Central Florida's Premier Rowing Club for Masters

ORLANDO ROWING CLUB EQUIPMENT POLICIES AND PROCEDURES


I. PREAMBLE

Because the Orlando Rowing Club has grown and continues to grow, and the Club has limited equipment within limited space, the Board of Directors has deemed it necessary to adopt the following mandatory policies and procedures to maximize member enjoyment of the rowing experience with emphasis upon safety, coordination, cooperation, equipment and boathouse care, club commitment and teamwork. It is believed that these requirements will cause our Club to flourish as it grows into the future. While these policies and procedures are mandatory, at least in resolving equipment conflicts it is anticipated and indeed essential that all Members and crews first attempt to resolve all conflicts in a cooperative fashion, and that equipment conflict resolution procedures be utilized as a last resort. It is essential that all Members and crews remember that the equipment does not belong to anyone person or crew and that we grant appropriate consideration to the membership experience of all Members in the true spirit of crew.


II. POLICIES


The following policies are hereby adopted as binding upon all Orlando Rowing Club Members, and compliance is mandatory by each Member in order to be eligible for use of Orlando Rowing Club equipment.

A. All prospective Orlando Rowing Club Members must fill out and submit the then current Orlando Rowing Club Membership Application Form prior to equipment use. Applications shall be delivered to the Club Treasurer or his or her designee. The Form shall include an agreement by the prospective Member to abide by these Policies and Procedures and a release of matters to the extent not covered by insurance.

B. All Members must remain reasonably current with payment of appropriate membership dues and assessments as established by the Board of Directors or the Regatta Registration Committee from time to time. The status of being "reasonably current" shall be as determined by the Board in its sale discretion.

C. All Members shall be and remain current members of the, United States Rowing Association.

D. All Members and prospective Members must be able to swim sufficiently to participate safely in the sport of rowing.

E. All Members and prospective Members must be qualified, as determined by designated Members to be appointed by the Board from time to time, or be under the supervision of qualified Members appointed by the Board from time to time, to take out and row any particular boat or utilize any particular equipment. The Members initially appointed by the Board to act in this capacity are as follows: Mark Regnier, M.J. Dennis, Bob Evans, Doug Howard, Patrick Crowell, John Barry,
Steve Wilks, Martyn Dennis, Christine Flowers, Holly Horton and Marguerite McNeal.

F. All Members must meet any weight requirements as established by the Board from time to time for use of any particular boat.

G. For use of any particular Club boat or oars, any Member or crew must be the first to be signed up on the sign up sheet pursuant to the Procedure set forth below.

H. Each Member or crew must log use of any particular boat or oars pursuant to the Procedures set forth below.

I. When rowing in the dark, each Member or crew must utilize adequately functional bow and stern lights, and follow the established boat traffic pattern or any agreed change in the traffic pattern after discussion with all boats.

J. No boats may be on the water when lightning is present in the immediate area.

K. Rowing with Club equipment is not allowed in a heavy fog where bow and stern lights may not be seen timely by a speed boat, or where a crew or coxswain cannot determine their direction or see the shore while rowing.

L. All decisions and directions of the Equipment and Safety Director relating to safety, maintenance or use of the Club equipment, including without limitation, those relating to rowing where lightning is visible or rowing in the fog, must be followed by all Members.

M. All Members and crews must perform required equipment, boathouse and dock clean-up, maintenance and repair as required by the Equipment and Safety Director.

N. All crews or groups of Members must elect a captain, and all captains and single scullers must be responsible for all necessary communications and interactions with the Equipment and Safety Director, the Regatta Registration Committee and all other Club personnel or Members.

O. Whenever a Member, crew or group of Members chooses to upgrade from, Club equipment that Member, crew or group shall be totally responsible for the expense, care and safety of the non-Club equipment.

III. PROCEDURES

A. Equipment Sign UP

In order to obtain priority over other club Members or crews for use of any Club equipment, a Member or crew must be the first to sign UP in advance for use of such equipment for a designated date and time, on the Club sign-up sheet. Sign-up may begin no earlier than the last day of any month for use of equipment during the next ensuing month. A Member or crew utilizing certain equipment during a particular time slot and on particular days, shall have priority to sign-up for the same equipment at the same time and days for the next ensuing month provided they have so utilized such equipment at least 75% of the signed-up time and are otherwise in compliance with these Policies and Procedures.

