MINUTES of VASRA BOARD of DIRECTORS MEETING June 2, 2009

I.   The VASRA Board of Directors was called to order by the President at 7:35 p.m., June 2, 2009

in the library of Thomas Jefferson HSST.  Twenty-six voting members were present as follows:

      Non-voting Members:

II.         President’s Report. Rob Ittig: 

A.  Liability Waivers. Rob discussed the problems associated with the use of both Regatta Central and Rowingwaivers.com waivers. He announced that the Regatta Central Waiver will be the waiver to use for the 2010 season and has the advantage of being the site for other regattas, particularly Stotesbury and SRAA, as well.

B.  Capital Equipment Budget Plan.  Rob discussed our work to develop a capital equipment budget plan for future expenses. This is in addition to the expenses of the Finish Line tower building, which was briefly discussed. Rob explained that the capital equipment plan would include replacing the Starting Platform,  Power upgrades for the Finish Line building, Path and Dock Improvements, and replacing equipment. Rob emphasized that we would prepare a comprehensive plan for introduction next season and did not want to roll out the plan now. We do not want to repeatedly ask for small amounts of money but do want  to resolve all expense issues to allow teams to better anticipate expenses. He mentioned the possibility of a per team assessment to build up capital improvement funds and to thereafter budget funds into VASRA annual budget to establish continuing revolving capital improvement fund that would anticipate capital expenses for the future. Membership discussed various methods of funding such as possibly forgoing revenue sharing.

C.  Coaches conduct prior to and during the VSRC. Rob explained concerns relating to coaches conduct surrounding the issue of seeding for the VSRC. Some coaches objected to the seeding results even after considerable review and reaffirmation. Some schools implemented pre-planned protests after races during the VSRC on the basis of seeding. This is quite disruptive to the regatta flow when referees are taking time to hear a protest on what is, essentially, a non-protestable issue. Such planned protests in the future will be considered unsportsmanlike conduct and  result in disqualification of he team.

D.  Staffing LOC Permanent Positions. Rob explained the need for LOC (Local Organizing Committee) staff and the difference between these staff (supervisory) jobs and the weekly volunteer positions, including the importance of having knowledgeable and experienced persons. Rob and Lee discussed the possible flexibility in certain jobs wherein the person will not be required to be present at every regatta. The importance of early designation of staff was emphasized, no later than the LOC organizational meeting date prior to the regatta season, usually in February.

E.      Early identification of Booster Club Contacts. Rob stressed the importance of identifying the new people in booster organizations as they turn over during the summer and requested the new contact information to be sent to the Secretary via e-mail as soon as known.

F.   It was not mentioned during the meeting, but was on the agenda to announce the tentative scheduling of a presentation “Navigating College Admissions, Financial Aid, and NCAA Athletics” by Mr. Harvey Kesselman on Saturday, November 21^st. Mr. Kesselman is the Dean of Education, The Richard Stockton College of New Jersey and the parent of a rower. 10 AM is the proposed time, location TBD. The time is flexible and can be whenever the VASRA membership determines to be best for maximum attendance. This presentation at the USRowing Convention last December was packed and the 1 ¾ hours allotted was insufficient to satisfy all the questions. At the February 3, 2009 VASRA BOD meeting, some of the VASRA Board members requested this presentation be scheduled for VASRA next year.

G.  Election of officers for 2009-2010 year. Rob explained the current officers were willing to serve in their respective capacities for another term. Ryz Obuchowicz (Nominations Committee Chairman) asked if there were any nominations from the floor. After no nominations, executive board officers were elected without opposition by voice vote.

III.       Report of Vice President and acting Secretary, Michael Mutter: 

A.  Approval of Minutes. The Minutes of the March 3, 2009 Board meeting were read and approved without modification.

B.  Bylaws. Rob and Michael discussed two amendments to Article IV, Team Responsibilities: 1) The deletion of reference to Association / Crew Council MOU (Memorandum of

                 Understanding) which no longer exists, and

            2) The addition of a statement for providing required personnel support. The specific

                 language will be presented at a later date and taken up at the next meeting in the fall.

                 The specific language is at Attachment 1.

