Board Meeting Minutes – Monday, January 5th, 2009
Board Members Present:Helen Fremont (President), Fred Good (Treasurer), Igor Belakovskiy (VP), Pete Morelli (Captain), Malyka Ianni
(Secretary), Kate Sullivan (Trustee), Evan Bailey (Trustee), Kevin McDonnell (Trustee)
Members/others Present: Tom Keister, Martha Strom, Bruce Smith, Lynn Osborn, Natalie Dell, Mike Farry, Ed Frankenberry
*Many of the meeting topics fed into one another and overlapped throughout the meeting. The minutes will be written more like a timeline vs. by
Bruce Smith’s Coaching Proposal: Bruce attended the meeting and proposed that he oversee coaching for the Men’s HPG and the Sculling group.
Bruce would be the Head Coach and have 2 Assistant Coaches. Bruce provided a detailed plan listing his goals, mission, methodology, expectations,
and schedule. He also included a boat schedule, budgets for the coaches, and expected income from members of the HPG program over the course
of the year. An immediate concern that came up was boat space. Bruce responded that he would not need any more club equipment than what is
currently used. He can inquire about getting other boats/demos for little to no cost if needed. Another component of the proposal is the integration of
the U23 Program. This program would be run out of MIT and using the MIT equipment. As far as appearance, the 2009 summer would look like last
year with the exception that Bruce and the 2 Assistant Coaches would also be coaching the Sculling group. The Board expressed to Bruce that
communication between the coaches would crucial. In the end, the Board was very enthused by Bruce’s proposal and embraced the idea.A review
of the budget would have to be done to determine if the Board can allocate the money asked for in the proposal.
Treasurer's Update: 2009 Budget – The overall budget looked good. There were some adjustments to various categories based on the last few years
and the historical trends. The Board agreed with those changes presented by Fred. The next piece of the budget review was the coaching budget and
fitting in Bruce’s Coaching proposal. It was suggested that each coaching budget be increased to $6000. Kevin pointed out that there has not been an
increase to the coaching budget in a long time and that it’s important for the club to show our appreciation to our coaches and offer competitive pay.
The Board contemplated on where to get that money and ultimately agreed on raising membership dues by $25. This includes the following
The increase in membership dues will take place effective this March (2009). All other dues/fees, such as locker and rack, will remain unchanged.
With these changes in place, the Board reevaluated each of the groups that have a designated coaching budget (Sweep Women, Sweep Men,
Sculling, and HPG). The current number of athletes for each group was heavily reviewed. We took into consideration the growth of the HPG and
Bruce’s Coaching proposal. Kevin recalled that when the HPG was initially created it was structured so that it would break even meaning the 12
athletes that comprised the group would pay for the HPG coaching budget. With the growth of the HPG now double (+) the size of 4 years ago, the
Board decided to separate the group and create two HPG budgets (Men and Women).
The Board agreed that the money made available as a result of shifting budget amounts for various categories and increasing membership dues by
$25 would be applied to the overall coaching budget. With the budgeted amount for each coaching group increased to $6000 and the creation of two
HPG groups (vs. one), the overall coaching budget was increased to a total of $30,000.
Recap and formal vote (to make sure everything was covered):
Helen made a motion to approve everything in the 2009 budget as presented by Fred with these amendments:
Increase membership dues by $25
Carve out two separate groups for the HPG in the budget: Women and Men
Increase each of the 5 coaching budgets to $6,000 bringing the total coaching budget to $30,000
All were in favor. Motion passed.
The budget in relation to Bruce’s Coaching proposal – taking into account the new changes to the coaching budget, Bruce would receive a total of
$12,000 for coaching (HPG Men and Sculling). Helen was going to go back to Bruce and inquire if this could work. Provided this is acceptable for
Bruce and all are in agreement, Helen would then draw up a contract.
Key Fob – Mike Farry and Fred have worked out the logistics of getting key fobs put into place for 2009. The total cost is just under $8,000 with
installation and materials. Members will have to pay a one time fee ($25) up front with membership dues this March. The members will be
responsible for them fiscally and have to pay for any replacements. The cost is about $6/key. Access control will be central, and the maintenance of
the computer is similar to what’s found in a company office. Mike Farry and a few other members will be overseeing the maintenance. The plan is
to eventually incorporate the key fobs into Fleetwatch as well.
How do the key fobs work? This will run off a battery back up so that in the event a computer fails the boathouse will still be assessable. Readers
will be on the front door as well as the back door leading to the dock. This also helps to solve another security problem! In the event of an
apocalypse, the rigger bay door will remain as a manual door operated by a metal key. The Board agreed that all Board members and all coaches
will have a key to this door. Aside from membership conveniences and control, in the long run the club will save money with this new key fob