B. Logging

Alter each use of any equipment, each Member or crew must make appropriate log entries on the Club's then current log form, noting at a minimum all information required on the log form including, at least, any changes to rigging. Each Member or crew should check the log sheets prior to any practice to ascertain any noted changes and other information.

C. Equipment and Safety Director

The Board of Directors has established the office of "Equipment and Safety
Director," and this officer shall be responsible for all matters related to equipment use, as designated by the Board, including, without limitation, final decisions regarding usage and conflicts, safety, small parts ordering, and assuming Members and crews properly maintain and repair equipment and perform required boathouse and dock maintenance. The Equipment and Safety Director shall be the custodian of all past sign up sheets and logs for historical purposes, on a retention cycle of at least four (4) years.

D. Maintenance

At least quarterly the Equipment Director shall select and rotate boathouse and dock maintenance tasks among Members and crews, and shall communicate all such required tasks to Members and crews by use of the Club blackboard, pin-up board or by other means. The Equipment and Safety Director 'may use a task check-off sheet in his or her discretion.

E. Safety

The Equipment and Safety Director shall promulgate reasonable safety rules for approval by the Board of Directors from time to time. Upon Board approval, these safety rules shall be mandatory and binding upon all Members. These safety rules shall incorporate safety concepts required by the USRA and the Club insurance carrier if such carrier requires any, and shall not be inconsistent with these Policies and Procedures. The Equipment and Safety Director shall be empowered and obligated to exercise direct supervisory control over all organized Club practices and competitions in relation to safety and equipment usage. Recognizing the impracticability for the Equipment and Safety Director to be present at all such functions, the Equipment and Safety Director is authorized to delegate his or her responsibility to the boat captains or coaches (if any) for any particular crews or groups. Single scullers shall serve as their own boat captain. The Equipment and Safety Director shall regularly communicate with all boat captains or coaches regarding safety and equipment usage.

F. Repairs

Each Member or crew shall be responsible to see to the repair of any equipment broken or damaged during use by such Member or crew. It is inconsiderate and unacceptable behavior to leave broken or damaged equipment for others to repair. Immediately after any incident where Club equipment is broken or damaged the Equipment and Safety Director shall be personally notified. The club shall pay for all required materials, parts and tools utilized to repair broken or damaged equipment except for materials, parts and tools required as a result of clearly “boneheaded" actions or inactions of any Member or crew, in which event the Member or crew shall be responsible to pay for such items. The Equipment and Safety Director shall be the final arbiter of whether damage is caused by clearly "boneheaded" actions or inactions, but he or she may defer this decision to the Board of Directors if he or she so desires. Persons duly qualified to perform such work, in the sale discretion of the Equipment and Safety Director may only accomplish any major repairs or patchwork.

G. Blackboard / Pin-Up Board

All Members should check the Orlando Rowing Club blackboard and. pin-up board and the log-sheet prior to each practice, for such things as Club notices and communications, and to ascertain problems with particular Club equipment. The blackboard, pin-up board and log-sheets, should be utilized extensively to facilitate Club communications.

H. Regattas Equipment Priority

Any Member, crew or group having priority over any particular equipment during a month shall have priority to use such equipment at any regatta held during that month, except that in the event two Members, crews or groups have such priority for the same equipment (but at different time slots), then the fastest Member, crew or group shall have priority to use the equipment at any regatta, unless the two conflicting Members, crews or groups are of opposite gender. In the event of opposite gender conflict of a Member, crew or group with equal priority, the Equipment and Safety Director shall determine which Member, crew or group has priority to usage of the equipment at any regatta, taking into account such factors as dedication to training, consistency in compliance with these Policies and Procedures, laudability of goals and probability of success, and any other factors reasonably in the best interest of the Club. In the event the Equipment and Safety Director is personally involved in the issue or prefers not to make the decision, the Board of Directors shall make the decision.

