MINUTES of NCASRA BOARD of DIRECTORS MEETING October 3, 2006

I.          The NCASRA Board was called to order by the Vice President at 7:36 PM, October 3, 2006 in the library of Thomas Jefferson HSST.  Forty-Four voting members were present as follows:

II.         Secretary.  John White:  NTR

III.       Treasurer.  Lee West:  The proposed budget for 2006-2007 was discussed.  The draft was distributed by email on August 1, 2006 for an electronic vote by August 31, 2006, however, only 12 of the 26 votes required for electronic approval were received.  The motion was made and seconded to approve the budget as presented.  Motion passed by unanimous voice vote.

IV.              Vice President.  Carl Wick:

A.  The BOD considered the Gunston Day School (Centerville, MD) application for Associate Membership.  The GDS Athletic Director, Anita Gruss, gave a short description of the school and its fledgling program that has about 19 or 20 rowers.  The motion was made and seconded to approve the GDS application for Associate Membership.  Motion passed by unanimous voice vote.

            B.  Representative’s Handbook.  Lee West distributed the handbooks and went through each section.  She explained the importance of the regatta schedule being firm by the next meeting, November 7^th.  The Coaches Association is responsible for the schedule which, when approved by the Crew Council, cannot be subsequently changed.  The Boosters were encouraged to ensure they communicated with their coach(es) so that each knew when and where their team was competing. 

It was further explained that the Crew Council (CC), made up of the NCASRA member school Activities Directors (ADs), was the NCASRA governing body. 

Key date requirements to be completed by the Boosters were highlighted by John White: 

1)  Dues deadline November 15^th to the Treasurer (Lee West)

2)  Entry fees due by March 12, 2007 to the Treasurer (Lee West)

3)  Liability Insurance Waiver Certification due March 17, 2007 to the Secretary (John White)

Key date requirements due from the school ADs to the Crew Council were also reviewed:

1)      Dues ($100) to the CC Treasurer by March 12, 2007

2)      MOU/Rule Book Certification to the CC Chairman by March 15, 2007 – this must be signed by the AD, the Head Coach, AND THE BOOSTER PRESIDENT.

3)      Team Eligibility Certificates to the CC Chairman by March 15, 2007

The above six requirements must be completed for a team to row in a NCASRA regatta or tri-meet.

Booster responsibilities and requirements were highlighted.  In particular, the difficulty getting positions on the DLOC (District Local Organizing Committee) filled by booster organizations on a permanent basis for the rowing season has been a chronic problem for years and was particularly troublesome last Spring.  These are the supervisory jobs that need knowledge, continuity, and experience beyond that of a regular weekly volunteer and are needed at every regatta.  Each DLOC booster organization is to provide one person and, if the team has more than 50 rowers, provide two persons. These supervisors are the core team of the Regatta Director (Mike Mutter), without which the efficiency and safety of a regatta is put in jeopardy.  It was explained these supervisors were NOT the same volunteers needed on a one-time basis through the Volunteer Program overseen by the Personnel Coordinator (Mark Lindon) through each Booster Volunteer Coordinator.  Finally, it was stated that Mike will be the DLOC Regatta Director through the 2007 season only and a replacement needs to step forward (preferably as an understudy this year). 

The Boosters were encouraged to read the NCASRA Bylaws and NCASRA Rule Book Supplement (both are in the Handbook).

The Handbook also 1) contains the requirements for schools to be in “good standing” (and therefore eligible to row in NCASRA regattas and tri-meets), 2) contains a copy of the Release of Liability that every rower must sign, 3) contains crew related acronyms, expressions, and equipment, and 4) contains maps and directions to regatta sites.

All requirements will be posted on the NCASRA website.

V.        President’s Report. Rob Ittig: 

A.  At-Large and Committee members were appointed and all appointees that were present accepted.  The others will be contacted individually.

B.  Rob spoke of his goals for the year.  One was to get a request for a fall rowing program for novice rowers approved by the Crew Council.  We need 10 days of good water for novice rowers ... it is a safety issue to allow a Fall novice program.  Early spring is not the best time to put kids new to rowing on water that is very cold and in weather conditions that tend to be less favorable than in the Fall.  Out-of-season activity is prohibited for all sports by the VHSL (Virginia High School League) and VHSL has not been responsive so far to our request.  Objections were voiced in the 26 September Crew Council meeting to grant an exception for crew.  The safety aspects need to be hammered out and the CC Chair appointed a committee to work the issues for CC review.  Bottom line:  it won’t happen this year.

