Port Bouvard Yacht Club

A division of Port Bouvard Recreation & Sporting Club Inc.

Roles and Responsibilities

20 October 2011

TABLE OF CONTENTS

1	INTRODUCTION	3

2	COMMITTEE MEMBERS	3

2.1	Commodore	3

2.2	Vice Commodore	4

2.3	Secretary and registrar	4

2.4	Treasurer	6

2.5	Rear Commodore	7

2.6	Principal Race officer/Controller (PRO)	8

2.7	Officer of the Day (OOD)	9

2.8	Marketing and Promotions Co-ordinator	10

2.9	Sponsorship, Fundraising and Grants Co-ordinator	10

2.10	Bosun	11

INTRODUCTION

This document is intended to define the job description of the relevant committee members to allow volunteers to better understand what assistance is required for the PBYC while also defining the respective duties for its members.

The intent of these job descriptions is to provide a guide or overview of these roles although the physical work load may need to be shared by a number of people to complete the necessary tasks. The delegated person associated to this role will still be the intended accountable person.

COMMITTEE MEMBERS

The committee is made up of a number of designated roles complemented with a number of designated members to allow decisions to be made that will represent the PBYC as a whole.

These designated roles are;

Role Title
Commodore
Vice Commodore
Secretary and Registrar
Treasurer
Rear Commodore
Principal Race Officer (PRO)
Officer of the day (OOD)
Marketing and promotions co-ordinator
Sponsorship, Fundraising and Grants co-ordinator
Bosun

Commodore

The Commodore sets the overall annual committee agenda (consistent with the views of members), helps the committee prioritise its goals and then keeps the committee on track by working within that overall framework. Chair committee meetings and direct their activities.

Responsibilities and duties

Manage committee meetings

Manage the annual general meeting

Represent the club at local, regional, state and national levels

Act as a facilitator for club activities

Ensure the planning and budgeting for the future is carried out in accordance with the wishes of the members

Organise and lead teams for the functions of Marketing and Promotions as well as the Sponsorship, Fundraising and Grants as per sections 2.8 and 2.9 respectively

Knowledge and skills required

Can communicate effectively

Is well informed of all organisational activities

Is aware of the future directions and plans of members

Has a good working knowledge of the constitution, rules and the duties of all office holders and subcommittees

Is a supportive leader for all organisations' members

Vice Commodore

Chair committee meetings and direct their activities as above in the absence & supporting role of the Commodore.

Secretary and registrar

The Secretary is responsible for all administration for both juniors and seniors, the recording of minutes, informing committee of meetings and events and liaising with the State Sporting Association.

Responsibilities and duties

Prepare the agenda for club/group meetings in consultation with the Commodore

Make arrangements including venue, date, times and hospitality for club meetings

Send adequate notice of the meetings

Collect and collate reports from office bearers

Call for and receive nominations for committees and other positions for the club AGM

Take the minutes of meetings

Write up the minutes as soon as possible after the meeting

Read, reply and file correspondence promptly

Collate and arrange for the printing of the annual report (if required)

Maintain registers of members’ names and addresses, life members and sponsors

Maintain files of legal documents such as constitutions, leases and titles

Act as the public officer of your club liaising with members of the public, affiliated bodies and government agencies

With associations — process/transfer applications, enter teams in competitions, represent your club at association meetings, obtain association sanction for club events, communicate information between association and club members (such as event deadlines)

Other tasks — handle bookings and entries, respond to general duties as directed by the club committee

Knowledge and skills required

Can communicate effectively

Is well organised and can delegate tasks

Can maintain confidentiality on relevant matters

Has a good knowledge of the constitution

Treasurer

The Treasurer is responsible for creating and maintaining the club budget, maintaining all club financial records. Tasks include banking money, approving all incoming invoices for settlement, receiving course and function fees, liaising with State Sporting Association regarding registrations, paying insurance and affiliation fees.

Responsibilities and duties

Prepare a budget and monitor it carefully

Keep the club’s books up-to-date

Keep a proper record of all payments and monies received

Make sure financial reports are available and understood at all committee meetings

Show evidence that money received is banked and documentation provided for all money paid out

Ensure that information for an audit is prepared each year

Arrange the audit (if required)

Give Treasurer’s report at regular meetings and when required

Produce an annual financial report

Send out accounts (supervision and approval of issue only)

Pay the bills (supervision and approval of issue only)

Issue of receipts

Knowledge and skills required

Well organised

Able to allocate regular time periods to maintain the books

Able to keep good records

Able to work in a logical orderly manner

Aware of information, which is needed to be kept for the annual audit

Rear Commodore

The Rear Commodore has an important role ensuring the successful management of on water activities and welfare of the sailors during on water sailing club activities.

