Committee Duties

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.

The Commodore should:

Schedule & manage committee meetings
- If unavailable arrange alternate chair
Put together agendas for meetings
Responsible for the overall running of the Club
Manage the annual general meeting
Manage any Special General Meetings
Promote and develop increased club membership
Represent the club at Official functions
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
Representation or arrange representation for (Yachting Victoria, Yachting Westernport Government etc)
Direction and strategy
Member’s issues and programs
Represent CYC or arrange representation at other Yacht Opening days. The days include all YW member clubs as well as sister clubs
Arrange CYC publicity where possible and appropriate through local papers
Chair Opening Day at CYC
Chair & attend Commodores welcome
Ensure compliance with all regulatory authorities

Knowledge and skills required

Ideally the Commodore is someone who:

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

The Vice Commodore should:

Create a Social calendar for the members in conjunction with the Sailing calendar. (At the discretion of the Vice Commodore, a Social Sub-committee may be formed in order to share the responsibilities, planning & attendance. These volunteers are to help the Vice Commodore and are not considered members of the Cowes Yacht Club General Committee.) The Social calendar is to be both emailed and posted to all members, posted on the Cowes Yacht Club website, as well as displayed in a prominent place in the Clubrooms
Organise a kitchen working bee in conjunction with the Club general working bees in order to get the kitchen and clubrooms ready for the social and sailing season
Organise with the Bass Shire Health Dept. to get our kitchen registration certificate updated. This requires a kitchen inspection and is usually held straight after the first working bee
Organise a team to provide refreshments for the club's Official Opening of the Sailing Season
Organise the morning tea, lunch, and afternoon tea roster for the Tackers Sailing Program
Liase and organise a food stall for raising external additional funds during the Nippers Program
If it is the year that Cowes Yacht Club is host for the Yachting Westernport Off The Beach Challenge (every 4 years), volunteers must be organised to provide hot food to sell to raise external additional funds for the Club
Attend regular monthly Committee meetings when possible as planned by the General Committee
Be sure that correct financial reconciliations are completed after each Social function, and that the monies are deposited into the Club bank account at the earliest convenience. Receipts of these takings must be kept and submitted to the club Treasurer at the conclusion of the sailing season in time for the annual audit
Educate new kitchen workers/volunteers on correct kitchen operating procedure, cleanliness, and operation of kitchen appliances
Support the Commodore whenever required and possible

Rear Commodore

The Rear Commodore should:

Advance and promote all forms of boating and on water activities in consultation with any sub-committee to which the Committee may delegate the functions of a race committee in terms of the Racing Rules of Sailing or rescue boat support, and assist any such sub-committee in race management including race and safety briefings
Develop and improve sailing, racing, race management and safety skills within the Club; and
Liaise with the Australian Sailing on issues affecting the Club, other than issues within the responsibility of the Commodore or Secretary
Manage the maintenance of all club equipment associated with on water activities
Liaise with Yachting Western Port for coordination of major sailing events
Prepare and issue an annual on water event program and officer duty roster

Secretary

The Secretary is responsible for the Administration of the Club:

Communications – Most importantly
- Provide minimum fourteen days notice to members prior to a General Meeting
- Table the minutes from the previous General Meeting for approval
Public Officer – Most importantly
- Lodge with ASIC the Annual Statement by Public Officer within 28 days post General Meeting
Membership database (if no membership secretary appointed)
Keep Minutes of proceedings of the Committee and of General and Special General Meeting of the club
Keep and maintain such other records of the Club and carry out such other duties as the Committee from time to time shall direct or as are required by the Act
Make available for inspection by Club members the books, registers and documents of the club
Receive, distribute, and reply where required, all correspondence
Maintain historical records

Treasurer

The Treasurer should:

MYOB – post cash entries to relevant accounts, Bank Reconciliations
Record payments and receipts
Cashflow projections
Ensure Financial reports available at AGM and explain their content
Prepare Treasurer’s report of financial position at each committee meeting
Maintain and show evidence of receipts and payments
Assist accountants with preparation of annual financial report. Explain transactions, post depreciation and adjustment journals
Invoice fees and fuel invoices to members
Ensure bills paid on time (via cheques or BPAY online
Lodge receipts promptly to bank account