GVYRS Executive Meeting Minutes. March 7 12

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1 Attendance: Niall Paltiel Stelly s SS Alec McKay Parkland SS Joanne Frappell Claremont/ROM Jesse Hume Stelly s SS, GUEST Tim Henderson Community Angela Grohovac St.Andrews SS Dawn Spraggett Claremont SS Deb LeFrank Claremont SS Aalbert Van Schothorst VCRC, GUEST Chris Frappell Claremont SS, ROM Louise Gage Stelly s SS 1. Meeting called to 7:01pm. GVYRS Executive Meeting Minutes March Guests: Jesse Hume and Aalbert VanSchothorst were invited to discussing coaching and equipment needs. Rationale: provide our board members with information for our 5 year strategic plan. a) Equipment: Jesse and Aalbert were asked to think of equipment that GVYRS might need in the next 5 years. Sculls: More sculling boats quads. Moving away from 8+ s for the juniors. There is more stress on quads since middle schools are not using 8+ s anymore. More doubles since current ones are showing their age. Buy a set of oars, the smoothies; we need to shift away from the fatties blades. One set of quad blades b/c we are short one pair of quad blades. Buy blades from Concept 2 in New Jersey. When buying a scull, always buy the oars to go along with it. When thinking of storage, an eight slot accommodates a quad and a single. It s not the best arrangement but it works. Coach boats: Trackers are not liked since they are tippy when trying to get somebody out of the water, they are not effective to resume speed and they pick up in the wind. We currently have one inflatable and 4 aluminum boats, 3 of which are Trackers and one is a Princecraft. Inflatables are more valued as coach boat b/c of safety. They are virtually unable to be tipped and easier for water rescues since they are not tippy. Lifetimers are guaranteed for life but the concern is that are difficult for water rescue. The current docks cannot accommodate the Lifetimers b/c they are heavy boats and may damage the docks. They would be very heavy to move out of the water and store; need two people to store into boathouse. We need to think about boats for the worst case scenario, such as in bad winds instead of trying to get a good deal. Safety, reliability and durability must be our priority. Page 1 of 6

2 North Saanich Middle School: With regards to getting North Saanich Middle School back with GVYRS, we need to obtain the assistance of the Parkland athletic director, a member of GVYRS, an active parent representative when meeting with the Principal from North Saanich. The combination of all three provides more credibility to its need for youths. We need to state that VCRC will provide coaches, as assured by VCRC since they obtain recruitment from the GVYRS rowers. Course: The course has been well managed by Don Jacobson and Colin Mattock. RECOMMEND that the course remain onsite instead of going to the farm. This way the course will always be available for set up. The course will need to be secured to avoid others using it. Ergs & bikes: We have 7 ergs. Is that enough? We moved for 4 to 7 ergs. VCRC will work towards obtaining more ergs. GVYRS rowers benefit more from ergs than bikes if the priority is to be placed. The boathouse has 25 ergs and it suggested to have 30 ergs. Middle schools have not dry land training area so they benefit from use of the erg room. Coaching Development: Currently we pay for ½ of the Learn to Row Program when they volunteer for the first year and then we pay the other ½ when they volunteer for the second year. We are challenged with finding coaches b/c we are not the go to place for coaches. We often hear that people are willing to coach but they don t have the Boat Pro Course. The Boat Pro Course is usually offered in September however this is a busy time for parents and students to add a boat pro course to their already busy agenda. We need to recruit at an early age, invest and develop our athletes to become coaches. We need to target prospective coaches early on such as in grade 9 and 10. They could obtain their boat pro course in grade 9; then shadow in grade 10. This will provide them with the opportunity to give back. We need to have a consistent recruitment plan...ie. Offering the Boat Pro Course the first weekend in September. This way, it is well established when the tradition has always been for the Boat Pro Course. The organization will then be easy, the same place, same time with a fixed facilitator. Evaluate this progress yearly. We should promote the art of giving back and school pride when recruiting coaches. Students are encouraged by media, they love to see info about their school athlete succeeding and often they are the students that give back. The Corporate Challenge is a great opportunity for coaches to develop on the seniors. ACTION: Offer the Boat Pro Course in May and September. Providing the course in May will allow us to target potential coaches from those athletes who are still involved in rowing. We can contact the school district board and once approved by the Superintendent, it can be distributed in all of their parent info letters. Boat pool: As an outside observer, the boat pool does not seem to be set up fairly. Some schools seem to have a more events/slots for rowing opportunities. Explained that it has to do Page 2 of 6

