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Home --> Boosters Meeting Minutes - 2001-2002

Attending
Nancy Pickens, Jim Malingowski, Linda Taylor, Nancy Koukos, Cathy McCoart, Bob Taylor, Rhonda Slocumb, Tom Riddle, Brian Tassi, Michael Heisey, Doug Taggart, Jim Pickens,

Nancy Pickens called the meeting to order at approximately 7:30 p.m. at the Hylton High School Library Conference Room.

Secretary’s Report
Meeting minutes will be distributed for review/edit via email.  Once minutes are approved they may be further edited for posting on the Hylton Crew Website.

Treasurer’s Report
Current balance is $2,605.36.
There is one outstanding check due in.
Linda Taylor stated that the bank still has not contacted her to schedule an account review.

Fundraising

• Just a reminder to all that this is an "All Year Effort"
• Cookie Dough sales will begin in early October.
• There was a great deal of discussion on fundraising participation and methods of getting more rowers & parents involved. The board is considering levying a fundraising "participation-level" for each rower during the year. If the rower fails to meet that level, they may be charged an additional fee for the Spring Program. THIS IS ONLY UNDER CONSIDERATION, but will be brought up at the Fall Callout on September 11th. The board will reexamine this issue at the next meeting.

• There is one more concert left this season at Nissan Pavilion, September 8th.
• There will be a car wash on September 8th at the WaWa service station.
• Skate Night will be on December 7th from 6:30-8:30 p.m. at the Prince William Ice Arena. A $50 deposit is required. The board decided to charge $6.50 per admission ticket that also includes skate rental. The rink keeps $3 of this. In addition, separate tickets will be sold for food at $2.50 each. Purchase of both tickets will be $8.00. The Board will set a quota for each rower to sell.
• Zany Brainy fundraiser only raised $43. It appears that the store clerks were confused as to how the fundraising process was to work and gave each customer with a Hylton Crew coupon 10% off their purchases as opposed to presenting the Booster Club with 10% of the funds received from people who presented the coupon on behalf of the Booster Club. Nancy will address this with the store in hopes that the next fundraiser there will be handled correctly.
• Borders Bookstore was approached for the same sort of fundraising activity, however they have still not responded to the request.
• There will also be time reserved for fundraising at Kohl’s.
• There will be a Fundraising Meeting held at Nancy Pickens’s home on September 18th @ 7:30 pm to continue discussion of the above. All are invited…and bring Snausausages!

Equipment

• MPOA Tent: the Board still physically has the tent…however; we have heard nothing back from the MPOA as far as the sale of the tent to the Club. The $300.00 deposit that was given to the MPOA has not been cashed or deposited. Renting this tent to other organizations will also provide additional funds.
• Blitzkrieg Sale: There have been few" nibbles" via email received by Nancy Pickens. Nancy replied to these and has heard nothing since. Current asking price remains at $15,000.00. This sale is for the boat only…no additional equipment comes with it.
• Bob Taylor asked for some information from the coaches so that he could plan out the fall/winter maintenance schedule. He needs to know the dates that the ERGs should be returned, what boats will be used for the Fall Program and what boat will be assigned with what rowing group for the Spring Program, e.g., Men’s First 8 will use what boat; Women’s First 8 will use what boat.
• Winter goal: Strip and varnish the DIRIGOs after the Fall Program. Will need help.
• Parts: We have a lot of "stuff" on hand, but all of the "stuff" is not usable. Bob needs to take an inventory of the "stuff" to see what will need to be ordered/replaced for the Fall/Spring programs.
• ALL the Cox boxes are missing! Nancy will send an email to all rowers/coxswains to ask that they be returned to Bob Taylor so that they can be charged and properly maintained.
• Maintenance Volunteer Replacement: Still looking for a volunteer to takeover the Maintenance Program.

Budget Review

• The budget was accepted by the Board as a preliminary budget. (See attached)
• Did not charge for winter training last year and there are no plans to charge, as of now, for this winter. This subject will be discussed further at the next meeting.
• Nancy will address the associated costs of Hylton’s Crew program at the Fall Callout.

Coaches

• Coach Michael Heisey is now onboard as the Men’s Head Coach. A big welcome to Coach Heisey!
• Several candidates for assistant coaches were discussed and are being pursued.

Hylton Crew Website

• Tom Riddle reported that the Web page is up and running. Comments were all positive in regards to the page appearance and content.
• Tom continues to solicit more information for the page such as any applicable photos, humorous stories, stories on how the individual boats were named, etc.
• A great deal of information has been placed on this page to include Fall/Spring Rower Signup Applications, Board Meeting Minutes and a Crew Calendar of Events.
• Additional links to other applicable "Crew-specific" websites will be created.

Upcoming Events

• September 8: Concert at Nissan
• September 8: Experienced rowers signup at the Oxford Boathouse from 10 a.m. until noon.
• September 8: Car Wash at WaWa.
• September 10: Fall Program begins for experienced rowers. Cost is $150.00
• September 11: General Membership Meeting (for everyone) and Fall Signup for Novice Rowers at Hylton High School
• September 17: Fall Program begins for novice rowers. Cost is $130.00
• September 18: Fundraising Discussion at Pickens’s Home @ 7:30 pm
• October 6: Tag Day in Montclair and Dale City
• November: Winter Crew Program registration
• December 7: Skate Night

Student Representatives

• Nothing to report.

