Minutes of the June 3, 2014 CRCA Board Meeting

CRCA Board Meeting-Minutes

Date:June 3, 2014, 7:15 pm

Location:99 Claremont Ave, NY, NY (home of David Carr)

In attendance: Jayson Jacobs (president), Ken Edwards, Roger Parmelee, Josh Sakofsky, Ann Marie Miller, Robert Duncker, Barb Blakley, Ashley Doane, and David Carr . By phone: Joe Grgic and Liz Marcello.

1) Club financials – Ken Edwards, treasurer, gave a report on club finances through the year. Profits from Grants Tomb and Bear are donated to the juniors in order to maintain tax-fee status for those events (and police support free of charge). A combination of not having the Floyd-Bennett Race or the Masters Throwdown and not having the level of sponsorship that we had last year means that we appear to be set to close the year about $6300 below where we started.

For future discussion: We will have greater clarity on the financial position for 2014 at our next meeting, before which Ken will have a proposed 2014 budget and 2015 blueprint for us to discuss and (for 2014) vote.

2) The question of composite teams: 

For 2014 Jayson will move forward on seeing what can be organized for CRCA composite teams without direct use of club funds.

Ken Edwards will see what is possible for CRCA to do to support the efforts of CRCA members to do fund composite teams without compromising our tax status.

For 2015 we will develop a preliminary proposal for composite teams and include in the member survey a question about the level of member support for the use of member fees to support men’s and women’s composite teams.

3) Jersey and other CRCA-ID Issues: 

Ashley will contact the Bold Racing team to work on modifying their bikereg profiles to include CRCA\ in the team identification for their riders. Bold also needs to modify their jersey design by 2015 to be in compliance with the team rules about placement of the CRCA logo.

Roger agreed to develop some graphics to illustrate even more explicitly what constitutes compliance and non-compliance.

Ashley will work with team managers into the close of 2014 on a process for securing team director approval for kit designs.

The president will notify membership via email that wearing a CRCA jersey is required for racing. Robert Duncker will walk the registration line at the next race and enforce the rule.

4) Marshaling – 

Check-in is going better, but there is still an issue with having identifiable marshals on the course a full 15 minutes before the race. Ken Edwards will check with CPC to see if the time window can be reduced. Josh Sakowsky will work on strategies to insure that marshals are wearing their vests so that they are identifiable. Liz Marcello will work on a process for more securely indicating to the marshals that they are done.

The board discussed the increased use of paid marshals in CRCA club racing and the increased risk to teams that produces when such marshals fail to follow through on their commitments. Teams competing for team cup points should take such risks into account in relying on paid marshals. The board voted down a motion from David Carr to loosen the team consequences for an isolated instance where a paid marshal fails.

5) Responsibilities around races -- promotion, etc. 

Jayson has drafted and will re-circulate to the board a media plan for comment.

A number of things have been done to delegate tasks once done by the director of open racing, e.g. number and waiver stapling, registration organization, reporting of results to USAC. There was talk last year of a non-board associate director position, but that has not been actualized so far. Some of the open races coming up are in the park, and so they involve far less logistical work than Grants, Bear, or Orchard. Nevertheless, Joe will see if there are other parts of his job that can be done well by a team or individual as part of team duty or marshal credit. One possibility, mentioned by Barb, was to have different board members take primary responsibility for the remaining open events.

6) associate member rules and fees: 

The board discussed the ongoing purpose of this category. On the one hand, given our club financials this seems a bad time to contemplate eliminating or reducing a category of dues-paying members. On the other hand, there is concern about losing teams because the category is less functional than it once was because of USAC rule changes.

For future discussion in relation to 2015 budget.

7) Club Archives (David)  

John Tomlinsen’s work on the CRCA archives - Budget for scanning photos (estimate $540) and storage for 10 bankers boxes (Museum? NY Public Library, the Museum of the City of New York, the New York Historical Society, and possibly Brooklyn College which holds a collection of material about boxing in New York City)

David will check with a club member about the scanning portion. Ken Edwards may be securing storage space for the boxes.

8) Club involvement in advocacy re. planned GWB closure (David) 

Lucia Deng has taken leadership on this issue.

9) 2015 Board elections process suggestion (Liz) 

The board voted forward the following proposal: Beginning with the 2015 Board of Directors election, all candidates will be required to submit a statement not exceeding 150 words explaining their qualifications for the position, their interest and motivation for running for the position, and why they feel they will be a valuable asset to the Club.

