Parents/Admin

Parents/Admin

Parents are the life blood of this organization, and it would be impossible to run the program without the enormous assistance they provide. Essentially, every aspect of crew outside the parameters of coaching practices and regttas is in some way facilitated by parental involvement. Each year a new Board of Directors is elected to oversee the logistical and financial operations of the team. The board itself is comprised of Committee Chairpersons, who inturn oversee particular aspects of the club.

Board meetings are held on the second Wednesday of each month, and are open to any and all parents interested in becoming more actively involved. Attending meetings is a good way to see how things are run, and to learn more about specific areas of interest a parent may have. Because there is a 3-4 year turnover in rowers, the board must continually be taking in new members to keep the system running in a seamlesss manner. Novice parents in particular are encouraged to attend at least one meeting if their child seems to hold a strong attachment to crew.

The coaches themselves are tremendously grateful to all those who help run the team. Attending to the day to day matters of teaching and developing young rowers takes up a great deal of time, and is rewarded far more by the satisfaction with these young people than by monetary means. In short, we do this because we love this, and we are frequently both surprised and appreciative when our enthusiasm rubs off on the rest of the greater rowing family.

Below are descriptions of the various positions that help make this team work.

BOARD / COMMITTEE / COORDINATOR POSITION DESCRIPTIONS

PRESIDENT

• Serves as the club leader and liaison with parents, coaches, rowers and Pioneer Athletic Department/ Pioneer Administration (Lorin Cartwright, AD, Peggy Lederer, Teacher and School Liaison to Team, Ms. Woodworth, Principal).
•  Serves as liaison with PHS. When necessary, works with the Staff in the Athletic Office to make sure that PRC runs smoothly within that department.
• Supports the other officers of the club and committee chairs / coordinators.
• Sets agendas for the Board activities by identifying issues for consideration.
• Conducts Board meetings to ensure there is a forum to hear all points of view on key topics and policies.
• Works with coaching staff to identify equipment needs, address rower and parent issues, retain coaching staff and coordinate club sponsored awards.
• Assists Treasurer with budgets and expense authorization as well as works with Athletic Department on school portion of crew budget.
• Provides support and solicits help as required for all club activities including recruiting, fundraising, regattas, transportation, maintenance, budgeting and communication.
• Conducts parent meetings and End of Season Banquets.
• Write or edit Club policies (e.g., updating policies to reflect changes in PHS policies, etc)
• Interfaces with Student Crew Board as needed.
• With Treasurer, serves as the Scholarship Committee.

VICE-PRESIDENT

• Works on special projects as needed.
• Manages and oversees insurance of PRC owned equipment and develops replacement schedule.
• Serves as volunteer coordinator to ensure the regatta’s and other PRC events are fully staffed with the appropriate amount of parent volunteers.As needed, work with Travel Coordinator on Travel Waivers (general Travel Waiver allows rowers to travel in transportation paid for/ arranged by Pioneer Rowing Club).
• Assists President as needed.

TREASURER

• Manages the finances of the Club and signs off on all purchases and contractual agreements.
• Maintains PRC checking account and other accounts.
• Pays for all Board-approved Club payables including assistant coaching fees, equipment purchases, insurance, travel, uniforms, regatta entry fees, etc and provides reimbursement to parents and coaches who incur Club-related expenses.
• Prepares a monthly Treasurer’s Report for presentation at Board meetings.
• Serves as primary PRC contact person for most financial transactions (insurance, leases, equipment purchase, etc).
• Maintains records of receipts and expenditures.
• Work with Club CPA to ensure proper tax forms filed
• Follow through and monitor State of Michigan forms such as non profit status and license to solicit donations.
• Prepares a long term asset allocation spreadsheet for board review each season.

SECRETARY

• Manages  Club correspondence.
• Takes Board Meeting minutes (and other related meetings) and completes minutes for review at next meeting.
• Maintains file of Minutes and all Club correspondence.
• Updates Crew Handbook detailing tasks necessary to run the PRC
• Email list Coordinator

Major PRC coordinators are also Board members. They have the following responsibilities that may be delegated/shared with others:

FUND-RAISING COORDINATOR(S)

• Determines appropriate fund-raising activities for the season, subject to full Board approval.
• Oversees chair people for fund-raising events.
• Maintains records of rower / parent participation in fund-raising events for tally at the end of the season (coordinates this with the Treasurer).
• Manages/ keeps / maintains any fund-raising equipment (e.g. car wash supplies).

FOOD COORDINATOR(S)

• Purchases (or coordinates volunteers to purchase) food for all regattas.
• Coordinates storage of food and transportation of food to regatta sites. Works with parent volunteers to prepare food and beverages at regatta sites.
• Maintains the necessary organization to stay within the allocated budget for each regatta.

TRAVEL COORDINATOR

• Arranges bus or other transportation for out of town regattas.
• Arranges hotel or other overnight accommodations for regattas.
• Handles paperwork required by the school (may work with Club President/ VP as needed) for out of town, out of state or out of country travel.
• Ensures bus chaperones have copy of instructions and rower medical information.

CARPOOL COORDINATOR

• Organizes car pools for local regattas-recruits drivers, manages departure from the flag pole (coordinating rowers /drivers) making sure all rowers have transportation to / from each regatta.

CLOTHING COORDINATOR

• Works with coaches to select style and brand of clothing
• Manages process of ordering clothing, collecting money and distribution.

EQUIPMENT COORDINATOR

• Maintains PRC owned food trailer (s), and PRC equipment housed in trailers.

WEBSITE COORDINATOR

• Works with the Board Officers and Coordinators to keep each of their respective areaa on the website up to date with accurate information.

PHS BOOSTER REPRESENTATIVE

• Liaison between PRC and the PHS Booster Club.

BOOKKEEPER

• Collect all PRC receivables.  This includes General and Travel Assessments and all Fundraising Events.
•  Prepare a spreadsheet for the Treasurer that provides details of all incoming cash and checks.
•  Prepare deposit slips and take all receivables to the bank.
• Check the PO Box as needed for checks and distribute mail as needed.  (Usually mail other than checks are for the Treasurer, insurance (VP), equipment and regatta info (Head Coach).
• Review books at the end of the Season, including, but not limited to: AP check transactions, cash transactions.
• Assist the Treasurer with other duties as needed, such as the Form 990 filing.