The Board meeting adjourned at approximately 9:20 p.m.

Jim Malingowski
Hylton Booster Club Secretary

Attending

Nancy Pickens, Mike Vassallo, Jim Malingowski, Linda Taylor, Nancy Koukos, Bob Taylor, Rhonda Slocumb, Tom Riddle, Brian Tassi, Jim Pickens, Brenna White

Nancy Pickens called the meeting to order at approximately 7:30 p.m. at the Hylton High School Library.

Secretary’s Report

• Last meeting’s minutes approved.

Treasurer’s Report

• Current balance was reported.
• Linda reported that she has been working with Bank America to secure a loan f to purchase the MAYHEM. Awaiting the loan committee’s decision.
• A motion was made to get the loan approved and immediately cut a check to Eric this weekend for a down payment on the MAYHEM. It was seconded and passed by the board.
• BREAKING NEWS: Since this meeting, Linda was informed on Friday a.m. that the best they would offer was a loan that is probably not in the best interest of the club.  This offer will be held while other banks are contacted. At the equipment meeting on Oct 12^th, Bob Taylor suggested that Linda Taylor look into securing a loan with another bank  that would cover the cost of the MAYHEM and a new "Four." This avenue will be pursued in the very near term. Nancy Pickens stated that she would also make contact with other lending institutions shortly. Many, many thanks to Linda for her hard work on this important task.

Fundraising

• Green sales money due not later than the evening of the Pasta Dinner, October 24^th. Nancy Koukos and Susan Williams are working with the delivery agent to set up a good delivery date of the greens.
• Turnout at Kohl’s the first weekend was excellent…but still need the enthusiasm to continue through the coming weeks. Remember that you must be 17 or older to work there, that the employment period is for four hours, and that you do receive a 10% discount coupon for your personal use.
• Zany Brainy. Signup sheet was nearly full for the Nov & Dec timeframes. It would be appreciated if a few parents showed up at these as well.
• Tag Day will be November 17^th. Looking for the crew banners. More details to follow.
• Skating Day is December 7^th. We are asking that each rower come and sell at least one ticket to a friend to join them for that evening. Cost will be $9.00 and this includes admission, skate rental and food (2 slices of pizza and a soda). Normal general admission & rental runs $8.00 so this is a good deal.
• Occoquan Challenge Regatta netted over $1000.00. Many thanks for all the hard work (and many will attest that it was hard work!) that went into making this event a success.
• It was stressed repeatedly at this and at previous meetings that without active rower and parent participation in an aggressive fundraising program, that the rowers will not be able to train and compete with the type of equipment that they want. Another important point was made that fundraising is a 12-month activity…not just in the Fall.

Equipment

• An equipment meeting will take place on Friday, Oct 12^th at "On the Border" Restaurant
• The boat trailer needs painted this week so that it looks good for the Homecoming Parade this coming Friday. Bob Taylor recommended that this be done at Lake Ridge Park on Oct 17^th. More details to follow from Bob.
• Winter Maintenance. Bob is still coordinating with the Hylton Group to find a place to work on all the boats over the winter.
• Bob also recommended an ERG replacement plan be developed soon as many of the machines are beginning to show their age.
  • If anyone has an ERG in their home, please plan on bringing it to the Hylton Crew Storage Shed (located under the Oxford Boathouse) during the next two Saturdays @ 9 a.m.

• Maintenance Volunteer Replacement: Still looking for a volunteer to takeover the Maintenance Program from Bob Taylor.

Coaches

• Every school’s crew programs are growing.
• As the Oxford Boathouse Expansion is finished there will be decisions made as far as who gets the "racks."
• There is a maximum of 400 rowers allowed to row out of this boathouse. With the advent of Forest Park’s program, this number may well be exceeded next Spring.
• Primaries designated for use of the boathouse are Hylton, Garfield, Potomac and Woodbridge. This may force the other schools to operate from new locations.
• Brian suggested that we look at an option of buying another "Four" by splitting the cost with another organization…such as the Adult Rowing Program.
• Winter Training begins on November 26^th.

OLOC Job Assignments

• Susan Williams is Hylton’s rep with this organization and is a board officer.
• Susan informed us that the U.S. Men’s Masters will be held on the Occoquan next summer, August 14-18^th. Volunteers will be needed and this could be an excellent way to make more money for the Booster Club.
• Susan made available job positions that were coming available within the OLOC.
• Sorry that I forgot to write down what OLOC stands for, but it’s the organization that controls events on the Occoquan and we’re required to have a representative at their meetings. Thanks to Susan for covering that requirement for us.

Hylton Crew Website

• Tom Riddle reported that the Web page continues to be up and running well.
• Tom is still soliciting more information for the page such as any applicable photos, humorous stories, stories on how the individual boats were named, etc.
• A great deal of information has been placed on this page to include Fall/Spring Rower Signup Applications, Board Meeting Minutes and a Crew Calendar of Events.

