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Meeting Minutes

Id
13
Mtgdate
2006-06-05
Purpose
Executive Committee Meeting
Officers
James Raboin, Dan Beideck, Will Bucossi, Tony Shaw, Rich Larsen
Agenda
Update on ACA questions from Rich
Event Calendar
Novice Clinic Update
Intermediate Clinic
UVM Pool sessions
Summer Trip Schedule
VPC Response to Drowning
Treasurer’s Report
Opening
Meeting was called to order @ 7:30pm by James Raboin at the Raboin household in Georgia, VT.
Reports
Novice Clinic Update: Norm
- 18 kayaker’s, 4 open boaters
- 8-9 kayaker’s need boats
- full for all intensive purposes
- 8 - 10 instructors/helpers

Intermediate Clinic:
- not as much interest as novice clinic but still looks like a go

UVM Pool sessions: Dan
- total profit $276 (for UVM and Bristol)

Treasurer’s Report:
- membership dues flowing in slowly
- we need to send a mailing to those who owe dues
- Rich to draft up the letter and send it to group for review
Newbiz
Event Calendar:
James moves we have one calendar for ‘Official’ and ‘Unofficial’ trips:

1.)Should we check out BOD insurance?
a.)Yes, Dan to follow-up
2.)Should we have a gate keeper for ACA and VPC sanctioned trips?
a.) Yes, Tony is to set it up on the webpage
3.)Have one “Event Calendar” with ACA sanctioned trips with clear designation to that affect listed along with unsanctioned trips if it’s ok with ACA
a.) Yes, Tony to work on it, James to follow-up with ACA

UVM Clinic
- is dead, they’ll probably go with Umiak…
- hopefully we’ll be contacted next year

Summer Trip Schedule:
- Should we have a meeting to determine Summer Trip schedule
- Dan says no. Board members are asked to submit suggested trips. Will try and to schedule approx one weekend trip per month. For additional trips, currently thinking of trips to Salamon river, Hole Brother’s, Ottawa, Deerfield etc…
- Note to membership in Next VPC’s news soliciting leaders, espically for one day novice friendly trips after our June clinics.

VPC Response to Drowning:
- should we write a letter to the editor discussing proper safety measures to take in whitewater?
- Tie the letter to the recent rain rather than fatality
Oldbiz
Update on ACA questions from Rich:

Guys, based on the questions from the last VPC executive meeting, I had a couple of extended conversations with Anne Vetterlein, the ACA PA director. I am copying her on what I think we said, in case she sees anything I misunderstood.
I went thru the entire PAC Manual, and generated my list of questions. It is possible I missed something, so others are welcome to remind me next Tuesday. The answers I interpreted are in CAPS.

NOTE - ACA website and emails are now americancanoe.org, not the old aca.net.

My short answer to all the questions is that our biggest issue is the lack of a risk management plan - and it might be easy - but we need to see an example. And, we need to give Gerald a list of class 3 and up insured trips.

WAIVERS
1) We link to the waiver form that can be used for minors or adults, and the 'date' line in in the minors portion, so usually I don't get a date on the form. I enter the date of the check in the database. NO PROBLEM.
2) Some organizations (Colorado Mountain Club) return a membership check if the waiver is not included - basically the application is rejected, even for renewals. ACA DOES NOT DO THIS, BUT ACA FOLLOWS UP BY EMAIL OR PHONE TO GET THE PERSON TO SEND IN A SIGNED WAIVER.
3) How do we make sure we have a signed waiver for everyone? ACA GETS / KEEPS YEARLY WAIVERS FOR RENEWALS, I GET AND FORWARD NEW MEMBERS WHO JOIN ACA THRU VPC (I NOW DO THIS, AND KEEP A COPY), AND EVENT MEMBERS SIGN A WAIVER AT THE EVENT, AND SEND TO ACA.
4) If VPC wants to use the ACA waiver for non-ACA events, and who and when such get signed, is our business.

Page 1 - 'All active club members are also members of the ACA'. ACTIVE MEANS GOING TO ACA-INSURED ON-WATER EVENTS - SO THEY ARE REGULAR ACA, PA ACA, OR EVENT MEMBERS AS ABOVE. IF OFFICER XYZ NEVER GOES ON AN INSURED TRIP, HE / SHE IS NOT 'ACTIVE' IN THE SENSE ABOVE, AND DOES NOT HAVE TO BE AN ACA MEMBER.

Page 1 - ACA roster - not sure if we have one - maybe one of the other officers does, but Anne will send to me. Also told me how to access thru ACA website. New website is americancanoe.org - then EZ LINKS, Paddle America Club Member Admin, club name VPC, password needed, I will give to any officers or trip leaders that need. Gives ALL the names of people who are or were VPC PA members - but also shows membership expiration.

Page 2 - Certificate of Insurance - do we have such - Anne thinks we do, but will email me one.

