Job Descriptions Backup 070224

Index

• Bar Captain
• Bosun
• Clubhouse Bookings Secretary
• Commodore
• Cruise Captain
• Handbook Preparation
• House Manager
• Membership Secretary
• On Watch Editor – 2024
• OOD
• Property Officer
• Public Relations Officer
• Hon. Secretary
• Social and Galley co-ordinator
• Talks Organiser
• Training Officer
• Hon. Treasurer
• Vice Commodore
• Webmaster – 2024
• Walks Coordinator
• Wednesday Supper Booking Secretary

Bar Captain

To oversee the general running of the bar with the assistance of two cellar staff who are responsible for cleaning the bar surfaces and beer lines, stocking up of the bar and advising the Captain of stock requirements.

The Captain should take on any duties for which the cellar staff are unavailable

• The beer, wine and Spirits are generally purchased by the Bar Captain as well as the snacks i.e peanuts.
• Appoint a “Staffing Rota Officer” to create a monthly bar rota which has to be done two months in advance.
• Answer any queries that might arise, making sure pricing and bar tariff is kept up to date.
• The Rota Officer is first port of call should anyone be unavailable for bar duty – generally the only thing required is to find someone who is available.
• Make sure events i.e Regatta, Maritime are adequately staffed.
• The Bar Captain will be the main point of contact with the Drinks Suppliers and will produce price lists in consultation with the treasurer.

Last updated April 2020 by David Sparrow

Bosun

Responsible for the selection, purchase and selling of regalia items to the members.
Items to include clothing, burgees, badges and any other item that, from time to time, may be thought to be of use to the club members
The administration and record of all transactions in relation to the above.
Report to the committee monthly and carry out a yearly stock take in co-operation with the club Treasurer.

Last updated April 2020 by Ross Powlesland

Clubhouse Bookings Secretary

Maintain a diary of all club bookings to ensure no clashes with other bookings and Club events.

Take bookings from members for private use of the Club.  Send booking form electronically incorporating terms and conditions.  Invoice accordingly.

Take bookings from educational classes.  Send booking form incorporating terms and conditions.  Invoice accordingly.

All invoices are sent out electronically and copied in to Treasurer.

Take bookings from maritime and other associations as agreed who are not charged to use the premises for meetings etc.

Communicate dates to the Webmaster for inclusion in Events on the website.

Deal with any queries arising

Last updated April 2020 by Sarah Lines

Commodore

To act as a focal point, mediator and co-ordinator for all Club activities.

To become familiar with the rules of the Club and to ensure that all decisions are compliant with them.

To ensure the Club delivers on it’s principal objectives, namely the promotion of boating, cruising and associated activities.

To ensure that the Club is managed within the financial constraints of it’s resources and that major expenditures are properly planned for, considered and affordable.

To be familiar with current best practices in club management, attend RYA seminars and implement improvements as necessary.

To act as a mentor for the Vice Commodore, help prepare him/her for the responsibilities ahead, keep him appraised of current club business and delegate to him when necessary.

To make succession planning in relation to the key Club positions, namely Flag Officers, Hon. Secretary and Hon. Treasurer.

To ensure the self-help ethics of the Club are maintained, by utilising members’ talents for the benefit of the club and where possible avoiding the employment of paid staff.

To welcome new members into the Club and ensure they are integrated into the Club ethics and activities at an early date.

To liaise as necessary with other kindred local clubs.

Specific Tasks Include :-

• To liaise with the Hon. Secretary regarding correspondence and meetings.
• To chair routine monthly Committee meetings.
• To write a monthly address for On Watch.
• To address members at functions.
• To chair the annual AGM and EGMs as necessary.
• To actively participate in Club events.
• To lay a wreath on behalf of the Club on Remembrance Day.
• To provide adequate Port for members at the Christmas Party.

Last updated April 2020 by Phil Wadley

Cruise Captain

Plan, coordinate and promote cruising within the Club by setting and advertising the calendar of cruising activities during each season.

