Several additions have been made recently to the list of resources
available for Race Directors. These are all put forth as drafts, and
your comments and suggestions are very welcome.

The most recent is Draft Guidance for Handling Funds after a Race.
Here's what we have so far...
How to process entry fees and new memberships after the race

Proposed Guidelines


1. send completed new member/renewal forms to Newsletter Editor
2. send all MRA liability waivers to: Jeb Rumbough, Masters Rowing
Association, Boathouse Row, 4 Kelly Drive, Philadelphia, PA 19130
send to MRA $8 for each participant who is neither a S/R or MRA
member
3. send checks to S/R Treasurer, and write a check for all cash
received.
4. add up all race-related expenses, itemize them, include
receipts and add this request for reimbursement to the envelope
going to the Treasurer
5. send an accounting of funds to the treasurer including:
(a) gross receipts (subtotal of checks plus subtotal of cash)
(b) number of MRA Liability forms sent to MRA
(c) number of non S/R members who raced; (d) number of S/R members
who raced
(e) subtotal sent to MRA for insurance coverage (= number of
racers belonging to neither MRA nor S/R X $8)
(f) subtotal of race-related expenses (e.g. food, drinks, copying,
posters, pens)
(g) subtotal of membership fees collected
(h) net proceeds realized by S/R


Here are our Treasurer's comments on these Guidelines:

"This looks good.  As treasurer I would be thrilled if race
directors followed this set of Guidelines.
I have become accustomed to allowing directors to subtract
expenses from receipts up front.  Some directors send me receipts
some don't and I have not been insisting on receipts. It would be
great if race directors felt some urgency in getting the accounts
and receipts to me.  However, procrastination is the rule.  I
still have received nothing from American Lake for 2005 nor from
the Cascade Distance Race from 2004.  Most directors get around to
sending the accounting and receipts eventually.  My only deadline
is the general meeting in December.  The main problem is 
negotiating participant's checks.
"I like it that you put the obligation on the directors to send
the waivers and insurance payments to MRA.  For most races, I have
sent the payments.  In two cases, I have gotten the waivers and 
sent them in with the payment and I am willing to do that.
 "The number of MRA waivers has never corresponded to the number
of nonmember participants (all members of the crews, including
coxswains).  With all the money going to MRA, they don't seem to
be complaining.
 "We really need to get the insurance business straightened out. 
As things stand now we need $8 and waivers from every
nonmember participant. A nonSound Rowers member who is already an
MRA member need not pay (that is why we are asking for nonSound
Rower members of  MRA for their membership numbers). I don't
think that many folks understand that.
 "Finally, Jeff Knakal is encountering his own frustrations
dealing with memberships.  People are paying dues at events and
Jeff isn't getting the information.  Some memberships come to me
some goes to Jeff and some are just getting lost."

Hi Steve,

What you have written looks good and workable. If race directors
follow this it would clearly document the costs and proceeds for
each event.

Having the race director handle the distribution of the membership
applications, MRA stuff and money received is probably the best.
Things are otherwise all too likely to get confused and misplaced.

--Michael Lampi

Clarification: Is it common for Race Directors to carry the debt for
the race expenses until SR re-emburses? In my reading of the
guidelines, the receipts of race day are to be submitted in total to
SR (via personal check?)without deducting expenses. I suppose this
motivates more accurate accounting of expenses. However, it is also
an additional load for the harried Race Director.

Hmmm. Let me broaden the inquiry somewhat: How can we connect value
of SR race sponsorship to the events? This may be a worn topic of
past board meetings. (I think this yahoo group is a good place for
an inclusive discussion.) And yes, Steve B., this question is
because of recent trends.

Let me say that I think that the ability of SR to communicate with
it's members is the intrinsic value. So, how can this be improved or
made more tangible for the events, especially the more remote venues?

If you have a reply, please select "SoundRowers@..." in
the "To:" field above the reply message. Otherwise the message will
go to my email (please, no!) or the group owner.

Reivers


--- In SoundRowers@..., "Michael Lampi" <lampi@m...>
wrote:

Hi Steve,

What you have written looks good and workable. If race directors
follow this it would clearly document the costs and proceeds for
each event.