            C.  There are ways to have kids row other than in the spring season:  Club rowing with open membership and open learn-to-row programs.  The key word is ‘open’ and this means that no more than 50% of a boat may have rowers from one school.  Also, no coach may coach his own rowers.

            D.  Coaches Requirements.  Although entirely under the purview of the ADs, the requirements that must be met by all Virginia coaches is something the boosters need to be aware of, specifically that  coaches, in order to work with public school students, must have a TB test and be fingerprinted by the school system (this will kick in a background check).  Additionally, a paid school system employee must “chaperone” the team at all activities - practices, regattas and trips.  Direct payment from crew boosters to coaches has been and is still discouraged.  Any financial remuneration or honorarium by the boosters to a coach should come through the school system payroll.

            E.  Foul language.  An increase in foul language was experienced the past season and further instances are not going to be accepted.  A no-tolerance policy by Referees is going to be in effect with the penalty for any foul language being exclusion from the event (even if the event is concluded).  Subsequent foul language by anyone excluded may result in disqualification from the regatta.

            F.  NCASRA Committees.  The Training, Concessions, Coxswain Certification, Corporation Sponsorship, and Coxswain Training committees have been discontinued.

 VI.       Representative’s Reports.

            A.   Crew Council.  Kerry Donley:  Kerry briefly explained the membership (school Activities Directors) and what the CC does … approve the rowing schedule for member schools; approve the Supplement to the USRowing Rules of Rowing (the Rule Book); act as the NCASRA governing body; and be the decision authority for Rule Book violations.

            B.   Coaches Association.  Bryan Tylander:  Explained the coaches’ role, primarily to set the schedule for Crew Council approval.  Next coaches meeting is 9:00 AM October 14^th at Edison High School.

            C.   USRA Referees.  Ryz Obuchowicz:

The need for Rowing Referee Candidates was briefly outlined.  We don’t have enough in the immediate geographic area to efficiently ensure regatta safety and fairness.  With up to five sites on which regattas or tri-meets may be conducted simultaneously, referee resources can be easily strained.  Although there are about 65 “local” referees, not all are available every weekend due to other commitments, sickness,  work, and/or travel (one of the benefits of being a referee is to follow your collegiate rower competing in a wide variety of locations).  A regatta on the Occoquan needs a minimum of 15 referees for six-lane racing, particularly since our regattas have grown to such a size that 6 or 7 minute centers are necessary to complete it in a reasonable amount of time.

There is a Referee Clinic November 18^th at James Madison High School in Vienna.  Candidates are most welcome.

            D.   Sandy Run Park.  James Short:  NTR

            E.   Thompson Boat Center.  Gary Weeden:  NTR

            F.   Anacostia Community Boathouse Association.  TBD:  NTR, however, Vaughan Olbrys commented the pending 11^th Street Bridge construction was expected to have no race impact this year.

VII.      Coordinator Reports. None scheduled at this meeting.

            A.   DLOC.  Michael Mutter:

            B.   OLOC.  Lee West:

            C.   Personnel.  Mark Lindon:

            D.   Communications.  Lisa Fiebelman / Susan Delenick:

            E.   Programs.  Bill & Susan McIsaac: 

            F.   Trophies.  Mike Stilwell:  

 VIII.     Committee Reports.  None scheduled at this meeting.

            A.   Audit.  Steve Lee:  

            B.   Bylaws.  John White:

            C.   Coaches Development.  Ryz Obuchowicz:  

            D.   Grievance.  TBD:

            E.    Historian.  Ed Wells: 

F.        Nomination.  Ryz Obuchowicz:

G.   Rules.  Rob Ittig:

IX.       Reading and Consideration of Communications.  None

X.        Old Business.  None

XI.       New Business.  None

XII.      Announcements.  None

XIII.     Adjournment.  The meeting adjourned at 9:05 PM.

            A.   The next meeting is 7:30 PM Tuesday, November 7, 2006 in the TJHSST Cafeteria.

       //S//

John D. White

Secretary