Home --> Boosters Meeting Minutes - Current                                                               <last year>

2003 - 2004

I. President called the meeting to order at 7:41 PM.

II. Roll Call of Members

• President: Miller Kehlet

• Treasurer: Linda Hinz

• Student Representatives: Matt Hinz, Dana Riddle, Alli Kehlet

• Secretary, Webmaster: Mark Fichten

• Registration, Regatta Mandatory Jobs Coordinator: Ginny Fichten

• Coaches: Brian Tassi, Michael Heisey, Mike Malak, Jeannie Noel

• NCASRA Representative: Jim Heeren

• PWCA Representative: Doug Taggart Not Present

• Maintenance: Bob Taylor Not Present

• Fundraising: Dorothy Lazor

• Uniform Coordinator: Susan Casebere Not Present

• Novice Representative: Denise Propps Not Present

• Concerned Parents: Andrea Moss, Lynn Holgate

III. Reading and adoption of the minutes. Adopted.

IV. Nominations and voting for Vice President. Ginny Fichten has volunteered to take this position until new officers are elected at the June picnic. Board voted her in.

V. Reading of the Treasurer’s report. Adopted.

VI. Unfinished Business

1. From January Board Meeting: ARAMARK wants their shirts, hats, and buttons returned or they will charge us for them. Janet Boots still has a shirt and hats. Ginny Fichten said that Hylton owns the hats. Dave Elcano is working on getting them turned in. Ginny will email Dave to find out what is going on. April update: Still need several shirts turned in. May update: Ginny found 3 of 5 shirts. No issue at ARAMARK. She got some new hats. Wish list for Nissan is in. ISSUE CLOSED.

2. From April Board Meeting: Reference the end-of-year blades:

• Someone needs to provide Bob Taylor with the full names and years rowed of all the seniors. May update: Ginny will take care of this.

• Need to determine who will be responsible for engraving. May update: Randy Devens said he would do it at his business (new Potomac Mills) for us for free. Need to determine who is going to do this. Ginny will check with Bob Taylor.

• Bob will take a look at all the undistributed stuff in the boathouse. May update: This stuff is no longer at the boathouse. Ginny will check with Bob Taylor.

3. From April Board Meeting: More discussion is needed: Recommendation was to sell the extra oar set. No decision was made. Then, perhaps buy a new set next year. April was a good time to sell oars. PWRC is looking for a set of oars. May update: The oars have been offered as a fundraiser to parents of rowers for $125.00 each. We could probably get $1000 for the entire set on the open market. Need to solicit the parents to see what interest there is. We need to ensure that if we sell to parents, we have 8, 4, or 0 oars left over. The Kehlet's, Casebere's and Fichten's each want to purchase one. Miller will send the email to the Boosters asking what interest there is in purchasing an oar. Board will determine what to do at the next Board meeting.

4. From April Board Meeting: Need to discuss next year’s fundraising soon. We need to submit it to the school by the May 14. Our proposed fundraising schedule is due to the school on May 14. Dorothy has it tentatively drawn up. May update:

• Dorothy handed out a projected fundraising schedule. Need a letter writing campaign to businesses, banks, etc. Candy sales, Christmas greens, hand warmers, etc. OCR concessions in October if we get it. Fall Tag Day. Perhaps do 2 Tag Days per year. Try for the first Saturday of October. Pizza sales and desserts. Kohl’s for winter. Flowers and candy to sell in school for Valentine’s Day. Golf cards. Trying to get the Row-a-Thon moved to a different time than Spring Break. Perhaps do an Erg-a-Thon. Mike Malak is concerned that putting kids on an erg for that long could be hazardous to the child’s health. Decision is to do a Row-a-Thon during Spring Break on Wednesday, March 23.

• Dorothy wants funds to buy temporary tattoos. She wants authorization to purchase up to $250 worth of stuff. Approved.

• Total for the Row-a-Thon was $2,675. Club funds were $1,570. Rower funds were $1,105.

• Internal Building Use Form: Need to get this form put in by May 14.

• Meeting & Date:

  • Freshman Orientation Day TBD

  • Back to School Night TBD

  • Fall Crew Call-Out September 14, 2004

  • Boosters Executive Board Meetings First Thursday of each month

  • Fall Crew Pasta Dinner October 28, 2004

  • Winter Crew Conditioning Sign Up November 16, 2004

  • Spring Crew Call-Out January 20, 2005

  • Spring Crew Pasta Dinner March 17, 2005

  • Stotesbury and Nationals Orientation April 28, 2005

5. From April Board Meeting: Need to talk about how we are going to do fundraising next year. Will rowers get a direct benefit? Dorothy has a proposed amendment to our financial structure, fundraising/fees. May update: Postponed. Need to set up a separate meeting to discuss this topic. Board decided to schedule a meeting for Thursday, May 27, location TBD.

6. From April Board Meeting: Nissan discussion: Insurance: Doyle has the paperwork and needs to drop it off with Linda. Need to determine whether we are going to pay the $212.00 fee or figure out if there is a renewal that is cheaper. May update: Doyle gave Linda the US Rowing packet. We did pay it. ISSUE CLOSED.

7. From April Board Meeting: PWRC (adult program) wants to know if we are interested in leasing them boats, launches, motors, etc. Need to determine if the Board is interested in this and if so, what leasing options do we want to offer for the summer program? This should be started now so any questions can be answered. April update: Last summer we rented them the Newbee (8) and the Won More (8). Our budget has $1,400 in it as an estimate on income from this venture. The Board decided not to rent the Filippi or the Rude and Smooth. The NewBee (8) and Blitz (8) could be safely rented. Hatchet oars are included. Must not wrap the handles with anything. No cox boxes. One launch with a specific numbered motor would be OK as long as there is an additional fee charged. The eights could be at least $700.00 each. The launch should be an additional fee. Update since April meeting: They want two 8’s not necessarily 2 sets of oars. The one launch and motor are fine, and Miller told them (nicely of course) that they need to get their own cox boxes. They also suggested splitting the cost of the shoes they put in the NewBee. Board needs to discuss this. Miller is not sure what we charged them last year. They cover the gas during the summer, so Miller will let Brenda know to cut back toward the end of the season. May update: They want 2 8’s, 2 sets of oars, one launch, and one motor. Profit last year was $1,400.

• In lieu of a 5% rate increase this year, Miller suggested that we charge them the same amount as last year, $1,400, and write off the money we owe them for the shoes last year. APPROVED. Next year, the fee should include a 10% increase to $1,540.

• Suggestion was to loan them motor #3. APPROVED.

8. From April Board Meeting: Need to determine if we want to participate in the celebration of 35 years since Montclair was incorporated / established, a parade will be held on Saturday, June 5. They will welcome a Crew Float. As in past years, parade participants will be given tickets to have a soda, sandwich, etc. at the Montclair Days picnic immediately following. April update: Board decided not to decide tonight. May update: This is the picnic day so the decision is no. ISSUE CLOSED.

9. From April Board Meeting: Need a name for the Filippi. Matt Hinz will get with the rowers and provide the Board with 2 or 3 suggested names. May update: Matt didn’t have any names. Tabled till next month.

VII. New Business

1. Need to discuss who will run for Board positions for next year:

• A. President – Miller wants to stay on as President even though she won’t have a rower next year. She also wants whoever is the VP to go directly into the President’s position next year for continuity. Parents would still need to vote that person in, but the person would know that they were in for a 2 year stint on the Board. APPROVED.

• B. Vice President – Ginny Fichten will run for this job.

• C. Treasurer – Andrea Moss will run for this job. Linda Hinz will consult and also become an At-Large Member.

• D. Secretary – Mark Fichten will run for this job.

• E. Regatta Mandatory Jobs Coordinator – Lynn Holgate will run for this job.

