Notre Dame Academy Women's Rowing

Aims

NDA CREW PARENTS ASSOCIATION, LLC, is an Ohio Limited Liability Company, whose purpose is to organize, direct, support and promote the Notre Dame Academy Crew Team.

Specifically, the Association aims to:

• Ensure the safety of rowers
• Provide qualified coaching staff to the Crew team
• Initiate and coordinate fund raising events for the benefit of the team
• Coordinate food, lodging, shelter and chaperones for regattas
• Provide a liaison between the Team and the school
• Provide a liaison between the Team and the Toledo Rowing Club
• Purchase, own and maintain equipment for the use of the team

History of the Club

The Notre Dame Academy Crew Club is a "club" sport activity providing the ability for broad participation, along with intense inter-mural competition. The Club began in the spring of 1998 from the interests of a handful of girls and has grown rapidly due to the enthusiasm of the rowers and support of the parents. This beginning was enabled by the encouragement and support of the Toledo Rowing Club and other participating schools, in particular, St. John's jesuit High School.

As a club sport, crew is open to any NDA student interested in learning the sport of rowing and who meets the eligibility standards, and is not limited to students who are Ohio residents. It is operated and supported by the Parents Association, known as the "NDA Crew Parents Association, LLC" and has a coaching staff under the NDA Atheletic Department to supervise and train the rowers for competition. The Parent Association is a sport specific booster club providing volunteer help and physical and financil support to the operation of the club.

The team carries the Notre Dame Academy name, represents the Academy and abides by all Academy rules, regulations, and conduct codes. Members of NDA Crew must be or become members of the Toledo Rowing CLub (TRC) and are encouraged to become members of the United States Rowing Association (USRA), and must abide by the rules established by those Associations.

Primarily, the membership fee charged to the rowers covers operating expenses. Fundraising activities and donations make up the difference and enable the club to purchase and maintain the necessary rower equipment.

The sport of rowing has two distinct seasons, one in the fall and one in the spring. The club participates in five to seven regattas each season, with multiple boats normally entered in a regatta to enable participation. The regattas are held throughout Ohio and neighboring states, with some of the trips entailing an overnight stay. Transportation utilizes designated parent drivers, and a "camp site" is established at the regatta site to provide food and shelter to the rowers and families.

Return to top of document

Structure

Membership:

Membership in the Association is automatic if one has a daughter on the NDA Crew Team. ACTIVE PARTICIPATION IS REQUIRED OF THE PARENTS OF EVERY CREW TEAM MEMBER.

Officers:

An officer must be a parent or guardian of an active rower. Officers will be elected to serve a one year term and can be re-elected. Parents of rowers who only row one of the two seasons each year CANNOT hold an officer/chair postion. Officers include: President, Vice President, Secretary and Treasurer.

Executive Committee:

Members of the Executive Committee shall consist of the Officers, plus the chairs of the standing committees listed below. The Executive Committee shall be responsible for overseeing the functions of the Association. Specifically, it shall:

• Approve a budget for the operation of the Association
• Create plans for achieving the goals and objectives of the Association
• Evaluate and assure the performance of the coaches
• Develop an organization to ensure that functions of the Association are met
• Work with the coaches to formulate improvements of the team

All decisions of the Executive Committee shall be by majority vote.

Standing Committees:

The standing committees will be:

• Accommodations
• Equipment
• Food
• Fundraising
• Newsletter/Publicity
• Novice Liaison
• Toledo Rowing Club Liaison
• Uniforms
• Website

Meetings:

At least two meetings of the Association shall be held each year. One meeting is to be held at the beginning of the fall season and one at the beginning of the spring season.