I. Rigging / Equipment Priority

Any Member, crew or group having priority over any particular equipment during a month shall have priority to have the boat remain rigged as it desires for port versus starboard stroke, spread and Pitch. Height may be adjusted but must be communicated by word of mouth or by the log. In the event two Members, crews or groups have priority for the same equipment (but at different time slots), then the fastest Member, crew or group shall have priority to have the equipment remain rigged as desired (except height may be adjusted), unless the two are of opposite gender. In the event of opposite gender conflict of a Member" crew or group with equal priority, the Equipment and Safety Director shall determine which Member, crew or group has priority to rig the equipment as desired, taking into account such factors as dedication to training, consistency in compliance with these Policies and Procedures, laudability of goals and probability of success. And any other factors reasonably in the best interest of the Club. In the event the Equipment and Safety Director is personally involved in the issue or prefers not to make the decision, the Board of Directors shall make the decision.

ORLANDO ROWING CLUB REGATTA REGISTRATION POLICIES


The Orlando Rowing Club ("ORC") Board of Directors has adopted the following set of policies to be followed for regattas where advance registration and/or trailoring of equipment is necessary. The Regatta Registration Committee ("RRC") is charged by the Board to manage and oversee (not necessarily perform) the registration and trailoring efforts pursuant to these policies.

1. Any costs or fees necessary to register ORC Members in regattas will be paid in advance of a time set by the RRC by individual Members (or persons on their behalf) based upon actual registration fees and forms. The Club will not from registration fees.

2. ORC Members registering in any rl3gatta shall pay, through their group captain or otherwise an advance against their share of the transportation costs necessary to move rowing equipment to and from any such regatta, as determined by the RRC, and shall pay any balance owed based upon the final trip accounting performed by the RRC after the regatta. The Club will not front transportation costs.

3. Failure of payment of either a registration fee or an advance against transportation costs by the time set therefore by the RRC, by or on behalf of any rower shall result in the rower or his or her entire crew not being timely registered and/or the rower's or his or her crew's equipment not being loaded.

4. The logistics of actual registration shall be left to the sound discretion of the RRC, which shall be communicated to Captains or Members.

5. It is in the best interest of the Club to obtain experienced, qualified drivers to transport rowing equipment to regattas.

6. The RRC will obtain qualified individuals and adequate vehicles with which to transport equipment safely to and from regattas and shall designate an official "Convoy Chief" to oversee the efforts.

7. The RRC shall select Members or others to transport equipment from those volunteering to assist in the convoy. All Members shall be given an opportunity to volunteer and to be considered for convoy duty.

8. Individuals selected to transport equipment shall be reimbursed by the Members and rowers attending any particular regatta for all vehicle operating expenses incurred in transit including but not limited to, fuel, lubricants, fluids, repairs and tolls, at the discretion of the convey chief. Such individuals shall also be reimbursed for their reasonable meal and lodging costs while in transit, and such individuals who are non-regatta participants shall also be reimbursed for such reasonable expenses incurred while at the regatta.

9. The RRC shall determine in advance and notify Members of any reasonable token of appreciation, if any, to be offered to any such non-regatta participant volunteer and the charge therefore.

10. The logistics of de-rigging, loading, unloading and re-rigging after return from any regatta, shall be left to the sound discretion of the RRC and the convoy chief, which shall be communicated to the Captains or Members.

11. All Members participating in any particular regatta where Club equipment is required to be transported should help with the de-rigging, loading, unloading and re-rigging of equipment.

12. The RRC shall allocate regatta transportation costs according to the number of "cost units” assigned to each group using the equipment. Each ORC Member and other greater Orlando metropolitan area master rowers rowing in transported equipment except convoy members shall be assigned one cost unit. Other organizations or rowers transporting beats on an ORC contracted move will be assigned cost units equal to the number of boat seats.

13. Organizations or rowers residing beyond the greater Orlando metropolitan area requesting equipment transportation shall be required to execute the then current ORC equipment hauling contract form and pay a flat tee or an advance deposit against their share of transportation costs, as determined by the RRC.

14. The RRC shall provide a complete accounting of any trip to each participant detailing each Member's, other rower and organization's share of trip cost (except in the event of a flat fee charge) as soon as possible after the trip. Each Member, rower and organization shall then promptly submit any balance due.