Rev. August, 17 2004
Melbourne High School
Crew Team Parents Association
Article 1 Purpose
Article 2 Meetings of Members
Article 3 Membership, Dues and Fees
Article 4 Board of Directors
Article 5 Head Coach
Article 6 School Sponsor
Article 7 Rower Grades, Conduct,and
Article 8 Amendments
purpose of the Melbourne High School Crew Team Parents Association is to
facilitate and support a Crew Team for the students of Melbourne High
School. The Association shall be responsible for raising funds
necessary to provide the Team with the equipment necessary for training,
practice and competition in racing events and arranging and/or providing
transportation for the team and coach(s) to and from competitive racing
Meeting of Members
2.1 Annual Meeting
annual meeting of the members of the Association shall be held in May of
each year, at such time and place, as the Board of Directors shall
specify. An Annual Report shall be presented and elections shall be
held for the following years Board of Directors.
2.2 General Meetings
General meetings of the Parents Association will be held monthly, the
date and time to be determined by the Board of Directors. Special
meetings of the members of the Association shall be held at the request
of not less than one third of the membership or when called by the Board
of Directors. The meetings are open to Parent Association members in
good standing and the Womenís and Menís Team Captains.
Decisions shall be achieved by a simple majority vote in a general
meeting which has been announced a week or more in advance of the
meeting. The decision of the majority of the Association families
present shall be binding on all rowers and families in the Association.
vote per Association family shall be accepted. Only members in good
standing shall vote. If a parent cannot be present for voting, a
written proxy vote, signed by same parent of the Association family,
shall be accepted. When a General Meeting cannot be called during breaks
or off-season, voting by e-mail, or phone when approved by the Board may
Membership, Dues, and
The Association shall consist of the
parents of each rower that is current with his or her financial and
Association responsibilities such as but not limited to: Fundraising,
Transportation, and any other special assessments voted on by the
Association members. Membership is terminated when the rower is no
longer a member of the team or as determined by the Board of Directors.
The Melbourne High School Sponsor and Head Coach and Assistant Coaches
are also members of the Association.
3.2 Parent Responsibilities
parents of rowers shall be responsible for providing transportation to
and from all practice sessions, supporting and participating in all fund
raising activities and club activities, paying all dues and fees in a
timely manner and participating on committees and club meetings.
3.3 Rower Participation
required rower paperwork; rower registration fees and dues shall be
current before the Rower may participate in any practice race or
3.4 Rower Registration and Dues/Fees
Rower Registration and Dues/Fees shall be
determined annually by the Board of Directors to meet the reasonable
financial needs of the Association and included in the income of the
annual budget. In accordance with Section 4.10F, the proposed budget
shall be presented to the Association for approval at the first General
Meeting in August. All financial and fundraising requirements i.e.
payment dates and amounts due shall be stated in the Membership
Financial Requirement and presented to the Association for approval at
the first General Meeting in August.
rower leaves the team and has notified the Head Coach, and has paid his
or her fees in full for the semester, the rower may request that fees be
returned on a prorated basis from the first day of the next month
through the end of the semester i.e. if a rower leaves on Sept. 16th
and has paid through the end of December, fees will be returned from
October through December. Donations to the Brevard School Foundation in
lieu of fees will not be returned. If the uniform is unused and
returned, an attempt will be made by the association to sell the uniform
to another rower. That amount will also be returned upon the sale of
3.5 Transportation Fees
- Transportation fees will be assessed for each rower utilizing
Association arranged transportation to and from any event. Said fees
shall be payable, in cash, to the Treasurer prior to the transportation
Rowers being transported by Association arranged transportation
shall be responsible for prepaying transportation to and from the event
even though transportation in only one direction may be utilized.
Transportation fees to and from events that are 75 miles or less
from Melbourne shall be $5.00 total. Fees for events within the State of
Florida that are greater than 75 miles from Melbourne shall be $10.00
minimum. Transportation to and from other events shall be determined
and assessed as required.
All rowers must be transported by the Association. The Association
will transport no persons other than team personnel.
3.6 Additional Expenses
There may be additional expenses for each rower during the year. Such
expenses will be determined by the Board of Directors and discussed in a
General Meeting of the Association. Additional assessments shall not be
made without a majority vote of those attending the General Meeting that
the assessments are discussed.
3.7 Fund Raising Activities
raising activities shall take place throughout the year. All rowers and
parents are expected to participate as determined by the membership.
The Association, in a General Meeting(s), shall determine the
responsibility and or liability of all rowers and rowersí parents for
participation in fund raising activities. Rowers and/or rower parents
not participating in fund raising activities may be assessed a fee
consistent with the rowers fair share of the activity. All funds raised
belong to the club, not individual rowers.
3.8 Financial Assistance
requests for financial assistance must be addressed to the Board of
Directors to take under consideration.