Election of Officers:

Election of officers shall be made at the Spring meeting of the Association. A vote shall be taken of the general membership of the Association in attendance at the Spring meeting with a simple majority determining the results. The term of the officers elected in the spring shall begin when the Spring season is concluded--during the spring season, the past and future officers will meet to familiarize the officers-elect with their new responsibilities The officers-elect shall not have voting rights until the end of the spring season. If an Officer is not able to complete the entire term, the Executive Committee shall appoint an interim replacement to serve until the next election is held. Any member of the Association may nominate himself or any other qualified member of the Association for an officer position.

Expenditure Approval:

The operation of the Association entails an ongoing need to expend funds for equipment, fees, dues, insurance, and other items needed to support the Notre Dame Academy Crew Team. While most of these expenses will be included in the budget approved by the executive committee, some unforeseen expenses will arise. These expenses can be approved by the following:

• Under $500.00 - by Standing Committee head for an expenditure by that committee or by an Officer
• Between $500.00 and $3000.00 - by a 3/4 majority of the Officers
• Over $3000.00 - by the Executive Committee

Return to top of document

Duties of Officers

President:

• Preside at all of the Association and Executive Committee meetings
• Be responsible for directing and communicating with coaches and committee chairpersons
• Be responsible for communications with the school administration and the athletic director
• Delegate responsibilities so that every facet of the operation of the Association and crew team operate efficiently
• Appoint and remove committee chairpersons as required and establish other committees with appropriate heads as needed
• Evaluate and assure the performance of the coaches, along with the members of the Executive Committee, which is based on objective criteria
• Develop an organization structure with the Executive Committee to ensure day-to-day functions of the organization are met

Vice President:

• Fulfill the duties of the President in the President's absence
• Perform such duties as the President shall request
• Serve as co-chair of the equipment committee
• Make periodic inspections, with the coaches and equipment chair, of the boats and other equipment to ensure the equipment is safe and in operational order
• Submit for approval by the entire Executive Committee any proposed purchases that exceed $3000

Secretary:

• Record minutes of Officer and Executive Committee meetings of the Association
• Send notices for Association regarding Officer and Execurive Committee business to parents, rowers, Notre Dame Academy, Toledo Rowing Club and any other organizations
• Maintain a PO Box address for the Association and forward information to the appropriate members
• Coordinate the assembly, distribution and collection of forms required by team members for each season
• Maintain active communication with the NDA athletic department regarding forms and eligibility of rowers
• Maintain a list of team members and their parents for each season, including fee payment requirement for each member, and coordinate information with the Associaion Treasurer. A copy of the master list of all rowers and parents, with addresses and e-mails will be made available to the school, coaches, families and TRC
• Assemble emergency binders and distribute one copy each to the coach,an officer and the boat trailer

Treasurer:

• In cooperation with the Executive Committee, develop a yearly and seasonal budget for the Association
• Receive all money payable to the Association
• Deposit all receipts with Notre Dame Academy as required by its most current regulations
• Request disbursements to be made by Notre Dame Academy for the Association's benefit
• Maintain a cash flow accounting of income and expenses with appropriate documentation
• Coordinate interest and principal payments with any bank that the Association may use for a loan
• Present financial statements at the Officer and Executive committee meetings and at the Spring Association meeting
• In conjunction with the Secretary, keep a detailed roster of team members and their parents, including fee payment requirements for each member

Return to top of document

Duties of Standing Committee Members

Accommodations:

• Coordinate overnight accommodations for team members and coaches attending regattas. Parents are responsible for reserving or canceling their own personal reservations; however, the accomodations chair will reserve a block of rooms specifically for crew families
• Distribute to all parents, the names and contacts of all the hotels, with directions and maps
• Secure payment for the team and coaches' rooms from Notre Dame Academy in a timely manner so that their rooms will be paid upon arrival

Equipment:

• Maintain equipment in a safe condition
• Make recommendations on equipment purchases and needs
• With the Vice President and coaches, inspect boats to determine if safe to operate, and if not, withhold use of the boat by the team until necessary repairs have been made
• Operate as one of the site managers at the regattas
• Submit to the Treasurer an estimate of the funds needed to be included in the Association budget

