MINUTES of NCASRA BOARD of DIRECTORS MEETING May 2, 2006

I.          The NCASRA Board was called to order by the President at 7:34 PM, May 2, 2006 in the cafeteria of Thomas Jefferson HSST.  Thirty-four voting members were present as follows:

II.         Secretary Report.  John White: 

            A.  The Minutes of the April 4, 2006 Board meeting were read and approved.

III.               President’s Report. John Brownell: 

A.  John asked that Tony Johnson, Head Coach at Georgetown University, and Richard Hall, a Wilson High School parent, give a presentation on their request for NCASRA support for the planned Georgetown boathouse.  When Georgetown moves from Thompson Boat Center (TBC), more space will be available for high schools … all on the TBC waiting list are NCASRA teams.  The Georgetown boathouse is undergoing an environmental assessment, the U.S. Park Service report of which is now posted on its web site and is open for public comment … a public hearing also is to be scheduled by the USPS.  Johnson and Hall requested everyone to comment favorably, and attend the hearing, in part to counter the actions of the Washington Canoe Club (WCC) to block construction of the Georgetown boathouse.  The boathouse will be located just to the west of the WCC and WCC is opposed to this change.  Laura Adler (W-L) asked if this effort will impact the Arlington Boathouse Coalition (ABC) movement to build a boathouse on the Arlington shore of the Potomac River.  Richard said not directly, and any boathouse helps all of us.  Tony added that the biggest friend of ABC is Jim Moran, politics being part of everything here.  Dave Lampen (TJ) said USPS has said it wants out of boathouse management (at TBC) and, by inference since TBC is on USPS land, the continued existence of TBC could be an issue.  All commented this was the first time such statement had been heard and it was not verified.

B.  John Brownell received an email from the Stotesbury Regatta Director, Clete Graham, in follow-up to the NCASRA letter of concern about that regatta last year.  Planned improvements include:

• Purchase of an additional 100 feet of Connect-A-Dock to extend the length of the dock. 
• Increase the interval between events from 5 minutes (last year) to 10 minutes.  This will ultimately depend on the total number of entrants and the hours of racing allowed.
• Beef up marshalling between the finish line and the docks to shepherd the crews back to the dock more efficiently.
• Advise crews – before they travel to Philadelphia and again at the Thursday evening coaches and coxswains meeting – to have appropriate clothing and fluids when they launch in anticipation of a delay in recovery.

Tracy Hollingsworth (TCW) asked if there would be parking allowed on Kelly Drive that would provide ready shelter in vehicles from adverse weather.  Answer: We don’t know, John Brownell will follow up.

C.  A summary of proposed changes to the bylaws was distributed and discussed at length.  They included:

• Meeting frequency is changed from monthly to bi-monthly.  Meetings would be six vice ten:

Second Tuesday in September (and January if 1^st Monday is a holiday)

First Tuesday in November, (January), March, April, and June

            Discussion resulted in further changing meeting dates to accommodate booster organizations.  The dates should be the first Tuesdays of October, November, January, March, May, and June.  Boosters are getting organized in September and October is better to begin putting attention on NCASRA issues.  Many other changes are needed (budget approval, elections, reports, etc) to fit the new meeting frequency.  A new draft will be provided to the Board as soon as feasible.

One absence results in probation.

Two absences result in forfeiting participation in the next racing event in which it is scheduled.

Third absence results in loss of good standing and loss of eligibility to participate in any regatta or meet.

There was a lengthy discussion on these sanction proposals.  Steve Kapurch (O’Connell) objected saying it is too severe for a volunteer organization – we are different from the Crew Council with ADs that attend its meetings as part of his/her paid job.  David Lampen (TJ) seconded the objection, stating the proposed sanctions are not workable and punish the rowers when the boosters should be the object of any actions.  Chuck Pizer (Stuart) said we don’t want to punish the teams, we have to do this in a rational manner.  Brooke Alexander (GDS) supported the importance of all board members being present and said there has to be some means of enforcement (or word to that effect).  This led to the suggestion by Tom Zegler (McLean) to impose financial sanctions instead of those proposed, and Miller Kehlet (Hylton) suggesting a fine of $100 for an absence, later refined to mean an unexcused absence.  After more discussion it was agreed the first unexcused absence would warrant the absentee a $100 fine, the second absence would net $200, and a third would be $400.  The question was asked how to

enforce / collect fines, the details of which were bypassed.  The draft bylaws will be rewritten to reflect all the above as soon as feasible.