Explanation: Not everyone knows everyone in CRCA. The Club is quite large and during the voting process, some members do not know who they are voting for. Not only will doing this allow members to have a better idea of who they are voting for, it will also require that those thinking of taking a position on the board think deeply about why they would like to be on the board. The statements will be placed on the website and promoted through Facebook and other means so that club members can make more informed decisions about the future board.

10) Sponsor Search Update -- Roger Parmelee reported on the difficulties in nailing down further sponsor support. He and Ken will follow-up with one recent prominent sponsor.

NEXT MEETING: to be decided by doodle poll. In July, preferably not July 11-18 (Ann Marie not available).

Submitted, David Carr, Secretary

Minutes of the April 29, 2014 CRCA Board Meeting

CRCA Board Meeting-MinutesDate: April 29, 2014, 7:15 pm Location: 115 W. 18th Street, NY, NY (office of Josh Sakofsky)

In attendance: Jayson Jacobs (president), Ken Edwards, Joe Grgic, Roger Parmelee, Josh Sakofsky, Ann Marie Miller, Liz Marcello, Ashley Doane, and David Carr

Club race issues

1) Marshaling

Speeding up check-in: It was resolved to try having the first two people to arrive for marshal check-in assigned to help facilitate the marshal check-in process. If after the check-in process there are already enough marshals on the course to run the race, these two people will be given leave to race or return home.

Whistle-blowing policy: It was resolved that marshals are to blow whistles until the front of the field reaches them. They are not to be asked to blow whistles while the field is passing them.

2) Other club racing issues

Report: VP of Racing, Elizabeth Marcello updated the board on a productive meeting that happened between 6 representatives of the parks department officials and herself, Jayson Jacobs, and Ken Edwards representing the CRCA. The atmosphere of the meeting was cordial and productive. The parks dept. representatives expressed openness to increasing the number of motos allowed for CRCA races, but we are still awaiting confirmation of that change. They also reviewed marshal locations and will send an updated document re. their expectations. For now we need to add a marshal on cedar hill and around cat's paw/rambles area after the races to ensure cyclists do not loiter in the recreation lane and/or ride on paths. We will ask one of our paid employees to take on this role.

Improving Results: Liz Marcello will contact Rob Rowan, a former coach for the Columbia University team and former USAC official to aid in producing results. The aim is to have the top ten results done at the park shortly after the race (with a formal protest period), and then a full list of results ready by a time that she will work out with him. The board discussed how to offset the extra cost of having this work done by Rob, including possibly slightly reducing the number of coaching sessions (which have not received the attendance hoped for, partly because of bad spring weather). The board will make a final determination on this after another month of warmer better weather and hopefully better attended sessions.

Club Race Direction: Liz will work with Alex on having a firmer registration closing time so that races start on time. Also, there have been some issues with Alex being able to launch fields on days when he needs to move quickly to another finish location. This may improve with Rob Rowan doing results. We will monitor and identify as a topic for board conversation at the next meeting.

Team and Boyd Points: Ashley will remind teams that they cannot collect team cup points and their riders cannot gain Boyd points when one of their riders is suspended.

Roster publication: Josh agreed to generate the roster on Thursday, and Barb will publish that roster on the website later Thursday or early Friday

Open Racing

The Board discussed how the end of year season party, and an award given there, may be an opportunity to further profile the contributions to the racing community by a sponsor. Josh will create a dropbox account for board documents, and one of the first items for it will be a contract for use with sponsors clarifying and firming up expectations. David will contact Rob about the plan for onside new member sign-up at Orchard and Bear

Broader Policy Issues

Clarification of policy re. team suspensions: the board confirmed the policy that racers on teams with three suspensions may not race, including not racing as unattached riders. The suspension issue must be resolved first. Teams cannot avoid this or other issues with suspended/double-suspended riders by midyear roster changes. Josh and David will update the relevant webpages.

Fixes of website r.e. donations and marshaling: the problems with the marshaling webpage must await the broader overhaul of the CRCA club database and website. Jayson will work on resolving the problems with the donation page.

Other items for later discussion: policy and enforcement r.e. club rider behavior outside park

NEXT MEETING: is scheduled for Tues. June 3, 7:15 PM at usual place

Longer Term Issues (postponed for next meeting)

13) (David) Club Archives - John Tomlinsen’s work on the CRCA archives - Budget for scanning photos (estimate $540) and storage for 10 bankers boxes (Museum? NY Public Library, the Museum of the City of New York, the New York Historical Society, and possibly Brooklyn College which holds a collection of material about boxing in New York City) 14) (David) Club involvement in advocacy re. planned GWB closure 15) (Liz) 2015 Board elections process suggestion

Minutes of the April 8, 2014 CRCA Board Meeting

CRCA Board Meeting-MinutesDate: April 9, 2014, 7:15 pm Location: 115 W. 18th Street, NY, NY (office of Josh Sakofsky)

In attendance: Jayson Jacobs (president), Ken Edwards, Joe Grgic, Roger Parmelee, Josh Sakofsky, Ann Marie Miller, Robert Duncker, Liz Marcello, Ashley Doane, Barb Blakley, David Carr and guest Stephen Chang.

