FPHS CREW TEAM VOLUNTEER JOB DESCRIPTIONS
Board of Directors
President Performs all duties customarily associated with office of the President to include but are not limited to:
Presides over regularly scheduled board meetings or if unable appoints in the following order 1st Vice President, 2nd Vice President, Secretary, and Treasurer to preside over meetings. Appoints chairpersons and committee members, acts as liaison between board members, the general membership, coaching staff, and Forest Park High School. Conducts general election for newly appointed board members at yearly banquet. Keeps a key to the post office box. Is an authorized bank signatory. Represents Forest Park Crew Team at Prince William Crew Association (PWCA) meetings.
1st Vice President Responsible for coordinating all fundraising activities (tag day, row-a-thon, Rent-a-Rower, donation letters, car washes, Oar Club, Restaurant Fundraisers, etc.). Assists the President when needed. Gets fundraisers approved by Forest Park Athletic Director. Is an authorized bank signatory. Attends Prince William Crew Association (PWCA) meetings.
2nd Vice President Responsible for ensuring all required registration paperwork is collected, submitted, maintained, and compiled into a membership contact database. Updates yearly a list of required forms for registration package online. Prepares and updates safety manual (with assistance from Head Coach). Responsible for setting up the safety exercise held at Chinn Recreation Center in Lake Ridge. Coordinates with the Director of Operations for transportation of a 4 person racing shell to the Chin Center to practice safety measures if a boat should flip. Coordinates the swim tests during the safety exercise as needed. The 2nd Vice President will work with the Head Coach to ensure that the team has the appropriate safety equipment for practices and regattas. Assists the President when needed.
Secretary Keeps minutes at board meetings and keeps records. Distributes copies of board meeting minutes to board members monthly. Writes Thank You notes for charitable donations. Keeps crew handbook updated.
Treasurer Collects, disburses, and maintains custody of all funds, securities, valuable papers, and other non-equipment assets of Forest Park Bruins Crew Team. Reconciles monthly bank statements and provides monthly financial reports to board and general membership if requested. Assists the assistant treasurer with the budget. Submits financial records in August to Michael Klein CPA for yearly taxes. Keeps insurance records. Attends Prince William Crew Association (PWCA) meetings.
Assistant Treasurer Assists Treasurer in accounting of funds. Prepares and updates yearly budget and makes financial information available to board and general membership.
Director of Maintenance In charge of maintaining: Racing Shells, Launch Boats and Motors, Oars, and other miscellaneous equipment. Maintains equipment room at the Oxford Boathouse. Prepares an annual budget of maintenance expenses and presents future maintenance needs for budget consideration. Makes recommendations for major equipment purchases.
Director of Operations Coordinates activities for regattas by working with the team volunteer coordinator, launch driver coordinator, breakfast coordinator, and away-regatta coordinator. Oversees morning equipment/food takeover and takedown. Facilitates annual launch boat driving training. Works with Safety Coordinator and Director of Maintenance to ensure that the team/volunteers are aware of safety requirements and that all safety equipment is available and maintained in working order. Purchases gas for launch boat motors. Makes sure launch boats are registered yearly and insured. Coordinates transportation for shells/equipment. Keeps an updated inventory of equipment for insurance purposes.
Key Volunteer Positions
Webmaster Maintains and updates crew web page, posting new items as needed. Posts Crew Team Handbook and registration packet information.
Team Volunteer Coordinator Coordinates volunteers before Regattas for Friday Dock Take Over, Saturday morning tent set up and Saturday afternoon equipment return. Works with the director of operations to ensure launch drivers are available for Saturday regattas. Prepares sign-up sheets for weekend volunteers during registration. Sends out weekly reminders and finds volunteers to fill positions weekly.
Email Coordinator Maintains email roster and distributes informational emails to general membership and board.
VASRA Representative & VASRA Volunteer Coordinator Acts as a liaison between the Virginia Scholastic Rowing Association (VASRA), board members and crew team. Attends monthly VASRA meetings and conveys information to Forest Park Board of Directors.