1. Plan the draft cruise calendar and find leaders for the proposed cruises by early January:
   • including about 10 cruises for each season between May and September;
   • covering the East Coast (Lowestoft to Medway) plus some longer distance UK and foreign cruises;
   • plus other events (e.g. model boat challenge, canoe cruise, barge trip).
2. Work with cruise leaders to plan and coordinate cruises and obtain feedback.
3. Coordinate preparation of cruise booking slips in booklet and on Club website.
4. Work with Cruise Leaders to prepare cruise posters for club house
5. Present cruise plan to Members at Cruise meeting in March
6. Book popular cruise venues up to a year in advance to secure dates.
7. Report cruising plans and activities to the WCC monthly committee meetings.
8. Ensure cruises are advertised and reported in “On Watch” and on the website.
9. Ensure new cruise leaders have guidance for their first cruise.
10. Look for new ideas or activities to encourage cruising.
11. Check Cruise related information for Club Handbook.

Last updated May 2020 by Mark Richardson

Handbook Preparation

Overview

This involves co-ordinating club members, officers, advertisers and people from other groups to establish the changes that need to be made to the Handbook for the coming year.  These changes are then sent to the printers and are checked before the Handbook is actually printed in a timely manner.

Finally, advertisers are then invoiced, and copies and a summary passed to the Treasurer for follow-up as required.

Specific tasks

• Contact all advertisers in the previous year’s Handbook and see if they wish to continue advertising with us and if they require any changes to be made to their advertisement.  Pass any changes to the printers.
• Attempt to attract new advertisers.
• Liaise with Club members and officers to ensure that previous content is still valid and incorporate changes as necessary and pass to printers.`
• Contact people outside of the Club who have entries in the Handbook and see if they wish to update their entries for the coming year.  Pass any changes to the printers.
• Liaise with the Membership secretary for the latest membership and boat registers.  Pass these to the printers.
• Receive a proof copy of the new Handbook from the printer and check all changes have been accurately made.
• Circulate proof copies of the Handbook to club officers for them to comment on the new Handbook and for any errors to be spotted.
• Arrange for printing of the Handbook for the beginning of March.
• Send invoices to all advertisers by email.
• Send summary and copies of invoices to Treasurer
• Review printer’s invoice on receipt and forward to treasurer with comments for payment.

Revised by: John Maxwell 23/4/20

House Manager

This position will necessitate a weekly visit to the Club

Estimated time required = no more than 1 hour per week

Check Club letter box, redirect mail and place on message board as required.

Check the answerphone is giving the correct message (unmanned phone)

Liaise with the Property Officer when items need repairing.

Periodically remove out of date notices in the lobby.

Annually – arrange trophy collection, engraving and cleaning.

Annually – purchase wreath from the British Legion for Remembrance Sunday (01394 382764)  (Commodore attends)

Arrange for repainting of the Commodore’s Board on the succession of a new Commodore.

Last updated April 2020

Membership Secretary

At time of preparation the Club is in the process of moving the membership Database from a Microsoft Access database maintained on a club laptop to a Web based database provided by “membermojo” and both systems will require maintaining in the short term.

Promote the Club and Recruit New Members

• Process online and offline enquiries
• Prepare and provide new membership offline and online application forms
• Interview new applicants and provide details of Club activities and expectations
• Report new member applications at Committee
• Communicate Committee decision to new members and request appropriate fees

Enable support of new members

• Ensure new members are provided with appropriate club information and handbook
• Connect new members with an existing member to ensure new members are aware of club activity
• Each year organise a New Members Lunch in liaison with the Social Secretary

Encourage retention of existing members

• Manage subscription renewal process
• Receive subscriptions and deal accordingly, liaising with the Treasurer
• Report to committee on progress of renewals

Maintain accurate & up to date membership records

• Ensure data is held and processed correctly in line with current data protection regulations
• Encourage members to keep their membership information up to date
• Distribute member information to other club officials as required, enabling production of handbooks, reporting of volunteer groups to relevant Committee members, provide information for On Watch Editor on new members details, and supply the Webmaster with email addresses for Website access and mass mailings
• Monitor membership numbers and demographic, note and report any key trends

Access to Clubhouse

Provide members with information to enable them to access the clubhouse

Maintain the Keyholders List and look after securely any spare keys

Committee Meetings

 Attend meetings and provide Membership Secretary Reports

Last updated May 2020 by Neville Pearce

OOD’s Duties

Before your duty:

A rota is published in On Watch and on the Website.  Please look ahead to see when you are on duty.  If you are not available when you are allocated a duty, it is your own responsibility to swap with another person who is acceptable as a duty Officer.  If all else fails, advise the Bar Rota Organiser of the problem.  If you swap, please advise the Bar Rota Organiser, the Editor of On Watch and the Webmaster.

