Committee Duties

If in doubt - invoke the right of parley - we adhere to the pirates code.

All Committee Members should read all the role descriptions below and the Frequently Asked Questions on the KCC website.

Executive

President/Commodore and Vice President

Off Season
  1. President is to utilise Vice President whenever they need help to perform their duties. (Vice President is a full Executive Committee Member and has full authority whenever President is not in attendance or is unavailable to contact).
  2. Emails sent to the president@kcc.asn.au will be forwarded to the KCC President's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  3. Obtain handover from previous Commodore concerning all items that affect KCC.
  4. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  5. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  6. Review all incoming and outgoing correspondence concerning KCC.
  7. Represent KCC's best interests at all times and be the focal point for external committees, correspondence, meetings, risks, issues and decisions that affect KCCs short, medium and long term physical and financial viability.
  8. Chair and attend all KCC Committee, General, Special and Annual General Meetings.
  9. Organise and allocate tasks at working bees.
  10. Write an off season Facebook (old Cat Chat) article and supply to the Editor for publication on Facebook.
  11. Utilise Vice President to build and maintain KCC Duty Roster for the current season. Supply to Webmaster.
  12. Assist Treasurer in managing the Boat Yards storage from the current Boat Yard Agreements. This role is usually delegated to the Vice President.
  13. Maintain relationship with all local land owners, local and state Government/authorities.
  14. Ensuring compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises.
  15. Review, advise and utilise appropriate Committee Members regarding the coming seasons:-
    • Fees and fee structure (as recommended by Treasurer)
    • Signing authorities for Bank Accounts (Treasurer)
    • Race Calendar (Race Secretary)
    • Sailing Instructions (Race Secretary)
    • Notices of Race (Race Secretary)
    • Duty Rosters including assistance to Junior Monohulls (Vice President)
    • Weekly prizes budget (Race Secretary / Treasurer)
    • Working Bee, General Meeting, AGM and Committee Dates (Secretary)
    • Public Liability Insurance requirements (Secretary)
    • Building and Contents Insurance requirements (Secretary)
    • Boat Insurance and registration (including tractor and boats/trailers) requirements (Secretary / Boat Captain)
    • Australian Sailing (old YA) Club Membership (Treasurer)
    • Aquatic License application (Secretary)
    • Incorporation Statement lodgement (Secretary)
    • KCC Membership Register (Secretary / Treasurer)
    • Canteen prices and goods for sale (Canteen Manager)
    • Liquor prices, license application/renewal and signage (Licensee)
    • KCC Operational and Risk Management Plan (Race Secretary)
    • Appointment of Sub Committees to perform specific tasks (President & Executive Committee)
    • Committee Members duties (this documentation ==> President / Webmaster for documentation)
    • Investment Strategies re Term Deposits (Treasurer)
    • Budget for coming season (Treasurer)
    • Documentation of any racing incidents/accidents/or other items (e.g. burglary)  that may potentially have legal consequences -if in doubt document it (Secretary)
    • Storage of all KCC official documents and minutes (Secretary with selected documents supplied to Webmaster for Executive Committee Subweb)
    • Occupational Health and Safety of KCC and Equipment (Executive Committee/ Equipment Officer/ Boat Captain/ YA Equipment Auditor)
    • Compliance with applicable and appropriate incorporation requirements, legislation and laws (Executive Committee)
    • Junior Monohull division sailing (Junior President, Junior Division Representative with advice from Race Secretary)
    • KCC computers and their peripherals, website (kcc.asn.au), email addresses, security certificates and domain name (Webmaster)
    • Executive Committee Subweb (Webmaster with input from Secretary, Race Secretary and Treasurer)
    • Sponsorship, donations and publicity (Publicity Officer, Treasurer and President/Vice President)
    • Communications to Members (Editor, Publicity Officer, Webmaster)
  16. Audit and maintain the Main Key Register (KCC Clubhouse Keys, KCC Clubhouse Grounds Gate Keys, KCC Monohull Shed Keys, KCC Front and Back Boat Yard Keys, KCC Front Boat Yard Building Keys, Other Keys e.g. canteen and other internal keys) - Either maintain or organise audit/maintenance of Registers of all Keys. As a general rule:-
    • Main Key Register (Listing of all keys and who has a copy) is owned and maintained by KCC President / Vice President and a copy supplied to Executive Committee Members.
    • Subset of the Main Key Register - the Boat Yard(s) and Monohull Storage Shed Key Register is owned and maintained by the Treasurer (from the Boat Storage Agreements) with assistance from the Junior President (Junior Monohulls).
    • Remove keys from non-members or non authorised persons. Never give out keys to non-Members or Visitors wishing temporary storage!
    • only current full Committee Members, with a reasonable need, should have main KCC Clubhouse/Clubhouse Grounds Gate Keys;
    • only KCC Executive Committee Members should have KCC Front Boat Yard Building Keys unless a specific member has been authorised to store locker gear in the ground floor of the building;
    • only KCC Back Boat Yard financial members storing boats should have KCC Back Boat Yard Keys;
    • only KCC Front Boat Yard financial members storing boats should have KCC Front Boat Yard Keys;
    • only Junior Division Representative and KCC Junior Monohull Members storing boats should have Monohull Shed Keys;
    • A copy of all keys should be on the master key tag;
    • Only the KCC Executive Committee are authorised to have a copy of all keys; and
    • If in doubt about key status, it is worth changing the locks and re-issuing (This is expensive but a necessary security pre-caution).