• F. Fundraising – Dorothy Lazor is waiting to see what the OLOC situation is before saying she will do fundraising next year.

• G. Uniform Coordinator – Don’t know if Susan Casebere wants to continue.

• H. Nissan Coordinator – Tabled till the future.

• I. Maintenance – Barry Rickman will run for this job.

• J. NCASRA Representative – Don’t know if Jim Herren wants to continue.

• K. PWCA Representative – Don’t know if Doug Taggart wants to continue.

• L. OLOC Representative – TBD

• M. At-Large Representatives – Linda Hinz.

2. Getting keys to Oxford distributed to various Board members needs to be discussed. May update: PWCA controls the keys for the house. The keys for the Hylton locks cannot be duplicated. Recommended that we get a set of 3 new padlocks with the same key. APPROVED. Each coach needs 2 keys and the Board needs 4 keys for a total of 12 keys. Mark Fichten will get them.

3. Need to re-look the date for the picnic since we are no longer going to St. Catherine's. May update: Picnic is now Sunday, June 6, 2004, 2:00 PM start. Location TBD. Andrea Moss will work the location issue.

4. We have to have our "Internal Building Use Request" in by 14 of May. We will get the formal request the first week of May, but that gives us no time to properly plan it. If the coaches have an idea what next years rowing schedule is like it would be most helpful. May update: Discussed earlier. ISSUE CLOSED.

5. Hylton sports presentation to middle schools. Last year we were not given the opportunity to present crew at Saunders, as they do everything in a huge one day event and we were not considered for it, as we are a spring sport or some such. I really think Dr Qualls just forgot us. The other schools do it by individual arrangement, but they like prior notice and we have to arrange for rowers to be able to attend in school time. May update: Dorothy is working this issue.

6. Items proposed by Dorothy:

• As part of the new financial structure, we need to have a binding agreement to all families. Board agreed that this was a good idea and will discuss it at the Thursday, May 27, location TBD meeting discussed earlier in the minutes.

• A formal Hylton Crew Handbook with roles and responsibilities, etc. clearly defined be developed and provided to all families. Board agreed that this was a good idea and will discuss it at the Thursday, May 27, location TBD meeting discussed earlier in the minutes.

• Need to determine the guidelines for rower scholarships. Board agreed that this was a good idea and will discuss it at the Thursday, May 27, location TBD meeting discussed earlier in the minutes.

• We could do the agreement, handbook and scholarships over the summer. The financial plan should be available to rowers and their families over the summer as an incentive to participate in our various fundraising activities. Board agreed that this was a good idea and will discuss it at the Thursday, May 27, location TBD meeting discussed earlier in the minutes.

VIII. Reports of officers and committees, as appropriate

a. President Miller Kehlet

• Nothing that hasn’t already been covered.

b. Vice President Ginny Fichten

Nothing that hasn’t already been covered.

c. Student Representatives Matt Hinz, Dana Riddle, Alli Kehlet

• If the cicadas come out this weekend, what are we going to do at Point at Sandy Run? Board can’t do anything about it.

• Miller asked the Reps:

  • There are only 2 home regattas left. Will there be a pasta party for either? Miller offered her house. No decision.

  • Miller asked Matt if the boys had decided on their t-shirts. They have not.

• Rocky stairs at Stotes are on the agenda.

d. Secretary Mark Fichten

Nothing that hasn’t already been covered.

e. Registration Ginny Fichten

Nothing that hasn’t already been covered.

f. Regatta Mandatory Jobs Coordinator Ginny Fichten

• One person who was signed up for concessions had a conflict this weekend. It will be covered one way or the other.

g. Coaches Michael Heisey, Mike Malak, Jeannie Noel

• Brian Tassi:

• Would like one more coach on staff for the girls next year. We are authorized up to 6 coaches.

• Big teacher turnover this year. Someone needs to talk to Mrs. Custard about hiring a teacher who can be an assistant Crew coach. We need a teacher on the Hylton staff who is a coach or assistant coach. Ginny Fichten and Michael Heisey will talk to Mrs. Custard.

h. NCASRA Representative Jim Heeren

• NCASRA Board roster needs to be submitted. Mark Fichten will take care of it.

• Jim needs to talk to OLOC about us providing 2 people who each participate ½ time.

i. Fundraising Dorothy Lazor

• Only 13 people raised money during the Row-a-Thon. It should be mandatory next year.

• Car washes in June 12, July 17, August 28, September 11 and 25, and October.

• Checking on the Wal-Mart contribution.

• Nissan still needs to be sorted out. Ginny Fichten is working it.

j. Nissan Coordinator Ginny Fichten

Nothing that hasn’t already been covered.

k. Webmaster Mark Fichten

Nothing that hasn’t already been covered.

Stotes Discussion:

• Boats should leave NLT 5:30 AM Thursday. Mark Fichten is driving his truck with the trailer. Rob Kehlet is driving the rental van and will follow him.

• Need to be careful about how much help there is for the launching and recovering of boats. If you are helping, know that buckets should be moved to the recovery dock after launching and not back to the tent.

• Accountability of property is critical. We left 4 oars at Mathews last weekend and we can’t let things like that happen again.

• It would be good if the Coxswains had a place to put the Cox boxes when they come back to the tent. Decided that the food person will take them.

• Coaches are the only people authorized to tighten nuts on boats. If you are helping rig a boat, only put nuts on finger tight.

• All buckets should be marked with Hylton. A bumper sticker would be a good thing to put on them.

• Ginny Fichten, Denise Propps, Lynn Holgate, and Susan Casebere will be chaperones on the bus.

Linda Hinz is opposed to taping the doors closed at Stotesbury. Much discussion was made on this issue. Miller said that she is the one responsible and the doors will be taped.

IX. Meeting adjourned at 10:03 PM.

Roll Call of Members

Present:

• President Miller Kehlet
• Treasurer Linda Hinz
• Student Representative Matt Hinz
• Secretary/Webmaster Mark Fichten
• Coaches Mike Malak, Brian Tassi
• NCASRA Representative Sarah Heeren (representing Jim Heeren)
• Maintenance Bob Taylor
• Fundraising Dorothy Lazor
• Uniform Coordinator Susan Casebere
• At-Large Member Andrea Moss

Not Present:

• Vice President Doyle Raines
• Nissan Coordinator/Registration/Regatta Mandatory Jobs Coordinator Ginny Fichten
• PWCA Representative Doug Taggart
• Novice Representative Denise Propps
• Coaches Michael Heisey, Jeannie Noel
• Student Representatives Sarah Hangsleben, Dana Riddle, Alli Kehlet

NOTE 1: Decisions and actions for future meetings are highlighted in cyan.

NOTE 2: All dollar amounts, if any, and all discussions about Rowerships will be removed from the web and email versions of the minutes.

NOTE 3: There is an Action Item Table at the end.

Meeting called to order by the President at 7:33 PM.

Reading and adoption of the minutes

• Minutes from last meeting were adopted and approved.

Reading of the Treasurer’s report

• The accountant is working on the corporation’s tax return.
• The balance of the boat loan for the Doug Taggert is $       . We pay $        monthly at        % interest rate. Loan will be paid off by about January 2005.
• Treasurer’s report was adopted and approved.

Reports of officers and committees, as appropriate

President Miller Kehlet

• President will cover her items throughout the meeting.

Vice President Doyle Raines

• Not present

Student Representatives Matt Hinz

• The President asked if the rowers are being talked to about the Row-a-Thon. Bottom line is that communication could be better.
• Regatta last weekend was good.

