MINUTES of VASRA BOARD of DIRECTORS MEETING March 3, 2009

I.   The VASRA Board of Directors was called to order by the President at 7:42 p.m., March 3, 2009

in the cafeteria of Thomas Jefferson HSST.  Thirty-one voting members were present as follows:

      Non-voting Members:

II.         President’s Report. Rob Ittig: 

A.                 Fairfax County Schedule Change – SLEEP (Sleep Later for Excellence in Education Proposal) Initiative. Langley has raised concern about the SLEEP proposal in that it will impact rowing practice and reduce the available time for any extracurricular activity. Langley has asked if VASRA has taken a position on it. Rob said that VASRA really has no reason to get into the issue, however, if the membership desires we will sign a letter to the Fairfax County School Board opposing the schedule change. A lively discussion ensued. JEB Stuart advised caution on taking apposition as a corporation, saying it may risk alienating the Fairfax County School Board, and that individual school statements would be better, providing more input (numbers), and the schools are directly involved. Statements can be made on the FCPS web site. A motion was entertained: Should VASRA take a corporation position? After more discussion, the motion passed – 16 yes, 4 no, 3 abstain. Langley will write a draft letter and forward it to the Secretary, who will forward it to the membership. The Secretary will also draft a letter for the VASRA President to sign.

            B.  The 2009 VASRA Supplement to the Rules of Rowing and the new VASRA Operations Manual were both approved by the Crew Council on February 10, 2009. Copies have been sent to the membership by email today.

C.  Nominations Committee chair has been named – Ryz Obuchowicz has again agreed to this annual requirement.

D.  Staffing LOC Permanent Positions. Rob and the Membership discussed this at length. The essential issue is each school has not yet provided a person that will be available EVERY regatta (eleven schools are missing this requirement). Much discussion surrounded the definition/job descriptions and requirements of these positions. The permanent positions require knowledge of regatta operations so that this person can instruct and supervise the weekly volunteers in their duties (usually knowing nothing about the job s/he is assigned). This cannot be done without training and continued exposure to the entire regatta and knowledge how everything fits together and what effect each job has on the regatta.

The schools that practice on the Potomac are required to provide this person for the Occoquan LOC. The experience they gain will be used on the Potomac for the Charlie Butt regatta. Because the Butt regatta is the only Potomac regatta, the only place this required knowledge can be learned is the Occoquan. It cannot be done in one day or one exposure. Failure to get the permanent positions filled is putting the Charlie Butt regatta at risk of not being held.

            E.  Capital Improvement Plan. Rob said that VASRA intends to develop a 3 to 5 year plan to replace things like the starting platform (that was built in 1984). We are well aware that any VASRA fundraising will impact the fundraising efforts of the boosters, and we want to minimize that impact. The concept of imposing a tax on teams is being considered and the teams were requested to include and fold this concept into the development of budgets. More on this will be forthcoming.

The new race course has been bought and paid, however, we need to plan routine maintenance. Additional funds are required for the Finish Line Building. No funds are now available to replace the Starting Platform (estimated to be $40,000 to $45,000). All total, for these three projects, we are looking at a total requirement of $120,000 to $140,000. (Note: For comparison, our usual annual budget is in the range of $100,000 to $105,000 and annual expenses run close to, or just over, that amount.)

III.       Secretary Report.  John White: 

            A.  The Minutes of the February 3, 2009 Board meeting were read and approved as modified (correction of a name).

            B.  Waivers status: Sign waivers on either the RegattaCentral site or on Rowingwaivers.com and report completion and site used.

            C.  The count of male/female rowers by each school was taken. The numbers are in Attachment 1.

            D.  John reviewed the documents that are due from the Boosters on March 21^st, one week prior to the Polar Bear regatta:

1) Certification by a Booster Officer that all its team athletes have signed a liability waiver. This certification can be the sample letter in the Representative’s Handbook or other similar statement in an email. PDF and Fax copies are accepted.

2) Dues. The Dues were required by November 15, 2008 – eight schools have not paid yet.

                        3) Estimated Entry Fees. Nine schools have yet to submit its entry fees.

John also reminded the Representatives that the 2009 VASRA Supplement to the USRowing Rules of Rowing (referred to as the “Rule Book”) must be signed by the booster president, head coaches, and the school Activities Director, and is submitted to Noel Deskins, Wakefield HS Activities Director, from your school AD, by March 20^th.