Responsibilities and duties

Administration and management of all sailing club on water activities

Appointing Sailing Instructors and Assistant Sailing Instructors

Actively promote parent’s interaction for on beach base support for first aid, transporting boats & equipment, toilet run

Ensuring all participants remain together during the course and support each other whilst they are undertaking club activities

Welfare of all sailors during training and competition

Knowledge, Skills, Experience and Requirements

Liaising with all members, sailors, parents, instructors and office bearers to ensure the participants are appropriately dressed and informed of training, competition and club functions

Interact with relevant sporting/training association

Adjudicating any problems that may arise amongst members, parents, instructors and supporters

Ensuring all welfare and safety requirements for the members are met

Ensuring participants under 18 years are supervised at all times. It is extremely important that all office bearers are aware of relevant policies including:

Child Protection Policy. All club officers who are dealing with children are required to have a Working With Children Check (WWC)

Harassment Free Policy

Codes of Conduct

Knowledge and skills required

Strong interpersonal and oral communication skills including the ability to effectively liaise with junior and senior sailors, members and administrators

Strong organisational skills

Sound knowledge of the procedures and rules/regulations of the activity/racing

Current First Aid certificate

Sailing Instructors certificate

Principal Race officer/Controller (PRO)

The Principal Race Officer is responsible for fixturing and recording general statistics including results, votes and standings. Responsibilities also include organising additional volunteers and ensuring safety procedures are in place.

Responsibilities and duties

To calculate and set handicaps

Ensuring the sign on sheet and any other rules/regulations of the competition are carried out

To act as senior race organiser

To prepare and arrange programmes of racing

On each day to appoint an Officer Of the Day who shall be responsible for all Club equipment and for the setting up of buoys, the selection of the sailing course for the day, and the settling of final details for each race

Officer of the Day (OOD)

To play a leadership and coordinating role among the rescue boat volunteers, oversee the activities of the start/finishers/time keepers to ensure they are carrying out their purpose and duties, to generally promote high standards in the running of races for PBYC.

Responsibilities and duties

To perform duties applicable to all Race OOD as required

To provide direction and guidance to the rescue boat volunteers and to oversee their activities to ensure they are carrying out their duties and responsibilities

To ensure races and weekend events are serviced by rescue/starting boat volunteers as required, and to prepare schedules and duty rosters for the volunteers

To act as the Principal Race Officer (PRO) and take the lead in running a race when there is no designated volunteer capable of performing this role for the race, and to co-ordinate and assign roles among the volunteers so that they are able to carry out their expected tasks in helping to run a race

When acting as the PRO and when time and circumstances permit, to instil a greater understanding of management among volunteers by answering their questions and providing instruction and information about race management

To problem solve, but where necessary, to seek out advice and support from the PRO or Rear Commodore

Perform other related duties as directed

The OOD shall report to the Race Officer as necessary. The OOD shall report problems and difficulties to the appropriate person

Knowledge and skills required

Ideally the Officer of the Day is someone who has a:

Recreational skippers ticket (RST) certificate

Good working knowledge of PBYC Sailing Instructions, the Racing Rules of Sailing (RRS), race management, and safe boating practices

Previous experience as an OOD or equivalent experience or knowledge

A demonstrated ability to assume responsibilities and lead and coordinate volunteers to produce desired outcomes

Marketing and Promotions Co-ordinator

The Marketing Person is responsible for keeping members and the public informed

of all events and functions via the media and club website. The marketing person will also source merchandise opportunities.

Responsibilities and duties

Develop (as part of the club plan) in conjunction with the Marketing and Promotions Committee the club marketing plan

Work with the Treasurer to develop a budget for the marketing plan

Oversee the implementation of the strategies in the marketing plan

Submit regular reports to the club committee

Knowledge and skills required

Can communicate effectively

Is positive and enthusiastic

Is well organised

Has marketing expertise and experience in dealing with the local media

Sponsorship, Fundraising and Grants Co-ordinator

The Sponsorship and Fundraising Coordinator is responsible for attracting sponsorship, accessing grants and arranging fundraising and social events aimed at bringing members together, attracting new members and raising the profile of the club.

Responsibilities and duties

Determine what purpose the funds are being raised for

Develop a fundraising plan

Identify potential source of funds e.g. sponsorship, grants etc

Write the grant application or sponsorship proposal

Ensure the acquired funds are being used for the designated purpose

Maintain relationships with donors, grant agencies and sponsors

Bosun

To provide Port Bouvard Yacht Club the capacity to run good races and competitive sailing events and to provide the necessary support to the PBYC volunteer race committee.

Responsibilities and duties

Clean, maintain and repair racing equipment, ensuring flags, marks, floats and ground tackle etc. are functional and storage is kept in good order

Maintain and ensure all club boats are in good working order

Ensure that the rescue boat is kept clean and tidy and ensure that all safety equipment is on board and in good order

Ensuring all equipment is safe; the first aid kit is ready for use

Prepare required race equipment and load boats in a timely fashion prior to each scheduled race

Operate boats and perform mark setting and race committee duties as directed

Operate boats using common sense and within safe parameters under guidance in an emergency situation

Retrieve marks, secure boats and return all equipment to storage at the completion of sailing activities in a timely manner

Perform other related duties as directed

Knowledge and skills required

Recreational skippers ticket (RST) certificate

Good working knowledge of PBYC Sailing Instructions, the Racing Rules of Sailing (RRS), race management, and safe boating practices

Previous experience as a Race Boatswain or equivalent experience or knowledge

A demonstrated ability to assume responsibilities and lead and coordinate a team of volunteers to produce desired outcomes