Secretary Mark Fichten

• No update

Registration Mark Fichten representing Ginny Fichten

• Board decided that the roster that was passed out at the Pasta Dinner should be emailed to everyone.
• End-of-year blades:
  • Distribution: Some Board members felt that only rowers who rowed each year they were at Hylton should get a blade. Others felt that all senior rowers should get a blade. Board Decision: All senior rowers will get a blade.
  • Bob Taylor has a couple of blades at home.
  • Someone needs to provide Bob Taylor with the full names and years rowed.
  • Bob orders blades. Cost is about $        each.
• Plaques are taken to Mr. Devins. Engraving is not free. Need to determine who will be responsible for this.
• Bob will take a look at all the undistributed stuff in the boathouse.

Regatta Mandatory Jobs Coordinator Mark Fichten representing Ginny Fichten

• Dorothy is the OLOC representative.
• Miller is the POC for dock moving.

Coaches Mike Malak, Brian Tassi

• Mike Malak:
  • Novices broke the wooden handle on a 4 stripe men’s oar. According to Bob Taylor, it is not reparable. Need to consider buying one new oar or switching a 3 stripe to a 4 stripe and selling the 4 stripe set.
  • New four is rowable. Finish is not quite complete. Needed a lot of sanding.
  • Mike talked to Michael about acceptable behavior at the Point. No sharing sleeping bags, etc. Coaches are responsible for the rowers at the Point. Coaches will talk to the rowers. Student representatives need to talk to the rowers too.
  • Coaches have asked the kids to be flexible and they have been doing well.
• Brian Tassi:
  • Nothing specific.

• Stotesbury discussion:
  • Transportation:
    • Bus companies will only hold till tomorrow probably. Cheapest price so far is $        with a $        deposit.
    • School busses most likely.
  • Stotes registration. Brian said that it is just part of signing up for the races.
  • Tent license is required because our tent is larger than 10’ x 10’.
  • Stotes has separate releases.
  • Entries are due the last week of April.
  • Mark Fichten will tow the boat trailer to Stotes.
  • Number of rowers is about 50. Will be reduced if the bus is smaller.
  • Doyle reserved 27 hotel rooms at the Holiday Inn. Cost per room is $        including tax. Brian wants a room by himself. Michael will share with Jeannie if her husband doesn’t go.
  • Matt Hinz would like to arrange for the rowers to run up the Rocky stairs. Board concurred that it is a good thing, but must be done after all our races are complete.

• Matthews Regatta:
  • Bottom 2 women’s boats. 18 rowers or so.
  • Boys: 18 rowers or so.
  • Mark Fichten will tow the trailer.

• St. Catherine’s Regatta:
  • Rower estimates from coaches:
    • Girl’s team: Minimum 9, maximum 16.
    • Boy’s team: Minimum 5, maximum 10 but could go to 15.
  • Need to know how many rooms to book.
  • Out of state authorization is difficult. Out of country is extremely difficult. Miller is working the paperwork.
  • Best transportation is to use privately owned vehicles (POV) instead of trying to rent a bus or vans.
  • Leave Thursday about 11:00 AM so the rowers don’t "miss" a day of school. Return Sunday.
  • Will try to piggyback our boats on someone else’s trailer.

NCASRA Representative Sarah Heeren (representing Jim Heeren)

• No update. Board excused Sarah early.

PWCA Representative Doug Taggart

• No update.

Maintenance Bob Taylor

• #5 motor is coming back from maintenance tomorrow.
• Linda will look for the boat registrations in the PO Box.
• Won More still needs some electronic items installed on it.
• 3 or 4 of the Cox boxes have problems but are probably taken care off by now. #4 has a center plug that is pulled out.
• Michael is ordering two impellers.
• Recommendation is to sell the extra oar set. No decision was made. Then, perhaps buy a new set next year. Now is a good time to sell oars. PWRC is looking for a set of oars.

• From December Board Meeting: Bob will price some replacement launches.
  • Bob handed out information on new launches. $        is a good estimate for a 14’ Lowe Delta Jon boat with a hull gauge of .077". He recommends buying the heavy .077" gauge instead of the thinner .050" gauge. Boats will last longer and be much more sturdy. A center console costs a minimum of an addition $       . Salesman did not recommend putting a console in a boat without at least a 20HP motor.
  • Bob recommends selling motor #5 now so we can get some money for it. The maintenance person says we can probably get $        for it if we sell it now. If we wait till later in the season, nobody will want it, and it might not be worth anything. We have $        in the budget for motors. A new 4-stroke motor costs about $       . Board Decision: Bob Taylor is authorized to sell motor #5 and order a new 4-stroke motor as soon as possible. Maximum price for the new motor is $        or he needs to come back to the Board for approval.

Fundraising Dorothy Lazor

• Great Tag day!
• Great car wash! We made $       0.
• Pizza and cookie dough made $       .
• Next car wash is April 18 from 10-3.
• Row-a-Thon is April 7.
• Need to discuss next year’s fundraising soon. We need to submit it to the school by the first week in May. CISL already has done theirs.
• Need to talk about how we are going to do fundraising next year. Will rowers get a direct benefit?

Need separate meetings to discuss:

• Fundraising
• Rowerships
• Etc.

Nissan Coordinator Ginny Fichten

• Insurance: Doyle has the paperwork and needs to drop it off with Linda.
• Need to determine whether we are going to pay the $        fee or figure out if the is a renewal that is cheaper.
• Linda and Miller said they would volunteer for some concerts.

Uniform Coordinator Susan Casebere

• An order for the lycra shirts is going in soon.
• Uni’s have not arrived yet.
• Possibly get 2 piece uniforms for novice rowers for next year. They could sell them back to the Boosters at the end of each year.
• Need to discuss changing the uniform for the rowers. Could possibly get more participation on the men’s side if they didn’t have to wear unis.

Novice Representative Denise Propps

• Not present.

Webmaster Mark Fichten

• Regatta results are on the web site. Would like the coaches to verify that I have put the correct info on the site prior to advertising it to the rest of Boosters and rowers.

Unfinished Business (ALSO SEE ACTION ITEM LIST AT END OF AGENDA)

1. From March Board Meeting: Shoes for the Filippi were approved for purchase: Mike Malak reported that they made the order for shoes from the Filippi representative and have received 2 pairs of size 12½ shoes. There is two pair of size 13 shoes on order when they come in stock. The invoice for the 2 pairs we received was given to Linda Hinz.
2. From March Board Meeting: Miller volunteered Rob to make the forms and letters for the Row-a-Thon. Have they been done? Yes.
3. From December Board Meeting: Hylton Crew polo shirts and short sleeve T-shirts. January Update: Doyle has found a source for good-looking polo shirts. He will email Mark Fichten pictures, description, and cost. No update in February, March, or April.
4. From December Budget Meeting: Michael Heisey will check on the cost of a boat with a center console. No update in January, February or March. April update: Bob Taylor priced a center console at a minimum of $       0. This itemed is closed.
5. From January Board Meeting: ARAMARK wants their shirts, hats, and buttons returned or they will charge us for them. Janet Boots still has a shirt and hats. Ginny Fichten said that Hylton owns the hats. Dave Elcano is working on getting them turned in. Ginny will email Dave to find out what is going on. April update: Still need several shirts turned in.
6. From January Board Meeting: Parent orientation at Oxford boathouse. April update: Sunday, April 25 may be a good day to do it. The boathouse will be open. Miller will organize it unless someone else will do it.

1. New Business

1. April: PWRC (adult program) wants to know if we are interested in leasing them boats, launches, motors, etc. Need to determine if the Board is interested in this and if so, what leasing options do we want to offer for the summer program? This should be started now so any questions can be answered. April update: Last summer we rented them the Newbee (8) and the Won More (8). Our budget has $        in it as an estimate on income from this venture. The Board decided not to rent the Filippi or the Rude and Smooth. The NewBee (8) and Blitz (8) could be safely rented. Hatchet oars are included. Must not wrap the handles with anything. No cox boxes. One launch with a specific numbered motor would be OK as long as there is an additional fee charged. The eights could be at least $        each. The launch should be an additional fee.