During Season

  1. President is to utilise Vice President whenever they need help to perform their duties. (Vice President is a full Executive Committee Member and has full authority whenever President is not in attendance or is unavailable to contact).
  2. Emails sent to the president@kcc.asn.au will be forwarded to the KCC President's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  3. The President and Vice President are members of the KCC RACE COMMITTEE. Refer to Sailing Instructions.
  4. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  5. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  6. Review all incoming and outgoing correspondence concerning KCC.
  7. Represent KCC's best interests at all times and be the focal point for external committees, correspondence, meetings, risks, issues and decisions that affect KCCs short, medium and long term physical and financial viability.
  8. Chair and attend all KCC Committee, General, Special and Annual General Meetings.
  9. Weekly Race Briefing speech to make relevant announcements to KCC Members (including a Season Opening Speech on first sailing day of the year)
  10. Ensure Officer of the Day understands their duties and responsibilities each week.
  11. Organise and allocate tasks at working bees.
  12. Write an annual Facebook (old Cat Chat) article and supply to the Editor for publication on Facebook.
  13. Utilise Vice President to build and maintain KCC Duty Roster for the current season. Supply to Webmaster whenever it changes.
  14. Maintain relationship with all local land owners, local and state Government/authorities.
  15. Ensuring compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises. 
  16. Review, advise and utilise appropriate Committee Members regarding:-
    • Regatta structure, fees and prizes (Race Secretary / Treasurer)
    • Regatta Sailing Instructions and Notices of Race (Race Secretary)
    • Duty Rosters (Vice President)
    • Appointment of Sub Committees to perform specific tasks (President & Executive Committee)
    • Committee Members duties (President / Webmaster)
    • End of Season prizes budget (Race Secretary / Treasurer)
    • Presentation Night budget (Race Secretary / Treasurer)
    • Documentation of any racing incidents/accidents/or other items (e.g. burglary)  that may potentially have legal consequences -if in doubt document it (Secretary)
    • Storage of all KCC official documents and minutes (Secretary)
    • Occupational Health and Safety of the Building, Grounds and Equipment. (President / Equipment Officer / Boat Captain / YA Equipment Auditor)
    • Compliance with applicable and appropriate incorporation requirements, legislation and laws (Executive Committee)
  17. Post February, when supplied by Treasurer, review and sign a copy of the audited KCC annual Financial Statement prior to the AGM.
  18. Prepare a report for General Meetings and Annual General Meeting re all items concerning KCC members.
  19. Select and prepare course with assistance from Race Secretary of the Presidents Cup (last event of the season) and award handicaps at your discretion.
  20. Chair a sub Committee to facilitate the Presentation Night venue and format. Utilise Vice President, Canteen Manager and Social Secretary as necessary. Obtain budget recommendation for the night from Treasurer.
  21. Organise dignitaries invitations to the KCC Presentation Night.
  22. Hand over to the new Season's President (usually you complete up to and including Presentation Night to facilitate easier transition, including Master of Ceremonies Duties at the Presentation Night)