Student Representatives

• Brenna White and Jim Pickens will check on Hylton’s Prom date to determine if there are any regatta conflicts with this event.

Stotesbury

• Mike Vassallo, on behalf of his daughter Michelle, requested that the crew team leave earlier for Stotesbury next spring. Recommend an early afternoon departure vice later in the day.
• Since we are not going to Nationals this year in Tennessee (and the rowers will miss fewer days of school), the board agreed that this was a good idea. It will allow more time for setup, as well as better coach and rower preparation.
• Linda Taylor will reserve 40 rooms at the same hotel where Hylton stayed last Spring.

Activities Bus

• We have heard from many novice parents that they could use some help in arranging transportation for the younger, non-drivers to get to practice after school.
• Bob Taylor agreed to take on the task of researching the possibility of getting the activities bus back online for the Spring Crew season.
• More to follow and thanks to Bob for taking this on.

The meeting adjourned at approximately 9:30 p.m.

Jim Malingowski
Hylton Booster Club Secretary

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BOARD MEMBERS PRESENT:

Nancy Pickens, Jim Pickens, Mike Vassallo, Michelle Vassallo, Brenna White, Doug Taggart, Linda Taylor, Bob Taylor, Carole Protacio, Nancy Koukos, Cathy McCoart, Rhonda Slocumb, Tom Riddle, Brian Tassi

Winter registration has spread out over 3 weeks and counting. This is unacceptable. In the future, the appropriate paperwork should be in the Secretary’s and the Coaches’ hands by the time the "season training" begins. If not, this Secretary recommends that the rower will be unable to participate until the paperwork is turned in.

We have the Winter Crew registration paperwork for 30 women and 22 men thus far.

Treasurer’s Report

• The board’s battle with the IRS over our "non-profit tax exempt status" continues.
• The accountant and the IRS will be consulted and hopefully this issue will be cleared soon.
• Loan payments for the Princeton boat will begin shortly.
• We have not received a $2100 payment from the Prince William Rowing Club for the rental of our boats.

Student Update

• A request was made to depart for Stotesbury ’02 a day earlier than previously planned. Request was denied by Coach Brian.
• Michelle provided a quick update on the Skating Party ticket sales—7 tickets sold thus far. She proposed that they try to sell the tickets for $7.50 at the door and the board felt this was a good idea.
• This prompted an interesting discussion on the subject of rower participation in fundraising events. Same rowers at the fundraisers time after time. All of the "TEAM" needs to be involved.
• Michelle recommended that the rowers/board construct a "condolences scrapbook" for the Thomas Jefferson (TJ) crew team because of the recent loss of their coach, Mr. Rothstein.

Fundraising

• Christmas Greens/Cookie Dough. Excellent returns! In fact so good that cookie dough, pretzels and pasta will be sold as another fundraising event probably in late January.
• More help needed at Kohl’s, Zany Brainy & Borders. See the schedule from Mrs. Koukos on email, or the Crew Website.
• Carole Protacio received the first check from Kohl’s for $590.00.
• If at least 75 skaters don’t attend tomorrow night’s party, it will cost the Club money. Only 7 skaters were signed up as of this meeting.

Equipment

• The Princeton boat, which possibly needs to be renamed, was delivered by Bob & Linda Taylor and Mike Vassallo last weekend. They said it looks like its in great shape and is safely tucked away in the boathouse for the winter.
• The boat trailer is secured in a locked area behind Hylton High School.
• Cox box parts are needed. Cost: $257.00. Board voted to disburse the funds for the required parts. A new cox box system is needed. The cost is $534. A motion was made to fund the new system and the board voted to buy a new system.
• Of the 16 total ERGs, four are missing. Board members were able to identify the location of the missing "four ERGS" and calls will be made to those still holding the machines. Bob Taylor needs these as soon as possible for maintenance checks.
• Oars will be painted this winter and will proudly display a "Hylton Bulldog" sticker on each to help differentiate our equipment from other teams that have similar school colors.
• Still no "free workspace" found to conduct boat maintenance. Bob will continue the search.
• Looking for a "new 4" for use this Spring. If the budget does not allow, Coach Tassi will begin to look for a used "4" in January. A new "4" goes for approximately $10,000.

NCASRA

• Small boat training will begin in March. Stay tuned for details.

Coach Update

• Coach Tassi reviewed the Spring Schedule. The coaches decided to withdraw our team from the April 13^th Anacostia Regatta due to lack of other team participation. The team will row on the Occoquan instead.
• The first three regattas of the season should be shorter due to the restructuring of the heats/finals schedule.
• University/College Crew coaches are beginning to drop by during practice team to talk recruiting. A Kansas State coach came by, and Brian expects that he can also get the Georgetown and George Mason coaches to drop by as well. He stated that he will email the rowers with an announcement of their visits.
  Spring Callout should be on January 30^th.

Website Update

• The Hylton Crew Website had been averaging 30 hits per day until approximately a month ago when the number of hits has increased to an average of 51 per day.
• Good feedback has been received by the parents on the content and presentation of the website.

