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GRANDMASTERDRAGONBOATCLUBOFTHEVILLAGESINC.

RULESANDPROCEDURES
SectionI.TermsofReferenceforGMDBCVolunteerPositions
WiththeintentofmakingtheelectedGMDBCofficersjobsmoremanageable,the
followingresponsibilitiesshallbedelegatedtoaTeamCaptainortheirdesignee.
RaceCoordinator:
1. Compilesalistofdragonboatracesandfestivals,completewithallthelogistics
relatedtotheraceorfestivalandsharesthisinformationwithallTeamCaptains
inatimelymanner.
2. Negotiateswiththeraceproducerforadiscountinentryfeeswhentwoormore
GMDBCteamscompeteinthesameevent.
3. EstablishesaracecommitteewithrepresentationfromallGMDBCteamsto
assistinthefulfillmentoftheseduties.
PracticeHoursCoordinator:
1. MakesallTeamCaptainsawareofthepracticehoursavailableonLakeSumter
andLakeMiona.
2. InformsallTeamCaptainsatleasttwoweeksinadvancewhenandwherea
practicehourallocationmeetingwillbeheld.
3. FacilitatesthepracticehourallocationmeetingwithTeamCaptainsortheir
designatedrepresentativesonatleastaquarterlybasis.Thepracticeschedule
establishedforeachquarter,orforashorterperiodoftimeasdeemed
necessary,shallbefairandequitabletoall.
EquipmentProcurementManager:
1. Surveysallteamsfortheirrequestsregardingnewequipmentpurchasesforthe
Club,includingboats.
2. FormsacommitteetoconsiderGMDBCneedsandwantsregardingnew
equipmentpurchases.Allteamshavetherighttoparticipateonthiscommittee,
andatleast50%ofteamsshallberepresentedatameeting.
3. MakesrecommendationstotheBoardtoconsiderregardingnewequipment
purchases.
EquipmentMaintenanceManager:
1. Maintainsboats,trailersandassociatedequipmentusedbyClubteams.
2. Movesequipment(i.e.boats)whennecessary.
3. Submitsrequestsforequipmentrepairsover$300totheBoardforapproval.
4. Submitsdocumentationforreimbursementofequipmentexpenses,including
coststomoveboatsandstoretrailer,totheClubTreasurer.
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ClubActivitiesCoordinator:
1. IdentifiesavolunteertochairGMDBCactivitiesthattheClubchoosestobe
involvedinincluding,butnotlimitedto:
a. Clubregatta
b. Familypaddle
c. Clubpicnic
d. Beach,Boat,andBarbecue
e. OutdoorExpo
f. NewVillagerInfoExpo
2. Assiststhevolunteerchairasneeded.
WebsiteCoordinator:
1. MaintainscurrencyofallaspectsoftheGMDBCswebsite.
2. KeepstheGMDBCswebsitecalendarcurrentandaccuratewithGMDBC
activities,races,andmeetings.
3. PostsallpracticehoursforLakeSumterandLakeMionaaccuratelyonwebsite
calendarandupdateschangestoreservedhourspromptly.
PublicRelationsCoordinator:
1. PromotesGMDBCaccomplishmentsandactivitiesinallformsofpublicmedia.
2. CoordinatesClubandteammeetingnotificationstotheVillagesRecreationNews
oneweekpriortotheThursdaypublicationdate.Submissionsarelimitedto150
wordsorless.
DataBaseCoordinator:
1. MaintainsanaccuraterosterofGMDBCmembersincludingtheirnames,team
affiliation,emailaddress,telephonenumber,address,dateofbirth,VillagesID#,
whenjoined,paymentofannualdues,GMDBCmembershipform,GMDBC
ReleaseAgreement,UnitedStatesDragonBoatFederation(USDBF)Club
InsuranceWaiver,andVillagesRecreationWaiver.
SectionII.MoneyMatters
Dues:
AnnualmembershipduestotheGMDBCwillbedeterminedbytheBoardformembers
andassociatemembers.Anychangestotheamountofduesmustbeannouncedthree
monthspriortothechangegoingintoeffect.
