[RRC] RRC January Board Meeting minutes

[Dorothy Schafer]

RRC Board Meeting Minutes
January 9, 2008

In attendance: Gary Sloan, David Zuby, Mary 
Maher, Stacie Reid, Scott Stroney, Merrick 
Murray, Dorothy Schafer, Jack Brown, Kate Mora, 
Joe Vanischak, Mike Hatz

Club Policies
	A private-boat-owning club sculler 
requested an exemption from the annual 40-row 
rule due to ongoing difficulties in accessing two 
different high rack spaces in the past two years. 
The Board decided that although some rack spaces 
are challenging to maneuver, RRC was unable to 
grant this exemption but would place the 
individual's name back at the top of the waiting 
list until the next space opens up that this 
renter can safely access.  The Board discussed 
other issues related to private boat storage. No 
major changes in policy were made. Any incoming 
private rack renter must demonstrate proficiency 
in getting his/her boat in and out before a rack 
is assigned.

Boathouse Captain Report.  Two rack vacancies 
exist; one additional space will open once L15 is 
vacant.  RRC has come up on the wait list (2 
slots), and could have space for two new singles. 
Jack recommended RRC take one space at the 
present time (deferring the other until needed) 
and suggested that RRC take a low rack in order 
to be most accessible to club users.  This plan 
matches well with the discussions ongoing in the 
ad hoc Equipment Committee.
	A tally of RRC club boats usage was 
distributed by email; most use is of singles 
(75-184 rows/year) and doubles (18-104 rows/year).

Financial Report.  Stacie is revising the 
accounting and budget reporting sheets; tax 
reports are prepared. Cash on hand is ~$25,000. 
Budget for 2008 is in progress. Stacie is 
researching short-term CD accounts for investing 
some funds.
	Upcoming expenses: Costs for equipment 
insurance will increase. Officers Insurance and 
US Rowing fee are due this month. US Rowing is 
changing its policy for non-hired vehicle 
coverage.
	New business:  Proposal was made and 
approved to require a $40/year equipment use fee 
for scullers who use club sculling equipment (in 
addition to the membership fee). Surcharge will 
cover repairs to club sculling equipment that is 
seeing much more frequent use.

Sweep Committee Report.  Mary reported that the 
committee is in the process of organizing and 
will report next month.

Website Report.  Mike reported that updates to 
website, including program start dates and 
registration forms, are in progress. He will test 
the "archive" feature to keep track of older 
material. Mary will update membership forms for 
website.

Communications/Marketing Report.  Scott presented 
a plan for marketing this year's LTR and Sweep 
programs, proposing an estimated budget of $1370, 
similar to last year's expenses. New ideas for 
'08: drop radio advertising, retain 
Friday-after-5 events. LTR had an enthusiastic 
participation, but did not recruit as many new 
rowers as expected.  Jack offered to contact ACAC 
and coordinate with them to promote RRC programs. 
Gary suggested we budget $2000 for marketing this 
year and include T-shirt income (~$400) in the 
'08 budget. Scott will present a proposed 
calendar for club events next month.

Spring Members Meeting.  The meeting is scheduled 
for April 20th, 2008 at 4:00 PM at the Boathouse.

Equipment Report.  Joe V. and the Equipment 
Committee proposed a plan for selling 
obsolete/unused equipment and purchasing new 
equipment this year. Their plan, based on the 
2006-2010 plan drafted by Andy Lynch and advanced 
by earlier boards, responds to current club needs 
and contained several options based on a balance 
of need and budget.

Discussion of specific issues related to proposed equipment plan:
1.  Passing Wind heavyweight 2X.  Currently not 
used much (18rows/year); it is 14 years old and 
has little value. Sell it out-right or rig as 
pair and keep for a season? Approved action: 
Convert it to row as a pair; Joe and Jaime will 
begin work on conversion.

2.  Proposal: Purchase a lightweight 1X. New 
purchase would address current club needs. 
Approved action: Purchase a new lightweight 1X 
(Peinert X25).

3.  Proposal: Wire Wintech 2X for speed coach. 
Jack informed that the wiring is at the 
boathouse, it just needs to be installed. 
Approved action: Install the speed coach wiring 
in Wintech 2X. Individuals will bring their own 
speed coach. 

4.  Proposal: Keep the Hudson 2X and purchase 
another 2X (Vespoli 2X mid-weight). Approved 
action: Defer the purchase of another 2X.  It was 
suggested that the Board assess club needs rather 
than strive to balance the fleet on the basis of 
numbers of boats of each type. Eventually, the 
Hudson 2X will be sold; the club could consider 
purchasing a new 2X at that time.

5.  ¬Heavyweight 1X (Green and White Peinert) is 
used less frequently.  Discussed selling the G&W 
Peinert. Approved action: Defer selling the G&W 
Peinert until later in the year.  This boat is 
useful for LTS sessions. The current fleet of 
mid-weight 1Xs fits the current needs of the club 
fairly well. 

6.  HelenT 4X. Proposal: Sell the HelenT 4X and 
purchase a new 4X (heavyweight). Greater need for 
a new 4X, than a third 2X.  Approved action: 
Defer the purchase of a new 4X until later in the 
year.

Summary: The Board affirmed the club be 
pro-active in getting rid of older boats on 
schedule; obsolete equipment should be sold 
sooner rather than later.  If we make a mistake 
with a purchase, the club should be willing to 
correct it. The club should modulate equipment 
planning as club demographics change. The 2008 
budget is a work in progress. The Board will 
allocate funds for new equipment purchases while 
maintaining adequate reserves for future 
operating expenses. As revenue from membership 
dues and summer rowing programs materialize, the 
Board will consider additional equipment 
purchases as proposed. A lightweight 1X (Peinert 
X25) will be purchased now.

Next RRC Board meeting will be Feb. 6th at 6:30 PM, Gary Sloan's house.
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