[RRC] May RRC Board Meeting minutes

[Dorothy Schafer]

To all,

The minutes of the May RRC Board meeting follow:

RRC - Board Meeting Minutes  DRAFT
May 7, 2008

Financial Report - Stacie
All bills paid, including workers comp, phone, and insurance for new 
single and for co-owned equipment for the summer season.  Balance on 
new boat purchase is paid ($4525.00). Program registrations and 
membership dues are coming in on schedule. Stacie will attend all 
sessions during the first week to collect membership and program 
fees.  W-4 forms and other information regarding payroll/waiver have 
been sent to coaches and coxswains.  The need for a sign-in sheet for 
paid coaches and coxswains was discussed.

Communications/Marketing Report - Scott
Many marketing efforts are ongoing.  Another permit will be secured 
from the City to continue staffing Friday's After Five on May 16th 
and May 23rd to encourage more LTR registrants. Advertising will 
appear in the Hook on May 8th.  Ads have appeared in Blue Ridge 
Outdoors and in the C'ville.  Banner is in hand and will be used for 
LTR Day and at the beginning of the season.  Scott will monitor for 
phone messages before LTR day.  We discussed the need to begin to 
track data about when registrations usually come in for the various 
programs to help with planning during future programming.

LTR Open House May 10th - Jack
      LTR day is well staffed with volunteers.  We can use the erg 
room to demonstrate stroke technique before heading into the barge. 
Everyone working during the event was encouraged to be welcoming and 
efficient so visitors will not be standing around for long periods of 
time.  We need to get a complete list of names of those visiting the 
open house, make sure all sign waivers and get information from each 
participant about how they heard about the event; Maria H. and Susan 
P. will staff the sign-in table. We should tell to visitors that 
rowing can be strenuous and that it is important to be realistic 
about the physical expectations required to participate.  Scott will 
bring tent for food. 

Coxswain Coordinator Update
	Status of coxswain list is uncertain, which is worrisome.

Opening Day May 19th
	 Need to appoint a board member to attend each program 
session early on in the season to address issues with unpaid 
dues/fees and forms that may arise. 

Boathouse Captain Report - Jack
	Jack posted a reminder about the new equipment fee (for use 
of club equipment during non-program rowing) in the boathouse. 
Combination racks will be completed by May 26th and are in search of 
new singles to store for the summer months.  Some singles have been 
shuffled to different racks, requiring a need to update labels on 
club boats and private boats.
	Goose crap cleaning service has quit.  Everyone using the 
dock is encouraged to help keep it clean, safe and sanitary by 
sweeping the dock, if necessary.  In general, everyone is encouraged 
to be aware and mindful of keeping things safe and in order at the 
boathouse, on the dock and on the water.

Equipment Report - Joe
Boathouse/equipment cleanup scheduled for May 10th, in the morning 
before LTR Open House; about 10 volunteers are expected.  Joe picked 
up the new single and will send an email to all announcing when it is 
rigged and ready to row; the new single can not be used by novice 
rowers in the first year.


Web Site - Mike   
	Mike will look into adding a logging feature to the website 
to track frequency of hits during the season, particularly during 
peak marketing times.  A photo gallery is now set up in which 
individuals can upload photos into their own user accounts.  Some 
content updates have been added; Mike is looking into other options 
for a calendar feature, but at the moment, server access may limit 
our options for installing a calendar. 

Summer program update - Mary
	Sweep committee met with new LTR and novice coaches to 
discuss program goals and guidelines, including the skills they 
should help new/novice rowers achieve during the season. They also 
discussed the diverse group of rowers that are likely to comprise the 
LTR'ers and procedures for how to deal with problems that may arise. 
It was suggested to meet with the coaches mid-season to check in and 
see how things are going. No word yet from Keith about the 2-week 
intermediate sculling program he was interested in running.  It was 
suggested that everyone make it a priority to encourage new rowers as 
they learn and make them aware of the steps for continuing rowing 
with RCC beyond the LTR/novice experience.   

Discussion of Lease - Gary
       The details of the new lease were discussed and we will request 
clarification/correction on several points, including which bays are 
technically included in the lease, specific guidelines to follow 
regarding use of the boathouse, correction of "shoulder season" to 
"non-program months" We also need to check if VRA is listed on our 
liability insurance policy, as stated in the lease (Stacie will check 
on this).

June 2008 Board Meeting Date  - Wednesday June 4th  6:30 PM, Gary 
Sloan's house.
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