referee clinic on Saturday, March 13 th. Candidates are particularly welcome and should contact Ryz at ryzrow@verizon.net. D. Sandy Run Park. Lee West for James Short: Lee announced the Sandy Run Safety meeting with James Short, Sandy Run Park Manager on February 16 th. Attendance is mandatory for all coaches whose programs row on the Occoquan (includes Oxford House and Bull Run). Coaches will not be allowed on the water without attending. E. Thompson Boat Center. Gary Weeden: Gary reminded all that TBC is a National Park Service recreation site and the NPS rules and regulations apply at all times. He said that he has received few applications for TBC/Potomac regattas or meets and such applications need to be approved prior to any event happening. The applications are available on line at VII. Coordinator Reports. A. LOC. Lee West: Lee announced the plans for the new finish line building are nearly complete. Construction is to begin after the first regatta well, actually, the destruction of the old structure will be first it is planned to have a demolition party to double as a fundraiser. An announcement of the date will be made. The new building should be completed by end August. A roll call of the names of the LOC Staff Representatives was taken but is incomplete. Names are listed in Attachment 2. B. Charlie Butt Regatta Director. George Kirschbaum: Not present. B. Personnel. Mark Lindon: The schedule is approved and no further changes can be made without Crew Council approval. Send in the school volunteer sheets as you get the information filled in, earlier is better. The first Occoquan work day is February 27 th with land preparations. C. Programs. Mary & Watson Pryor: All the information has again been distributed (by the Secretary) to advertise in the regatta season programs. Team photos and write-ups are due by next meeting, March 2 nd. D. Trophies. Mike Stilwell: Turn in all trophies next meeting. The trophy moves to accommodate the four new junior events have been approved and time will be required to change plinths and prepare the trophies affected by the move.

5 VIII. Committee Reports. A. Audit. John Kowal: NTR B. Bylaws. John White: NTR C. Coaches Committee. Peter Stramese: Not present. D. Coaches Development. Ryz Obuchowicz: NTR E. Grievance. Harry Heim: NTR F. History. TJ Kozikowski: NTR G. Nomination. TBD: H. Publicity. Cherie Lejeune: NTR IX. Old Business. None. X. New Business. None. XI. Announcements. A. Feb 13 - Coaches Committee meeting, 10 am, ACBH, Alexandria. B. Feb 13 - Lightweight programs initiated. Body fat measurements taken. C. Feb 16 - Sandy Run Users Safety meeting, 7 pm, South County HS, 8501 Silverbrook Rd. D. Feb 20 - Coxswain Clinic, 9 am-1 pm, Woodbridge HS, 3001 Old Bridge Road. E. Feb 27 - Occoquan Work Day, 9 am-1 pm, on land preparations. F. Mar 2 - Turn in trophies. G. Mar 11 - LOC Organizational meeting, 7:30 pm, NVRPA HQ, 5400 Ox Road, Fairfax. H. Mar 13 - Referee Clinic, 8 am, VFW Post 5633, MacArthur Blvd, Potomac, MD. I. Mar 13 USRowing Men s junior National Team ID camp, Sandy Run, at 8 am and 1 pm. J. Mar 21 - Launch Driver Training by Foundation for Rowing Education, Sandy Run, 8-4 pm. XII. Adjournment. The meeting adjourned at 9:02 p.m. A. The next BOD meeting is Tuesday, March 2, 2010 in the TJHSST Cafeteria, 7:30 pm. John D. White John D. White Secretary

6 Attachment 1 VASRA 5-Year Capital Equipment Plan 9 Feb 2010 Thank you for all the great feedback over the last several months. As a result of your feedback and as discussed tonight at the membership meeting, the final proposal is to assess a fee of per athlete to address VASRA capital equipment needs. Please take this final proposal back to your membership and be ready to have a final discussion and vote to approve the plan at the March meeting. It is our intention to immediately implement the plan this year in order to address our capital objectives. Fees will be calculated on final program athlete numbers and will be collected by the end of the season. Please let me know if you have any questions or concerns. Thanks, Rob Ittig President, VASRA The need to develop a 5-year plan to address VASRA capital equipment replacement became apparent early last year upon the complete loss of our race course. VASRA had no plan in place to address the replacement of its primary capital equipment such as starting line, finish line tower, docks, etc. All of the items identified as capital equipment are essential in order to conduct a safe and efficient regatta. If VASRA had to replace any of its capital equipment as a result of winter damage etc., it would have to seek funding this year from its membership to address the issue, which is difficult for all of our members. In order to avoid this scenario, planning is essential. Tables: Table 1 Primary Capital Equipment identified with 5 year objective Table 2 Proposed Execution by year of 5 year plan with estimated cost Table 3 Proposed Impact to membership of the proposed plan Table 4 O&M of this equipment will still be necessary and shall be covered in the yearly budget plan. Table 4 is the current budget profile and proposed new budget profile Assumptions: VASRA members shall be assessed fees on a per athlete basis in accordance with Table 3 Estimated number of VASRA rowers per year of 1,950 is based on a 3 year average Fees will provide VASRA the ability to address organizational capital equipment needs and future growth

