Meeting Minutes

NW Rowing Council Meeting January 31, 2004

Lake Union Boathouse, Seattle, WA

The meeting was called to order by Bob Cummins at 2:30 pm.

1. Approval of previous meeting minutes

Motion: Tom Fuller moved to approve the minutes from the November 10, 2003 meeting. Motion passed unanimously. Minutes were approved.

2. Approval of current meeting agenda

The agenda was approved.

3. Northwest Regatta Calendar Update

There were no updates to the regatta calendar. The full regatta calendar is available on RowNW.com.

4. Northwest Rowing Council Website Update

Rachel Le Mieux suggested that the website should denote the chief of each regatta.

Webmaster Kathy McCormack has set up a password-protected page for coach contact information. The purpose of this page would be to facilitate communication between coaches. Those interested in adding their name and contact information to the page should email Kathy at postmaster@rownw.com.

5. Field Service Proposal from USRowing

Glenn Merry reviewed USRowing’s proposal to partially fund a part-time (approximately 40% of full-time) Field Service Coordinator for the Northwest Region. The position would be on a year-to-year basis.

a) The position will be posted on the USRA website by February 2, 2004, as well as on RowNW.com. Applications will be due around February 20. USRA will then narrow the field to 2-3 applicants and proceed with personal interviews. The goal is to have the FSC in place by mid-March.

b) USRA plans to solicit input from the NW Council.

c) The general requirements are as follows

Task	Hours
Regatta Preparation (2 USRA Regionals)	480
Telephone Contact	150
Information Distribution/Scheduling	150
Subtotal	780
Major Event Attendance	25
Annual Evaluation and Reporting	40
Total	845

d) Salary

$15, 210 (845 hours x $18/hour)

$2,090 (Expenses: phone, email, hotels, mileage, duplication, postage)

$17,300

USRA will fund $12,000 for the position, leaving a gap of $5,300. The NW Council is expected to pay the remainder of the salary for the position.

e) USRA will have no anchor to the profits from either of the Regional Championship Regattas. The Region will negotiate distribution of profits with the LOC.

f) At the end of the season USRA will evaluate the FSC with assistance from the NW Council. USRA will ultimately oversee the FSC.

Ed Maxwell stated that PVRA is willing to organize Regionals almost at-cost. Should the Council investigate another employing another LOC for Regionals, the Council risks paying more, thus forcing an increase in entry fees.

Motion. Susan Parkman moved to accept the proposal for the USRA to fund $12k for the FSC. Rome Ventura seconded. Motion passed unanimously.

Championship Regatta Schedules (Juniors and Masters)

a) Masters

Sara Lopez stated that the Masters Regional Championship Regatta would need to run from mid-day on the Friday of the regatta until Sunday afternoon in order to accommodate all entries as planned.

b) Juniors

Ed Maxwell and Jody Wilhelm reviewed the 2003 Junior Regionals schedule in an effort to plan for the 2004 event. Ed received one comment regarding problems with the 2003 schedule-that the finals of the Novice Women’s 4+ conflicted with the Women’s 3v 4+. After making slight adjustments to the 2003 schedule, Ed found that the Novice Women’s 4x+ was close to the Novice Women’s 8+. The option was to leave a break between the Varsity Men’s 4+ and the Novice Women’s 4x+ in order to create a time cushion.

Jason Coffman questioned whether the schedule should be adjusted to allow front-loading of the Lightweight 4+, now that this event had been designated as a qualifying event for the Youth Invitational.

Some discussion was had regarding the idea of devising a weather-contingent schedule. The group decided on the following options, should inclement weather occur:

-shorten centers if equipment availability (referee launches) allows

-shorten the course

-run timed finals

-cut races

Kirkland Barrett asked whether the Women’s Varsity 1x could be moved to later in the day on Saturday, to allow ample recovery time between the Women’s Varsity 4x+ and the Women’s varsity 1x.

The group agreed to poll any event that goes to 3 heats.

Lynn Shannon proposed that the Council decide a method by which to enforce the return of trophies at the Junior Regional Championships.

Motion: Lynn motioned that any club who loses their trophy must purchase a new one and bring it to the regatta. Should a club fail to return a trophy, the entire team does not race. Sara Lopez seconded the motion. Three were opposed. Motion passed.

6. Northwest Rowing Council/LOC Championship Regatta Profit Sharing Arrangement

The Regionals Finance Sub-committee presented their recommendations for the Regatta Profit Sharing Arrangement as follows:

a) A flat fee for the LOC is recommended. The 2004 PVRA LOC is recognized as an experienced and proven organization that can manage the operations of the event with a great deal of independence and high level of performance. A fee of $6k per event has been proposed by PVRA and reflects their demonstrated experience. With this fee, the proposed 2004 budget provides the NW Region with $4k in revenue per event.

b) If due to unforseen circumstances the net income from the event is not sufficient to cover the LOC fee, the amount of the fee will be renegotiated. In no circumstance will the NW Region owe the LOC money, after all expenses have been met, that exceeds the event revenue. (Note: The reason for this provision is that the NW Region does not have surplus funds to fall back on if this situation did occur).

c) The US Rowing FSC is responsible for coordinating the regatta event insurance, managing the USRowing membership requirement, coordinating support if Regatta Central is used, preparing and distributing the regatta information bulletin, entry processing, race schedule compilation, competition management during the event, and final event results compilation. Direct expenses for these activities (not staff time) will be included as Regatta expenses.

