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2004 - 2005

I. Miller called the meeting called to order at 7:45 pm.

II. Roll Call of Members. (o)=Officer

 President (o): Miller Kehlet (present)
 Treasurer (o): Andrea Moss (present)
 Student Reps.: JR Taylor (present), Katie Hadlock, James Casebere, Alyssa Alvarado
 Vice President (o) / Registration Chair: Ginny Fichten (present)
 Secretary (o) / Webmaster: Mark Fichten (present)
 Fundraising Coordinator (o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi (present), Michael Heisey (present), Mike Malak (present), Summer King, Lise Leininger
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator (o): Lynn Holgate (present)
 Uniform Coordinator: Susan Casebere
 NCASRA Representative: Eddie James (present)
 PWCA Representative: Doug Taggart
 Novice Representative: Dorothy Greenhouse
 Teacher Representative: Kelly Goebert
 Members at Large: Linda Hinz (present), Chris Sudberry
 Interested Adults: Brenda Taylor (present), Brenda Taylor’s sister (present)

III. Reading and adoption of the minutes from last Board meeting.

 Approved.

IV. Reading of the Treasurer’s report. (Andrea Moss)

 Tax year will change to July 1 through June 30 each year as of June 30th this year.
 Discussion about what the Board should do to thank the accountant. Board decided to do some sort of Crew photo for him later this summer.
 What budget-related information should be presented at the picnic? We will announce that anyone interested in the budget can attend future Board meetings.
 Board approved the Treasurer’s report as presented.

V. Unfinished Business.

1. Booster’s jobs that are being vacated at the end of this year need to be filled. See the discussion under new business.

2. Non-profit organization paperwork discussion. Andrea will meet with the accountant mid-June to work on this.

3. The Board decided to make ISA plaques. Miller will find out what they will cost. Miller hasn’t obtained any additional information as of this meeting.

4. Trophy case discussion. Case must match the current cases at the school. Dorothy Lazor will check with Karen Mays at Hylton. Cost will be around $    . Goal is to get it at the school by the start of the next spring season.

5. Several of our boats need names: Boys yellow Novice Eight (The Newbee), Girls white Hudson Quad (Trireme is a suggestion), Boys yellow Dirigo Quad, and the Girls white WinTech Four. We will try to get them to vote on names at the end-of-year picnic.
 Board agreed with the Trireme name for the girls quad.

6. End-of-year picnic discussion. The NewBee and Won More will be used for the picnic.

7. Ginny has the list of who gets oars at the end of the year. For each rower, the coaches need to tell Ginny whether they are a port or starboard rower. Barry will find out the cost of the appropriate blades and brass plates and report to the Board. Port and starboard is done. Blades are $     each. They are painted. Plaques will be ready for the picnic.

8. President would like the coaches to come up with a list of regattas they want to attend next year. The Boosters need to know as early as possible. No input right now. FYI: Nationals is in Sarasota, NY next year.

9. Mark Fichten renewed the hyltoncrew.org domain name for 3 years at a cost of $    . Item is closed.

10. Magnet discussion. Cost per magnet is about $     each for a minimum of 300 magnets. We would sell them to rowers and adults. Lots of discussion about bumper stickers, window-clings, etc. Ginny will get back to the board later on alternatives and costs. Tabled till next meeting.

11. The Board needs to look at the by-laws next year and get them updated. Tabled till next meeting.

12. PWRC has not contacted us yet to rent equipment for summer rowing.
 Wally Sorenson called Michael to get Ginny’s phone number but has not called her yet.
 Miller said they are probably going to get the boats from Mary Washington instead of us.
 Background: Usually we rent them the shell, oars, launch and motor. They pay for the gas. The Blitz was used last year. They paid us about $     last year. The NewBee or Won More would be appropriate for this year. Since they would get a new launch, we could probably charge $     this year. Pictures should be taken of whatever equipment we rent them.

VI. New Business.

1. Stotesbury and Nationals discussion: Lessons learned, what can we do different next year, any food issues, any equipment issues, etc? Tabled till next meeting.

2. End-of-year picnic discussion.
 The agenda is nearly set.
 The team captain/student rep issue is still open. Decision was to remove it from the agenda. Team captains will be appointed next year.
 Set up starts promptly at 9:15.

3. Slate of offices for voting at the end-of-year picnic:
 Officers:
o President Ginny Fichten
o Co-Vice President Dee Dee Greenhouse
o Co-Vice President Dorothy Lazor
o Treasurer Vacant
o Secretary Mark Fichten
o Fundraising Coordinator Dorothy Lazor
o Maintenance Coordinator Barry Rickman
 At-Large Members:
o Quartermaster Eleanor Kraak
o Volunteer Coordinator Lynn Holgate
o Uniform Coordinator Susan Casebere ?????
o NCASRA Representative Miller Kehlet (Alternate: Eddie James)
o PWCA Representative Doug Taggart
o OLOC Representative Dorothy Lazor
o Novice Representative Vacant till next year
o Teacher Representative Kelly Goebert

4. Middle school recruiting visits discussion. Ginny is doing all 3 middle schools (Saunders, Beville and Benton) on Tuesday, June 7.

5. Summer rowing camp discussion. Information is online.

6. The girls white Hudson Quad will be used for the Fourth of July Parade. It will be put on the top rack, right side up, fully rigged with 8 oars and securely tied down to the trailer. Brian Tassi is OK with using the Hudson like this. Mark Fichten will work with Barry Rickman to build appropriate slings to support the shell properly during the parade.

7. Need to add a thank you to Meadows Farms to the web site for their donations. Mark will take care of it.

VII. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 Members: Moss, Fichten, Lazor, Holgate, Casebere and Greenhouse.
 After action reports will be prepared for later presentation.
 Ginny Fichten will be the Chair after the picnic this weekend. Members may also change.

b) Committee: Novice Teambuilding Chair: Dorothy Greenhouse
 Members: Rob Kehlet and Kelly Goebert.
 Tabled till next meeting.

c) President Miller Kehlet
 Nothing to add.

d) Vice President/Registration Chair Ginny Fichten
 Nothing to add.

e) Treasurer Andrea Moss
 Nothing to add.

f) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado
 Nothing to add.

g) Secretary, Webmaster Mark Fichten
 Nothing to add.

h) Fundraising Coordinator Dorothy Lazor
 7 golf cards left to sell. We can get more if we need them.
 Car wash on Sunday from 10-3.

i) Maintenance Coordinator Barry Rickman
 Nothing to add.

j) Coaches Brian Tassi/Michael Heisey/Mike Malak/Summer King/Lise Leininger
 Michael told the Board that she fully supports the decision that Mike made at the last regatta.
 Brian is starting a camp soon and will be using one of our launches.

k) At-Large Members:
i) Quartermaster Eleanor Kraak
 Nothing to add.

ii) Volunteer Coordinator Lynn Holgate
 One person didn’t show up for a shift this season. We may get billed for it.

iii) Uniform Coordinator Susan Casebere
 Not present.

iv) NCASRA Representative Eddie James
 Next Tuesday is the last meeting of this season.

v) PWCA Representative Doug Taggart
 Not present.

vi) OLOC Representatives Dorothy Lazor/Miller Kehlet
 Nothing to add.

vii) Novice Representative Dorothy Greenhouse
 Not present.

viii) Members Linda Hinz/Chris Sudberry
 Nothing to add.

l) Teacher Representative Kelly Goebert
 Not present.

VIII. Miller adjourned the meeting at 10:15 pm.

I. Miller called the meeting to order at 7:36.

II. Roll Call of Members. (o)=Officer

 President (o): Miller Kehlet (present)
 Treasurer (o): Andrea Moss
 Student Reps.: JR Taylor, Katie Hadlock, James Casebere, Alyssa Alvarado
 Vice President (o) / Registration Chair: Ginny Fichten (present)
 Secretary (o) / Webmaster: Mark Fichten (present)
 Fundraising Coordinator (o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi (present), Michael Heisey (present), Mike Malak (present), Summer King (present), Lise Leininger (present)
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator (o): Lynn Holgate (present)
 Uniform Coordinator: Susan Casebere
 NCASRA Representative: Eddie James
 PWCA Representative: Doug Taggart
 OLOC Representatives: Dorothy Lazor, Miller Kehlet
 Novice Representative: Dorothy Greenhouse (present)
 Teacher Representative: Kelly Goebert (present)
 Members at Large: Linda Hinz (present), Chris Sudberry (present)

III. Reading and adoption of the minutes from last Board meeting.

 Approved.

IV. Reading of the Treasurer’s report. (Andrea Moss)

 Andrea is not at the meeting. We will table this till next meeting.

V. Unfinished Business.

1. Booster’s jobs that are being vacated at the end of this year need to be filled. The following lists these jobs and who has volunteered to fill each one:
 President Ginny Fichten
 Vice President Dorothy Greenhouse
 Treasurer We have a couple of leads on this one.
 Fund Raising Coordinator WILL BE VACANT
 Registration Chair Kelly Goebert

2. The non-profit organization paperwork is still pending. Andrea estimates that it will be done in the May timeframe.

 Still pending.

3. Miller originally wanted to have duplicates of the ISA trophies made. The Board decided that plaques would be a better idea. We have pictures of the kids and the trophies which could be put on the plaques. She will find out what they will cost and report back to the Board.

 Still being worked

4. Miller wants the Board to consider purchasing a trophy case to put at the school. There is an empty case in the lobby that we might be able to use. Miller and/or Dorothy L. will do some checking.

 Dorothy spoke with the school. All the current ones are taken. She is still investigating.

5. Rob Kehlet fixed the logo. See the top of this page. Thanks Rob!

 Closed.

6. Several of our boats need names. Barry has a ballot for the rowers to use to vote on names. Due to Kelly by April 15th. The following boats need names:
 Boys yellow Novice Eight (The Newbee)
 Girls white Hudson Quad
 Boys yellow Dirigo Quad
 Girls white WinTech Four

 Novices don’t want to rename the Newbee. We will try to get them to vote on names at the end-of-year picnic.

7. Budget meeting was held on Thursday, April 21 at 7:30pm at Miller’s house. Mark emailed all Board members the minutes and the long-term purchase plan.

