FALSE CREEK RACING CANOE CLUB EXECUTIVE MEETING MINUTES

Transcription

1 FALSE CREEK RACING CANOE CLUB EXECUTIVE MEETING MINUTES DATE HELD: August 14, 2014 TIME: MEETING LOCATION: 7:30 P.M. Boardroom, False Creek Community Centre EXECUTIVE IN ATTENDANCE: Pat Pawlett Commodore Frances de Grace Secretary Sam Patton Equipment Representative Robyn Tkatch Outrigger Representative Kamini Jain Dragon Boat Representative Judy Comer Communications Diane McConnell Fundraising Representative Regrets: Jeff Kingsley, Vice Commodore; Jo Phillips, Treasurer; Diane Tam, Flatwater Representative; Jackie Webber, Program Co-ordinator 1. Call to Order. 7:30 pm 2. Review and Approve Minutes July 9 and 16, Diane McConnell moved and Judy Comer seconded that the minutes of the July 9, 2014 Executive Meeting be adopted as read. Motion carried. The minutes of the July 16, 2014 Special General Meeting will be presented to the membership for approval. 3. Club Development Coordinator Report. Regrets. 4. Club Administrator Report. Submitted Report. False Creek Racing Canoe Club July 2014 June 11, 2014 July 9, 2014 New since June 2014 Membership 2010/ / / / /2014 Total Membership* *excludes trial memberships New Total New Junior New Student New Regular (full year) New Pro-rated year Returning Returning Junior Returning Student Returning regular Associate memberships Other Memberships Trial membership Drop in 3 5. Ongoing Business. AGM All reports going forward to the AGM, including reports from disciplines [Outrigger, DB and 1

2 Flatwater], Equipment Report and Purchasing Committee Report to be ready by October 8, 2014 All resolutions going forward to the AGM to be ready by October 8, 2014 and mailed to membership by October 15, AGM will be held October 29, Commodore s Report The dock will be in place by the end of November or early spring. Pat will approach the FCCC for a contribution to the cost of this dock expansion. Pat presented, for review and comments, a proposal for winter OC-6 memberships for dragon boat members. [Preliminary policy attached.] New FCRCC banner for use in Italy and for local FCRCC events. 8. Vice Commodore s Report. Regrets 9. Secretary s Report. Nothing to Report. 10. Treasurer s Report. Regrets. 11. Equipment Report. Pat and Sam stopped a group of non FCRCC members using the OC1s One engine shaft is broken and is in for repair. The coach boat under consideration for the FCRCC was already sold by the time FCRCC was ready to view it. 12. Dragon Boat Representative s Report. Sequential repair of dragon boats is booked with Ron Calmar and will begin in October. Use of Dragon boats was requested and approved for National Team Camps as follows: Senior C October 4, 5, 2014 Premier Team October 18, 19, Eric Hamber fundraiser for Italy now has a waiting list. 13. Outrigger Representative s Report. The Novice Program is winding down; members are transitioning to OC Programs. Some 80 to 90 % of the Novice Program participants are women and will be taken into the Women s Distance Program. Two of six the Novice Program coaches [Nestor Navasera, Jeff McPhail, Irena Presnyakova, Mimosa Bryant, Michael Bryant, Caroline Gerard, Xavier Hamonic] are moving to Singapore Caroline and Xavier. Robyn recommended a fee reduction for the generous donation of time by these volunteer coaches. Women s Distance Program has completed its Introduction to Outrigger fundraiser. The Race Development program is receiving coaching every other week from Sean McBeath. Mixed Distance is winding down for the year; still practicing. Women s Distance will race at Molokai. Issue for Discussion, Strategic Planning. Strong leaders in the Men s Outrigger Program are burnt out and doing their own thing; this undermines the depth and strength of the program i.e. the development of the guys coming in to the program. Issue for Discussion, Strategic Planning. Development of a Junior Program. Renewing OC Fleet. Robyn sent information out to senior outrigger paddler to participate in developing a strategy for renewing outrigger fleet and asked them to contact Pat. C Lion Mold. Mel Whittall has put the C Lion OC1 mold up for sale as she has been unable to 2

