CRCA Board Meeting Minutes (February 2018)

The all-volunteer CRCA Board held its February Board Meeting via video conference on Monday February 13. Minutes from that meeting, in draft form pending ratification by the full Board as part of the next meeting, follow below. If you have any questions or concerns about meeting minutes please reach out to Matthew Vandivort, Secretary, or any CRCA Board Member.

• Attendees: Gabby (President), Julius (VP Racing), Ted (Open Racing). Ken (Treasurer), Randy (Membership), Tony (Marshaling), Dan (Communications), Jeff (Public Relations). Not present:  Matt (Secretary), Lucia (Teams), Tara (VP Rider Development)
• Approval of Meeting Minutes:
  • Jan 15, 2018 - approved
  • Jan 22, 2018 - approved
• Teams (Lucia not present, status forwarded below)
  • Team Assignment selection e-mails sent to team managers on Sun Feb. 4 and due back Sun. Feb 11. Most time sensitive duties already assigned/to be assigned first.
  • Public access to view Team Duty assignments/credits available here: https://goo.gl/i7uGqA .
  • Small reserve of Team Duty credits avail. for miscellaneous tasks as needed.
  • Lucia traveling btw Feb 6-Feb 23 w/ limited access to e-mail. Plz expect delays in response time.
• Club Racing
  • Supplies list updated + orders can be placed by Ken.
  • Registration team duty:  Julius to meet with James G with NYCC prior to March 3 to review roles, allocations and tasks.  We will have four ppl checking in Season Pass and Racing members, plus a separate person for W’s Dev races.  Julius to assist with registration for first few races.
  • Julius to provide bagel dates to Lucia so this can be added to teams spreadsheet.
  • Results contract:  Tom Mains is away this week but will provide when in town.  We discussed car permit for Tom, he is aware that his car will need to remain at Boathouse for Cat’s Paw finishes.
  • COI sent to Lauren at NYC Parks, can forward addendum with additional moto added by Stephen Chang.
  • Marshals stationed at Park locations where trucks are entering/exiting will have radios to alert Alex if/when trucks are on the road.  
• Open Racing
  • Grants Tomb
    • Currently in good shape. Permits approved.  Ted to follow up with police precinct.
    • Logistics:  Ted looking into getting heated tent with $1K expected spend, maybe borrow from Cannibal - Jeff to reach out and ask for 2-3.  Can fit in Sergio’s van.
    • Food:  Wafles and Dinges will be at the race, hopefully with adequately staffed trucks.  W&D to provide free coffee to all registered race, CRCA to reimburse. Board members can reach out to Ted regarding additional food truck vendors.
    • Sponsors:  sponsorship from Roka and Rapha, $1K from NYSBRA including $500 for crit champ.  Roka providing discount to racers which we can leverage as 50% for first round of registration in order to facilitate registration, follow up discount at different rate.  Jeff to follow up with Roka on approach.  Messaging e.g. $45 race fee / save $100 on glasses.
    • Prizes:  Elite W / Elite W prizes:  $1000 + $250 primes for both fields.  Possible future open race discounts pending budget approval, Roka sunglasses.  Jeff asked Rapha for merchandise.  Focus is on quality race experience versus monetary + merch reward, which has been de-emphasized especially for lower fields.  The goal is to put on a top level event with pre- and post-race perks for racers.
    • Tara to lead “how to race crit” clinic before race start.  Ted has been in touch with Tara and Jeff Poulin regarding timing.
    • Team duties for Grants Tomb coming along, no risks raised.
  • Orchard Beach confirmed for May 6.
  • Membership
    • Current status:  432 members this year vs 492 last year, even though we opened membership one month later in 2018.  Reminder has gone out to people who have not yet reviewed.
    • Waivers: Randy has added ability to upload waivers via Dashboard.  Randy to take over comms on this. Randy to produce report of marshals who have completed marshal volunteer release form and provide to Tony, who will give to Paulette for marshal check-in.
    • Number pick-up:   Veselka on Feb 24 + 27, should be at least one board member at each date - Randy to manage Board attendance.  New Member orientation as well on Feb 26.  Feb 28 - Mar 2 available at Tailwind, and then will transition to Central Park.
    • Roster generation has been automated with link on admin site to generate.  Reads directly from database, Randy has created a job to update, and will lock down at t minus X before race.  Roster generation will go live after Feb 15.
    • USAC audit dependency has been resolved, but some members are escalating that sub-team data is getting erased as part of USAC renewal (we are not able to verify.)
      Randy to remove $0 charge for jerseys in Donor order confirmation email.
    • Dan to run Facebook ad for membership, e.g. Best Racing in NYC under $10 per race.  Expense approved by Ken.
    • Some challenges will be affected by breadth of our reach - how to get beyond our existing base.   
    • For future meeting:  Maintenance/Ownership of the platform 2019 and beyond.
  • Marshaling
    • Tomi reviewing marshaling punchlist, Tony to follow on Tue Feb 13:
    • Early races are filling up, we anticipate shortfalls as the season progresses
    • Paulette has five ppl who are reliable subs.  Tony hesitant to put these on the website, will communicate with Paulette in terms of when we will need additional marshals so that she does not assign these individuals as subs (i.e. insuring races have full marshal coverage is priority.)
    • Board members to forward last min emails for marshal conflicts to Tony.  We will treat these as potential no-shows.  Tony can reach out to team managers to remind them of Marshal policy rules, e.g. if someone from their team does not show up, a teammate will need to forfeit their race to cover, plus team will not be eligible for Team Cup or Boyd points.
    • We will announce no shows at race and get sub-teams to backfill as needed, per marshal policy.
  • Rider Development
    • Tara not present, no updates.
  • Finance
    • 2017 tax donations have been sent and 1099’s are out.
    • Club Racing budget is complete.
    • Open Racing budget is still being prepared.
    • Ken looking for someone to take over taxes.
  • PR/Sponsors
    • W’s Dev: Jeff and Tara exploring Tara’s contact, original potential sponsor has backed out.
    • Jeff working with Ted on Bear sponsorship, Jeff to reach out to Oriol / SIIS for Bear “feed zone” sponsorship.
    • Jeff to update sponsors page with current sponsors and will continue to do this throughout season.
    • Feb 27 event:  Jeff to lock down sponsor rsvp’s by end of week, Gabby to reach out to Hincapie and cc Jeff
  • Communications
    • Content: transitioning from Matt to Dan G - documentation, frequency and process
    • Enhancements:  Gabby in process of putting together CP technical guides, mostly copy / paste with some updating to make race specific. Matt + volunteer continuing with open racing work, need prior champions (Boyd/Teams/Open Races)
    • Discussion of visuals on static pages - Jeff mentioned adding sponsors to home page, Dan had some thoughts on how we need to manage this along with basic UX functionality
    • Dan shared process so that Board members can request specific content based upon events + topics -> Dan to work with topic owner to craft message (or craft on his own).  This will limit last minute frenzy for posting announcements.  Dan to forward link after call
  • Upgrade procedures / Separate Scoring
    • First M123 race:  best to not differentiate separate scoring
    • First W race:  we can trial separate scoring with W’s field

Notes

These minutes are considered to be in draft form pending approval from the full CRCA Board at the next meeting. 

---

---