You are responsible for the manning of the clubhouse during the whole weekend of your duty.  Although you only need to attend on Sunday lunchtimes from 12:00 to 14:30, you may need to be available if there are problems on other occasions during the weekend while the clubhouse is open. If a duty barman fails to turn up on the day, you may need to stand in.

You should contact all people allocated bar duty during your Duty Weekend to establish that they know they are on duty and that they are available.  This should ideally be two weeks in advance to allow enough time for a replacement to be found if necessary.

If you have been advised by the Bar Rota Organiser that the bar staff are new members, then you will be required to train them on the job on the day. It is suggested that when you make contact, you make arrangements to meet them at the club in sufficient time to take them through their duties prior to opening time. It would also be a good idea at this point to e mail them the idiots guide to running the bar (see Bar Captain for copies).You should assist them as necessary throughout their first bar duty, including cashing up, shutting down and securing the Club on exit.

Duties during Sunday bar opening times

• Hoist and lower flags at the beginning and end of the session
• Look out for and welcome potential new members
• Sort out problems
• Help behind the bar at times of pressure
• Be available after hours to be contacted should problems arise
• Open Bosun’s Locker if requested, take payment and record the sale.
• Check all windows and doors are secure before leaving

Last updated April 2020

On Watch Editor

Property Officer

Run weekly working parties as necessary to carry out the following;

• Undertake repairs/improvements as required by the Committee and notified by members.
• Annual tasks such as pressure washing the external areas and benches, cleaning and treating the Hall floor, weed kill garden areas, clear gutters etc.
• Projects as required by the committee from time to time.

Organising contractors to carry out repairs/servicing of club equipment.

Carry out and/or maintain a record of regular checks on;

• Emergency lighting.
• Fire call points.
• Defibrillator
• Telephone line to Alarm operator.
• Burglar alarm
• Portable Appliance testing.
• Salt for the water softener.
• Cess pool.
• Fire fighting equipment.
• Pest control.

Maintain File of equipment operating instructions.

Liaison with authorities over;

• Waste
• Fire Service
• Police
• Flood Protection

Last updated April 2020 by Graham Bryant

Public Relations Officer

Objectives:

The main purpose of the PR officer role is to promote and publicise all information about the Club.

Person Specification:

Well organised and efficient

Sound knowledge of the Club

Confident and effective communicator

Duties and Responsibilities

To promote and publicise, in a positive way all our sailing activities, winter talks and training

Establish working relations with local media

Report on Club events (internally and externally)

Last updated May 2020 by Suzy Haynes

Hon. Secretary

Estimated time required  – average 2 hours per week

Act as a main point of contact for the club, maintain records and information in relation to queries, administration and communications including affiliations. Deal with the day to day running of the club including internal and external correspondence.

Maintain up to date contact details of committee members and other key club personnel. Have a knowledge and understanding of roles and responsibilities of other club committee members. Liaise with other committee members to ensure all appropriate administration is in place.

Organise committee meetings and AGMs; preparing agendas, taking minutes and distributing and communicating these as appropriate.

DAY TO DAY TASKS

Send out Agenda for monthly meeting after consultation with Commodore.

Take minutes, type and distribute after checking with Commodore.

Compile documents relating to AGM, e.g. nominations, reports, agenda and minutes of previous AGM in consultation with editor and webmaster (On Watch and website).

Arrange printing of headed paper and compliment slips as and when required from Tuddenham Press.

Apply for Temporary Event Notice (TEN) from East Suffolk Council Licensing Dept for Regatta and Maritime Woodbridge when the bar is open to the public.