 Miller talked about why we had the budget meeting.
 Discussion about whether we want to attend Stotesbury or Nationals at all. We normally row only on Friday and have no boats in Saturday races. Coaches would like to row in more of the ISA type regattas. Stotesbury and Nationals line on the expense table needs to be removed. Also removed the “ISA cost” entry and changed the “Other away regattas” line to $    . We also need to add a hospitality expenses row to the table. See below:



8. End-of-year picnic will be at Sandy Run on Saturday, June 4th from 10-2. This will be the traditional format. Boats will be there for parents and siblings to row. Need to determine:

 Which boats will be used? Which coxswains will cox the boats? Who will row the boats to Sandy Run and back to Oxford? Who will be in the launches to go with the boats?
 Coaches will get back to the Board with this information.

9. President would like the coaches to start working on the list of who gets oars at the end of the year.

 Ginny has the list.
 Fore each rower, the coaches need to tell Ginny whether they are a port or starboard rower.
 Barry will find out the cost of the appropriate blades and brass plates and report to the Board.

10. President would like the coaches to come up with a list of regattas they want to attend next year. The Boosters need to know as early as possible.

 Already discussed.

VI. New Business.

1. Cost of crew discussion.

 Already discussed.

2. Need to discuss the 3 upcoming away regattas – Mathews, Stotesbury and Nationals.

 Mathews: Trailer and bus are all set. Load shells at 1700 on Firday.

 Stotesbury: Away regatta committee met earlier. All paperwork was sent using FedEx this morning. Tent license has been taken care of. Barry is taking Woodbridge’s trailer. We also will try to take Potomac’s 2 shells with us on one of the two trailers.

 Nationals: Potomac approached Ginny about sharing our bus to Nationals and also sharing our block of hotel rooms. Dorothy mentioned that we got a smaller bus for Nationals. Potomac said they are taking 15 rowers and would need 6 rooms. As long as working with Potomac won’t impact our needs, the Board agreed that Ginny should continue this discussion with Potomac.

3. The hyltoncrew.org domain name registration expires on July 24, 2005. Mark Fichten researched places to get cheaper rates than he can get himself. His lowest cost is $     per year. Godaddy.com has them for $     per year. Need to know if we want to use godaddy.com and how many years to renew the domain name for. He recommends the maximum 9 years that will cost approximately $    .

 Board would prefer to stay with the current domain registration company because it is working now and there is no real need to change. Also, Godaddy.com does not have a wholesome reputation and is new.
 Move that we stay with the current domain registration company for an additional 3 years.

4. Magnets.

 Cost per magnet is about $     each for a minimum of 300 magnets. We would sell them to rowers and adults. Lots of discussion about bumper stickers, window-clings, etc. Ginny will get back to the board later on alternatives and costs.

5. Coast Guard shells that might be available.

 We do not want to pursue these.

6. Miller is busy every Tuesday and Thursday from now on throughout the summer. She would like us to change the next meeting night so she can be here or agree to meet without her. Board agreed to meet on Wednesday, June 1 at Miller’s house. She will have beverages.

7. The Board needs to look at the by-laws next year and get them updated.

VII. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse.

 Already discussed.

b) Committee: Novice Teambuilding Chair: Dorothy Greenhouse
 Members: Rob Kehlet and Kelly Goebert.

 Pasta dinners have been going great. Girls asked to be included. The parties are mixed. They have been to Fuddruckers, Lazor Quest, and peoples houses. The committee has talked about doing a Chinn event for the whole team on a Sunday afternoon in the June timeframe.

c) President Miller Kehlet

 She checked with the cafeteria manager at her school about purchasing food through the school. She will report to the Board.
 She will be the NCASRA Rep. for next year!
 PWRC has not contacted us yet to rent equipment for summer rowing.

d) Vice President/Registration Chair Ginny Fichten

 She got the spring fees paid from the 2 delinquent rowers. 13 are still delinquent for Stotesbury.
 Building use and fundraising is taken care of.
 Lost and found is huge in the boathouse. Drink coolers, chairs, clothes, etc.
 Nissan: Insurance is taken care of. 25 people are TIPS trained.

e) Treasurer Andrea Moss

 Not present.

f) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado

 None present.

g) Secretary, Webmaster Mark Fichten

 Nothing further.

h) Fundraising Coordinator Dorothy Lazor

 $     was raised at the last car wash.
 Next car wash is June 5.
 Still have several boxes of candy to sell.

i) Maintenance Coordinator Barry Rickman

 An engine was dunked and it was taken to be cleaned.
 An engine died so we have only 5 motors now.
 8 HP Nissan is $     and a 9.9 HP Nissan is about $    .

j) Coaches Brian Tassi/Michael Heisey/Mike Malak/Summer King/Lise Leininger

 Novice boys are rowing the Taggert.

k) At-Large Members:
i) Quartermaster Eleanor Kraak

 Nothing additional.

ii) Volunteer Coordinator Lynn Holgate

 Nothing additional.

iii) Uniform Coordinator Susan Casebere

 Not present.

iv) NCASRA Representative Eddie James

 Not present.

v) PWCA Representative Doug Taggart

 Not present.

vi) OLOC Representatives Dorothy Lazor/Miller Kehlet

 Nothing additional.

vii) Novice Representative Dorothy Greenhouse

 Nothing additional.

viii) Members Linda Hinz/Chris Sudberry

 Nothing additional.

l) Teacher Representative Kelly Goebert

 Nothing additional.

VIII. Meeting adjourned at 9:20.

I. The Secretary called the meeting to order at 7:40.

II. Roll Call of Members. (o)=Officer

 President (o): Miller Kehlet (present)
 Treasurer (o): Andrea Moss (present)
 Student Reps.: JR Taylor (present), Katie Hadlock (present), James Casebere, Alyssa Alvarado
 Vice President (o) / Registration Chair: Ginny Fichten (present)
 Secretary (o) / Webmaster: Mark Fichten (present)
 Fundraising Coordinator (o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi, Michael Heisey (present), Mike Malak (present), Summer King, Lise Leininger (present)
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator (o): Lynn Holgate (present)
 Uniform Coordinator: Susan Casebere
 NCASRA Representative: Eddie James (present)
 PWCA Representative: Doug Taggart
 OLOC Representatives: Dorothy Lazor (present), Miller Kehlet (present)
 Novice Representative: Dorothy Greenhouse (present)
 Teacher Representative: Kelly Goebert
 Members at Large: Linda Hinz (present), Chris Sudberry

III. Reading and adoption of the minutes from last Board meeting.

 Moved, seconded, approved.

IV. Reading of the Treasurer’s report. (Andrea Moss)

 The 2001 federal tax amendment and the 2003 and 2004 returns were filed.

V. Unfinished Business.

1. Booster’s jobs that are being vacated at the end of this year need to be filled. The following lists these jobs and who is slated to fill each one:
 President Ginny Fichten
 Vice President Dorothy Greenhouse
 Treasurer Ginny said she has a person who might do it. [Linda Hinz will do it if nobody else volunteers.]
 Fund Raising Coordinator WILL BE VACANT
 Registration Chair Kelly Goebert

2. An 8th cox box system and another speaker system were purchased. Total cost was $    . This item is closed.

3. The non-profit organization paperwork is still pending. Andrea estimates that it will be done in the May timeframe.

4. The 2 NCASRA trophies from last year’s ISA regatta were turned back in on April 5. This item is closed.

5. Miller originally wanted to have duplicates of the ISA trophies made. The Board decided that plaques would be a better idea. We have pictures of the kids and the trophies which could be put on the plaques. She will find out what they will cost and report back at the next meeting.

6. Miller also wants the Board to consider purchasing a trophy case to put at the school. There is an empty case in the lobby that we might be able to use. The President and/or the Fundraising Chair will do some checking.

7. The damage to the grass behind the school has been taken care of. This item is closed.

8. The broken cross member on the trailer needs to be fixed. Kelly said the school can fix it. She is checking on when we can get it fixed.

9. Rob Kehlet will redo the logo so the year is removed.

10. ISA Regatta (Norfolk on April 23) discussion.
o The letter has been sent to the school.
o Trip to Norfolk is about 4 hours according to the bus company.
o Check-in must occur prior to 7:45am Saturday morning.
o Hylton rowers: 14 from the boy’s team and 16 from the girl’s team.
o Potomac might have rowers that can ride the bus with our rowers and chaperones. They will have to provide their own chaperones if they decide to participate.
o Cost would be about $     per rower for 30 rowers if it were only the 30 Hylton rowers. Cost would be $     each if Potomac brings 10 rowers.
o We will not set up at the Point for the Occoquan regatta since only 2 boats are rowing. Lise will handle the boats because Mike Malak will be in Wisconsin.
o We will use Potomac’s large trailer and take Hylton, Potomac and Jeb Stuart boats.
o Need to coordinate with Potomac and Jeb Stuart to determine when their boats can be loaded. It looks like they can’t be loaded till Friday evening.
o Mark Fichten ill tow the trailer.
o Summer and or Barry Rickman might be able to follow the trailer on Friday, April 22.
o Miller might ride with Mark Fichten on the trip.
o Voting – The following all were moved, seconded and approved:
 We will participate in the ISA regatta on April 23.
 We will charter a bus from New World for $     for one day.
 The Boosters will pay the complete cost of the bus.
 Each Potomac person riding on the bus will pay $    .
 For safety issues, we want the boat/equipment transportation to be done on Friday. Board will pay for the trailer driver’s hotel for Friday night.
o We need the rower rosters from the coaches. Each roster needs to have 2 phone numbers to call in case they are late for the departure.

11. Several of our boats need names. Barry has a ballot for the rowers to use to vote on names. Due to Kelly by the 15th. The following boats need names:
 Boys Novice Eight (The Newbee)
 Girls Hudson Quad
 Boys Dirigo (yellow) Quad
 Girls WinTech Four

VI. New Business.

1. Fichten’s are not moving. Cool…  

2. Need to schedule a budget meeting. Also we need to put together a long-term plan. The meeting will be held Thursday, April 21 at 7:30pm at Miller’s house.

3. Need to discuss upcoming events such as regattas, team meetings, end-of-year activities/event(s), Fourth of July parade, etc. so nothing falls through the cracks.
 End-of-year picnic will be at Sandy Run on Saturday, June 4th from 10-2. This will be the traditional format. Shells will be there for parents and siblings to row. Need to determine which boats will be used and which coxswains will cox the boats.
 Fourth of July parade. Mark Fichten has started coordination. $     maximum budget. Moved, seconded, approved.
 Word needs to go out for the Stotes and Nationals orientation meeting.

