Along with board, review coaching situation, recommend salaries
With coaches, develop plan for crew team growth
Develop public relations plan for crew news and recruiting
Keep files for PR Crew activities
Leases, capital plans, insurance documents, etc.
Oversee all activities as defined on board calendar, discussing and confirming completion
Liaison with PR School and athletic director
Coordinate room reservations for Board Meetings (if not held in board member’s homes)
Vice President responsibilities
Stand-in for President on any issues
Responsible for PR Crew fundraising efforts
establish a committee among boosters
recommend fundraising goals
determine list of fundraising items
determine calendar and timeline for fundraising efforts
find volunteers to be the chairperson for each fundraising event
with chairpersons, develop a publicity plan for fundraising events
maintain folders for each fundraiser event
Maintain PR Crew bingo/small games license
Treasurer responsibilities
Maintain bank accounts for expenses and for capital for PR Crew
Pay bills and reimburse expenditures for team activities
Audit expenses for accuracy and documentation
Maintain documentation for income/expenditures, treasurer’s reports
Issue treasurer’s report for each booster meeting
Advise board and membership on financial matters and capital plan
Maintain files for tax documents
Ensure 501c3 status maintained on an annual basis
Submit tax filings for PR Crew organization
Maintain asset list (with President) and coordinate insurance coverage
Develop annual budget
Coordinate quarterly audits with members of the booster group
Secretary responsibilities
Prepare and present minutes
Board meetings
Booster meeting
Arrange for uniform orders for PR Crew members 2x a year
Maintain folders for meeting minutes
Student Communications Director responsibilities
Organize registration for PR Crew team
maintain family registration information and provide contact list to board and coaches
Make sure student-athletes are eligible for team activities:
athletic physicals are complete and on file with athletic director’s office
PR Crew registration requirements are completed
swim tests are completed or waiver is signed
registration payments received in full
Ensure that only student-athletes that are eligible to participate
Maintain records of member accounts and provide notice of payments due
Report to President any issues with member dues or fees
Maintain files of registration documents, swim waivers, etc.
Maintain contact list for PR Crew
Send Weekly communications (or as needed)
general news should be sent weekly during the school year. Weekly communication may need to be supported with additional short messages to serve as reminders for upcoming events and deadlines.
Update website & social media as needed
update website based on weekly communication
change Admin Roles as needed
post supporting documents as needed on Documents page (i.e., Parent Meeting Minutes, Documents for Regattas)
Facebook and Twitter Accounts – use as needed to publish crew activities
Each year (or whenever there is turnover) ensure all positions have the correct names:
Responsible for management & security of all assets including, but not limited to: Crew boats (shells), Oars, Launches (3 boats as of January 2016), Outboard motors for launches, Trailers (chuck wagon & boat) & Cox Boxes
Keep the equipment inventory list current, including estimated values for insurance purposes
Coordinate driver availability for chuck wagon and boat trailers for all regattas
Ensure trailers are inspected and ready to go for all regattas
Provide equipment purchase recommendations and work with coach to price & purchase equipment
Repair/maintain equipment as necessary (broken or seasonal) or arrange for repair/maintenance of equipment to qualified service technicians
Hold complete sets of keys to the boathouse, trailers and any other locking devices used to secure equipment
Submit expense report and receipts, if any, to the treasurer after the regatta
Chuck Wagon Manager:
Keep chuck wagon trailer and all of its contents stocked/cleaned/organized/maintained and secure
Ensure chuck wagon is parked and locked at a designated secure location & occasionally check on trailer when not in use
Coordinate with the chuck wagon driver to load/unload & setup crew and dining tents for regattas
Submit expense report and receipts, if any, to the treasurer after the regatta
This position is not responsible for towing, but the manager can also be the Chuck Wagon Driver if necessary
Chuck Wagon Driver:
Responsible for towing the chuck wagon trailer to-and-from regattas to-and-from storage location
Must be the first to arrive at the regatta; will coordinate with chuck wagon manager to help load/unload & setup tents and cooking equipment at regattas
Experience towing a trailer is preferred. Driver must have a clean driving record and possess valid license/insurance.
Driver must ensure that the tow vehicle is properly equipped (towing capacity) & inspected to tow the chuck wagon
Chuck Wagon driver is personally responsible for any citations received while towing the chuck wagon and/or parking at the regatta
Any damages to the chuck wagon must be reported to the coach and President of the PR Crew Board of Directors within 24 hours of incident
Will submit expense report and receipts (for items not pre-paid by PR Crew such as gas, etc) to the treasurer after the regatta
Boat Trailer Driver:
Will be responsible for towing the boat trailer to-and-from regattas to-and-from the boathouse
Experience towing and backing a long trailer is strongly preferred
Driver must have a clean driving record and possess valid license/insurance.
Driver must ensure that the tow vehicle is properly equipped (towing capacity) & inspected to tow the 39-foot trailer
Boat trailer driver is personally responsible for any citations received while towing the boat trailer and/or parking at the regatta
Any damages to the boat trailer must be reported to the coach and President of the PR Crew Board of Directors within 24 hours of incident
Will submit expense report and receipts (for items not pre-paid by PR Crew such as gas, etc) to the treasurer after the regatta
Event Coordinator:
Responsible for contacting the sponsoring regatta committee to secure a “tailgate area” for team tents & food tents plus parking for chuck wagon & boat trailer
Create food list for regatta and assign food items for parents to bring for breakfast/snacks
Purchase remaining breakfast/snack food items needed for the regatta and submit expense reports for purchases after the regatta
Work with chuck wagon manager to ensure supply items are available (plates, cups, utensils, tablecloths, etc.)
Provide attendance numbers and total cost of food-related expenditures to treasurer for parent billings after the regatta
Submit expense report and receipts (for items not pre-paid by PR Crew) to the treasurer after the regatta
Grub Master:
Create lunch meal plans for regattas
Purchase lunch food/drinks for regattas
Recruit available parents at regatta to help cook/clean-up
Submit receipts & expense report for food/drink reimbursement after the regatta
Hotel Coordinator:
Work with coaches to determine approximate number of rowers attending the regattas
Estimate or poll the number of parents attending to obtain the number of parent rooms needed
Determine the best hotels for the regatta, using price, distance from the regatta and availability as primary considerations
Contact hotel to create contract based on number of rower rooms & parent rooms needed for regattas
Create rower room assignment lists
Be first to arrive at hotel in order to obtain & distribute all rower room keys
Recruit selected parents in attendance at regatta to complete lights-out room checks