Organise log and photo competition. (Ruth Mezits has done this last two years)

Last updated May 2020 by Marion Barnes

Social and Galley co-ordinator

This post has two elements

a.Social:- To organise, advertise, take bookings for and make necessary arrangements for the social events such as;  Laying Up Supper in October, the Commodore’s Christmas Party in December and the Fitting Out Supper in March. An important part of our social calendar is the winter Wednesday suppers. Additionally there is a new members lunch which is held in January/ February and a summer club barbecue usually on the late August bank holiday. We have also held  themed social events such as an Indian, Mexican, Italian nights.

b.Galley:- In simple terms plan, shop for and organise a team to help cook the food for the above events.

Additional duties are making the sure the galley is suitably equipped and used in a safe and responsible way in line with Food Standards Agency guidelines. It is essential that the ‘team leader holds a food hygiene certificate, (these courses are operated by Suffolk Coastal and can be taken online). We currently have a five star rating and this can be easily maintained by following the publication ‘Handling Food Safely’ a copy of which is in the galley.

Ensure the galley is clean and tidy.

Purchase paper handtowels and serviettes, washing-up liquid, black plastic sacks, toilet rolls, handwash and urinal balls for the toilets.

Maintain the First Aid box.

Check coffee packets for coffee machines and order when necessary.

In addition the Co-ordinator shall be responsible for liaising with the cleaning company (currently Monthind) and their on-site cleaner.

Last updated May 2020 by Janet Sparrow

Talks Organiser

During the winter months the Club arranges a number of talks relating to sailing activities, maritime, local interest and other interests which members may find of value.

The talks take place on a fortnightly basis.

Traditionally there are 10 talks on Sundays and 2 on Saturdays.

The talks ‘Season’ runs from late October until mid-March.

Sunday talks start at 11.00 and end at 12.00.

Saturday talks, usually with members’ cruising as the subject, start at 19.00 and end at 22.00. Two, sometimes three members, divide the time amongst themselves. There is a half time break.

Job Description

• The talks organiser sets the schedule for the series, working with and around dates for other winter social events. This schedule can be published on the ‘On Watch’ calendar at this stage. Having agreed a timetable with the Committee he/she can then begin to draw up a list of speakers who may fit the bill. It is a good idea to sound out club members to find suitable candidates, from within and outside the club. Once a list of possibles is formed contact is made with individuals and names can be put with dates.
• All speakers should be e-mailed with their dates and times. They should provide a confirmatory e-mail giving a title and brief synopsis of their intended talk.
• Posters are produced for display in the clubhouse and bar during the two weeks prior to the talk; they are also reproduced in ‘On Watch’ a month before the talk takes place.
• The Club provides a laptop, digital projector, screen and a small PA system.
• The speaker needs only to bring a memory stick with his / her visual material on. We also have a ‘dongle’ for selecting ‘slides’.
• On the day of the talk, the Talks Organiser organises the setting-up of the seating and the computer equipment, a 10.20 attendance is about right. The Speaker should arrive at about 10.30, welcomed by the Talks Organiser and given a run-down on the system.
• He / she can install his / her memory device and have a practice.
• When the members are seated the Talks Organiser, gives the statutory safety briefing and introduces the Speaker.
• After the talk, the Speaker is congratulated and a vote of thanks given. The Talks Organiser to volunteer a suitable person to give the vote of thanks.
• Speakers from outside the club are presented with a couple of bottles of wine from the bar. These are to be accounted for on the appropriate bar chit.

Last updated April 2020 by Peter King

Training Officer/Principal

The Woodbridge Cruising Club is an RYA Recognised Training Centre (RTC). To retain this status, a Principal and an appropriately qualified Chief Instructor are required.    The minimum qualification needed is RYA Shore-based Navigation Instructor.

The Training Officer is currently the “Principal”, whilst the Club’s Chief Instructor holds the RYA Shore-based Navigation Instructor qualification.

The Principal is responsible for ensuring that RYA training activities are conducted in accordance with the “RYA Recognised Guidance Notes” (Current version: 12th July 2023).  The Principal is also responsible for producing and amending as required the Club’s Standard Operating Procedures for Training which reflect RYA RTC requirements.

