Meeting Minutes
NW Rowing Council Meeting November 9, 2003
Lake Union Boathouse, Seattle, WA
The meeting was called to order by Bob Cummins at 1:35 pm.
PART A: US Rowing Reports
US Rowing Finances-Tom Fuller
Tom reported USRA financial results through September 2003. USRA year to date revenue is $281,500, year to date expense is $273,700, and revenue over expense is $78,000.
Proposed budget items for 2004 include: part-time Field Service options for the northwest and southwest regions, publishing US Rowing magazine twice per year, creating a contingency fund, provide limited funding for the Junior National Team, provide Clinic Instruction for USRA Coaching Certification Clinics. The current offer for part time field service from USRA is a part time position with payment of $1000 per month ($12,000 per year).
Field Service Proposal-USRA is offering an expanded Field Service proposal. The offer allots 100% of the profit from a Regional Championship Regatta to the region. Of this, 50% would go to the local organizing committee, and 50% would go to the region. The region could contribute its 50% towards funding a full-time Field Service position for the West Coast (Northwest and Southwest Regions combined).
Membership Benefits will include participation in USRA owned and registered regattas, use of USRA referees, USRA insurance benefits, access to coaching and other educational materials, and US Rowing magazine.
Northwest Focus Groups-Tom Fuller
Focus Group-Juniors
The Junior Committee requested that USRA be a strong, fiscally responsible organization, a good business partner, support Regional Championship Regattas, and restore Field Service.
Focus Group-Masters
The Masters Committee requested that USRA demonstrate more transparency with respect to finances, provide benefit programs and services, and meet the changing needs of the sport, and restore Field Service.
US Rowing Annual Convention
The 2003 US Rowing Annual Convention will be held December 4-6 at the Renaissance Esmeralda Resort & Spa, in Palm Springs/Indian Wells, CA. The focus of the convention is on coaching. Additionally, USRA encourages members to voice their feelings to the Board of Directors.
US Rowing Membership Ideas-Tom Fuller
Tom reported the results of the recent USRA member survey. A summary of the results is as follows:
-Number of respondents: 1864 (1551 current members, 313 not current members)
-Why do you hold USRA membership: 73% to compete, 23% to receive magazine, 22% coach mandated membership, 18% to participate in US Rowing training/camps
-Rate of value of membership: excellent 13%, good 39%, satisfactory 35%, poor 11%, unacceptable 2%
-Would you renew membership: yes 76%, no 2%, undecided 9%, other 14%
-Number of respondents from: Alaska-11, Idaho-0, Montana-0, Oregon-74, Washington-177, Wyoming-5
-Respondents by age: under 18-11%, 18-24 19%, 25-34 20%, 35-44 16%, 45-54 20%, 55-64 10%, 65+ 3%
Junior Men’s & Women’s Rowing Committees
Junior Men’s Rowing Committee-Ed Maxwell
Ed reported that Evans Liolin, who has coached the Men’s Junior National Team for the past two years and is currently the freshman coach at Yale, will return to coach the 2004 Junior Men’s National Team. Selection camp will be shorter this year due to the Junior Worlds being scheduled two weeks earlier than usual. Evans plans to hold several athlete identification camps in preparation for selecting the team. An ID camp for the Northwest Region is tentatively scheduled for the second week in December. The fee for the camp has yet to be determined-each club may pay a flat fee, or each athlete may pay for their participation. The cost to run the camp is approximately $500. A brief camp may also be held in San Diego during Winter Break. Interested athletes should submit erg scores at the appropriate testing date (upcoming-November 10) or to Evans at eliolin@aol.com.
Junior Women’s Rowing Committee-Nick Haley
Nick reported that US Rowing anticipates hiring a coach for the Junior National Women’s Team within the next couple of weeks. Most of the applicants for the position have discussed holding identification camps for the women. Athletes should submit erg scores at the appropriate testing date (upcoming-November 10).