AGENDA

1) Website overall (Joe and Ken) – Joe Grgic circulated mock-ups of preliminary web-design for discussion. Appreciation was expressed to him for his work on this. He needs sketches from board members of what functionality would be helpful to each of their jobs asap.

After the web-design is done, the board will revisit hosting and related issues.

The following motion was made by Josh Sakofsky and passed by the board:

Racing skills sessions from this point forward will not be required of new members of CRCA who are cat. 3 or above. Skills sessions are still recommended for all new members. Starting in the 2015 season, all new members will be required to do the two marshaling sessions per year required of members more generally. [Thus this will revoke skills sessions counting as one of the two marshaling dates for new members for those racers who join CRCA  after 2014.]

2) Paris-Roubaix viewing party (Liz) - BXL Sunday, April 13 BXL(125 West 43rd Street) at 5pm

Discussed technical issues for insuring that we have viewing. Ashley will bring back-up file of race. Liz will follow up on whether BXL has functional internet link and take care of having computer to provide projection. Ken to purchase race via nbcsports.com

3) Instagram (Barb Blakley)– after a slowish start, this is underway and expanding

4) Bear Mountain – It was resolved to add a Masters field. Details will follow.

5) Bear Mountain Promotion –

Roger is working with various options for significant name sponsorship Ann Marie Miller proposed Bear Mountain recon ride to reintroduce racers to the course Joe will update crca.net page on race Barb Blakley will try to work with club members (Ace McDade and Jim Boyd mentioned as some possibilities) on brief webstory about history of Bear Mountain race

6) Composite teams – Barb Blakley will work on advance organizing for 2015

7) Marshaling –

Josh will work to arrange marshals to monitor people riding on paths in Rambles, riding in reverse (DQ for both), and provide extra instruction for marshals. Question discussed of online quiz or the like to help with marshal orientation.

(to be discussed at Thursday meeting of board members with Central Park officials)

8) Laptop for club races – Present laptop is outdated and has bad battery. Jayson will follow up with Ken on purchase of newer laptop.

9) New member recruitment – Moved and passed to offer on the spot membership joining opportunity at Orchard (by hand) as trial to see if it is effective means of recruitment. Initial membership cost to be offered - $55

10) Junior Development – To be discussed further, ideally through having Ariel at next meeting to clarify budget, what they need, etc.

11) Sponsorships update – Roger Parmelee updated the board on discussions with various potential sponsors

General Follow-up

Jayson – club email (post-meeting with CPC officials) r.e. plans on enforcing rules on riding in reverse and in Rambles and on BXL Paris-Roubaix viewing party

Ashley – email to team managers r.e. plans on enforcing rules, BXL Paris-Roubaix party, and updated roster (for directors to view roster and suspended members)

Postponed for email or later meetings:

Grants Tomb recap and future of race (Liz will email David about issues)

Further discussion of policy r.e. club member riding behavior outside park

Club Archives - John Tomlinsen’s work on the CRCA archives - Budget for scanning photos (estimate $540) and storage for 10 bankers boxes (Museum? NY Public Library, the Museum of the City of New York, the New York Historical Society, and possibly Brooklyn College which holds a collection of material about boxing in New York City)

Minutes of the February 11, 2014 CRCA Board Meeting

CRCA Board Meeting-Minutes

Date: Feburary 11, 2013, 7:00 pm             Location: 115 W. 18^th Street, NY, NY (office of Josh Sakofsky)

In attendance: Jayson Jacobs (president), Ken Edwards, Joe Grgic, Roger Parmelee (by phone), Josh Sakofsky, Ann Marie Miller, Liz Marcello, Ashley Doane, Barb Blakley, and David Carr.