Miscellaneous

• Nancy Pickens recommended that we begin now to actively recruit next year’s Booster Club Board Members as many of the current board will be stepping down after the Spring Season.

Meeting adjourned at approximately 9:35 pm.

Submitted for approval.

Jim Malingowski
Board Secretary

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Call to Order @ 7:30 pm in the Hylton High School Library by Nancy Pickens, President.

Members Present:
Nancy Pickens, Jim Pickens, Mike Vassallo, Brenna White, Linda Taylor, Michelle Vassallo, Bob Taylor, Bert Garcia, Nancy Koukos, Brian Tassi, Rhonda Slocumb, Michael Heisey, Tom Riddle, Doug Taggart, Jim Malingowski

Treasurer’s Report:

• Linda Taylor presented two reports; one for the end of the calendar year, and the other that showed the balance as of Dec 6, 2001. The club’s funds continue to be in good shape.
• Linda stated that her run-around with the IRS continues. She hopes that she has found a good representative and that the problem should be resolved by next month.

Secretary’s Report:

• Jim Malingowski stated that the Winter Registration process was conducted over a lengthy period of time, Thanksgiving until present.
• During Spring Crew Callout on January 31^st, Spring Registration forms will be handed out to all rowers. In addition, these forms will be made available thru the coaches and can also be downloaded from the Crew website. The deadline to have all forms filled out, signed and delivered, with the applicable fee of $300, to the Secretary is February 18^th. Coaches will not accept any paperwork. The first practice on the water is February 25^th. If rowers have not completed their paperwork, they will not practice until all registration paperwork is complete.
• Fees for the Spring season will be $300 per rower. In a family where there are multiple rowers, the second rower and subsequent rowers will cost $250 each.
• A Hylton Crew Newsletter will be drafted and distributed at the Spring callout.

Fundraising Report:

• Nancy Koukos reported that the turnout for the most recent events was minimal and that the receipts have been fair.
• Rowers will have the opportunity to sell Cookie Dough and Pasta again. Cookie Dough has been a favorite.
• Nancy will look into setting up a Winter car wash at either WaWa or Walmart due the number of filthy cars on the road and the great potential to make more $$$. Date TBD.

Equipment:

• Based upon the club’s current financial condition the idea of purchasing another "Four" was brought up. Coach Tassi had done quite a bit of homework in searching for both used and new "Fours". A great deal of discussion was generated and finally a motion was made to purchase a used "Performa" for $6900. The main purpose of this boat will be for training, however, it can and will be used for racing as well when the situation permits.
• Coach Tassi also "bought" eight "discounted" oars at $235 each. The plan is to eventually replace all of the "spoon oars". The old spoons will be sold. A motion was made for the club to buy the new oars. After a brief discussion, the motion was passed.
• The boat trailer license needs to be renewed. Seven dollars for two years.

Website:

• We are averaging 32 hits per day.
• Tom is still looking for more photos.
• Registration forms will be posted as soon as the Secretary sends him the electrons.

NCASRA:

- Doug Taggart’s notes from the NCASRA Mtg:

- Spring racing lineup has been finalized. Should be on the www.ncasra.org soon.
Volunteer Coordinators Meeting (IMPORTANT to attend) is next Tuesday, 15 Jan at Thomas Jefferson at 7:30pm in the Library.  
Mandatory meeting at Sandy Run coming up on 26 February (Tuesday at 7:30pm) Hal Johnson will send an e-mail with details and as a reminder.  
Coaches level 1 training this coming Saturday at TC Williams ($100.00 per..contact "rowcoach@aol.com" for details  We need to get our coaches names in for Parking passes. Send an e-mail to "Mrsdbt@aol.com" (Donna Towner). 
$100.00 dues to NCASRA are due now (expect an e-mail from Lee West looking for those who have not yet paid (I checked and we haven't)   
Next Crew Council meeting is 31 Jan at 0930 at Woodbridge HS....Nancy, I recommend you make sure Jim Qualls knows about it. 
Spring launch driver training. For the callout, make sure potential drivers are aware that reservations for launch driver training are being done via the NCASRA webpage. The dates are March 10, 17 and 24 (all Sundays at 1:00pm). Make people register in this way.
IMPORTANT Date (always a pain). The write-up for the rowing brochure AND the team picture is due to Steve Lee by 23 FEBRUARY 2002. Digital pictures (via e-mail to Steve were encouraged as being the easiest and the best results for the black and white brochure used at all regattas).
Other dates...course prep work (not on the water) is planned for 16 and 23 Feb (0900-1300) at Sandy Run..each school is asked to send at least one volunteer. Course installation is planned for March 2, 9, 16. Again, volunteers from each school are needed.
If anyone wants to be a judge/referee (or start to learn how..it take 4 years to become fully certified as I understand it)..there is introductory Training scheduled for 16 February at TC Williams from 0830-1530. Contact John Kowal (Mrjkowal@aol.com) for details.

• The Spring Callout on January 30^th will be a full Membership meeting
• A team digital photo will be taken per the requirement listed above
• Stotesbury Regatta will be May 17^th and 18^th.

Meeting adjourned at approximately 9:05 pm.