Spendingauthority:
1. Exceptasspecifiedinparagraph4below,anypurchaseupto$5,000mustbe
preapprovedbytheBoard,pendingclearancebytheClubTreasurerthatthere
aresufficientfundstocoverthepurchase.
2. Exceptasspecifiedinparagraph4below,anypurchaseover$5,000mustbe
preapprovedbyamajorityvoteofGMDBCmembers,pendingclearancebythe
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ClubTreasurerthattherearesufficientfundstocoverthepurchase.If
expendituresinsupportofClubactivities/eventsareanticipatedtoexceeda
reimbursablebudgetof$250.00,priornoticemustbegiventotheTreasurerfor
approval(consultationwiththeBoardifnecessary).
3. AllpurchasesmustbenefittheentireGMDBC.
4. Allocationoffundstocoverannualcostsofthewebsite,trailerstorage,and
insurancepremiumsarenotsubjecttotheabovepolicy.
Excessfunddisbursementtoteams:
1. Whenthesemiannualbudgetmeetingdeterminesthattherearefundsinexcess
ofanamounttheBoarddeterminesshouldremainintheClubtreasury,thefunds
inexcessofanyamountneededforClubpurchases(seeitem2below)shallbe
refundedtotheteamsusingthefollowingformula:
ThetotalfairsharecontributionduringtheperiodsetbytheBoardatthebudget
meetingiscalculatedfromtreasuryrecords.
Eachteamstotalfairsharecontributionforthesameperiodiscalculatedfrom
Clubrecords.
EachteamstotalisdividedbytheClubstotaltodeterminethepercentoftime
theteamusedtheboats.
Thetotalfundstobereimbursedisthenmultipliedbyeachteamspercentageto
calculateamounttoberefundedtotheteam.
2. Priortocalculatingtherefundsforteams,theEquipmentProcurementManager
shallreporttotheBoardanyplannedequipmentpurchasesthatmightaffectthe
amountoffundsavailableforrefund.
FairShareContribution:
FairShareContributionsarefundscollectedfromtheteamstopayCluboperating
expense,equipmentpurchases,andequipmentmaintenance.TheBoardwillplanthe
budgetanduseofClubfundsatsemiannualbudgetmeetings.WhenevertheGMDBC
accumulatesexcessfunds,theexcessmaybereturnedtoteamsusingthefund
disbursementformuladescribedabove.Thefairsharecontributionshallbedetermined
byamajorityvoteofBoardmembers.
Jointfundraising:
1. TheBoardmaydecidetoschedulejointfundraisingactivitieswithteams.
2. Onlyteamsparticipatingintheactivity,withaminimumnumberofparticipantsas
setbytheBoard,willreceiveanequalshareoftheprofits.
3. Teammembersmayassistbysellingticketsandworkingtheevent.
Receipts:
NoGMDBCfundsmaybeusedtoreimburseclubpurchaseswithoutreceiptsorproper
documentationthatissubmittedtotheTreasurerinatimelymanner.
SectionIII.BoatRelatedPolicies
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TheGrandMasterDragonBoatClubshallbeobligedtocomplywithallrulesand
regulationssetforthbyTheVillagesRecreationDepartment.
GuestPaddlers/TrainingPaddlers:
1. AguestpaddlerisapersonwhomayormaynotpossessavalidResidentIDbut
hasbeeninvitedbyateammembertopaddlewithateam.Atrainingpaddlerisa
personwhohasavalidResidentIDandwantstotryoutpaddlingtodetermine
theirinterestinjoiningtheteam/club.
2. TeamCaptainsshallensureteamcompliancewiththerestrictionsonboatusage
onLakeSumterandLakeMionabyguestortrainingpaddlers.
3. IntheeventofaplannedGMDBCorVillagesactivitytopermitguestsonboats
(e.g.,forFamilyPaddleday)orateaminvitesatrainingpaddlertotryout,the
guest/trainingpaddlersmustsigntheVillageswaiver,theGMDBCRelease
Agreement,andtheUSDBFinsurancewaiver,andanyotherwaiverdeemed
necessary.
4. DragonboateventssanctionedbytheVillagesRecreationDepartment(VRD)will
followVRDguidelines.
