executive Board Positions

The Triangle Rowing Club is governed by a board that consists of four executive board positions, listed below, and a varying number of additional, elected board members. 

Serving as an executive board member satisfies the regular volunteer hours requirement for one athlete.   Other board member positions do not automatically satisfy the regular volunteer requirements; however,  these members typically fulfill the volunteer requirement by holding a separate season-long or year-long position.  

President

Serves as club leader and liaison with parents, coaches, rowers, and the community.  Supports other officers of the club and committee 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. Serves on Disciplinary Review Panel Committee.  Conducts parent meetings and End of Year Banquets. Assists Volunteer Auditor to address unfulfilled volunteer obligations. Additional responsibilities as the need arise.

​Vice-President

Assists President as needed and/or works on special projects. Assists Volunteer Coordinator with needs/wants. Serves on Disciplinary Review Panel Committee.  

Treasurer

Manages the finances of the Club and signs off on purchases and contractual agreements.  Maintains TRC the checking account and other accounts. Pays for all Board-approved club payables including coaching fees, equipment purchases, insurance, travel, uniforms, regatta entry fees, etc, and provides reimbursement to parents and coaches that incur TRC-related expenses.  Prepares a monthly Treasurer’s Report for presentation at Board meetings. Serves as primary TRC contact person for most financial transactions, Maintains records of receipts and expenditures. Files tax forms on club behalf. Prepares a long-term asset allocation spreadsheet for board review.  Provides bus driver tip money to the Regatta Parent.

Secretary

Manages TRC correspondence.  Takes Board meeting minutes (and other related meetings) and submits them for Board approval.

NOTE:  All board members are required to complete  SafeSport certification and undergo Background Screening.

All these positions satisfy the regular volunteer requirement for one athlete for as long as the position is occupied.  

Note that the select regatta volunteer requirement is not automatically covered by these positions, this requirement is handled separately.

Each position has an associated Term that is based on several factors (training requirements, is it just during a season or all year long, etc.). 

If you are interested in a position but have concerns about the commitment, please reach out to the Volunteer Coordinator to discuss options.

NOTE:  Some of these positions may require SafeSport certification and/or Background Screening.

Grill Master (prior regatta experience needed)

Term: Season-long or year-long preferred, but could be per regatta
Location: Local and Travel (regattas for travel, and local at Erg-A-Thon in the spring)

• Review menus in advance of events/regatta
• Communicate with the Propane Coordinator regarding propane needs based on the planned menu 
• Communicate with the Food Coordinator regarding the regatta schedule and timing of when athletes will arrive at the venue
• Responsible for overseeing grill and prep volunteers at regattas/events
• Arrive on-site to the regatta early to prepare the site for cooking
• Ensure that volunteers cook according to the provided recipes
• Ensure safe cooking and grilling conditions
• Assist and oversee clean-up activities at the end of the day during regattas
• May shop and prep meat (or coordinate/delegate to a shopper/prepper - grill master decides) 

Menu Planner (Prior regatta experience helpful)

Term: Year-long
Location: Local & Travel (must be present at regattas or have a surrogate/backup plan)

• Perform the following tasks, in coordination with the Food Coordinator:
  • Plan menus for events/regattas and upload these to Google Drive 
  • Create shopping lists for events/regattas and upload them to Google Drive
  • Communicate shopping needs to the Food Shopper/Prepper
  • Communicate with the team hotel regarding the availability of space to feed athletes dinner
  • Place catering orders.  Determine the timing for orders and whether these will be delivered or require volunteer pick 
  • May assist with food or supply shopping

Food Coordinator (Prior Regatta Experience Needed)

Term: Year-long
Location: Local & Travel  (must be present at regattas or have a surrogate/backup plan)

• Collaborate with the Menu Planner to finalize menus for regattas and coordinate shopping needs with the Food Shopper/Prepper
• Maintain a list of athlete allergies (available via SportsEngine reporting)
• Communicate volunteer needs to the Volunteer Coordinator for regattas depending on the menu
• Upload recipes for regattas to Google based on the menu (we have a binder of TRC recipes!)
• Communicate with the Chuckwagon Inventory Coordinator, Chuckwagon Transporter, Propane Coordinator, Water Coordinator, Pots & Pans Coordinator, and Snack Coordinator regarding trailer loading times and locations (updates central spreadsheet with details, when needed)
• Email the Grill Master, Bus Breakfast Parent, Hotel Coordinator, Dinner Servers, and Ice Cream Volunteers before each regatta to provide details about the team hotel and meal times (this can be one email!)
• Create and send Sign-Up Genius events for regatta food orders, if needed 
• Answer food-related questions from parents    
• May shop for supplies, according to inventory needs