Secretary

  1. Utilise Assistant Secretary whenever you need help to perform your duties.
  2. Emails sent to the secretary@kcc.asn.au will be forwarded to the KCC Secretary's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  3. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  4. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  5. The Secretary is a member of the KCC RACE COMMITTEE. Refer to Sailing Instructions.
  6. Assisting with compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises.
  7. The Assistant Secretary usually collects and reviews the mail from the PO Box and KCC letter box and distributes to the appropriate Committee Members or to Secretary if not specifically addressed elsewhere. The Secretary will then decide on a course of action for each item he/she receives.
  8. Be the primary contact for all correspondence in and out of the KCC. Formal correspondence out should be ratified at Committee Meetings. The President will, if requiring assistance, enlist the Secretary re Correspondence out from the Club. ONLY the President or Secretary should write correspondence OUT on behalf of the Club (occasionally Publicity Officer and Race Secretary may also be an exception to this) unless ratified at a KCC Committee meeting otherwise.
  9. Documentation of any racing incidents/accidents/or other items (e.g. burglary)  that may potentially have legal consequences (if in doubt document it)
  10. Attend Committee Meetings monthly, General Meetings quarterly, AGM annually and Special General Meetings (when/ if convened). The Secretary is responsible for:-
    • Setting the date of the next Committee Meeting (except General Meetings and the AGM which are usually in the Race Calendar) so that it suits as many Committee Members as feasible and notifying all Committee Members. The first Committee Meeting of the year is usually held in June and the last in April.
    • For General Meetings, Special General Meetings or AGMs – notifying the Editor and KCC Webmaster at least 30 days prior so they can place a Notice of Meeting or any Motions on Notice on Facebook and on the KCC Website.
    • Bringing at least 2 copies of the previous minutes to the meetings (except General Meetings and AGM where you should bring 6 copies) and a list of all Correspondence In/Out pertaining to the meeting.
    • Taking the minutes at the meeting and along with the President ensuring the meeting stays on track and to time.
    • Distributing copies of the minutes after the meeting to the Executive and General Committee.
    • E-mailing a copy of the minutes to the Webmaster for storage in the Executive Committee Subweb section of website.
  11. Be the formal custodian of the KCC Constitution
  12. Be the formal custodian of the KCC Operational Plan
  13. Be the formal custodian of the KCC Code of Conduct
  14. Be the formal custodian of all Important Documents (see KCC Wexecutive Committee Subweb)
  15. Formally filing all pertinent Club correspondence and documentation that is required to be kept for legal reasons.
  16. Apply for the Club's annual Aquatic License from NSW Waterways for the coming season (usually late July or early August). This takes several weeks to process and must be filed for as soon as the Season’s Race Calendar has been finalized by the Race Secretary.
  17. Check that the Club has valid and current Building Insurance, Contents Insurance, Boat Insurance and Public Liability Insurance for the current season – monitor that amounts insured are adequate. File the certificates for these and keep offsite to the Club.
  18. Check the Club’s registration on Boat Trailer(s) and both Support Boats (KCC1,KCC2, KCC3 etc) are current and paid. If necessary organise Boat Captain to attend to any checks that may be necessary(roadworthy’s etc)
  19. Maintain a KCC Members Register (Note is often easier and more practical to negotiate that the Treasurer performs this duty). A copy of this register is no longer placed in the Executive Committee Subweb of the KCC website due to security and privacy concerns. At a minimum a folder of all Membership Forms plus Life Member's details can form this Register. The Emergency contact details related to Members entries in the register must be accessible within 15 minutes if required. (E-mail to the Webmaster)
  20. Maintain the Australian Sailing (old Yachting Australia (NSW)) database with all our members and in particular ensure that those that have paid Australian Sailing Membership fees are flagged so the Club is invoiced. (Note is often easier and more practical to negotiate that the Treasurer performs this duty)
  21. Maintain the KCC Important Documents, a list of which forms the page under Important Documents in the Executive Committee Subweb section of the KCC website. (Any updates need to be e-mailed to the Webmaster)
  22. Ensure the Nomination Form for the next Season’s Committee is updated and sent to the Webmaster and to the KCC Editor before mid March each year. You will often find the KCC Webmaster has posted a basic version well before March each year in the Committee section of the KCC website. If so, advise of any changes such as Motions on Notice.
  23. At the completion of the Season, after the AGM but before handing over to the new Secretary and within 30 days of the AGM, lodge Form 12 as per the Incorporation Act along with a copy of the Treasurer’s audited report from the AGM and appropriate fee.
  24. Hand-over to the new season’s Secretary within 21 days of the AGM.