AGENDA

 1) Moved and approved to fund purchase of Quickbooks ($660 a year) and Billpay

2) Moved and approved to fund the 2013 CRCA club contribution to the USADA program, which was at the level of $1.50 per member (total of $1698) 

And moved and approved to up the contribution for 2014 to 2$ per 2013 member

(this will be presented to NYSBRA in January 2015)

3) Moved and approved: 2013 retiring board members are relieved of 2014 marshal duty

Moved and approved: from 2015 and onward, retiring board members will be relieved of marshal duty 

NOTE: the 2014 board cannot vote this privilege for themselves, but this item can be revisited in 2015

4) Website redesign

It was agreed that this is urgently needed and the current board has a critical mass of web professionals to provide leadership. Barb Blakley, Joe Grgic, and Jayson Jacobs will form a subcommittee to take the next steps. Jayson Jacobs will create and share a Googledoc to collect a wishlist of features from other board members.

When funding is clear, it can be voted remotely or at a future meeting.

5) Finalizing Club races – Liz Marcello reported that this is in hand.

6) Grants Tomb

Josh Sakofsky volunteered to lead the all-night clearing project, and he was authorized to clear the double suspension status of a couple of racers who are willing to join him.

A New Jersey team will be consulted on whether they can help with removal of trash

The third shift is still low on marshals

7) Clinics

The Women’s Clinic is coming together fine. Main problem is its conflict with the Women’s Masters Championship, but that is unavoidable given the front-weighted set of dates we were given by the park.

Ashley will join Liz and Barb in getting some men/men’s teams involved in the organization of the men’s clinic

8) Sponsorship/Promotion

Jayson had a very productive discussion with NYC Velo, and Roger is talking with a number of possibilities. There is an acute need to find a sponsor willing to lend their name and major funding to bringing back the Bear Mountain Race.

9) Proposal to increase membership

The following motion (brought by Ken Edwards) was made and passed:

For each new member (i.e. not a club member in 2012 or 2013) that an existing CRCA member recruits to the club, we provide that paid member with one free club race entry.  

Two other proposals developed by Matt Vandivort and Ken Edwards for increasing membership (through referrals and using lists of new racers from open races) will be further developed in light of concerns about administration, unforeseen consequences (non-motivating begininning racers to join before their first open CRCA race, etc.).

10) CRCA Coaching Incentive Proposal - Ann Marie Miller

Purpose: Encourage new & existing riders to take more advantage of the CRCA Coaching program by providing recognition for attending CRCA coaching sessions:

The following motion was made by Ann Marie Miller and passed

Those who attend 4 CRCA Coaching Sessions (Skills sessions and CRCA New Racer Orientation included) earn a FREE entry to a CRCA Club race

For the 2014 season, the rider who attends the MOST CRCA Coaching sessions will earn the Grand Prize of a FREE Dinosaur Race entry for 2014.  

Riders who attend over 10 CRCA Coaching sessions will earn a place in a drawing at the end of season party for a FREE CRCA Club membership for 2015 

11) Early Season party – we will clarify number distribution/party when we have numbers

Treasurer’s report circulated pre-meeting

******************

• The Bank accounts have been fully transitioned except for checks:

o Payment options moving forward will be treated:

• Chase Check (5-7 Days)
• Chase QuickPay (30 minutes but you have to have a chase account)
• Check (Checks orderd…)
• Cash – Totally want to stay away from this due to IRS issues in the past)

• CPA Conversation

o Better record keeping will prevent another audit

Plan:

• Implement QuickBooks ($660 p/y)

• Use it for budgeting/for4casting/reporting

The CPA is going to review the lay-up and offer suggestions that will minimize risk

The point is that we have to get better at recording keeping and reporting

• Orders have been placed for: walkies, safety pins,

• Major checks have been cut/sent to CPC (for the security deposit) and The CPA (1/2 payment for Medical support) and GT expenses (thus far to Josh)

Minutes of the Feburary 6, 2013 Board Meeting

CRCA Board Meeting-Minutes

Date: February 6, 2013, 7:30 pm Location: 437 Madison (btw 49th & 50th)

In attendance: Zak Abdullah, Lucia Deng, Rob Duncker, Rod Millott, Gina Rocco, Rob Weitzner, Scot Willingham, Matthew Vandivort, Harry Zernike

AGENDA:

1. Open Race Update

• Orchard Beach:

Permits have been approved for May 5.

Alan Atwood unavailable to run results. Need to find an alternative.

This year’s permit is for the full day (7-5pm), allowing for more races than last year’s event.

Registration fee will remain the same.

Still seeking sponsorship for the event.

Will run spectator events: children’s race, Big Wheels race

• Central Park Classic

This year will be the David Jordan Classic.

Date will be June 1, 2013.

Dave Jordan’s sister has been involved is seeking sponsorship.

Board would like to make this a full day event. Board is currently looking into if it could be a possible.

