Detailed Roles and Responsibilities
Club Officers
Commodore - Flag Officer
- Provides and encourages leadership for all club activities
- Chairs the monthly General Committee meetings
- Represents the club at Official functions
- Ensures that the club is run according to its Rules and Constitution
- Reports to the Club Trustees on a regular basis
- Chairs, and provides a report at the AGM
Vice Commodore - Flag Officer
- Chairs the monthly Sailing Committee meetings
- Represents the club at Official functions in the absence of the Commodore
- Provides and encourages leadership in the club's sailing activities
- Attends the General Committee meetings providing a report on sailing issues
- Provides a report to the AGM
- Ensure all sailing is run according to the Sailing Rules
- Oversees the production of the Sailing Programme
Rear Commodore - Flag Officer
- Chairs the House Committee at their monthly meetings
- Represents the Club at Official functions when both the Commodore and Vice Commodore are absent
- Attends the General Committee meetings providing a report on House issues
- Provides a report to the AGM
- Has overall responsibility for the Club premises, cleaning and decoration
- Arranges and oversees the social activities of the club
- Oversees the running of the bar
- Acts as the point of contact for use of the club facilities and car park bookings, and manages the club booking diary
Honorary Secretary
- Is the point of contact for Club correspondence from outside agencies
- Sends official correspondence on behalf of the Club
- Attends the General Committee meetings providing a report
- Produces the agenda for the General Committee meetings
- Takes and distributes minutes of the General Committee meetings
- Sends out notices of the AGM and EGMs to Club members
- Produces the agenda for the AGM
- Takes minutes of the AGM
- Has overall responsibility for membership matters
- Ensures that any disciplinary processes are conducted within the club's rules
- Commissions updates to the Club's Policy Statements and Procedures for General Committee approval
Honorary Treasurer
- Maintains all club accounts to an auditable standard
- Arranges payment of invoices within time
- Raises invoices as required and ensures receipt of payment
- Banks payments received by the club
- Reconciles the bank account with the accounts on a monthly basis
- Monitors the state of club accounts
- Presents a monthly report at General Committee meetings
- Raises concerns at General Committee meetings
- Presents the annual accounts at the AGM
- Makes recommendations on subscription rates to the AGM
Key Club Roles
Sailing Secretary
- Reports directly to the Vice Commodore
- Produces the Sailing Programme for the Club sailing activities
- Attends monthly Sailing Committee meetings
- Produces the agenda for Sailing Committee meetings
- Attends RUG meetings and acts as the club's liaison with other river clubs
- Arranges trophies for the Annual Prize-Giving
- Advertises Open Meetings
- Arranges trophies for Open Meetings
- Ensures that Officer of The Day and safety boat duties are covered
- Acts as the point of contact for other sailing clubs on sailing issues
- Maintains results of all club and Open meeting racing
- Publishes results of racing on the Club website
Membership Secretary
- Reports directly to the Honorary Secretary
- Informs the Honorary Secretary of any applications for new members
- Distributes membership and berthing renewal notices
- Receives membership subscriptions and liaises with the Honorary Treasurer to ensure accounts match membership records
- Maintains accurate and up to date membership and contact records for members and non-members in the club's administration system(s)
Bar Secretary
- Reports directly to the Rear Commodore
- Manages the running of the bar
- Maintains sufficient stock levels
- Maintains hygiene standards within the bar and its equipment
- In conjunction with the Honorary Treasurer, ensures that bar receipts and bar payments are properly accounted for
- Manages the hire and payment of bar staff
House Committee
The Rear Commodore will appoint members of the Club to fill some roles as required. Such roles may include:
- House Secretary – to manage the maintenance and repair of club infrastructure
- Catering Secretary – to manage the catering arrangements for regular club meetings and other social occasions, e.g. Tuesday Suppers, Club Events, Parties, etc.
- Social Secretary – to manage the Clubs major social activities, e.g. booking of entertainment etc.
Harbourmaster
- Reports directly to the Vice Commodore
- Organises and manages the storage of boats in the sailing shed and outside mooring allocations
- Liaises with the Membership Secretary on unpaid berthing fees, new additions, etc.
- Maintains sailing shed and its equipment to required standards
- Leads the annual audit of the sailing shed lifting gear
- Attends monthly Sailing Committee Meetings
Coxswain/Bosun (2 roles – power and sail)
- Reports directly to the Vice Commodore
- Responsible for the safety, maintenance and correct operation of the club power/sailing boats to the required standard
- Attends monthly Sailing Committee meetings
- Maintains stocks of fuel, and spares to the recommended and necessary levels
Welfare Officer
- Reports directly to the Commodore
- Responsible for supporting the well-being of young and vulnerable members and acts as an interface between those members and Club Officers
- Liaises with external authorities when necessary
- Recommends changes to welfare policy as required
Social Media Secretary
- Reports to the Sailing Secretary
- Responsible for maintaining the appropriate public image of the club on Social Media channels (e.g. Facebook, Twitter, Google+)
- Posting of activity based posts promoting club activities, sailing and land based activities on a regular basis and liaising appropriately with members of the public through said channels
Merlin/Handicap Captain
- Leads the Merlin and Handicap classes actively engaging and communicating with all participants
- Promotes and encourages the classes, it's owners, helms and crew
- Arranges events, such as training, ad-hoc and publicised home and away club meets, etc.
- Bringing in new members
- Regulation of the Merlin/Handicap class
- Attend monthly Sailing Committee meetings
Rater Captain
- Leads the Rater class actively engaging and communicating with all participants
- Promotes and encourages the class, it's owners, helms and crew
- Arranges events, such as training, ad-hoc and publicised home and away club meets, etc.
- Bringing in new members
- Regulation of the Rater class
- Attend monthly Sailing Committee meetings
General Committee Member
- To act as a trusted advisor to the club
- Attend monthly General Committee meetings
- To actively engage with the club membership
- To be actively engaged and to participate in club activities
- To lead club initiatives at the Flag Officer's discretion