Volunteer Coordinator for VASRA who will receive a booklet at the January VASRA meeting and collate jobs with the dates given. The # of VASRA jobs assigned to the Forest Park Crew Team will be communicated by VASRA to this coordinator. He/She will find parent volunteers to fill required shifts and send out weekly email reminders accordingly. VASRA rep will coordinate sign up list for registration. Rep will attend monthly board meetings and make sure launch boat drivers are trained.
Breakfast Coordinator Emails a request for donations weekly during the Spring season for breakfast items provided for rowers at regattas. Arranges for a donation drop off and delivers donated food items to the Lakeridge boat house before regattas by 6am. Accompanies launch boat drivers to unload food items at the Sandy Run Regatta staging area and sets up tents, food tables, and restocks food during the day for rowers. Packs up food at the end of the day and stores leftover food for next regatta. Coordinates food tent for the Matthews away regatta.
Away Regatta Co-Coordinator Co- Coordinates local arrangements for two annual overnight regattas for the team: Stotesbury Regatta in Philadelphia (3rd week in May) and Scholastic Nationals, if required (location to be determined each year last weekend in May). Makes all travel arrangements for the team to include meals, lodging, transportation. Ensures adequate numbers of chaperones for team members. Provides for food service to team members and coaches at regatta sites. Along with coaches, develops plan for transporting boats, tents, and crew gear to regatta sites.
OLOC Representative(s) The Occoquan Local Organizing Committee (OLOC) is a subgroup of VASRA that organizes regattas on the Occoquan. The OLOC rep represents Forest Park at the meetings and also spends all day every regatta working as a volunteer at Sandy Run, performing duties as assigned by OLOC.
Banquet/Party/Parade Planner Responsible for coordinating End of Year Banquet. Plans and purchases, food, decorations, paper products. Organizes sign up for manpower or food needs. Coordinates manpower for setup and clean up. Coordinates spring season Pasta Parties by sending out emails requesting food, signing up hosts, and providing direction to hosts’ home. Organizes the teams’ participation in the Homecoming parade.
Uniform/Spiritwear Coordinator Works with vendors to order team uniforms and negotiates pricing. Creates an itemized registration order form for registration. Collects and places orders and distributes uniforms and spiritwear when delivered. Works closely with treasurer to ensure invoices are paid.
FPHS CREW TEAM REGATTA VOLUNTEER JOB DESCRIPTIONS
Not to be confuse with VASRA volunteer position.
SATURDAY MORNING: LAUNCH BOAT DRIVER
You are to be at the boathouse when the first rowers have to be there which you will be notified no later than Friday. You will transport rowers, equipment, and some people to Sandy Run Point. Please check with Seth Sherwood or Dale Casey before departing.
SATURDAY MORNING: TENT SET UP/SET UP COORINATORS
You will arrive with first rowers in the morning to set up the tents and the rowers will help you. During inclement weather or high winds we will need the flaps put on the tents. You can launch over and if you don’t want to stay they will bring you back to your car or you can drive over to Sandy Run and walk in *(PLEASE NOTE THE SHUTTLE BUSES DON’T OPERATE THAT EARLY). you will be notified no later than Friday what time to be there.
SATURDAY AFTERNOON: LAUNCH BOAT DRIVER
You are to arrive at Sandy Run Point within 1 hour of the end of the regatta. *(PLEASE NOTE; CHECK WITH YOUR ROWER OR ANOTHER ADULT IF THE RACE IS ON SCHEDULE ) You may be dropped off and be picked up on our boat house side or you may park at regatta and be launched back to the point.