3 find a manufacturer. Senior OC Program members do not like the Bradley manufactured in Vancouver. Bradley Weight. Sam Patton raised the issue of having Ron Calmar permanently affixing weights to the Bradley bringing its weight into line with the OC6 class weight. It was decided not to do this. OC fleet is in need of repair. 14. Flatwater Representative s Report CanoeKids 160 registrations 2 more weeks left with the last two weeks being completely full! Youth Flatwater 18 current registrations; five (5) new kids starting soon as well) currently running two sessions on Monday and Wednesday (new paddlers at 4-5:30, experienced at 5-7), and a session on Friday from 4-6pm with everyone starting to plan out fall/winter program attended a local flatwater regatta last Sunday with 18 paddlers from the club trailer options - with the amount of participants and boats needed for regattas now, there definitely is a need for a large size trailer. Will talk with Sam regarding trailer options. Other news Western Canada Summer Games - Aug 06-11, 2015 starting to recruit athletes (born in ) with potential to attend WCSG trials (in May/June next year) Anna Zhang (aged 14) from the club has been nominated to the WCSG squad for Women's C1 Trailer The trailer purchased by Lauren is a white elephant; have put $2, into this trailer; cannot use with the electric brakes without proprietary system in towing vehicle; requires special hitch because of sway bars; costs $ a year to park; FCRCC has had to borrow trailer from BCKC. FCRCC should sell this trailer. Motion Frances de Grace moved and Robyn Tkatch seconded that the FCRCC sell the flatwater trailer. Motion carried. 15. Communications Report 16. Fund Raising Report. Diane requested that Sheryll mail out PDF with current water quality 17. New Business - FCRCC Policy: Dragon Boat and OC-6 Use for Events and Sessions Kamini Jain presented the policy - Dragon Boat and OC-6 Use for Events and Sessions Discussion: Women s Distance fundraising events would not be viable The Club Administrator s Response to this policy is attached. Motion Diane McConnell moved and Judy Comer seconded that the FCRCC approve in principle the 3

4 Dragon Boat and OC-6 Use for Events and Sessions policy and that a contract be prepared to use in the implementation of the policy. Motion carried. Action Arising Prepare Contract Contact all disciplines to educate regarding this policy. 18. New Business FCRCC Banner Kamini Jain moved and Frances de Grace seconded that the FCRCC purchase a banner to be used in Italy to identify the FCRCC Club Crews and subsequently be available for club use. Motion carried. 19. New Business- Acknowledgements BC Summer Games, Nanaimo, July 17-19, 2014 Congratulations to Diane Tam, together with her associates who are building the Flatwater Program, for generating the great FCRCC representation at the B.C. Summer Games. Congratulations to the Flatwater Program athletes for their excellent performance at the games. Male L to T C1 200m 1st place David Liu Male Open C1 2000m 1st place Will Chen Female Open C2 2000m 1st place Sam Loutet / Marissa Desandoli Female T to T C2 500m 3rd place Anna Zhang / Alexia Lee Male C4 500m 1st place E. Hess / C. Hockey / W. Chen / A. Thomson Female C4 500m 3rd place H. Ronayne / I. Peters / A. Zhang / A. Lee Mixed C4 500m 1st place W. Chen / A. Zhang / D. Lui / J. Chow Mixed K4 500m 2nd place E. Colhoun / K. Kishomoto / I. Strashenko / M. Desandoli Male K4 500m 3rd place J. Rabung / O. Esseltine / W. Chen / D. Liu Open Mixed OC-6 500m 2nd place J. Rabung / I. Peters / W. Chen / A. Lee / D. Liu / J. Chow Open Mixed OC m 2nd place A. Liakakos / H. Ronayne / E. Hess / I. Peters / O. Esseltine / A. Zhang 2014 Gorge Outrigger Race July 19, 2014 Congratulations to FCRCC Men's Outrigger Open Team and the FCRCC Women s Distance Master Team for finishing first in their respective divisions at the Gorge, Stevenson, Washington. Congratulations also to Shane Martin who placed first in Open Male Surfski Division with a time of 0:54:54, to Lori Velisek who placed first in Master Female OC1 Division with a time of 1:05:12 and to Ken Warkentyne who placed second in the Senior Master Male OC1 division with a time of 1:14:11 1st IDBF World Cup. June 9 12, 2014 Belated congratulations to Kamini Jain and the National Premier Mixed Team. Canada took 3 rd place overall with the following results: Silver: mixed 100m standard boat Bronze: mixed 200m standard boat Bronze: mixed 500m standard boat Silver: men/women, 400m small boat Bronze: men/women, 1000m small boat. 20. Strategic Plan The implementation of the strategic plan is stalled; the plan will be completed during year. 21. Adjournment. 9:20 PM Next Executive Meeting Wednesday, November 12, 2014 at 07:30 PM Attachments: 1. Club Administrator s response to Dragon Boat and OC 6 Use for Events and Sessions 2. FCRCC Policy: Dragon Boat and OC-6 Use for Events and Sessions 3. Proposed Dragon Boat Team Winter OC -6 Use Policy 4