Youth Advisory Committee-Nick Haley/Coby Stites
Nick reported that the Junior National Championship Regatta is scheduled for June 5-6 in Cincinnati. Additionally, coaches interested in submitting athletes for the Scholastic Honor Roll should do so in the near future.
Masters Committee-Ted Walkley
Ted reported that the “AA” category is now in effect at the national level. Rome Ventura proposed that the AA category begin at age 19 as opposed to 21 under the condition that athletes in this bracket would not compete beyond the “A” category. Tom Fuller agreed to propose this idea at a March meeting.
The 2004 Masters Nationals will be held in Oakridge beginning on August 4. The 2005 Masters Nationals will likely be held at Princeton in preparation for the 2006 FISA Worlds to be held at that site. The 2006 Masters Nationals may be held at a West Coast venue.
There has been a proposal to award medals to single rowers in higher age groups as opposed to handicapping these athletes when they participate in lower age categories.
The Masters Committee feels there is a growing disregard for the rules of racing and discussed enacting a rule prohibiting athletes who race in more than six events at Masters Nationals from participating in Nationals the following year.
$4000 was raised this past year for the Junior National Team by adding a $1 fee to each entry.
Referee Commission-Bob Cummins
Bob Cummins read a report from Rachel Le Mieux, who was unable to attend the meeting. The Referee Commission is currently accepting applications. A referee clinic will be held on March 6, 2004, most likely at the Commencement Bay Rowing Club Boathouse. Additionally, if anyone has proposals for “Rules of Rowing” changes, they should contact Rachel before December at thecoxswain@hotmail.com or (206) 781-3289).
PART B: Organization of NW Rowing
Bylaws Proposal-Bob Cummins
Bob explained the Draft Bylaws for the Northwest Regional Council. The Council, as outlined by the Draft Bylaws, allowed for anyone interested in the sport of rowing to enroll in the Council as voting members. The Board of Directors would create a nominations committee and nominations would be taken from the floor. Ratification of the bylaws would require a 2/3 majority vote of voting members of the Council.
In the event that the Council chose to incorporate (as a 501 C-3 non-profit organization for example) the bylaws would need to be elaborated and a constitution may be necessary.
The group discussed how to maintain capital property such as the regatta box.
Tom Fuller stated that groups are often able to use a tax ID number from an individual or other organization in order to open a bank account. He mentioned that the process to become a 501 C-3 non-profit organization takes approximately nine months and costs between $300-500.
Lynn Shannon expressed concern that the Bylaws would result in too many interested people, such that the organization would not be able to function effectively. Sarah Lopez questioned whether the voting process outlined by the Draft Bylaws could be affected by the location of the meeting at which votes were taken, and encouraged that the Council to modify the proposed set of Bylaws that encourages equitable representation at meetings where a vote is taken. Sarah suggested that each club have a representative that is a voting member, as opposed to all members of the participating club being voting members. In response, Tom Fuller questioned how unaffiliated athletes such as independent scullers would be represented. Ed Maxwell suggested that the Council Bylaws should not define the region by states according to the USRA definition.
The following individuals offered to help assist with organizing the Regional Council or Committee: Jason Frisk, Gretchen Frederick, Ted Walkley, Rome Ventura, Tom Fuller, Jody Wilhelm, Coby Stites, Matt Lacey. The group will review the Draft Bylaws and propose a revised set of Bylaws at the January Regional Meeting.
Elect/appoint interim officers and board
The general consensus of the attendants at this meeting was that an 11 member Board of Directors was too large for the Council. Tiff Woods suggested that there be seven members and included that athlete representation was important. Tiff felt that Masters would be well represented on the Council but wondered about representation for Juniors. Bob Cummins questioned whether having USRA representatives elected to the Council might present a conflict of interest. The consensus of the group was that this would not be a problem, as they would be elected to the position by the region. Meeting attendants stated that gender equity would not be an issue should the numbers be reduced. Sarah Lopez indicated that representation from each group (Juniors, Collegiate, Masters) may not be necessary. Ed Maxwell stated that the main issue in the Northwest region seemed to be the polarization between large and small organizations, and that the Council ought to focus on encouraging equitable representation in that regard.
