Minutes of the March 18-19, 2017 Meeting of the Usrowing Board of Directors

Minutes of the March 18-19, 2017 Meeting of the Usrowing Board of Directors

Minutes of the March 18-19, 2017 Meeting of the USRowing Board of Directors

Princeton, NJ

Saturday March 18, 2017

Board members present: Meghan O’Leary, Sheila Tolle, Kris Thorsness, Marcia Hooper, Lisa Stone, Nick LaCava, Joe Manion, Jim Dietz, Joe Flynn, David Banks, Bill Donoho, Jamie Redman Steve Shure (via telephone)

Board members absent: Charlie Haight

USRowing staff present: John Wik, Jules Zane, Mike Davenport, Susan Smith, Brian Klausner, Beth Kohl (via telephone), Matt Imes (via telephone)

Others present:

Barb Grudt, Patrick De Deyne, Bill Manning, Jonathon Smith, Caryn Davies, Rob Milam, John Musial, Jamie Koven, Nareg Guregian, Anders Weiss, Kris Grudt, Ron Chen, Kyle Peabody, Bernard Stomporoswski

Meeting convened at 8:10 a.m.

1.Membership Report: Susan Smith, Director of Member Services discussed the following topics, using a Powerpoint presentation:

A.The budget approved in December 2016 included a 63% increase in regatta fees at USRowing-owned regattas to increase income to balance the budget, increase membership value, and fund improvements in referee operations. Further discussion motivated a re-examination of this recommendation. The revised recommendation is a multi-prong proposal to ensure a balanced budget by capturing new revenue, implementing expense controls, and a much smaller entry fee increase. The plan is that this will deliver value improvements at USRowing regattas, through the sharing of best practices by LOCs, such as SDCC or HOCR, as well as look at and engage event sponsorship.

B.Membership numbers for 2017 has started off well, despite the fact that Jan/Feb are traditionally slow months for membership activity. Auto-renewal participation is running strong as well. The Board discussed how to better publicize to membership the Experticity membership benefit 40-70% discounts on hundreds of major brands) and other value items of membership.

2.High Performance Report:

A.High Performance Director Matt Imes and High Performance Committee Chair Rob Milam discussed the elite teams’ budget for 2017. The DAS process has been improved with added transparency for athletes. The Board discussed other ways to help support athletes and increase athlete retention. With the 2017 NRF funding expected to be well below the amount of the requested and expected to be delayed until later in the year, budget adjustments will need to be made. The Board and staff will work to avoid impacting athlete services. The Board discussed diversifying revenue sources, especially in terms of corporate sponsorship, to mitigate the impact of a decrease from any one source, and to seek funding from previously untapped resources. The Board also discussed the need to establish consistently reliable income sources, to counteract the post-Olympic sponsorship slump and make funding more consistent throughout the quadrennial.

B.HPC Quarterly Update: Rob Milam reported that the HPC has been meeting weekly, the senior team selection procedures have been posted for comment, and staff have been reaching out to the high performance clubs, which are an important resource in building the national teams. U23 procedures have also been published for comment. The next step is to ensure that the best possible head coach is selected for the men’s team. The HPC has identified a pool of candidates for the head men’s coach position, and will act as a search committee working with Matt Imes (as HPD). The timeline depends upon the candidates’ current obligations, and we may engage assistance to bridge from now to then. The HPC has decided the Men’s 8+ will be the priority boat for 2017. The HPC is also looking to build sculling resources, and support those athletes who are performing at a high level outside of the training center.

3.Budget Report: Sheila Tolle discussed the current budget spreadsheets. She recommended, on behalf of the Finance Committee, that this Board amend the budget to address cash flow shortfalls that are expected as early as this summer. The Board also discussed various ways to decrease organizational costs, in addition to the revenue generation ideas that are being considered pursuant to discussions at this and prior meetings. Staff were tasked to devise contingency budget scenarios, with preserving the current National Team budget as a priority.

4.Marketing/Sponsorships Update: Beth Kohl reported on the status of negotiations regarding the Nike sponsorship and apparel contract, as well as other possible sponsorship opportunities, including eyewear, television and a nutrition program. Fall 2017 will begin the rollout for the road to Tokyo.

2017 World Championships: National team alumni and other functions are in the planning stages, seeking to engage national team athletes and junior rowers, including a VIP lounge at the finish line and a welcoming ceremony that will involve USRowing visibility.

5.Services Report: Susan Smith reported as follows:

  1. gROWth Team update: $1.25 of member administration fee funds three key areas of focus: technology improvement, referee education, and coaching education. The first phase of recommendations will be completed in March 2017.
  2. Events Update: There is a focus on improving referee conditions (staffing, travel, reimbursement, hotel rooms); event newsletters for referees, pre-regatta planning involving all refs. Also, staff are working to revamp the annual convention to improve social events, enhance marketing efforts and increase interest. Efforts are underway to by the staff to increase revenue streams from USRowing-owned regattas.
  3. SafeSport Update: The new Center for Safe Sport is expected to open March 2017, and will have a mission to both educate and investigate/resolve of reported policy violations.

6.Referee Program: Sheila Tolle reported that the former referee working group (Glenn Merry, Joe Manion, Kris Thorsness and Gary Caldwell) made headway on various referee matters, e.g., staffing, hours of work, conditions, safety, which are being implemented in this year’s regattas. The idea presented here is to form a task force to examine all aspects of the referee program, from recruiting, training, safety, staffing, assignment, retention, etc. Joe Manion and Kris Thorsness will work with Susan Smith to compose a list of task force members.

