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

-----

 

 

 

 

Representatives

Thompson Boat Center

Gary Weeden

Crew Council

Co-Chairs

-----

Sandy Run Park

-----

USRA Referees

Ryz Obuchowicz

           

 

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 emailed 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 21st, 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 1st.

 

            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 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 14th 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 21st had about 40 attendees, and went well. The next clinic, geared to novice coxswains, is February 20th 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 21st at Sandy Run (this is a change from the original date of March 28th).

 

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 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 15th. The last (and only) Crew Council meeting is May 25th to consider/approve post-season competition.

 

            C.   USRA Referees.  Ryz Obuchowicz:  There is a Referee clinic on Saturday, March 13th. 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 16th. 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 http://www.thompsonboatcenter.com/regattapp.htm.

 

 

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 27th 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 2nd.

 

            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.


 

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, 11511 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


 

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 $22.00 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:

 

 

Assumptions:

 


 

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

O&M for the next five years.  Course 100% covered by insurance.

No Action

2

Starting Platform

 $    45,000

Immediate Need - Replacement of starting platform

Action Year

02

3

Finish Line Tower

 $    20,000

Construct and complete new finish line tower by 2009-10 (Yr 1) minus contributions

Action Years 01-02

4

Boats & Motors

 $    10,000

Refurbish existing pontoon boats and motor replacements

Action Year

01

5

Docks

 $    15,000

Replace one dock (retrieval, launch, and award docks) by 2014

Action Years

03-04

6

Facilities (Site Improvements/Buildings)

 $    11,000

Improvement of site and facility buildings

Action Years 01-05

7

Radios

 $    15,000

Replace radios - Initiate new radio replacement plan every 3 yrs

Action Years 01-05

8

PA Systems

 $      3,000

Replace PA Systems year one

Action  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

 $                 -  

 $                 -  

 $                 -  

 $                 -  

 $                 -  

2

Starting Platform

 $                 -  

 $        45,000

 $                 -  

 $                 -  

 $                 -  

3

Finish Line Tower

 $        15,000

 $           5,000

 $                 -  

 $                 -  

 $                 -  

4

Boats & Motors

 $        10,000

 $                 -  

 $                 -  

 $                 -  

 $                 -  

5

Docks

 $                 -  

 $                 -  

 $        10,000

 $        10,000

 $                 -  

6

Facilities (Site Improvements/Buildings)

 $           1,500

 $           1,500

 $           5,000

 $           1,500

 $           1,500

7

Radios

 $           3,000

 $           3,000

 $           3,000

 $           3,000

 $           3,000

8

PA Systems

 $           3,000

 $                 -  

 $                 -  

 $                 -  

 $                 -  

 

Total Cost by Year

 $        32,500

 $        54,500

 $        18,000

 $        14,500

 $           4,500

 

 


 

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 01

2009-10

$2,000

$22.00

1,950

$42,900

$44,900

$32,500

$12,400

Yr 02

2010-11

 $                -  

$22.00

1,950

$42,900

$55,300

$54,500

$800

Yr 03

2011-12

 $                -  

$22.00

1,950

$42,900

$43,700

$18,000

$25,700

Yr 04

2012-13

 $                -  

$22.00

1,950

$42,900

$68,600

$14,500

$54,100

Yr 05

2013-14

 $                -  

$22.00

1,950

$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

2008-09

Budgeted

2008-09

Actual

2010-11

Proposed

Boat Repair

$                500

$             2,043

$             1,500

Course Materials

$             2,000

$                592

$                500

Fund for Capital Equipment Replacement

$             2,000

$                   -

$             2,000

Site Improvements

$             3,000

$             4,200

$             3,000

Miscellaneous

$             1,200

$             1,098

$             1,200

Safety Equipment

$                500

$                425

$                500

 

$             9,200

$             8,357

$             8,700

 

 

 

 

 

 

 

 

 

 

 

 

 

 

            Proposed Budget Profile with 5 Yr Plan O&M 

 

 

OLD

NEW

Capital Operations & Maintenance

2010-11

Proposed

2010-11

Proposed

Race Course

 $                500

 $                500

Starting Platform

 $                   -  

 $                425

Finish Line Tower

 $                   -  

 $                425

Boats,  Motors, & Equipment

 $             1,500

 $             1,500

Docks

 $                   -  

 $                300

Facilities

 $             3,000

 $                500

Radios

 $                   -  

 $                   -  

PA Systems

 $                   -  

 $                300

Concessions

 $                   -  

 $                250

Video

 $                   -  

 $                150

Trophies

 $                   -  

 $                650

Safety Equipment

 $                500

 $                500

Miscellaneous

 $             1,200

 $             1,200

 

 $             6,700

 $             6,700

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

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                21        15

Forest Park                              Susan Quigley              

Gar-Field                                 Ernie Haskell               

Georgetown Visitation  TBD                             --         45                   

Gloucester                                N/A    

Hylton                                      Dorothy Lazor                                     

J E B Stuart                              TBD                            

James Madison             Cherrie Lejeune            28        33

Lake Braddock                        Chris RoDee                37        54

Langley                                    TBD                            

Mathews                                  N/A                            

McLean                                   Doug Hale                    50        30

Mount Vernon                          Watson Pryor               29        26

National Cathedral                    TBD                             --         35

Oakton                                     Dean Yates                  41        39

Potomac                                   Robin Cowan               10        25

Robinson                                  Pam Moore                  52        53

