Old Lyme Rowing Association
MINUTES for Board Meeting of Monday, November 5, 2012
Attendees: Greg, Karen, Deb, John, Chris, Candace, Bill, Louis
1. Minutes from the meeting of October 1, 2012 were approved.
2. Treasurer’s report, including:
· Planned expenses for end of 2012 include ~$2K for USRowing annual dues and ~$800 for insurance. Due at end of year.
· Bank balances: ~$40K at present
· Fees and payroll for fall juniors: ~$9K profit realized to date from programs (since revised downward due to additional payroll obligations)
3. News and updates:
· Boathouse interior lighting has been delivered and installed.
· Progress with website design updates and RegattaCentral functionality:
o Greg Wostrel (Stonington) is developing the new site and has been in contact with JLaundon for technical details.
§ Action: CM to follow up with GW on status (in progress).
o RegattaCentral platform: Per draft placeholder modules for services (e.g. membership sign-ups), Traci (at RC) to support the build of final modules for 2013
§ Action CF/CM work with Traci and also ask how to address pro-rated fees and consider online demo at future meeting to show functionality. (Met w Traci 03Dec; 2013 services being built; demo at next board meeting)
§ Action RE fees for 2013, GH, CF, CM, BP to meet before next Board meeting (complete; proposals to be presented at Dec board)
4. Fall season recap for juniors. Thoughts for improvement in the future.
· JL commented that he and Ray billed only for fraction of actual hours put in and proposed a season stipend in future for head/assistant coaches. Discussion topic for future meeting (Action: proposals to be fleshed out as appropriate)
· Regatta entries: JL had athletes do the entries whereas Ray entered for his group; show no-shows evident. Action: Clarify process going forward
5. Season’s end party recap. Future plans for the event.
· Excellent feedback; recommendation to continue the event
6. Future plans for rental/ other trucks for Club regatta events
· Truck rental: huge thanks to Ray for picking up/dropping off the truck on multiple occasions. Going forward need a system to spread the burden. Action Captains (Bill and Kristy) to consider plan to rotate responsibilities for pick up and return of the rental truck. All agree that the system of renting trucks seems to be the best option for club trailering needs in the future.
7. Fruit sale update.
· Clarified this is specific to LOLHS
· Presence at polling only possible at OL this year
· Forms slow in coming in; request for junior captains to put out the word.
· Certificate of insurance needed for the fruit drop-off spot in OL (Action GH to forward the USRowing certificate to Lori) (done)
· Nov30 arrival with pick-up Dec1
· No extra fruit ordered this year
· Suggested to have brainstorming session for future fundraising options to address fruit sale and possibly switch or expand to other models
8. Boat purchase/upkeep planning:
· Lightly used Vespoli MW 2x purchased in 2012
· Next on the list form prior strategic plan is to purchase a LW 1x to be followed by purchase of (possibly) lightly used 4+ boats
· Board agreed to proceed with the purchase of a lightly used LW1x in 2012
· Consideration should also be given to expenditures to upgrade existing boats as appropriate (e.g. hull repair, paint)
9. Developing plans for winter training in tanks and group erging at the Old Lyme rowing tanks and LOLHS.
· CF spoke with Clai about the ‘Race Pace’ facility use
i. Masters morning sessions are ongoing (Ed. Note: Currently there are about 8-10 masters participating in Race Pace training sessions MWF (6-715am) and S (7-8am))
ii. SECRC junior indoor training sessions are ongoing (per SECRC website reportedly the cost ~$1000 for 2 sessions that run 6 days/week and $875 for 4 days/week program
· A Survey Monkey was sent to Masters members to seek input of price points, # days, etc
i. $700 got 15 “no’s” whereas $300 got 11 “yes’s” and 4 “no’s”
ii. Tank interest was about 1x/week
· Book of chits suggested as way to purchase time in advance
· Room rental is $100/hr
· JL proposed training at LOLHS as well
· Following discussion, the Board members present agreed that OLRA/BSS would not establish any additional winter training slots at race Pace on Halls Road.
10. Considerations for OLRA paid program director/ head club coach.
· Concept to take under advisement in future planning; e.g. part-time opportunity
· Action develop job description (GH, CM, others) prior to next meeting
11. Other new business.
· Annual boathouse cleanup will be 17Nov
· Next meeting December 10
· Establish date for Annual Meeting in January.