   Brenda Taylor is the gas person. She has the key. Miller doesn’t have it anymore.

2. April: Need to discuss the SOL's and Stotesbury, accommodations and travel. April update: Discussed above
3. April: Need to discuss permission for St Catherine’s, accommodation and travel. April update: Discussed above
4. April: Need to determine if we want to participate: In celebration of 35 years since Montclair was incorporated / established, a parade will be held on June 5 (Saturday). They will welcome a Crew Float. As in past years, parade participants will be given tickets to have a soda, sandwich, etc. at the Montclair Days picnic immediately following. April update: Board decided not to decide tonight.
5. April: Need to set a date for the end of year picnic. April update: Graduation is June 14. Only day available is the 13th because of the car wash on the 12th. Board Decision: Picnic is going to be on June 13th, time TBD.

Miller wants the Board to consider getting a Boosters credit card for gas and other purchases.

Need a name for the Filippi. Matt Hinz will get with the rowers and provide the Board with 2 or 3 suggested names.

Roll Call of Members Present For Meeting:

• Miller Kehlet, President
• Mark Fichten, Secretary, Webmaster
• Dorothy Lazor, Fund Raising Coordinator
• Brian Tassi, Coach
• Mike Malak, Coach
• Jim Herren, NCASRA Representative
• Ginny Fichten, At Large Member, Registration Chair, Mandatory Regatta Job Coordinator, Nissan Pavilion Coordinator
• Andrea Moss, At Large Member
• Alli Kehlet, Student Representative
• Matt Hinz, Student Representative
• Sarah Hangsleben, Student Representative
• Dana Riddle, Student Representative
• JR Taylor, Interested Rower

Miller Kehlet called the meeting to order at 7:40 PM.

NOTE 1: Actions for future meetings are highlighted in cyan.

NOTE 2: All dollar amounts, if any, will be removed for the web version of the minutes.

NOTE 3: There is an Action Item Table at the end.

Adoption of Minutes

• February Boosters Meeting minutes tabled till next meeting because it wasn’t available for review.

Treasurer’s Report (Linda Hinz)

• Linda is out sick.

Student Representatives

• The Hinz’ Dad and brother signed up for launch driver training. Mr. Fichten recommended they sign up soon for the launch driver positions they want.
• The water is cold!
• New quad oars are really nice.
• Representatives are encouraged to get as many rowers to the car wash and Tag Day as possible.
• New coxswain, Ben, sophomore, wants to cox for the boys novice 8.

Secretary (Mark Fichten)

• The trailer license plates have been ordered.

Registration (Ginny Fichten)

• Passed out a roster of rowers.
• There is a letter to the Board asking about rowing with no money turned in.
• New novice boy, Chris Imhof. Makes a total of 8 novice boys.

Coaches’ Report

• Mike Malak:
  • Appreciate all the work that Bob Taylor has done with the boats and motors. Brent Protacio is frequently down at the house working too and his help is really appreciated.
  • The Blitz, Taggert, and Won More have no/bad stroke counts.
• Brian Tassi:
  • No practice for the novice girls this Saturday so they can go to the car wash on time.
  • Starting next week, the experienced girls will be going to Gold’s Tuesday’s and Thursday’s.
  • Filippi:
    • Has some damage that needs to be replaced.
    • The shoes are girl’s size 9. Need to get new shoes. Board voted to purchase new shoes. Cost will be about $     .

Jim Heeren (NCASRA Representative):

• Tag Day:
  • Meet at 0800 at the Kehlet’s on Saturday March 13. We will organize, issue instructions, have a pep talk, and get out into the neighborhoods by 0845. Uniform is serviceable Crew gear. How should the groups be organized? Four people in a car with one adult. Two groups of 2 going down opposite sides of the street. Need fifteen cars for 61 rowers. Stay out till 12:30. Goal is not to come back without at least $      per rower. Each car should get $300. Continental breakfast. Need 6 more drivers.
• NCASRA:
  • The SRA (Nationals) will be in Mercer (New Jersey) in 2005. It is a new reconstructed course.
  • About 15 of 40 local area teams are going to Orlando this year. It is at Turkey Lake Park. Building 2 new docks. Closing ceremony will be at Sea World.
  • The Governor of Virginia named May 2004 Scholastic Rowing Month.
  • Miller Kehlet: Photo was sent to Glen Hoptman but he said that it needed to be sent to a different person. It was sent to that new person. We need a write-up to accompany it.
  • The Occoquan Local Organizing Committee (OLOC) bought three new grills for concessions.
  • Course set up continues this weekend.
  • Coaches are asked to talk to rowers not to play on the docks or pontoon boats.
  • March 9, the volunteer list needs to be in.
  • March 15, the team eligibility list needs to be in.

Regatta Mandatory Job Coordinator (Ginny Fichten):

• Still have two non-launch driver positions still open. One is for the first regatta (Dockmaster assistant) and one for the second regatta (Point control assistant).

PWCA Representative (Doug Taggart):

• Not present.

Maintenance (Bob Taylor):

• <Much of the following was provided in an email prior to the meeting>
• Motors:

• Motors 1 through 4 appear to be working fine now except #1 might still have some low idle issues. I've asked Tim to look at that and he will within the next couple of days. The motor will NOT leave the house. He'll make the adjustment (2-3 minute job) right at the house when he returns #5.

• #5 - Should be OK now. Too much grease or something like that prevented the starter from engaging. Tim will return it. Brent has the kill switch for # 5 and will put it in the house. Brent will tell the coaches where it is in case you need #5. PLEASE don't leave the kill switch on #5 if you use it (for that matter, we don't want to leave any kill switches on any motor).

• Launches:

• Appears we have stemmed the major leaks. We will work more as you can ID areas to look at. Another thought...coaches, have you decided that specific launch is yours? (Like we've done with the motors??) If so, please let Brent or I know what the pairings are.

• Shells:

• Oars:

• Rigging:

• Paperwork: 3 of the 5 launches we are using will need to be re-registered in the near term. I will do that and send the bill to Linda.
• Dock: Finally - one of the tasks I've done in the past is try to coordinate (for Hylton's fair share) having people on Friday evening to take the dock to Sandy Run and then be available to bring it home again after the regattas. I don't see me doing that this year. If we can't get a Parent to take on the Maintenance role we should at least strive to find a volunteer, or make it a must fill job, every time we move the dock to SR. If Brent wants to do that OK but I don't think this should be his part of the deal. This is pure Parent stuff. We (Hylton) do NOT want to become one of the schools that is more than happy to use the dock at SR but send no one to help get it there or get it home. There is already one school who has routinely done this and IT IS NOTICED. We (the Board) need to work this now - and hard. This must be a topic at the Pasta Dinner.

Fund Raising (Dorothy Lazor):

• A car wash is this Saturday.
• Friday is turn in for pizza and cookie dough order forms.
• Tag Day already has been discussed.
• Another car wash is on March 20.
• Row-a-thon information needs to be determined and put out to the rowers. Wednesday, April 7 will be the Row-a-thon. Board recommended keeping the $      limit like last year. Typical distance to row is about 20 miles. Miller volunteered Rob to make the forms and letters.
• Pasta Dinner is March 25. Need to start planning.
• Need food, agenda, flyers, web site and handouts (regatta schedule, etc.). Ginny and Dorothy will coordinate the dinner.
• Bought 120 pairs of hand-warmers for selling at football games next year. We also have 18 ponchos and 6 umbrellas too.