FOOD SHOPPER/PREPPER

Term: Season-long
Location: Local

• Receive the shopping list from the Menu Planner or the Food Coordinator via Google Drive
• If others are also shopping, work with them to determine who is purchasing various items 
• Shop according to the list (and submit receipts to the Treasurer for reimbursement)
• Store food (or transport food to an alternative storage location) in advance of the regatta (An extra refrigerator or deep freezer is helpful)
• Ensure that food is delivered to the chuckwagon in advance of the regatta (typically at Lake Wheeler)
  • In some cases, coolers may get transported on the athlete bus(es) if the weather is very hot.
• Costco Membership (or similar) would be very helpful
• May be asked by the Grill Master to assist in food prep, as needed, per the regatta menu

ChuckWagon Inventory Coordinator

Term: Season-long
Location: Local

• Take inventory and clean/organize the chuckwagon after each event/regatta
• Clean and organize the chuckwagon, as needed
• Communicate inventory needs to the Food Coordinator
• May assist with shopping/replenishing supplies (and submit receipts to the Treasurer for reimbursement)

ChuckWagon TRANSPORTER

Term: Season-long
Location: Travel (each regatta)

• Pick up the loaded chuckwagon before the regatta, tow the chuckwagon to the regatta, and return the chuckwagon after the regatta
• Must have or have access to an SUV or pickup truck with a hitch that is capable of towing the chuckwagon
• Must be comfortable with towing, maneuvering, and backing the trailer
• Submits receipts to the treasurer for reimbursement for fuel

Water Coordinator

Term: Season-long
Location: Local (must be present at regattas or have a surrogate/backup plan)

• In charge of planning and supplying water for regattas. 
• Responsible for cleaning coolers and tarps between events/regattas
• Ensure that the coolers and tarps are on the chuckwagon before each regatta or event
• Ensure two cases of water are loaded on each bus before each regatta (as a backup for the Full water coolers)
• Deliver full coolers to the bus for transport to the regatta
• Connect with coaches or TRC board members to determine if there is a water source at the regatta, and create an alternative plan for water supply in case one is not present
• Submit receipts to the Treasurer for reimbursement

Pots & Pans Coordinator

Term: Season-long
Location: Local

• Pick up dirty pots and pans, food coolers, and other supplies after events/regattas from chuckwagon
• At home - responsible for cleaning/sanitizing pots and pans and other utensils
• Responsible for ensuring that supplies make it back onto the chuckwagon before the next event/regatta

Propane Coordinator

Term: Season-long
Location: Local

• Communicate with the Grill Master regarding propane needs for each event/regatta
• Pick up and refill propane tanks (submit receipts to the Treasurer for reimbursement)
  • Refill at Costco (but they will only fill 4 at a time), Tractor Supply, or UHaul
• Deliver the propane tanks to the chuckwagon (typically at Lake Wheeler) in advance of events/regattas
  • If more than 4 tanks are needed for an event, the surplus gets transported in the boat trailer

Snack Coordinator

Term: Year-long
Location: Local

• Store snack bins in between events/regattas
• Take inventory of snacks after each event/regatta
• Create and send Sign-up Genius events for snack donations, as needed
• Connect with the Newsletter Editor to publicize sign-ups.
• Collect snack donations (typically at Lake Wheeler)
• Load snack bins onto chuckwagon before each regatta (typically at Lake Wheeler)

ChuckWagon and Boat Trailer Maintenance

Term: Year-long
Location: Local

• Connect with the Vice President for instructions
• Make sure tires are appropriately inflated on the chuckwagon and/or Boat Trailer before regattas
• Must have or have access to an SUV or pickup truck with a hitch that is capable of towing the chuckwagon if tire inspection or servicing is needed

​SafeSport/Equipment Safety Coordinator

Term: Year-long
Location: Local

• Work closely with the head coach as well as the board President
• Maintain up-to-date records of Safe Sport policy changes and ensure TRC complies with policies. 
• Responsible for maintaining safety equipment in launches & chuckwagon
• Before each regatta, check to make sure all safety equipment is present 
• Reach out to volunteers about the need for Safe Sport certification for each volunteer position

TEAM PHOTOGRAPHER(s)

Term: Season-long
Location: Travel

• Take pictures of athletes, coaches, and the venue
• Upload pictures and send a link to the board president
• Cull/Edit/Crop pictures (if time allows)
• Typically two photographers, so at least one photographer is present at each regatta/event.  Communicate with each other to ensure coverage

Spirit Wear / Uniform Coordinator

Term: Year-long
Location: Local

• Work with the Spirit Wear / Uniform Assistant
• Work with the board to determine which items to sell via our SportsEngine/Squadlocker store (direct to customer)
• Assist with designing, ordering, storing, and selling items (magnets, mugs, etc.) in our Square store
• Coordinate pickup with customers for purchases made at our Square store
• May directly sell merchandise at tailgating events. Sneak Peak Week, and/or Highpoint Regatta (or procure a volunteer to assist)
• Work with the Website Manager and the Newsletter Editor, as needed, to publicize items for sale

Spirit Wear / Uniform Assistant

Term: Year-long
Location: Local

• Work with the Spirit Wear / Uniform Coordinator
• May assist with ordering, storing, and selling items (magnets, mugs, etc.) in our Square store 
• Coordinate pickup with customers for purchases made at our Square store
• May directly sell merchandise at tailgating events. Sneak Peak Week, and/or Highpoint Regatta (or procure a volunteer to assist)

