Cougar Crew Alumni Association (CCAA) Spring Meeting March 16, 2013, 8:00 AM Lewis Alumni Centre, Pullman Washington

Transcription

1 Cougar Crew Alumni Association (CCAA) Spring Meeting March 16, 2013, 8:00 AM Lewis Alumni Centre, Pullman Washington Call to Order Tim Richards, CCAA Vice Chairman at 8:05 AM Attendees: Tim Haole Richards; Josh Proctor; Lisa Curtis; Doug Engle; Kramer Wahlberg; Joe Lillis; Caitlin Aldrich; Eric DeMaris; Breanna Trimble; Joanne Greene; Matt Shaw; Arthur Ericsson; Paul Lund; Dan Thayer; Joe Sudar; Mark Hoffman; Jazzmine Young; Nathan Mauren; Sean Foster; Jake Logar; Alan Scott; Mitch Williams; Dustin Crossman; David Kessler; Shayla Boyle; William Miedema; John DeLong; Giles Dakin-White; David Herrick; Robin Weigel; Cassi Morgan; Joe Lillis; Jaswinder Gill; Danny Brevick; Sean Martin; Alex van Rijn; Patrick Posy; Luke Jones; Kelly Vaughn; Ken Struckmeyer; Rob MacDougall; Ernie Isemenger; Julia Gamache; Vicky O Dell; Jess O Dell; Allison Thomas; Ashley Vu; Samantha Wilson; Sidney Cross; John Dingman; Max Vaughn; Curtis Trieber; Kevin Harris Approval of Fall Meeting Minutes Josh motioned, Doug seconds. Additions or corrections to agenda Crew Reports and Updates 1. Arthur Ericsson Team update Team size:18 rowers, 2 coxswains. Doing well coming out of spring break training, good commitment levels and attitudes. Race schedule similar in past years, invited to opening day this year. ACRAs keeps growing in size and competitiveness, will be 6 th year in a row. Trying to restore the recruiting letter that used to be sent to incoming freshman, working with UREC. Coaches were provided funding to attend a coaching conference in Canada in January, was much appreciated. UREC helped arrange a new workout space for the team by providing the space in the 4 th floor of the fieldhouse, has worked out very well. Arthur will be available to show the space to those interested at 11:30. Page 1 of 9

2 Have an opportunity to purchase a new (demo) Hudson if we can raise $28k by San Diego. Parents of current rowers have raised about half of this amount, looking to raise the other half tonight. 2. Giles Novice Team Update Comes from Cambridge university. 18 rowers, 4 coxswains. Had 2 novice boats beat Gonzaga JV last fall. Very strong team, planning to send group of lightweights to ACRAs. 3. Dan Thayer Women s Lightweight Team Update Has roughly 13 rowers, 2 coxswains. Trying to improve balance between rowing and school. Team was able to travel for a ski trip which has helped with retention, UREC helped facilitate this. Team is instituting a grade management program to help improve study habits and grades. Planning to travel to San Diego this year, and work towards WIRAs. Also going to Daffodil, and Gonzaga. 4. Eric Demaris- Commodore Very appreciative of the new practice facility. Character of the team is very good. Solid showing at the erg dual against Gonzaga. Had a paintball trip yesterday with the team after the spring break training. Adding a new officer position of Travel Coordinator to help balance the work load of the Vice Commodore. Next year want to improve recruiting to help with retention. Question: why the issues with retention? Partly due to time commitment, and low grade performance. Plan is to foster the relationship between varsity and novice, institute grade review plans. Haole: officers have responsibility to help with squad grades. Ken: Athletics have a tutoring service, this could be an option. Danny: could institute a mentoring program where the varsity help mentor Novices. David Herrick: have instituted study group with fraternity that has helped. Joanne: can look into CACD as an option. Julia: need to focus on recruiting during the summer ALIVE sessions, etc. Idea about bringing in volunteer faculty to help advise. Ken: part of the solution is also relieving the rowers from the financial obligations: renta-rower, etc. that consume time. 5. Breanna Trimble women s commodore Wants to focus on improving retention, will try and have a presence at the ALIVE sessions next summer to showcase the program and use social media to keep interested people connected. Team is doing rent-a-rower, and football and basketball event parking. Team will be traveling to San Diego for the first time, bringing a V8. There is a strong group of dedicated girls on the team. Page 2 of 9

3 6. Joe Lillis - Financial Update Currently showing $74K cash on hand. Projections showing a surplus for the end of the year by about $10K. Projecting remaining travel and known costs somewhere around $50K. Letter writing campaign is tied to row-athon, netted about $14k this year. Team is meeting with UREC regularly and is in synch on the accounting and financial tracking. CCAA Reports and Updates 7. Doug Engle Financial Advisor - Financial Update (recap of accounts) Improving credit card processing for the auction event this year. Considering becoming an official affiliation with the WSU Foundation. Lisa tried a couple years ago and Cougar Crew was not eligible due to the fact that the organization fundraises. Ken and others feel it is worth trying this again, policies may have changed. Discussion on name change, desire to move away from using Mens Crew and using Cougar Crew to better encompass the breadth of the team, including the Women s lightweight but also with the history of the crew. Doug s Financial Summary (in Green): March 16, 2013 Spring Board Meeting 2013 Financial Summary The following is a synopsis of the financial activity of donated funds to Cougar Crew. Particular detail is given to CCAA activities. The team has two WSU Foundation accounts used for donated funds, the Cristy Cook and the CCAA. The Cristy Cook Memorial account is the main operating account for donated funds. The CCAA account is used for fundraising activities. THE BIG PICTURE-- a snap shot of deposits to the accounts Account Deposits (July 2011-June 2012) Direct contributions, CCD Endowment deposit separate item. Endowment ( main account) $ 2,455 Endowment Expendable ( ) $ Cristy Cook ( ) $89,460 Page 3 of 9

4 CCAA ( ) $0 ACCOUNT BALANCES As of February 19, 2012 Endowment ( main account) $114,991* Meinhart Endowment (closed to contributions) $ 82,273* Meinhart Expendable ( ) $ 5,265 Cristy Cook ( ) $ -16,653 CCAA ( ) $ 763 *4% per year of these funds are distributed to the team. The Endowment is now above water, Meinhard is about $16,000 under. CCAA Activity (March 2011-Feb 2012) Cougar Crew Days 2012 The agreement was that after the first $8,000 goes directly to the team, the proceeds from the banquet auction will be split between the Endowment and team 50/50. $29,228 Total Funds Processed - 7,777 Cost of running CCD - 8,000 direct to team - 2,575 Directed to Endowment by donors ACRA travel donations - 2,580 Power 10 campaign (Cristy Cook account) - 1,255 Direct to Cristy Cook accounts made by donors (operating expenses) $ 6,191 Net Proceeds 50/50 split = $3,095 each to Endowment and Cristy Cook accounts Old business: There is a total of $17,008 that should have gone into the Endowment for the 2009 and 2010 CCD that never made it. The team contributed all proceeds to the Endowment in A net of $13,913 was left of that promise to deposit. From the 2012 CCD proceeds the remaining $13,913 was deposited. This matter is now closed. Long Story Short: A net of $21,451 went to various accounts to benefit the program. Power 10 Campaign Page 4 of 9

5 The Power 10 campaign was started in July 2010 with a letter sent to about 550 alumni for general team support with coaching salaries specifically addressed. The Electronic Funds Transfer (EFT) system of donations was pushed as the focus for giving but direct funds also arrived. Currently over $700 per month is generated from this campaign by 34 people. University Relations Cooperation with the Foundation and UREC continues to be good and improving. As the team works through various fundraisers the willingness to use departmental resources to help promote events is strong. Joanne Greene and Matt Shaw particularly have provided us access to the Universities infrastructure of program support. Name Change With the re-introduction of women rowers to the program we need to migrate away from Men s Crew as the designation of this program. What do we call ourselves now? Back to Cougar Crew? UREC Crew? 8. Lisa Curtis Alumni Representative Wants to work on improving communication amongst the alumni. Needs help finding tools and resources to identify the alumni and information about them. Wants to consolidate the data sources. If Cougar Crew can become part of the WSU Foundation there may be some tools that help with this. Some people have retained other lists of former rowers that could be used to augment the list the foundation manages. Also may contact the Alumni Association. Ernie has obtained some contact information by signing a release form through the foundation. 9. Ken Struckmeyer Faculty Advisor Would like to thank UREC for their assistance to the team, especially for the Varsity Club status. There are many older alumni here this weekend, about 6 from the first Varsity 8 in 73. Suggestion to add a development officer for the CCAA board, which would focus on building the endowment. Would like to thank the auction coordinators Mark and Mitch for their work. Recalls first class day in 73, speech from Dick Erickson including a memorable statement look at the seed you have planted. 10. Kramer Wahlberg Web Site CougarCrew.com Page 5 of 9

6 Kramer and Kevin Harris (former webmaster) has been working to re-establish the web site. Would like to see this continue to be in the alumni s hands, will continue working with the team to keep site updated. Lisa: would like to see the photo archive re-instituted, all the data still exists. 11. UREC Joanne Green / Matt Shaw Discussion on debt showing in Cristy Cook account, this is a temporary condition due to accounting process for the debit of the account which will be credited soon. Discussion on how much more debt the team can take on in the event the team needs to take another boat loan for the new Hudson. Wants to help facilitate connecting to the incoming freshmen this summer. Is approved to send the letter out that used to occur. Arthur: will the freshmen event at ALIVE be in the basement of the residence hall again? This is out of the way for many students. Also, will the team have a presence in the Active Leadership Center? Joanne: somewhat stalled on this planning, will involve students and it is a priority to retain the team s current space. Some equipment including weight equipment and old pair/double shells have gone to surplus, wondering if this has sold. Sales must go through surplus due to policies. Karl Huhta: suggestion on the freshman ALIVE sessions to plant the location based on where all the students are funneling through. Accomplishments / Progress: Established graduate assistantship for Cougar Crew for academic year and helped coordinate enrollment in academic program for Fall Acquired appropriate and functional practice space for team following univerity s plans to demolish the fieldhouse Annex and facilitated plans to have it ready for practices starting January Continued to coordinate team s long-term rental of motor pool vans to save costs and guarantee availability of vehicles for travel to practices and competitions Coordiated purchase of 4 new pairs from Hudson BOatworks Secured UREC departmental loan to assist in purchase of 4 Hudson Pairs ($10,000) Worked with the Sport Club Council to support an extra $1,000 in operating funds to the Crew Club in our internal allocations Worked with WSU surplus to facilitate the sale of 1978 boat trailer at auction Maintained institutional support to cover benefits for the head coach and graduate assistant positions (approximately a $15k annual cost savings) Worked with Fitness & Education and Outdoor Recreation Center to coordinate club personal training sessions, bicycle rentals, and winter break ski trip for training purposes. Facilitated priority registration for Fall 2012 and Spring Supported letter writing campaign, 5k road run, Rent-a-Rower, and other fundraising initiatives. Page 6 of 9

7 Coordinated team s involvement with RUEC and Wellbeing s Movember campaign, inorder to raise funds for the Jaimeson Jones Scholarship and promote Cougar Crew s efforts in community outreach. Facilitated WSU Online s participation in the Jaimeson Jones 5k Goals: Work with facilities operations, capital planning, and intercollegiate athletics to ensure that the new FIeldhouse practice space is properly maintained and available during appropriate practice times. Continue to update fieldhouse practice space as team needs and desires change. Explore campus resources to determine process for naming of new practice space Continue to work with all the stakeholders, especially team leaders, to establish and support the right size team given the resources available. Improve accuracy of equipment inventory and replacement schedule; Increase the attention that is given to the marketing needs of the team and wok to make the marketing process more consistent, timely, and intentional; Continue to align and manage all fiscal accounts consistent with expectations and in a sustainable, prodent, fashion. Work with the foundation to facilitate the development of an annual fundraising plan to ensure the greatest opportunities are nurtured for annual giving. Continue to work with the registrars office to best facilitate and maintain priority registration system. Elevate awareness of facility needs in support of the active leadership center, which would create a home for the sports club federation and cougar crew. 11. Parent Booster Club Need to have a relationship between the parents booster and the CCAA, have a representative at the meetings. New Business 12. Tim Richards Varsity club status Going well 13. Tim Richards - Bylaw changes: Structured with 5 alumni and 4 team positions, by design. Proposal to make a super majority required to make any by-law changes. Proposal to make super majority definition plus two. Doug motions to approve, Paul seconds. Motion carried, by-law change approved. Also, with Ken s proposal to add a position this would take another by-law change, and would need an accompanying position on the team side. Page 7 of 9

8 14. Tim Richards Equipment needs Arthur: after new V8 the next need would be an openweight 4, and then replacing/ upgrading launches with pontoon style. 15. Cougar Crew Days and Silent Auction Mitch Williams and Mark Hoffman 40 th anniversary of the competitive crew, tried to push the communication with alumni on this fact. Estimating about 250 people for tonight based on RSVP. Jess the auctioneer will be returning. Over 60 items have been donated. Will try to raise funds for the Hudson purchase during the paddle auction. Event starts at 6, dinner starts at 7:40, live auction at 8. Eric: decision to divide proceeds of auction based on roster size. Lisa: schedule is very important to making the evening go well. Also make sure the checkout table isn t rushed before they are ready. Ken: make sure to recognize the classes that are here. Auction Proceeds: Paddle auction will be for new shell. Lwt women have duck derby fundraiser. Donors can designate donations to each account. Decision is to look at the total revenue and consider the money dedicated to the shell as part of the mens team operating funds, paying Women s LWT their portion (based on roster size) their entitled amount. This is balanced as an overall 50% / 50% split with the endowment. 16. Tim Richards - Spring fundraising: Iron Chef Currently scheduled for May 4. Target is to reach beyond cougar crew as potential donors to help build the endowment. Would like to get some shells on the premises. Once communication goes out we need to have the web site ready with content. Looking to net about $30k for this event, but more importantly want to expose the team to potential large donors. 17. Tim Richards Board elections Board positions for Chair (Tim Haole) and Vice Chair (Josh Proctor) are due for election this year. Tim Richards was nominated by Danny to re-run, Ken seconds. He accepts nomination. Yeah/nay vote. Arthur nominates Julia Gamache, Tim seconds. Julia accepts the nomination. Josh motions to close nominations. By unanimous acclimation Julia now becomes Vice Chair. Discussion on new board position. Tim wants to set challenge / goal to set at $6M endowment goal by the year 2020, targeting sustaining the annual $250K operating budget. Page 8 of 9

9 Desired team sizes, suggestions: 3 8 s for each team (Mens V, Mens N, Women s LWT) Others: between 90 and 100 Teams need to grow current roster size to meet these targets. Ken: suggests using Ernie s skills as development officer. Ernie would like to help but would like to have clear vision of what team goal is. Ken suggests mission is to be best varsity club team in the nation. Jess: suggests having women s commodore on the board if new position is added for development officer. Next Meeting: Fall Meeting during Head of the Lake Weekend. Adjournment Tim adjourns at 11:12. Page 9 of 9