Board of Directors
affairs of the Association shall be conducted under the supervision of
the Board of Directors in such a manner and under the conditions as to
carry out the purposes of the Association as set forth in these
by-laws. To that end, the Board of Directors shall:
- Be responsible for conducting all business pertaining to the
operation of the Association.
- Have the authority to incur reasonable and normal debts and
to pay reasonable and normal bills consistent with the accepted
operation of the Association. Any expenditure over $250.00 or fund
raising activity, which will involve all or part of the rowers or
Association, must be approved by the membership at a General Meeting.
- Actively solicit support from the local community
governmental bodies, businesses and organizations in order to obtain
funds, equipment and services to benefit the Crew Team.
- Appoint Committee Chairpersons, as required, to conduct the
necessary business of the Association, The term of service of Committee
Chairs shall be as determined by the board.
Hire, evaluates and dismisses the Head Coach.
- Approve the annual budget for the Association and all other
Revise and amend these Bylaws. All revisions and amendments
shall be voted by the general membership at a General Meeting.
- Maintain a PO Box address for all official correspondence.
In order for continuity in receiving mail, all mail shall be sent
to PO Box - not individualís private addresses.
Maintain a checking account with a reputable bank in the
area. The Treasurer and at least one other Board member shall have the
authority to write checks on the account.
- Maintain theft and damage insurance on all boats, motors and
other associated equipment of significant value.
- Maintain liability insurance as required for participation in
racing events and by the School Board of Brevard.
Regular meetings of the Board of Directors shall be monthly and at other
times as the Board deems necessary. Special meetings may be held at the
call of the President, or at the written request of three members of the
Board of Directors. The time and place of the next regular meeting
shall be decided at every Board meeting before adjournment, but the
President shall specify the time and place of special meetings.
quorum of three of the five of the Board of Directors members is
required to enact any business requiring a vote of the board.
Board of Directors shall consist of the following positions:
Melbourne High School Sponsor
President, Vice President, Secretary, and Treasurer shall be elected by
the parents of rowers who are active participants of the Crew Team at
the time of the General Election at the annual meeting in May.
4.6 Term of Office
term of office for the elected officers shall be for a period of one
year, from the first day in June to the last day in May.
4.7 The President
- Shall be the presiding officer at all Board and General
- Shall be responsible for providing leadership to the Board
and to the Association.
- Shall furnish a list of the Board of Directors to the
Melbourne High School Administration upon their request.
- Shall, with the concurrence of the Board, establish the
seasonís racing schedule.
- Shall insure that at least one Board member is present at
every Crew event to represent the Association leadership.
- Along with the Head Coach, shall, at the beginning of the
season, establish a clear understanding for the general crew program
philosophy, the responsibilities of all involved and the methods for
achieving the desired goals.
- Along with the Head Coach, shall establish the Practice (Head
Race) Season and the Official Racing Season for the Team.
- Along with the Head Coach, shall establish the Safety
Program. Program shall include, but shall not be limited to:
Supervision by two adults of all team activities on land and water
excluding practices, Boat Safety Equipment, Safety on Trips, and a Buddy
4.8 Vice President
- Shall be knowledgeable of all Association activities and
shall be capable of assuming the responsibilities of the President
- Shall be responsible for all Insurance matters. For
identifying and obtaining Liability Insurance for the Team and Equipment
Insurance for the team equipment and any other insurance necessary.
- Shall be responsible for collecting and maintaining all
Rowers forms required for members of team.
- Shall provide Notarized Rower Release forms for all rowers
participating in races. The forms shall be provided to the Head Coach
or sent to the Race Committee as identified by the Head Coach.
- Shall provide notarized copies of the Medical Release forms
to the drivers of the vehicles in which the rowers will be transported
to and from racing events.
- Shall provide all information necessary to all drivers and to
association parents who request the information, prior to departure to
any activity requiring team transportation, in a timely manner.
Including but not limited to the following:
Schedule of Events, Map(s), Departure Time,
Estimated Return Time, Emergency Phone Number, Special Instructions such
as money required for food, special clothing, bag lunches, etc.
Shall be both Recording and Corresponding Secretary of the
- Shall be responsible for notifying the Association members of
all General and Special Meetings, Race Schedule and fund raising
- Shall be responsible for all general correspondence including
Thank you notes, notices to the membership, newsletter distribution,
etc. All correspondence shall be conducted in a timely manner.
- Shall be responsible for recording the minutes of each
meeting. Typed copies shall be given to each Board member within two
weeks of each meeting or at the next meeting, whichever comes first.
- Shall create and maintain a complete Team Roster. The roster
shall contain names of each rower, parent names, their addresses and
- Shall create and maintain a Telephone Tree for quick and
effective communication with all members of the team and association.