Adoption of Bylaws is scheduled for the January meeting as well as election of Board members and officers of the Council.
Communication
Ted Walkley suggested that the Council pursue full-time Field Service for the Northwest region. Rome Ventura questioned whether a Council would be necessary if Field Service were in place. Rome stated that she did not want to see the region create a separate unit, that the region should support US Rowing or the region risked losing support from US Rowing. Rome would like to see US Rowing demonstrate more accountability and provide full time Field Service for the Northwest region only (as opposed to for the Northwest and Southwest combined).
Ted Walkley stated that the Council would make the Field Service position more manageable, and suggested that the Council should chose the Field Service representative. He felt that the Northwest region needs both full time Field Service and a Council.
Tom Fuller stated that the ballpark cost to support a full time Field Service employee would be around $40,000-45,000 including benefits. He suggested that the Region dedicate 50% of the profits from the Regional Championship Regattas to supporting the Field Service position, and request that US Rowing pay the remainder. Tom stated that there was a finance committee meeting on Monday, November 10, at which he would suggest this option. Tom anticipated having more information in December concerning what portion of full time Field Service for the Northwest USRA is willing to cover.
The group discussed what the region would like to see Field Service cover. The Region would like this individual to run the two Regional Championship Regattas, and facilitate communication among clubs in the region. Sarah Lopez suggested that the Region examine the total profit from Regionals and use that figure to define the Field Service position. The suggestion was made to add $1 to every entry at regattas in the region throughout the year, and use those funds to help support Field Service. Nick Haley stated that part of the issue was that the Region would like to see USRA be more accountable and help fund the position. Ed Maxwell suggested that the profits from coaching clinics could go towards funding the Field Service position. Tom Fuller explained that the net profits from these clinics went towards funding the National Team. Sarah Lopez stated that the Field Service position should start as soon as possible, as opposed to waiting until the January Regional meeting. Tom Fuller expressed that the Region should obtain a written commitment from USRA that the organization will honor the current offer to fund part time field service for the Northwest Region.
There was some discussion of whether or not the Region should seek to be an entity separate from USRA. When the question was asked as to whom would like to separate from USRA, four individuals raised their hands. Concern was expressed about how insurance for regattas would be obtained if the Region were not under USRA. Several people stated that insurance for regattas was not available from other sources.
Bob Cummins indicated that there were two Regional web sites currently available: Northwestrowing.com, a for-profit web site, and RowNW.com.
Regatta Services
Tom Fuller stated that USRA has a regatta services committee and suggested that a regatta services committee be created within the Northwest Region. Rome Ventura asked whether or not the region could run its own Regional Championship Regatta. Tom Fuller replied that the regatta must be registered, and all participants must be members of US Rowing in order to qualify for a Youth Invitational Championship Regatta. In response, Ed Maxwell stated that the Youth Committee could determine what regattas are qualifying regattas. Tom replied that USRA is now enforcing the rule that all participants must be US Rowing members, they have not enforced this rule in the past.
Regatta Box
Jason Frisk stated that the regatta box was in shambles. Much of the equipment is broken, and the Region should dedicate some money towards repairing and replacing equipment. Several clubs still owe money for their use of the regatta box. Peggy Tosdal offered for clubs to send payment to Mount Baker who would retain the funds in an account and begin the repair of items in the regatta box.
Masters Committee
Sarah Lopez reported that the Masters Committee had looked at the order of events and the entries for Masters Regionals and concluded that the regatta is close to becoming a three-day event. The Committee suggests that racing begin around noon on the Friday of the regatta, with a full day of racing on Saturday, and racing for 2/3 of Sunday.
