Madison Crew: The Ultimate Team Sport JMCBO, P.O. Box 1657, Vienna, VA

Madison Crew Club 2010 Madison Crew at Sandy Run Park 2

Agenda Introductions Madison Crew Communications Spring Water Practices 2011 Regattas Crew Costs and Fundraising Volunteer Requirements Q&A and Break-out Sessions Boat-naming Contest 3

Introductions Madison Crew / JMCBO Board –President – Ron Marx –Executive Vice President – Howard Springsteen –Vice President for Operations – Sue Colwell –Treasurer – Phil Mottola –Secretary – Michael Peterson –Membership Committee Chair – Cindy Lawless –Volunteer Committee Chair – Karen Fowkes –Hospitality Committee Chair – Debbie Wascom –Ways & Means Committee Chair – Marty Cammiso –Communications Committee Chair – Anne Driscoll –Personnel Chair / Crew Council Chair – Sonya Kedzie –Immediate Past President – Marina Lyn Beckhard –At Large Members: Cheryl Billingsley. Nancy Holliday. Mike Hurst. Janet Weiner 4

Madison Crew Council Crew Council is the forum for parents’ issues & complaints –Ombudsman for students, parents / guardians, Board, & coaches –5 parents investigate facts and make recommendations to Board –Led by the Personnel Committee Chair, Sonya Kedzie address: Members: Cheryl Billingsley. Ron Marx. Pat Ritter. Harvey Weiner 5

Introductions Head Coach: Paul Allbright –4 th year with Madison Crew –2 nd year as our Head Coach / Women’s Varsity –Assistant Coaches Charlotte Morris (3 rd year with Madison) – Women’s Varsity Robert Russel (2 nd year with Madison) – Men’s Varsity Jameson O’Brien (3 rd year with Madison) – Men’s Novice & Varsity Anne FitzSimons (2 nd year with Madison, former Madison HS cox) – Women’s Novice Beth Ellis (new, currently on GMU crew team) – Women’s Novice John Findley (new) – Men’s Novice Madison Crew Team Captains –Dalton Conaway (Senior) –Jessica Melton (Senior) –Will Whitfield (Junior) –Genny Lawless (Junior) 6

Mission Statement Madison Crew enables student athletes to –Learn teamwork, aquatic, and rowing skills –Attain top physical condition –Feel the thrills of competition and winning –Enjoy socializing with classmates and other students –Broaden their experiences via travel to away regattas James Madison Crew Boosters Organization (JMCBO) is a non-profit organization that exists –To provide the resources for Madison Crew, a club sport As a club sport, the team is entirely supported (financially and with volunteer work) by the parents / guardians –To protect student athletes from all dangers –To ensure the smooth operation of Madison Crew and its eligibility to compete in VA and national regattas 7

Changes Since Season Team size grew from 55 to 74 student athletes Grew our fleet of racing shells –Bought 1 new Vespoli V1 8 (top of the line racing shell) –Paid for 1 newer 8 and 1 newer 4 leased / raced last year –Bought 2 older Vespoli Millennium 8s (varsity shells) –Sold 1 old Vespoli shell (not used last season) Completely refurbished our boat trailer Bought 16 new adjustable Concept 2 sweep oars Repairing and painting all 5 coaches’ launches Bought 2 new cox boxes Bought a used hospitality / utility trailer for away regattas Held first-ever Erg Relays / Chili Cook-off fundraiser Grew our menu of Madison Crew spirit wear and placed our largest order ever Launched new / re-designed website at the same URL 8

Madison Crew Communications Communications Team: Anne Driscoll, Eileen Doughty, Chris Voigt Team website: –Your One Stop Shop for JMHS Crew Information! News Calendar Coaches’ contact information and profiles Board minutes and contact information Forms Photos 9

Madison Crew Communications Why register on ? Access to Members-Only portion of website –Team rosters with contact information –Coaches and Board Contacts – s are generated from the website registration Parents and rowers should register on the website to ensure you are receiving all targeted information 10

Water Practice Policies Pre-season conditioning through 19 February at JMHS Practice Policy –Mandatory practices Mondays – Saturdays on / after 21 February –Crew is a team sport: if a rower / cox doesn’t show up as planned, this impacts practice for up to nine students and a coach –Coordinate planned / excused absences beforehand with Coach Allbright and your assistant coach (as applicable) Rowing Time Policy –Varsity: Goal is to get everyone on the water every day –Novices: Same goal, but may sometimes observe from a coach’s launch or exercise on land part of the day Goal is at least 3 days / per week in February / March and at least 2 days per week in April / May Each day missed by a rower counts as one day towards his / her minimum weekly water time goal 11

Transportation to Practices Daily water practices at Sandy Run starting 21 Feb –VASRA & NVRPA have zero tolerance policy for profanity –Inclement weather plan: practice at Madison HS –Communications disseminates notices of changes / cancellations Bus transportation provided by JMCBO Mondays - Fridays –Two buses depart Madison at 2:45 p.m. Mondays - Fridays –One bus will be shared with Oakton HS – loading there first then loading at Madison at 2:45 p.m. –Buses depart Sandy Run at 6:00-6:15 p.m. (arrive Madison only at approx 6:45-7:00 p.m.) – suggest students call parents enroute –Bus driver guidance: Carol Topp Practices continue on Saturdays 8-11 a.m. Sandy Run –No buses (students / families provide transportation) Practices continue daily over Spring Break (18-22 April) –Spring Break practice schedules TBD based on coach availability –No buses (students / families provide transportation) Drive slowly at/near Sandy Run (speed limits enforced) 12