**All launch boat drivers must be less than 350 pounds to operate our launches as that is the weight limit for the boats**
Volunteer Positions at VASRA Regattas
The following is a list of volunteer positions available for any parent. It is mandatory that all parents sign up to work at the regattas. Dates and times will be circulated on Registration Day; bring your calendar. Ask parents of experienced rowers about the various jobs, as some are more interesting than others, a few require previous training. You will be working with parents of students from all over the Northern Virginia area. VASRA understands that you are there to watch your child row; you may ask to be temporarily released from your duties to watch your child race. Please do return to finish your shift. In an emergency situation, please notify Doug Forbes so that he can find a last-minute replacement for you. Please note, all schools are required to fill a certain amount of positions at each regatta. Once you sign up, you must sign in for you and Forest Park to receive credit. Assigned slots left unattended are assessed a $50.00 fee by VASRA. Forest Park Crew will pass this fee on to the parent that did not report for duty. Instructions: At the Regatta headquarters location (end of the paved road, past the Fairfax County boathouses, on the right-hand side near the water, sign the attendance sheet and insurance waiver. You will then be instructed as to where to report. If necessary (a parent/volunteer does not show up), you may be reassigned to another job. Please understand that our crew club will be fined if you do not show up for your job. Sign in, sign in, sign in! Last year we had 100% participation and did not incur fines. Well done, parents!
Dress: Anticipate inclement weather and wear layered clothing and a hat. The temperature can change as much as 20 degrees. You may wear school colors. For certain VASRA jobs, usually those on the water, you may not wear clothing that is red.
Announcer - Finish Line: Location of Job: at the judge’s stand at the finish line of the racecourse. Duties: You will work at the finish line, behind or near the Finish Line Judge, and announce the official results of each event as they are provided to you. You will also make other miscellaneous announcements as directed by the Finish Line Judge, the Coordinator, or the Regatta Director.
Announcer - Headquarters (HQ) Location of Job: inside Regatta HQ.
Duties: You will announce over the loudspeaker system from HQ the first, second and last call for the launching of shells in each event, and the event number and the names of the crews participating. You will also make other announcements as directed by the Headquarters Coordinator or the Regatta Director.
Awards Assistant Location of Job: inside Regatta HQ. Duties: Working with the HQ Coordinator as they obtain results of specific races, organize labeled award ribbons by 1st, 2nd, 3rd places for presentation, and record the distribution of awards. Pass results to Results Poster and prepare for awards pickup by Coaches only. If there is a formal award ceremony, work with the Regatta Director in the presentations of medals & ribbons to the recipients following each race or at the end of the regatta.
Concession-Seller (revenue share/required, boathouse/grandstand) Duties: The first shift volunteers will set up concession stand supplies and prepare and sell food, T-shirts or programs as assigned by the Concession Manager. If you sell T-shirts and programs, you will be given a separate moneybox, so please do not mix this money with that from food sales. The afternoon shift is responsible for cleaning up the area and putting the supplies away. They will also need to put away the tables, grills, coffeepots and any other equipment. Those selling T-shirts and programs are to count any that are left over and turn in that count of each with the money.
Crossover Marshal: Duties: The Crossover Marshal is posted on the roadway that the Van drives from Parking Lot C to the Judging Stand. This is an important safety job that ensures pedestrians do not walk in the roadway at the bottom of the hill where the road is especially narrow. PARK AUTHORITIES do not allow pedestrians to walk on the roadway (there is a trail to follow along the reservoir) to the finish line.
Dock Master Assistant: Duties: The Dock Master Assistant helps the Dock master make sure that the crews are checked in, launched, and landed safely, and at the correct times. They are to keep docks clear of unnecessary gear, help wash the docks prior to start of regatta, and take messages to HQ for dock master.
Driver-Marshal: **This job requires prior Launch Driver Training*. Duties: During the regatta, you will be assigned to a Regatta Marshal (usually a Judge/Referee) as his/her launch driver. You are under his/her control. Hand signals will most likely be used. Driver-referee/judge: This job requires prior Launch Driver Training Duties: During the regatta, you will be assigned to a Regatta Judge/Referee as his/her launch driver. You are under his/her control. Hand signals might be used. If you have a stopwatch, bring it along, it could be of use.
Driver-Safety: **This job requires prior Launch Driver Training**
Duties: During the regatta, you will keep a keen eye on the course and attempt to keep powerboats, sailboats, kayaks, canoes, etc. out of the way of a race. Sometimes you will need to pick up large pieces of flotsam and jetsam that are in the shells’ way. You must particularly keep a keen eye on rowers warming up upstream and for any shells that may have capsized.