Community Outreach Coordinator

Term: Season-long
Location: Local

• Coordinate with other groups that use Lake Wheeler to build relationships with the city to further the growth of our sport
• Work with the coaches and the board on possible dates for a seasonal service project (typically Lake Wheeler Cleanup Day)
• Plan, organize, and coordinate one service project
• Additional activities subject to board approval

Alumni Coordinator

Term: Year-long
Location: Local

• Maintain ongoing contact with former athletes and families  
• Typically someone who has had a rower who has graduated and another child currently on the team

​Fundraising Coordinator

Term: Year-long
Location: Local

• Determine appropriate fundraising activities for the season, subject to full Board approval 
• Coordinate activity with the coaches, and team and facilitate the event
• Promote and manage Sustainers, work with the Treasurer to manage funds and correspondence with corporate matching and donations. 

Grant/Scholarship Coordinator

Term: Year-long
Location: Local

• Research available grants and apply on behalf of our team 
• If funds are obtained (or donated) for a scholarship - write up criteria for receiving the scholarship, coordinate with the treasurer, seek Board approval, and advertise accordingly 

Uniforms Coordinator

Term: Year-long
Location: Local

• Assist with ordering/storing/coordinating uniform clothing
• Manage uniform inventory, travel shirts, and jacket orders
• Negotiate pricing and delivery with manufacturers
• Help with sales and assist rowers/families with sizing
• Attend Parent meetings to explain the fitting and purchasing process
• Set up fitting days each season so rowers can try on samples to determine what size they need to purchase

​Volunteer Coordinator

Term: Year-long
Location: Local

• Identify Volunteer position ( including  term/hours)
• Work closely with the TRC Board, coaches, and Food Coordinator to determine volunteer needs
• Create Signup Genius events for all volunteer positions - local and travel
• Connect with the Newsletter Editor and Website Manager to post volunteer needs/sign-ups/volunteer recommendations
• Send emails to volunteers to give instructions and guidance for volunteer positions
• Answer all volunteer-related questions

Volunteer Auditor

Term: Year-long
Location: Local

• Maintain a spreadsheet that tracks volunteer requirements/commitments for each athlete
• Notify coaches when families are unable to meet their volunteer obligation and have chosen to make payment instead
• Notify the Volunteer Coordinator and the board president of families that have not met their volunteer requirements

Website Manager

Term: Year-long
Location: Local

• Responsible for keeping the website current
• Promote upcoming seasons/camps/fundraising events
• Continue looking for ways to make the website more user-friendly, helpful, and relevant being mindful that the site is the first impression of our team
• Collect suggested changes for the website and present these to the board  for review and approval 

PUBLIC RELATIONS COORDINATOR

Term: Year-long
Location: Local

• Create and send out news blasts such as; regatta results, recruitment, and any other club accomplishments to various media outlets (ie; paper, news stations, schools, rowing organizations, etc.)
• Coordinate with the Website Manager, Newsletter Editor, and Social Media Coordinator as needed

High School Liaison

Term: Season-long
Location: Local

• This position requires Safe Sport certification
• Serve as a liaison between the rowers, board, and parents.  This may involve communicating information or answering questions via email, and helping new families/rowers feel connected
• The primary purpose is team building.  Help the squad to have fun and to get to know each other.  
• Plan events like a meet-up for ice cream at Howling Cow or food at IHOP after practice on a Saturday. or volunteer activities, like Miracle League.
• Promote the events by coordinating with the Newsletter Editor and by sending out emails

MIDDLE School Liaison

Term: Season-long
Location: Local

• This position requires Safe Sport certification
• Ideally, this position is fulfilled by a middle school parent with at least one season of TRC experience or a parent with both a middle school and high school athlete
• Serve as a liaison between the rowers, board, and parents.  This may involve communicating information or answering questions via email, and helping new families/rowers feel connected
• The primary purpose is team building.  Help the squad to have fun and to get to know each other. 
• Plan events like a meet-up for ice cream at Howling Cow or food at IHOP after practice on a Saturday. or volunteer activities, like Miracle League
• Promote the events by coordinating with the Newsletter Editor and by sending out emails

End-of-Season Party Planner

Term: Season-long
Location: Local

• This position requires Safe Sport certification
• Must be present on the day of the party
• Coordinate and delegate tasks to the End of Season Party Planner Assistant
• Determine the venue and date for the celebration, subject to full Board approval 
• Work with the Treasurer on setting a budget that includes food, decorations, drinks, cups, plates, utensils, etc.
• Coordinate with the coaches, the teams, and the venue representatives and oversee the event planning
• Get information on all athlete allergies and plan the menu
• Research catering/restaurant options and place food orders
• Purchase decorations, drinks, cups, plates, utensils, etc. as needed
• Set up and send out a sign-up genius event for food/volunteer needs (coordinate with the Newsletter Editor to publicize these needs)
• Coordinate with Newsletter Editor to send out information on the event to all TRC members