Food:

• Coordinate food purchases, donations of food, and transportation of food to the regattas
• Manage the food tent at the regatta to ensure safe handling of food
• Approve, with the equipment chairperson, the tent site at regattas as well as timing for the setup and takedown of the tents
• Submit to the treasurer an estimate of food expenditures to be included in the Association budget
• Send out weekly food assignments for each rower via e-mail and/or hard copy sent to the boathouse

Fundraising:

• In coordination with the Officers, develop a long-range financial plan for the Association
• Develop and organize methods of fund raising
• Secure volunteers to assist in the fund raising

Newsletter/Public Relations:

• Develop and publish a weekly newsletter during each of the two seasons
• Advise Notre Dame Academy Publicity Department of noteworthy events, making notices available to the Panda newsletter and website as appropriate
• Provide Toledo Rowing Club with information and stories for their newsletter
• Coordinate any stories with the news media

Novice Liaison:

• Develop a strong and open relationship with novice rowers and their families
• May initiate special meetings, outside of regular crew meetings, to explain crew procedures, regattas, etc.
• Work with coaches in assessing specific needs of new rowers and parents as needed

Toledo Rowing Club (TRC) Representative:

• Act as liaison to the TRC
• Advise officers of the Association of TRC decisions, needs and discussions
• Represent the Association and team at TRC meetings

Uniforms:

• Coordinate and order uniforms for team members in a timely manner
• Secure payment from team members for uniform orders
• Work closely with the Treasurer to maintain an accurate account of funds paid or due
• Team up with the coaches, committee members, parents and rowers on designing new uniforms and accessories

Website:

• Create a site that is both an attractive advertisement for recruitment, and a useful tool for present members of the crew community--students and parents
• Keep information updated and accessible. Specifically, the website should duplicate information items such as the forms, newsletter, and maps electronically each season so they are more available

Return to top of document

Parent Responsibilities

• Take an active role in supporting their daughter and the team
• Be responsible for their daughter's transportation to practices and regattas (students are not allowed to drive to regattas, as stated per NDA guidelines.) If a parent drives a rower(s) other than his/her daughter, to practices or regattas, that parent should ensure return transportation and be clear about their plans with the other parent(s)
• Complete all forms and pay fees paid BEFORE their daughter can participate in practices or regattas. Due to insurance liability and regatta eligibility, no rower shall be allowed on the water until the necessary forms and waivers are received. No rower will be permitted to participate in regattas unless fees are paid. If problems arise, discuss with an officer
• Attend regattas and participate in the set up and take down of tents, cheer for the NDA team and assist as otherwise needed
• Attend general meetings of the Association and serve on at least one committee as a chairperson or assistant
• Participate in fund raising events, including at least three Mud Hens games, Poinsettia sale, and other events organized by the team and Association (Fees never cover the cost of equipment and other team expenses, by a wide margin)
• Inform an Association Officer of any problems that arise at regattas or damage they notice to Association equipment
• Act as chaperones at the hotels while attending overnight regattas

Return to top of document

Rower Guidelines

Eligibility:

• Must maintain scholastic grade level in accordance with NDA policy
• Complete a physical exam before first practice. Physical is valid for 1 full year and is completed on the standard OHSAA form
• Observe NDA athletic regulations
• Pass the mandatory swim test every year
• Forms must be completed before going in the water
• Dues must be paid before participation in regattas

Attendance:

• Must notify coach before practice/regatta if unable to attend
• If absent (excused) from school, rower will be excluded from rowing related activities that day, including practice, dock activities and rigging. Exceptions to this are funerals, doctor appointments and school sponsored field trips (NDA handbook p.17-18)
• If a rower is absent (unexcused), tardy or leaves early,t here is no guarantee that her seat assignment will be held. The coach will make this decision based on what is best for the entire team
• Must arrive on time. If late more than 5 minutes of any practice, rower will have to do an erg piece (test)
• If rower misses 2 or more days of practice in 1 week without an excuse, rower will NOT row in the following weeks' regatta. The rower will, however, attend the regatta and participate in other rower responsibilities (rigging, derigging, etc.)
• If rower misses more than 3 practices, the rower will need a doctor's excuse
• May not leave early from practice/regatta without the coaches' permission. At regattas, rowers are responsible to stay for ALL the races, even when the rower's own races are finished. Team spirit and support are imperative for a winning team. Leaving early or any other exception regarding the rower and parent is at the discretion of the coaches.

Conduct:

• Must display, as a student from Notre Dame Academy, a committment, dedication and responsibilty to the sport, her team and coaches
• Must show courtesy and cooperation and respect to all--coaches, parents, spervisors, drivers, other TRC members and their guests, regatta personnel and other team members
• Any disciplinary action pertaining to a crew member's inappropriate conduct should correlate with NDA policies (NDA handbook p. 20-26)

Dress Code:

• Must purchase and wear the appropriate team uniform at all the regattas
• Must keep uniforms clean and in good repair
• Cannot wear jewelry during practices or regattas
• Must wear socks and tennis shoes to every practice
• Cannot wear excessive make-up to practice or regattas. This is to ensure health, safety and a clear focus on rowing
• No midriff exposure
• Can only wear NDA crew wear or professionly made sportswear (no individual, group or boat sloagans) at practice or regattas

Responsibilities:

• Must participate in rigging and derigging boats before, at and after regattas as required by the coach
• Must immediately notify coaches of any damage to equipment
• Cooperate with other team members in carrying of equipment to and from the dock and cleaning of the boathouse

Regatta/Trip Rules:

• Notre Dame Academy rules and regulations apply to all NDA Crew regatta trips
• Team members must stay in their assigned rooms
• Co-ed visitation is not permitted
• The coach will set curfew and all lights will be off 30 minutes later
• No one may leave her hotel room after room check is complete
• No one is allowed to leave overnight accommodations without the accompaniment of an adult and the acknowledgment of that rower's parent or chaperone
• Students eating in restaurants or in any public facility in the hotel/regatta area must show courtesy and good behavior
• Each rower is expected to provide her own money for non-regatta site meals. Food will be provided for rowers at the regatta site

Rowers Financial Resposibilities:

Click here to download the Rowers Financial Guidelines. (pdf format)

Return to top of document

Rowing Coaches Duties:

Safety:

• Monitor weather conditions, no rowing in dense fog, lightning or during small craft, tornado or storm warnings
• Evaluate temperature guidelines; both water and air are evaluated according to TRC guidelines
• Supervise all rowing
• Evaluate all rowers' skills to maintain safety for all other rowers
• Ensure that all boats and safety equipment meet Coast Guard Safety regulations
• Consult the Equipment Committee Chairperson and the Vice-President if there are any safety concerns to be addressed
• Obtain a life saving certificate
• Be knowledgeable of and enforce all United States Rowing Association and TRC rules and regulations

Program Design/Training:

• Establish guidelines for practice schedules and notify rowers and parents of any changes in a timely fashion
• Organize a physical exercise/training program consistent with other safe and competitive rowing associations

Regattas:

• Establish guidelines for participation in regattas
• Select regattas in consultation with the President of the Association
• Ensure that arrival, rigging and derigging procedures and times are known in advance by team members and their parents
• Recap the last regatta and provide feedback to rowers and parents

Team Builder:

• Encourage enthusiasm and love of the sport
• Be a good role model
• Allow time for individual guidance as needed
• Be open for suggestions
• Communicate goals/plans to Association and NDA
• Maintain an open working relationship with rowers' parents

NOTRE DAME ACADEMY DISCIPLINARY CODE IS APPLICABLE TO ALL CREW ACTIVITIES

Revised 1/06

Return to top of document