Nissan Coordinator (Ginny Fichten):

• Paperwork was completed yesterday. Up to 10 concerts for up to 10 people. There are 31 groups on the list. Most often, each group will get 6 spots for each concert. SO, we may not be making as much money this year. The new lady there is very nice and easy to work with. We owe them 5 shirts but only know where 2 are, so we may have to pay for 3. She is looking for people to work the first concert on May 8th but that is States regatta. Concert list has not been released yet. When it is, we will owe them an email telling them our desires.
• TIPS training: Two classes on March 20 at Nissan, and one class on April 3 in Fredericksburg (This is a regatta day).
• They need a copy of our non-profit statement.
• Insurance is an issue. Linda Hinz says that she has paid $      in the past but the paperwork from Nissan says $      for up to 10 concerts.

Novice Representative (Denise Propps):

• Not present.

Webmaster (Mark Fichten):

• Nothing to report

Unfinished Business (ALSO SEE ACTION ITEM LIST AT END OF DOCUMENT)

1. From December Board Meeting: Bob Taylor will price some replacement launches. No update in January or February.
2. From December Board Meeting: Canadian schoolboys?? St. Catherine’s?? Not discussed. Needs to be discussed at a future meeting. January Update: Dorothy has some information about accommodations. This regatta is the week of exams. Arrive on the 3rd, race on 4th, 5th, and 6th and leave on the 6th. Only need about 8 hotel rooms. Biggest problem is busses. Need a smaller bus that holds 40 people maximum. We will probably be taking 1 boy’s eight and one girls eight and four. May be able to put our boats on another school’s trailer. February update: None. March update: Miller is getting lots of emails about whether we can go or not. She spoke to Dr. Quals about it. He gave her a copy of a letter that needs to be filled out.
3. From December Board Meeting: Hylton Crew polo shirts and short sleeve T-shirts. Not discussed. Needs to be discussed at a future meeting. January update: Doyle has found a source for good-looking polo shirts. He will email Mark Fichten pictures, description, and cost. February update: None. March update: None.
4. From December Budget Meeting: Michael Heisey will check on the cost of a boat with a center console. January update: None. February update: None. March update: None.
5. From December Board Meeting: Sandy Run walk-through: Would like the board to look ahead for a good date for the Sandy Run walk-through. January update: Sunday, March 7 is a good day. Mike Malak has a key for the main gate. Directions need to be sent out but they are on the web site now. Meet at 2:00 in the upper parking lot on the right. This is something we should put out at the spring call-out. February update: None. March update: The walk-through is this Sunday at 2:00.

New Business

1. Stotes discussion: Mark Lober is going to try to get the same trailer he got last year.
2. Mark Fichten: If anyone gets the new trailer license plates, please let Mark Fichten know.
3. Miller Kehlet: There is a launch for sale with very good motor. $3,000 on behalf of the RRC @ Mugruder-dent boat house (UVA)
   
   
   Need to find out what kind of motor it has, size of motor, how old the boat is, how old the motor is, etc. We should also have someone go look at it. Miller will email him with the questions.
4. Board looked at the Holiday Inn contract and pending approval of our trip to Stotesbury, the Board approves it.

Meeting was adjourned at 10:20.

Roll Call of Members Present For Meeting (in no particular order):

• Janet Boots (President)
• Linda Heinz (Treasurer)
• Mark Fichten (Webmaster & Secretary)
• Michael Heisey (Coach)
• Brian Tassi (Coach)
• Ginny Fichten (At-large member & NCASRA Regatta Rep.)
• Dorothy Lazor (Fund Raising Coordinator)

Janet Boots called the meeting to order at 7:40 PM.

Shell cost: $       has peen paid. $       will be divided into 2 years at $       each year. Will purchase one Dirigo Quad. This reduces the budget by $      .

Launches: Michael Heisey will check on the cost of a boat with a center console.

Ergs: Used ones are no longer available but we should keep the line in and bank the money unless we have to remove the line later.

Motors: Bank the money till June and make a decision then.

Chase boat engine maintenance: Increase by $       to $      .

Donuts: Delete this fundraiser of $      .

Blades: There are some leftover blades from last year.

Insurance:

• School liability insurance is for varsity sports that pay the fee. We haven't paid the fee this year or any previous year.
• Leonard insurance is for shell damage.
• We don't know what City Securities insurance if for.
• US Rowing is liability insurance.
• Club needs to reevaluate our insurance situation and figure out what we have, what we should have, and how we get it.

Oars: The $       is for the quad.

US Rowing: The payment has been deleted but we probably should add it till we know what we should do.

Registration fees: Fees will be less than normal because St. Catherine's is less than what Nationals was.

Fundraising:

• We added estimated profit for the spring fundraisers.
• Tag sale: $      .
• Car washes: Four at $       each equals $      .
• Wal-Mart matching funds: $      .
• Joe Corby Pizza and Cookies: $      .
• Kohl's needs to be reassessed. Total can go from $       to $      .
• TOTAL: $      .

The projected fundraising ($      -$      =$      ) and the reduction in costs ($      +$      =$      ) creates a budget surplus of $       ($      -$      -$      ). This will allow us to bank money for motors, ergs, and launches and pay all our bills for the year.

A speed coach display costs about $      . An impeller and wiring costs about $      . The only boat that would need to have wiring added is the Blitz but it is a novice boat so it probably doesn't need a speed coach.

The zip code for the Club is 22195. This is different than what it was a year ago or so.

Janet Boots adjourned the meeting at 9:10.

I. Roll Call of Members Present For Meeting:

• Janet Boots President
• Linda Hinz Treasurer
• Bob Taylor Maintenance
• Mark Fichten Webmaster & Secretary
• Dorothy Lazor Fund Raising Coordinator
• Mike Malak Coach
• Jim Herren NCASRA Representative [Arrived late]
• Rhonda Boigegrain At Large Member
• Alli Kehlet Student Representative [Left early]
• Dana Riddle Student Representative [Left early]
• Matt Hinz Student Representative
• JR Taylor Visiting Rower

Janet Boots called the meeting to order at 7:40 PM.

NOTE 1: Actions for future meetings are highlighted in cyan.

NOTE 2: All dollar amounts will be removed for the web version of the minutes.

Maintenance – Bob Taylor [He asked to go first]

• Launch motors:
  • Motor #3 is sickly. It has power and gearing problems.
  • We have essentially 1-1/2 new motors and 3 older motors. Motor #3 is an older motor.
  • Bob’s feeling is that we don’t need to worry about the 4-stroke motor issue for a couple of years.
  • New motors cost somewhere around $      , which includes shipping, run-in, etc.
  • We can sell our older motors through the person who does our maintenance. He estimates that we can get between $       and $       for the older motors. Therefore, 3 new motors would cost the Club about $      . ($       times 3 equals $      , minus $       for selling 3 motors equals $      )
  • Bob’s opinion is that the 3 older motors can last a year or longer so there is no immediate urgency to sell them.
  • Mike Malak brought up the issue of having motors needing different fuels. Problem is that the gas cans could be inadvertently filled with the wrong fuel and then damage the motors. We should either have all 4-stroke or all 2-stroke engines. NOTE: The issue is not that the cans could be mixed up. Each can is keyed to the motor it fits and can’t be connected to any other motor.
  • Motion - Save money for new motors and reevaluate when to purchase new motors next June. Passed.
• Launches:
  • We currently have a total of 7 launches. Five of them can be repaired. Two should be disposed of. Perhaps they could be sold or recycled to recover a few dollars.
  • The materials to fix the 5 good launches would cost about $      .
  • The Club needs to have a total of 5 launches for us to properly handle the number of rowers we have.
  • New launches should be fairly high quality with center consoles. They would not be removed from the water each day, but would be left moored to the dock with the motor still attached. This is how Woodbridge handles their launches and they have had no problems with pilferage or damage.
  • Bob will price some replacement launches.
• Shells:
  • Based on the results of the maintenance day, we need about $       plus shipping of repair parts and spare parts.
  • Bob recommends not buying any shoes at this point in time.
  • Estimate does not include speed coaches, impellers, or wiring. There was a discussion about whether we need speed coaches for all the boats or whether wiring all the boats and only having 2 or 3 monitors would be sufficient. No resolution was reached. Needs to be discussed further at a future Board meeting.
  • Bob needs a shell repair priority list developed. Coaches will email Bob a list soon.
  • Bob left after his report.