****The Principal is responsible for ensuring that adequate insurance covering all training offered by the Club is in full force and effect whilst the club remains an RTC.

The Training Officer/Principal should attend Club Committee meetings to report on all aspects of training.

The Training Officer/Principal is responsible for organising the RYA Day Skipper and Coastal/Yachtmaster shorebased courses held at the Club during the winter months.

The Training Officer/Principal is responsible for arranging other RYA courses as required e.g. the DSC VHF course using appropriately qualified instructors.

****  Specific RYA responsibilities of an RYA RTC Principal.

Last Updated December 2023 by Martin Phillips

Hon. Treasurer

Overview

The Treasurer’s role can be done mainly from home. Internet banking, online PayPal, online suppliers invoicing and a cashless environment at The Club means visits to the club for “The job” are minimal.

Time spent varies, the winter season is busy with social events so 1 day per week is needed. Tick over during the summer is the name of the game as everyone is sailing and there are no committee meetings. 1-2 days a month during the summer is more than adequate.

There are 3 main revenue sources:

PayPal – All shop items that go through the WCC website (Suppers, Bosun, Subscriptions etc.)

Zettle – Card payments received at the bar.  This is linked to our PayPal account and the money will be transferred from Zettle to PayPal.

Lloyds Bank – Receipt of Bacs (Club lettings, handbook adverts, RYA courses etc)

Payments are usually made by Bacs or direct debit but WCC has a charge card for sundry purchases, mainly for galley or cleaning items.

Job Description

Receive all supplier’s invoices – mainly via email – print off. Check the invoice is correct, match with delivery note, check with the committee member who has made the purchase that the invoice is ok to pay. Raise payment, normally by bacs. All payments must be co authorised with a second signatory online. Match all invoices paid by direct debit such as Electricity with the bank statement.

Access the PayPal account. Raise any refunds such as cancellation of a supper due to sickness. Download activity reports for sales through the WCC website . Access Zettle through PayPal and download activity reports for sales at the bar. Transfer all monies received via PayPal to The WCC bank account. Enter the reports in the cash books to agree with the money transferred.

Print off the bank statements from the internet banking site. This will give you a log of payments received by bacs. Advise any interested parties of payments received, ie. our training officer will need to know who has paid for a course.

Match all receipts for purchases on the cash card to the monthly statement.

Keep a simple cash book to log all income and expenditure, currently using an excel spreadsheet but the choice of package is up to The Treasurer.

Do a monthly bank statement to check entries in the cash book agree with those at the bank.

Prepare a report for a monthly committee meeting. This could contain the balance at bank compared to last year, a reminder of budgeted items still to pay, how much money was taken at a function etc.

Provide any reports requested by the committee, advise on any monetary issue.

Update the Zettle machines with new prices etc. – this can be done from home using the “master tablet.”

Periodically

Negotiate with utilities and suppliers, set up credit facilities.

Keep up to date with new technology  and it’s relevance to the club.

Advise galley of profitability.

Work with the bar manager to assess bar prices and profit margins.

Annually

Stock take of bar and bosun.

Prepare end of year accounts – at least to trial balance (currently automatically done on excel with formulas). If possible, prepare profit and loss,  balance sheet and update the Asset register, but these can be done by the accountant.

Supply 5 year profit and loss accounts for members to see (copy from the accountants completed accounts).

Prepare a financial report for The AGM.

Prepare and submit HMRC tax return.

Last updated June 2020 by  Linda Grover

Vice Commodore

The primary role of the Vice Commodore is to support the Commodore during the two year term in office and to stand in as necessary on those occasions when he/she is unable to fulfil the role due to circumstances such as illness, holiday or other commitments.

 Generally, unlike the other Flag Officers, the Vice Commodore does not have any other role on the Committee. It is unusual, but not impossible, for the Vice Commodore to take on additional duties such as Cruise Captain, or Training Officer. It is perhaps more usual for the Vice Commodore to take on one-off tasks as they arise during the term of office, relating perhaps to the insurance renewal, data protection or other miscellaneous issues which may require detailed research.

 The Vice Commodore’s main objective is to become fully cognisant of the duties of the Commodore and to work with the latter, other Flag Officers and Committee members to ensure a good, seamless transition of all Club affairs when the Commodore stands down.