Having the race director handle the distribution of the membership
applications, MRA stuff and money received is probably the best.
Things are otherwise all too likely to get confused and misplaced.

--Michael Lampi

From: SoundRowers@...
[mailto:SoundRowers@...] On Behalf Of Steve Wells


Several additions have been made recently to the list of

resources

available for Race Directors. These are all put forth as drafts,

and

your comments and suggestions are very welcome.

The most recent is Draft Guidance for Handling Funds after a

Race.

Here's what we have so far...
How to process entry fees and new memberships after the race

Proposed Guidelines


1. send completed new member/renewal forms to Newsletter Editor
2. send all MRA liability waivers to: Jeb Rumbough, Masters

Rowing

Association, Boathouse Row, 4 Kelly Drive, Philadelphia, PA

19130

send to MRA $8 for each participant who is neither a S/R or MRA
member
3. send checks to S/R Treasurer, and write a check for all cash
received.
4. add up all race-related expenses, itemize them, include
receipts and add this request for reimbursement to the envelope
going to the Treasurer
5. send an accounting of funds to the treasurer including:
(a) gross receipts (subtotal of checks plus subtotal of cash)
(b) number of MRA Liability forms sent to MRA
(c) number of non S/R members who raced;
(d) number of S/R members who raced
(e) subtotal sent to MRA for insurance coverage (= number of
racers belonging to neither MRA nor S/R X $8)
(f) subtotal of race-related expenses (e.g. food, drinks,

copying,

posters, pens)
(g) subtotal of membership fees collected
(h) net proceeds realized by S/R


Here are our Treasurer's comments on these Guidelines:

"This looks good.  As treasurer I would be thrilled if race
directors followed this set of Guidelines.
I have become accustomed to allowing directors to subtract
expenses from receipts up front.  Some directors send me

receipts

some don't and I have not been insisting on receipts. It would

be

great if race directors felt some urgency in getting the

accounts

and receipts to me.  However, procrastination is the rule.  I
still have received nothing from American Lake for 2005 nor from
the Cascade Distance Race from 2004.  Most directors get around

to

sending the accounting and receipts eventually.  My only

deadline

is the general meeting in December.  The main problem is 
negotiating participant's checks.
"I like it that you put the obligation on the directors to send
the waivers and insurance payments to MRA.  For most races, I

have

sent the payments.  In two cases, I have gotten the waivers and 
sent them in with the payment and I am willing to do that.
 "The number of MRA waivers has never corresponded to the

number

of nonmember participants (all members of the crews, including
coxswains).  With all the money going to MRA, they don't seem to
be complaining.
 "We really need to get the insurance business straightened

out. 

As things stand now we need $8 and waivers from every
nonmember participant. A nonSound Rowers member who is already an
MRA member need not pay (that is why we are asking for nonSound
Rower members of  MRA for their membership numbers). I don't
think that many folks understand that.
 "Finally, Jeff Knakal is encountering his own frustrations
dealing with memberships.  People are paying dues at events and
Jeff isn't getting the information.  Some memberships come to me
some goes to Jeff and some are just getting lost."

Hi Reivers,

From: SoundRowers@...
[mailto:SoundRowers@...] On Behalf Of Reivers

Clarification: Is it common for Race Directors to carry the debt for
the race expenses until SR re-emburses? In my reading of the
guidelines, the receipts of race day are to be submitted in total to
SR (via personal check?)without deducting expenses. I suppose this
motivates more accurate accounting of expenses. However, it is also
an additional load for the harried Race Director.

Yes, this is an additional load for the Race Director. Bill has been
quite prompt in responding to requests for reimbursement, so the monetary
load is generally not for long.

Hmmm. Let me broaden the inquiry somewhat: How can we connect value
of SR race sponsorship to the events? This may be a worn topic of
past board meetings. (I think this yahoo group is a good place for
an inclusive discussion.) And yes, Steve B., this question is
because of recent trends.

I'm not sure I understand this question.

Let me say that I think that the ability of SR to communicate with
it's members is the intrinsic value. So, how can this be improved or
made more tangible for the events, especially the more remote venues?

If you have a reply, please select "SoundRowers@..." in
the "To:" field above the reply message. Otherwise the message will
go to my email (please, no!) or the group owner.