Lightweights Overview Lightweight rowing class allows for smaller rowers to compete against similar-sized rowers Madison may or may not field lightweight boats for each regatta depending on numbers, etc. Lightweight rowers must arrive early to regattas in which they will row as lightweights Lightweight rowing heats and finals are typically later in the day than other varsity heats and finals at Sandy Run Weekly weigh-ins are required for any rower who participates as a light weight rower in a regatta –Rower must weigh-in weekly or he / she is not eligible Lightweight rowers are not encouraged to lose weight or diet and should not diet beyond elimination of unhealthy foods 13

Lightweight Weigh-ins VASRA weigh-ins for lightweights begin 12 Feb –Determines who can safely meet lightweight requirements by the beginning of the regatta season –Men – 155 lbs or less, no less than 7% body fat This is a change from last year, to align with US Rowing & SRAA –Women – 130 lbs or less, no less than 12% body fat –For more info, please visit If you do not want your student to participate in the lightweight category, please Coach Allbright at 14

2011 Regattas Regatta Waivers –VASRA requires that they have a liability waiver in hand from every rower / cox that will be participating in any VASRA regatta –Waivers must be completed by one parent (or the rower / cox if 18 years old) for the calendar year (since 1 Jan 11) –Waivers must be completed online via Ronin Racing ( –Enter POC Paul Allbright at address Regatta Days –Arrive early to minimize delays due to parking and walking Can be more than a mile hike to finish line Parking at Sandy Run is $10 Park shuttle van service to finish line is $2 each way –Bring stadium cushion/chair, sunscreen, raingear, binoculars, etc. –VASRA & NVRPA zero tolerance policy for profanity at Sandy Run –No dogs or other pets 15

JMCBO Shuttle Bus Operates during Saturday regattas at the Occoquan –Bus costs are shared among Madison, Langley, and Oakton clubs –Shuttle from Silverbrook ES (on Crosspoint Rd) on regatta days Shuttle departs the ES on the 15s and 45s Approximate departure times from Sandy Run are on the hours and the 30s For some regattas, a second shuttle will operate on the hour and 30s from Silverbrook ES No shuttle bus on 30 April (we will be at the Potomac River) –Please look for updates in your regatta –Start time for the shuttle and the time for the driver break will be set based on the race schedule How to use the shuttle –Drop off rowers / family at Sandy Run, park at Silverbrook ES, and take shuttle bus to Sandy Run –Drop offs pay the $10, but then get it back when driver leaves Tell parking attendant you’re a "drop off“ to get a time slip. You have 30 minutes to drop off and exit Sandy Run, stopping at same parking attendant to get refund –Plan to catch the shuttle bus at least 90 minutes before race time 16

2011 Regattas 26 March – Polar Bear Regatta at Occoquan (varsity only) 2 April – Regatta at Occoquan (varsity & novices) 9 April – Regatta at Occoquan (varsity & novices) 16 April – Regatta at Occoquan (varsity & novices) April – Spring Break practices 23 April – Regatta at Occoquan (varsity & novices) 24 April – Easter 30 April – Charlie Butt Regatta at Potomac River (v & n) 7 May – VA State Championships (novices only) 14 May – VA State Championships (varsity only) May – Stotesbury Cup at Philadelphia (v & n) May – SRAA National Championships At Camden NJ; qualifying boats only For more information, please see the VASRA website: 17

Stotesbury Cup Regatta May 2011 Schuylkill River, Philadelphia PA POC’s: Karen Sampson, Patricia Waters-Heflin, Summary –Excused absence from school –Take as many students as can row, plus a few alternates –Trip fee – costs are in addition to dues – approx. $250 + $75 meals / spending –Rowers / coaches / volunteers / chaperones have rooms reserved by the team –Families interested in attending should make reservations now –Team hotel: Holiday Inn, Historic District –Return (approximate): early evening, Saturday May 21 18

SRAA National Championships May 2011 Cooper River, Camden NJ (Qualifying line-ups only) POC’s: Karen Sampson, Patricia Waters-Heflin, Karen Sampson, Patricia Waters-Heflin, Summary –Excused absence from schoolExcused absence from school –Boats qualify depending on finishing position at State Championships (Freshman / Novice boats are eligible)Boats qualify depending on finishing position at State Championships (Freshman / Novice boats are eligible) –Trip fee – costs in addition to dues – amounts similar to StotesTrip fee – costs in addition to dues – amounts similar to Stotes –We plan to take a bus this year for the first timeWe plan to take a bus this year for the first time –Team hotel: Residence Inn, Mt Laurel at Bishop’s GateTeam hotel: Residence Inn, Mt Laurel at Bishop’s Gate –Leaving the morning of Thursday, 26 MayLeaving the morning of Thursday, 26 May –Returning the evening of Saturday, 28 MayReturning the evening of Saturday, 28 May 19