Driver-Dam Guard: **This job requires prior launch driver training** Location: above the starting line of the racecourse. Duties: You will patrol the lower reservoir (near the dam) to ensure the safety of the rowers and to prevent the shells from venturing too near to the dam. YOU MUST BE IN PLACE BEFORE THE FIRST SHELL ARRIVES AT THE START.
Driver-Set-Up: ** this job requires prior launch driver training** Duties: Before the regatta you will be assigned to move racecourse equipment, facilities, and people up and down the racecourse. You will have a helper.
Driver-Shuttle: **this job requires prior launch driver training** Duties: During the regatta you will be assigned to transport only officials, coaches, regatta workers, and the press up and down the course. (AT
NO TIME CAN ROWERS BE SHUTTLED UNLESS AUTHORIZED BY THE LAUNCH MASTER.)
Driver-Take Down: ** this job requires prior launch driver training** Duties: At the conclusion of the regatta, you will drive a launch and help store the regatta course equipment, motors, launches, lane markers, etc., and will do whatever is needed to secure the regatta site again to its original order. Some heavy lifting might be involved.
Finish Line Assistant: Duties: This person assists the Finish Line Officials in the smooth operation of all finish line area responsibilities.
Finish Line Timer: Duties: You will work at the finish line to help determine shell timing and placement. The Finish Line Judge makes Lane assignments. You will need to be able to operate a stopwatch effectively in order to time the split time for the shell in your assigned lane.
Flag holder: Duties: You will stand at the Finish Line with a large orange flag and follow the instructions of the Finish Line Judge, to indicate 1st, 2nd, and 3rd places.
Helper - Set-Up on water: Duties: You will help the Set-Up Driver to perform the duties assigned to him/her. You will be riding in a launch for much of your work and you may have to do some heavy lifting.
Helper-Take Down: Duties: At the conclusion of the regatta, you will help store the regatta equipment, motors, launches, and lane markers. etc., and will do whatever is needed to secure the regatta site again to its original order. Some heavy lifting might be involved. You will be working in a launch part of the time.
Launch Master: This is one of the principal logistical regatta jobs Duties: This person is responsible for all motor craft (powerboats, motors, life preservers, anchors, and oars), set-up and accountability to Regatta director prior, during, and after races. Responsible to ensuring designated schools have provided fuel for launches. Further regatta support includes setup and takedown of Judge/Referee, Marshall, Safety and Shuttle launches as well as other support boats as required by the Regatta director. Also responsible to monitor and control all shuttle traffic on the water.
Money Collector-Park Entrance: Duties: You will be responsible for collecting the prescribed entry fee for parking. You can give small paper tickets to those who desire to leave and reenter the park a second time. These tickets are given as a driver exits. Collectors also control vehicular speed and report violations to the Ranger. The parking policy is “first-come, first-parked and the fee is $10.00. The only non-paying customers will be U.S.R.A. Judge/Referees (wearing USRA Blazers) and other designated VASRA officials or staff, which will have special parking passes. Contact the Parking Supervisor regarding anyone else claiming to be able to enter for free.
Money Collector - Van @ Parking Lot C Duties: You will collect the required money from persons wanting to ride the van down to the regatta site. The fee is $1 or $2 per person each way. The only exceptions will be the USRA officials and the Regatta Directors who may ride for free.
Money Collector - Van @ Finish Line Duties: You will collect the required money from persons wanting to ride the van up to the parking lot. The fee is $1 or $2 per person each way. The only exceptions will be the USRA officials and the Regatta Directors who may ride for free.
Parking Lot Assistant (Trailer, Referee, Cross Walk, Upper Van Lot, Upper Big Lot, Loisvale Lot) Duties: Park near entrance to trailer area. Stay in main roadway and keep speed of vehicles controlled.
Report violations to Ranger. Help direct trailers and buses if still arriving. Give information as needed.
Race Results Poster: Duties: This person is to post race results as promptly as possible in the Headquarters area for spectators. Information is received from Headquarters Coordinator or designee.
