[OUWC] NOMS!

[Bales, Savannah]

Hi Ladies,

Nominations are tomorrow!! Be sure to come prepared knowing who you want to nominate for what position, and also with an idea of what you want to run for. (Remember, you can nominate yourself for anything! A lot of people do this!)

IF YOU WON'T BE AT THE MEETING (first remember to tell Asa why so it is excused), but also, please tell me by tomorrow afternoon, let's say 5PM, who you want to nominate for what/what you want to nominate yourself for. We want to make sure you get your input in as well. Don't forget to do this!

For those of you who need a reminder of what the positions are/what they entail, here you go:

Section 1.03 OFFICERS
(a)    To hold an executive position, an individual:
(i)     Shall be a full time student
(ii)     Be a member of Ohio Women’s Crew in financially good standing.
(iii)     All Travel logistics are at the discretion of the executive board
(iv)     Fulfill the following responsibilities, based on her elected position:

1)    President
a)    Preside over meetings and command the entire executive board.
b)    Guide club to establish a firm backbone for growth in the years to come.
c)    Enforce the constitution of the Ohio Women’s Crew team.
d)    Complete all mandatory paperwork required by club sports and return said paperwork by or before the given due date.
e)    Answer any questions, concerns, or problems any executive board or team member may have.
f)    Determine the best and most moral decisions for the betterment of the club.
g)    Attend all Club Sports meetings.
h)    Be in constant contact with Club Sports to avoid any communication barriers and to ensure members are aware of expectations at least one (1) week ahead of time.
i)    Work closely with the coach and the Ohio Men’s Crew Team and serve as the liaison to their executive board.
j)    Lead strongly, and with confidence, as it will reflect positively on the rest of the club.
k)    Work closely with PR chair during recruitment.
l)    Send an official list of officers to Club Sports.
m)    Attend a mandatory training session for presidents given by Club Sports

2)    Vice President
a)    Assume the duties of president in the president’s absence.
b)    Keep current records of alumnae and contact them for special events.
c)    Update all alumnae on current team members, status, and events through a yearly newsletter to be sent at the end of Spring Quarter.
d)    Arrange a special portion of the banquet reserved for graduating seniors, emphasizing their accomplishments and contributions to the team.
e)    Buy a gift to give to each graduating senior on behalf of the team during the banquet.
f)    Organize and plan a minimum of one social event each quarter (this includes food and activities).
g)    Reserve social event accommodations if necessary.
h)    Attend a mandatory training session for VPs given by Club Sports



3)    Treasurer
a)    Attend a mandatory training session for treasurers given by Club Sports
b)    Be responsible for all financial affairs and transactions of the team
c)    Collect dues, fees and get checks approved by the adviser
d)    Make boat and insurance payments in a timely manner
e)    Work closely with the regatta chair to calculate traveling costs
f)    Make a complete written treasurer report at the end of each quarter to be turned in by required due dates of club sports
g)    Keep accurate records of all financial transactions and report the status of the funds in a professional manner
h)    Is responsible for writing and distributing receipts to all members who have paid their dues
i)    Is responsible for sending out reminders of money that is owed.
j)    Assist the president and vice president in preparing excellence and development funding request presentations.
k)    Work closely with apparel chair when all orders are made.
l)    Keep track of all late fees and distribute contract at the beginning of each quarter for members to sign.

4)    Secretary
a)    Record minutes of all general and executive board meetings and email them to team members afterwards.
b)    Keep an up-to-date roster of members, including a winter and summer contact lists.
c)    File all members and all attendances; follow through with disciplinary action if needed.
d)    Maintain and retain all forms of paperwork.
e)    Reserve rooms for team purposes.
f)    Organize the end-of-the-year banquet, including invitations and awards.
g)    Send thank you cards to friends and organizations that help the team throughout the year.
h)    Work with vice president to keep current records of alumnae and contacts for special events and banquets.
i)    Keep record of all practices.
j)    Organize transportation to and from outdoor practices.


5)    Regatta Chair
a)    Schedule regattas for fall, winter and spring seasons as directed or in accordance with the president and coach.
b)    Account for collecting entry fees in conjunction with the treasurer.
c)    Make economical overnight arrangements and meal plans for distance regattas.
d)    Turn in travel rosters to club sports.
e)    Make arrangements for spring break week as decided by members of the executive board and the coach.
f)    Work closely with the Ohio Men’s Crew Team and arrange boat transportation in conjunction with them.
g)    Make necessary travel arrangements to and from regattas.
h)    Keep and updated roster on regattacentral.com and usrowing.com.
i)    Account for all necessary paperwork that coincides with US Rowing and regattas.
j)    Make agendas and travel packets for all regattas.
** Remember that having a credit card makes things super easy on your part for this, but it isn't needed. You just have to make sure you leave enough time to be patient with Chubb if you don't!


6)    Fundraising Chair(s)
a)    Organize fundraising projects decided on by the executive board.
b)    Form committees for each fundraiser as needed.
c)    Work with PR Chair to advertise the event.
d)    Keep a detailed log of everything done to ensure success and smoothness through the following years.
e)    Get fundraisers approved through Club Sports, and fill out the mandatory paperwork for each one.
f)    Organize no fewer than two significant fundraisers per quarter.
g)    Attend a mandatory training session for fundraising chairs given by Club Sports


7)    Apparel/Community Service Chair
a)    Design and order apparel as directed by the team.
b)    Order skins and unis in the winter, and jackets in the fall.
c)    Keep accurate records of orders and invoices.
d)    Schedule and organize all community service events.
e)    Keep track of all community service points individually and group.
f)    Do three Adopt-A-Highway community service events per year.
g)    Collect money prior to distributing apparel.

8)    Public Relations/Historian
a)    Update the website with current results, schedules and pictures.
b)    Design fliers and posters for recruitment at the beginning of fall and winter quarters.
c)    Utilize all publicity opportunities (The Post, Athens News, etc.).
d)    Keep and add to the history of the Ohio Women’s Club Crew team.
e)    Collect photos and stories from teammates in order to produce a multimedia scrapbook of the year in time for the spring banquet.
f)    Work closely with the President during recruitment.
g)    Work with Fundraising Chair(s) to create publicity and advertisements for fundraisers.
h)    Reserve all table tents, College Gate, Follett’s Bookstore, etc. as needed.
i)    Compile end of year presentation for the team.
j)    Compose a newsletter once a quarter to distribute to parents, team members, and staff on campus.

9) Equipment Chair
a) Receive training from the previous equipment chair
b) Responsible for keeping an inventory of all of our equipment, including launch, motor, boats and parts, oars, etc.
c) Take inventory of and manage upkeep of the shed every year
d) Responsible for ordering spare parts if needed, and ensuring that we have an ample stock of spare parts in case of emergency
e) In charge of organizing and taking care of repairs
**Preferably this chair is for an underclassman that can be trained by Kate, and continue with the position every year until graduation, or until your participation with OUWC ends. We also have great contacts that can assist in helping with repairs that you will receive upon election to this position.


That's everything! Hopefully you reviewed each fully and have an idea of who you'll be nominating. See everyone tomorrow at the meeting. (Remember if you won't be there, give me your input ASAP.)

Happy midterms- stay sane!
Savannah
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://listserv.ohio.edu/pipermail/ouwcrew-l/attachments/20120131/343437f0/attachment.html