Madison Crew Costs Dues: $950 for rowers / $750 for coxes Includes shuttle bus costs and VASRA capital fund assessment $200 discount for 2 nd and 3 rd sibling rowers (doesn’t apply to coxes) The base dues rates have been the same for several years –14 February – Final payment ($400 / $200 for coxes & siblings) due ALL DUES MUST BE PAID TO BOARD BUS FOR PRACTICES AT SANDY RUN Dues refund policy –The first dues payment is not refundable for any reason –Second & final dues payments are fully refundable if requested in writing to the Treasurer within 30 days of the due date 2 nd payment refund date: today; Final payment refund date: 16 March Travel (optional) – additional cost per trip for bus, hotel room, food, and security –Stotesbury Cup in Philadelphia PA (all boats) In 2010, all boats and the entire team traveled to Stotesbury Cup –SRAA National Championships in Camden NJ (qualifying boats) In 2010, Madison took most (not all) of our boats to SRAA Nationals 20

Madison Crew Fundraising Fundraising: $600 minimum per rower / cox –Raffle # 1 ended 8 November –Raffle # 2 ended 16 January –Erg Relays held 21 January –Mulch sales began 2 February thru 13 March, with home delivery March –Others: Fosters’ Grille, car washes, Let’s Dish, corporate donations Fundraising deadlines: –$380 – March 25th (the day before the first regatta) MUST MEET THIS DEADLINE BEFORE PARTICIPATING IN ANY REGATTA –$600 – April 17th MUST COMPLETE FUNDRAISING COMMITMENT TO GO TO PHILADELPHIA 21

Boat-Naming Contest Five Madison Crew boats need to be named –1 new Vespoli 8 and 1 newer Vespoli 8 (V2) –1 newer Vespoli 4 (Lease) and 2 older Vespoli Millennium 8s Students submitted 69 names –Students who submitted winning names earn $100 credit towards their fundraising commitments No cash value; Not transferable to anyone else –The JMCBO Board and Head Coach selected 14 finalists Contest rules –Contribute in any amount ($1 / vote) by check (payable to JMCBO) in the box (please put boat name in the ‘memo’ section of check) –Contributions do not count towards dues or fundraising commitments –The five names with the most votes by 9 pm tonight win! Phil Mottola (JMCBO Treasurer) counts votes – final decision Head Coach Paul Allbright matches names to shells 22

Madison Crew Volunteer Requirements Parents / Guardians –One day of bus chaperoning (round-trip) during Spring practice (Feb-May) Bus leaves Madison 2:45pm and returns to Madison HS by 7:00pm –Two regatta jobs at Sandy Run VASRA fines JMCBO $50 for any job that is a ‘no show’ –Participation in one JMCBO committee / job Committees include Hospitality, Operations, & Fundraising –Participation in “All Hands” events such as Sandy Run Work Days on 12 & 19 February and Mulch Delivery on March One parent from each girl’s family on 12 Feb only at 9 am–noon at Sandy Run One parent from each boy’s family on 19 Feb only at 9 am-noon at Sandy Run Students –Sandy Run Work Days & Mulch Delivery, Clean up at Regatta Site All rowers / coxes required 9 am-noon for both Sandy Run Work Days 23

Madison Crew Volunteer Requirements Volunteer Committee Chair –Karen Fowkes, Sign-ups for most VASRA and JMCBO volunteer jobs available via MySignUp.com beginning 12 Feb Specialty Skills Needed from Some Volunteers –Truck drivers needed for our boat trailer Prefer someone with a large heavy-duty / dually truck Training planned this Spring (date TBD) –Boat drivers needed for launches during regattas Training planned this Spring (date TBD) Launches are small metal fishing boats with an outboard engine <10 hp –Volunteers needed that are interested in becoming referees for regattas in future years Would observe regattas this year, shadowing an experienced referee VASRA referee clinic is scheduled for 5 March in Merrifield VA –Operations support, including rigging and repair of shells 24

Schedule of Coming Events 12 February – Pre-season work day at Sandy Run 14 February – Final dues payment ($400) is due 19 February – Cox training is 8:30 am – 1 pm at TJ HS –Mandatory for all novice coxes, Optional for varsity coxes 19 February – Pre-season work day at Sandy Run 21 February – Spring season practices begin - Sandy Run 26 February – Team photo in spirit wear at Sandy Run 5 March – VASRA / US Rowing referee clinic – Merrifield 25 March – Initial fundraising deadline ($380) 26 March – Polar Bear regatta (varsity only) – Sandy Run March – Mulch home delivery 17 April – Final fundraising deadline ($600 25

Conclusion Questions & Answers Break-out Sessions –Session 1: Coaches meet with parents and athletes 4 groups: mens’ and womens’; novices and varsity –Session 2: All Rowers/coxes watch water safety video while Parents / guardians learn about volunteer jobs Pay dues and fundraising to Phil Mottola Complete paperwork with Cindy Lawless Order spirit wear from Penny Gibson Boat-naming contest 26