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Hylton Crew Boosters’ Club
Executive Board Minutes
February, 2002

Board Members Present: Nancy Pickens, Nancy Koukos, Linda Taylor, Rhonda Slocumb, Bob Taylor, Brian Tassi, Tom Riddle, Jim Malingowski

• Name for the "Four". The top three sellers (three women & three men) of the "cookie dough" will have the opportunity to name this boat. The board will have veto power…just in case.

• Paid for the Website
• Paid for the boat loan…two months
• Paid for the "Four"
• Registered the new boats
• Registered two of the chase boats
• Paid for insurance
• Received checks from Kohl’s, Zany Brainy, Borders
• Still wrestling with IRS…delinquency charges removed. Have been asked to once again send our determination letter (sent in a 22 page packet before by Linda) and several other times.
• Still don’t recognize the organization as "tax exempt"
  • Poor record keeping on the IRS’ part
  • IRS has thankfully removed the penalties
  • Linda will send the "determination letter" again to insure that we are recognized as a "tax exempt" organization.
  • We have an IRS letter dated 1998 that states that we are a "tax exempt" status
  • And the music goes round and round…..
  • Many thanks to Linda for your unending patience

• About 55 cookie dough sign up sheets went out at Spring Callout
• 5 car washes set up at Sheetz…first one on March 3^th (Sunday), next April 28^th, then on June 22^nd, July 20^th and Aug 17^th
• Tag Day – March 9^th….need some good locations in Dale City. Dale City location was better than in Montclair at the last Tag Day.

• Eighteen rowers signed up for Spring Crew thus far
• Need the names of those rowers who coxed during last summer’s adult program in order to determine credit for their spring registration fees

• Highlights of last night's meeting are mostly dates/coming events. Note the MANDATORY ones.
• Located on the NCASRA webpage are three documents which need to be completed by each school by March 18th. These are always last minute panics....but they need to be done and turned in.
• a. Insurance Waiver Statement -- to Ted Phoenix
• b. Master Eligibility Form (to be signed by AD) - to Peggy Schultz
• c. MOU, Rule Book Certification (signed by head coach and AD) - to Jeff Dietze (note to read the scratch rule this year and the change in Fall Rowing Rules
• Launch Driver Training March 10, 17 and 24 (Sunday's all at 1:00pm)...signup via the NCASRA webpage..get the word out.
• Occoquan (Sandy Run) work days - Feb 16th and 23rd (pre water work), Mar 2, 9 and 16 (course install)..at least one volunteer per school is needed (9:00am start..1:00pm finish (3:00pm if on the water).
• Judge/Referee Clinic - Feb 16 (08:30 start) T.C. Williams - signup if interested at 703-750-1777
• Team Picture and Bio to Steve Lee NLT 23 Feb.
• MANDATORY Coaches Safety mtg with Northern Virginia Regional Park Authority (NVRPA) HQ at 7:30pm February 28th - Brian Hennesey (Smokies replacement) will be sending an e-mail
• MANDATORY Occoquan Volunteer Coordinators Meeting at NVRPA HQ at 7:30 on 26 Feb.
• MANDATORY NOTE: Hylton's Trash Pickup day at Occoquan is Friday. remember that I brought this up last mtg as it related to the Park MOU. This day assignment was made at a PWRC mtg last Saturday at the boathouse. The fine for litter will be sent to PWRC and then subdivided across the teams. There is a mtg this Saturday at 9:00am at Lake Ridge with Tracy..I will plan to attend. Not clear if the coaches must come to this one..or one in the future. I'll find out and let you know.
• Next Crew Council Mtg is May 21st.
• I have a copy of the 2002 Safety Handbook and the Volunteer Coordinator's handbook ---I expect that Cathy McCoart also has a copy from her mtg for Volunteer Coordinators held on 15 Jan 02.
• Bob Taylor note: I have two (02) cox box microphones/headsets which Steve Lee gave me at the mtg. Also note that the engines are back in the boathouse from Tim. Expect a bill soon I imagine.
• Request/Question...we need to get our Coach Names to Donna Towner (Mrsdbt@aol.com) and Lee West (LeeWest53@aol..com) soonest so they have passes. Do we have 4 coaches? Brian. Michael, Sarah Christian and Jeanie
• Advertisement Opportunity - IF we sell local advertisements for the Spring 2002 Program the team will get 50% of the cost back. Page adds cost as follows: 1/8th pg $75, 1/4th pg $150, 1/3rd pg $225, 1/2 pg $450 and inside/front back $550. I know in the past our CPA for taxes (Chris Brown) said he would do an ad if the opportunity arose....might want to ask him (we'd get 1/2 of the above costs back).
• Boat launch driver training…more drivers are needed!

• Visitors to the Website increased after the recent Call Out
• Good feedback on the information
• Will advertise Feb 18^th as the final registration night, the final night to turn in cookie dough and pasta orders too.

