Home --> Boosters Meeting Minutes - 2002-2003

2002 - 2003

Tom Riddle; Janet Boots; Linda Hinz; Ken Lamm; Dave Elcano; Mark Fichten; Jeannie Cassidy; Brian Tassi; Mike Malak; Michael Heisey; Ginny Fichten; Rhonda Boigegrain; Dorothy Lazor; Karen Alam; Rhonda Slocumb

Tom Riddle called the meeting to order at 7:40 PM.

• Adopted by motion without changes.

• As stated.
• End of year balance is within about $300.00 of last year’s balance. Good news for the Club!

• No committee reports were due

PWCA Boathouse Expansion Update:

• Doug Taggart is actively working this issue.
• A project to expand Oxford boathouse had been going on for over 18 months. Some non-code work (storage areas in the basement near the water’s edge) has been done in the past. Until this is fixed, the County’s position is that no additional work can be done. Current proposal is to put some temporary buildings near the boathouse that would allow the non-code storage areas to be demolished. Additionally, a new motor and gasoline storage house will be built. A future project may include a dedicated launch and equipment building to replace the temporary storage sheds. Minimum acceptable PWCA position is for all rowing activities to continue uninterrupted. September is the goal to remove non-code areas, build temporary storage and build the gas shed.
• A fire exit also must be added to the rear of the building in order to be code compliant.
• A proposed plan to build out over the water is a no-go. Can’t build over a drinking water reservoir.
• Putting in a sprinkler system would not allow us to keep the storage areas in the basement. Bottom line is that the storage areas in the basement must be removed.
  • Decision was made for Hylton Boosters to move out as much of the stuff in the basement as possible now to indicate compliance and avoid "mad rush" later on.
• Recommendation was to encourage erg rental at the picnic on Sat. and people with pick-up trucks can deliver them.
  • Janet will organize delivery of ergs.

Fund Raising:

• Nissan Update (Dave Elcano):
  • Aramark advises that overall ticket sales are low but tentatively, we still have the concerts we previously signed up for.
  • Potential volunteer should try to get to TIPS training.
• Occoquan Challenge Regatta (OCR) Update (Tom Riddle):
  • Usually the 3^rd week of September.
  • Have established dialog with Erik Nienaber. We worked set up, tear down, concessions, parking, and t-shirts in the past. Last year we only worked concessions and T-shirt sales. Erik may want to spread the jobs out to other schools.

Stotes/Nationals:

• Reimbursement to Greg Harbac (Tom Riddle):
  • Greg towed the trailer back from Stotes. Ken told him that we would reimburse his fuel cost. We will reimburse for fuel and tolls also.
  • Discussion was to send Greg’s boss a letter of commendation.
    • Ken will touch base with Greg to see if he wants a letter, get the address of the supervisor and check on what should be in the letter.
    • When Ken provides the information, Tom will write the letter and get it to Greg.
• "Crew Balance Due" Letters (Tom Riddle):
  • Letters have been sent to the people who appear to owe money.
• Insurance Claim for Vespoli and Hudson (Tom Riddle):
  • Insurance company has not been contacted yet. We do not have an estimate yet either. Tom raised the concern that Hylton will now have four boat claims in less than a year and will possibly be at risk of increased rates or outright cancellation due to possibly being considered too high of a risk by Leonard Insurance Group.
  • Brian’s estimate of the cost for repairs on the Hudson is not much more than the deductible (Deductible is $250 per claim). Hudson estimated to be ~ 300 – 400. Vespoli is about $1000.00 or so. Transportation is not covered by insurance. Each boat transportation cost will be about $200.00. We may be able to meet them in NJ and reduce the transportation cost.
  • Basically, the out of pocket cost (for items the insurance covers) to us if we use the insurance is about $500.00. If we pay the whole cost, it will be about $1,400.00.
  • Motion is to pay for the Hudson. Question: Shouldn’t we check first? Recommended to change the motion to include a cost cap. A proposed motion is to pay for the Hudson repair if the cost estimate is under $400.00 not including transportation. An objection was raised about having to pay up to $400.00. A concern about what would happen if PWRC damages our boats.
    • Motion is to wait till the next meeting to address this issue because additional information is needed to make a decision on this matter. Seconded and passed.
    • The board deferred discussion on the arrangements for renting boats to PWRC and under what terms. Items raised include making PWRC arrange their own insurance for boats they lease from Hylton. PWRC season has started and Hylton owes PWRC an answer if we want to rent them any boats.