4. There is an orchestra event on April 16th that will impact the regatta. The novice girls will row and the experienced girls will not. All the boys will row if at all possible based on who is available to row.

VII. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse.
 Committee will meet at 7:00pm, Tuesday, April 26th at Andrea’s house. She will email directions to the committee.
b) Committee: Novice Teambuilding Chair: Dorothy Greenhouse
 Members: Rob Kehlet and Kelly Goebert.
 First pasta dinner for the novice boys was last week. About ½ of the experienced boys showed up too which was a good thing.
 There will not be any pasta dinners this week.
 Next week there will be a novice boy’s pasta dinner.
c) President Miller Kehlet
 She would like the coaches to start working on the list of who gets oars at the end of the year. Ginny said she has most of that completed already.
 Coaches need to come up with a list of regattas they want to attend next year. The Boosters need to know as early as possible.
d) Vice President/Registration Chair Ginny Fichten
 She is still waiting for 4 of the US Rowing waivers.
e) Treasurer Andrea Moss
 2 checks for spring crew fees have bounced. She is sending letters to the families.
f) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado
 Some rowers don’t want to room with the rowers in their boat. As long as the experienced and novice rowers room separately, the Board doesn’t mind how they room.
g) Secretary, Webmaster Mark Fichten
 Nothing additional.
h) Fundraising Coordinator Dorothy Lazor
 Row-a-Thon is Monday, April 18 and is held in conjunction with a practice. Based on how much we earn, we may be able to use a portion of the money we have fundraised this year to offset some of the cost of Stotes for the Rowers. Coaches suggested that the distance to row be 20 miles.
 Candy: She has 4 boxes and Kelly has 6. She will bring some to the parking lot during practices.
 Golf cards: Lots of people sold zero. Total of 65 cards sold so far. Profit is $     per card for a total of $     so far.
 Car wash on Sunday, April 17th.
i) Maintenance Coordinator Barry Rickman
 Made an adjustment on the insurance policy for the correct motors and shells. $     credit for items removed. Adding the new launches, shells and cox box, the bill was about $    . Savings was about $     per year.
 Estimate for a new Nissan 4-stroke motor is $    . One of our motors is a 1992 and another is a 1993. We only own 5 engines. We have 5 coaches. This creates a problem for the Boosters on regatta days. Vote: Barry can purchase a 6th Nissan motor. Moved, seconded, approved.
j) Coaches Brian Tassi/Michael Heisey/Mike Malak/Summer King/Lise Leininger
 Lise:
 Several girl rowers don’t have unis. Boosters said they can borrow unis from past rowers.
 Girls said that they need water bottle passes. Boosters said they can go to Kelly to get them.
 Michael:
 Thank you to Barry for getting the name on the Fillipi. She saw it on her father’s birthday which made it all the better.
k) At-Large Members:
i) Quartermaster Eleanor Kraak
 Nothing additional.
ii) Volunteer Coordinator Lynn Holgate
 Only 2 jobs left to fill.
 Dock moving on Fridays is at 5:00pm.
iii) Uniform Coordinator Susan Casebere
 Not present.
iv) NCASRA Representative Eddie James
 Registration cut off for regattas might change.
 A copy of the newest program was brought to the meeting.
 He brought the payment for the ad we sold.
 Steve Lee is looking into having a photographer at each rowing site next year (Sandy Run, Oxford).
 Cost of t-shirts for the cancelled regatta will still cost $    .
 Parking fees. Absolutely no refund if you are there more than about 10 minutes. If you are dropping someone off, ask for a ticket that allows you to get out and get your money back.
 No more scheduled launch driver courses.
 The nomination committee was formed for NCASRA.
v) PWCA Representative Doug Taggart
 Not present.
vi) OLOC Representatives Dorothy Lazor/Miller Kehlet
 Last Saturday was the first regatta with the electronic lightning warning system. The audible signals were very confusing. Long one is that lightning has been detected. Three in a row is the all-clear signal.
vii) Novice Representative Dorothy Greenhouse
 Nothing additional.
viii) Members Linda Hinz/Chris Sudberry
 Nothing additional.
l) Teacher Representative Kelly Goebert
 Not present.

VIII. Meeting was adjourned by the President at 10:10pm.

Hylton Crew Booster Club
Meeting Minutes
March 3, 2005

I. Meeting called to order by Miller Kehlet at 7:30 pm.

II. Roll Call of Members. (o)=Officer

 President (o): Miller Kehlet (present)
 Treasurer (o): Andrea Moss (present)
 Student Reps.: JR Taylor (present), Katie Hadlock, James Casebere, Alyssa Alvarado
 Vice President (o) / Registration Chair: Ginny Fichten (present)
 Secretary (o) / Webmaster: Mark Fichten (present)
 Fundraising Coordinator (o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi (present), Michael Heisey (present), Mike Malak (present), Summer King (present), Lise Leininger (present)
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator (o): Lynn Holgate (present)
 Uniform Coordinator: Susan Casebere
 NCASRA Representative: Eddie James (present)
 PWCA Representative: Doug Taggart
 OLOC Representatives: Dorothy Lazor (present), Miller Kehlet (present)
 Members at Large: Linda Hinz, Chris Sudberry (present)
 Novice Representative: Dorothy Greenhouse (present)
 Teacher Representative: Kelly Goebert

III. Reading and adoption of the minutes from last Board meeting.

Approved.

IV. Reading of the Treasurer’s report. (Andrea Moss)

Read and approved.

V. Special Business

Not published on web.

VI. Unfinished Business.

1. From November Board Meeting: Board positions: VP, Secretary, Nissan Coordinator, Registration Chair and Webmaster need to be filled for next year. Miller emphasized that we need to get a VP who will be with us for several years for continuity. Her concern is that there needs to be some training time. December Meeting Update: Treasurer and Trailer Driver need to be added to this list. The positions needing to be filled for next year are: Vice President, Treasurer, Secretary, Nissan Coordinator, Registration Chair, Webmaster and Trailer Driver. January Board Meeting Update: Miller asked if anyone know of anyone who would volunteer. Advertising hasn’t really been done, so we will push it at Call Out. February Board Meeting Update: 2 people have stepped up. Kelly Goebert has expressed interest in the Registration position. Dorothy Greenhouse has expressed interest in the Vice President position. Still working on other positions. March Board Meeting Update: Fund Raising Coordinator will be vacant next year. There was a discussion that 2 people could hold some positions. For example, two people could handle fund raising. However, one of the people would have to be in charge. Talked about making sure that parents volunteer for jobs. Talked about doing the registration on a Sunday afternoon instead of a weekday evening. Talked about having to call each family instead of relying on email. Miller asked Lynn to provide a list of people who has already volunteered for an NCASRA job. Miller wants to have each Board member call a few families to ask how they are helping out. Could offer parents rides in launches during practice. Could offer time at practice when parents could take pictures of their rower in a boat. Talked about having Eddie talk at the Pasta Dinner about helping out. There are about 52 families with rowers on the team. Lynn is going to make phone calls. Current job situation:
 Vice President Dorothy Greenhouse
 Treasurer
 Secretary
 Fund Raising Coordinator
 Nissan Coordinator
 Registration Chair Kelly Goebert
 Webmaster
 Trailer Driver Barry Rickman

2. From November Board Meeting: Discussed need to purchase an 8th cox box system before this spring season. We have 7 cox boxes right now. If we don’t have 8, we will have one cox that will not have one this spring. Cost is over $       . We may be able to get a discount with a US Rowing membership. Miller Kehlet will check on this. Update at December Meeting: We will wait till we get the money situation taken care of. January Board Meeting Update: Still waiting to get the money situation taken care of. February Board Meeting Update: Still waiting to get the money situation taken care of. March Board Meeting Update: We can get a cox box with a time monitor for $       . We need one cox box and one speaker system, which essentially means that we need one complete set. Still waiting for more information.

3. From November Board Meeting: Linking up with novices and their parents (Winter & Spring). Perhaps in the spring, have a teambuilding time with the novices, especially freshman, and they could invite their friends and use this as a recruiting effort. Perhaps bring a quad to the school. Perhaps do an erg event. Update at December Meeting: This needs to happen prior to the spring season. Perhaps in the January timeframe. Dorothy Greenhouse will work something up. She will lead a committee. Members are Rob Kehlet and Kelly Goebert. January Board Meeting Update: Dorothy will set a date to meet soon. February Board Update: Kelly Goebert is trying to put together a Chinn night. The pool, diving board and basketball court can be rented by the hour. She will get pricing and available dates. Cost should be around 5 to $     per person. Could get pizza and soda for the kids too. Dorothy talked about putting together pasta dinners before each regatta. March Board Meeting Update: Dorothy said that they will have another meeting prior to the first regatta.

4. From November Board Meeting: Status of Non-profit organization paperwork. No update. Update at December Meeting: She got the corporate certificate from the state because she didn’t have a copy. She is going to get the paperwork submitted. Mark Fichten will type it up. Andrea will submit it as soon as Mark is finished. January Board Meeting Update: Form changed last October. Andrea is working with the Accountant on it. February Board Meeting Update: On hold till after tax season. March Board Meeting Update: She is meeting on Saturday to discuss this with the accountant.

5. From November Board Meeting: Brian Tassi is authorized to sell the Blitz and the plastic Concept 2 oar set for a minimum of $        with the understanding that no more than an additional $        can be spent for the new eight with oars. If the Blitz is not sold by December 1, it will be retained for the next season and the offer will be removed from the table. Update at December Meeting: Hasn’t been sold yet. A guy in Florida has asked about it. Brian is following up. The deadline for selling the shell is extended to January 1 because if we sell it, we can still get the replacement shell. January Board Meeting Update: Board approved an extension of the deadline for selling the boat to Feb 1. Boat is in the process of being sold to Georgetown Day School for $        without the oars. Brian is trying to make a decision on whether he needs an eight or a four because of the number of girls rowing this season. He will probably decide on buying an eight. February Board Meeting Update: Georgetown Day School is still thinking about buying the boat. We are on hold about buying another boat because the number of registered rowers is low. March Board Meeting Update: The Blitz was delivered last Sunday. Miller received a personal check that day from Andy Pincus but was asked to hold it till a GDS check arrived via US mail. She received the check on Wednesday. We also delivered a boat and received a $        fee. NEW BUSINESS: Based on this sale and the (potential) purchase of the WinTech boat, the Boosters have been asked to purchase a cox box speaker system (we have the actual cox box itself) for the new boat when we buy the box already budgeted (see item #2 above). The plaque that Ken Lamm told us about will be left on the Blitz. This item is closed.