Treasurer

Off Season
  1. Utilise Assistant Treasurer whenever you need help to perform your duties.
  2. Emails sent to the treas@kcc.asn.au will be forwarded to the KCC Treasurer's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  3. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  4. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  5. Assisting with compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises.
  6. Since you will commence your role in May each year you will need to obtain a handover from the previous Treasurer including all transactions since previous financial year, copy of previous years financial books, copy of AGM annual report, account balances, outstanding invoices and copy of all bank statements since previous financial year. (KCC Financial Year is 1st March to 29th February annually)
  7. Organise that only appropriate Executive Committee and Committee members have signing authority to KCC Bank Accounts. Cancel any outgoing authorities.
  8. Supply a signed copy of the AGM Annual Report to the Secretary for inclusion with annual KCCs Incorporation Report to the Government.
  9. Review and/or build and maintain a copy of KCC's financial books for your term.
    • Record all Income and all Expenditure
    • Maintain a Summary of Income and Expenditure itemised into categories.
    • Maintain a Balance Sheet showing Current Assets, Non Current Assets and Members Equity.
  10. Have basic understanding of the expected KCC budget for the coming season. (ie what KCC can and cannot afford and advise Committee).
  11. Maintain and pay account in relation to KCC's phone number.
  12. Maintain and pay account in relation to KCC's EFTPOS machine.
  13. Maintain Boat Yard and Junior Storage Shed Key Register as a subset of the KCC Main Key Register owned and maintained by KCC President/Vice President. Obtain Junior Monohull details from Junior President. Other details should come from Boat Storage Agreements.
  14. Make decision re investment strategies re KCC term deposits and have ratified at Committee Meetings if changing.
  15. Review and pay all outstanding invoices, recording details in the KCC Financial Books. (For regular recurring and small invoices you do not need approval, for one-off purchases of any significance and capital expenditure you need Committee Approval). All cheques signed must be dual signature.
  16. Delegate authority to Canteen Manager re Canteen Account, but obtain monthly balance at Committee Meetings.
  17. Review and bank all income, recording details in the KCC Financial Books.
  18. Monthly - balance the KCC Financial Books against the Bank Statements received. Supply a copy as backup to the Assistant Treasurer.
  19. Monthly - present KCC Treasurer's Report to Committee Meeting. (Account Balances, Un-statemented Transactions, Year to Date Income and Expenditure)
  20. Attend Committee Meetings, General Meetings
  21. Review previous years financial position and current position, taking into account expected income and expenditure and present recommendation for all the new Season's fees to the Committee for approval.
  22. Update KCC Membership form (or supply updates to KCC Webmaster who will perform the form updates) with revised fees (and any other changes) and provide to KCC Webmaster prior to 31st July each year for publication on KCC website. Also supply a copy to Editor for inclusion on Facebook and print at least 40 copies for Clubhouse.
  23. Approve any expenditure over $100 made by Committee on behalf of the Club (except in emergency circumstances when any two Executive Committee Members can approve).
  24. Maintain the Members Register of all Membership Forms for the Season. Supply a copy to the Executive Committee, and Webmaster regularly.

During Season

  1. Utilise Assistant Treasurer whenever you need help to perform your duties.
  2. Emails sent to the treas@kcc.asn.au will be forwarded to the KCC Treasurer's private email address by the KCC Webmaster regularly throughout each week.  Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  3. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  4. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  5. The Treasurer is a member of the KCC RACE COMMITTEE. Refer to Sailing Instructions.
  6. Assisting with compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises.
  7. Review and pay all outstanding invoices, recording details in the KCC Financial Books. (For regular recurring and small invoices you do not need approval, for one-off purchases of any significance and capital expenditure you need Committee Approval)
  8. Delegate authority to Canteen Manager re Canteen Account, but obtain monthly balance at Committee Meetings.
  9. Review and bank all income, recording details in the KCC Financial Books.
  10. Maintain and pay account in relation to KCC's phone number.
  11. Maintain and pay account in relation to KCC's EFTPOS machine.
  12. Maintain Boat Yard and Junior Storage Shed Key Register as a subset of the KCC Main Key Register owned and maintained by KCC President/Vice President. Obtain Junior Monohull details from Junior President. Other details should come from Boat Storage Agreements.
  13. Monthly - balance the KCC Financial Books against the Bank Statements received.
  14. Monthly - present KCC Treasurers Report to Committee Meeting. (Account Balances, Un-statemented Transactions, Year to Date Income and Expenditure)
  15. Attend all Committee Meetings, General Meetings, Special General Meetings and Annual General Meetings.
  16. General Meetings - present KCC Treasurers Report to Committee Meeting. (Account Balances, Un-statemented Transactions, Year to Date Income and Expenditure)
  17. Make recommendations to Committee re Regatta Fees, Prize $ and any other expenditure.
  18. Approve any expenditure over $100 made by Committee on behalf of the Club (except in emergency circumstances when any two Executive Committee Members can approve).
  19. Maintain the Members Register of all Membership Forms for the Season.  Supply a copy to the Executive Committee, Webmaster and Cat Chat Editor regularly. The register is no longer stored in the Committee members section of the KCC website due to security concerns.
  20. Update Australian Sailing Register (old YA Register) for those who have paid their YA Fees (Coordinate with Secretary who does this).
  21. On last day of February annually, close off the KCC Financial Books and Balance against Bank Statements.
  22. Prepare AGM KCC Financial Statement (see previous years statement as example) and have this audited by an Accountant, Auditor or equivalent who is external to the KCC Committee.
  23. Present audited AGM KCC Financial Statement to KCC Committee for approval at final monthly Committee Meeting before the AGM for approval and signing by KCC President and yourself.
  24. Present KCC Financial Statement to the AGM along with any recommendations for next season. Copy to Webmaster for inclusion on Executive Committee Member's Subweb along with supplied Annual Reports.
  25. Review and approve expenditure for end of season Presentation Night.
  26. Hand over to new Season's Treasurer (usually you complete up to and including Presentation Night to facilitate easier transition)

