Board Minutes: March 11, 2024

Agenda

1. Call to Order at 7:29 pm
2. Roll Call: Present Jason (JCA), Matt (MS), John (JM), Emiko (EB), Jody (JCO), Mike (MC), David (DR).  
3. Additions to Agenda: none
4. Approval of Previous Meeting Minutes 
5. New Business: 
6. Old Business: 
7. Standing Reports:
   1. President’s Report (JC)

   Van’s has our Tohatsu outboards, no charge for storage or service. Mercury and Suzuki outboards are back on launches. Suzuki goes back to Van’s when the new launches go into service. Two of the old Mercury inflatables can be sold. 

   Transportation volunteers are committed. The Wurls will be towing equipment to Loyola with their own vehicle. We have a truck reserved for Huron Sprints through State Championships. Damon Brown will also share the towing when the rental truck is here. JC will work with Wurls and Browns to sort hotel stays, and will make sure all are exposed to towing the shell trailer this Spring so they are ready for Fall.

   The floating dock is missing hardware. Jason to follow up with hardware and replace. Spare parts are in the boathouse. Feedback about water in dock sections is noted. Connect-a-dock essentially ignores water incursion, relying on the design of the dock sections to maintain buoyancy in the event one takes on water. Other than being heavy, I do not think we need to be concerned about the dock as it is generally in good shape and is level in the water. We have not used furniture dollies in the past because we keep the dock closer to home in a normal year. We planned to do work on the concrete last Fall, thus the winter storage at GRYC.

  Quite a few missing bolts, Jason to address.

2. Head Coach and Vice President’s Report (MS)

  “Fantastic” rowing this AM, all working together.  

  AM Training is an opportunity, not a requirement. MS to convey to rowers

  Parents will be sitting in boathouse to supervise AM erg sessions

  70 athletes

  Extra coach – Coach Sam from Rockford.  

c. Treasurer’s Report (DR)

 Fundraising and Donations

We had a good month for Fundraising and Donations, as described below:

• The Can Drive raised $50 in the month and I have $310.20 in cash to deposit ($360.20 total from the effort).
• The Erg Clinic raised $2082.86 in the month and I have $350 to deposit ($2,432.86 total from the effort)
• We received a miscellaneous donation of $50. 

Spring Registration Fees

We have been receiving payments from registering rowers.  In total, there are 67 rowers registered (as of now) and we have received payments for 55.  We received two payments for rowers not on the registration list (so I guess we’ll end up with 69 total registered (?), of which 57 have paid as of now).  We have 1 request for a payment plan, which leaves 11 payments outstanding.  I am checking with the school to see if anyone qualifies for Opportunity Grants and will begin following-up on the outstanding payments once I hear back from the school. 

Expenses:

Launches

We submitted a payment of $27,500 for the two new launches.  As discussed at the board last meeting, we are getting the motors from Vans, which have been quoted at just under $5k.  $7,000 Boosters funding will be used to defray these costs.

Other Expenses

We paid our USRowing annual membership fees during the month ($5k).  

Net Income:

Overall, we were negative ~$10.5k cash flow for the month, which was entirely driven by the purchase of the launches.

 Insurance –  We will inventory boats to set insurance.  David will check with Boosters for broad Director and Organization coverage.  

3. Secretary’s Report (JM)

• We can change Comcast ($107/mo) to Verizon 5G ($25-50/mo).  Coaches will determine if needed at all  

4. Communication Report (MC)

  Big site for Spring registration.  Payment collections good, smooth process.  Opportunity grants being investigated

 New system for this year, about 75% chose to offset the credit card fees. Of 56 payments, 37 Stripe.  Zelle 12, checks balance.

 Posts coming out as needed, but would like to get it out Sunday night.  As-needed also.

 Big initiative is Facebook and Instagram page, working with Amy and Mike.  

 Cleaning up drive by year, with archive file.

5. Volunteer Report (JC)

  Bagel kitchen and Big Bob’s can do a benefit night/day

  Spirit wear store is up and running

Can drive completed after the Superbowl raising. $667 (Anne gave $310,20 from student returns/ I will bring  $307 to meeting from my family returns) plus $50 donation from a former crew parent

Learn to Row completed on 2/24- Great success. 

Dock install completed on 3/3 – 10 people turned out.  

Erg a thon 3/16

– All volunteer slots are filled.

-41 student rowers signed up/ 13 adult rowers signed up 9($20 per rower); Plenty of space for more rowers and parents/community members to sign up.

-food donations filled 

• Pledge letter submitted to Matt and Anne to distribute to the kids.
• Jeff Christians from print metro to assist with banner(s) on Monday; Do we want a banner on the football field fence? and by the boathouse
• Amy/Tom Townsent to send out alert on socials
• Amy and Jason to coordinate hotel rooms.  

 Midwests – Hungry Eagle, room for kids, our own room.  

6. Events Report (EB)

  Parent Meeting

• Feedback from parents was that it was very informative and they liked the opportunity to mingle with other parents and the coaches.

Erg-A-Thon

• The donation poster was created and sent to printer.  EB will mount it on foam core and it will be outside the boathouse for people to scan QR code and donate.
• EB will be selling decorated St. Patrick’s Day cookies at the event ($30 for 6 cookies, 8 sets total) and will donate all the proceeds from that day. 

Regattas

• Meal planning for 6 days of regattas has begun. Crystal Barrett (Robyn) will be making coffee for the regattas again.

• Main Dishes to be requested from parents again
• Damon Brown plus Doug Ruhl to tow boats.
• Coaches will figure out who to buy uniforms for.

8. Next Meeting – April 9, 2024 at HS Learning Commons
9. Adjournment 8:41 pm