6. Dorothy Lazor and Ginny Fichten are planning a Spirit Day for sometime next week. All rowers should wear Crew shirts, etc. to school that day. Dorothy and Ginny will be in the commons to collect paperwork and answer questions. February Board Meeting Update: The have planned this because the rate of registration is slow. Miller talked about taking pictures of rowers and teachers, etc. so that Rob can make posters. Alyssa will take pictures. March Board Meeting Update: Done on February 18. This item is closed.

7. From Ginny Fichten: Need to discuss Hylton Athletic Boosters and how they support Crew. February Board Meeting Update: The Hylton Athletic Boosters President talked to Ginny last week. She wanted the Board to know that the Hylton Athletic Boosters pay the coaches salaries. Our coaches don’t agree with this statement. They haven’t received anything from the Hylton Athletic Boosters. Kelly is going to ask Dr. Qualls about this. March Board Meeting Update: Ginny said that she believes this is not true. The Hylton Athletic Boosters don’t do anything for Hylton Crew. This item is closed.

8. From Kelly Goebert: Kids dressing-up on Friday’s before Saturday Regattas verses just wearing spirit wear. The other sports require dress clothes. February Board Meeting Update: She thinks that it would be a good idea if our team did this because it really stands out. Boys wear ties and coats. Girls wear dresses or skirts. Need to put it to a vote. Coaches will talk to the rowers next Monday at practice. March Board Meeting Update: No update.

9. From Kelly Goebert: The Crew team picture for the brochure can be taken on Monday 7th right after school. But we can’t call it a "team" photo because for spring sports the photos can’t be taken before February 22nd or we will be out of compliance. This is per Dr. Quails. February Board Meeting Update: Board wants to wait so we have maximum participation and are in compliance with the rules. March Board Meeting Update: Picture is this Friday.

10. The bio for the NCASRA Regatta program needs to be rewritten. Mark Fichten will work the bio. Eddie will get him a copy of the old one. March Board Meeting Update: Mark Fichten updated it and Eddie now has it. Mark Fichten will get the picture and bio to Steve Lee by Friday evening. Eddie will email Mark the contact information.

11. February Board Meeting: Mark Fichten said that the trailer is at the shop for the inspection and minor electrical work. March Board Meeting Update: Trailer passed inspection. Total cost for inspection and repair was $       . Problem was the connector that plugs into the truck receptacle. It was replaced. This item is closed.

12. February Board Meeting: February 9 is the next OLOC meeting. Dorothy Lazor is attending. March Board Meeting Update: She attended. Miller and she will be Dockmasters for regattas near HQ. This item is closed.

13. February Board Meeting: The 2 trophies from the women are due back to NCASRA by April 5. Miller wants the Board to consider purchasing a trophy case. She would also like to have duplicates made of trophies for the kids to see. We could get duplicates of medals too. Miller will check about trophy duplication and case cost. March Board Meeting Update: Wait to make any decision on this till a future meeting.

14. February Board Meeting: Ginny Fichten would like the Board to consider purchasing new Rubbermaid tubs for our stuff. The current tubs are the cheaper type of tubs. We need about 6 of the 18-gallon size tubs. Board approved her to purchase 6-10 tubs. March Board Meeting Update: This item is closed.

VII. New Business.

1. Support for launch driver training class. Hylton needs to provide one launch equipped with gas can and paddle for Sunday, March 13 from approximately 1:00-3:00 pm. The Judge-Referee (JR) Trainer Coordinator is Rich Califf. We must coordinate with Hal Johnson (haljohnson@erols.com, 703-490-3085) prior to noon on Saturday, 5 March. March Board Meeting Update: Barry and Eddie will make sure the launch gets delivered. This item is closed.

2. Reimbursement to Barry Rickman for putting the trailer hitch on his truck. He did this to be able to haul the crew trailer. March Board Meeting Update: Approximate cost is $       . Approved. Barry will get the receipt to Andrea. This item is closed.

3. Damage to the grass behind the school. Miller called to speak with Dr. Qualls but he wasn’t available. She spoke with Karen Mays about the ruts in the grass where we keep our trailer. She will call Thursday to reiterate that we will fix the area when the weather is better. She will also ask Dr. Qualls if we can park the trailer someplace so we don't have to drive on the grass. Kelly Goebert spoke to Frank (grounds-keeper) and while he said not to worry about it, he will bring his equipment to take care of it in the spring Miller thinks we need to take an afternoon and "make it right". March Board Meeting Update: When the weather gets better, we will fix the damage.

4. Trailer damage (broken cross member). Miller asked Kelly Goebert to speak with the auto shop director to see if it can be done in-house. Will see. If not, then either email our families to see if there's help or get it done professionally. March Board Meeting Update: Kelly is checking on whether we can get it done at Hylton.

5. Need a volunteer to redo the logo (see the top of the printed agenda) so the year is removed. March Board Meeting Update: Need to find someone to update it. Rob Kehlet might be able to do it.

6. Need to discuss the Pasta dinner on March 17. March Board Meeting Update: Everyone should bring pasta and something else.

7. Need to discuss the possibly of attending the ISA Regatta in Norfolk on April 23. March Board Meeting Update: Need to get the letter done and transportation taken care of. About 10 boys and 20 girls would go. Dorothy G. said that her company might be able to provide a bus if we need one. Lynn expressed concern about parents who are volunteering for NCASRA jobs here, might not want to volunteer if their rower is going to Norfolk.

8. Need to discuss issues related to setting up at the Point at Sandy Run. March Board Meeting Update: We don’t need to set up on the point for the first 3 regattas on the Occoquan. April 30 and May 2 are the only times we will set everything up at the point. This item is closed.

9. Need to know if there will be any practices during Spring Break, March 21-25. March Board Meeting Update: No update.

10. Need volunteers to paint or stencil bulldogs, oars, etc. on the trailer. The following examples were provided by Mr. Devins last year: March Board Meeting Update: Leave the trailer blue. This item is closed.

11. We need to provide 2 launches for the regattas staff on April 9 and 30. This item is closed.

VIII. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse.
 March Board Meeting Update: Have not met lately. Will meet after the Pasta Dinner.
b) Committee: Novice Teambuilding Chair: Dorothy Greenhouse
 Members: Rob Kehlet and Kelly Goebert.
 March Board Meeting Update: No update.
c) President Miller Kehlet
March Board Meeting Update: Tag Day is this Saturday.
d) Vice President/Registration Chair Ginny Fichten
March Board Meeting Update: Registration is not yet closed out. Several rowers still have issues.
e) Treasurer Andrea Moss
March Board Meeting Update: Nothing else.
f) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado
March Board Meeting Update: No update.
g) Secretary, Webmaster Mark Fichten
March Board Meeting Update: Nothing else.
h) Fundraising Coordinator Dorothy Lazor
March Board Meeting Update:
 Tag Day. Only 5 girls and 9 boys have said they will be there. We have enough driver volunteers for the rowers we expect to be there. Everything is ready for the event.
 Corby’s pizza is finished. Made about $       .
 Made another $        from candy sales. About 13 boxes left to sell.
 Golf card person will be at the Pasta Dinner.
 Car wash is Saturday after next. Will be cancelled if the weather is bad. Truck and trailer will be coming to the car wash.
i) Maintenance Coordinator Barry Rickman
March Board Meeting Update:
 Delivery of the WinTech coxed four is Saturday.
 There has been a lot of boat movement in the House.
 Several of our boats need names.
j) Coaches Brian Tassi/Michael Heisey/Mike Malak/Summer King/Lise Leininger
March Board Meeting Update:
 Mike: Freshman boys are working hard.
 Brian: All the girls on the roster are not showing up to practice yet.
k) At-Large Members:
i) Quartermaster Eleanor Kraak
March Board Meeting Update: Nothing else.
ii) Volunteer Coordinator Lynn Holgate
March Board Meeting Update: Nothing else.
iii) Uniform Coordinator Susan Casebere
March Board Meeting Update: Not present.
iv) NCASRA Representative Eddie James
March Board Meeting Update:
 Rule book: AD, coaches and President must sign agreement.
 Scholastic Rowing Association of America: Rule change – Seniors can row in a 2nd eight. 2006 Championships – Saratoga Springs (Albany) May 26-27 2006.
 US Rowing Scholastic Honor Roll: Submissions – see www.usrowing.org or Joe Creed.
 Bi-lingual Committee: Do we have ESL parents who want to contribute input and/or assistance?
 By Laws: new grievance guidelines will be discussed at April NCASRA meeting.
 Coaches: PFDs.
 Concessions/Program: Email Steve Lee by tomorrow.
 Sandy Run: I’ll be there Saturday, if we have a volunteer that wants a free pass.
 Training: Potomac River Launch Driver Certification – www.boatus.org (take test for VA)
 Trophies: I need 2 women’s trophies before April NCASRA meeting.
 Coxswain Certification: Still not approved, review info on www.ncasra.org.
v) PWCA Representative Doug Taggart
March Board Meeting Update: Not present.
vi) OLOC Representatives Dorothy Lazor/Miller Kehlet
March Board Meeting Update: Miller and she will be Dockmasters for regattas near HQ.
vii) Members Linda Hinz/Chris Sudberry
March Board Meeting Update: Nothing else.
viii) Novice Representative Dorothy Greenhouse
March Board Meeting Update: Nothing else.
l) Teacher Representative Kelly Goebert
March Board Meeting Update: Not present.

Meeting adjourned at 9:53 pm.

Meeting called to order at 7:31 pm.

