Board Minutes: July 8, 2024

Agenda

Call to Order at 7:05pm
Roll Call: Matt Stares (MS), Mike Carnevale (MC), Amy Townsend (AT), Emiko Bigler (EB), Julia Ratchford (JR), Jody Conant (JC), Karen Ruedinger (KR), David Reynolds (DR), Liz Gohel (LG), Chris Zylstra (CZ), Athletic Director.

Standing Reports:

President’s Report (MS):

Approval of last month’s minutes: all in favor.
Boathouse: Drainage from downspouts has to happen before winter. Thermostat is done – JC has the app to control. Bricks- will work with LG to finish. Stairs on the side of the building will be addressed. Front carpet tiles to be replaced by MS and Jeff Olson. MS to address vents that keep getting kicked. Overhead fans were discussed as a space saving option for airflow. Would like mirrors for visual feedback of form during training- possibly on wheels so not always present. MS also wants to work on boathouse interior aesthetics: more inviting with display pictures of past crew teams to highlight our legacy for the current crew team.

Vice President’s Report (MC):

MC is working on a draft alumni development plan, will coordinate with LG and then share what this means for fundraising to board. 12 students have come back with LTR. Discussed other opportunities for alumni to stay engaged with EGR Crew: MS: as long as they have their US rowing membership they can participate with our program. EB: some alumni would like to bring back the alumni regatta- maybe at the end of the season/ beginning of summer.
MC reiterated according to our bylaws, VP is there for support and offload any presidential duties. If there are further needs, other board members can delegate to the VP.

Treasurer’s Report (DR):

Vote to approve fees at $750 for the fall: all in favor.
Annual recap provided- all transactions posted to account. Annual budget included. Full year reconciliation of cash positions provided in report. We have a $2,700 surplus for the year which reiterates the need for fundraising to take care of our fleet and future boathouse costs.
MS discussed fees hardship for some families – we as a board can approve outstanding fees from student athletes due to hardship. Only MS and DR need to know specific details. CZ noted to contact him as well as there are community resources (EGR dads, etc.) to also assist.

Head Coach Report (MS):

Summer session going well, great participation. Less intense and beneficial to the student athletes. Would like to evolve V1 and V2 group- smaller groups based on number of ergs but also to match boat standards on the water. EB: suggested terminology change to V and JV instead of V1 and V2, general consensus that V1/V2 still the most effective terminology to give access for all to Varsity events and letter awards. Coach breakdown: V1- Brian Chorney until his departure, Sam Doletzky and Stephanie Gates. V2- Anne Petruzzi, Justin Ebert and Jessica Flakne. Novice- Kris Waschbusch, John Mogor and Alexandra Bohlinger.
Other changes this year: There will be 2 Captains – 1 boy and 1 girl. Main responsibilities will be recruitment and culture of the team. There will also be 2 Vice-Captains- 1 boy and 1 girl, responsible for equipment and rigging. No restrictions in age or rower/coxwains.
Head of the Charles: goal is to send 2 V8 boats, 1 men’s and 1 women’s. We will petition and will hear by September 13th.
Schedule: cost of hotels discussed. EB: the distance regattas increases cost for everyone. AT: Do we continue to pay driver and coach hotels? MS: we can discuss the number of coaches sent with DR from an expense perspective.
Travel: Jeff Olson will pull the boats to regattas.
MS shared system where over 7 years boats can be replaced. Average age for all current EGR crew boats is 12 years, some being 18-20 years old. If we were to buy new boats it would be 86K per year. Goal is 43K based on our 7 year replacement system. Current fleet replacement cost is 569K. Goal this year is purchase 2 refurbished 8’s- likely 29K for both. MC suggests being very transparent with boat replacement fees during parent meeting to understand the massive cost of boats, and how important it is to not have old boats to stay competitive. Specific operating costs can also be presented at parent meeting.
We need to buy 2 new dollies. Dock still needs to be repaired.
Waiting on boosters money and communicated to CZ.
Team dinners: captains to discuss and coordinate
Parent fall meeting: discussion to expand speakers, getting parents to contribute to events. LG: suggested highlighting parent expectations/overview of the year for events and volunteer opportunities during the meeting presentation would be beneficial.

Recording Secretary’s Report (JR):

Nothing additional to report

Communication Report (EB):

Will establish a novice liaison crew email address with MC.
The uni order form is ready to go out when everything is approved
Fall registration page will go live and email will be send out next week. Posts will be made on various Facebook groups to let new parents know about parent meeting and tryout dates.
Website has been updated with new board as well as parent meeting, board meeting, tryout celebration, and morning row dates. Working on getting all the coaches added.
Reservations for the Little Auditorium and cafeteria have been submitted for the next parent meeting on the 13th. Kris thinks we should hear back next week.
Will work on email with Liz, Mike, and Brian to send to alumni and parents of alumni for the end of summer, summarizing last year.
Working on social media campaign ideas

Volunteer Report (JC):

Uni’s- team will purchase and parents will repay. Novices will have EGR shirts though spirit shop.
Novice parent liaison needed- will send out communication through slack if any parent wants to volunteer for this position.
Volunteer opportunities will be an ongoing project.
Boathouse maintenance will be coordinated with MS.

At Large Report (KR)

Master schedule of events created and provided- open to suggestions for edits.
KR can be a point person for events if needed.

Fundraising (LG)
- Confirmed we cannot use the boathouse for entertaining as a means of raising funds outside of our organization.
- Learn to erg for fall fundraiser.
- Tent sponsors are still an option, however not sure if beneficial for away regattas. AT: Sponsors listed on the back of t-shirts (or novice shirts) another option.

Travel (AT)

Cuyahoga- coach rooms and travel coordinator rooms to be calculated.
Will coordinate HOCR once we know the status of our petition.
Will need an extra block of rooms for Kensington for the back-to-back regattas over Oct. 12-13 weekend. MS will check with Kip whether staying for both regattas can be optional for rowers.

Chris Zylstra, AD
- 33 EGRHS sports all have one mission: to build young people through sports. With 874 kids, club sports are essential as the district cannot financially support every sport- but they are all very much desired. His goal is for coaches to feel empowered and boards to feel supported through fundraising and communication. Boards should also not be involved with hiring/firing. CZ would like to have a baseline budget established and fundraising ongoing to continue a successful program.
- MS: discussed athlete retention- senior retention is not great. Building the experience can help improve that, not just the sport. How we move forward with this will be an ongoing process.
- Vertical integration: connecting our middle schoolers and underclassmen to get the interest out there for crew
- Questions:
  - KR: What is the process of going from a club sport to school funded? CZ: no specific steps, but if reduction of an experience becomes an issue the school may analyze. Fear is the need to make further cuts. School is concerned with long term funding support if they moved a club sport to school funded.
  - EB: What is your vision for the team? CZ: Grow numbers, find kids that can grow as a person through this sport and leave a better person. Build foundational pillars for retention.
  - AT: Any suggestions for visibility of crew in the middle school? CZ: student athletes go to middle school lunch. The more that we can get the kids to see positive experiences that they can experience in HS will help.
  - DR: Do we have to post an annual budget to our public website? CZ: no, 501C3 mandate we need to provide to team boosters and not a public website. MS would prefer to keep internal to the crew team. DR: can note on website treasurer is available through treasurer contact. KR: suggest we post financial summary behind a log in and provide credentials to crew membership via newsletter

Next Board Meeting: August 12th, 7pm Community Center
Fall parent meeting Aug 13, 2024, parent meet and greet right after
Try-Out Celebration Potluck: Aug 19, 2024
Meeting adjournment at 8:56 pm