• The Hudson returns tomorrow to the boathouse. Help is needed to get it back in the boathouse.
• New cox box kits…$789 – billed. We have 8 sets now.
• Three wiring harnesses …$192.20
• New oars (Men #3) + 20 Trophy blades for presentation at season’s end….$485.00
• Motors tuned, 1 new prop, 1 new hub, 1 reconditioned prop…$1,055.03
• We have lost a cox box…the way we do business will have to change
• Total of $2,481.23
• Will try to keep gas tanks, boats and motors matched up…easier to keep track of
• Have approximately 16 more oars to finish
• That should just about wrap up all the maintenance work for the season
• Will start the season with the equipment in pristine condition

• Practices will run now from approx 3 – 5:30pm.
• Parents pick up @ 5:45 in the upper parking lot
• Need to advertise that Feb 18^th is the final sign-up opportunity…looking at putting an ad in the school newspaper. Will also be on the web page.
• Coach Tassi is finalizing the plans for the women’s land training at Gold’s Gym.

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Hylton Crew Boosters’ Club
Executive Board Minutes
March, 2002

Board Members Present: Nancy Pickens, Brian Tassi, Mike Vassallo, Tom Riddle, Jim Malingowski, Michael Heisey, Bert Garcia Jr., Jeanie Cassidy, Jim Pickens

Visitors: Dana Riddle, Bert Garcia Sr., Linda Hinz, Jean & James Hart,

• Nancy welcomed Jean & Jim Hart, Linda Hinz, Dana Riddle and Bert Garcia, Sr. to the meeting
• Congratulations to the all the sellers of cookie dough and pasta! We earned over $1000!!!!! Pick-up will be 3/18 at the Koukos house.
• Congratulations also to the top six sellers who get the honor of naming the Vespoli four - Elyse Koukos, Heather Smith, Patty Stamm, Jim Pickens, Drew McKnight, and Scott Devins!!!!!
• Here how it works.......These 6 rowers will submit their name entries to Mr. Riddle at Riddlefamily-1@comcast.net by Friday 3/15, he will post the names on the website hyltoncrew.org and then the team will vote on the choices! e-mail your vote to Mr. Riddle via the website (more details may follow)....by Tuesday 3/19. The TEAM will determine the boat name based on the number of votes (one vote per person only)!!!! If you have any name ideas - talk to one of the people mentioned above, you might give them some ideas!!!! HAVE FUN!!!!!!
• Next board will need to discuss the subject of rower dues in regards to credit for participation in fund raising events, etc. Present board strongly recommends that this issue be resolved in the July 02 meeting.

• Linda was unable to be with us this evening, but the Treasurer’s report was still sent in. The board reviewed the report and had no questions.

• Nancy was unable to be with us tonight, but we still discussed fundraising.
• Over $1000 was raised for cookie dough and pasta sales
• There are 4 car washes remaining that have been set up at Sheetz (Hillendale & Prince Wm Parkway). Next April 28^th, then on June 22^nd, July 20^th and Aug 17th
  • March 3^rd Carwash earned the team $75. Great turnout…poor weather…clean cars for coaches and parents!
• Tag Day will be Saturday, March 16th
  • We will meet at Hylton at 9:30 a.m. and will then spread out to the agreed upon locations in Dale City
  • Locations are tentative at the intersections of Orangewood & Packard, and Lindendale and Silverdale.
  • The plan is to have half of the team go door-to-door, while the other half work the above intersections. Rowers must wear "Crew associated" clothing, e.g. hats, jackets, etc.
  • After the first two hours, the rowers will switch and the door-to-door rowers will work the intersections and vice versa
  • We will return to Hylton H.S. for Pizza after the fundraiser (approx 1:30pm)!
  • Parents are welcomed and strongly encouraged to assist

• Fifty-six rowers signed up for Spring Crew—32 women and 24 men, with the possibility of a few more coming
• Crew roster and history forwarded to NCASRA
• Master eligibility forms will be completed this weekend and forwarded to Ms. Cathy Lane
• We have two rowers whose sports physicals cannot be located

• Watch your speed in Lake Ridge Park…the rangers are!
• Rowers should alert the coaches if they can’t make it to practice either by phone, email or passing a message thru another rower. Not knowing who will show for practice is causing unnecessary training delays
• Request made to post the Oxford Boat House phone number on our web page
• Michelle Vassallo tendered her resignation from the board. The women will need to select another student representative.

• I attended the NCASRA meeting last night. Not too much to pass, but what I have needs to be acted on ASAP. We're getting down to the wire on getting material in so as to be compliant with NCASRA rules. The following four things need to get done before the first regatta..or we can't row.
• NCASRA dues for $100.00 (to Lee West). We have our "estimated" rowing fees paid but apparently not the NCASAR dues. (There will be no Crew Council dues this year..recall that last year we wanted to have the school pay (they didn't)...but this year they have enough money and are not seeking more.
• by 3/18 Insurance Waiver Certificate (to Ted Phoenix, 15425 Silvan Glen Drive, Dumfries, VA 22026) (its on the NCASRA web page)
• by 3/18 Master Eligibility Lists - signed by AD (to Peg Schultz, National Cathedral School, Mount St Alban, Washington DC 22066
• by 3/18 MOU/Rule Book Certification Page (signed by Head coaches, Boosters Pres and School Prince) (to Mike Dadson, Thomas Jefferson HSST, 6560 Braddock Rd, Alexandria, VA 22312
• Need to send a team roster to Claudia Bleecher (nothing fancy...I'd just e-mail her the developing list that Jim has..her address is: <bleecker@erols.com>
• Course work the next two Saturdays... I can't help this weekend (off to Brussels on Saturday...but maybe the following week).
• Driver training for the next three Sundays (at 1:00pm) at Sandy Run..they wanted each school to bring over one boat and a qualified driver to help out. Make sure our "new" drivers sign up via the NCASRA Web page.
• I have a check for $100 from last year's NCASRA "no one missed an assignment from Hylton" award money. I'll get it to Linda.