I. Roll Call of Members. (o)=Officer, (present) = member was present at meeting

 President (o): Miller Kehlet (present)
 Treasurer (o): Andrea Moss (present)
 Student Reps.: JR Taylor, Katie Hadlock, James Casebere, Alyssa Alvarado (present)
 Vice President (o) / Registration Chair: Ginny Fichten (present)
 Secretary (o), Webmaster: Mark Fichten (present)
 Fundraising Coordinator (o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi (present), Michael Heisey (present), Mike Malak (present), Summer King (present), Lise Leininger (present)
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator (o): Lynn Holgate
 Uniform Coordinator: Susan Casebere (present)
 NCASRA Representative: Eddie James (present)
 PWCA Representative: Doug Taggart
 OLOC Representatives: Dorothy Lazor (present), Miller Kehlet
 Members at Large: Linda Hinz (present), Chris Sudberry
 Novice Representative: Dorothy Greenhouse (present)
 Teacher Representative: Kelly Goebert (present)

II. Reading and adoption of the minutes from last Board meeting.

 Approved.

III. Reading of the Treasurer’s report. (Andrea Moss)



IV. Unfinished Business.

1. From October Board Meeting: Away regatta discussion: Hotel arrangements for Stotes and Nationals. Transportation arrangements for Mathews, Stotes and Nationals. Need to form a committee to do the hotels and transportation. Miller will set up one committee for all the away regattas.
 November Board Meeting Update:
o Miller needs a volunteer to make phone calls for transportation and hotels. Dorothy has called about transportation. Approximately $        for Stotesbury but not Nationals. Dorothy Greenhouse offered to check with her company about transportation. Dates are May 19-21 and May 26-28 (Memorial Day weekend).
o Discussion of the rules for hotels and vehicle restrictions. We should ask Kelly Goebert to get this information for us.
o A band trip over Memorial Day weekend might interfere with some of our rowers for Nationals.
o One or more Board members should make a road trip to the Nationals venue.
o Mathews: We want to get a school bus for this trip.
o December Board Meeting Update:
o Away Regattas Committee:
o Chair: Miller Kehlet, Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse
o First meeting is 7:30 pm, Thursday, December 9, 2004 at Andrea’s house at 14342 Madrigal Dr., which is across from BJ’s.
o Dorothy Greenhouse was not successful in getting a better rate on busses.
o For Stotes and Nationals, last year we had 27 hotel rooms. We normally have 25.
o Goal for the January meeting is to have prices and names of busses and hotels.
o January Board Meeting Update:
o Committee met. Miller wants to make decisions and get the letters to the school as soon as possible.
o NJ and PA transportation: Lynn and Dorothy both got information from several companies. Scenic America has good prices and appropriate size busses for each venue. Cost is $        for a 55 passenger bus for Stotesbury and $        for a 48 passenger bus for Nationals.
o Mathews:
 Transportation: School bus.
o Stotesbury:
 Hotel: No update.
 Transportation: See above.
o Nationals:
 Hotel: Andrea got information about the Sheraton that costs $        per night. Unless the cost comes down significantly, we will have to go further out. Andrea will check.
 Transportation: See above.
o Board approved that Andrea has the authority to book hotels for Stotesbury and Nationals without any further Board approval.
o February Board Meeting Update:
o Stotesbury: 30 rooms with 2 beds each are reserved at $        per night at the Holiday Inn at the stadium. Spaghetti warehouse is reserved. Total cost will be about $        per rower.
o Nationals: 25 rooms with 2 beds each reserved at the Macintosh Inn at Mt. Laurel. $        per night. Total cost will be about $        per rower.
o We are renting a cargo van from Enterprise for 2 weeks for transportation of “stuff” to each venue. Cost is $        for the 2 weeks.
o Commercial busses are taken care of for both venues.
o A school bus is requested for Matthews. Must be on the road by 4:00 am. Need to get people to volunteer to go to set up the tent prior to arrival.
o Miller gave signed letters to Kelly to turn in to the school.
o This item is closed.

2. From November Board Meeting: Board positions: VP, Secretary, Nissan Coordinator, Registration Chair and Webmaster need to be filled for next year. Miller emphasized that we need to get a VP who will be with us for several years for continuity. Her concern is that there needs to be some training time. Update at December Meeting: Treasurer and Trailer Driver need to be added to this list. The positions needing to be filled for next year are: Vice President, Treasurer, Secretary, Nissan Coordinator, Registration Chair, Webmaster and Trailer Driver. January Board Meeting Update: Miller asked if anyone know of anyone who would volunteer. Advertising hasn’t really been done, so we will push it at Call Out. February Board Meeting Update: 2 people have stepped up. Kelly Goebert has expressed interest in the Registration position. Dorothy Greenhouse has expressed interest in the Vice President position. Still working on other positions.

3. From November Board Meeting: Need to get the ergs back. Fichten’s have one. Kehlet’s have one. Mark Fichten will pick up the Kehlet’s and take both to the shed. Might want to consider selling some to other schools. Update at December Meeting: He will do this in December. January Board Meeting Update: We’ll get it done soon based on schedules. February Board Update: Closed.

4. From November Board Meeting: Discussed need to purchase an 8th cox box system before this spring season. We have 7 cox boxes right now. If we don’t have 8, we will have one cox that will not have one this spring. Cost is over $       . We may be able to get a discount with a US Rowing membership. Miller Kehlet will check on this. Update at December Meeting: We will wait till we get the money situation taken care of. January Board Meeting Update: Still waiting to get the money situation taken care of. February Board Meeting Update: Still waiting to get the money situation taken care of.

5. From November Board Meeting: Winter erg-a-thon fund-raising event possibility. Michael says she could arrange this for the boys. Update at December Meeting: This would be in the January timeframe. Michael will work on it. January Board Meeting Update: Erg sprints are next Saturday at Gold’s. February Board Update: Going to do an on the water row-a-thon. Item closed.

6. From November Board Meeting: Linking up with novices and their parents (Winter & Spring). Perhaps in the spring, have a teambuilding time with the novices, especially freshman, and they could invite their friends and use this as a recruiting effort. Perhaps bring a quad to the school. Perhaps do an erg event. Update at December Meeting: This needs to happen prior to the spring season. Perhaps in the January timeframe. Dorothy Greenhouse will work something up. She will lead a committee. Members are Rob Kehlet and Kelly Goebert. January Board Meeting Update: Dorothy will set a date to meet soon. February Board Update: Kelly Goebert is trying to put together a Chinn night. The pool, diving board and basketball court can be rented by the hour. She will get pricing and available dates. Cost should be around 5 to $10 per person. Could get pizza and soda for the kids too. Dorothy talked about putting together pasta dinners before each regatta.

7. From November Board Meeting: Status of Rack/oar space allotments in boathouse. Rack allocation has only met one time and should meet again soon. No results from the first meeting are available. Update from December Meeting:
 Andrea read a letter she received from Potomac asking us to vacate the 2 racks we have been renting from them by the end of December.
 Miller said that for the last 7 years or so, Hylton has rented racks from Potomac. The short notice of the first letter from Potomac asking us to vacate by the end of November was not enough notice. She said that Hylton shells not only support Hylton rowers, but also several programs ran out of the boathouse. Potomac could have given us much more notice than a couple of weeks. Also, this was not brought up at all by Potomac during the rack allocation meeting on October 7. Miller emailed this information to Doug Taggart and Steve Lee. Neither has responded as of today. However, Claude Winters (PWCA Treasurer) talked to her and said something about losing control. Since he wasn’t on the original distribution, Miller didn’t pursue this. She has requested that Doug allow us to use 2 new racks in the new part of the boathouse. Bottom line is that Miller has sent the letter and we are waiting for resolution.
 Nobody knows when the next rack allocation meeting is.
 Nobody knows exactly what racks we are renting.
 We need a contingency plan if we have 2 boats that need to be stored elsewhere. Miller offered her deck and back year. We could also construct a double rack on the one top rack we have. Lynn also offered her back yard.
 Miller will get with Doug and Claude to try to get them to get the rack allocation taken care of as soon as possible.
 Miller will contact Brian to determine which racks we are renting.
 If this isn’t taken care of by December 31, we will put the boats on the floor and work out a permanent solution later.
 Brian thinks that Potomac got 2 new shells the end of November. Forest Park probably will only have 4 boats so 2 of their 6 racks in the new section of the boathouse might be available for us.
 January Board Meeting Update:
 Rack allocation is done. It should work fine for this season.
 Potomac hasn’t complained about our boats being in their racks. Miller noted that the letter that Andrea received didn’t have any email or phone contact information in it.
 February Board Meeting Update:
 The decision was made to make the extension into a 4’s bay and reallocate racks around that. All schools are good to go. We will have 6 inside main bay racks and 4 in the new addition for quads. One rack in the main bay will be a floor rack. Rack fees probably will not change.
 Situation with Potomac is resolved because of the rack allocation.
 This item is closed.

8. From November Board Meeting: Status of Non-profit organization paperwork. No update. Update at December Meeting: She got the corporate certificate from the state because she didn’t have a copy. She is going to get the paperwork submitted. Mark Fichten will type it up. Andrea will submit it as soon as Mark is finished. January Board Meeting Update: Form changed last October. Andrea is working with the Accountant on it. February Board Meeting Update: On hold till after tax season.

9. From November Board Meeting: US Rowing organization membership dues due end of Dec. Organizational insurance dues due end of Dec. Another item is also due. All 3 of these are things we need to pay. Update at December Meeting: Andrea needs to go to the US Rowing web site to get the forms for membership and insurance. Insurance is $        for an organization. January Board Meeting Update: Andrea paid this. Item closed. Clarification from Mike Malak: The $        that is paid to US Rowing includes both membership dues and insurance, and since NCASRA requires US Rowing membership, we actually get $        in liability insurance without an additional fee. If a member of Hylton Crew is also an individual member of US Rowing, that gets that person an additional $        in liability coverage. February Board Meeting Update: All has been paid. This item is closed.

10. From November Board Meeting: Brian Tassi is authorized to sell the Blitz and the plastic Concept 2 oar set for a minimum of $        with the understanding that no more than an additional $        can be spent for the new eight with oars. If the Blitz is not sold by December 1, it will be retained for the next season and the offer will be removed from the table. Update at December Meeting: Hasn’t been sold yet. A guy in Florida has asked about it. Brian is following up. The deadline for selling the shell is extended to January 1 because if we sell it, we can still get the replacement shell. January Board Meeting Update: Board approved an extension of the deadline for selling the boat to Feb 1. Boat is in the process of being sold to Georgetown Day School for $        without the oars. Brian is trying to make a decision on whether he needs an eight or a four because of the number of girls rowing this season. He will probably decide on buying an eight. February Board Meeting Update: Georgetown Day School is still thinking about buying the boat. We are on hold about buying another boat because the number of registered rowers is low.

