Rocky Mountain Rowing Club

Monthly Board Meeting Minutes

Wednesday, September 5, 2009

7:00 pm

Meeting Overview (Purpose) 

This is a monthly meeting of the RMRC Board of Directors, with all members of RMRC urged to attend. The purpose of this meeting is to provide status on club business, plan for future business, and provide the membership an opportunity to voice feedback.

Attendees: K. Gress, L. Browning, K. Hutson

 Call to Order 7:10

Previous Minutes - approved

Agenda - adopted

Old Business

Continuing discussion of board term lengths and solutions to smooth transitions – ideas/brainstorming:

1) earlier vote for more transition time?

2) do we need a vice president OR could the VP be “president in training”?

3) make term length for president be 2 years?

4) how do we motivate people to become board members?

5) mandatory transition period (2 months?) – part of the responsibility of the job.

New Business

No new business at this time.

Board Reports

a)       President- Want to consolidate information in one place.  “Limited competing members” – not in rules and policies?  Publish on the website.  Things we know what it is, but where is it?  Link to the documents.  Need to find the inconsistencies and make sure everything is documented somewhere. Add auxiliary documentation into Rules & Policies: limited competing, guest policy, boat storage, reservations, trailer rules, change 5) family memberships to membership categories and their restrictions, boat usage – in addition to the draft already being done by Angela for Section 1.7.  Also part of board member responsibility is to update your stuff on the website.

b)       VP – not present

c)       Treasurer – Could potentially have about $3000 that could be used for equipment; need to wait, however, until we have numbers from coached program. We did pay for the quad; bought 8 more PFDs which are in the boathouse; should come out just about balanced at the end of the year. Need to update the website with new insurance policy and other new documents. 

d)     Secretary  - Jim Erwin had trailer issue for horsetooth - resolved;  Competitive coach’s contract  -   question from member: did all board view the contract?  e) Membership – not presentf)  Boathouse -  not presentg) Equipment – Not present, but sent report (excerpts):  The shoe project continues.  Steering shoes and steering components are on order for the Fergeson as well as the Pocock 2X.  Also the Filipi 2X will have a rudder by the end of this weekend.  I’m waiting on cable housing etc.  Bob Kanive, Richard Strong and I put 1 pair of the new shoes that Linda ordered in the Potomac yard (it was a hard job) and the other 3 pair I was planning on putting in the Fergeson.  I would like to solicit feedback on putting new shoes in the Mary Beth.  One of the Peinert 1X’s is missing a bow ball that should have been replaced by Anne Stobridge this last weekend.  My plan of asking people that come to me with repair issues to help me with the repairs seems to be back firing because now no one really is coming to me with fleet problems at all and I’m discovering problems on my own.  So if there are any problems that come up for the remainder of the season board members in particular are encouraged to talk to me.  I’ve dropped expectations that people help repair problems. 

Questions from board: Did the Marybeth get new shoes last year? If so, why does she need new shoes now? How do you replace a ball bow on a peinert? Shoe project in minutes; not sure about gc; For weekly update:  make sure when you take out equipment take out club equipment and not private equipment.  Suggest that John label his boat and label the ones that are club boats that aren’t labeled.

h) Program Coordinator – finalized contract for fall ; we have 15 signed up currently (9 have actually paid).  T/W mornings, 5:30 AM.  Need to purchase some lights – will get with Marika on lights. Working on lighting, since it will be dark. And need to address any other safety issues by one week from today! (action item for Not Me).

i) Volunteer Coordinator- not present

j) Member at Large- not present

Assistant Reports

a)       Lessons coordinator – not present

b)       Race coordinator – Canada – did well, lots of races on regatta calendar; not taking trailer to all of them.  will add Worlds for next year, as it will be in North America.  HOCR entries shake out by Friday.

c)       Gear coordinator – Could now be Lucy Clark?  Need to follow up.

d)       Sprints – not present -  Jessica Weirmier has volunteered for next year

e)       Safety – not present

f)        RTR- see treasurer’s report

g)       Webmaster -  Not present

h)       Social – Boathouse Bash – scheduled for Sept 19^th – evite went out on Sept 1.

Motion to Adjourn 8:21 pm