• Visitors to the Website remain steady at approximately 50 per day
• Still looking for photos
• Will post the Oxford Boathouse phone number on the web page
• Will take care of arranging for the "boat naming vote"
• Switched account to Sun Trust

• Both "Fours" are being used, the "ALECTO" is not being used
• Motion made by Jim Malingowski to rent the "ALECTO" to Forest Park’s Crew Team for $1200. Seconded by Mike Vassallo.
• Lengthy discussion followed with the board voting to pass the motion.
• Brian will present this offer to Forest Park coaches…$1200 paid over the course of the season. One payment in March, one in April and the final in May.
• Insurance responsibilities/liabilities on the rented boat are being researched
• Equipment is in exceptional shape…many, many thanks to Bob Taylor!

• Lot’s of work being done to advertise for more rowers this year.
• School will run a letter that was drafted by Coach Heisey, Marsha Howes & Cathy McCoart that encourages more students to come out for the sport

• Transportation is arranged to/from Stotesbury
• Departure will be on 16 May
• Volunteer with a truck is needed to haul the boats to Stotesbury
• Need to determine the cost per rower for the hotel accommodations and bus fare

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Board Members Present: Nancy Pickens, Marsha Howes, Ronda Slocumb, Brian Tassi, Mike Vassallo, Tom Riddle, Jim Malingowski, Michael Heisey, Bert Garcia Jr., Jeanie Cassidy, Brenna White, Jim Stamm, Jim Pickens, Lise Leininger, Carole Protacio

Visitor: Linda Hinz

President’s Report

• Nancy introduced Linda Hinz and Jim Stamm. Jim will be taking over as the new Maintenance Manager

Treasurer’s Report

• Linda will email the report to everyone…her computer ate the first edition
• Treasury is looking okay

Fundraising

• Car Wash scheduled for Sunday, April 28th at Sheetz
• Cookie/Pasta sale…about $1300 made
• Tag Day went pretty well…still feeling our way thru good Dale City locations
• Nissan Pavilion
  • Tom Riddle has taken the reins on this fundraiser
  • Tips training for serving alcohol…poor records were kept from last year, more information on training will be distributed shortly
  • Dates and times for concerts will be posted on the Crew Web Page

Secretary’s Report

• Sixty-one rowers signed up for Spring Crew—34 women and 27 men
• Stotesbury paperwork due on May 3rd.

Student Update

• The rowers are pumped after rowing "The Taggart" to victory last Saturday
• All is well with the fours and eights
• Look into their eyes to see the "Eye of the Tiger"

NCASRA

• Doug has volunteered to be the President of the Boathouse

WebMaster

• Double the hits from last month
• Lots of photos coming in…even from other team’s Webmasters
• Passed out calendars (posted on the web page) which now include the volunteer positions for upcoming regattas and who has volunteered to fill them
• Directions on how to get to Anacostia are on the Hylton Crew web page and the NCASRA webpage

Equipment

• Doing well thru the first part of the season
• "Rude & Smooth" nameplate for the boat is ordered…"The Red October" is going to be a challenge to be done in Cyrillic
• Skeg is fixed on "Rude & Smooth"…still leaking a bit. Will re-examine after this Saturday’s race. If necessary, will repack. New skeg is on order.
• Trailer has not been moved since it was parked on the school property. Need to finish repainting it. Need a group of students (4-5) to assist…maybe on April 14th.
• Chase boats…the sterns need to be repaired. Must be welded, but should make it through the season…with care. We have 6 chase boats….5 are okay, one will always be a "paperweight" The repair will be expensive. We need to fix them or replace the boats. Bob & Jim will get an estimate of repair.
• Rentals to Adult Summer Rowing Program (PWRC)
  • Board decision: rent 2 boats…the Blitzkrieg and the Alecto for $1400. Boats to be fully rigged.
  • Includes a chase boat w/motor
  • Motion passed to offer the rental to PWRC. No further discussion.

Coaches Update

• Determining which boats will need to be taken to Anacostia next weekend
• Maybe able to borrow Forest Park’s trailer
• 58 rowers to go to Anacostia…how many buses?

