Pine-Richland Crew is the rowing club for Pine-Richland High School and Middle School Students.

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Position Descriptions

President responsibilities
  • In charge of PR Crew Board
    • run board meetings
    • run booster meetings
  • Liaison for booster parents with PR Crew Board
    • Handle issues with families (dues payments, fee reduction, etc.)
  • Liaison for coaches with board and boosters
    • Coaching items (employment, training, safety, etc.)
    • 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
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 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
    • Insure athletic physicals are complete and on-file with athletic director’s office
    • Insure PR Crew registration requirements are completed
    • Insure swim test completed or waiver signed
    • Insure registration payments received in full
  • Ensure that only student-athletes that are eligible to participate... participate
  • Maintain records of member accounts and provide notice of payments due
  • Report to president any issues with member dues or fees
  • Maintain files
    • registration documents, swim waivers, etc...
  • Maintain contact list for PR Crew

 

Equipment Manager:  

  • 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

  • Will keep the equipment inventory list current, including estimated values for insurance purposes

  • Will coordinate driver availability for chuck wagon and boat trailers for all regattas

  • Will ensure trailers are inspected and ready to go for all regattas

  • Will provide equipment purchase recommendations and will work with coach to price & purchase equipment

  • Will repair/maintain equipment as necessary (broken or seasonal) or will arrange for repair/maintenance of equipment to qualified service technicians

  • Will hold complete sets of keys to the boathouse, trailers and any other locking devices used to secure equipment

  • Will submit expense report and receipts, if any, to the treasurer after the regatta.

 

Chuck Wagon Manager:

  • Responsible for keeping chuck wagon trailer and all of it's contents stocked/cleaned/organized/maintained and secure.

  • Will ensure chuck wagon is parked and locked at PR Eden Hall location & will occasionally check on trailer when not in use.

  • Will coordinate with the chuck wagon driver to load/unload & setup crew and dining tents for regattas.

  • Will submit expense report and receipts, if any, to the treasurer after the regatta.

  • This position is responsible for towing, but the manager can also be the Chuck Wagon Driver if necessary.

 

Chuck Wagon Driver:

  • Will be responsible for towing the chuck wagon trailer to-and-from regattas to-and-from PR Eden Hall

  • 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

  • Will create food list for regatta and will assign food items for parents to bring for breakfast/snacks

  • Will purchase remaining breakfast/snack food items needed for the regatta and will submit expense reports for purchases after the regatta

  • Will have to work with chuck wagon manager to ensure supply items are available (plates/cups/utensils/tablecloths, etc.)

  • Will provide attendance numbers and total cost of food-related expenditures to treasurer for parent billings after the regatta

  • Will submit expense report and receipts (for items not pre-paid by PR Crew) to the treasurer after the regatta

 

Grub Master:

  • Creates lunch meal plans for regattas

  • Purchases lunch food/drinks for regattas

  • Recruits available parents at regatta to help cook/clean-up

  • Submits 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 light-out room checks

 

Communications Director:

  • Coordinate room reservations for Board Meetings (if not held in board member’s homes)

  • Send Weekly communications (or as needed)

    • Willl send Crew Communication to appropriate lists – 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 – main areas to be updated on the home page are Club News and General Calendar.  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:

    • Executive Board

    • Committee Leadership (Directors/Managers/Drivers/Coordinators/liaisons)