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Roles


                                                                                                   OFFICERS                                                                                                

The President - shall preside at all Board of Directors and Executive Committee meetings and have general supervision of the affairs of the Association. He or she will execute on behalf of the Association all contracts, deeds, conveyances, and other instruments in writing that may be required or authorized by the Board of Directors for the proper and necessary transaction of the business of the Association. He or she shall perform such other duties as customarily pertain to the office of President or may be directed to perform by the Board, including, for example, but not limited to: (a) appoint a chairperson and members of all special committees; (b) appoint a member to assume the duties of a vacant office or standing committee until a special election can be held under the provisions of Article V, Section 1(d); and (c) represent the Association at meetings of outside groups or individuals. The President will be responsible as the Board of Directors’ primary liaison with the Coaches and the Principal and Director of Student Activities at Charles J. Colgan High School. The President shall chair the Executive Committee and serve as an ex officio member of all other committees except the Nominating Committee.

The Vice President for Administration  - shall be responsible for coordinating the activities of the Charles J. Colgan High School Crew Program with that of VASRA and the Occoquan Local Organizing Committee (OLOC). The VASRA Representative shall sit as a member of the Board of Directors. He or she shall represent the Charles J. Colgan High School Crew Program as a voting member at all VASRA and OLOC meetings and will present the results of those meetings back to the Board of Directors. The VASRA Representative shall hold one of the LOC positions assigned to the Charles J. Colgan High School Crew Program. He or she shall be responsible for notifying the President and the Head Coach of any issues as they may relate to the Charles J. Colgan High School Crew Program or the Association and will coordinate directly with the President for additional support. The Vice President for Administration shall have and exercise all duties and powers of the President during the latter's absence or inability to act.

The Vice President for Membership  - shall be responsible for coordinating all activities requiring Board of Directors liaison with team captains and team members. He or she will maintain an accurate team roster with phone numbers and email addresses for distribution
to the Board of Directors. He or she shall also maintain records of all student-athlete alumni as well as those student-athletes who sign up at various interest meetings throughout the year. He or she shall work closely with the Treasurer to ensure a accounting for proper membership obligations. He or she shall maintain accurate records for all active rowers and coordinate with a designated Athletic Trainer to ensure an accurate Master Eligibility List is submitted to VASRA within published timelines. He or she will coordinate transportation, excludin personal carpool(s), for practices. He or she will coordinate with the Equipment and Logistics Committee on all away regattas including transportation, lodging, and food. He or she will also coordinate required events such as swim qualification tests and other such duties as may be assigned by the President. He or she shall actively plan, promote, and engage in the recruitment of new members throughout the year to ensure a full membership.

The Treasurer - shall collect, disburse and maintain custody of all funds, securities, valuable papers, and other non-equipment assets of the Association. The Treasurer shall provide and maintain full and complete records of all Association assets and liabilities, which will be made available to the Board of Directors on request. The Treasurer shall prepare and submit to the Board of Directors an annual financial plan no later than the September Board meeting. The Treasurer shall perform such other duties as customarily pertain to the Office of Treasurer. The Treasurer will file necessary Internal Revenue Service non-profit reports and will ensure that the bookkeeping system is operated in accordance with standard accepted accounting principles. The Treasurer shall obtain and maintain all necessary property and liability insurances and pay all annual membership dues and fees to the Virginia Scholastic Rowing Association (VASRA), United States Rowing Association (USRowing), and special regattas.

The Recording Secretary  - shall finalize agendas, record, prepare, and distribute meeting minutes, and maintain a complete file of all meeting minutes. The Recording Secretary will prepare and maintain the yearly schedule of events in coordination with the Colgan Crew Association Program Webmaster. The Recording Secretary will coordinate the Annual Association Meeting to include procurement of team and individual student-athlete awards. The Secretary will update the team awards / trophy case located at Charles J. Colgan High School at the end of the season. The Recording Secretary will also act as the Association's historian and maintain all non-financial historical records.

The Communications Secretary  - shall be responsible for internal and external print and electronic information distribution, including, but not limited to, the web page, handbook, newsletter, and schedules. He or she shall be responsible for all Charles J. Colgan High School Crew promotion and publicity, communication with the Charles J. Colgan High School Parent- Teacher-Student-Organization (PTSO), and other such duties as may be assigned by the President.