Race Secretary

Off-Season

  1. Utilise Assistant Race Secretary whenever you need help to perform your duties.
  2. The Race Secretary and Assistant Race Secretary are members of the KCC RACE COMMITTEE.  The Race Secretary chairs this Committee. Refer to previous years Sailing Instructions.
  3. Emails sent to the racesecretary@kcc.asn.au will be forwarded to the KCC Race Secretary's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  5. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  6. Attend Committee Meetings, General Meetings. Be the primary contact for all associations that are enquiring about/negotiating regattas. Ensure KCC Committee ratifies any regattas you recommend hosting ,prior to agreeing with the requestor. Consult KCC Treasurer re fee setting for regattas.
  7. Assisting with compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises.
  8. Write at least 1 Facebook (old Cat Chat) article in the off season, usually about plans for the coming season. This is good to delegate to the Assistant Race Secretary.
  9. Write Race Calendar for the coming Season (usually during May and June)
  • Contact all Local Clubs to get their Regatta Dates (Great Lakes Sailing Club Forster, Tuggarah Lakes Sailing Club, Vincentia Sailing Club, Wangi, Concorde-Ryde, Yarra Bay Sailing Clubs, Port Kembla Sailing Club, Pittwater Sailing Club)
  • Present Draft Calendar to KCC Committee for ratification.
  • Have Race Calendar printed on "Race Programme Cards" - You'll need 75 printed copies for the start of the Season. (Usually printed in late July) <== Due to availability of the Race Calendar online - this is now at the discretion of the current Committee.
  • Ensure Race Calendar Copy is sent to all Local Clubs and to KCC Webmaster (usually late August).
  1. Ensure KCC Laptop PC is appropriately updated with current anti-virus software and timekeeping programs (eg Sailwave) for the new season. Utilise KCC Webmaster to assist if necessary.
  2. Write the Sailing Instructions for the new Season (check for Racing Rules of Sailing Amendments or new issue first) - You'll need 40 printed copies for the start of the season. Take to an off-season Committee Meeting for review by the Race Committee and formal ratification by the General Committee. Changes after initial ratifiaction are at the discretion of the Race Secretary and Assistant Race Secretary who should keep the Race Committee informed. Send copy to KCC Webmaster prior to Season starting (Usually late July or August).
  3. Write the Sailing Instructions for any Regattas in the new Season. Changes are at the discretion of the Race Secretary and Assistant Race Secretary who should keep the Race Committee informed. - You'll need approximately 40 printed copies on the day of the Regatta. Send copies to KCC Webmaster prior to Season starting (usually late August or early September).
  4. Write formal Notice of Race for all Regattas. Send copies to KCC Webmaster prior to Season starting. Put copy on KCC Facebook page for 2 months prior to Regatta and also mail to all local Clubs (usually late August).
  5. Update and print new Sign-On Sheets, Timekeeper Sheets, Regatta Sign-On Sheets and KCC Membership Forms for new Season (about 50 of each). Send copy to KCC Webmaster for Executive Committee Member's Subweb section safekeeping.
  6. Check you have Prizes organised for 1st place each week. Get KCC Treasurer to approve at Committee Meeting. Organise with Commodore to purchase Regatta Prizes.
  7. Put up Notice Board Headings for new Season Race Series, put copy of Sailing Instructions and Race Programme on Notice Boards, clear obsolete items from Notice Board.
  8. Check you have Rule Books, Sailing Instructions, Race Programme in the Support Boat. Also check all equipment necessary for Racing is serviceable (eg flags in boat, hooters, race buoys, ropes and anchors). Equipment Officer assists here!
  9. You are also the Handicapper for all events.
  10. Maintain key register of all boats in Boat Yards(usually this is delegated to the Assistant Race Secretary) and maintain master copy of all keys. (Work with Secretary/Treasurer's Membership Register to assist with this.). The Vice President usually assists in regard to decisions re the Boat Yards.
  11. Provide advice and consultancy to the Junior Division Representatives in relation to sailing and safety at KCC.

