Board Minutes: November 13, 2023

November 13, 2023

Agenda

Call to Order at 7:09 PM
Roll Call: Present Jason (JCA), Matt (MS), David (DR), John (JM), Emiko (EB), Jody (JCO), Mike (MC), Parent Karen Ruedinger
Previous Meeting Minutes Approved
New Business:
- Bylaws submitted to EGRPS/Boosters for review. Discuss possible amendments before the review in February.
- New FUNdraising idea.
- Discuss board slate for ‘24-’25.
- Discuss fundraising plan, and yearly and long-term financial plan
- Adding coach emails ie. HeadCoach@egrcrew.com, NoviceCoach@egrcrew.com, etc. –Plan to do this when coaches are finalized.
- State of transferring files from old to new Google drive – Completed.
Old Business:

Financial assistance for participation fees. Review discussion from 2022.

Standing Reports:
- President’s Report (JC)
  - Jason to ask city if we can place sponsor banner on the boathouse
  - Christmas Tree sale, signup genius for our date December 5
  - Friday, Saturday after Thanksgiving extra volunteers would be appreciated
  - Fundraising and volunteer recruiting expert will work with boosters over next 2 months
  - No engineering drawings yet for dock – will be done in spring
  - Fundraising ideas: Adult learn-to-row; executive team-building
  - Understanding full annual costs will allow a large-scale plan with sustainability
- Vice President’s Report (MS)
  - Boat replenishment discussed, we will soon need a new 8
  - Discussed needing about a 5-year plan to renew the fleet
  - Fundraising needs an owner – David: reach beyond the team, not sure h
  - Matt to consult with Vasilly regarding trailer safety
  - We are now around the optimal size for a HS program
- Treasurer’s Report (DR)
  - Coaches – alignment needed on how to pay coaches. For now, Matt has done a good first draft.
  - Budget forthcoming for spring season
  - Boosters money will go toward new dock $7,500
  - Suzuki launch engine needs replacement, Mercury is OK
  - Matt and others will take inventory and figure out what is needed to maintain safe and effective launch fleet
  - David will reach out to Heather to follow reduced-fee lunch protocol
  - Extra funds would kick in thereafter
- Head Coach Report (MS)
  - No outside hire yet made, Matt may take it on in a focused way
  - Matt currently interim head coach
  - 2 more RowErgs and 2 bike ergs being ordered
- Secretary’s Report (JM)
  - Boathouse exterior finishing began this morning, should take 1-2 weeks total
  - Boathouse cleaning – we got $250 per year from the athletic department, have all the supplies for cleaning
  - Captains will clean this winter in rotating groups, John to interface
  - 2 hand-sanitizer dispensers requested – one each upstairs and downstairs
  - Cloth-collecting bags coming from Jody, one rower to take home, wash and return each week
- Communication Report (MC)
  - Moving EGRCrew.com domain to Google this December
  - Ergathon – QR codes can be used to scan and donate, sponsorship ideas
- Volunteer Report (JC)
  - Should we set the fundraising timeline? Jody will tap the parent list.
  - Reached out to Bill Alt – Holiday store for spirit wear sales pending.
  - Dock came out well.
  - Building calendar of regular club chores.
- Events Report (EB)
  - Summer exhibition among rowers
  - Rowers could send thank-yous to donors, coaches, etc.
  - Hungry Eagle in 15 weeks
  - Erg-a-thon timing: 3/16/23
Next Meeting – January 8 at 7 pm
Adjournment at 9:30 pm