FCRCC AGM 2004 Emily Carr Center for Art and Design Theatre 328, Granville Island Tuesday September 14, 7 PM

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1 FCRCC AGM 2004 Emily Carr Center for Art and Design Theatre 328, Granville Island Tuesday September 14, 7 PM Agenda Invitees: FCRCC Members, FCRCC Exec Meeting called to order 7:20 pm at Theatre 328, Emily Carr Center for Art and Design 1. Welcome and introduction Jeff, Commodore 2. Adopt agenda Add Kamini after item #6 Motion to adopt agenda - Joanne McBride moved, Jen Smyth seconded 3. Adopt minutes from October 2003 AGM Motion to adopt minutes from October 2003 AGM - Lauren Marchak moved, David Velisek seconded 4. Commodore s Report Year in Review/Future Busy year: FCRCC moving in a pretty good direction New Exec have a clear mandate with the 5 year plan to follow 5. Vice Commodore s Report VC role: in charge of the staff, act as liaison between FCCC and FCRCC This year, relationship with the community there has been a lot of cooperation with the FCCC positive things happening. Kids project with Moe and the murals that decorate the tennis courts and the equipment sheds. FCRCC office is secure in the FCCC. Staffing change: 2 staff members Head Coach and Administrator Lela thank you for your efforts. Change in mid season has been challenging. Lots of positive thing coming in Thank you to Alan for all of his efforts over the years. He has raised the bar for paddlers showed paddlers how to set goals and attain them staffing: in budget staffing changes for 2005 Admin same Part time Program Coordinator assist in scheduling, to help with the discipline reps and coaches. Get more promotion out in the community and Program coordinator will be the representative to go out and promote FCRCC Thanks to Lauren for maintaining equipment without equipment, no paddling Program Workout Developer Coaches both paid and volunteer: for 2005, a move towards contract coaching Who All All Jeff, Commodore Brad, Vice Commodore

2 6. Volunteer Recognition Thanks to all the volunteers that helped out with FCRCC Events. Each discipline rep will be recognizing the volunteers. Addition to agenda Thanks to everyone for all the support she got while she was in Athens. Thanks to FCRCC Exec, to Alan, to Heather, Karli and Megan. Thanks to Joanne and Jen for the Eggatta fundraiser. Thanks to FCRCC members for all the s. 7. Secretary/ Dragon Boat Rep Report Secretary report: 1. Membership cards: implemented in 2002/ enforced 2003/2004.Members have been really good about bringing member cards. BIG thanks to the Dock Duty marshals Alpha Dragons 2. FCRCC policy handbook: compiling all policies that have been passed by the previous Executives as noted in their minutes. Once completed, handbook will be published to the website. Thank you Brad FCRCC Constitution is currently posted on the website. 3. Minutes of Exec minutes: Meetings occur once a month. Is membership aware that they can request copies of the minutes to Exec meetings? Not really Would membership appreciate the minutes of the meetings to be posted on the website? Yes Jeff, Commodore Kamini Jain Lyna, Secretary/DB Rep DB report: *** Thanks to Lela for handling all the administrative work for the dragon boat members. Thank you to the team managers that kept their contact info current and followed up with requested information. Let s keep this up for the new season! 1. New Dragon Boat Fees: number of teams remained relatively the same. Saw a reduction in revenue. Teams were able to pay for the services they utilized without having to pay for ones they did not use. Accounting for the drop in revenue: there are new teams to FCRCC and hopefully they have found themselves a new home. There were some teams that no longer exist and a trend that started a few years ago seems to have picked up speed lots of teams have merged to become more competitive. 2. New lights and batteries policy: FCRCC got new lights for the dragon boats and teams were responsible for bringing their own batteries worked out VERY WELL so this will be status quo. 3. New Dragon Boats Geminis: Purchased these boats to bring FCRCC to IDBF standards. These are the types of boats they are racing internationally. Feedback has been mixed. Thanks to Brad for setting up the practice schedule so everyone had an equal chance with both types of boats. Pros: - Boats are lighter and easier to transport from dry to wet and vice versa - Boats are shorter which makes them easier to store over the winter - Teams like racing in them cause they are lighter - How To list from Brad /2

