[RRC] RRC Sept Board meeting minutes

[Dorothy Schafer]

RRC - Board Meeting Minutes
September 3, 2008
In attendance:  Gary S., Stacie R., Mary M., Scott S., Dorothy S., 
Joe V., Jack B., Mike H., and Merrick M.

Financial Report - Stacie
Club finances are sound as we reach the end of the program year. 
Upcoming major expenses include payroll taxes and equipment insurance 
fees.    Approximately $7000 in budgeted expenses came in lower than 
projected. The estimated balance on hand by year-end is approximately 
$20,000, putting us in a good financial position for planning 2009 
programming; this balance is similar to that in 2008.  The 
considerable effort the Club devoted in past years to establishing 
sound management of Club finances has paid off with good financial 
stability.  It was suggested that future discussion by the Board 
focus on determining the ideal "target" balance for cash-on-hand for 
beginning each new program year.  One idea was to establish a 
"reserve" line item to cover unplanned large expenses that may arise 
(i.e., boat loss or major damage).  The Board will discuss these 
issues, and strategize about the ideal growth trajectory for the Club 
over the winter.
Expenses for regattas by rowers in the racing program and in other 
programs were over-budget by approximately $1900. A complete analysis 
of costs was done by Stacie and rowers who raced will be asked to pay 
an additional amount to cover these costs (total costs include entry 
fee, coach/cox salary, coach/cox expenses, gas, trailer fee (indirect 
for trailer maintenance).  Ideas about how to better estimate regatta 
expenses and determine the amount of regatta fees that should be 
incorporated into program fees for future years were discussed.  It 
was suggested that, as done this year, a portion of the regatta fees 
be included in the Racing program fee, with the proviso that any 
additional expenses be paid by racing rowers on a per/race basis (to 
be collected immediately after each regatta).

Program notes
Racing program - RRC established the Racing program with the 
intention of building the program over the next three years.  The 
future trajectory of the racing program, based on informal feedback 
about this year's program, was discussed.  A consensus from racing 
rowers was that the program was excellent and clearly a success. 
Some non-racing rowers expressed interest in joining the program next 
year, so enthusiasm is high for continuing to build this program in 
the future.
	Program survey - The Board decided to request feedback from 
members via the usual end-of-summer survey.  Mary will edit last 
year's survey to request feedback about new programs added this year. 
It was suggested that we coordinate distribution of the survey with 
invitations to the up-coming Fall Members Meeting (see below) and 
with a year-end update reviewing the many exciting developments 
within the Club during the last year.
	Shoulder season rowing guidelines - Gary/Jack will distribute 
via the listserve guidelines for safe rowing practices during 
non-program months.

Boathouse Captain Report - Jack
	Rack space wait list update - Jack is working with Kevin and 
Joe to coordinate logistics for the indoor storage racks for the 
Combination Rack renters.  This process is a work-in-progress as we 
shakedown the new system and get policies established.
Captain's test list update - RRC policy is that all scullers rowing 
Club boats must take the Captain's test from the Boathouse Captain, 
who provides considerable useful information about boathouse 
practices and river navigation during the test. Individuals passing 
the Captain's test are listed in a hand-written list posted near the 
bay door.   It was suggested that the Membership Roster at the 
boathouse be updated on a regular basis to include information that 
tracks those passing the Captain's test and having paid the annual 
equipment use fee.
	Wait-list policy (for rack rental) - A discussion was 
initiated regarding policies for managing the wait list for rack 
rental.  Wait list management becomes cumbersome when individuals at 
the top of the list decline to accept racks as they become available; 
sometimes several individuals need to be contacted before someone 
agrees to rent a rack space.  Currently, folks on the wait list do 
not need to be members and members do not get priority for open 
spots.  Suggestions to a modified policy included setting a term 
limit for remaining on the list and moving individuals declining an 
open spot to the bottom of the list.  It was recognized that some 
rowers want to keep a toe-hold on the wait list for a number of good 
reasons. The Board will consider the need to revise the waitlist 
policy more fully over the winter months.
	Jack communicated with Tom McIntosh about getting the roof 
repairs completed since this has become a serious issue for safety 
and weather proofing. The bathroom cleaning service ends in November.

Equipment Report - Joe
	New Vespoli 4+ - The new Vespoli (named Heron) has arrived. 
Joe will check it out carefully with Roger and will send out a note 
to the listserve announcing when the new boat is ready to row.  The 
future of the HelenT was discussed and a consensus was that it has 
low re-sale value (could donate it rather than sell it outright), but 
the HelenT could also be useful for our novice rowing programs if we 
have the space to keep it.  Joe will consider how to keep a space for 
the HelenT as the combination storage racks are constructed.
Cox box issue - One of the chargers for a cox box is missing.

Web Site - Mike
	Minor updates to the website are ongoing, including adding 
more pictures. Anyone with good rowing pics, please send them to Mike 
H.

Board Member Terms & Nominating Committee - Mike
	Several rowers interested in serving on the Board have been 
identified.  As soon as a few outstanding contacts are made, the 
final slate of candidates will be announced.  Voting for new Board 
members will take place at the upcoming Fall Member's meeting 
scheduled for Sunday, October 12th.  Any others interested in serving 
the Club as a Board member should contact Mike H.

Other business
Rivanna River Cleanup - The Rivanna Conservation Society holds their 
annual River Clean up Day on Sept. 20, 2008.  Any club member 
interested in participating is encouraged to do so.  The event will 
be announced via the listserve.

Fall Members Meeting  - The Fall Members meeting will take place on 
Sunday, October 12th at 3:30 PM at the Boathouse.  The Board would 
like to coordinate the business meeting with some sort of rowing 
activity. Current Board members will meet at 3:00 PM for the normal 
Board meeting.  Gary will check with Kevin about holding the meeting 
on Oct 12th. 
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://listserv.bnsi.net/pipermail/rrc-announce/attachments/20080911/ed7ae9ff/attachment.html