Rhonda Boigegrain:

• Club Pictures: She contacted 5 companies to find out what they could offer to us for professional photos of the rowers. Her opinion is that Greenwood Photography came out the best. They can do them for us basically anytime this spring. We prefer to have them done in April. They don’t charge an hourly fee like most other companies. An 8x10 would cost $      . If we want to do pictures as a fundraiser, they would charge $       for an 8x10 and we would get the $       difference as a fundraiser. They also have pre-paid packages and they guarantee satisfaction. We expect that we will have 50-70 rowers for pictures.
• A discussion about whether we should roll the $       cost of one 8x10 into the cost of spring crew so everyone gets at least one photo. No resolution was reached. Needs to be discussed further at a future Board meeting.
• Rhonda left after her report.

Student Representatives:

• Winter training and Gold’s are going really well.
• Coach Heisey wants a launch with a console and steering wheel.

Secretary – Mark Fichten

• Passed out rosters to Mike Malak and to Janet. Mike took Michael Heisey’s packet. Packets for Brian Tassi and Jeannie Cassidy were not passed out.
• Janet would like a list of all the rowers missing physicals. Mark will provide this to her.
• Linda Hinz asked for a roster to be emailed to her. Mark will do this.

Coaches’ Report

• Mike Malak:
  • Gold’s is working out great. Lots of good hard work.

• He asked if we could hang an old scoop oar while we are at Gold’s. Other teams do. He asked if it would OK to take one of the old Hylton scoops from the loft in the boathouse and temporarily hang it at Gold's in the rowing fitness center because we're working out there. There already is an oar from Thomas Jefferson High School and Gar-field H.S. up there. Coach Heisey and Mike discussed putting a Hylton oar up. Decision is that we could.

• He asked if the Board has discussed oarlock replacements. We have not. Each plastic oarlock is about $      . There is one per stateroom so replacing all the oarlocks in an 8 would cost $      . Decision was to discuss it at a future meeting.
• We need more buttons.

Fundraising – Dorothy Lazor

• Profit from pizza/deserts was $      .
• Profit from greens was $      .
• Information on Joe Corby’s pizza and cookie dough fundraisers will be passed out at the January 29, 2004 Call-Out.
• Kohl’s fundraiser:
  • Matt Hinz and JR Taylor can come this Saturday.
  • We should make a total of about $       from the entire Kohl’s fundraiser.
• Response to fundraisers involving selling has been extremely poor. Only 22 people participated in green’s sales and 9 of those sold over 80% of the merchandise.
• There will be 3 car washes this spring.
• Suggestions for future fundraisers:
  • Spring yard clean up. May be a problem because when the weather is nice enough to do this, the rowers will be at regattas nearly every Saturday. That would only leave Sundays.
  • Door-to-door tag sale. This has been discussed before. We would load a 4 or 8 on the trailer, put a boom box in it with some appropriate music, and have the rowers in their unis going to houses as the trailer slowly went down the road. We could offer refrigerator magnets or stickers or even a football schedule as the "merchandise" the person is "buying" with their donation.
  • Vidalia onion sale.
  • Citrus sale.
  • Firework sales. Hylton chorus does this every year. If we want to pursue this, we could talk to them to find out how they do it.
  • Patriot Center. This has been discussed at previous meetings. It is similar to Nissan Pavilion fundraising. Concern is that we can’t even get many people to spend 4 hours at Kohl’s, which is only a few miles away. The Patriot Center is 20-30 miles away so turnout may be disappointing.
• Lots of discussion about fundraising, selling, etc. We don’t have very many families that do any selling. Need a different way of getting money into the Club. Need to research a program that might assess each rower an amount of money each season (4 times per year). It could be designed so that those families that do fundraising could get a percentage of their efforts that could offset the cost of Crew-related fees, uniforms, etc. A back-of-the-envelope calculation for how much money this would raise for the Club is as follows:
  • Assume 50 rowers and a $       fee for each of 4 seasons. 50 rowers times 4 seasons times $       equals $       per year collected for the Club. With this level of income, the Club could afford to buy all the stuff the rowers and coaches need for a top-level operation. We would have good motors, launches, shells, maintenance, etc.
• Need to work out how this program would work.
• Need to have people pay earlier for Stotes this coming spring.

NCASRA Representative – Jim Herren

• The NCASRA Meeting was last Veteran’s Day.
• The January 13, 2004 meeting is the Volunteer Coordinator’s meeting. Janet will attend. Still looking for a parent to volunteer as the Volunteer Coordinator.
• OLOC stands for Occoquan Local Organizing Committee. They operate Sandy Run parking lots during regattas at Sandy Run.
• NCASRA dues of $       are due on January 1.

Treasurer’s Report – Linda Heinz

• There was a lengthy budget discussion.
• Janet: Need to have a special meeting for budget discussions prior to spring Call-Out. Next Monday, December 8th may be a good day to do it. She will put out an email.

New Business

• Canadian schoolboys?? St. Catherine’s??
• Not discussed. Needs to be discussed at a future meeting.

• Erg "Regatta" at Gold’s Gym.
• Not discussed. Needs to be discussed at a future meeting.

• Hylton Crew polo shirts
• Not discussed. Needs to be discussed at a future meeting.

• Trailer that is for sale:
• Mark showed pictures of the trailer that is for sale. Board confirmed that since our trailer can only carry three 8’s, this limits our ability to participate in away regattas. Club needs to consider whether we want to get a new, larger trailer.

Next meeting is the second Thursday in January (January 8th) because the first Thursday is New Years Day.

Meeting was adjourned at 9:55.

I. Roll Call of Members Present For Meeting:

• Janet Boots                        President

• Doyle Raines                      Vice President

• Linda Heinz                        Treasurer

• Mark Fichten                      Webmaster & Secretary

• Michael Heisey                   Coach

• Dorothy Lazor                    Fund Raising Coordinator

• Brian Tassi                         Coach

• Jim Herren                          NCASRA Representative

• Peggy Raines                      At Large Member

• Rhonda Boigegrain             At Large Member

• Mark Lober                       Visiting Parent

• Alli Kehlet                         Student Representative

• Matt Hinz                           Student Representative

• Dana Riddle                       Student Representative

• Sarah Hangsleben               Student Representative

• JR Taylor                           Visiting Rower

Janet Boots called the meeting to order at 7:35 PM.

NOTE 1: Actions for future meetings are highlighted in cyan.

NOTE 2: All dollar amounts will be removed for the web version.

II. Reading and adoption of minutes

• Mark Fichten brought copies of the minutes from the last Board meeting for all attendees to review.
• Minutes were adopted with minor changes.  Corrected minutes will be distributed to members and posted on the web site.