Student Representatives:

• None present.
• Student representative elections will be held this Sat. at the picnic.

Maintenance:

• Plan for new shells:
  • Motion is to form a sub-committee and report back to the Executive Committee. No objections. Seconded and passed.
    • Brian Tassi will head up the sub-committee. All four coaches, Dorothy Boigegrain, and Doyle Raines will sit on the sub-committee. Anyone else can attend if they desire.
• Other capital acquisitions (ergs/launches/motors):
  • We are the only school that uses the older ergs. Launches are in terrible shape. This replacements need to be worked into a capital replacement plan also.
• Boathouse Keys:
  • We need additional keys. PWCA has been notified that Bob’s keys went into the water and were lost. PWCA has also been contacted to obtain a set of keys for the President. No word back from Claude Winters about obtaining new keys.
• Trailer:
  • Maintenance:
    • Jack needs work as well as the mounting hardware. Motion is to repair the trailer up to $100.00.
  • Tool box:
    • Mark will report back on options for a storage/tool box to be permanently mounted to the bed of the trailer.
  • License:
    • Motion is to obtain a permanent tag for the trailer. Seconded and passed. Janet will work it.

Coaches:

• Brian Tassi: Two sculling programs Oxford House and Sandy Run
  • Oxford House Sculling camp forms are on the web site. 6 weeks for only $150.00. It’s first-come-first-served usually. Hylton usuallysupports this with launches and motors. NOTE: We own 5 serviceable launches (most with leaks).
  • Sandy Run Sculling Camp: Maximum of 4 Hylton rowers. Brian needs #2 boat and motor for summer training. Hylton Boosters will be compensated for this to the tune of about $100.00. Starts June 21 and ends July 25-26.
• Michael Heisey:
  • Summer Gold’s Gym 90 day memberships available for $110 (~ half usual price!)
• Mike Malak:
  • Asked if all the cox boxes have been returned. Dave E. said he still had one. Michael H. said that she has a broken microphone to turn in.

Uniform Representative (Rhonda Slocomb):

• One family is owed money for a uniform item they didn’t receive. Linda H. will take care of it.
• "Messed up" unis are being mailed to us. They have 5 or 6 instead of the full quantity we were led to believe.
• Rhonda will be getting with the incoming Uniform Representative (Susan Casebere) soon.
• She thanked everyone for their support this year.

NCASRA Representative (Dave Elcano):

• Elections were held. Hall Johnson is the VP of NCASRA. Three of the four office holders are from PWC.
• Received the profit sharing check for $132.73. Amount much smaller than expected. Since Cathy McCoart was on the Hylton roster and worked concession sales "for" Hylton, why didn’t it count? Dave Elcano asked to follow-up.

Volunteer Coordinator (Peggy Raines):

• Not present.

At Large Members:

• No comments.

Webmaster (Mark Fichten):

• Web account:
  • Hosting will soon move from Earthlink to Fichten and Associates. Fichten and Associates will host web site at no charge, which will save the Club over $20 per month.
  • Unlimited email aliases are available so we can have addresses like president@hyltoncrew.org, vicepresident@hyltoncrew.org, treasurer@hyltoncrew.org, etc. Board members will think about whether we should create all these addresses and near the end of summer, a decision can be made.
• Domain renewal:
  • Due in July. Fichten and Associates will renew it at no charge.

Vice President (Janet Botts):

• Recruiting Plan:
  • Last year we had a very aggressive recruiting campaign. About 40% of rowers return from year to year. We had a direct mail campaign. A shell and an erg were brought into the school. We want to do this again and do it earlier. Janet wants the direct mail campaign done now. Labels are ready for us in the office for every incoming freshman.
• Voting was conducted for the Doug Taggert Award.