11. From December Board Meeting: Michael is going to a coach’s conference in Sarasota Springs, NY next week. Need an update at next meeting. January Board Meeting Update: It was a good conference. Board wants her to submit her receipt for reimbursement. February Board Meeting Update: Michael submitted her receipt. Subjects discussed included nutrition and mental preparation. She met lots of college coaches. This item is closed.

V. New Business.

1. Dorothy Lazor and Ginny Fichten are planning a Spirit Day for sometime next week. All rowers should wear Crew shirts, etc. to school that day. Dorothy and Ginny will be in the commons to collect paperwork and answer questions. February Board Meeting Update: The have planned this because the rate of registration is slow. Miller talked about taking pictures of rowers and teachers, etc. so that Rob can make posters. Alyssa will take pictures.

2. From Ginny Fichten: Need to discuss Hylton Athletic Boosters and how they support Crew. February Board Meeting Update: The Hylton Athletic Boosters President talked to Ginny last week. She wanted the Board to know that the Hylton Athletic Boosters pay the coaches salaries. Our coaches don’t agree with this statement. They haven’t received anything from the Hylton Athletic Boosters. Kelly is going to ask Dr. Qualls about this.

3. Mark Fichten may be moving to Huntsville, AL before Stotesbury and Nationals. He was planning on using his truck to take the boats to each venue, but may no longer be able to. We need a backup plan. February Board Meeting Update:

4. From Kelly Goebert: Kids dressing-up on Friday’s before Saturday Regattas verses just wearing spirit wear. The other sports require dress clothes. February Board Meeting Update: She thinks that it would be a good idea if our team did this because it really stands out. Boys wear ties and coats. Girls wear dresses or skirts. Need to put it to a vote. Coaches will talk to the rowers next Monday at practice.

5. From Kelly Goebert: The Crew team picture for the brochure can be taken on Monday 7th right after school. But we can’t call it a "team" photo because for spring sports the photos can’t be taken before February 22nd or we will be out of compliance. This is per Dr. Quails. February Board Meeting Update: Board wants to wait so we have maximum participation and are in compliance with the rules.

6. From Kelly Goebert: If we need more adult support to go on the either of the 2 trips, the only way I could go is for the crew board to pay my sub pay of $        per day. I do not have personal time use, and the school knows its not sick time. February Board Meeting Update: Noted.

7. The bio for the NCASRA Regatta program needs to be rewritten. Mark Fichten will work the bio. Eddie will get him a copy of the old one.

8. Kelly gave the coaches the 20 boys and 20 girls grades.

VI. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse.
o January Board Meeting Update:
o See discussion above.
o February Board Meeting Update:
o See discussion above.

b) Committee: Novice Teambuilding Chair: Dorothy Greenhouse
 Members: Rob Kehlet and Kelly Goebert.
o January Board Meeting Update:
o See discussion above.
o February Board Meeting Update:
o See discussion above.

c) President Miller Kehlet
 An inventory of the boathouse needs to be done sometime soon.

d) Vice President/Registration Chair Ginny Fichten
 She would like the Board to consider purchasing new Rubbermaid tubs for our stuff. The current tubs are the cheaper type of tubs. We need about 6 of the 18-gallon size tubs. Board approved her to purchase of 6 to 10 tubs.

e) Treasurer Andrea Moss
 Equipment insurance bill came in and was paid.
 US Rowing sent us our membership certificate.
 Got the payment for the adult rowing from last summer.
 VA Commission letter went out.
 Boats, regattas and a cox box should be the only bills in the near future.

f) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado
 No update.

g) Secretary, Webmaster Mark Fichten
 No update.

h) Fundraising Coordinator Dorothy Lazor
 Half way through candy sales. Sold 21 of 40 boxes. $        given to Andrea tonight.
 So far, 9 people have ordered pizza and cookie dough. About 40 items. Orders of under 100 items means that she would have to go pick it up. The profit would only be about $        as of today. She will see how many orders she has on Monday when she has to place the order.
 March 5 is the next Tag Day. She is trying to get the packets from Jim Herren.
 March 12 is the next car wash.
 March 17 is the Pasta Dinner. Golf card person will come to give a presentation.
 March 23 is the row-a-thon. Dorothy will update the sponsor letter. Brian suggests moving it from Spring Break. The next teacher work day is April 18 which is an option. Board decided to move it.

i) Maintenance Coordinator Barry Rickman
 He is going to try to do something with the oars this weekend. They need to be painted. Kelly will check to see if there is somewhere in the school to put the oars so they can dry. He has a source for the bulldog and triangle decals.
 Transom guards are made.
 Engines should be back from service soon.
 Mark Fichten said that the trailer is at the shop for the inspection and minor electrical work

j) Coaches Brian Tassi/Michael Heisey/Mike Malak/Summer King/Lise Leininger
 PWCA meeting is Saturday at the boathouse.
 Summer and Lise are both signing up for the US Rowing Convention level 1. Cost is $        each. They will be reimbursed.
 Need to change Lise’s email to emorower@gmail.com.
 Summer’s email: sking2@gmu.edu
 Nobody at Hylton has a key to the front gate at the park.
 There are 11 freshman boys.

k) At-Large Members:
i) Quartermaster Eleanor Kraak
 She is going to do an inventory of the stuff in the boathouse soon.

ii) Volunteer Coordinator Lynn Holgate
 Not present.

iii) Uniform Coordinator Susan Casebere
 Uni order is about ready to be put in. Should be submitted on Monday.

iv) NCASRA Representative Eddie James
 The 2 trophies from the women are due back to NCASRA by April 5. Miller wants the Board to consider purchasing a trophy case. She would also like to have duplicates made of trophies for the kids to see. We could get duplicates of medals too. Miller will check about trophy duplication and case cost.
 Mandatory Head Coach meeting February 16.
 Referee clinic location has changed.
 Coaches clinics. Parents can attend at half price.
 Bio and photo were discussed earlier.
 February 26 is an advanced launch driver class.

v) PWCA Representative Doug Taggart
 Not present.

vi) OLOC Representatives Dorothy Lazor/Miller Kehlet
 February 9 is the next meeting. Dorothy is attending.

vii) Members Linda Hinz/Chris Sudberry
 Linda Hinz: No update.

viii) Novice Representative Dorothy Greenhouse
 No additional update.

l) Teacher Representative Kelly Goebert
 Hylton has an embroidery machine that she has access to. It was bought for the Special Education department. They don’t have bulldogs, but if the kids want names embroidered, she could do it. She will price the embroidery thread. If the Boosters pay for the thread, we could charge the kids a little to offset the cost.

Next meeting is Thursday, March 3rd.

Meeting was adjourned at 9:30 pm.

I. Miller Kehlet called the meeting to order at 7:31 PM.

II. Roll Call of Members. (o)=Officer

 President (o): Miller Kehlet (present)
 Treasurer (o): Andrea Moss (present)
 Student Reps.: JR Taylor, Katie Hadlock (present), James Casebere (present), Alyssa Alvarado (present)
 Vice President (o) / Registration Chair: Ginny Fichten (present)
 Secretary (o), Webmaster: Mark Fichten (present)
 Fundraising Coordinator (o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi (present), Michael Heisey (present), Mike Malak (present), Summer King, Lise Leininger
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator (o): Lynn Holgate (present)
 Uniform Coordinator: Susan Casebere (present)
 NCASRA Representative: Eddie James (present)
 PWCA Representative: Doug Taggart
 OLOC Representatives: Dorothy Lazor, Miller Kehlet
 Members at Large: Linda Hinz (present), Chris Sudberry
 Novice Representative: Dorothy Greenhouse (present)
 Teacher Representative: Kelly Goebert (present)

III. Reading and adoption of the minutes from last Board meeting.

 Approved

IV. Reading of the Treasurer’s report. (Andrea Moss)

 Approved

V. Unfinished Business.

1. From October Board Meeting: Away regatta discussion: Hotel arrangements for Stotes and Nationals. Transportation arrangements for Mathews, Stotes and Nationals. Need to form a committee to do the hotels and transportation. Miller will set up one committee for all the away regattas.
 November Board Meeting Update:
 Miller needs a volunteer to make phone calls for transportation and hotels. Dorothy has called about transportation. Approximately $        for Stotesbury but not Nationals. Dorothy Greenhouse offered to check with her company about transportation. Dates are May 19-21 and May 26-28 (Memorial Day weekend).
 Discussion of the rules for hotels and vehicle restrictions. We should ask Kelly Goebert to get this information for us.
 A band trip over Memorial Day weekend might interfere with some of our rowers for Nationals.
 One or more Board members should make a road trip to the Nationals venue.
 Mathews: We want to get a school bus for this trip.
 December Board Meeting Update:
 Away Regattas Committee:
o Chair: Miller Kehlet
o Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse
 First meeting is 7:30 pm, Thursday, December 9, 2004 at Andrea’s house at 14342 Madrigal Dr., which is across from BJ’s.
 Dorothy Greenhouse was not successful in getting a better rate on busses.
 For Stotes and Nationals, last year we had 27 hotel rooms. We normally have 25.
 Goal for the January meeting is to have prices and names of busses and hotels.
 January Board Meeting Update:
 Committee met. Miller wants to make decisions and get the letters to the school as soon as possible.
o NJ and PA transportation: Lynn and Dorothy both got information from several companies. Scenic America has good prices and appropriate size busses for each venue. Cost is $        for a 55 passenger bus for Stotesbury and $        for a 48 passenger bus for Nationals.
o Mathews:
 Transportation: School bus.
o Stotesbury:
 Hotel: No update.
 Transportation: See above.
o Nationals:
 Hotel: Andrea got information about the Sheraton that costs $        per night. Unless the cost comes down significantly, we will have to go further out. Andrea will check.
 Transportation: See above.
 Board approved that Andrea has the authority to book hotels for Stotesbury and Nationals without any further Board approval.