            E.  USRowing Diversity Conference, February 13/14, 2009. John reported on this conference held at Georgetown University. There were two keynote speakers. Mr. Jay Coakley, Professor Emeritus, University of Colorado, and Mr. Simon Dickie of the Amateur Rowing Association of Great Britain. Mr. Coakley centered his remarks on the difficulties of making change, cultural changes, and the enormous background issues that ripple from seemingly simple, single, straightforward actions. He used Jackie Robinson’s entry into major league baseball as an example. While most people supported and applauded this breakthrough, Mr. Coakley said the Manager and General Manager dealt with things like locker room location, roommate assignment, travel restrictions, forced relocation of training camp (Florida), restaurant refusals to serve the team, and other situations for many years.

Mr. Dickie gave a remarkable outline of what Great Britain has done to expand rowing participation nation-wide. With official government backing and funding, the central objective is to fight the growing number of overweight people. Every club receives assistance but every club must partner with its community and schools. Schools are given ergs. The program has over 240,000 participants.

IV.       Treasurer’s Report.  John White for Lee West: 

            A.  The February financial statement was reviewed.

            B.  2009 Dues not paid: Christchurch, Fairfax, Mathews, National Cathedral, O’Connell,

                                                   St Albans, South County, Washington-Lee, Westfield.

                  2008 Final Bill not paid: Georgetown Day School

                  2008 Fines owed: Holy Cross

            C.  Coxswain Training Clinic, February 21, 2009. 189 VASRA / WMIRA coxswains attended  plus some from West Virginia, Florida, Tidewater, and Charlottesville. This was way more than anticipated (about 120 had signed up by the Tuesday prior). VASRA partnered with the Foundation for Rowing Education for the clinic. A coaches clinic was conducted at the same time (about  25-30 coaches). Pete Chipillone, the 2004 Olympic men’s eight coxswain, was the keynote speaker and led one of the five breakout sessions. While a GREAT success, there is room for improvement and next year we will schedule two separate clinics, one for experienced coxswains in the fall and the other for newbies in the spring. Sessions will be shortened and better focused on level of needs and requirements.

V.        Vice President’s Report.  Mike Mutter: 

A.   The launch driver training plan is still outstanding from T C Williams. Formal launch driver training will be conducted by the foundation for Rowing Education at Sandy Run on March 14^th and 15^th – limited to 24 per class and cost is $130. Those drivers on the Potomac are reminded they need a license … available through the course above or by taking the online course by BoatsUS.

VI.       Representative’s Reports.

            A.   Crew Council.  Noel Deskins/Dan Forgas:  NTR

B.   USRA Referees.  Ryz Obuchowicz:  Referee clinic is March 7^th. We have only three candidates from VASRA schools so far. Several from the WMIRA schools have indicated they will attend the clinic. We need more referees to adequately staff our regattas.

C.   Sandy Run Park.  James Short:  NTR

            D.   Thompson Boat Center.  Gary Weeden sent the following email:

Like many employers, we’ve been negatively affected by the state of our economy.  Assuredly, none of our employers are immune from the downturn, and subsequently it’s having a dramatic effect on theirs and our operations.  Thompson Boat Center and our clients recently experienced a nominal delay in opening operations and implementation of staffing plans.  It was hoped that we would be underway a week ago with full staff, potable water, and clean docks.  However, there were several persons laid off at GSI, including people that normally would have been assigned to TBC and on-site at this time of year.  In the interim, we have attempted to rein in cost and still make a good faith effort to get everyone on the water.  I expect the staffing shortage to be short lived. Thankfully, GSI has allowed us to distribute some keys for client access, and shortly we will be putting additional personnel at the facility.  It should be understood by all clients that most requests will have to be handled through GSI management and you will need to plan ahead accordingly.  Please recognize that your assistance and cooperation has been sincerely appreciated while we continue getting the facility ready to accommodate everyone.  Additionally, please make sure you have sent Thompson Boat Center a current Board roster for upcoming communications including storage agreements.

            E.   Anacostia Community Boathouse Association.  Kelley O’Connell:  NTR

VII.      Coordinator Reports.

A.      OLOC.  Rob Ittig for Lee West:  NTR.

B.       PLOC.  Steve Cauffman:  At the Charlie Butt regatta, no one will be allowed to park in Thompson Boat Center lot … it  will be for trailers only … plan on dropping off rowers and parking elsewhere. Recommend parking at Washington Harbor ($7/day).

C.      Personnel.  Mark Lindon:  Occoquan work days are now March 7, 14, and 21 to put in the new course and do other maintenance. Two persons from each school are requested.

      The parking, money collection, and weigh-in jobs are now permanent assignments (no

      weekly volunteers).

      It was mentioned that Donna Towner is now required to be in the capacity of a park manager

      on regatta days.

D.   Programs.  Mary & Watson Pryor:  Regatta programs information is due tonight. Mary listed the schools form which she has received inputs.