Tom Riddle comments:

• What happens if the weather is bad on Saturday? Decision is to have the picnic rain or shine. How about the boats if it is raining? Decision was yes! We need two eights – Mono and Blitz. Tom will send an email to rowers about first come first served for rowers to row the boats over to Sandy Run.
• Occoquan is having their Occoquan Day this Sat. so traffic will be a bit heavier.
• Tom discussed the history of who receives trophy blades. All departing seniors and international students are getting a trophy blade this year. Same occurred last year but not in previous years. In previous years, only 4 year rowers got trophy blades.
• Motion is to give trophy blades to all departing seniors and international students this year. There was some discussion. Everyone seemed to want to keep the policy of giving a blade to all. Seconded and approved.
• Motion is to make it the standard operating procedures that we give trophy blades to all departing seniors and international students each year. Seconded and approved.
• Question is how does a rower get a letter. Coaches make the decision. Based on academic eligibility, participation in "varsity level" competitions during the season, and overall commitment and cooperation. There are no written rules right now.
• Coaches need to email Tom R. the rower awards.
• Raffle tickets for the 50-50 raffle at the picnic. Dorothy will get tickets for the raffle.
• We need plates (200), forks (300), hamburgers (150), hamburger buns (150), hot dogs (100), and hot dog buns (100) for the picnic. Karen Alam volunteered to purchase. Karen Alam will get 8 bags of ice.

Meeting was adjourned at 10:00 PM.

Hylton Crew Booster Club
Meeting Minutes
March 6, 2003

Tom Riddle called the meeting to order at 7:35 PM

I.              Roll Call of Members

Tom Riddle, Janet Boots, Brian Tassi, Gretchen D., Alison Kehlet, Miller Kehlet, Linda Hinz, Mark Fichten, Ginny Fichten, Dave Elcano, Alex Talley, Mike Malak, Bob Taylor, and Ken Lamm

II.                Reading and Adoption of Minutes

Minutes were read and approved without comment.

III.                Treasurer’s Report

Report was presented and approved.

We have made full payment for our new boat.

We need to make deposits for the buses for Stotes and Nationals ($150 each).  The hotels will be due in April.

IV.                Reports of Officers and Committees

Student Reps:

There is a proposal to have the experienced rowers become big brother/sister for the novices.

More drivers are needed to get folks to practice and some for the ride home, but not all.

Prom has been delayed until after Nationals.

Secretary:

Roster list to be finished this week.  We need to be sure all of the rowers have a swim test on file.

U.S. Rowing liability forms will need to be signed for us to be covered.

Coaches’ Report:

Brian reported Saturday is the first day that the  teams can row at 8:30 Men, 9:00 Women. 

There are now 23 guys.  We picked up 2 wrestlers.  8-9 may be novices.  However, there does not appear to be a need to worry about cutting anyone.

Uniforms:

Uniform order has been submitted. 

NCASRA:

The forms need to be submitted by March 18.  FCPA recommends Weds. As the first day on the water.

March 9 and 16 Launch Driver Training at Sandy Run. 

Adaptive rowing will be done at Bladensburg.  The local Park Authority is donating $5K.  Any donations will be acknowledged in the program.

Judge/Referee Official Training: March 15 in Baltimore or call Roxanne (703-750-1777) and they will train individually.

PWCA:

Boathouse expansion update:  The County has requested some updates to the submissions.  PWCA needs to submit measurements on the existing building.  There is a concern about what this may force PWCA to do.

Maintenance:

Motors will be coming down on Friday at about 3:30.  We have two boats without names.  We need to get  “Hylton” name on the boat.  There are no Port-o-Lets down by the water yet.

50 Spacers @ $0.60 are in and the coaches now have them.

We now have a chance to have to get the boats back late Saturday and PWRC is supposed to pay.  Bob and Janet have offered to let the trailer be parked either at his house, or at the horse barn.

We need to know where coach’s launches are leaking.

Fund Raising:

Another car wash has been planned.

Cookie dough has been distributed.  There are more forms available.

We had voted to do a row-a-thon.  We are still planning to do this during Spring Break.  Pledge forms and a form letter to send out for donations will need to be prepared.

Volunteer:

We will look at how to post to the website for opportunities.

V.  New Business

Pasta Dinner

We are looking to have the Pasta Dinner on March XX at 7:00.  Janet will issue the dinner requirements. DATE has had to be changed due to another booking – We are a “go” for 19 March.

Rowing “Scholarships” for 2003

The Board had authorized the President to make the final decision working with the coaches to award up to 2 scholarships for Spring crew.

Order additional Crew gear items for local sales?

We need to decide what we will buy and how much we will buy.  We don’t have much in stock right now.