Sign-In Coordinator: Description: This person is in charge of the sign-in attendance sheets and insurance waiver forms. Usually situated near or at Regatta Headquarters, this person should be knowledgeable about all regatta staff and volunteer jobs, and the locations for their work. This person must be accurate in overseeing the sign-ins. They also will make notes of any problems regarding job sign-in and advise the Personnel Committee Chair.
Stakeboat Holder: Duties: At the starting platform, you will help align the shells to be in proper position for the start. You will also need to help prevent damage to the shells when they back up to your lane. You will remain on the starting platform throughout your shift. Before the start of each race, you will lie down on the plank that extends out from the platform and reach out your arms to catch the stern of the shell coming into your lane. DO NOT try to stop the stern from hitting the platform by putting your hand between the shell and platform, there may be too much momentum and may cause injury. When instructed, you will pull back or push out the shell a number of inches for alignment. These instructions, given just before each start, will come from the official at the side of the racecourse whose job it is to get all the bow balls in a straight line. He/she will use megaphone or radio headphones. Be careful with your grip and make sure nothing is in the way when the starter says “Go!” and the boat explodes out of your hands. MAKE SURE TO LET GO OF THE SHELL IMMEDIATELY UPON THE START. Do not engage in clever repartee with the crews. They are nervous enough already and needn’t be disturbed. ADDITONAL INSTRUCTIONS FOR STAKEBOAT HOLDER Headphones are usually worn only at the bigger regattas (e.g., VSCRs), fit over one ear and have a battery pack that clips on to your waistband (belt). If using the Realistic brand headset, turn the POWER to “MAN” (not VOX), Volume and VOX/MIC controls are set to “L” (not “M” or “H”). If using the Maxon brand headset, set the VOX/PTT Selector to “PTT” (push-to-talk) and the VOLUME control to the lowest setting that allows you to hear clearly (to save battery power). There are two sets for each lane. Use the Realistic brand first - they have the 9V battery. The Maxon brand has two rechargeable AA batteries that usually don’t last long. The brands are interchangeable (i.e., on the same frequency). The spare headsets will be in the white box (post office sorting box) usually set at the center of the platform.
Trophy awards Assistant: Duties: This person helps the head of trophies set trophies and medals out on tables. This assistant remains at table to explain trophies to those admiring them. Assists the Regatta Director as the trophies and medals are awarded.
Weigh-In Assistant: Location: At the Occoquan after the first three regattas of the season. Duties: Help weigh the lightweight teams under the direction of the Judge/Referee in charge.
Regatta Launches: Job Type: Club provided equipment (13 for weekly and 20 for large regattas). Description: When each organization is participating in a regatta at their home practice site, they will be required to provide regatta launches, equipment knowledgeable personnel and launch access (ferrying to launch/providing keys/setting up boat). Each of these organizations will 21 supply launches equipped with appropriate engines (9.9HP or above) in good operating condition, gas tank, matching connecting hose, lines, paddle, anchor, life preservers and horn. Oil and gas requirements must be clearly understood and properly marked for VASRA to assure proper gas and oil is supplied for the regatta. VASRA regatta personnel will drive the launches at the assignment of the Launch Master/Regatta Chair, so member clubs should not assume that their launches will be driven by their own club members. This equipment will be supplied to support regattas on a rotating schedule equitable to all home site organizations. The Personnel Committee will assure that organizations participating at a regatta that is NOT at their home practice site will be given proportionately more volunteer jobs.
Regatta Headquarter Coordinator Assistant Duties: This person functions as the principal liaison and managerial support to the Regatta Director, Assistant Regatta Director, and Head Judge/Referee. Should also ensure that the HQ is kept reasonably orderly to easily access needed equipment and that there is sufficient room for all of its uses, including food and beverage storage. Instructions: This person should arrive at HQ on regatta days at least one half hour before the first volunteers so that distribution of equipment can flow efficiently. Two general characteristics are to: a) be able to field questions and give reasonable answers and b) know where each volunteer job is performed and generally what those jobs entail. Some of this individual's key responsibilities on Regatta days, (not in priority order), are: