MINUTES of NCASRA GOVERNING BOARD MEETING June 3, 2008

I.  The NCASRA Governing Board was called to order by the Vice President at 7:34 p.m., June 3, 2008

in Rooms 218-219 of Thomas Jefferson HSST. Twenty-Two voting members were present as follows:

      Non-voting Members:

II.         President’s Report. Carl Wick for Rob Ittig: 

A.     Carl reminded the membership that our name changes to Virginia Scholastic Rowing Association on July 1, 2008.

B.     USRowing has rewritten its Bylaws to conform to the Ted Stevens Olympic and Amateur Sports Act. The Stevens Act mandates a number of things, notably national team athlete membership in all committees of the various sports governing bodies, and is being enforced by the U.S. Olympic Committee (USOC). USRowing would be stripped of its recognition as the governing body for rowing in the U.S. by the USOC if it did not change its bylaws.

At the same time, USRowing is adopting the Carver Policy Governance Model for its governance, of which the most significant provision is the separation of the USRA Board of Directors (policy) and the Executive Director in whom is vested all responsibility for execution of that policy (means). Google the Carver Model for the complete document.

A summary of changes is at Attachment 1.

All the above is mentioned because a majority vote of the entire USRA organizational members is required to adopt the bylaws changes … all the NCASRA members are organizational members of USRA (as is NCASRA itself) and it is important that all 37 NCASRA members VOTE. The “Delegate Credential Form and Ballot” was handed out and Lee West explained how to fill it out.

(Note: Subsequent to the meeting, John White cast the vote as the NCASRA delegate. He also emailed the Form to all members that were absent and to former NCASRA members, urging them to vote.)

C.     Election of Officers for the next year was held by written ballot. Twenty-eight ballots were cast for each position (six by proxy provided to Ryz Obuchowicz prior to the meeting). The election results were:

President – Robert Ittig

Vice-President – Michael Mutter

Treasurer – Lela West

Secretary – John White

III.       Secretary Report. John White: 

A.      The Minutes of the May 6, 2008 Board meeting were read and approved as written.

B.  The draft calendar of key dates for next year was discussed (copy at Attachment 2). Note that the November meeting is on Wednesday (Tuesday is election day), the April meeting is the SECOND Tuesday (spring break is the 1^st Tuesday), and trophy return is at the meeting March 3^rd.

C.  Coordinators and Committee Chairs are requested to submit updates to his/her respective job description / committee functions. These are a written description of “what you do” and/or “how it is done” so that there is a transition record available for new people stepping in to any particular position.

D.  John mentioned a recent criticism of NCASRA regattas that was posted on a referee web site by two people that cited alleged safety violations, specifically at the VSRC regatta for not following the Safety Plan, running launches without kill switches, and poor launch driver training. John has posted a reply that factually answered each allegation and resulted in an apology on the part of one of the persons.

IV.       Vice President’s Report. Carl Wick:

A.  Carl reviewed the launch driver training policy stating that the new plan worked fairly well. He encouraged all boosters to conduct training in the fall when the weather was better. There was along discussion on how to do the driver training and what were effective procedures. Carl stated the objective was to get drivers comfortable in operating a launch – that is the main objective. Referee specific information/procedure will be covered by referees at a regatta. If the drivers are familiar and knowledgeable about the launch, the referee stuff is more readily assimilated.

V.        Treasurer’s Report. Lee West:    

A.     The March, April, and May financial statements were reviewed.

B.     Regatta fee adjustments will be sent out by the end of the month.

C.  The season Volunteer No-Show Fines amounted to about $550. In view of the loss of the race course (discussed below), Lee recommended the fines not be distributed to the boosters, but rather go towards defraying the cost of a new race course. A motion to that effect was made, seconded, and passed by unanimous voice vote.

VI.       Representative’s Reports.

            A.  Crew Council. Kerry Donley:  Kerry reported that all sanctions for post season participation were approved (e.g., Youth National Championship). VHSL approval is required each year. The Crew Council Rules Committee chair is now Tom Herman, the McLean AD.

