Langley Saxons Crew

To all Parents/LCBC members.

As you know Langley Crew functions because parents keep it going. We fund and administer it. It is from previous and existing folks that have enabled us to get to where we are today, and it will be parents like you that will continue to maintain and develop the program. Next weekend, on Saturday June 2nd, we will nominate and elect our board members for next year. As expected, some have graduating seniors and will not be returning. But we are extremely pleased to share that many of the existing board members plan to return in some capacity. This is a great time for Sophomore and Freshmen parents to either team up with a seasoned mentor or take on an existing vacancy and obtain support from those of us who have “been there, done that”.

An observation from past experiences is that supporting the board positions basically takes on one of three flavors. 1) Provide support with a partner/mentor and help as needed 2) Hold a position solo or as a team and maintain the existing status quo to meet the basic requirements or 3) Apply your talents and knowledge to build on what has been established and enhance the positions process and contributions. We function using all three of these support methods. Please contact either the board member familiar with the process (names listed below) or Deb, Nancy or Bill for additional information and to submit your name as a nominee or to provide support. We need your name by Thursday May 31st to have it included on the Meeting handouts. We look forward to working, cheering and celebrating with you as we establish LCBC as a regional leader.

Thanks,

Bill, Deb and Jan

PRESIDENT * – Currently Bill Talamantes and Deb Baucom.
2012/13 Nominees are Jan Rossberg and Deb Baucom as co-presidents
The President presides at all LCBC Board of Directors meetings serving as the Chairman of the Board of Directors, is an ex-officio member of all committees, and is responsible for the day-to-day operations of LCBC.

VICE PRESIDENT* – Currently Jan Rossberg.
2012/13 Nominee is Bill Talamantes
The Executive Vice President under the overall direction of the President, oversees the administrative activities of LCBC and shall be responsible for the coordination of all activities between: LCBC and the Langley High School sports and administrative officials and Fairfax Public School officials. He/she shall assist the President in the discharge of his/her duties, and in the absence of the President shall officiate at the LCBC Board of Directors meetings and membership meetings in his/her stead.

TREASURER * – Currently Carey Child.
2012/13 Nominees are Carey Child with Nancy Bavisotto to Assist
Responsibilities Include:
• State Corporation Documents
• Income Tax Return and other filings
• Insurance Policies
• Bank accounts and Un-deposited funds
• Track membership sign-ups and payment of dues
• Receive payments from other board members responsible for transportation, fundraising, apparel, etc.
• Sign-off on all financial obligations
• Process reimbursements and invoices
• Process payroll
• Track all contracts and obligations from accrual to payment
• Monitor current and forward cash position
• Maintain financial accounts
• Provide monthly statement of actual to budget and balance sheet
• Track member account balances
• Requires about 5 hours per week

SECRETARY * – 2012/13 Nominee is Kathy White. Need additional support (specifically with form management in the Fall)
The Secretary shall be present at every Board meeting of LCBC and shall keep a complete journal of all proceedings. The Secretary shall be responsible for notifying all members of regular and special meetings and shall maintain an accurate roster of the membership including current addresses, phone numbers, student’s names and class year.

Vice President for EQUIPMENT* – 2012/13 Nominees are Mike Espey. With Nick Makris to assist. Need someone with SUV/Hitch to help out
• Ensures that all engines have been winterized and serviced for the Spring Season
• Ensures that 5 gallon gas containers are filled
• Maintains shell and oar condition
• Makes arrangements for trailer/shell movements
• Maintains inventory and makes purchases when necessary

Vice President for WAYS AND MEANS* – Currently is Chas and Marian McKee. Need Nominees.
The Vice President for Ways and Means is responsible for all fund-raising activities of LCBC. Fund-raising activities shall include but not be limited to the Ergathon, car washes, Silver Diner nights, etc… as well as corporate donations.

At Large: MEMBERSHIP* – Currently Bill and Katherine Talamantes. Need Nominees
The Membership At-Large position is responsible for planning and conducting in coordination with the Coaches and Captains annual recruiting activities. Responsibilities include:
• Prepare crew flyer for inclusion in all packages that get handed out to students at the beginning of school year ~2000 copies are needed
• Work closely with captains and coaches and provide them with sign-up sheets, etc for Club Day, Occoquan Open House, Spring Activities Fair for rising freshmen

At Large: TRAVEL* – 2012/13 Nominee is Sharon Rosenthal. Need additional support
The Travel At-Large position is responsible for planning and coordinating out-of-town regattas. Responsibilities include:
• Arrange for commercial transportation and hotel arrangements for all away regattas and provide contracts to President/Treasurer for approval.
• Make all arrangements in the Fall.
• At January Parents meeting provide signup sheet and begin recruiting chaperones
• Get all away regattas approved by the school well in advance and get all required forms signed by Principal.
• Prepare all E-mail’s and regatta packages for distribution to parents/rowers
• Provide hotel with up to date rooming lists
• Prepare an excused absence list for the Attendance Office ~ one week prior to departing
• Expect a hectic spring.

VOLUNTEER COORDINATOR* – 2012/13 Nominee is TJ Marzol.
The Volunteer Coordination Chair is responsible for LCBC support of, and participation in, all Regattas run by VASRA, and other activities authorized by the Board. This includes providing volunteers from the parents of our rowers to work specific times and jobs as determined by the VASRA volunteer coordinator.
• Begin recruiting volunteers at the parents meeting in January.
• Send reminder post cards with complete job descriptions out the week before each regatta, along with phone call or e-mail reminders to each volunteer.
• Ensure enough adults are trained and qualified to drive a Launch.