2. From November Board Meeting: Board positions: VP, Secretary, Nissan Coordinator, Registration Chair and Webmaster need to be filled for next year. Miller emphasized that we need to get a VP who will be with us for several years for continuity. Her concern is that there needs to be some training time. Update at December Meeting: Treasurer and Trailer Driver need to be added to this list. The positions needing to be filled for next year are: Vice President, Treasurer, Secretary, Nissan Coordinator, Registration Chair, Webmaster and Trailer Driver. January Board Meeting Update: Miller asked if anyone know of anyone who would volunteer. Advertising hasn’t really been done, so we will push it at Call Out.

3. From November Board Meeting: Need to get the ergs back. Fichten’s have one. Kehlet’s have one. Mark Fichten will pick up the Kehlet’s and take both to the shed. Might want to consider selling some to other schools. Update at December Meeting: He will do this in December. January Board Meeting Update: We’ll get it done soon based on schedules.

4. From November Board Meeting: Discussed need to purchase an 8th cox box system before this spring season. We have 7 cox boxes right now. If we don’t have 8, we will have one cox that will not have one this spring. Cost is over $       . We may be able to get a discount with a US Rowing membership. Miller Kehlet will check on this. Update at December Meeting: We will wait till we get the money situation taken care of. January Board Meeting Update: Still waiting to get the money situation taken care of.

5. From November Board Meeting: Winter erg-a-thon fund-raising event possibility. Michael says she could arrange this for the boys. Update at December Meeting: This would be in the January timeframe. Michael will work on it. January Board Meeting Update: Erg sprints are next Saturday at Gold’s.

6. From November Board Meeting: Linking up with novices and their parents (Winter & Spring). Perhaps in the spring, have a teambuilding time with the novices, especially freshman, and they could invite their friends and use this as a recruiting effort. Perhaps bring a quad to the school. Perhaps do an erg event. Update at December Meeting: This needs to happen prior to the spring season. Perhaps in the January timeframe. Dorothy Greenhouse will work something up. She will lead a committee. Members are Rob Kehlet and Kelly Goebert. January Board Meeting Update: Dorothy will set a date to meet soon.

7. From November Board Meeting: Status of Rack/oar space allotments in boathouse. Rack allocation has only met one time and should meet again soon. No results from the first meeting are available. Update from December Meeting:
 Andrea read a letter she received from Potomac asking us to vacate the 2 racks we have been renting from them by the end of December.
 Miller said that for the last 7 years or so, Hylton has rented racks from Potomac. The short notice of the first letter from Potomac asking us to vacate by the end of November was not enough notice. She said that Hylton shells not only support Hylton rowers, but also several programs ran out of the boathouse. Potomac could have given us much more notice than a couple of weeks. Also, this was not brought up at all by Potomac during the rack allocation meeting on October 7. Miller emailed this information to Doug Taggart and Steve Lee. Neither has responded as of today. However, Claude Winters (PWCA Treasurer) talked to her and said something about losing control. Since he wasn’t on the original distribution, Miller didn’t pursue this. She has requested that Doug allow us to use 2 new racks in the new part of the boathouse. Bottom line is that Miller has sent the letter and we are waiting for resolution.
 Nobody knows when the next rack allocation meeting is.
 Nobody knows exactly what racks we are renting.
 We need a contingency plan if we have 2 boats that need to be stored elsewhere. Miller offered her deck and back year. We could also construct a double rack on the one top rack we have. Lynn also offered her back yard.
 Miller will get with Doug and Claude to try to get them to get the rack allocation taken care of as soon as possible.
 Miller will contact Brian to determine which racks we are renting.
 If this isn’t taken care of by December 31, we will put the boats on the floor and work out a permanent solution later.
 Brian thinks that Potomac got 2 new shells the end of November. Forest Park probably will only have 4 boats so 2 of their 6 racks in the new section of the boathouse might be available for us.
 January Board Meeting Update:
 Rack allocation is done. It should work fine for this season.
 Potomac hasn’t complained about our boats being in their racks. Miller noted that the letter that Andrea received didn’t have any email or phone contact information in it.

8. From November Board Meeting: Status of Non-profit organization paperwork. No update. Update at December Meeting: She got the corporate certificate from the state because she didn’t have a copy. She is going to get the paperwork submitted. Mark Fichten will type it up. Andrea will submit it as soon as Mark is finished. January Board Meeting Update: Form changed last October. Andrea is working with the Accountant on it.

9. From November Board Meeting: US Rowing organization membership dues due end of Dec. Organizational insurance dues due end of Dec. Another item is also due. All 3 of these are things we need to pay. Update at December Meeting: Andrea needs to go to the US Rowing web site to get the forms for membership and insurance. Insurance is $        for an organization. January Board Meeting Update: Andrea paid this. Item closed. Clarification from Mike Malak: the $        that is paid to US Rowing includes both membership dues and insurance, and since NCASRA requires US Rowing membership, we actually get $        in liability insurance without an additional fee. If a member of Hylton Crew is also an individual member of US Rowing, that gets that person an additional $        in liability coverage.

10. From November Board Meeting: Barry wants all insurance information from anyone who has anything. Anyone with insurance information needs to get it to Barry. Update at December Meeting: He received lots of insurance information. He will share it with Andrea too. January Board Meeting Update: Barry only needs some ID numbers from some of the boats. Item closed.

11. From November Board Meeting: Brian Tassi is authorized to sell the Blitz and the plastic Concept 2 oar set for a minimum of $        with the understanding that no more than an additional $        can be spent for the new eight with oars. If the Blitz is not sold by December 1, it will be retained for the next season and the offer will be removed from the table. Update at December Meeting: Hasn’t been sold yet. A guy in Florida has asked about it. Brian is following up. The deadline for selling the shell is extended to January 1 because if we sell it, we can still get the replacement shell. January Board Meeting Update: Board approved an extension of the deadline for selling the boat to Feb 1. Boat is in the process of being sold to Georgetown Day School for $        without the oars. Brian is trying to make a decision on whether he needs an eight or a four because of the number of girls rowing this season. He will probably decide on buying an eight.

12. From December Board Meeting: Need update from the OLOC profit sharing meeting held on November 9. (Lazor/Kehlet) Deferred till next meeting January Board Meeting Update: We will participate in profit sharing. Item closed.

13. From December Board Meeting: Michael is going to a coach’s conference next week. Need an update at next meeting. January Board Meeting Update: It was a good conference. Board wants her to submit her receipt for reimbursement.

VI. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 Members: Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and Dorothy Greenhouse.
 January Board Meeting Update:
 See discussion above.

b) Committee: Novice Teambuilding Chair: Dorothy Greenhouse
 Members: Rob Kehlet and Kelly Goebert.
 January Board Meeting Update:
 See discussion above.

c) President Miller Kehlet
 January Board Meeting Update:
 Nothing new to report.

d) Vice President/Registration Chair Ginny Fichten
 January Board Meeting Update:
 Call Out:
o Date is January 20.
o Ginny wants to get more information about the posters for Call Out from Rob Kehlet.
o Need to get the agenda set.
o Need to vote on the budget.
o Need to set up a field trip to Sandy Run for novice parents. Proposed dates are March 6th or 13th.
o Need to get the forms on the web site.
o Need to start sending emails to parents and rowers so they know to download forms and bring checks to Call Out.

e) Treasurer Andrea Moss
 January Board Meeting Update:
 Nothing new to report.

f) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado
 January Board Meeting Update:
 Katie said that the girls would like to do another candy sale. Kids in school are always asking about it. Dorothy said that the minimum order is 1920 candy bars. Profit would be $       . She said that if the boys helped out, they should be able to sell them. Katie challenged James to a candy sale competition.

g) Secretary, Webmaster Mark Fichten
 January Board Meeting Update:
 Nothing new to report.

h) Fundraising Coordinator Dorothy Lazor
 January Board Meeting Update:
 At a prior meeting, we proposed to sell Valentine roses or carnations. Long stem roses would cost us about $        each. Kelly said that someone has sold roses in the school for $        in the past but they didn’t sell very many. Minimum order is 100-150 roses. Board decided not to do this because the kids can buy roses cheaper elsewhere. Having a candy sale would be a better idea.
 Next pizza sale is Joe Corby’s. Paperwork will be given out at registration night on January 20. We must sell at least 100 items. It will be pizza and cookie dough too. Turn in date is February 7. Proposed delivery date is February 21.
 Car wash dates for 2005: March 12, April 17, may 1, June 5, June 25, July 9, August 13, September 17, October 1 and October 22. Normal location is at Wal-Mart and the time is 10:00 AM to 3:00 PM.
 Based on the discussion with the Student Reps, we will do a candy sale. Board approved Dorothy to spend about $        for 1920 candy bars.
 Tag Day is scheduled for Saturday, March 5. Dorothy will run it. Miller volunteered her house again.
 Information about the golf cards will be distributed at the Pasta Dinner on March 17.
 Row-a-Thon date is March 23.

i) Maintenance Coordinator Barry Rickman
 January Board Meeting Update:
 Engine guards will be put on all 5 launches. Cost will be about $       .
 We have 5 engines and 5 coaches.

j) Coaches Brian Tassi/Michael Heisey/Mike Malak/Summer King/Lise Leininger
 January Board Meeting Update:
 Erg sprints are next Saturday at Gold’s.

k) At-Large Members:
i) Quartermaster Eleanor Kraak
 January Board Meeting Update:
 Nothing new.

ii) Volunteer Coordinator Lynn Holgate
 January Board Meeting Update:
 Next meeting is on January 18th.
 Call Out is on January 20th. She will have rosters for people to sign up for regatta jobs.

iii) Uniform Coordinator Susan Casebere
 January Board Meeting Update:
 No update.

iv) NCASRA Representative Eddie James
 January Board Meeting Update:
 Programs for regattas. Advertising information. Any advertising we sell we get 50% back. Need team bio and photo. Old bio might be OK but it should be looked at.
 A new photo probably needs to be taken. Kelly offered to call the kids to the outside sign and take some pictures. Board thought it was a great idea!
 Bill Howard will replace Ted Phoenix.
 A lightning detection system will be installed at Sandy Run. The cost is about $       .
 They are looking for Spanish speaking people to help at launch driving training so more people can get trained.
 Dark blue thermal flotation suits cost about $       . They are putting together an order.
 We are committed to cost sharing during regattas.
 Next Occoquan work day is ?????.
 Next NCASRA meeting is next week.

v) PWCA Representative Doug Taggart
 January Board Meeting Update:
 Not present.

vi) OLOC Representatives Dorothy Lazor/Miller Kehlet
 January Board Meeting Update:
 Dorothy asked Eddie to check about the OLOC meetings at the next NCASRA meeting.

vii) Members Linda Hinz/Chris Sudberry
 January Board Meeting Update:
 Nothing new.

viii) Novice Representative Dorothy Greenhouse
 January Board Meeting Update:
 Nothing new.

l) Teacher Representative Kelly Goebert
 January Board Meeting Update:
 Nothing new.