            B.  Coaches Association. Derek Parsons:  NTR

            C.  USRA Referees. Ryz Obuchowicz:  NTR. Continue to support referee recruiting.

            D.  Sandy Run Park. James Short:  NTR. Thanks for a safe season.

            E.  Thompson Boat Center. Gary Weeden:  NTR

            F.  Anacostia Community Boathouse Association. Kelley O’Connell:  NTR

VII.      Coordinator Reports.

A.  OLOC. Lee West: 

1. Lee announced the VSRC Point Trophy awards: Men’s Division 1 - Jefferson; Women’s Division 1 - T C Williams; Men’s Division 2 - West Potomac; Women’s Division 2 - Grandby. These winners were not determined by the end of the regatta.

2. Lee said she was sorry that the Occoquan Classic had to be cancelled, however, safety was the first concern and as it turned out, the water was unrowable on May 17^th.

3. During the week of May 19, the Occoquan crested at over 7 feet above the dam.  This is the highest water in the memory of anyone, including the Fairfax Water Authority.  The high water caused the race course to be ripped out and it is a total loss save a few anchors that have been recovered (28 anchors are used to deploy the course).  The course is insured for the cost, about $21,864.  Preliminary estimate to replace the race course is about $34,000.  This would include some improvements such as using inflatable buoys vice the foam “noodles” that are cheaper, but get waterlogged and need replacement often.  The stainless steel cable used for the lanes is more expensive now, the bulk of which was last purchased in 1991 (after the last time the course was carried over the dam in 1989).

Stan Koussis of Fairfax HS recommended that schools return the revenue sharing money earned and apply it to the replacement costs.  Schools desiring to do so were requested to email Lee West.  This could result in about $6000 being applied to the replacement cost.

            B.  Personnel. Mark Lindon:  NTR. Only 5 schools had no shows this season.

            C.  Programs. Mary & Watson Pryor:  NTR

            D.  Trophies. Mike Stilwell / Bob O’Brien:  NTR

VIII.     Committee Reports.

            A.  Audit. Steve Lee:  NTR

            B.  Bylaws. John White:  

            C.  Coaches Development. Ryz Obuchowicz:  NTR

            D.  Grievance. Harry Heim:  NTR

            E.  Historian. Ed Wells:  NTR

F.   Nomination. Ryz Obuchowicz:  NTR

G.  Publicity. Cherie Lejeune:  NTR

IX.       Reading and Consideration of Communications. None

X.        Old Business.

A.  Lee gave a short update of the status of fundraising for the new Finish Line Building: about 50% of the $45,000 has been raised to date.  She thanked all for the cards, letters, and email sent upon the passing of her Mother in April.

B.  Reminder that the golf tournament is on October 8, 2008 (our next meeting is October 7^th).  Names of the team representatives are to go to Ryz Obuchowicz within the next month or so and well before the Executive Board Meeting on September 23, 2008.  Tournament information is at Attachment 3.

XI.       New Business. None

XII.      Announcements.

A.  June 6-8:  Youth National Championships, Cincinnati, OH

B.   June 7, 14 and 21:  Course removal and repair, Sandy Run

C.  June 14:  Coaches Association meeting, 10 a.m., Edison HS

D.  July 15:  Executive Board meeting, 7 p.m.

E.   August 31:  Electronic vote due on draft budget for 2008-2009 (to be distributed July 31^st)

F.   September 1: Scholastic Honor Roll nominations due to USRowing (by coaches)

G.  September 6:  Coaches Safety Clinic, time TBA, Cameron Run Park, Alexandria

H.  September 13:  Coaches Association meeting, 10 a.m., location TBD

I.    September 23:  Executive Board meeting, 7 p.m.

J.    September 23:  Crew Council meeting, 10 a.m., location TBD

XIII.     Adjournment. The meeting adjourned at 8:31 p.m.

            A. The next meeting is Tuesday, October 7, 2008 in the TJHSST Cafeteria.  A reminder that this is an orientation meeting for Booster Representatives and Presidents. The Representatives Handbook for the 2009 season will be handed out and discussed and the key requirements dates will be highlighted.

