Chipstead Sailing Club
Roles and Responsibilities
These roles and responsibilities were reviewed and agreed by the General Committee of Chipstead Sailing Club on 17 September 2018
Safety Responsibility
- Overall: the Commodore and General Committee
- During RYA Recognised Training Centre (RTC) activities: the Training Principal
- During Racing: the Officer of the Day (“OOD”)
- Chipmates Saturday Club and other Junior sailing activities: delegated to the Junior Captain and onward to the Day leader for each session.
Commodore
- Lead the Club with a clear vision for Chipstead Sailing Club (“CSC”) and to demonstrate the highest standards of integrity and probity.
- Set clear expectations concerning the culture, values and behaviours of the Club.
- Promote the activities of the Club both externally and to Members.
- Lead the General Committee (“GC”) team including: chairing the GC meetings and Members General Meetings
- Establishing roles of the GC to complete tasks needed for the effective running of the Club
- Providing support and guidance to Members appointed to the GC to enable them to carry out their roles
- Ensuring succession planning to facilitate the smooth running of the GC.
- Ensure appropriate financial controls are in place to protect Members funds and ensure the Clubs financial position is sound.
- Build and maintain good relations with other users of the lake.
- Prime contact with the CSC Trustees.
- Ask members to take responsibility for tasks and activities and thank members and committees for their support.
- Own the overall safety risk.
- Listen to members concerns.
- Represent the Club at public events and Club events and develop relations with the local community and Parish Council
Rear Commodore
- Represent the Club if the Commodore is unavailable.
- Support the Commodore in setting the vision for CSC and expectations of culture, values and behaviours.
- Support the commodore by managing development projects including grants.
- Develop a short term and long term plan for the Club.
- Maintain and submit Sports England throughput figures.
- Ensuring succession planning to facilitate the smooth running of the GC.
- Prime contact with the landlord and Angling Society
Treasurer
- Act as custodian of the Club’s finances and ensure that the Club’s finances are managed in a prudent and appropriate manner. Establish appropriate processes.
- Produce the annual accounts and liaise with the Honorary auditor to finalise and approve the accounts. Present the Treasurer Report and Accounts at the AGM.
- Distribute monthly management accounts to the GC.
- Ensure that reasonable control is kept on expenditure.
- Maintain appropriate accounting records.
- Ensure that appropriate banking arrangements are maintained and manage the Club bank accounts including:
- Establish most productive savings and current accounts; clearing Club invoices using on-line bank transfer or cheque payments; banking all non-membership monies received; periodic reconciliation of the bank accounts.
- Ensure sufficient funds are maintained in the Club’s current account so that invoices can be settled in a timely fashion;
- With the Membership Secretary, ensure membership fees are reconciled and processed.
- Give advice and guidance to budget holders and ensure they only authorise expenditure within their delegated authority.
- Reclaim VAT where possible and pay periodic VAT. Reclaim gift aid relief.
- Recommend annual membership subscriptions and other fees including youth and school groups, and room hire fees. Recommend annual capital expenditure levels.
- Prepare CSC invoices and ensure invoices are paid by debtors.
- Build and maintain relationships with banks and HMRC.
Club Secretary
- Support and advise the GC on the good governance of the Club.
- Develop a good knowledge of the Club Rules and Byelaws and to update those from time to time as necessary.
- Publish the agenda for GC meetings and support the Commodore in the effective running of GC meetings. Take GC meeting minutes.
- Prepare the Notices for all General Meetings of the Members and support the Commodore in the effective running of those meetings.
- Act with integrity at all times and promote transparency to Members regarding the management of the Club activities.
- On the request of the GC: obtain advice for the Club in respect of any legal issues affecting the Club.
- Ensure that CSC is compliant with Data Protection and GDPR regulations and safeguarding Policies in conjunction with the Safeguarding Officer
- Establish terms of reference, if required, for any sub-committees which may be established and to be available to those sub-committees should they require advice or guidance.
- Ensure appropriate agreements are in place with service providers to the Club as well as users of the Club including Youth groups and Schools.
- Manage the Club insurance renewal.
- Prime contact with the RYA, Sevenoaks DC and licensing authorities
- Provide an appropriate induction to new GC members.
- Prime contact with caterers
- Security: prime contact with Spy alarms; maintenance of locking/unlocking rotas; maintain emergency contact list; maintain locks and key holders.
Sailing Secretary
- Chair the Sailing Committee (“SC”) and copy minutes to the GC.
- Ensure that sailing at CSC is organised in the best way for the Members.
- Review and keep class handicaps up to date.
- Organise the Club Open Day with the support of the GC and SC.
- Provide guidance to members of the Sailing Committee (“SC”), Class Captains, other Club officers where it concerns sailing events.
- Set the sailing programme and obtain the approval of the GC and the SC.
- Liaise with the Website Coordinator to ensure that the Club Diary and fixture list on the website is kept up to date.
- Assist Class Captains to organise club and open events
- Maintain trained RIB squad team for duty allocation
- Manage class captains to compile duty allocations
- In conjunction with the Website Coordinator and the Communication Officer and External Affairs Coordinator encourage publicity of club and open events.
- Liaise with the Bosun, OOD, the House Secretary and any other volunteers with respect to scheduled events and expected requirements and attendees.
- Maintain the Notice of Race, Sailing Instructions, Event Entry Forms for club and open events.
- Maintain the race equipment
- Liaise with West Kent Sailing Association and other clubs
Training Principal
- Act as the RYA Training Principal, managing the Recognised Training Centre (RTC) within RYA recognition guidelines, including:
- appointing a Chief Instructor for each discipline within the RTC.
- assessing and managing the safety risk during RTC activities.
- maintaining Standard Operating Procedures.