Page 4 - Does ACA get our schedule. ANNE DOES, BUT IF WE CHANGE A DATE OR ADD AN EVENT TO THE INSURED TRIPS, WE SHOULD SEND HER A SHORT EMAIL IN ADVANCE.

Page 7 - Says an ACA-member / trip participant needs to show a current card, or needs to print and bring to the event a 'membership verification page'. ANNE SAYS THIS IS NOT NEEDED - THEY KNOW PEOPLE DON'T SHOW UP WITH CARDS OR PRINTED FORMS - WE JUST NEED AN ACA NUMBER, AND THE PERSON SHOULD VOUCH THAT HE / SHE IS CURRENT. ACA DOES SPOT-CHECKS TO VERIFY PEOPLE ARE REALLY CURRENT ACA. AND, WE DON'T NEED TO LIST CITY, STATE, ZIP FOR ACA MEMBERS IN THE REPORT.

Page 9 - Event Reporting is required for meetings, banquets, etc. NOT REQUIRED.

Appendices - start with A3 - yearly Risk Management Plan required. ANNE SAYS WE SHOULD HAVE SUCH, IT CAN BE 'ONE-PAGE', PROBABLY SHOULD REVIEW AND HAND OUT COPIES WHEN WE HAVE A SCHEDULE-GENERATION MEETING. SHE WILL SEND AN EXAMPLE THAT ACA JUDGED 'PRETTY GOOD'. MAIN FOCUS MIGHT BE TO LIST THE FOLLOWING.

PFDS - we know this one - REQUIRED
HELMETS for Class 2 and above - REQUIRED
Class 3 and up schedule to be approved - YES, GERALD DOES THIS, WE NEED TO SEND HIM AN EMAIL AT THE BEGINNING OF THE YEAR LISTING THE CLASS 3 AND UP TRIPS. (Supposedly, he approves with no further needed documentation - assuming we have a risk-management plan - this is a requirement from the carrier - we surely have never done this. Send to gbabao@americancanoe.org)
On-site list of first-aid and rescue people - NOT REQUIRED FOR TRIPS, WOULD BE FOR SOMETHING LIKE FIDDLEHEAD.
List of emergency contacts, and means of communication - PUT IN OUR RISK MANAGEMENT PLAN - (I think it will be 'call 911 by cell phone or land-based phone, as soon as possible'.)
No alcohol or drugs - WE DO NEED TO PUT THIS IN THE 'RISK MANAGEMENT' PLAN.
Wetsuits or drysuits or 'appropriate clothing' for low temperatures - ACA ACCEPTS THAT THIS COULD BE 'WOOL LAYERING', PLUS SPARE / DRY WOOL CLOTHES - DOES NOT HAVE TO BE HIGH-TECH - WOULD BE IN RISK-MANAGEMENT.
Must disclose 'prescriptions that could impact...' - ACA IS ASSESSING WHETHER THIS MAKES SENSE.
Pre-event safety meeting - DOES NOT HAVE TO BE A MEETING - IF I DO THE AMMO WITH 6 PEOPLE, 4 OF WHOM HAVE DONE IT WITH ME BEFORE, AND THE OTHER 2 I TALKED TO IN PRE-TRIP PHONE CALLS, THE 'MEETING' HAS BEEN DONE. The important thing is the result (communication), not the process.
In case of an incident, we do need to make sure we contact ACA quickly, and fill out the form. We also should talk among ourselves about the 'who talks to the press' kind of stuff.

Guidelines are guidelines, read them, but they are mostly for 'Fiddlehead' type events, not required for general river trips.

Our 3 tiers of trips - ACA, non-ACA, and message board - WE CAN LIST BOTH ACA AND NON-ACA IN OUR VPCNEWS, WE JUST NEED TO INCLUDE THE DISTINGUISHING VERBIAGE.

Anne, you were also going to check whether my reports from a month ago were OK.

My fingers are tired from typing.

Rich


1.)Where is appendix A in the PAC manual for single day river trips?
2.)Are their sample plans that meet the requirements of appendix A
a.)Rich spoke with Anne Vetterlein says never has heard of a case where the insurance carrier didn’t cover a claim.
3.)Have there been any situations where an ACA affiliated club has needed liability insurance and has been supported or not?
a.) No way to tell how many claims have been made.
4.)Can we advertise Official and Unofficial trips in the same “box” on the web: James to follow-up w/ACA

-We need an annual risk management plan to satisfy insurance requirements! Anne to send an acceptable example. Rich to put together a draft for review by ACA

-For people who are not ACA members an ACA waiver can be used as a VPC or personal waiver.
Closing
Next meeting: June 20th @ Dan Beideck's house
Nextmtg
2006-06-20
Author
Will Bucossi
Postdate
2006-06-05
Blessed
1
Joomla
404
The meeting minutes below date back to 2003. Prior year meeting minutes generally appear in the 'Bow and Stern' Newsletter Archive.
Minutes still in 'draft' form are omitted from this list. Thus, the minutes below have been 'released' for public viewing. The VPC secretary will typically post minutes from recent meetings once they have been finalized/approved.
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