Sidwell Friends             Polly Bomstein  --         30

South County                           Don Olson                   

St Albans                                 TBD                             34        --

T C Williams                            Bob Lenneman

Thomas Jefferson                      Scot Ferris                  

W T Woodson                         TBD                             45        32

Wakefield                                 N/A                            

Washington-Lee                       TBD                            

West Potomac                          ? Proctor                      20        30

West Springfield                       Karen Tate                              

Western Albemarle                   N/A

Westfield                                  Shirley von Rinteln        40        40

Woodbridge                             Bill Schwentner 32        52

Yorktown                                 TBD                            


 

Attachment 3

 

 

 

Virginia Scholastic Rowing Association

Treasurer's Report

Nov 1, 2009 - Jan 31, 2010

 

 

 

 

 

 

Operating Fund

 

 

 

 

 

 

 

 

 

 

 

Balance as of 31 October 2009

 

 

$2,722.42

 

 

 

 

 

 

 

Income

 

 

 

 

 

 

Dues

 

2900.00

 

 

 

2009 Final Entry Fees

 

1926.50

 

 

 

2010 Estimated Rower Fees

 

6223.00

 

 

 

Interest

 

4.50

 

 

 

 

 

 

 

 

 

 

Total

11054.00

 

 

 

 

 

 

 

 

Expenses

 

 

 

 

 

 

Handbooks, copies, office supplies

250.59

 

 

 

 

Administration

488.00

 

 

 

 

Referee Clinics

141.10

 

 

 

 

T-shirts

2338.00

 

 

 

 

USRowing Membership

550.00

 

 

 

 

 

 

 

 

 

 

Total

3767.69

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Balance as of 31 Jan 2010

 

 

$10,008.73

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Respectfully Submitted,

 

 

 

 

 

 

 

 

 

 

Lee West

 

 

 

 

 

Treasurer

 

 

 

 

 

Feb. 2, 2010

 

 

             

 

Attachment 4

 

 

02/22/10 19:00

 

Dual Meets, Triple Meets, Other Regattas

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Regatta Director /

 

 

 

 

 

 

 

Date

Event

Location

Coach in Charge

Host School

 

 

Participating Schools

 

 

 

 

 

 

 

 

 

 

 

 

 

3/20

Chadwick Invitational

Potomac

Kirk Shipley

Whitman

Wilson

Wash-Lee

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3/27

Cindy Cole Cup

Anacostia

Ray Gibson

Ireton

O'Connell

Sidwell(W)

Whitman

Holy Cross

Blair

W Johnson

3/27

Triple-Triple Meet

Potomac

Graves / Engler

B-CC

Gonzaga

DeMatha(M)

Visitation(W)

Seton(W)

 

 

3/27

Run vs Row

Alexandria

Pete Stramese

TC Williams

Wash-Lee

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4/1

Triple Meet

Sandy Run

Kirk Shipley

Whitman

Westfield

Robinson

 

 

No referees

Mid-day

 

 

 

 

 

 

 

 

 

 

 

4/3

Dual / Triple Meet

Bladensburg

Eric Harder

DeMatha(M)

O'Connell

Sidwell(W)

Seton(W)

 

 

 

4/3

Triple Meet

Alexandria

Pete Stramese

TC Williams

Visitation(W)

W Potomac(add 2/16) 

 

 

No referees

Early am

 

 

 

 

 

 

 

 

 

 

 

4/10

Baltimore Invitational

Glass Beach

Charles Morgan

St Paul's

O'Connell

Mt Vernon

Sidwell(W)

W Potomac

and others

 

4/10

Triple-Triple Meet

Anacostia

Marc Man del

Gonzaga(M)

Visitation(W)

Westfield

Wilson

 

 

3 pm

 

 

 

 

 

 

 

 

 

 

 

4/17

Regatta

Robius Park

Hank Holswade

James River

Mt Vernon

Woodbridge

and others

 

 

 

4/17

Dual Meet

Potomac

Caroline Johnson

Holton Arms(W)

Sidwell(W)

 

 

 

 

8 - 9:30 am

4/17

Dual-Dual

Potomac

Bill McLain

Wilson

NCS(W)

St Albans(M)

 

 

 

10 am

4/17

Regatta

Potomac

Graves / Engler

B-CC

Wilson

St Albans(M)

NCS(W)

Westfield

 

2 pm

 

 

 

 

 

 

 

 

 

 

 

4/24

Foley / Carr Cups

Potomac

Marc Man del

Gonzaga(M)

St Albans(M)

NCS(W)

Visitation(W)

 

 

in conjunction with the Butt regatta

 

 

 

 

 

 

 

 

 

 

 

5/22

Arlington Cup

Potomac

Andy Bacas

Yorktown

Wash-Lee

Wakefield

O'Connell

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Andy Bacas

andy@andybacas.com

Eric Harder

obeythecox@yahoo.com

 

 

 

 

 

Bill McLain

bmclain116@gmail.com

Hank Holswade

henry_holswade@ccpsnet.net

 

 

 

 

 

Caroline Johnson

carie.johnson@holton-arms.edu

Kirk Shipley

kirkland_shipley@fc.mcps.k12.md.us

 

 

 

 

 

Charles Morgan

cmorgan@sps.edu

Marc Man del

mmandel@gonzaga.org

 

 

 

 

 

Chris Graves

chrisgraves@gmail.com

Pete Stramese

pstramese@meicompany.com

 

 

 

 

 

Dan Engler

coachdanengler@hotmail.com

Ray Gibson

rgibso24@yahoo.com