5 Club Administrator Response to FCRCC Policy Dragon Boat and OC-6 Use for Events and Sessions I will not be able to attend the Executive meeting this week, so I will submit my comments. As Club Administrator, it will be very helpful to have this policy to be able to respond in a consistent and fair manner to the many requests we are getting for both the dragon boats and the outrigger canoes. Thank you to Kamini for developing this document. General Comments Coach boat in most places, there is no charge for the coach boat. I would like to hear from Sam about the expenses around the coach boat. My impression is that the coach boat usage is associated with higher maintenance costs in terms of gas used and engine servicing. Should there be a small charge? Dragon boat fee for event and session is the same. The event fee should be at least double the session fee as the boat is usually not available for the club at least 5 or 6 hours longer than for a single session. Damage to equipment: Will we have a clause that covers the responsibility for damage to equipment, especially for outside groups. Submitting requests: If not using the Registration system, I would like to have a form developed, preferably an online form of sorts to make this information consistent and readily available and easier to process than an . Registration system I would like to encourage the utilization of the registration system for events. The registration system automatically collects data on the number of registrants, fees, kinds of events, peak periods of usage etc. We have no stats on March Madness, PNWORCA, Women s regatta, all coached sessions not done through the club. With the ongoing Waterfront discussions, we need this information to promote our club and accurately relay the increase of activity with our membership. The main reason for the purchasing of a registration system was to save administrative time with booking and payment. The registration system has saved a large amount of time with bank deposits, ledgers, spreadsheets etc. In terms of costs for registration, at the moment we are charged $2.75 per registration and approx 4% on all credit card charges. There are also costs associated with cancelled registrations. Without completely understanding the history behind the Spring Knockout Regatta, I don t understand why this has been a different regatta than the others being held by the club. If this is simply because this is the club regatta that makes money for the Athletes fund then I suggest we re-look at the Athletes fund. The Athletes fund: How is money contributed to this fund? If the fund is for all disciplines then should a small portion of all events be contributed to the fund rather than major contributions from several events? This would make members aware of the fund and distribute the contributions amongst the programs and events. How is the money distributed? What is the goal in terms of $ into the fund each year? I can t help commenting on the fact that at other clubs, huge sums of money are attained through sponsorship which greatly increases the Athletes fund. (ex. One team at the other end of the Creek is being sponsored by Ford for thousands of dollars) Not sure where we stand with this but it is a huge draw for those teams to paddle out of that club. Having said all this, I am happy to see this policy outline and I would be pleased to contribute to and work with whatever policy we develop. Thank you, Sheryll Dale, Club Administrator FCRCC 5