Reivers

Here are some of the items of value SR brings to the table:
1. Continuity - members who know how to run good races year after year
2. Web site with schedule, notices, results, photos
3. Newsletter with some of the above items
4. Insurance coverage for the members and volunteers
5. Equipment (shelter, air horns, binoculars, ribbons, buoys, etc.)

I'm sure I'm missing things, but this is a start.

--Michael Lampi

Hi All,
Reivers asks about putting the burden on Race Directors, and if you
read all the way through the original posting you'll see that Bill
states that he has become accustomed to Race Director's doing what
Reivers suggests. But he also says his life would be a lot easier if
the approach in the proposed Guideline were followed. And you'll
also see that Bill has had difficulty getting some Race Directors to
do any reporting at all. So, I'd like to come up with an approach
that minimizes the burden on all our volunteers, including the
Treasurer. Everyone is better off when everyone deals with the money
promptly.

Like Michael, I don't understand Reivers' second point. Perhaps
Reivers would make another stab at it? It seems he's suggesting that
people stage races separate from Sound Rowers and in that way avoid
costs?

-- Steve



--- In SoundRowers@..., "Reivers" <reivers@c...> wrote:

Clarification: Is it common for Race Directors to carry the debt

for

the race expenses until SR re-emburses? In my reading of the
guidelines, the receipts of race day are to be submitted in total

to

SR (via personal check?)without deducting expenses. I suppose

this

motivates more accurate accounting of expenses. However, it is

also

an additional load for the harried Race Director.

Hmmm. Let me broaden the inquiry somewhat: How can we connect

value

of SR race sponsorship to the events? This may be a worn topic of
past board meetings. (I think this yahoo group is a good place

for

an inclusive discussion.) And yes, Steve B., this question is
because of recent trends.

Let me say that I think that the ability of SR to communicate with
it's members is the intrinsic value. So, how can this be improved

or

made more tangible for the events, especially the more remote

venues?

If you have a reply, please select "SoundRowers@..."

in

the "To:" field above the reply message. Otherwise the message

will

go to my email (please, no!) or the group owner.

Reivers


--- In SoundRowers@..., "Michael Lampi" <lampi@m...>
wrote:

Hi Steve,

What you have written looks good and workable. If race directors
follow this it would clearly document the costs and proceeds for
each event.

Having the race director handle the distribution of the

membership

applications, MRA stuff and money received is probably the best.
Things are otherwise all too likely to get confused and

misplaced.

--Michael Lampi

From: SoundRowers@...
[mailto:SoundRowers@...] On Behalf Of Steve Wells


Several additions have been made recently to the list of

resources

available for Race Directors. These are all put forth as

drafts,

and

your comments and suggestions are very welcome.

The most recent is Draft Guidance for Handling Funds after a

Race.

Here's what we have so far...
How to process entry fees and new memberships after the race

Proposed Guidelines


1. send completed new member/renewal forms to Newsletter

Editor

2. send all MRA liability waivers to: Jeb Rumbough, Masters

Rowing

Association, Boathouse Row, 4 Kelly Drive, Philadelphia, PA

19130

send to MRA $8 for each participant who is neither a S/R or

MRA

member
3. send checks to S/R Treasurer, and write a check for all

cash

received.
4. add up all race-related expenses, itemize them, include
receipts and add this request for reimbursement to the

envelope

going to the Treasurer
5. send an accounting of funds to the treasurer including:
(a) gross receipts (subtotal of checks plus subtotal of cash)
(b) number of MRA Liability forms sent to MRA
(c) number of non S/R members who raced;
(d) number of S/R members who raced
(e) subtotal sent to MRA for insurance coverage (= number of
racers belonging to neither MRA nor S/R X $8)
(f) subtotal of race-related expenses (e.g. food, drinks,

copying,

posters, pens)
(g) subtotal of membership fees collected
(h) net proceeds realized by S/R


Here are our Treasurer's comments on these Guidelines:

"This looks good.  As treasurer I would be thrilled if race
directors followed this set of Guidelines.
I have become accustomed to allowing directors to subtract
expenses from receipts up front.  Some directors send me

receipts

some don't and I have not been insisting on receipts. It

would

be

great if race directors felt some urgency in getting the

accounts

and receipts to me.  However, procrastination is the rule. 

