Prince William Rowing Club

Duties of the Elected Board

The following elected officers are voting members of the board of directors:

Serve as the Chairman of the board of directors
Preside over all meetings
Responsible for the day-to-day operation of the PWRC
Ensure representation on Prince William Crew Association by the PWRC president, treasurer and one other member of the board
Appoint committees to support Club operations as required
Appoint one of the other Directors (vice presidents(s)) to act in the President's place or represent the PWRC as required. This decision will be based on the experience and understanding of the club'' operations by the appointed individual
Sign equipment leases with the high school booster club presidents
Sign coach's contracts
Ensure full accountability of the club's finances
Co-sign checks in accordance with procedures

Assume the duties in the absence of the President jointly with the other Vice-President
Provide continuity to Club operations and communications
Assist the club as needed in the promotion and operation of club programs
Assist with the novice (first year) women indoctrination of club rules and policies, procedures and provide assistance as required.

Assume the duties in the absence of the President jointly with the other Vice-President
Provide continuity to Club operations and communications
Assist the club as needed in the promotion and operation of club programs
Assist with the novice (first year) men indoctrination of club rules and policies, procedures and provide assistance as required.

Notify members of all meetings

Maintain accurate minutes of all official meetings of the board and general membership

Process membership applications and maintain accurate membership records/rosters

Assist as needed in the administration of the novice summer rowing camp and adult rowing programs

Handle correspondence and printing support as directed by the board of directors

Ensure that all insurance polices and State and local legal documents are current and filed at the appropriate times

Check the club's post office box regularly.

Develop a preliminary budget for the board's consideration
Dispense the club's funds in accordance with approved budget and procedures established in section VII
Ensure U. S. Rowing membership is submitted and paid each year
Provide a written financial report (income, expenses) at each regular board and membership meeting
Maintain accurate financial records
Submit to the membership a written year-end fiscal report.
Check the club's post office box regularly

Solicit head coach applicants for the rowing programs
Recommend head coaches for both the novice and adult programs to the board for approval
Ensure the approved Head Coach appoints coaching staff
Maintain a list of available coaches to substitute when needed
Maintain a list of coxswains and alternates for both programs
Negotiate leases with the high school boosters' clubs for needed equipment (shells, oars, launches and etc.) and submit to board for final approval
Identify a coordinator/director and volunteers to plan, coordinate and run the novice and adult rowing programs
Assist in the planning and operation of the rowing programs as needed
Form a committee, if needed, from the general membership to assist in these duties

Solicit input and coordinate the preparation, printing and distribution of the PWRC newsletter as determined by the board
Prepare, distribute and maintain a phone tree
Work with the appropriate committees to create and distribute fliers, announcements, and press releases advertising club programs
Maintain a list of members' email addresses
Solicit a club member to maintain the PWRC web site
Form a committee, if needed, from the general membership to assist in these duties

Plans and coordinates Club social events
Form a committee, if needed, from the general membership to assist in these duties

Obtain regatta schedules, entry due dates and entry costs
Work with the coaches; submit entry forms and required fees for regattas in a timely manner. Make copies of all entries and ensure entries are sent by registered mail with a return receipt, if needed
Disseminate a regatta schedule to members
Plan and coordinate all activities and support-associated with club participation in regattas, including registration, transportation, food and overnight accommodations as required
Work with the coach and effected rowers to determine selection process of boats to be entered and seat assignments for restricted regattas
Form a committee, if needed, from the general membership to assist in these duties