Last updated May 2020 by Stephen Lines

Web Captain

Walks Coordinator

Throughout the winter months   the Woodbridge Cruising Club organizes a series of  fortnightly  walks on Thursday mornings starting at 10.30 or so, of length  3-5 miles,  and with a duration of approximately 1.5 – 2 hours. The walks  normally start and finish at a local pub after which walkers sit down for a convivial pub lunch. The season starts in late September or October  and goes on until  early April with each walk found researched and led by a different club member.  This programme is so arranged that  the fortnightly walk weeks alternate with the fortnightly club Wednesday supper weeks.   The walk programme breaks over the Christmas  period but includes a shorter  New Year’s day morning  (11.00 ) walk starting and finishing  at the club house where a selection of soups  prepared by club members is available.

The job of the walks coordinator consists of driving  and organising this programme of walks to make sure it happens. The coordinator  must  find encourage, cajole, and persuade  sufficient club members to commit to research and lead  a walk in order to fill this  programme. Part of the task of the walk leader is to notify the relevant pub chosen for the meal , to verify  that this will be satisfactory for a group of some 15-20 persons and to make sure what arrangements  will be required regarding ordering of the meals. On most walk days the walk leader has to  marshall the club members and ensure that  all meals required are pre-ordered  before the start of the walk to ensure  that when the group sits down post walking, that the meals can be served  more or less together.  This is necessary as many of the rural pubs  used have limited staff and need to have advance notification of what meals or other food is ordered .  No specified area or location for the walks is laid down, but we generally stay within approximately 20 + miles of Woodbridge.

The essential functions of the coordinator are as follows:

• To liaise and communicate with the committee and the club social events convenor to determine the dates of the walks through the winter period to alternate with the Wednesday supper weeks.
• To keep a list of club members who wish to receive  notifications  of information concerning the walks .
• To put out a regular email notification to the walkers’ list setting out details of the next walk location, start time and any other relevant
• To communicate regularly with the Commodore so that he or she can notify Wednesday supper attendees of the location and details of the next week’s walk.
• To find and persuade club members to undertake the task of leading a walk which involves  researching the walk, notifying and verifying the pub concerned and then making sure that on the day of the walk that all walkers have ordered their meal.
• As a back up the coordinator is best advised to have a knowledge of suitable walks  in the area so that in the event of a walk leader backing out at short notice for whatever reason on any particular date that  he /she can  step in and lead a suitable walk himself/herself.
• To organise the New Year’s day walk in total. Besides  actually leading the walk himself / herself the coordinator is responsible for providing the food on return. This includes making sure that sufficient soup of different types is available and ready  at the end of the walk, that the tables laid and everything ready for returning walkers,  and that sufficient club members  are there to  serve the soup.
• The coordinator is also requested by the On Watch team to provide a short resume of how each walk went with photographs taken during the walk if possible.
• At the beginning of each walking season the coordinator should provide a publicity notification to the On Watch team to encourage club members  old and new who are not aware of the programme  to come forward and take part in this very social  activity .

Last updated April 2020 by Neil Brooks

Wednesday Supper Bookings Secretary

Job Description

• The Thursday morning following the Wednesday Supper is open for club members to contact me via e-mail or telephone to book for the next supper.
• As bookings come in, I add the names to a list which I keep with me wherever I am, so that I can immediately acknowledge receipt.
• I contact the head cook to establish what their maximum number is – this is usually 42 (so that 7 tables of 6 people can be set on the night).
• Continue adding to the list of names until the required number is reached, acknowledging each booking as soon as possible.
• Any bookings that I receive following this number, I then add to a Standby List which I draw from, should anyone cancel a booking.
• I liaise with the head cook at the closing stages to give them an idea of numbers in order for them to buy the necessary quantity of food.
• On the Tuesday before the supper, I type up the list and forward it to Janet Sparrow so that she can organise someone to run the bar on the night.  She then brings the list with her on the night of the supper so that names can be ticked off as people pay.
• The whole process begins again on the Thursday morning after the supper.

Last updated April 2020 by Pauline Dyson