• The first meeting of the year (just changed to October above) will be  an orientation and information forum for all team booster presidents and representatives - the emphasis will be on the rowing year events calendar, booster organizational responsibilities, requirements and due dates, and NCASRA and Crew Council organization, relationship, and responsibilities.

The board was in agreement with this proposed change.

• Notification requirement for a special meeting is corrected from 24 hours to 72 hours.

The board was in agreement with this proposed change.

• Appendixes are expanded to include team practice location and Committees descriptions are updated to reflect how we are actually doing business.

The board was in agreement with this proposed change.

There were other issues discussed in conjunction with the bylaws revision:  The board agreed to electronically promulgate the budget in July.  When setting the regatta schedule for next year, consideration will be given to cancelling the Potomac/Anacostia regatta on the Easter weekend (April 7^th) because it has been cancelled the last two years for insufficient entries.  Dual / Triple meets also may be limited due to strains on referee resources and drawing entries away from regular regattas.

D.  NCASRA is in receipt of a Certificate of Recognition by the Commonwealth of Virginia declaring May 2006 Scholastic Rowing Month, signed by Governor Tim Kaine and the Secretary of the  Commonwealth Katherine K. Hanley.

IV.       Vice President’s Report.  Rob Ittig:  NTR

V.        Treasurer’s Report.  Lee West: 

A.  The April financial statement was reviewed.  Revenue sharing has ended for the year and checks will be out to participating schools by end June (the amounts are not yet known).

VI.       Representative’s Reports.

            A.  Crew Council.  Kerry Donley:  Next Crew Council (CC) meeting is 10 AM Wednesday, May 10^th, in Freedom High School, Loudoun County.  No agenda is out yet.  The CC is looking for a Vice Chair or Chair from a Maryland school … it should rotate … and Kerry requested booster support.

            B.  Anacostia Community Boathouse Association.  Vaughan Olbrys:  NTR

            C.  Coaches Association.  Bryan Tylander:  Many coaches are concerned that, if needed, time trials for the VSRC and NCC will be held Friday evening, May 12^th, at 5 PM.  It will be difficult to get to the Occoquan for the three events that are anticipated will have more that 18 entries.  Bryan requested the number be raised to 21 entries before time trials be held (this would use a seventh lane for heats, two from each heat to advance to the final).  Although the NCC entry number must exceed eight to trigger time trials, it probably will only affect one event (W-1-8) and it will be known on Friday night, May 5^th, when registration closes.  The team seedings for VSRC and NCC will be posted May 5^th.  Entry deadline for the Stotesbury regatta is Thursday, May 4^th.

            D.  USRA Referees.  Ryz Obuchowicz:  We are looking to recruit college graduates and other rowing clubs for referees to reduce the pressure on the boosters to provide candidates.  Ryz commended J E B Stuart for producing four of the 12 candidates we have this season.

E.  Sandy Run Park.  James Short:  E-mail has been sent about George Mason University hosting the Mid-Atlantic Collegiate Crew Championship (MACCC) Regatta Sunday, May 7, 2006. A large portion of the 28 teams will be arriving Saturday afternoon, May 6^th, and into the evening.  Please try to coordinate piggybacking on another teams trailer to your regatta like West Springfield and Langley are doing to minimize trailer use.  After your regatta, if you plan to bring your boats back to Sandy Run, they must be unloaded and the trailer removed from Sandy Run on Saturday afternoon.  Please plan accordingly.  If you have any questions please call me at 703-690-4392.

I want to set-up a date for NCASRA, boosters, and a few rowers to thank the Sandy Run neighbors for putting up with another regatta season.  We will show the neighbors what rowing is about and let the neighbors share their thoughts about the season.