Next meeting is Thursday, February 3rd.

Meeting was adjourned at 9:40 PM.

I. Miller Kehlet was not present at the beginning of the meeting so Mark Fichten called the meeting to order at 7:32.

II. Roll Call of Members. As people arrived, this list was updated. (o)=Officers

 President(o): Miller Kehlet (present)
 Treasurer(o): Andrea Moss (present)
 Student Reps.: JR Taylor, Katie Hadlock, James Casebere (present), Alyssa Alvarado (present)
 Vice President(o) / Registration Chair: Ginny Fichten
 Secretary(o), Webmaster: Mark Fichten (present)
 Fundraising Coordinator(o): Dorothy Lazor (present)
 Maintenance Coordinator: Barry Rickman (present)
 Coaches: Brian Tassi (present), Michael Heisey (present), Mike Malak (present), Summer King, Lise Leininger
 Quartermaster: Eleanor Kraak (present)
 Volunteer Coordinator(o): Lynn Holgate (present)
 Uniform Coordinator: Susan Casebere (present)
 NCASRA Representative: Eddie James
 PWCA Representative: Doug Taggart
 OLOC Representatives: Dorothy Lazor (present), Miller Kehlet
 Members at Large: Linda Hinz (present), Chris Sudberry
 Novice Representative: Dorothy Greenhouse (present)
 Teacher Representative: Kelly Goebert

III. Reading and adoption of the minutes from last Board meeting.

 Approved.

IV. Reading of the Treasurer’s report. (Andrea Moss)

 Approved.

V. Unfinished Business.

1. From October Board Meeting: Away regatta discussion: Hotel arrangements for Stotes and Nationals. Transportation arrangements for Mathews, Stotes and Nationals. Need to form a committee to do the hotels and transportation. Miller will set up one committee for all the away regattas.
 November Board Meeting Update:
 Miller needs a volunteer to make phone calls for transportation and hotels. Dorothy has called about transportation. Approximately $        for Stotesbury but not Nationals. Dorothy Greenhouse offered to check with her company about transportation. Dates are May 19-21 and May 26-28 (Memorial Day weekend).
 Discussion of the rules for hotels and vehicle restrictions. We should ask Kelly Goebert to get this information for us.
 A band trip over Memorial Day weekend might interfere with some of our rowers for Nationals.
 One or more Board members should make a road trip to the Nationals venue.
 Mathews: We want to get a school bus for this trip.
 December Board Meeting Update:
 Away Regattas Committee:
o Chair: Miller Kehlet
o Members:
 Andrea Moss
 Ginny Fichten
 Dorothy Lazor
 Lynn Holgate
 Susan Casebere
 Dorothy Greenhouse
 First meeting is 7:30 pm, Thursday, December 9, 2004 at Andrea’s house at 14342 Madrigal Dr., which is across from BJ’s.
 Dorothy Greenhouse was not successful in getting a better rate on busses.
 For Stotes and Nationals, last year we had 27 hotel rooms. We normally have 25.
 Goal for the January meeting is to have prices and names of busses and hotels.

2. From November Board Meeting: Board positions: VP, Secretary, Nissan Coordinator, Registration Chair and Webmaster need to be filled for next year. Miller emphasized that we need to get a VP who will be with us for several years for continuity. Her concern is that there needs to be some training time. Update at December Meeting: Treasurer and trailer driver need to be added to this list. The list of positions needing to be filled for next year is as follows:
 Vice President
 Treasurer
 Secretary
 Nissan Coordinator
 Registration Chair
 Webmaster
 Trailer driver

3. From November Board Meeting: Need to get the ergs back. Fichten’s have one. Kehlet’s have one. Mark Fichten will pick up the Kehlet’s and take both to the shed. Might want to consider selling some to other schools. Update at December Meeting: He will do this in December.

4. From November Board Meeting: Crew web site: As of January 1, Fichten and Associates will no longer be hosting web sites for anyone. Therefore, Hylton Crew has to find and pay for hosting space for our site. Mark Fichten will do more research and recommend an ISP to the Board. Update at December Meeting: New hosting is with 1 and 1 Inc. Cost is $        per month, payable twice per year. They only take payment by credit card or wire transfer. Mark paid for 6 months.

5. From November Board Meeting: Discussed need to purchase an 8th cox box system before this spring season. We have 7 cox boxes right now. If we don’t have 8, we will have one cox that will not have one this spring. Cost is over $       . We may be able to get a discount with a US Rowing membership. Miller Kehlet will check on this. Update at December Meeting: We will wait till we get the money situation taken care of.

6. From November Board Meeting: Winter erg-a-thon fund-raising event possibility. Michael says she could arrange this for the boys. Update at December Meeting: This would be in the January timeframe. Michael will work on it.

7. From November Board Meeting: Linking up with novices and their parents (Winter & Spring). Perhaps in the spring, have a teambuilding time with the novices, especially freshman, and they could invite their friends and use this as a recruiting effort. Perhaps bring a quad to the school. Perhaps do an erg event. Update at December Meeting: This needs to happen prior to the spring season. Perhaps in the January timeframe. Dorothy Greenhouse will work something up. She will lead a committee. Members are Rob Kehlet and Kelly Goebert.

8. From November Board Meeting: Status of Rack/oar space allotments in boathouse. Rack allocation has only met one time and should meet again soon. No results from the first meeting are available. Update from December Meeting:
 Andrea read a letter she received from Potomac asking us to vacate the 2 racks we have been renting from them by the end of December.
 Miller said that for the last 7 years or so, Hylton has rented racks from Potomac. The short notice of the first letter from Potomac asking us to vacate by the end of November was not enough notice. She said that Hylton shells not only support Hylton rowers, but also several programs ran out of the boathouse. Potomac could have given us much more notice than a couple of weeks. Also, this was not brought up at all by Potomac during the rack allocation meeting on October 7. Miller emailed this information to Doug Taggart and Steve Lee. Neither has responded as of today. However, Claude Winters (PWCA Treasurer) talked to her and said something about losing control. Since he wasn’t on the original distribution, Miller didn’t pursue this. She has requested that Doug allow us to use 2 new racks in the new part of the boathouse. Bottom line is that Miller has sent the letter and we are waiting for resolution.
 Nobody knows when the next rack allocation meeting is.
 Nobody knows exactly what racks we are renting.
 We need a contingency plan if we have 2 boats that need to be stored elsewhere. Miller offered her deck and back year. We could also construct a double rack on the one top rack we have. Lynn also offered her back yard.
 Miller will get with Doug and Claude to try to get them to get the rack allocation taken care of as soon as possible.
 Miller will contact Brian to determine which racks we are renting.
 If this isn’t taken care of by December 31, we will put the boats on the floor and work out a permanent solution later.
 Brian thinks that Potomac got 2 new shells the end of November. Forest Park probably will only have 4 boats so 2 of their 6 racks in the new section of the boathouse might be available for us.

9. From November Board Meeting: Status of Insurance for the Club/coaches through the school. Teacher coalition information form is available. It gives the Board $        of liability coverage. Cost is $        per year. Exactly what it covers is unclear. Update at December Meeting: Andrea paid it. It is for Board members and coaches liability.

10. From November Board Meeting: Status of Non-profit organization paperwork. No update. Update at December Meeting: She got the corporate certificate from the state because she didn’t have a copy. She is going to get the paperwork submitted. Mark Fichten will type it up. Andrea will submit it as soon as Mark is finished.

11. From November Board Meeting: US Rowing organization membership dues due end of Dec. Organizational insurance dues due end of Dec. Another item is also due. All 3 of these are things we need to pay. Update at December Meeting: Andrea needs to go to the US Rowing web site to get the forms for membership and insurance. Insurance is $        for an organization.

12. From November Board Meeting: Barry wants all insurance information from anyone who has anything. Anyone with insurance information needs to get it to Barry. Update at December Meeting: He received lots of insurance information. He will share it with Andrea too.

13. From November Board Meeting: Brian Tassi is authorized to sell the Blitz and the plastic Concept 2 oar set for a minimum of $        with the understanding that no more than an additional $        can be spent for the new eight with oars. If the Blitz is not sold by December 1, it will be retained for the next season and the offer will be removed from the table. Update at December Meeting: Hasn’t been sold yet. A guy in Florida has asked about it. Brian is following up. The deadline for selling the shell is extended to January 1 because if we sell it, we can still get the replacement shell.

VI. New Business.

1. Need update from the OLOC profit sharing meeting held on November 9. (Lazor/Kehlet) Deferred till next meeting.

VII. Reports of officers and committees, as appropriate.

a) Committee: Away Regattas Chair: Miller Kehlet
 According to Miller, Andrea Moss, Ginny Fichten, Dorothy Lazor, Lynn Holgate, Susan Casebere and her are the members of the committee. She is in charge.

b) President Miller Kehlet
 Next meeting is January 6. If school is closed, it closes early, or afternoon activities are cancelled, the meeting is cancelled.
 Thanks to everyone who has worked at Kohl’s.
c) Treasurer Andrea Moss
 Nothing more.
d) Student Representatives JR Taylor/Katie Hadlock/James Casebere/Alyssa Alvarado
 Alyssa: Womens training is going well.
 James: Lots of novice men are coming to training. Exp. Men are working hard.
e) Vice President / Registration Chair Ginny Fichten
 Absent.
f) Secretary, Webmaster Mark Fichten
 Nothing more.
g) Fundraising Coordinator Dorothy Lazor
 Pizza, cookie dough and greens are in. $        made on pizza, desserts. $        on greens. This is about a $        increase for greens and $        more for cookie dough and greens. Have