- maintaining an Emergency Action Plan.
- maintaining an up-to-date list of instructors and their qualifications.
- maintaining appropriate records of training courses and the outcome for participants.
- maintaining training boats and equipment.
- liaising with the Club Welfare Officer to obtain DBS checks for instructors, where relevant.
- Develop an RTC annual training programme setting out all training taking place within the RTC, including youth and adult sailing training; and powerboat training, taking into account the needs of the Members and the Club.
- Liaise with Group Members, and potential Group Members (such as schools) regarding the development and implementation of training programmes for Group Members.
- Lead the implementation of the RTC annual training programme and Group Members training programmes at the RTC.
- Provide mentoring to instructors in support of the provision of high quality training within the RTC.
- Maintain an instructor training programme (including Assistant Instructors, if appropriate) to provide sufficient instructors to deliver the training programmes within the RTC.
Membership Secretary
- Welcome new members and act as the first point of contact with regard to membership enquiries.
- Maintain a database of members and their contact details and to distribute club information and emails to the Members.
- Respond to enquiries about membership of the Club either directly or by passing those enquiries to the relevant class captain.
- Manage the Club’s subscription renewal process and to receive and process membership applications and chase late payers.
- Monitor membership numbers to ensure they remain within the Clubs insurance terms as well as noting key trends and reporting such to the GC with recommended actions.
- Liaise with the Treasurer re membership income .
- Advise class captains re. new members and duty officer re duty preferences, dates and skills and boats entitled to use dinghy park
House Secretary
- Chair the House committee and report minutes to the GC
- Ensure the Clubhouse is a safe and secure environment for Members to enjoy and which meets the reasonable needs of Members.
- Manage the House sub-committee.
- Ensure that all maintenance and safety matters are dealt with in a timely fashion.
- Carry out an annual safety inspection and recommend proposals to the GC.
- Recommend House improvements to the GC and deliver best value for Members in respect of any works carried out.
- Manage the House budget within delegated authority levels.
- Manage club lettings enquiries and appoint bar volunteers. Liaise with the Treasurer re invoicing. Display club lettings.
- Organise cleaning, health and safety inspections and comply with hygiene regulations
Bosun
- Overall responsibility for maintaining power boats and engines and the committee boat for Open Meeting and Club use
- Maintain powerboat engines and boats for constant use *
- Manage the petrol provision at the Club.
- Maintain safety radios
- Liaise with Training principal re training equipment needs
- *NB In practice powerboat engines are maintained by an experienced club member
Administration Secretary
- Ensure that all external facilities are serviceable and safe including the car park, pontoons, stairways and ramps
- Organise Winter Working Parties
- Manage the administration budget.
- Liaise with Water Board and Angling Society re. water level
- Maintain gardening equipment
Social Secretary
- Ensure CSC maintains active social cohesion between the members outside of sport
- Identify, organise and promote social functions for members to enjoy
- Ask class captains to organise suitable functions
- Collect payment and liaise with treasurer for income and expenses
Duties Secretary
- Ensure that the Club is able to function on a day to day basis by the allocation of duties to class captains.
- Ensure that duties are scheduled into the online Dutyman system .
- Liaise with the Membership Secretary regarding those members who have left or not renewed their Membership to ensure they are not allocated duties.
- Liaise with the OOD to pre-allocate appropriate Race Management Teams to each race event.
- Liaise with the RIB Squad to allocate Safety Boat and RIB squad Helms.
Welfare Officer
- Implement and maintain Club safeguarding and child protection policy
- Advise Members seeking advice in respect of the Policy.
- Prime contact for any safeguarding concerns in respect of children or vulnerable adults.
- Liaise with the Training Principal and GC to ensure that all those involved with both young people and vulnerable adults understand what is required.
Website Coordinator
- Maintain the Club website and apply content changes as advised by GC
- Improve and develop the Club website as necessary
- Advise the GC in respect of all matters relating to the website and cyber-security
- Liaise with the website hosting company.
Publicity Coordinator
- Edit and publish announcements to members via webcollect
- Communicate with the Yachting Press and release statements to local Press regarding CSC activities and open days.
- Liaise closely with the Website Coordinator to maintain and improve the Club’s website.
- Supply photographs for the web coordinator and Facebook
Junior Class Captain
- The Junior Class captain will Chair the Junior Committee (“JC”) and have overall responsibility for co-ordinating Junior sailing (but not training) at the Club.
- Through the JC and with assistance from other volunteers the Junior Class captain will:
- Ensure that Junior sailing at CSC is organised in the best way for Members.
- Organise the Junior section sailing activities including:
- The Chipmates Saturday Club including associated duties on a Saturday morning (through the Dutyman allocation system).
- The Chipmates Summer Camp including associated duties.
- The Junior Saturday Handicap race on Saturday mornings
- Junior activities at the Club Open Day.
- Junior entries and teams at Inter-club events
- Ensure that those undertaking duties for Junior activities have appropriate qualifications and checks in place in line with Club policy.
- Ensure those undertaking duties for Junior activities are provided with the appropriate Club policies and procedures relevant to their role.
- Promote parent participation in duties and other aspects of running the Junior section.
- Review and provide input to the Club sailing programme.
- Liaise with the Website Coordinator to ensure that Junior information on the Club website is kept up to date.
- In conjunction with the Website Coordinator and the Communication Officer and External Affairs Coordinator encourage publicity of Junior events.
- Liaise with the Bosun, OOD, the House Secretary and any other volunteers with respect to scheduled events and expected requirements and attendees.
- Maintain the Notice of Race, Sailing Instructions, Event Entry Forms for Junior open events.
- Liaise with Kent Schools Sailing Association and other Junior representative pathways.
- In conjunction with the Training Principal maintain Training and Junior dinghies.