III. Treasurer’s Report

• Books are now completely balanced we have more money than we thought last month.  The car wash ($      ), sale of the Red October ($      ), and cookie dough sales ($      ) increased our balance substantially.  Sale of Mono will add $      .
• Janet would like to know the total summer fund raising amount is.
  • July 1 through end of November total is $      .
  • Board decided to continue doing the concessions at the OCR next year based on the profit from this year.
  • New business for next month is how/why we lost money at Stotesbury and Nationals.
  • Budget discussion: Budget needs to be approved very soon.  Board decided to review it at this meeting and discuss it.
  • Insurance discussion: There were questions about what insurance we need to carry, amounts, timeframes, etc.  Doyle will lead a subgroup to work this issue and report back at the next meeting.
  • Board discussed putting a line item in the budget to pay for incidentals the coaches may need during the year.
  • A discussion of coaches’ salary needs to be done.  Janet will look into this and report back at the next meeting.
  • Board voted on putting a line item of $       for coaches’ incidentals.  Proposed, seconded, and approved.
  • Discussion of busses for Stotesbury Toronto regattas.  Doyle will take the lead to research busses for these regattas and report back at the next meeting.
  • NCASRA entry fees of $       are listed on the budget.  We are a varsity sport so the questions came up of why the school isn’t paying these fees?  Janet will look into this and report back at the next meeting.
  • Board decided to add a budget line for Homecoming parade decorations, and miscellaneous items.
  • Need to add another line item for another boat purchase each year.  Additional $       makes the total per year of $      .
  • Need to add another line item for launch engines of $       per year.  That would allow us to replace about 1 engine per year.  We would only purchase 4-stroke engines in the future.
  • Budget for 2 chase boats should be about $      .
  • Board discussed paying off the boat loan at the end of the spring season.
  • Linda will redo the budget and report back at the next meeting.

IV. Reports of officers and committees

• Student Representatives
• Matt: Men are working out!
• Alli: Web site has an error on the January Board Meeting.  Webmaster will fix it.
• Secretary – Mark Fichten
• Winter call-out: Since this is just a sign-up and drop off money event, the Board decided that the location would be inside the main entrance instead of back in the enclosed cafeteria or the commons.
• Student roster is being updated with information from the Pasta Dinner.  It will be sent out to all board members when it is updated.
• Passed out a Board roster to be updated by all members.  Roster included name, position, email, and phone.  It will be sent out to all board members after it is updated.
• Coaches’ Report
• Michael Heisey:

·        One of the new boats we are considering buying is a 2003 demo and is a bow-coxed heavyweight four.  The other is a no-name quad.

• Brian Tassi:

·        If any girls are cut in the spring, they would not have to pay any fees.

·        The Hylton waiver should be changed for winter training.  It should cover both winter and spring.

• NCASRA Representative – Jim Herren
• Next meeting is on Veteran’s Day.
• Types of things that are discussed at the meetings are:

·        Coaches’ salaries.

·        In VA, if a few more schools become varsity sports, the VA HS League will come into play and take come control over the sport.  The VA state championship may have to have a committee to oversee it.  The VA HS League doesn’t really understand crew so they are trying to head off any problems in the future.

·        Sandy Point is discussed at each meeting.

• Note: Rowers estimate has already been provided to NCASRA by the coaches.
• PWCA Representative – Doug Taggert
• No update.
• No update on the boathouse.
• Maintenance – No representative assigned
• Maintenance day on Saturday.  Perhaps we can recruit a maintenance representative at this event.
• Rhonda Boigegrain said that her husband might be able to do it because he is retiring soon.
• We need serial numbers and an inventory of what we have.  Saturday is a good time to collect this information.
• Fundraising – Dorothy Lazor
• We need more sales of greens in order to put an order in.  Only 19 families have participated.  7 or 8 of these families have only sold 1 item.  If we do make an order, we will make about $      .
• Fundraising schedule has been amended.  The candy needs to be sold.  Saturday is a good opportunity.  There are 34 bags remaining.
• Next event is Joe Corby’s pizza at the spring call-out.
• Yankee candles in Feb.  Board decided to cancel that event.
• Mark Lober will check on getting a contact at the Giant in Lake Ridge.
• Rhonda Boigegrain will check on getting a contact at the Giant at Mapledale Plaza.
• Jim Herren asked about taking the trailer with a shell on it and go through neighborhoods knocking on doors.  The Board thought is was a great idea and will consider it for future fund raising.
• At playoff games at school, hand warmers may be a good fund raising opportunity.

·        Webmaster – Mark Fichten

·        Need the other board members to keep their areas updated.  Send updates directly to me and I will update them.

V. Old Business

o       All old business was covered earlier in the meeting.

VI. New Business

o       Team pictures: Rhonda Boigegrain will check on a photographer for spring.

o       Sandy Run walk-through: Mike Malak has the ability to access the park.

I. Roll Call of Members Present For Meeting (in no particular order):

• Janet Boots (President)
• Doyle Raines (Vice President)
• Linda Heinz (Treasurer)
• Mark Fichten (Webmaster & Secretary)
• Michael Heisey (Coach)
• Mike Malak (Coach)
• Brian Tassi (Coach)
• Ginny Fichten (At-large member & NCASRA Regatta Rep.)
• Dorothy Lazor (Fund Raising Coordinator)
• Matt Hinz (Mens Student Representative)
• Peggy Raines (At Large Member)
• Rhonda Boigegrain (At Large Member)
• Christine Herren (Jim Herren’s wife. Jim is the NCASRA Representative)

Janet Boots called the meeting to order at 7:35 PM.

II. Reading and adoption of minutes

• Minutes were adopted.

III. Treasurer’s Report

• Three rowers have not paid yet for fall crew. Two people need refunds.
• Occoquan Challenge Regatta (OCR):
  • Discussion about free meals to the referees and volunteers. We have no problem with the referees but feeding the volunteers may not be appropriate.
  • There is an issue with paying for parking. Some of our volunteers had to pay. Others didn’t have to pay.

• Should have had a larger quantity of shirts and more smalls and mediums.

IV. Reports of officers and committees

• Student Reps
  • No update
  • Board congratulated them for the great turn-out at OCR.

• Secretary
  • Roster is nearly completely finished. It will be sent out to all board members very soon.
  • Proposed an adjustment to the terminology. Instead of fall crew, winter crew, and spring crew, we should call it fall training, winter training, and spring crew. All publications should reflect this change. This will help rowers and parents understand that fall and winter training supports the spring season. Approved.
  • Nissan:
    • Ginny met the new representative for Nissan. She got 15 tickets to the Nissan fun day. Guidance for distribution is Nissan volunteers, board, then to anyone. Board asked that a thank-you note be sent to the Nissan representative.
    • Dorothy asked if there are any opportunities for rowers to participate. Ginny will investigate.
    • Ginny said that an opt-out program should be developed to encourage more volunteers.
    • Rhonda brought up an issue about making sure that parents know that there are 2 shifts came up. If parents knew that there were 2 shifts, participation may be better.

• Coaches’ Report
  • Michael Heisey: Turnout for the experienced boys is great. Only four experienced boys aren’t rowing this fall. She is encouraging candy sales and recruiting.
  • Mike Malak:
    • Each week, they coach a different set of rowers. It makes it more difficult because they have to learn a new group each week. Also, the emergency slips are not distributed to the coaches so they don’t know what meds are being taken.
    • Launches are in bad shape. Number 3 basically isn’t usable. There is a hole in one of the ribs on the starboard side.
    • Pat Williams asked Mike to remind the Boosters about gas. Miller is doing the gas, but the Hylton cans are being used more than the other schools.
  • Brian Tassi: The experienced girls are rowing slowly because the coaches were told to do it that way. There has been a lot of absenteeism.

• NCASRA Representative
  • No update.
  • Janet said that launch driver training is coming up soon.

• PWCA Representative
  • No update.
  • Janet asked if anyone knows anything about the meeting about the boathouse. Nobody did.

• Maintenance
  • Janet talked about having a maintenance day after the fall program.
  • Mike Malak: The Newbie lost a skeg and a seat axle.
  • Mark asked if the cox boxes are doing OK this season. They are doing OK. Mike asked how many we own. We think it’s seven. Mike says there are 7 in the shed.