E.   Trophies.  Mike Stilwell:  Trophies are to be returned tonight. New VASRA medals and ribbons are on order and for this year we will have special 30^th anniversary commemorative ribbons and medal neck ribbons. At the end the evening, all but two trophies were returned, one from a Tidewater school and one from Washington-Lee [both were subsequently returned].

VIII.     Committee Reports.

            A.   Audit.  John Kowal:   NTR

            B.   Bylaws.  John White:  NTR.

            C.   Coaches Committee.  Peter Stramese:   NTR

            D.   Coaches Development.  Ryz Obuchowicz:   NTR

            E.   Grievance.  Harry Heim:  NTR

            F.   Historian.  Ed Wells:  NTR

G.    Nominations.  TBD.

H.   Publicity.  Cherie Lejeune:  NTR.

            I.   Rules.  Rob Ittig:   NTR

IX.       Reading and Consideration of Communications.  None

X.        Old Business. 

            A.  Golf tournament April 16^th is CANCELLED. Ryz Obuchowicz explained that the Northern Virginia Regional Park Authority (NVRPA) had placed restrictions on use of the Pohick golf course, requiring a guarantee of a minimum of 90 golfers in the first flight prior to having a second flight of 40 golfers minimum. Additionally, payment is to be two weeks in advance. Coupled with a decided lack of response to setting up teams and participation, cancellation is considered prudent.

XI.       New Business. 

            A.  The need for this body to meet in April was discussed. The scheduled date is the second Tuesday, April 14^th, because April 7^th falls during spring break/Easter week. A motion to not meet in April was entertained, seconded and approved by a vote of 30 to 1. The next meeting will be Tuesday, June 2^nd. In view of this, Ryz Obuchowicz (Nominations Committee) asked for nominations for officers to serve next year be forwarded to him by end April – in accordance with the VASRA Bylaws, he is to put together and send an officer nomination slate to the Membership by May 2^nd for its consideration and vote at the June 2^nd meeting.

XII.      Announcements.

A.  Sandy run work days are March 7^th,14^th,and 21^st.

B.  USRowing Referee Clinic, 8 am, March 7^th, VFW Post 5633, 11511 MacArthur Boulevard, Potomac, MD, 20854.

C.  VASRA Regatta Entry Fees are due to the Treasurer from the Boosters by March 21^st.

D.  Rower individual Liability Waiver signature certification due to VASRA Secretary March 21^st.

E.  List of trained launch drivers due to Volunteer Coordinator, Mark Lindon, by March 23^rd.

F.  Volunteer names due to Volunteer Coordinator by March 23^rd.

G.  USRowing Women’s Junior National Team ID Camp, March 8^th, Thompson Boat Center. See regattacentral.com.

H.  USRowing Men’s Junior National Team ID Camp, March 14^th, Sandy Run, Occoquan. See regattacentral.com.

I.   Launch driver formal training, March 14 and 15, by the Foundation for Rowing Education, Sandy Run, Occoquan.

J.    Team rosters for the VSRC championship program are due April 3^rd to Lee West/Donna Towner.

XIII.     Adjournment.  The meeting adjourned at 9:12 p.m.

            A.   The next meeting is Tuesday, June 2, 2009 in TJHSST Library.

John D. White

John D. White

Secretary

Attachment 1

Number of Rowers:                  Male    Female

Bishop O’Connell                     35        35                      70

Christchurch                             TBD                               25

Episcopal                                 TBD                               24

Fairfax                                      18        23                      41

Forest Park                              26        27                      53

Gar-Field                                 17        21                      38

Georgetown Visitation  TBD                               50

Gloucester                                TBD                               45 ?

Hylton                                      30        28                      58

J E B Stuart                              15        12                      27

James Madison             28        34                      62

Lake Braddock                        39        53                      92

Langley                                    29        37                      66

Mathews                                  TBD                               30 ?

McLean                                   27        37                      64

Mount Vernon                          25        35                      60

National Cathedral                    --         33                      33

Oakton                                     37        28                      65

Potomac                                     6        24                      30

Robinson                                  39        57                      96

Sidwell Friends             --         26                      26

South County                           30        25                      55

St Albans                                 35        --                       35

T C Williams                            50        60                    110

Thomas Jefferson                      51        67                    118

W T Woodson                         55        36                      91

Wakefield                                   5          5                      10

Washington-Lee                       49        44                      93

West Potomac                          18        25                      43

West Springfield                       41        37                      78

Western Albemarle                   TBD                               40

Westfield                                  49        40                      89

Woodbridge                             40        55                      95

Yorktown                                 45        60                    105