Tracking Fundraising

Ginny will investigate a new way to track fund raising.

Picnic

We have tentatively chosen the first weekend of June for the picnic (Saturday 7 June).

The meeting was adjourned at 9:38.

Tom Riddle called the meeting to order at 7:32 PM

Roll Call of Members

Tom Riddle, Andrea Moss, Dave Elcano, Michael Heisey , Brian Tassi, Dru McNight, Linda Hinz, Miller, Mark Fichten, Mike Malak, Karen Alam, Ronda Slocumb, Linda Hinz, and Ken Lamm

Reading and Adoption of Minutes

Adopted without dissent.

Treasurer’s Report

No report due to a death in the family.  We have not received any money for the sold oars.

Reports of officers and committees

NCASRA:

We have a request to donate funds to start “adaptive” rowing for handicapped individuals.  Due to the current uncertainty on our budget, the issue was tabled.

2/19 Mandatory meeting NVRPA.

2/8 Coaches meeting.

Management Operation plan due 2/24 sent to each booster President.  Tom has not received the document.

Team photos by March 4, 2003.  We will take the team photo on Saturday, March 1.

OLOC meeting 2/12.

Judge referee training 2/15 8-3 at TC Williams.  Food will be provided.

PWCA:

Doug Taggart has gotten required PE analysis for free.  He has submitted 3 bids on removing the trees.  We are just about ready to break ground if we don’t hit any other roadblocks.

Coaches’ Report:

Brian called Vespoli today to discover the sales representative had left.  TC Williams think they are going up Feb. 15 so we might be able to get the boat then.  We will find out tomorrow.  Washington and Lee is picking up a new trailer and may be able to get the boat.

Several more freshman women have asked to sign up.  We might be able to handle more boats if they alternate through on the water.  Up to 3 women’s freshman boats are possible.  The guys just seem to want to work jobs.  It may not be a problem if only 2 boats show up.

Maintenance:

We have a potential volunteer to be the Maintenance coordinator, Gene Leone.

We can go ahead and change the lights.

Forest Park wants the Alecto now.  Tom Mullen will pick up our boats during the first week of March.  Both boats are scheduled to have been completed.  Tom will contact Charlie to finalize payment and then transfer the boat to Forest Park for the trip back on their insurance.  The boat will be sold for $5,000 and we would be able to cancel our coverage.

Fund Raising:

Request to the coaches to talk up the fundraising.  We ran out of Yankee Candles info, but that should be taken care of tomorrow.  Details about where to drop off documents and payments was not included in the instructions.  897-9521 is the number to call for info.  We need all Joe Corbi’s info on February, 18.

We are doing the Doughnut sales at WalMart on 9 to 3 on Sunday, February 16th .  We will need to set up shift for sales (about 4 people per 2 hour shift).  Karen will deliver the doughnuts in the morning.

We need towels to dry the cars, signs for the car wash, buckets, step stools, wheel cleaners, and step stools.  Mark will supply sign holders for the car wash.  The first car wash is on March 2.

We will also be selling chocolate bars.  The rower’s will buy the candy from the club and sell to recoup the money.

Student Reps:

Nothing to report.

Unfinished Business

Spring Novice Picnic

The Ranger is planning to meet us at the Club House.  She wanted to come to the school so she is ready to talk.  We will have handouts that will eventually be loaded on the website.  Dru has prepared a handout on how the rowers should dress.  Ronda will develop a handout on the parent’s dress for race day.

“Cut” procedures

We will use a rotation plan given the numbers that we have signed up now.  That may change if there is a resurgence of interest.

US Rowing Coaches payments

Tom moved to reimburse the coaches a flat payment of $250 instead of requiring receipts.  The movement was approved.

New Business

Spring Season Refund Strategy

The Board will not refund dues due to events beyond our control.

Website

Mark will update the website with the correct dues.  We will update the uniform data on the website.

PWRC Funds

PWRC’s new board is reluctant to provide a goodwill gesture the previous board had discussed with us.   We will ask them to either do it now or don’t bother.  PWRC was lucky because Hylton had the best insurance.

The meeting was adjourned at 8:59.

Copyright © 2001-2007, Hylton Boosters Club, Inc. (a not-for-profit corporation) All rights reserved.
Questions?  Contact our webmaster.