3 with number of rowers in slots from each school. CSI and Claremont have double the slots than other schools. They also have access to better water time slots. Perhaps GVYRs needs to develop a rowing schedule and then schools slot themselves in. Need to have a fairer boat pool distribution. The board appreciated and thanked Jesse and Aalbert for their input on our equipment and coaching needs. This will be helpful when creating our 5 year plan. Business part of the meeting continued without Jesse Hume and Aalbert Van Schothorst. 3. Motion made to approve the March 7, 2012 agenda; moved by Louise Gage, 2 nd Alec McKay. Motion carried. 4. Motion made to approve the February 2012 executive meeting minutes; moved by Alec McKay, 2 nd Niall Paltiel. ACTION: Alec McKay has agreed to update and maintain the website. This will be tabled for next meeting. 6a) President s Report: No new traffic on Elk Lake for the month of March and April, when the National team is rowing. They can deal with the current traffic but have asked for no additional boats on the lake. Gord Redlin had requested more practices on Thursday but was refused for this reason. They were offered other times for training. RCA will be done training after 9:30am and they can come after that. Gord is aware of the rationale. We will be hearing about the new design for the docks. VRS is currently sitting in a much better financial position since the boathouse renewal. VRS will be looking at fundraising. VRS wants to be more than just a collection fee partner. 6b) Treasurer s Report: i) 2012 /2013 budget: unrestricted cash; good position to be in. Alec will send out a draft budget for next year. Our proposed core fee is $201.6 with HST, add $31 for RCA and RCB fees = $ /3 will pay $201.6 and 2/3 will pay $ depending on the type of rowing they do. Last year we received about $14,500 for rental boats from the CSI program. This year, we anticipate $19000, d/t enrolment increase from 14 to 28 rowers. Expect $32000 from gaming. Major expenses: $38000 for hulls, $10000for coach boats and $10000 for equipment repair. There is administrative costs and education. ii) Equipment Purchases for 2012: We need to spend $64000 by May to be able to reapply for a gaming grant. Inventory of boats are being done by Niall and Alec, this will provide a better idea of what boats we need to start replacing. iii) CSI Boat Use Tracking: Page 3 of 6

4 Discrepancy occurred between 4 recorded dates in the books and what we are being paid by CSI. Discrepancy of $ The board felt it is necessary to follow up with CSI about the discrepancy since it s likely a recording issue. The board members agree that Alec should send a letter to CSI. It should be also sent to Angela Grohovac, Gord Redlin and Bruce Frith with a copy of the log book entries. ACTION: Alec will send a letter to CSI about the rental boat discrepancy fee. Discussion about formulating an easier record keeping log book for accounting purposes. If the log book is mandated by VRS then we cannot alter the log book. It s possible that the bow person could be the responsible individual to write in the log book and if one exists, the accounting book. Discussed that too many books to write in could be a safety nightmare in terms of a quick view of who s on the water when a storm blows up. TABLED: Investigate creating another log book to be used for financial purposes. Need to check with VRS. 6c) no vice president report. 6d) Safety boat report: Niall Paltiel Sherwood will look at inflatable and what kind of material that we might benefit from most. We might want inflatable with ropes on the edges so that rowers can hold onto the ropes when being rescued. Some inflatables have hulls that can be reused and just need new material. The Liftetimers are heavy weighted boats. We must buy the boat with the motor...the two go hand in hand. It would be beneficial to buy a boat/motor with input from all...coaches and umpires. Umpires do not like V hulls since they are not good for them or for usage as a safety boat. The safety boat must carry at least 11 people. The trade in for the Yamaha is $1100 per engine. T New 15hp Honda is $3750. A 15 hp will not have difficulty going through the weeds at Elk Lake. Members agree that the 15 hp Honda s is likely the best purchase at this time. We need to replace the trackers. The 5 year plan when done will provide consistent direction about what should be purchased with consistent funding. Tim Henderson would like to assist Niall with coach boat/safety boat purchases to provide an umpires perspective. ACTION: Niall Paltiel will format information about the various types of boats and motors in terms of cost, expected life; pro & con s for each boat/motor. ACTION: Deb LeFrank will send out a Doodle to have a larger safety boat meeting. Tim Henderson, Niall Paltiel, Dawn Spraggett and Chris Frappell would like to be part of the meeting. 7a) Incident Report Form: ACTION ITEM Look at VCRC s incident report form. If done by coaches, done in conjunction with the rower, never have the forms completed by a youth coach. Have a space delegated for follow up phone call to the family and what was discussed. ACTION: Deb LeFrank will see if VCRC has an incident report form. 7b) Boats and trailer stored at Aylard Farm. TABLED FOR LATER DISCUSSION Page 4 of 6

