Executive Meeting

Special meeting following the AGM
Jan 10, 2009

Minutes

Attendees: John Fahy (Pres), Andrew Sensicle (Sec/Tres), Brian Thomson (Chief Handicapper), Adam Farkas (Asst. Chief), Diana Riley (Exec. Assist).

1)      Privacy Issue:  From email from concerned certificate holder

a)      Will immediately remove this individual’s personal information from PHRF-LO database and web.

b)      Will remove name of certificate holder from public search query on web site.

c)      Will seek legal advice and research and prepare a privacy policy for review at next Executive meeting.

d)      Will review current information available to handicappers and possibly modify information that they can access.

e)      John Fahy will respond to certificate holder.

2)      Race Analysis binder distribution:
Diana alerted the Executive to the possibility that a club could request 3 race analysis binders (either through AGM attendance or other) when the club only pays the minimum dues for the year. The cost of one binder is approx. $50 to produce and the minimum a club can pay is $175. Leaving open the possibility that a club has contributed only $25 for the year.
Diana suggested that we cap our allowable race analysis binders per club to one (1) for every 20 certificates to a maximum of 3. Clubs would be allowed to purchase additional binders. If mailed, they would be subject to shipping and handling costs.
Carried unanimously.

3)      $500 event sponsorship: Andrew voiced concern that we should re-word the distribution of funds we have allocated towards “keeper prizes” (as in our last meeting item 8a).
Amendment: 8 a) Self promotion by continuing to allocate a total of $500 in sponsorship of event(s) on Lake Ontario for keeper prizes for PHRF races with the understanding that all participants in the race “must” hold a valid certificate.

4)      Portsmouth Manual – requested that the manual be distributed to the Executive for review. Andrew indicated that his is available on-line and that he would send everyone the link.

5)      Adjournment