d) The NW Region must approve changes in Entry fees and Volunteer fees. All funds should be collected in a single payment at the time entries are submitted and processed through US Rowing or its’ designee. The LOC will track the volunteer assignments to determine allocations to participating organizations. Entry fees for the 2004 Junior Regionals event should be increased as proposed in the PVRA budget. The increase keeps them slightly below the level of the Master’s entry fees, but represents an increase consistent with the event status.

e) Scratch fees should be monitored and collected by the USRowing FSC. Scratch fees will be imposed 48 hours after the event schedule is posted to the participating organizations. Scratches before this 48 hour period result in loss of entry fee, but no additional penalties. Scratch fees are due at the time the scratch is reported to the regatta administrator or when a boat fails to report to the start line for a scheduled race. Failure to pay scratch fees may result in that team’s crews being prohibited in subsequent races.

f) Sponsorships and Vendors. The LOC will retain ownership of any regatta souvenir merchandise (i.e. Regatta event t-shirts) and keep 100% of the revenue. USRowing will retain ownership of USRowing registered merchandise and keep 100% of the revenue. Both the LOC and USRowing will pay the direct expenses related to tents, tables, chair rental for their merchandise display and sales. The NW Region will retain sponsorship and the negotiated share of other vendor relationship income. The NW Region may distribute a share of this income to the LOC depending on the involvement of the LOC in development efforts. In the 2004 PVRA proposed budget, a share of vendor income (other than the regatta souvenir merchandise and the USRowing concessions) is retained 100% by the LOC. This component needs to be resolved.

g) The LOC and the USRowing FSC will prepare regatta budgets. These will be reviewed and approved by the NW Region Council or its’ designee. A final financial report will be prepared by the LOC and the USRowing FSC within 90 days of the event and submitted to USRowing and the NW Region Council.

Concern was expressed regarding the increase in entry fees for Junior Regionals. Lynn Shannon stated that the increase in Junior fees was due to increase in permit fees and park rental. At the 2003 Regattas, volunteer fees were not included in the entry fees. Because the 2004 event entry fees include volunteer fees, the net difference between 2003 and 2004 total fees is nominal.

Motion: Rome Ventura motioned to raise entry fees for Junior Regionals only enough to cover net the $2800 needed for the Council to provide its’ portion of the salary for the Field Service position. Rachel Lemiex seconded. Motion passed unanimously.

7. Northwest Rowing Council Bylaws Approval

Ed Maxwell stated that the bylaws should incorporate an official list of who is a club. One thought was to define a “club” as those registered with USRA and to provide provisions for those groups who were not financially able to become USRA members. Susan Parkman suggested that the Council could define clubs based on a minimum number of people. Tom Fuller suggested that the Council create a procedure for a club or organization to register within the region.

Motion: Warren Polensky moved to accept the draft bylaws and work towards resolving the issues. Tom Fuller seconded. One opposed. Motion passed.

8. Nominating Committee Report

The following individuals were elected to Council Board positions:

a) Committee Chairs:

Open: Karyn Crouthamel

Collegiate: Jenny Simon

Masters: Kathy McCormack

Juniors: Nick Haley

b) At Large Members:

Bob Cummins

Susan Parkman

Jody Wilhelm

c) Election of Officers

The Board will convene to vote officers

9. Hall of Fame Proposal

Penny Lewis from Martha’s Moms stated that a Northwest Rowing Hall of Fame had been suggested. The purpose would be to call attention to rowing and to acknowledge individuals for achievements, both in the Seattle area and in other areas of the Northwest. Stan Pocock has a list of people that he feels should be in the Hall of Fame. Jan Harville has also expressed interest in the project. The Council agreed that this was a good idea, though concern was expressed regarding the idea of coaches taking on other projects as they are about to enter a busy spring racing season. The group agreed that the project seemed like a worthwhile one to take on several months from now when coaches have more time.

10. USRowing Reports

d) Referee Commission

Tom Fuller stated that Lisa resigned from the USRA Board in January, thus leaving a position open. The position is for a term of 1 year-the individual will next be up for election in 2005. Application information will be available on the USRA website.

e) Junior Women’s Committee

Nick Haley noted that Steve Hargis has been chosen as the Head Coach for the Junior Women’s National Team. An Identification Camp will be held on February 14 at Lake Union Crew. The cost for each athlete is $20.00. Information regarding the camp is available on the USRA website.

f) Youth Committee

Nick Haley reported that the Junior Men’s and Women’s Lightweight 4+s have been added to the list of qualifying events for Junior Nationals. The crews that place first and second in this event at Regionals will be invited to Nationals.

g) Referee Commission

Rachel LeMiex reported that at the December meeting of the Referee Commission, Chris Lang was approved as Chief Referee for the 2004 Masters National Championship Regatta. The Referee Commission has discussed raising regatta stipends, which cover food and hotel for referees, to $100.00/day. The current stipend is $50.00/day, $75.00/day for collegiate regattas. The money comes from regatta entry fees.

The next referee training is tentatively scheduled for Saturday March 6, at the Commencement Bay Rowing Club Boathouse in Tacoma, WA. The topics are start procedure, jury and protest procedure. Those interested should contact Rachel at thecoxswain@hotmail.com.

The next meeting of the Referee Commission is in March 2004. Contact Rachel with comments or suggestions.

h) Other

Row For One will hold a Masters Camp at Lewis and Clark this summer.

There will be a NW Council planning meeting in the summer or early fall.

11. Next Meeting

The Next NW Region meeting will be November 14, 2004, Time and Location TBA.

The meeting adjourned at 4:15 pm.

Respectfully submitted by Whitney K. Buschmann 2/1/04.