C.  Tentative Events Schedule. The tentative Key Dates schedule was handed out and is at Attachment 2. Rob and Michael requested that this information, as well as the other items conveyed in the meeting, be passed on to any new club officers, as required.

D.     Scholastic Honor Roll Nominations Form was handed out and is at Attachment 3. Michael advised membership that nominations were open June 11 to September 11. Both Coach and school Principal signatures are required for each nomination. Details are on U.S. Rowing website. Nominations should be submitted as soon as possible.

E.      Pre-season administrative requirements and certifications.  Michael discussed the compliance performance problems of the 2009 season (only 9 of 34 schools timely in all requirements) making the secretary’s duties unusually difficult. Referenced the John White letter of May 19, 2009 which was a handout at the meeting. Michael led a discussion of how to improve performance in the 2010 season. Membership made several suggestions including putting the record of each team’s outstanding requirements on the web site so that booster officers can view them. Michael stressed the importance of completing administrative requirements early.

F.      Coordinators and Committee Chairs submit job description / committee function update, if any, to the Secretary. Membership informed.

G.     Launch Driver Training (LDT) by the Foundation for Rowing Education. Michael informed the Membership that two formal LDT training sessions are scheduled for November 7^th and 8^th, to be held at Sandy Run. The cost is likely to be about $130.

IV.       Treasurer’s Report.  Lee West: 

A   Financial Report for March - April - May, 2009. Lee advised that the report was not yet complete but would be e-mailed within the week. It is at Attachment 4.

B.   Final Regatta Fees adjustment due to / from the Treasurer. Lee advised that the amounts were less than $4000.00 making this the best year so far.

C.  2009 Rowers Fees still not paid: Christchurch and Georgetown Visitation. Lee advised membership that these would be taken care of soon.

D.  Coxswain Clinics next year. Lee advised the membership that there would be two clinics next year, a clinic on November 7^th for experienced coxswains, and a clinic on February 20 for novice coxswains. Lee explained that the clinic in 2009 was extremely well attended and that due to the demand and different needs of experienced and novice coxswains, it was desirable to have two clinics. Fran Phoenix and Peter Chipollone plan to support the clinics again this year. (Pete was the coxswain for the USA Men’s Eight that won the 2004 Olympic Gold Medal.) We will run the clinics ourselves (vice as we did last February in partnership with the Foundation for Rowing Education).

V.        Vice President’s Report.  Above

VI.       Representative’s Reports.

            A.   Crew Council.  Noel Deskins (Wakefield) / Dan Forgas (Woodbridge):  NTR

B.   USRA Referees.  Ryz Obuchowicz:  Ryz repeated his request for more referees so that we may  adequately staff our regattas. Possible actions to attract referees were discussed.

C.   Sandy Run Park.  James Short:  NTR

            D.   Thompson Boat Center.  Gary Weeden:  NTR

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

VII.      Coordinator Reports.

A.      OLOC.  Lee West:  NTR.

B.       PLOC.  Steve Cauffman:  NTR

C.   Personnel.  Mark Lindon: NTR

D.   Programs.  Mary & Watson Pryor:  NTR

E.   Trophies.  Mike Stilwell:  NTR

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.  None at this time.

XI.       New Business.  Lee reported that recently two Fisherman nearly went over the Sandy Run dam when their launch engine failed. The launch did go over the dam, but the two men jumped out of the boat and clung to the top of the dam and had to be rescued by helicopter. Lee recommended that the news video be viewed by all rowers. This is why we are so strict during regattas that no shell go beyond the power lines and why we have a dam safety boat assigned.

XII.      Announcements.

A.  June 6 and 13 - Sandy Run work days for course removal.

B.   June 20 - Coaches Committee Meeting, 10AM, Alexandria Community Boathouse (Moved to Gar-Field High School)

C.  August 31 - Electronic  vote due on the 2009-2010 VASRA Budget (draft Budget will be distributed by email NLT July 31).

D.  September 11 - Scholastic Honor Roll nominations due to USRowing (Coach and Principal sign the nomination form).

E.   September 12 - Coaches Committee Meeting, Alexandria Community Boathouse.

F.   September 22 - Crew Council Meeting, 10 AM, Freedom High School, Woodbridge, VA

G.  September 22 - VASRA Executive Board Meeting.

H.  October 6 - First VASRA meeting for the 2009-2010 regatta year. Orientation for all booster representatives and presidents.