John D. White

John D. White

Secretary

Attachment 1

On July 19, 2008, the Organizational members of USRowing will be asked to approve significant changes in the organization’s governing documents. Absentee Ballots and Delegate Credential Forms have already been distributed and can be found at:

Delegate Credential Form and Ballot

The due date for receipt of mail-in ballots is July 12, 2008

The proposed changes were developed over the last four years through a process that involved stake-holders from all areas of rowing. The driving factors behind the new governance documents are:

Make USRowing’s governance a model of non-profit organizations best practices; and

Meet the requirements of the Ted Stevens Olympic and Amateur Sport Act.

The process was also guided by the desire to simplify and remove the inconsistencies in the governing documents and comply with all of the legal requirements of being a non-profit incorporated in Pennsylvania.

There are some portions of the restructuring that have already been completed. Theses include a addition to USRowing’s Articles of Incorporation, reducing the Board of Directors from 20 to 14 and allowing up to two outside Directors and the restructuring of the Referee Committee.

Why Change

Policy Driven Governance

The Board of Directors identified John Carver’s Policy Governance Model® as representing non-profit governance best practices. The Model dictates that:

-       The members of USRowing are the owners of USRowing;

-       The Board of Directors represent these owners;

-       The Board of Directors set the policy of the organization, the goals or the ends ; and

-       The Executive Director is responsible and accountable for implementing  means or methods meeting these ends and goals within the boundaries set by the Board.

Ted Stevens Olympic and Amateur Sports Act

The Ted Stevens Act, 36 U.S.C. §220501 et seq., governs the United States Olympic Committee (“USOC”) and USRowing and requires that “athletes” have 20% membership and voting power on all governing bodies. Governing bodies includes the Board and any committee that is defined in the governing documents. The Ted Stevens Act provides a limited definition of “athlete.”  For USRowing, an “athlete” must have:

-       Represented the United States in the Olympic, Paralympics, Pan-Am Games or Sr. World Championship within last 10 years; or

-       Placed in the top 3 in an Olympic Event at a Senior World Championship or Olympic Games selection regatta in the past 2 years

Synchronize Documents

Through amendments, USRowing’s governing documents have become cumbersome with many inconsistencies.

Comply With Pennsylvania Law

As a non-profit incorporated in Pennsylvania USRowing must also meet Pennsylvania law.

A Summary of the Proposed Changes

To implement a Policy Governance Model, the reporting structure of USRowing will be changed.

Under the current structure the Executive Director does not have control or accountability over all of the entities within USRowing charged with carrying out the means to meet the organization’s goals.

The proposed structure realigns the organization so that the Executive Director has the responsibility and is fully accountable for meeting the policies of goals of the organization. This structure recognizes that the Executive Director is in the best position to recognize the needs and opportunities facing the organization. The Board keeps its arms around the organization without its finger in the pie.

Governing Documents

The current Constitution and By-Laws will be replaced by the new Proposed By-Laws. There will be no changes to the Articles of Incorporation.

Athlete Members

A new category of membership will be established to enable compliance with the Ted Stevens Act. Athlete members must meet the Ted Stevens Act definition of an Athlete. The Athlete member pool will have 20% of the voting power for amendments to the By-Laws.

Committees

The Committees of the organization will be:

▪ High Performance                     ▪ Youth

▪ Junior High Performance          ▪ Masters

▪ Adaptive High Performance     ▪ Referee

The Committees will have 20% “Athlete” members.

Other Changes

▪ The quorum requirements are changed to 10% of eligible members to vote;

▪ Elections and terms of offices for Directors and Committee members are unified;

▪ The rights reserved under Pennsylvania law for the organization and athlete members are clearly defined; and

▪ The Mission Statement has been revised.

Attachment 2