3 Cons: - Smaller, people are cramped during practice. - Tippier - Lack adequate foot bracing - Underside of the seats is sharp and has caused injury. *FCRCC will look into modifying the seats to prevent injury 4. FCRCC Spring Regatta 2004: Mother s Day successful event - we had 32 teams. BIG thanks to Dragon Zone for the use of their facilities, Leah and Simona from Alcan DBF for the crew marshalling. Last but not least, you may have seen our website; there was a HUGE list of volunteers that made this event possible and successful (FCRCC News May 12 th ). To name a few; Greg Lam (Barry s brother) and Moe for setting up the race course on Saturday, Brad Howie and Tony Pawlett for helping with the equipment, and Greg Lamb from Alcan DBF for his guidance. Regatta raised $3900, which went back to the general FCRCC pool. 5. FCRCC DB Team Racing Results 2004: very successful racing for all of our teams. Results will be posted on website Highlights: Alcan 2004: saw Canada take the Festival back from the US. FCRCC has 100% participation from our dragon boat teams. 75% of our members made it past the semis and into the finals. International racing: Dragon Ladies went to Portland in June and finished 8 th overall in the Women s division. Pacific Reach went to Montreal and finished 5 th overall in the Premier Mixed division. Alpha Dragons and the FCRCC Grandragons went to Kent and finished in the top half of the field. Roli Dragons went to New York and placed 2 nd in their mixed division final. Team United went to Long Beach, California and finished 3 rd in their mixed division final. Upcoming races: Kelowna (Sept 18-19), San Francisco (Sept 25-26) Montreal National race off: FCRCC is sending 4 teams 2 women s teams: Open and Masters, 1 men s team: Open and 1 mixed team. They are racing for the right to represent Canada in the World Championships in Germany Let s give them a hand and wish them well! 6. Looking to DB Season 2005 Registration: - Dragon boat member fees will stay the same for 2004/2005. Juniors and Seniors will have their discount. - Grandfather clause: implemented 2003 and will continue. Teams that want to keep their practice slots will need to provide a signed dragon boat practice contract and a cheques for 50% of practice fees at the first registration. - Steering accreditation: DB Teams need to confirm their steerspeople at registration and determine whether they need to be retested. Information as to who to contact and process will be provided at time of sign up - FCRCC Spring Regatta 2005: teams to complete registration form and pay 50% of entry fee. Have until 2 weeks prior to the regatta to withdraw. There will be a monetary penalty if teams withdraw after the 2-week deadline. Regatta is very popular and there are teams on a waiting list. FCRCC Spring Regatta 2005: - New race at the end of regatta: Mother of all Races 3 kms top 8 teams to compete. Top prize is free entry into 2006 Regatta. /3

4 - Establish Athlete s fund money raised from regatta will go towards offsetting expenses for the FCRCC Women s and Men s dragon boat teams for international travel. FCRCC Sprint Series 2005 (inaugural): - Series of races: once a month on a Sunday afternoon approx teams. 2 teams racing at a time knock out to accumulate points. 250/500-meter course. Begins in March and runs to September with a final race to crown the top winner. Final race will be invitation only for teams that have accumulated the most points throughout the series to crown the winner. Cash prize value tbd. 8. Flatwater Report Growth in flatwater kayaking C- boat paddling huge growth. Promoters of the c-boat program worked Junior program successful in the summer and will continue into the fall. Jordan Einarson coached them from playing to racing in the water (ages 12-17) High kneel program very successful Pool session very successful Sasamat sessions very successful Eggatta raised $2000 for Kamini 9 masters and 7 juniors in the Ridge Tournament FCRCC made themselves known to CCA CRBC Flatwater committee Chris, Leah, Mel, Dom, Alice 9. Outrigger Report Accomplishments 5 year plan record participation in away races. Developed committees to help and take the load off from the discipline rep CORA CORA CUP: all FCRCC teams had top 10 finishes. CORA CUP was won by FCRCC. Big year for international racing: Hilo 70 CDN 20 from FCRCC strong races Momentum and excitement to better results in 2006 New Zealand 2 women s crews to Molokai 2 men s crews to Molokai Increased depth and experience Coaching thanks to Alan for his work, which resulted in success of the teams. Race level coaching Dave Velisek and Gavin Chow for long distance women s races. Novice and development coaching from Briac and Trevor and Darby Wong as well paddlers are gaining Novive OC1 Chris Weltens and Philip Cheung excellent job coaching Lots of committees thank volunteers first year OC committee Briac, Daphne, Pat, Joanne McBride Fundraising committees thank you! Raise profile of FCRCC races thank organizers for Dueling Hearts Jen, Ship of Fools - Franzi, MiniMo Briac, Alcan Dragon Boat Paddlers Party fundraiser for long distance groups thanks Briac Thanks to Lori Velisek for helping coordinating all travel arrangements Joanne, Flatwater Rep Sandra, Outrigger Rep /4