Stotesbury Update

• Have 48 seats on the bus…
  • $1875 bus rental
  • Hotel room (Holiday Inn Stadium in Philadelphia) is $115/night x 2 nights…8 rooms for the girls, 5 rooms for the guys @ 4 per room, 2 rooms for coaches, 1 room for bus driver, 1 room for chaperones, 1 room for setup crew, etc. approximately $3680
  • Tip for the bus driver $50
  • Will take 27 women and 19 men
  • Trip to the Spaghetti Factory @$13+ meal: approx $540
  • Pizza on Thursday $100
  • Snack stop $280
  • Food for the rest of the trip approx $400
• Works out to $7845 for the trip
• Cost will be $175 per rower…boosters will pick up any remaining costs
• Additional costs will be allotted for rescheduling AP exams
• Bus should depart the Hylton Parking lot between 12 to 12:30pm on Thursday, May 16th

Meeting adjourned at 9 pm.

Members Present: Nancy Pickens, Tom Riddle, Bob & Linda Taylor, Michael Heisey, Linda & Steve Hinz, Jim Stamm, Marsha Howes, Jim Malingowski, Mike Malak, Mike Vassallo, Liz Alcauskas, Ronda Slocumb, Carole Protacio, Bert Garcia Sr., Bert Garcia Jr., Jim Pickens, Brian Tassi, Cathy McCoart,

• Board positions for next year….Linda Hinz will be Treasurer…etc
• July 4^th Parade…interest? Coaches to poll the kids to see who would like to participate. The Hylton Bulldog was on the float last year

• We will be solvent thru the summer with Nissan, etc
• Collecting Money for Stotes – Rooms for $115/nite and Rowers $175 each

• Nothing to report

• Men’s Light Eight did not qualify for Metropolitan Championships (Mets)
• Ran a local regatta on May 1^st…went okay
• Kids rowed well…solid races
  • Men’s light 8 finished closely behind Woodbridge’s Gold Team
• Heavy 4 and Jr 4 going to Mets
• Mets is May 11^th

• Janet Boots volunteered to drive the boat trailer to Stotes…alright!
• Logistics being worked out now for setup, etc.
• People going early to Stotes….pass it on via email
• Evinrude engine for chase boat/launch not in good shape…have stopped work on it at $100…should we fix or sell for parts? Transmission problem..unsure of what part is broken.
• Two new sets of slings are available thanks to Nancy and Bob
• Cox box 7 working well…Bob put it thru the ringer and couldn’t duplicate the problem
• One other Coxbox broken…volume control/on-off switch was broken. Jim Stamm "fixed" for now; dessicant is loose in the boxes and requires immediate attention
• Someone wants to buy the Blitzkrieg…how much is it worth?
• Anacostia race this weekend. Two boats going…two Novice 8s.

• Nothing to report

• Room for 46 on the bus. Four rowers will be taking AP Psych exam and will make arrangements to get to Stotes. There is no room for alternates on the bus
• Will pay gas, tolls, and dinner for parent volunteer truck driver
• Linda has obtained extra rooms…parents have obtained own rooms…Goldsteins, Garcias, Mahlers, Hinz’s, Janet Boots,
• Launch point will be below bridge and will modify tent location and trailer parking
• Ronda Slocumb volunteered to build "goodie bags" for the rowers

• First Nissan Concert coming up…TIPS training (for serving alcohol) upcoming
  • Emails coming, webpage will be updated and announcements made at the end of year picnic too.
  • Largest fund-raiser of the year…worth up to $5000 for the summer’s effort
  • Tom Riddle has taken on this most important task…let’s give him a 110% support

• Averaging 118 hits a day…going well. Alumni page getting good reviews
• Can we have sponsors advertise on our webpage…is this legal for nonprofit organizations…and do we want to do it? More discussion coming…looking at the legal issue first.

• No action last night from the School Board on our request to participate in the Nationals Regatta in Tennessee; Potomac was approved; expectation is Hylton’s request will be favorably considered on the 22d
• Plan is to pay Potomac so they know we are coming…we will travel with Potomac is approved

• Date: June 1^st…more info to be posted on the Webpage
• Everyone bring a dish to share
• Awards will be presented
• Adults rowing for entertainment

• April 28^th carwash was rained out
• Remainder of the carwash dates are on the website
• Need a committee of parent volunteers to organize the effort
• Won’t be doing raffle tickets at the picnic
• Not renting out the ergs this summer…if someone wants to use one over the summer, will have to coordinate with Mr. Stamm

• Reviewed the official board positions…should we enlarge the board?
• Discussion via email forthcoming
• How to amend the bylaws…by parental vote according to the bylaws

• All clubs were asked to provide a new trophy for this event…it slipped through the cracks
• We need to replace one to meet this requirement….how much? Approx $300
• Cathy McCoart will talk to Lee West to see how we should go about this
• Bob Taylor made the motion that we replace the Men’s First Four Trophy up to $300…if more expensive than that it’ll come back to the board for further discussion
• Mike Vassallo seconded the motion. Motion passed
• Ted Phoenix Trophy…cost $1200. Cost would be split among the schools. We’ll contribute $50 to the cause…if deemed appropriate based upon the number of schools participating

• Forest Park plans on using it at Stotes, Anacostia, Matthews Regattas
• Previous email from President to FP rep stated that they will have to get additional insurance if the boat is taken off the Occoquan. This has not been done.
• If damaged and a claim is filed…FP will pick up the deductible cost.
• Details should be in a written contract next year

Meeting adjourned at approximately 9:30 P.M.

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