I

still have received nothing from American Lake for 2005 nor

from

the Cascade Distance Race from 2004.  Most directors get

around

to

sending the accounting and receipts eventually.  My only

deadline

is the general meeting in December.  The main problem is 
negotiating participant's checks.
"I like it that you put the obligation on the directors to

send

the waivers and insurance payments to MRA.  For most races,

I

have

sent the payments.  In two cases, I have gotten the waivers

and 

sent them in with the payment and I am willing to do that.
 "The number of MRA waivers has never corresponded to the

number

of nonmember participants (all members of the crews,

including

coxswains).  With all the money going to MRA, they don't seem

to

be complaining.
 "We really need to get the insurance business straightened

out. 

As things stand now we need $8 and waivers from every
nonmember participant. A nonSound Rowers member who is already

an

MRA member need not pay (that is why we are asking

for nonSound

Rower members of  MRA for their membership numbers). I

don't

think that many folks understand that.
 "Finally, Jeff Knakal is encountering his own frustrations
dealing with memberships.  People are paying dues at events

and

Jeff isn't getting the information.  Some memberships come to

me

some goes to Jeff and some are just getting lost."

Well stated, Michael.

Maybe I can put a finer point on the question that was not so clear.
I have a sense that Soundrowers could strengthen the feeling of
community within it's membership. This discussion group might be a
good way to do that. There are 85 members shown, and this is the
quietest board I monitor.

We are geographically spread, and have culture differences that arise
from our chosen vessels. Certain races have a tendency to treat
Soundrowers as something "out there". My hope was to initiate a
discussion thread of value to the group. Board of Directors
typically struggle to discern what the membership really wants.

Note: The website is a gem (thanks Tracy), the newsletter is a
treasure, your own photojournalism is heroic, and the discussions at
races are like a family reunion for me. I was just hoping for a bit
more dialogue between events.

Naturally, everyone else in the group might prefer the quiet. Or,
maybe we are a gang of Rodney Dangerfields. ("I would never want to
join a club that would have ME in it.")

Just my thoughts.

<<<portions clipped>>>>

Here are some of the items of value SR brings to the table:
1. Continuity - members who know how to run good races year after

year

2. Web site with schedule, notices, results, photos
3. Newsletter with some of the above items
4. Insurance coverage for the members and volunteers
5. Equipment (shelter, air horns, binoculars, ribbons, buoys, etc.)

I'm sure I'm missing things, but this is a start.

--Michael Lampi

Steve, Michael, Reivers, et. al.,

Particularly after reading Bill's comments which acknowledge the
reality of the looseness of the SR race-director world, I think it
would do well to simplify Steve W's admirable attempt to tighten our
procedures and make easier the lives of some of our hardest working
leaders. To wit:

COMBINE ITEMS 1-3:

I have to disagree with Mike Lampi that: "Having the race director
handle the distribution of the membership applications, MRA stuff and
money received is probably the best. Things are otherwise all too
likely to get confused and misplaced." Michael is simply more
together about this stuff (and perhaps doesn't realize just how
dysfunctional many of his fellow RD's really are!)

While it would be nicer for Jeff & Bill (whom I greatly appreciate,
and for whom I would do just about anything to make their lives
easier), it would be a lot easier for the race directors to have to
make only one submission/mailing rather than three. We 17 guys (why
are there no women serving as race directors, I might ask as an
aside?) have to deal with the insurance & membership bit only once a
year and will be far more likely "get confused" and screw it up than
a designated person with 17 pre-labeled envelopes and an SR checking
account might.

COMBINE ITEMS 4 & 5: aren't these essentially the same anyway? (and
then when the procedure is simple enough for our feeble minds and
wills, make it even more simple with a fill-in-the-blanks form which
holds our hands through this annual procedure.)



DEAL WITH THE PROCRASTINATION ISSUE:

It is just a bit of laziness(all I want to do is crash and avoid
further responsible behavior when I have wrapped up my little race.),
but it does sort of sabotage our insurance & membership needs. It
might be a good job for our VP, a jovial, well-liked chap with a pad
executive Sound Rowers position, to make the occasional phone call to
lazy or recalcitrant RD's. I'd hope we could spare Bill or Jeff that
somewhat odious responsibility.