7.2017 Strategic Goals – Metrics: Meghan O’Leary and Joe Manion led discussion of draft CEO duties and metrics for performance assessment.

Meeting adjourned 5:26 p.m.

Sunday, March 19, 2017

Meeting convened at 8:20 a.m.

Board members present: Meghan O’Leary, Sheila Tolle, Kris Thorsness, Marcia Hooper, Lisa Stone, Nick LaCava, Joe Manion, Jim Dietz, Joe Flynn, David Banks, Bill Donoho, Charlie Haight (via telephone), Steve Shure (via telephone).

Board members absent: Jamie Redman

Others present: Caryn Davies, Jules Zane, Susan Smith, Anders Weiss, Jon Smith, Andrew Reed, Jamie Koven (via telephone), Mara Keggi-Ford (via telephone) and Mike Meehan (via telephone).

  1. Repopulate Board Committees/Working Groups: Meghan O’Leary led discussion of board committees and working groups re-population as follows:

Finance & Audit Committee: Sheila Tolle, Tom Fuller (ex officio), Joe Flynn, David Banks, Nick LaCava, Bill Donoho

Ethics, Legal & Governance Committee: Jim Dietz, Bill Donoho, Kris Thorsness, Jamie Redman, Lisa Stone

Nominating Committee: Kris Thorsness, Charlie Haight, Jamie Redman, Meghan O’Leary and Marcia Hooper

Awards Committee: Jim Dietz, Kris Thorsness, Steve Shure, Jamie Redman

Compensation Committee: Nick, Marcia, Joe Flynn, Joe Mannion, Meghan O’Leary

Sponsorship, Growth and Development (new): Steve Shure, Charlie Haight, Sheila Tolle, Meghan O’Leary, Marcia Hooper

Referee Task Force: Joe Mannion, Kris Thorsness, Lisa Stone plus additional members to be determined

Internal Systems “Committee” (ISC): Nick Peterson, Meghan O’Leary, Joe Flynn, Marcia Hooper, Nick La Cava, others to be determined.

Casitas Fund Appointment (tentative): Jamie Redman, Meghan O’Leary, Joe Flynn, Erin O’Connell, Pete Cipplone, Brian Klausner (USRowing controller)

Women’s Endowment Fund “committee”: Marcia Hooper (female VP), Meghan O’Leary (female athlete), Sheila Tolle (finance committee member)

2.Board Officer Elections

Meghan O’Leary was thanked by the entire Board for her service as interim Chair during a very busy and complex time.

Treasurer: Motion by Kris Thorsness and seconded by Jim Dietz to appoint Sheila Tolle as Treasurer Chair. No further discussion, unanimously approved.

Secretary: Motion by Jim Dietz and seconded by Bill Donoho to appoint Kris Thorsness as Secretary. No further discussion, unanimously approved.

Chair: Motion by Kris Thorsness and seconded by Jim Dietz to appoint Joe Manion as Chair.

Discussion: The Board engaged in extensive discussion regarding the skills needed of the new Board chair, and how to best position the organization going forward. Both Joe Manion and Marcia Hooper (who was also suggested as a candidate) discussed their visions for the Board in the upcoming year and beyond.

At the request of Joe Mannion, Kris Thorsness rescinded her motion to appoint him Chair.

Motion by Nick LaCava and seconded by Lisa Stone to appoint Marci Hooper Chair of the Board.

Discussion: There was a brief discussion of Board Chair powers, and no other candidates came forward.

Vote:

Aye: David Banks, Steve Shure, Joe Mannion, Bill Donoho, Joe Flynn, Lisa Stone, Nick LaCava, Marica Hooper, Sheila Tolle, Meghan O’Leary

Nay: Jim Dietz, Kris Thorsness

Motion carried by majority vote.

2.Governance Update

1. The Board Policy Manual update will be undertaken in the upcoming months.

2. Meghan O’Leary reported that the ISC-NRF-USRA integration working group will be working with the ISC and NRF on this project, as asked this Board provide clear direction for that working group. USOC has suggested that USRowing follow the ski/snowboard model of: 25-30% seats be Foundation/NRF appointments, 20-25% constituent reps, 20-25% athletes, and 20-25% others. A question was raised whether the NRF will need to meet Ted Steven Act representation figures, and it was suggested that the working group survey a broader group of NGBs to assess best practices. Kris Thorsness will to circulate to the Board the list of Board actions on ISC recommendations from 2016.

Motion by Marcia Hooper and seconded by Sheila Toll to create a working group to examine USRA governance issues, for the benefit of the membership and related stakeholders, to be comprised of 4 current ISC members (including Nick Peterson), and Meghan O’Leary and Lisa Stone, with directives as follows:

  • Represent key stakeholders;
  • Ensure regional representation;
  • Integrate NRF representation on the USRowing board, benchmarked to NGB best practices and with input from the USOC;
  • Maintain competency components on the Board;
  • Consider the role of the CEO on the Board; and
  • Consider USRA/NRF mutual board representation.

No further discussion; unanimously approved (Charlie Haight was not present for this vote).

3.Motion to enter executive session to discuss personnel matters by Bill Donoho and seconded by Joe Mannion. No further discussion; unanimously approved at 12:05 p.m.

Motion to exit executive session by Kris Thorsness and seconded by Joe Mannion. No further discussion; approved unanimously at 1:09 p.m.

After discussion, the June meeting was set for Chicago, June 24-25.

September’s meeting location to be determined with preference for in-person meeting.

Meeting adjourned at 1:21 p.m.

Top View