[RRC] RRC Board meeting minutes - June

[Dorothy Schafer]

RRC - Board Meeting Minutes
June 4, 2008

In attendance:  Gary S., Merrick M., Mary M., Scott S., Dorothy S., 
Joe V., Jack B.

Financial Report - Stacie (in abstentia)
	 Cash on hand is $46,661.86, but there are concerns about 
finances for the program year.  Income from membership and LTR 
enrollments is down ~25% and 37%, respectively, compared with budget 
projections. We are experiencing some normal attrition but there is 
concern that some LTR are not moving into other programs.  Scheduling 
conflicts and cost in this difficult economy may be factors 
accounting for lower enrollments this year. Forthcoming wages and 
other program expenses will be incurred as the rowing season 
progresses.
	Given shortfalls in LTR and Sweep enrollments, and 
uncertainty about the LTS program, an operating loss is projected at 
this time. Several factors, such as decreased coxswain use and 
increased gasoline costs, will likely impact this projection.  All in 
the club are encouraged to continue to recruit for the July LTR 
session.  It was suggested that the Club could benefit from more 
targeted marketing to attract the fitness-minded (i.e., marketing via 
local biking club).  It will also be important for advanced rowers to 
encourage novice and LTR rowers and participate with those programs 
when possible.
	The new VRA lease agreement calls for payments in June and 
August; need to adjust the schedule in the budget.

Programs Update/Discussion
	Coxswains. Scheduling of coxswains was a bit sporadic early 
on, but the situation seems to be stabilizing. Amelia has recruited 
several individuals interested in coxing, including several novices 
who may need additional training. Jack suggested scheduling a 
coxswain training session for newer coxes and for those in Sweep 
programs coxing LTR boats. Sweep rowers have stepped up to the plate 
for coxing LTR (Thank you!!!).  Coxswain pay-rate was clarified as 
per previous Board discussions.
	Coaching.  Coaching is great for Sweep and Racing programs. 
Both programs would benefit from a higher level of commitment from 
rowers (showing up and on time, doing all of warm-up exercises, 
focusing).   Novice and LTR rowers like the new coaches, Tim and 
Mike, and those programs have gotten off to a good start.
	LTS.  What's happening with LTS?  No word yet from Keith 
about LTS; Gary will contact him to discuss his plans.  An alternate 
option is to ask Mike H. (did a Craftsbury instructor internship) 
about running either LTS or intermediate LTS.
	Bylaws change proposed. Motion proposed and passed 
unanimously by the Board to amend RRC Bylaws defining student 
membership as individuals aged 14-17.  The resolution that passed 
defines student members as individuals aged 13-17.  These minutes are 
notification to the membership of this proposed amendment. Members 
should contact board members with their views of the proposed 
amendment. The RRC Board will officially vote on this proposed change 
to the bylaws at the July Board meeting.
	Rockett's Landing Regatta.  Regatta in Richmond is June 14th. 
Racing program is going. Coaches will announce to Advanced Sweep that 
all interested club members are welcome to compete.  Deadline for 
registrations is June 11th.

Communications/Marketing Report - Scott
	Marketing activities are winding down.  Print ads are 
scheduled or are out in C'ville and Hook.  RRC has a listing on the 
"Craig's List" Activities section. It was suggested that we survey 
the listserve group to assure that all rowers are actually getting 
listserve announcements.  Jack will continue to send marketing 
notices to listserve, announcing the mid-season sweep option and to 
encourage on-going recruitment for LTR.

Boathouse Captain Report - Jack
	Progress on Combination Storage.  Metal rack in the grassy 
area near boathouse is available for use by scullers who signed up 
for Combination Storage; another rack will be built on the UVA side 
of the boathouse later this summer.  Winter storage spaces will be 
retrofit in slots now used to store 8s by Joe and the rowers using 
these racks. VRA will bill renters $250 for these combination spaces.
	Equipment fee.  Twenty five people paid equipment fee.  A 
list of paid users of club equipment will be posted and those with 
outstanding obligation will be encouraged to pay the fee.
	Boats names.  Club boats have lovely names beautifully 
inscribed.  Thanks to the Naming Committee!
	Bathroom cleaning and TP supply.  Bathrooms are cleaned once 
a month.  All club members are encouraged to help keep the bathrooms 
clean and courteously monitor supplies.  Joe stocked each bathroom 
with TP and towel supplies donated or at cost from SYSCO (many thanks 
to them!).  If additional supplies are needed, send a note Joe and/or 
consider bringing a roll or two from home to tie us over.  Remember, 
the club depends on the volunteer efforts of all its members.

Equipment Report - Joe
	Brenda Myers.  Roger straightened the bent bow seat rigger 
and advised it should be OK.  We should consider having a spare 
rigger on hand.
	Cox box repair.  The oldest cox box failed, was traded in and 
replaced with a new one (~$335).
	Ongoing repairs.  Joe is quickly learning how to keep boats 
ship-shape. Bryce and Will have also helped out with repairs.  Two 
skegs were replaced (backup skegs are now on hand).  Replacement of 
impellor on Wintech 2x and repair of wiring harness on Hudson are in 
progress.

Web Site - Mike  (in abstentia)
	Mike added a calendar feature and photo gallery.  Mike 
suggests that the Club poll the membership to recruit a volunteer as 
a backup webmaster. 

July 2008 Board Meeting Date:   Wednesday, July 9th  6:30 PM  Gary 
Sloan's house.
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