• Fundraising
  • Candy sales: Boys have done great. Dorothy is trying to get even more participation. 39 bags of candy left. Opportunity to sell candy during the car wash. She brings candy to practice too. 27 families bought candy at call-out. Several repeat sales and only a few new families.
  • Oct 11 is next car wash at Wal-Mart 9-4. Two shifts: 9-1 and 12-4.
  • Christmas greens materials will be distributed at the car wash instead of at the Pasta Dinner. The Pasta Dinner is Oct 30, which is too late to distribute greens materials. Nancy Pickens wants to be contacted. SAT’s are on the same day as the car wash.

• Webmaster (Mark Fichten):

• Web account: Confirmed that the Earthlink account has been cancelled and Fichten and Associates is hosting the web site for free.
• Janet wants winter training info on the site. Michael and Brian need to work the issue with the school. Matt Hinz would like to get Gold’s.

V. Old Business

• Sale of boats
  • Red October and Mono are for sale. Some nibbles but nothing definite. Mark asked if putting pictures on the web site would help. Michael said yes. A time for pictures will be worked out.

• Parts
  • Windshield for Red October: Mike is checking.
  • Skag for Newbie: it was replaced already.

• Repair bills
• Claims were submitted.
• Doyle asked if we have an inventory of what we own. Answer is no. Jim started one but it wasn’t completed.
• Doyle asked how crew shells are appraised. Brian said that usually a phone call to the manufacturer answers the question plus or minus $      .

• Woodbridge Camp & Dr. Qualls
• Janet talked about the situation with the camp and what has transpired. The confusion arose from us rowing a shell that was returned to Sandy Run back to Oxford.

• Display case
• Each club who wants a display case in the lobby of the school purchases their own. If we want one, we would have to buy one.

• Head of the Occoquan (HOTO) support?
• TJ does the food. They don’t need any help from us at all.
• Experienced kids will race at the HOTO.

• Trailer repair
• Mark replaced the front support wheel and the safety chains. The trailer is currently parked behind the school.

VI. New Business

• Purchase of new launches
  • Janet proposed that we purchase at lest one new launch. She remembers Tom saying that new ones cost about $      . Also, the preference is for flat-bottomed boats instead of V-bottomed boats.
  • Janet asked how much the 4 stroke motors cost. Brian said $      . Brian said that it is Fairfax is the area that wants this rule enforced.

• Sale/purchase of Ergs
  • Janet said that she knows some people who want to buy used ergs. We own 13 "B" ergs and 1 "C" erg. All are used at various times of the year. New ergs cost about $      . Display unit is about $      .

• Return of rented Ergs
  • Janet asked when we should ask them to be returned. Michael said in time for winter training.

• Michelle McQuigg "Use of Occoquan" discussion @ Woodbridge H.S. 10/8/03 7:00 p.m.
  •  

• Trailer painting: Mark asked if the trailer could be painted prior to Homecoming.
  • Matt Hinz volunteered to arrange this.

• Peggy brought up that we need to recruit a novice parent representative.

• Doyle brought up that we need a short sleeve polo shirt. He suggested that $       be a target price. Janet also said that we need a Hylton short sleeve t-shirt.

I. Roll Call of Members Present For Meeting (* indicates a voting member):

• *Janet Boots (President)
• *Linda Heinz (Treasurer)
• *Mark Fichten (Webmaster & Secretary)
• *Dorothy Lazor (Fund Raising Coordinator)
• Dave Elcano (Nissan Coordinator)
• Mike Malak (Coach)
• Michael Heisey (Coach)
• Ginny Fichten (At-large member & NCASRA Regatta Representative)
• Matt Hinz (Mens Student Representative)

Janet Boots called the meeting to order at 7:42 PM.

II. Reading and adoption of minutes

• Adopted by motion without changes.

III. Treasurer’s Report

• Dorothy Lazor gave Linda Hinz the money from the car wash last Sunday.
• Receipts from Nissan, PWRC shell rental, picnic raffle, and car wash increased the balance significantly.
• There are 2 people who still owe for erg rental – $20.00 each.

IV. Reports of officers and committees

• Student Reps Update:
  • Nothing to report

• Secretary & Webmaster Update (Mark Fichten):
  • Web account:

• Hosting is moved from Earthlink to Fichten and Associates. Email and the web site are stable. The Earthlink account can be cancelled. Janet Boots will email Tom Riddle and ask him to cancel it.
• Email aliases such as president@hyltoncrew.org, vicepresident@hyltoncrew.org, treasurer@hyltoncrew.org, etc. have been created.
• Domain renewal: Fichten and Associates renewed it for one year at no charge to the Club.
• The graphic image of blade was submitted for the graphic library of blades. When Mark is contacted with the web address of the collection, he will report to the Board.

• Coaches Update:
  • The coaches have been discussing which shells to sell. They think that the Mono or Blitz, and the Red October could be sold. The Red October may get $3K. Mono may get $7-9K. Blitz could get $11K.
  • They think that buying a four and another four that can be rigged as a quad would be appropriate. The new boats may cost about $11-12K new. Used would be about $7K.
  • The Red October’s windshield is cracked and needs to be replaced. Vespoli may not have a replacement since the boat is so old. The one on it now was fabricated from scratch.
  • The Newbee was damaged on a dock landing by students this summer. The keel doesn’t look damaged but the skin is damaged. There is at least one ¼" gouge and several more smaller ones.

• NCASRA Representative Update (Jim Heeren):
  • Representative was not present but the other Board members had items for discussion.
  • First NCASRA meeting is in September.
  • Dave Elcano recommended that letters of appreciation be sent to Susan Williams and Kathy McCourt for being Hylton’s representatives at-large at regattas. Janet Boots will put a letter together.

• PWCA Representative Update (Doug Taggert):
  • Representative was not present.

• Maintenance Coordinator Update:
  • No volunteer has been found yet for this position.

• Fund Raising Coordinator (Dorothy Lazor):
  • Hylton car flag sales – We don’t know how to get more of them. Dorothy will work this issue and report back to the Board via email. A decision on how many to buy needs to be made soon so we have them for the fall.
  • Temporary tattoos – 5000 2"x2" cost $171.00 (3.5 cents each). 5000 1.5"x1.5" cost $94.00 (2 cents each). Hylton bulldog and crossed oars would be good. Motion is that if the school agrees that we can sell them, we authorize Dorothy to purchase 5000 of the small tattoos. Motion passed. Hylton High School informed Janet that another club was already selling the tattoos. Therefore, no tattoos will be purchased.
  • Candy sales – Would like to sell the $20 bags of candy to the rowers at the fall call-out. Dr. Qualls approved the change for the fall candy sale.
  • Michael Heisey: The Occoquan Boat Club (OBC) has a regatta each year on the first Saturday in November. They usually need people to work and they pay. The Board agreed that this would be a good fundraiser. They need timers, dock masters, chase boat drivers, etc. Board agreed that this is a good idea and we should pursue this as a fundraiser.

• Nissan Coordinator (Dave Elcano):
  • We need to start recruiting now for volunteers for the MEGAFEST Nissan event on August 17.

• Uniform Coordinator (Susan Casebere):
  • Representative was not present.

• President & Miscellaneous:
  • The Hudson is back at the boathouse.
  • The Volunteer Coordinator has resigned her position. We need to recruit a new volunteer for this position.
  • Freshman Orientation is Wednesday August 27.
  • Principle will be Ms. Custer from Forest Park.
  • First pasta dinner is on October 10.
  • Fall call-out is September 9.

V. Old Business

June 5, 2003: Insurance Claim for Vespoli and Hudson: 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.

• July 9: Still need additional information.
• August 7: Still need additional information.

June 5, 2003: 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.

• July 9: No update.
• August 7: See Coa