5 8. Any other business: 8a) 5 year plan to March 7 12 meeting: How long does a boat last? Approximately 8 years therefore, 10 years may be a good time to sell the boat. Niall and Alec did an inventory of our current boats. We need to look at the age of our boats b/c we don t want our fleet to wear out at the same time. Therefore our strategic 5 year plan needs to plan for selling and purchase on a consistent basis. Alec plotted a diagram of when boats should be purchased. We currently have three 8+ s that are rotting in our compound and we have only three 8+ s that are rowable. We need to buy the boat with the oars, especially since boats and oars have the same lifespan. Should think about purchasing more quads since the grade 8 s will not be fitted in 8+ s anymore. Mary Garden will be available to help us with our 5 year plan in late April/May. ACTION: ALEC will send out the survey monkey to the board members; survey that will be sent to the membership to provide us with data to formulate our 5 year plan. We want to send the survey to the membership by mid April with the May meeting as a chance to discuss then formulate with Mary Garden. Ultimate plan deadline is to present to the schools in June. ACTION: Chris Frappell, Louise Gage, Alec McKay, Niall Paltiel, Deb LeFrank will start to review questions for the survey. 8b) RBC and RCA fees increased: TABLED FOR LATER MEETING. 8c) Safety meeting with VCRC: Niall will be attending this meeting. EXTRA: Poor internet connections when not at a computer while in the boathouse. Emitters are needed to be placed in every room to increase internet reception. Motion made to have internet emitters put into the boathouse to increase reception. Moved by Louise Gage, 2 nd Deb LeFrank. Moved by all. Motion accepted. Special thanks to Deb LeFrank for having located all of GVYRS s trophies and for engraving them in addition to delivering them to each school. Deb stated the engraving fees were dollars. Motion to adjourn at 9:34pm. Action items: ACTION: Offer the Boat Pro Course in May and September. ACTION: Alec will send a letter to CSI about the rental boat discrepancy fee. Page 5 of 6

6 ACTION: Niall Paltiel will format information about the various types of boats and motors in terms of cost, expected life; pro & con s for each boat/motor. ACTION: Deb LeFrank will send out a Doodle to have a larger safety boat meeting. Tim Henderson, Niall Paltiel, Dawn Spraggett and Chris Frappell would like to be part of the meeting. ACTION: Deb LeFrank will see if VCRC has an incident report form. ACTION: ALEC will send out the survey monkey to the board members; survey that will be sent to the membership to provide us with data to formulate our 5 year plan. ACTION: Chris Frappell, Louise Gage, Alec McKay, Niall Paltiel, Deb LeFrank will start to review questions for the survey. Tabled items: Alec McKay has agreed to update and maintain the website. This will be tabled for next meeting. Investigate creating another log book to be used for financial purposes. Need to check with VRS. Incident Report Form Boats and trailer stored at Aylard Farm. RBC and RCA fees increased Page 6 of 6