5. Eachguest/trainingpaddlermustbeprovidedwithapersonalfloatationdevice
beforegettingonaboatandgivenbasicsafetyinstructions.
6. Guestortrainingpaddlersmayonlygoontheboatsthreetimesinanygiven
calendaryearbeforetheymustjointheGMDBCorstoppaddling.Individuals
mustmeettherequirementsformembershipasoutlinedintheGMDBCBylaws.
7. Childrenmustbeatleast12yearsoldandareallowedonLakeMionaboatsonly.
Waiversaretobesignedbytheresponsibleadult.
Gueststeerpersons,Drummers,andCoaches:
1. TeamCaptainsshallensureteamcompliancewiththerestrictionsonboatusage
bygueststeerpersons,drummers,andcoaches.
2. EachguestmustsignGMDBCandinsurancewaiversannually.
3. UnlesspermittedbytheVRDforaspecialoccasion,guestswithoutavalid
VillagesResidentIDguestsareallowedonLakeMionaonly.
SectionIVRaceRelatedPolicies
1. EveryTeamCaptainmustensurethattheirteamisinfullcompliancewith
SRDBA,USDBAandIDBFrulesandpoliciesatracessanctionedbythat
organization.
2. Forfestivaleventsnotsanctionedoraffiliatedwiththeaboveorganizations,Team
Captainsmustensurecompliancewiththepublishedrulesandpoliciesofthe
festivalproviders.
3. OnlyGMDBCmembersmaypaddlewithGMDBCteamsincompetitions.
Steersmanand/ordrummersareexceptionstotheclubmembership
requirement.
4. GMDBCmembersmayparticipateonnonGMDBCteams.
SectionV.Grievances
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1. AnyGMDBCTeamCaptain,whobelievesanotherteamhasviolatedtheClubs
rulesandprocedures,maysubmitagrievanceinwritingtothethesecretaryof
theBoard.Theexplanationoftheallegedgrievancemustbeaccompaniedby
verifiableevidencethataGMDBCRuleorProcedurehasbeenviolated.
2. TheBoardshallconsiderthemeritsofthegrievanceandshallinvitetheTeam
CaptainoftheaccusedteamtoameetingoftheBoard.IfaBoardmemberison
theteamfilingagrievance,he/shemustberecusedfromthemeetingwiththe
TeamCaptainandfromanydecisionsregardinganysanctionsimposed.
Likewise,theBoardmemberfromtheteambeingaccusedoftheviolation,shall
alsoberecusedfromthemeetingwhendecisionsregardingsanctionsarebeing
discussed.
3. Theaccusedteamhastherighttoanimpartialreviewofthegrievance.
4. TheBoardshallmakeadeterminationoftheveracityofthecomplaintandwork
withtheTeamCaptaintocorrecttheproblem.Ifdeemedappropriate,theBoard
shalldeterminethenatureofanysanctionsthatmaybeapplied.
SectionVI.InternationalCompetitionTraining
TheGMDBCrecognizesthecommitmentofindividualsandteamsthatcompeteatthe
internationallevel.TothatendtheClubsupportstheseindividualsandteamswiththe
followingpolicy:
1. AnyGMDBCteam,includingaGMDBCcompositeteam,whichistrainingfor
internationalcompetition,mayreserveboatsonLakeSumterorMionaforthose
hourswhenboatsarenotalreadyscheduled.Thesehoursdonotreplacethe
teamsregularpracticehours.FairSharecontributionwillapplytothesehours.
HoursmustbereservedwiththePracticeHoursCoordinator.
2. AcompositeteammadeupofGMDBCmembersandindividualswhoare
nonVillageresidents,whichistrainingforinternationalcompetition,mayreserve
withGMDBCpermissionanyunreservedhouronLakeMionaforpractice.Fair
ShareContributionwillapplytothesepracticehours.Hoursmustbereserved
withthePracticeHoursCoordinator.
3. NonVillageresidentsonthecompositeteammustsignaVillageswaiver,
GMDBCwaiver,andaUSDBFwaiver.
The above Rules and Procedures were adopted by the membership of the Grand
Masters Dragon Boat Club on ________________________ and may be amended as
necessary by a majority vote of the Club membership.
_________________________
Secretary GMDBC