Open/Collegiate Championships
Karen and Matt Crouthamel discussed whether or not to hold a Collegiate/Open regatta in early or mid-March. The conclusion was that numerous colleges are interested and while this may be a challenge to accomplish for 2004 but that it is something to work towards for the future.
Championship Regatta Venues
Lynn Shannon and Nick Haley gave a presentation on part of the Portland Vancouver Rowing Association to hold the 2004 Northwest Regional Championship Regattas for both Juniors and Masters. The tentative date for Junior Regionals is May 16-18, 2004, and Masters Regionals is June 20-22, 2004. Lynn and Nick outlined several advantages of using the Vancouver Lake site including the only fully buoyed course in the region, 10+ years of experience holding regional regattas, a large volunteer base, a central location [to the region], all the necessary equipment with the exception of a few launches, good EMS response, and a club compensation program for providing volunteers.
Sarah Lopez moved to accept Vancouver Lake as the site for the 2004 Northwest Junior Regional Championships pending discussion of the financial package.
Bruce Beal reported that investigation into two new regatta venues is currently underway. One is located on the Snohomish River, the other at Lake Kapowsin. Anyone interested in helping with either of these projects should contact Bruce at Bruce@pocockrowing.org.
Juniors Committee
The Junior coaches discussed whether or not to seed the entries at the 2004 Junior Regionals. It was decided that entries for the varsity 8+, varsity 4+, and varsity 4x+ (all qualifying events for Junior Nationals) would be seeded should the events go to heats. The events would be seeded by way of coaches ranking the teams entered in the event. Jason Coffman agreed to seed the entries.
The group discussed how to manage entries for the 4+s. The group agreed to employ the same process as was used at the 2003 Regionals. This process allows that clubs may submit only one entry for each of the first through fourth 4+s. The first 4+ would be the fastest 4+ (ex: top 4+ from the varsity 8+), the second 4+ the second fastest 4+ (ex: second four from the varsity 8+), the third 4+ the third fastest 4+ (ex: top four from JV 8+, and the fourth 4+ the fourth fastest 4+ (ex: second 4+ from JV 8+). There would be unlimited entries allowed in the fifth varsity 4+. This process does allow that an athlete from the Varsity 8+, for example, may be in the third 4+, if this 4+ is legitimately the third fastest 4+. The terms “Varsity” and “JV” become obsolete when this process is used.
Coaches who have comments regarding schedule issues for Regionals should contact Ed Maxwell.
There was some discussion of whether or not clubs planned to attend the Brentwood Regatta, given the complaints that Northwest clubs have expressed to the school in the recent past. Brentwood has reportedly made several improvements in response to the complaints. The suggestion was made that the Region have a schedule of dual meets, or stage another regatta, but the general consensus was that most clubs still planned to attend the regatta.
Jody Wilhelm will compose a 2004 Junior Regatta Calendar for the Region and e-mail this calendar to each club.
Masters Committee
Sarah Lopez moved that the 2004 Masters Regionals be held at Vancouver Lake, and to apologize for the confusion regarding the venue for the 2004 Masters Regionals. Sarah included that the Region should commit to helping Kalamath Falls work on their site. Motion passed.
Sarah encouraged the Northwest Region to define a process for evaluating and determining the site for Regional Championship Regattas. Those who have comments regarding the scheduling of events for Masters Regionals should contact Sarah Lopez.
The 2006 FISA World Championships will be held at Princeton. This would be a good opportunity to create a large West Coast regatta.
Next Northwest Regional Meeting
January 31, 2004 (following Ergomania), to be held at the Lake Union Boathouse, time to be confirmed (around 3:00 pm).
Announcements/Calendar Confirmations
January 31, Awards Dinner, Pocock Center. The Pocock Center is currently taking nominations for Crew of the Year, Coach of the Year, Significant Contributor of the Year awards. Please contact Bruce Beal at bruce@pocockrowing.org.
The meeting adjourned at 5:15 pm.
Respectfully submitted by Whitney K. Buschmann 11/10/03.