6 FCRCC Policy: Dragon Boat and OC-6 Use for Events and Sessions Rationale: We do not currently have a specific equipment use policy for events and sessions. This leads to inconsistencies in payment. We also have a system based, in some instances, on percent proceeds as a cost for equipment use. This requires accounting to be done by the user and then submitted to the club. This can create wait-times, confusing accounting and complexities with GST. This Policy does not cover the FCRCC Knockout Regatta as this has different characteristics than the projects outlined here. Intention of suggest changes: Allow FCRCC to continue to provide FCRCC members with inexpensive access to equipment for fundraising activities while covering some costs inherent in such usage Allow FCRCC to invoice for concrete amounts based on equipment use (a known amount) rather than project income (an unknown amount) Provide the club with straightforward and transparent administration and accounting Allow a program to account for exact equipment costs while preparing their project budget Provide a rental price list for FCRCC equipment for users outside of FCRCC which generates income from equipment when it is not needed by club members. Definitions: Sessions: Sessions are outings of 2 hours or less. Events: Events include regattas and other activities that are longer than two hours. General requirements: All coach boat users must submit a copy of their Pleasure Craft Operator s License to the FCRCC office. All project leaders must be known by the Program Coordinator or associated discipline rep to be familiar with proper equipment use and, in the case of outrigger, huli recovery procedures. All outrigger and dragon boats groups must have an experienced steersperson steering every canoe. All recreational non-club members must wear PFD s while using FCRCC equipment. Waivers must be signed and submitted to the FCRCC office along with equipment payment and breakdown of fees submitted within 7 days of the event. Dragon Boat: These bookings include the use of paddles, PFDs and drums, heads and tails when required and available. A coach boat must be specifically requested. Use by club members to fundraise for a specific club program: Sessions: needed, the names of the project leader and steers people, the program being supported, an acknowledgement of required waivers and inherent safety precautions and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. U-23 group: $50/boat + 5% GST Adult Group: $100/boat + 5% GST Adult Charity Group: $50/boat + 5% GST Coach boat: No fee Examples of such a session: School and corporate groups in for one session under 2 hours. Events: needed, the names of the project leader, the program being supported, an acknowledgement of required waivers and inherent safety precautions and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. Existing FCRCC practices may be rescheduled to accommodate such events with Executive approval. Such a request must be submitted at least 6 weeks prior to the event. $100/boat + 5% GST Coach boat: No fee Example of such an event: FCRCC Women s Regatta Dragon Boat Canada-Sponsored National Team Camps: needed, the names and credentials of the project leader, an acknowledgement of required waivers and inherent safety precautions. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. Existing FCRCC practices cannot be disrupted for these bookings. 6

7 $10 + 5% GST per non-fcrcc member Rentals: These options are only available for adult groups. Sessions: needed, the names and credentials of the project leader and steers people, an acknowledgement of required waivers and inherent safety precautions and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. Dragon Boat: $200/boat + 5% GST Coach boat: $ % GST Example of such a session: Request by Pacific Reach Canoe Club to rent dragon boat for a corporate group. Events: Process: the club administrator to request equipment booking. The must include the time of the booking, the names and credentials of the project leader, an acknowledgement of required waivers and inherent safety precautions, proof of insurance to cover equipment damage (or similar promissory document), and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. Existing FCRCC practices cannot be disrupted for these bookings. Dragon Boat: $350/boat + 5% GST Coach Boat: $350/boat + 5% GST Example of such an event: Dragon Zone requesting equipment for the Rio Tinto Festival. Outrigger Canoes for Six or Four Paddlers: These bookings include the use of paddles and PFD s. A coach boat must be specifically requested. Use by club members to fundraise for a specific club program: Sessions: needed, the names of the project leader and steers people, the program being supported, an acknowledgement of required waivers and inherent safety precautions and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Outrigger Representative. $50/canoe + 5% GST Coach boat: No fee Example of such a session: Corporate group too small for use of a dragon boat Events: needed, the names of the project leader, the program being supported, an acknowledgement of required waivers and inherent safety precautions and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. Existing FCRCC practices may be rescheduled to accommodate such events with Executive approval. Such a request must be submitted at least 6 weeks prior to the event. $50/canoe + 5% GST Coach boat: No fee Examples of such an event: Women s Distance steering clinics, March Madness CORA-Sponsored National Team Camps: needed, the names and credentials of the project leader, an acknowledgement of required waivers and inherent safety precautions. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Outrigger Representative. Existing FCRCC practices cannot be disrupted for these bookings. $10 + 5% GST per non-fcrcc member using FCRCC canoes Rentals These options are only available for adult groups. Sessions: needed, the names and credentials of the project leader and steers people, an acknowledgement of required waivers and inherent safety precautions, proof of insurance to cover equipment damage (or similar promissory document) and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Outrigger Representative. Canoe: $100/boat + 5% GST 7