5 Unity has been fostered this year within outrigger committee For next year, leaving notes for the next OC rep as to how to utilize the great resources in OC paddlers 10. Communications Report Newsletter no go this year Website current news was almost posted. Budgeted for next year for new website try to answer all the s that do come in. Members good about sending in information and totally appreciate it keep them coming! Feedback is good, just be nice 11. Equipment Manager s Report Thank the Grandragons cleaning boats every month Thank Exec members good work! Thank Sally and Briac for the Alcan DB party A lot accomplished this year and there can be more done next year Constantly upgrading the equipment and Lauren has been doing all the maintenance 12. Discussion and vote on resolutions Resolution #1: Be it resolved that the members of FCRCC agree to add to the FCRCC bylaws the NON-voting position of Ombudsperson. The ombudsperson will be no less than two and no more than three people at any time. Motion: Joanne McBride moved, Sandra Krueckl seconded Discussion How are they chosen? Unofficially, we had considered and asked Hugh Fisher, Andrea Dillon and Don Irvine to stand. How long is the term? No time frame, unless they chose to step down. Why were they chosen in the first place? All three are presently lifetime members. Floor wants a better-defined job description, length of term, and role of ombudsperson needs to be defined and delineated. Job description is in the 5-year plan but the confidentiality clause was not addressed. New Exec give specific time slot to make changes - SGM Change name of ombudsperson to advisor or very smart person Put wording on website and have members provide feedback. Motion to rescind resolution and shelve: Jack Cummins moved, Penny Heaton seconded Next Exec to do a proper proposal for the position of ombudsman Resolution #2: Be it resolved that the members of FCRCC agree to amend the FCRCC Constitution to read the FCRCC Executive will have 3 core executive members (Commodore, Vice Commodore, Secretary, Treasurer, Communications, Equipment Manager) elected to stand for 2 years. The rotation will be Commodore, Secretary and Equipment Manager on even-numbered years and Vice Commodore, Treasurer and Communications on odd-numbered years. Motion to adopt resolution #2: Jack Cummings, Jen Smyth seconded Discussion Members have concerns of burnout for Exec members that stand for 2 years. Shane, Communications Rep Moe, Equipment Manager Jeff, Commodore /5

6 Members have concerns that this will deter others from volunteering on the Exec board. Has any other clubs done this? Researched other clubs (non-paddling) yachting club. Have similar arrangement in where Exec members hold seat for more than a year Exec feels that this continuity is needed. Members have asked for more consistency in the running of FCRCC. Call the question to question: Jack Cummins All in favor unanimous Motion passed 13. Financial Report: a. Review of 2003/04 Fiscal Year DB down more than expected. Membership - up over last year: broken into 2 parts membership/ program fees money generated from the different discipline Regattas revenue down due to contribution of the Eggatta to Kamini Boat sales reflect sales of flatwater kayak and paddles only. The sales of dbs and oc6s were part of the budget in the previous year. Interest portfolio earned from GMAC investment 4-5%, Yellow Pages 8%, Mutual fund based in Australia Staffing positions Lela (office in FCCC) and Lauren (lots of maintenance performed this year on existing equipment) hours have been bumped up Boat purchases buying Gemini dragon boats and OC6 Mirage Profit $ Balance sheet Heritage Fund in case FCRCC gets kicked out of Granville Island. FCRCC does not have a permanent home. The fund has been accessed to buy boats in the past. b. Presentation of new budget Motion to accept budget: Joanne McBride moved, Moe Saboune seconded All in favor unanimous Motion passed c. Membership fees 2005 Publish the requirements for coaches on the website Coaching fees collected and measure the coaches according to ability and pay them (the coaches) accordingly Suggest a student per coach ratio Motion to accept membership fees as presented - Chris Weltens moved, Chris Grunow seconded. Amendment to the student rate Lauren proposed a 20% discount on base club fee for students. Motion to adopt amendment Jeff Kingsley, Jack Cummins seconded 14. Nomination and Election of 2004/05 FCRCC Executive Flatwater nomination: Chris Weltens by acclamation Outrigger nomination: Reg Kao by acclamation DB nomination: Brian Smith Vice Commodore nomination: Brad by acclamation Norm, Treasurer All /6

7 Treasurer nomination: Norm by acclamation Communications nomination: Shane by acclamation Commodore: Jeff Equipment: Moe Secretary: Lyna /7