OCCOQUAN LOCAL ORGANIZING COMMITTEE (OLOC) REPRESENTATIVE – Currently is Bill, Jan and Deb. Presently vacant
The OLOC representative is responsible for LCBC support of, and participation in, all OLOC meetings at Headquarters of the Fairfax County Park Authority. Currently, Langley is assigned with four other schools to the Concessions group for a two year stint. This includes managing either the Boathouse or Grandstand concession stand, maintaining inventory, placing orders weekly, and coordinating with other OLOC staff members. This can be a long day and includes EVERY regatta. At least two people should share this position.

TRANSPORTATION COORDINATOR – 2012/13 Nominee is Marielena Lamont. Need additional support.
The Transportation Coordinator is responsible for establishing and managing team transportation requirements. Working with the Executive board to bid team transport services to FCPS approved vendors (as needed), coordinating/maintaining team travel logistics with vendors, coaches and Board members. A primary responsibility is identifying and scheduling chaperons to and from practice and developing a fallback plan/call tree in the event bus service is not available.

UNIFORM AND APPAREL – 2012/13 Nominee is Robin Waters. Need additional support
The Uniform and Apparel position is responsible for planning, coordinating and purchasing uniforms and apparel for the team. Responsibilities include:
• Identifies apparel items that will sell to a majority of the rowers
• Arrange a date/location for taking measurements
• Finalize uniforms for order at the January Meeting
• Order uniforms and jackets at the end of January
• Take orders for fashion apparel, advertise apparel for sale on website and include in Winter Newsletter
• Be prepared for eternal latecomers
• Distribute, distribute and ultimately tell parents to pick up the items at your house. Do not distribute uni’s and jackets to kids directly. Have parents sign for them.

WEBMASTER – 2012/13 nominees are Nancy Waugh and Tao Cheng
The Webmaster is responsible for maintenance and support of the team website. They ensure appropriate administrative and access rights are established and maintained. All manage the online team material for proper storage, sharing, security and updates. Additional duties will include requests for postings by members, updates of forms, docs, pictures and videos. Purging and archiving outdated/obsolete material. Working with hosting or application vendors as needed.

FRESHMAN LIAISON – Currently held by Mike Espey. Need 2012/13 Nominee The Freshman Liaison will provide information and support to all Novice parents on team processes and functions. This would include information of a general nature such as practices, regattas etc and to respond to specific questions or issues from parents that may arise. They will interact with parents, board members and coaches as needed.

NOMINATIONS COORDINATOR – Currently held by Nancy Bavisotto. Need 2012/13 Nominee and support
The Nominations Coordinator is responsible for identifying nominees for vacant board positions. In addition to identifying returning board members, this position is responsible for securing candidates to fill mid-season vacancies and performing out-reach and education to parents to identify nominees for the annual board elections.

NEWSLETTER/PUBLICITY – Vacant
The Newsletter/Publicity position is responsible for ensuring proper publication of Langley crew team events. Responsibilities include:
• Preparing and submitting information to the PTSA Newsletter.
• Attend all Crew Board meetings and record any important dates and rower/boat accomplishments for the newsletter.
• Log onto www.VASRA.ORG after each regatta for specific times and placement of each Langley boat. Contact coaches for names of students for recognition.
• Contact local/school newspapers with outstanding stories from regattas.
• Submit team highlights, activities, announcements to LHS and Webmasters for promotion of accomplishments.

ALUMNI – 2012/13 Nominee is Brett Rini. Will need support for LCBC 20th Anniversary event.
The Alumni Representative is responsible for maintaining contact with former Langley Crew Team members. Responsibilities include:
• Establishing and maintaining a database of former crew team alumni.
• Periodically providing Crew Team Alumni with Langley Crew Team news.
• Conducting an annual Crew Team Alumni gathering.

LANGLEY SAXON BOOSTER REPRESENTATIVE – 2012/13 Nominee is Suzanne McGrath
The Saxon Booster Representative represents the Crew Team on the Langley Saxon Booster Club. Responsibilities include:
• Developing, submitting and defending annual request for Saxon Booster funding
• Attending monthly Saxon Booster meetings and reporting highlights to the LCBC

VIRGINA SCHOLASTIC ROWING ASSOCIATION (VASRA) REPRESENTATIVE – 2012/13 Nominee is Rob Shenk
The VASRA is an association of organizations recognized by member high schools of the Washington, DC area as supporting their competitive crew programs. The main purpose of the Association is to provide facilities, administration and support for a series of spring season athletic competitions sponsored by the schools represented by its members.
The VASRA Representative from the Langley High School Crew Boosters Club (LCBC) acts as the appointed alternate of the LCBC President to the VASRA Board. In this capacity, the NCASRA representative acts as a liaison between both boards and makes a report on the proceedings of the NCASRA Board to the LCBC Board at its regularly scheduled monthly meeting. Accordingly, the NCASRA Representative must also attend monthly meetings of the VASRA Board, which generally meets on the first Tuesday of the month at Thomas Jefferson High School.
The VASRA rep will also work with Langley High Schools Director of Student Athletics (DSA) to ensure rules are abided and to obtain any necessary support in the promotion of LCBC.

*Denotes voting member

The document Board Nominees was attached to this post.