Board Minutes: May 13, 2024
July 22, 2024Agenda
- Call to Order at 7:14pm
- Roll Call: Mike Carnevale (MC), Amy Townsend (AT), Emiko Bigler(EB), Liz Gohel (LZ), Julia Ratchford (JR), Jody Conant (JC), Karen Ruedinger (KR), David Reynolds (DR)
- Standing Reports:
- President’s Report: Not in attendance
- Vice Presidents Report (MC):
- Goals: Define roles of at-large members. Increase assistance to Matt as he has dual President/Head coach duties. Work on the alumni outreach/development- overlap coordination with other committees. Assist with fundraising on the business sponsorship side. Continue IT side of board/tech platforms, assist Communication Secretary. Switch EGR crew domain. Possibly go to a higher mailchimp tier if we blast more emails. MC currently privately funds, DR suggested making donation to the team instead, team purchases.
- Treasurer’s Report (DR):
- Goals: Finalize annual plan to share, create long term plan of replenishing boats- work with LG for fundraising initiatives, DR to track boats for depreciating assets, create a long term view of boathouse maintenance requirements- updates, repairs, etc. Coordinate USRowing insurance- identify any gaps. Create a treasurer specific calendar to ease future turnover. Improve working relationships with finance and boosters (i.e., school reimbursements from boosters, resolving coaches pay). Possible migration to Quickbooks to organize/categorize expenses, budget.
- Summer row: Board agreed to not prorate fees. May conflict with fixed cost so will not prorate at this time.
- Drivers for boat trailer: renting vs. personal vehicles
- Head Coach Report: Not in attendance
- Recording Secretary’s Report (JR)t:
- Goals: organize secretary drive and establishing meeting agenda/format with Matt Stares
- All board members send report to JR prior to meeting to streamline
- Communication Report (EB)
- Chris Zylstra ,AD, and boosters, to review bylaws and communicate with EGR crew
- Goals: written/email thank you notes to donors. Quarterly newsletter to sponsors, alumni, parents, etc. Create a live google doc for all regattas- parents can use for live updates. Maintain website- add social media? Create a novice parent handbook and a novice liaison email address to streamline questions. Matt’s goal per MC: social media advancement-increase communication to alumni and community.
- Volunteer Report (JC)
- Goals: streamline and define role to each board member, food tent. JC moving forward with taking over more boathouse maintenance duties and will organize volunteers to assist with boathouse. JC oversees the platforms for volunteers and delegate to specific positions. Concrete establishment of monthly agenda for board meetings that can be used year to year. Parent meeting: MC suggested each board member has a slide up during the initial meeting to discuss their role to crew families and how we can support them. Ongoing discussion of defining how parents can/should fulfill their volunteer responsibilities.
- Events Report (KG)
- Goals: Overall mapping: creating structure, review by-laws, writing work instructions, reviewing past documents. Review online store. Establish events. Find ways to create continuity during board turnover to ease transition. Establish a better set of operations so decisions are not made last decision or under the gun. Establish specific events we participate in each year (4th of july, team dinners, banquet, etc.) and delegate possible sub committees for each.
- Fundraising (LG)
- Goals: Creative ways to use boathouse to raise money. Make erg-a thon bigger. Make fundraising a focus if we need to update boats- possible corporate sponsors? Advertisers on our food tent? Greenlight bricks purchased from boathouse donors.
- Travel (AT)
- Goals: Budget information would be beneficial for travel coordinator, better communication- streamline plan ahead of time.
- Knowing regattas far ahead of time for efficiency in planning.
- Etc:
- Next Board Meeting Jul 8, 2024 Community Center
- Fall parent meeting Aug 13, 2024
- Try-Out Celebration Potluck: Aug 19, 2024
- 4th of July Parade: board to communicate with Coach Anne to gage rowers interest in float participation
- Meeting adjournment at 9:00pm