Ways and Means  - shall be responsible for determining which activities the club will participate in throughout the year to raise necessary revenue, outside of annual dues, for Colgan Crew. He or she shall plan, organize, and coordinate all fundraising activities and present an
annual plan to the Board of Directors no later than the September Board meeting.

COMMITTEES


The Executive Committee - shall be comprised of the seven Officers of the Board of Directors. This committee shall serve as the central planning group for the Association and as an advisory group to the Association President. Except for the power to amend these By-Laws, the Executive Committee shall have full authority to act for the Board of Directors in managing the affairs of the Association during the intervals between meetings of the Board of Directors. Except, the Executive Committee shall not engage in any single financial transaction exceeding $5,000.00 without the prior approval of the Board of Directors obtained by a simple majority vote from an established quorum at any regularly scheduled meeting.

The Membership Committee  - shall actively plan, promote, and engage in the recruitment of new members to ensure a full membership. The Chairperson of the Membership Committee shall sit as a member of the Board of Directors. He or she shall maintain an accurate team roster with phone numbers and email addresses for distribution to the Vice President for Communications and the general membership. He or she shall also maintain records of all student-athlete alumni as well as those student-athletes who sign up at various interest meetings throughout the year. He or she shall work closely with the Treasurer to ensure a proper accounting for membership obligations and will coordinate directly with the Vice Presidents and Head Coach when supporting membership events.

The Fundraising Committee
- shall plan, organize and coordinate all fundraising activities and shall be composed of as many members as necessary to adequately oversee fundraising activities. The Chairperson of the Fundraising Committee shall sit as a member of the Board of Directors. In support of the Treasurer’s development of the annual financial plan, he or she shall present an annual plan for fundraising to the Board of Directors no later than the September Board meeting. He or she will coordinate directly with the Vice President and the Volunteer Chairperson for support.

The Volunteer Committee - shall be responsible for providing human resources to satisfy personnel requirements generated by fundraising, regattas, and other Colgan Crew Association Program support activities. The Chairperson of the Volunteer Committee shall sit as a member of the Board of Directors. He or she will be responsible for monitoring parent / guardian involvement to ensure an equitable distribution of workload and will maintain a log of volunteer participation to be used by the Treasurer to levy fines on members who fail to meet minimum participation requirements. He or she will coordinate directly with the Vice President for support.

The Equipment/Logistics Committee  - shall coordinate the storage, maintenance, acquisition, and sale of the equipment owned by the Association, in liaison with the President and Head Coach. This committee shall be responsible for maintenance and operation of equipment for practices and regattas. The Chairperson of the Equipment/Logistics Committee shall sit as a member of the Board of Directors. He or she shall be responsible for equipment transportation and trip coordination, working directly with the Vice President for Membership. He or she shall also be responsible for maintaining an up to date inventory and status of all equipment and for developing a capital equipment replacement schedule with the President, Treasurer, and Head Coach.

The Uniform/Spirit Clothing Committee  -shall be responsible for the design, procurement, and distribution of uniforms and other team spirit clothing. The Chairperson of the Uniform/Spirit Clothing Committee shall sit as a member of the Board of Directors. He or she shall coordinate uniform and spirit clothing design with the Vice President and the Head Coach, to include presenting outside vendor options and associated procurement plans.

The VASRA Representative - shall be responsible for coordinating the activities of the Charles J. Colgan High School Crew Program with that of VASRA and the Occoquan Local Organizing Committee (OLOC). The VASRA Representative shall sit as a member of the Board of Directors. He or she shall represent the Charles J. Colgan High School Crew Program as a voting member at all VASRA and OLOC meetings and will present the results of those meetings back to the Board of Directors. He or she shall be responsible for notifying the President and the Head Coach of any issues as they may relate to the Charles J. Colgan High School Crew Program or the Association and will coordinate directly with the President for additional support.


Colgan Crew Association, Inc.

13833 Dumfries Road 
Manassas, Virginia 20112
Email : [email protected]
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