• Alpine Hill Climb

Board has received approval from the Park’s Department.

Still waiting for approval from the Police department.

• Club Time Trial

Date set for June 9, 2013.

Considering holding it in Westwood, New Jersey.

There will be no time trial at Floyd Bennett Field this year.

• Floyd Bennett Field Road Race

Will be held.

Date still remains to be established

• Masters Throwdown

Date will be held August 24, 2013.

There will be an additional women’s field this year.

2. Membership/Team Update

• Number of members has increased from last year at this time.
• Number of Donor and Dinosaur members has decreased.
• Increased number of new members.
• Board expects membership to increase before the February 15th fee increase.
• Race numbers will be distributed at Third and Long on February 20th, 2013. Otherwise they will be mailed out on February 21st.
• New teams have been added to the CRCA: Team Velo Origin and Empire Tri

First Race Readiness

• Logistics are set: 9 motos confirmed, ambulance paid, park’s contract signed
• New radios to be purchased for use by the motos and a few marshals.
• Managing the fifth field

-Board is concerned about the number of times the women’s field will be passed as well as fields passing during/close to a finish. To circumvent this situation, motos will be instructed that no field should be passed in the last half lap, never on a downhill, and no passing in Southeast end of the park, prior to the carousel. -Fields will still be run in the following order: W-1 min- A- 2 min - M- 3 min-B -2 min- C -   New markings Everything outside jogger’s lane will remain in bounds. Racers need to recognize that recreational cyclists are not allowed to ride in the jogger’s lane and will need to remain in the bike lane. Board will communicate this to its members. Marshals should be instructed to do their best to direct rec. riders to the leftmost part of the lane, while racers pass them on the right.

Minutes of January 8, 2013 Board Meeting

CRCA Board Meeting-Minutes

Date:              January 8, 2013, 6:30 pm

Location:       300 e 85th (Corner of 2nd Ave) Conference Room

AGENDA:

1)     2013 Coaching schedule/plan (Scot) including discussion as to whether we should make skills coaching sessions mandatory for all new racers in the club prior to racing in club races to promote safety

-         Board agreed that skills coaching sessions would be made mandatory for brand new racers. Racers with prior translational race experience may be exempt from this mandate.

-         After completion of this requirement, new racers will be exempt from one marshal duty.

-         The exact formatting of coaching sessions still needs to be solidified, but will include some classroom instructions and on-bike skills sessions. It will parallel with NYSBRA’s guidelines (waiting on the release of the revised 2013 guidelines).

-         Coaches may also be riding with men’s Cat5 and W4 fields early in the season to provide instruction.

2)     5th field trial proposal & Pre-registration for club race

-         As a pilot, board agreed to run a 5^th field during the first CRCA race. The 5^th field will be a men’s masters +45 field. Board will assess permanent implantation afterwards.

Pros: Would provide more racing opportunities, help relieve race close-outs

Concerns: Additional overlaps with women’s field, Fields overlapping at the finish

-Board agreed that it will not provide pre-registration for club races. Pre-registration will still be offered to Donor members.

3)     Proposal to make all women's fields open for the season (i.e. including club races)

-Board agreed to maintain women’s club races as open to club members only

4)     Race calendar finalization including W3/4 series dates, clinic dates and race formats

- Still in progress

- Dates with the park, as well as finish line locations have been set.

-4/20/13 Women’s Clinic

-6/1/13 Dave Jordan Memorial Race

-7/21/13 Maltese

-8/10/13 Mengoni

5)     Survey feedback document

-Board will provide members with a concise recap highlighting key member concerns and how the board plans on addressing them.   Members will also have web access to a more detailed version of survey responses.

6)     Team Duties for 2013

-Teams register for duties by April 1.

-Duties assigned first come, first served.

-If an event is cancelled, team is still held accountable to obtain some (1/2) team duty credits.

-David will update the application submission process, allowing for electronic submission and updating the required fields.

7)     2012 actual financial statements (Lisa)

-Board reviewed statement from 2012

-Some expenditures still pending

8)     2013 budget (input on price changes, if any; detailed budget to come pending review of 2012 actual revenue and spending)

-Assuming budget for 2013 will remain roughly the same

-To consider for 2013:

-Equipment expenses will not be the same, i.e. money spent on generators, tents, etc. Was discussed to perhaps provide motos and marshals with radios this year.

-Sponsorship revenue may not be the same

-Membership fees and race day fees will remain the same as 2012.

9)     Other Items

-Members will be able to pick-up numbers in late February at Third and Long