Booster Committee Job Descriptions
Executive Committee
The executive committee includes the President, Vice President, Secretary, Treasurer, and Head Coach.
The executive committee is responsible for implementation of organizational policy and management of the actions of the chairs of the committees and coaches, and has the power to act on behalf of the organization. The committee will develop policy recommendations for membership action. The committee will meet as necessary. The executive committee is responsible for interpretation of the Parent/Athlete Handbook and Code of Conduct. The committee will review the Handbook and Code of Conduct annually and make recommendations for changes as needed.
President
The president keeps the Juniors program focused on setting and meeting program goals. The president encourages teamwork, ensuring that all members feel involved in setting goals to meet the mission of the Juniors program. The president oversees officers and committees and acts as the primary resource for the Head Coach. The president, with the assistance of the other officers, is responsible for the functioning of the executive committee, overall implementation of organization and executive committee decisions, and management of issues which arise within the organization. The president will be informed on all aspects of the organization, reduce inconsistency and duplication and facilitate coordination of effort.
Responsibilities:
• Direct Executive Committee and general meetings of the organization
• Establish an agenda for all monthly parent meetings
• Review the minutes of monthly parent meetings prior to publication
• Ensure all committees function successfully
• Be available to coaching staff and TRCJ members by phone, email or at meetings on a regular basis
• Coordinate short- and long-term strategic planning and monitor progress
• Serve as primary liaison with Tulsa Rowing Club Masters organization
• Oversee the preparation of annual budget with input from the Treasurer and Head Coach
• Monitor compliance with budget guidelines and policies
• Sign checks in the absence or unavailability of the Treasurer
• Review applications and determine recipients of club Scholarships in coordination with Treasurer and Finance committee
• Promote Juniors program in the community and to local media
• Represent TRC Juniors at community meetings and functions benefiting the program
• Attend all board meetings and activities, including special events
• Recognize member achievements
• Fulfill these responsibilities in consultation with the Executive Committee
Vice President
The vice president serves as the president’s assistant in conducting all aspects of TRCJ business. The vice president shall execute the duties of the president in the event that the president is no longer able to fulfill the duties of the president and shall act in that capacity until a successor is elected.
Responsibilities:
• Chair monthly parent association meetings in absence of president
• Act for the president when the president is unavailable
• Report Executive Committee actions and policy recommendations to the parent association
• Attend all parent association meetings and activities, including special events
• Conduct annual election process, including solicitation of candidates for nomination
• Orientation of new parents
• Maintain Parent/Athlete Handbook and Code of Conduct and update as needed
• Oversee annual Row A Thon fundraising event in coordination with Fund Development committee
• Work with the president to determine appropriate responsibilities in support of role
Secretary
The secretary is responsible for preparing and distributing the minutes of all TRCJ meetings. The secretary handles routine correspondence as needed.
Responsibilities:
• Prepare the minutes of all parent association meetings
• Maintain a record of all minutes
• Distribute minutes to members via email one week prior to monthly parent association meetings
• Obtain approval of previous meeting minutes and indicate corrections in current minutes
• Maintain and distribute roster of current rowers with contact information for each family
• Act as head moderator of the TRCJ Yahoo groups
• Prepare and distribute monthly Dock Duty schedule
• Maintain and keep current the athletes’ emergency contact notebook for regatta travel
• Compose and prepare general correspondence, as requested
• Assure adequate facilities for monthly parent association meetings
• Serve as advocate for TRCJ and its mission
• Perform such other duties as assigned by the president
Treasurer
The treasurer is responsible for managing all TRCJ funds according to generally accepted accounting principles (GAAP) and TRCJ policy. The treasurer will maintain adequate controls to assure the security of the funds and adequate records to assure proper accountability.
Responsibilities:
• Prepare annual budget in consultation with executive committee and committee chairs
• Develop financial reports to assist TRCJ in measuring progress toward budgeted goals
• Prepare and present financial statements at monthly parent association meetings
• Prepare specific financial recommendations for discussion or decision at monthly TRCJ meetings
• Keep accounts accurate and current
• Monitor cash flow needs
• Promptly deposit all receipts in bank or depository in the name of TRCJ
• Pay all bills promptly
• Keep an accurate account of all receipts and disbursements (including in-kind donations)
• Promptly give receipts for monies received
• Obtain annual independent review of financial records and accounts
• Submit financial records to TRC treasurer for inclusion in filing of appropriate state and federal tax forms
• Compile financial documentation necessary to apply for grants
• Work with president to develop financial controls, including check-signing policy
• Monitor compliance with financial controls
• Review applications and determine recipients of club Scholarships in coordination with President and Finance committee
• If required by TRCJ, give a bond for the faithful discharge of duties in such sum and with such surety as the organization shall determine.
Committee Chairs
Committee chairs have primary responsibility for the operation of the organization in their respective areas, subject to the overall supervision of the president. Each chair will develop a recommended plan of action for his area and identify the committee members, materials, and support necessary to accomplish the plan. Each chair is responsible for development, preparation, and distribution of all printed communication with respect to his/her area.
Standing committees and their roles and responsibilities:
Finance
The Finance committee is responsible for providing general oversight of the financial health of the organization.
Responsibilities:
• Develop annual goals
• Monitor progress toward those goals
• Track expenditures throughout the year
• Perform an annual review of financial records (audit) of the program at the end of each fiscal year, and provide report to executive committee
• Assist Treasurer and President in the preparation of the annual budget
• Review applications and determine recipients of club Scholarships in coordination with President and Treasurer
• Develop long-range equipment plan
• Develop long-range fundraising strategy in coordination with Fund Development committee
Public Relations
The Public Relations committee is responsible for the planning, supervision and coordination of all TRCJ public relations efforts to ensure the organization receives maximum positive exposure.
Responsibilities:
• Research new public relations opportunities and make proposals for executive committee approval
• Develop public relations materials and activities to promote a broader understanding of TRCJ and help the organization meet its goals
• Develop materials for recruiting in area schools
• Serve as contact for media
• Cultivate contacts for in-kind PR services
• Develop annual goals and monitor progress toward goals
• Track expenditures throughout year
• Provide progress reports at the monthly parent association meetings
• Identify and recruit committee members
Fund Development
The Fund Development committee is responsible for ensuring TRCJ continues to grow its funding sources.
Responsibilities:
• Develop annual goals and budget that supports TRCJ’s annual strategic plan
• Monitor progress toward those goals and track budget throughout the year
• Establish a timeline for the fund-raising plan
• Identify and recruit committee members
• Provide progress reports at the monthly parent association meetings
• Oversee annual fund drive
• Assist in annual Row A Thon event in coordination with Vice President
• Identify prospects (corporations, individuals, foundations, etc.) for solicitations
• Develop cultivation plan for top prospects
• Set up meetings with the top prospects and follow up as needed to close the “ask”
• Maintain continuous donor relationships
• Develop new programs for generating funding sources
Regatta Travel
Regatta Food
Uniform and Clothing
Ad Hoc committees and their roles and responsibilities:
Safety and First Aid
Special Events: Pudding Races, High School Invitational, End of Year Banquet
Tulsa Route 66 Regatta