7 Table 1: Proposed Capital Equipment with 5 Year Objectives and Estimated Replacement Cost # Capital Equipment Est Cost 5yr Objectives Plan 1 Race Course 36,000 2 Starting Platform 45,000 3 Finish Line Tower 20,000 4 Boats & Motors 10,000 5 Docks 15,000 6 Facilities (Site Improvements/Buildings) 11,000 7 Radios 15,000 8 PA Systems O&M for the next five years. Course 100% covered by insurance. Immediate Need - Replacement of starting platform Construct and complete new finish line tower by (Yr 1) minus contributions Refurbish existing pontoon boats and motor replacements Replace one dock (retrieval, launch, and award docks) by 2014 Improvement of site and facility buildings Replace radios - Initiate new radio replacement plan every 3 yrs Replace PA Systems year one No Year 02 Years Year 01 Years Years Years Year 01 Value of Capital Equipment 155,000 Table 2: Proposed Execution and Estimated Cost by Year # Capital Equipment Year 01 Year 02 Year 03 Year 04 Year 05 1 Race Course Starting Platform - 45, Finish Line Tower 15,000 5, Boats & Motors 10, Docks ,000 10,000-6 Facilities (Site Improvements/Buildings) 5,000 7 Radios 8 PA Systems Total Cost by Year 32,500 54,500 18,000 14,500 4,500

8 Table 3: Proposed Impact to Membership by Year Plan Cal Yr Budget Contribution Cost per Athlete Est # of Athletes Total by Athlete Total by Year Est Funds Req Subtotal Yr , ,950 42,900 44,900 32,500 12,400 Yr ,950 42,900 55,300 54, Yr ,950 42,900 43,700 18,000 25,700 Yr ,950 42,900 68,600 14,500 54,100 Yr ,950 42,900 97,000 4,500 92,500 Table 4: Current/New O&M Budget Profile Line Current Budget Profile without 5 yr Plan Capital Equipment Budgeted Actual Proposed Boat Repair 500 2,043 Course Materials 2, Fund for Capital Equipment Replacement 2,000-2,000 Site Improvements 4,200 Miscellaneous 1,200 1,098 1,200 Safety Equipment ,200 8,357 8,700 Proposed Budget Profile with 5 Yr Plan O&M Capital Operations & Maintenance Race Course OLD Proposed 500 Starting Platform - Finish Line Tower - Boats, Motors, & Equipment Docks - Facilities NEW Proposed Radios - - PA Systems Concessions Video Trophies Safety Equipment Miscellaneous 1,200 1,200

9 Attachment 2 LOC Staff Representative Male/Female Rower Count LOC Staff Male/Female School Representative Rowers Bishop O Connell TBD Christchurch N/A Episcopal N/A Fairfax Stan Koussis Forest Park Susan Quigley Gar-Field Ernie Haskell Georgetown Visitation TBD Gloucester N/A Hylton Dorothy Lazor J E B Stuart TBD James Madison Cherrie Lejeune Lake Braddock Chris RoDee Langley TBD Mathews N/A McLean Doug Hale Mount Vernon Watson Pryor National Cathedral TBD Oakton Dean Yates Potomac Robin Cowan Robinson Pam Moore Sidwell Friends Polly Bomstein South County Don Olson St Albans TBD T C Williams Bob Lenneman Thomas Jefferson Scot Ferris W T Woodson TBD Wakefield N/A Washington-Lee TBD West Potomac? Proctor West Springfield Karen Tate Western Albemarle N/A Westfield Shirley von Rinteln Woodbridge Bill Schwentner Yorktown TBD

10 Attachment 3 Virginia Scholastic Rowing Association Treasurer's Report Nov 1, Jan 31, 2010 Operating Fund Balance as of 31 October , Income Dues Final Entry Fees Estimated Rower Fees Interest 4.50 Total Expenses Handbooks, copies, office supplies Administration Referee Clinics T-shirts USRowing Membership Total Balance as of 31 Jan , Respectfully Submitted, Lee West Treasurer Feb. 2, 2010