- Shall maintain the complete financial records of the
- Shall make all deposits and payment of expenses in a timely
- Shall be responsible for collecting all dues, fees and
assessments due the Association from the members and parents of the
- Shall collect Transportation Fees as necessary, from each
rower prior to departing for any activity requiring team transportation
and shall appropriately distribute the fees collected to the drivers
- Shall provide a monthly financial statement for the Board of
Directors and to the Association at General meetings.
- Shall, with the assistance of the Board of Directors, create
and maintain a budget pertaining to all financial activities of the
Association. The proposed budget shall be presented to the Association
for approval at the first General Meeting in August.
- Shall present an Annual Treasury Report at the General
Meeting in May.
- Shall serve as chair of the Fundraising Committee.
- Shall communicate to the Crew Team, in the best spirit of
sportsmanship, his or her philosophy, methods and expectations toward
establishing and maintaining the Melbourne High School Crew Team
- Shall outline to the Board of Directors in writing, at the
beginning of the Fall Season, his or her plans to accomplish the
Training methods and requirements
Rower participation and attitude
Anticipated racing activities and events
Safety procedures to be followed
Disciplinary actions to be used
When the Board of Directors approves these plans, the Coach
shall publish and communicate the above information to all rowers and
- Shall determine appropriate disciplinary actions to be taken
against rowers for infractions of published rules. Shall initiate minor
disciplinary actions as deemed necessary.
- Shall bring all major disciplinary actions such as rower
suspensions and/or dismissals from the team to the Board of Directors
- Shall determine and administer the rowing program.
- Shall communicate, at the least, weekly with the President.
Shall communicate any problems or needs at this time.
Shall not be dictated to by the Association members or rowers
how or when to coach. Questions and comments individual members of the
Association may have shall be presented to the coach during non-practice
and non-race times.
- May be paid financial aid at the discretion of the Board of
Directors. If financial aid is paid, the amount of payment and the
terms and length of service shall be mutually agreed upon by the coach(s)
and the Association.
- Shall be reimbursed by the Association for all reasonable
expenses incurred in relation to racing events. This shall include, but
shall not be limited to: a hotel room, if required; food;
transportation; if required, etc.
- Shall procure items necessary to perform the duties
consistent with the coaching position. Such purchases shall include,
but shall not be limited to, items such as gasoline for the launch,
coaching materials, equipment repair materials, etc. Prior consent of
the Board of Directors shall be required for all items or group of items
costing more than $100.00. The Association shall reimburse the coach
within 7 days of the submission of receipts, for all expenses incurred
on behalf of the team.
- The position of the Melbourne High School Sponsor shall be an
ongoing position to be filled by a person identified by the
Administration of Melbourne High School.
- The sponsor shall be the prime interface between the School
Administration and the Association.
- The sponsor shall attend all Crew events such as races, Board
of Director meetings, General meetings, and social events.
- The sponsor shall provide the Crew Program with continuity
and guidance as required.
The sponsor shall check with the guidance office every 9 weeks
to verify minimum GPA requirements of the rowers.
Upon request, the sponsor shall be reimbursed for expenses
(gas, hotel) incurred in out of town races
Rower Grades, Conduct and Discipline
- Rowers must maintain a minimum 2.0 GPA for each 9-week
period. Failure to maintain this average will result in suspension from
the team until the grade average is pulled up the next 9 weeks. The
rower will not be allowed to participate in any crew activity during the
suspension period. Failure to bring up your GPA after that will result
in dismissal from the team.
A current roster will be submitted to the Director of
Athletics to verify that all rowers meet the GPA requirement.
- Students are representing Melbourne High School at all team
activities (practices, races, fund-raisers, etc.). Conduct yourself in
a manner that will bring credit and respect to your school and team.
- The use of alcohol, tobacco or drugs at any time while
representing Melbourne High School Crew Team will result in dismissal
from the team. This includes practice, races, fundraising activities
and any club-sponsored event.
Teamwork, cooperation and dedication is essential in the
success of the team. This requires all team members to show respect to
the sponsor, coach(s), and other adults and to each other. Disrespect
to the sponsor, coach(s), adults, officers, and team members will not be
tolerated. Continued disrespect will result in suspension and or
dismissal from the team.
- When classes are missed due to a crew trip on a school day,
all work must be made up (before the trip if possible).
- Rowers shall abide by the rules that have been published by
the Head Coach and approved by the Board of Directors.
A - Rowers shall accept disciplinary
action(s) given by the Head Coach.
A decision concerning the discipline of a rower shall be reviewed by the
Board of Directors, if so requested by the rower or the parents of the
rower. The decision of the Board of Directors, with the Coach in
attendance, shall be final.
Any amendments to these by-laws must first
be approved by the Board of Directors and by a majority vote in a
General Meeting of the Association.
Meetings - Scheduled once a month on Tuesdays.
See meeting schedule.