8 Coach boat: $ % GST Example of such a session: Rental not for fundraising; for business or recreation Events: Process: the club administrator to request equipment booking. The must include the time of the booking, the names and credentials of the project leader, an acknowledgement of required waivers and inherent safety precautions, proof of insurance to cover equipment damage (or similar promissory document), and an acceptance of the fees due and deadline for payment. If the equipment is available, the Administrator can approve the request. In the case of the Administrator s absence, the request can be approved by the Dragon Boat Representative. Existing FCRCC practices cannot be disrupted for these bookings. Canoe: $150/boat + 5% GST Coach Boat: $200/boat + 5% GST Example of such an event: Rental not for fundraising; for business or recreation Lending Outrigger Canoes for Races: As is the tradition at FCRCC and neighbouring clubs, FCRCC OC-6 s may be lent out to crews from other clubs at a regatta without charge. This includes both local races and races to which the canoe is already being transported. Use of Club Administration for Events by FCRCC Programs: A program may elect to use the Club s administration and registration system (Thriva) to support their event. The following fees will be subtracted from the proceeds returned to the program: o Thriva fees o $4.00 per registration plus 5% GST for administration time? Input please. Looking for a number that averages out to cover straightforward and problematic admin o Boat rental fees o GST (5%) collected from participants Requesting an Exemption to Any Fee Structure A program can request an exemption for any of the fee structures outlined here by sending a written request outlining their rationale for an exemption to the Executive Committee via the Administrator. Such a request must be received at least 6 weeks prior to their event. I can t quite see a reason for exemption as fees are low but best to document for possibility Summary: Table of Costs for Fundraisers by FCRCC Programs: Activity Type of canoe Cost (+ GST) Coach Boat Cost Administration Fee (+ GST) 2 hour session for U-23 s or adult charity Dragon boat $50 $0 N/A 2 hour session for adults Dragon boat $100 $0 N/A Event Dragon boat $100 $0 N/A 2 hour session: adult OC-6 or OC-4 $50 $0 N/A Event OC-6 or OC-4 $50 $0 N/A National Team Camps DB and OC $10/non-FCRCC member Administration and Registration Services N/A N/A N/A Table of Costs for Equipment Rentals: Activity Type of canoe Cost (+ GST) Coach Boat Cost + GST) 2 hour session Dragon boat $200 $200 Event Dragon boat $350 $350 2 hour session OC-6 or OC-4 $100 $200 Event OC-6 or OC-4 $150 $200 Thriva fees plus $4 per registration 8

9 Proposed Dragon Boat Team Winter OC -6 Use Policy Rationale: Some of our regular dragon boat teams have expressed an interest in continuing their paddling training over the winter months (October, November, December, January, February) in OC 6 outrigger canoes. Although some FCRCC outrigger programs continue OC 6 practices throughout the year, boat use is down during these months so there are often OC -6 outriggers available for use during regularly scheduled program practices and at other times. One of our mandates is to continue to find ways to support our FCRCC teams in their pursuit of excellence. Proposal: That for the winter of 2014/2015 allow FCRCC dragon boat teams to purchase OC 6 practice slots for team training purposes. The conditions for obtaining OC 6 practice times are: The dragon boat team must have a qualified coach experienced in paddling OC6 in attendance at all outrigger practices There must be an experienced OC6 steersperson in each OC6 for all practices The entire dragon boat team must complete an OC6 orientation course and supervised cold water huli recovery and be certified proficient in these matters by the FCRCC Program Coordinator or designate. The team may be asked to pay a fee for the FCRCC Program Coordinator or approved representative to provide the orientation and huli recovery. Once approved by the Program Coordinator, the teams may book their time slots with the club administrator. No keys will be issued to individual dragon boat team members. (note: teams could do a warm water huli to allow them on the water but will be required to do a cold water huli as a later date.) Proposed fees for the dragon boat team winter OC 6 practices: Adult Junior 1 practice/ week October February 28 $ $ practice/ week October February 28 $ $ Proposed Half Year (Winter) Individual FCRCC Memberships Rationale: The intent of the Winter Individual Memberships is to allow FCRCC dragon boat paddlers who are unable to commit to a full year membership because of their commitments to their own FCRCC dragon boat teams (March September) to continue their paddling training over the winter months (October February) in OC-6s with an established, recognized FCRCC outrigger program. Restrictions: The respective outrigger program must apply on behalf of the paddler to the outrigger representative to determine whether the paddler qualifies. If the application is approved, it will be returned to the applicant and must be submitted along with the Individual Membership Form and payment to the club office. No keys will be issued. The fee for a Winter Individual FCRCC Membership is set by the Executive and approved annually at the A.G.M. (Proposed fee: $120.00) Paddlers can upgrade to a full year Individual Membership at any time. 9