GET THE RACE DIRECTORS AND THE SR LEADERSHIP TO SUBSCRIBE TO
http://groups.yahoo.com/group/SoundRowers/:

Of the 85 members of this discussion group, I could only determine
for sure that four of our 17 race directors (steve bennett, steve
wells, michael lampi, and jeff knakal) and three of our 10 officers
(steve wells, theresa knakal, janet heikkila) were among that number.
I think that is a serious leadership problem. Given that situation,
Steve Wells' proposal is currently falling on very deaf ears. Also
given that situation, the dialogue that Reivers would like to see,
(and which I think he has admirably achieved with his whatcompaddlers
group) will never develop at Sound Rowers.

Thanks as always for your ears and your passion,

Steve Bennett

I like your adjustments, Steve. Also it would be good to hear from
additional officers & Race Directors. I haven't carried the burden
of a race event, just assisted significantly. I was intimidated by
the logistics. Perhaps with practice one can manage the tasks as
Michael does.

As I look back through the posts I get the feeling that the draft was
not meant to be a perfect policy. Hopefully I'm not adding to the
noise, but attempting to broaden consensus. Overdeveloped policy is
not a good thing.

Providing any tools & techniques to Race Directors is a great idea.
Perhaps some of the more polished Race Directors have checklists that
could be uploaded to the Files section for refinement. This might
add value to Sound Rower participants.

Reivers



--- In SoundRowers@..., "Steve Bennett"
<bennett_seattle@y...> wrote:

Steve, Michael, Reivers, et. al.,

Particularly after reading Bill's comments which acknowledge the
reality of the looseness of the SR race-director world, I think it
would do well to simplify Steve W's admirable attempt to tighten

our

procedures and make easier the lives of some of our hardest working
leaders. To wit:

COMBINE ITEMS 1-3:

I have to disagree with Mike Lampi that: "Having the race director
handle the distribution of the membership applications, MRA stuff

and

money received is probably the best. Things are otherwise all too
likely to get confused and misplaced." Michael is simply more
together about this stuff (and perhaps doesn't realize just how
dysfunctional many of his fellow RD's really are!)

While it would be nicer for Jeff & Bill (whom I greatly appreciate,
and for whom I would do just about anything to make their lives
easier), it would be a lot easier for the race directors to have to
make only one submission/mailing rather than three. We 17 guys (why
are there no women serving as race directors, I might ask as an
aside?) have to deal with the insurance & membership bit only once

a

year and will be far more likely "get confused" and screw it up

than

a designated person with 17 pre-labeled envelopes and an SR

checking

account might.

COMBINE ITEMS 4 & 5: aren't these essentially the same anyway? (and
then when the procedure is simple enough for our feeble minds and
wills, make it even more simple with a fill-in-the-blanks form

which

holds our hands through this annual procedure.)



DEAL WITH THE PROCRASTINATION ISSUE:

It is just a bit of laziness(all I want to do is crash and avoid
further responsible behavior when I have wrapped up my little

race.),

but it does sort of sabotage our insurance & membership needs. It
might be a good job for our VP, a jovial, well-liked chap with a

pad

executive Sound Rowers position, to make the occasional phone call

to

lazy or recalcitrant RD's. I'd hope we could spare Bill or Jeff

that

somewhat odious responsibility.

GET THE RACE DIRECTORS AND THE SR LEADERSHIP TO SUBSCRIBE TO
http://groups.yahoo.com/group/SoundRowers/:

Of the 85 members of this discussion group, I could only determine
for sure that four of our 17 race directors (steve bennett, steve
wells, michael lampi, and jeff knakal) and three of our 10 officers
(steve wells, theresa knakal, janet heikkila) were among that

number.

I think that is a serious leadership problem. Given that situation,
Steve Wells' proposal is currently falling on very deaf ears. Also
given that situation, the dialogue that Reivers would like to see,
(and which I think he has admirably achieved with his

whatcompaddlers

group) will never develop at Sound Rowers.

Thanks as always for your ears and your passion,

Steve Bennett