XIII.     Adjournment.  The meeting adjourned about 9:00 PM. Next meeting is Tuesday, October 6, 2009, TJHSST Cafeteria.

Michael K. Mutter

     for John D. White

          Secretary

Attachment 1

ARTICLE IV – Team Responsibilities

Section 1          To compete in Association regattas and vote on Association issues, a team must be in good standing. “Good standing” requires; (1) regular meeting attendance; (2) financial requirements fulfillment; (3) completion of the administrative requirements of submission of Association-Crew Council MOU and the Crew Council Rule Book Certification, Insurance Waiver Certification, and Master Eligibility Certificates; (4) providing required personnel support; and (5) compliance with Association rules and policies.

Red – Proposed deletion

Green – Proposed addition

Attachment 2

Attachment 3

                                   2009/10 USROWING SCHOLASTIC HONOR ROLL

                                   NOMINATION FORM

                                        Applications will be accepted from June 11, 2009 – September 11,

                                        2009. All nominations must be postmarked no later than Monday,

                                        September 11, 2009.

                                        Print and mail to: Guy Weaser, 1300 Academy Road #2, Culver, IN 46511

________________________________________________________________________________

Nomination Criteria: Candidates will be selected based on their ranking of the academic

criteria. Meeting the minimum criteria does not guarantee selection for either Honorable Mention

or Honor Roll. In the past, approximately 40-50% of the nominees earned an award.

• MUST BE A CURRENT INDIVIDUAL MEMBER OF USROWING;

• Must be in 12th grade (Class of 2010);

• Minimum of 3.5 grade point average on a 4.0 scale or equivalent (87.5% of possible,

including bonus points) to be calculated from English, math, social studies, science and

foreign language courses only. Calculated from the first semester of ninth grade through

and including 11th grade year;

• Minimum single test composite on SAT of 1600 (out of 2400) or ACT of 24, as recorded

on transcript or on accompanying copy of score report;

• Active rowing participant (rower or coxswain) for at least one year. Athletes must have

achieved success in competitive rowing on the league or regional level, or above;

• Must provide official transcript (6 semesters) and a photocopy of your ACT/SAT

score report; and

• Nomination form must be signed by the coach, and principal or high school counselor.

USRowing Membership Number ________________ Exp. Date _________

Name of Athlete (Last) _________________________ (First) _____________________

Street Address _________________________

City ______________________ State ______ Zip _______

E-mail Address _________________________

Phone Number _____________________

Hometown Newspaper(s) ____________________________

Name of School ________________________________

School Address __________________________________________

City _____________________ State ____ Zip _______

Single Test SAT/ACT Composite: _________ Graduation Year ________ (2010)

As of conclusion of spring semester 2009: Maximum possible GPA _______

Athlete’s GPA _______.

Please indicate how bonus points are assessed and their maximum.

Graduation Class Size ______ Athlete’s Class Rank ______ [ ] Does not rank

Attach a copy of the athlete’s official transcript with school seal, including grades from second

semester of 11th grade, copy of SAT/ACT score report and class rank (if ranked).

Signature of Principal or Counselor ___________________________ Date _________/09

Rowing Club (if different from high school) _______________________________

Years of athlete’s participation in rowing (circle all season’s the athlete participated in):

Rower ___ Coxswain ___

2005: spring summer fall

2006: spring summer fall 2008: spring summer fall

2007: spring summer fall 2009: spring summer fall

Highest level of rowing success and year

(Junior Worlds; USRowing Nationals; Youth Nationals; or district/Regional competition) (e.g. 2009 USRowing Youth Championship: Var 8+: 1st; or 2009 regional championship: Var 4+, 2nd)

____ _________________________________ _____________ _______________

Year               Regatta                                             Event                   Finish place

Coach’s signature _____________________________ Date _________/09

Print Coach’s Name ______________________ Coach’s Phone Number _________________

Street Address __________________________

City ______________________ State ____ Zip _______

E-mail Address _________________________
Attachment 4