            F.  Thompson Boat Center.  Gary Weeden:  NTR

VII.      Coordinator Reports.

            A.  Communications/Programs.  Steve Lee:  NTR

            B.  DLOC.  Michael Mutter:  We should have had two volunteer shifts for the Charlie Butt regatta last Saturday, however, it all worked just fine, finishing on time.  We anticipate 30 schools for the Ted Phoenix regatta May 6^th and all are encouraged to share trailers as parking will be extremely limited for trailers and busses.  The Navy Yard ‘O’ Street gate will be open for parent / rower / referee car parking.  Bryan Tylander added the comment to make sure the teams bring enough equipment, i.e., shells, to support the number of team entries.  There is no room for hot docking.  Fran Phoenix will be in attendance with her Daughter and will present trophies.  T-shirts cannot be sold at this regatta (a D.C. parks restriction), however, there are a few that will be provided to the Phoenix family only.

            C.  OLOC.  Lee West:  Addressed satellite parking … it’s a big issue in that at the last regatta $1065 was paid for the bus running from the satellite parking lot and ONE PERSON used it, netting $5 income.  That regatta had 1400 rowers.  The VSRC will actually be smaller.  Lee recommended cancelling the satellite parking for the VSRC.  If not, she wanted the board to know there probably will be very little return on this investment.  Related information:  Some schools are using elementary school lots for satellite parking, which has reduced the volume at Sandy Run.

Freshmen entries at the VSRC and NCC were discussed.  They were not originally planned, however, the Rule Book update was not effected.  In order to maintain the 48-race limit at VSRCs, freshmen entries may force elimination of novice, 4^th, and 5^th boat entries.  Such limitation at NCCs is not

            D.  Personnel.  Mark Lindon:  Thanks to everyone for the support … there have been some no-shows, but some schools have had “standby” volunteers in that event … overall, commendations all around.

            E.  Training.  TJ Kozikowski:  NTR

            F.  Trophies.  Mike Stilwell:  Everything will be ready for Phoenix, NCC and VSRC regattas.

            G.  Web Master.  Ron West:  NTR

VIII.     Committee Reports.

            A.  Audit.  TBD:   NTR

            B.  Bylaws.  John White: Previously discussed.

            C.  Coaches Development.  Ryz Obuchowicz:   NTR

            D.  Concessions.  Lee West: NTR

            E.  Corporate Sponsorship.  TJ Kozikowski:    Expressed the need to think about this initiative and have a better plan … it has bee much harder to effect than planned.

            F.  Coxswain Certification.  Ryz Obuchowicz:  NTR

            G.  Grievance.  Miller Kehlet:    NTR

            H.  Historian.  Ed Wells:  NTR

            I.   Nomination.  Ryz Obuchowicz:  The slate for NCASRA officers 2006-2007 is:  President – John M. Brownell and Robert C. Ittig;  Vice-President – Carl Wick and Harry Heim;  Treasurer – Lila W. West;  Secretary – John D. White

IX.       Reading and Consideration of Communications.  None

X.        Old Business.  None

XI.       New Business.  2006 Audit Committee appointments:  Steve Lee, Hary Heim, and Steve Meidt.

XII.            Announcements. 

A.  Next meeting - Election of officers for the 2006-2007 fiscal year.

B.  Next meeting - Vote Bylaws changes.

C.  Next meeting - Coordinator/Committee Chairs submit job description / committee function.

D.  Next meeting - Final Regatta fees due to / from the Treasurer.

E.  June 10 and 17 - Sandy Run race course removal.

F.  End May - DLOC equipment stored at Sandy Run for the off season.

G.  Prince William Crew Assn (PWCA) open rowing Summer Novice Crew Camp (July), and

      Fall Rowing Programs.

XIII.     Adjournment.  The meeting adjourned at 9:17 PM.

            A.  The next meeting is Tuesday, June 6, 2006 in the TJHSST Cafeteria.

       //S//

John D. White

Secretary