During Season

  1. Utilise Assistant Race Secretary whenever you need help to perform your duties.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Emails sent to the racesecretary@kcc.asn.au will be forwarded to the KCC Race Secretary's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  5. The Race Secretary and Assistant Race Secretary are members of the KCC RACE COMMITTEE.  The Race Secretary chairs this Committee. Refer to Sailing Instructions.
  6. The Race Secretary and Assistant Race Secretary are members of the RACE OFFICIALS on a sailing day. The Race Secretary chairs these Officials. Refer to Sailing Instructions.
  7. Assisting with compliance with KCC's policy of no cash or valuables on the premises and no confidential information maintained on the premises.
  8. Attend all Committee Meetings, General Meetings, Special General Meetings and Annual General Meetings.
  9. Write at least 3 Facebook (old Cat Chat) articles per annum. This is good to delegate to the Assistant Race Secretary.
  10. Vice President organises Duty Rosters. You assist by reviewing and authorising any changes to the roster at the last minute.
  11. Run Regattas (usually Race Secretary/Assistant Race Secretary is "Officer of the Day")
  12. Weekly:-
  • Obtain Weather Forecast and place on Notice Board.
  • Place previous Race Days Results on Notice Board.
  • Brief Officer of the Day and Boat Captain re the Day's Racing.
  • Check that Sign-on/off Sheets and Time Keepers Sheets have been put out.
  • Perform Race Briefing as per Sailing Instructions then hand control to the Boat Captain.
  • At least 1 hour after Racing - obtain Sign-on/off Sheets and Time Keepers sheets from Officer of the Day.
  • Run/calculate Results, print and forward to the KCC Webmaster (usually Sunday or Monday evening). Maintain an official record of results including all sign-on/off & timekeeper sheets etc. Supply copy of sign-on sheets and timekeepers sheets to Webmaster who will run a second check of results prior to website publication.
  • Be aware of what boats are in or require storage in the KCC Boat Yards and authorise boats on behalf of the Race Committee wishing access. Coordinate with KCC Treasurer and President/Vice President who will maitain key registers based on Storage Aggrements received.
  • Provide advice and consultancy to the Junior Division Representatives in relation to sailing and safety at KCC.
  1. After last event for Season, supply/assist President and Treasurer with recommendations for Trophies as a result of the Season's Racing. Assist Prize selection and with presentations at the Presentation Night.
  2. Hand over to new Season's Race Secretary.

Junior President

  1. Responsible for representing the KCC Junior Division interests to the KCC Committee and membership.
  2. Emails sent to the junior@kcc.asn.au will be forwarded to the KCC Junior President's private email address by the KCC Webmaster regularly throughout each week. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  3. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  4. Assist in maintaining current minutes, reports, important documents, forms and templates in the Executive Committee Subweb section of the KCC website by supplying to the Webmaster. You will be supplied access credentials for the season by the KCC Webmaster soon after the AGM.
  5. The Junior President is a member of the KCC RACE COMMITTEE. Refer to Sailing Instructions.
  6. Duties include:-
    • Use Junior Division Representative as your Assistant.
    • Setting the sailing dates and times for Junior Division sailing and supplying to Race Secretary/Webmaster the Season Program before end of August each year.
    • Setting the format of sailing for the Junior Division. Supply all Notices of Race and Sailing Instructions to Race Secretary and Webmaster at least 2 months prior to any events.
    • Annual review and maintenance of Junior Comptency Level guidelines and Juniors Information Pack and then supply to the Webmaster for publication on the KCC website.
    • Ensuring there is adequate 2 stroke fuel (and 2 stroke oil if mixing at the Club) for KCC2 Committee Vessel (rubber ducky).  The Commodore and/or Treasurer often holds fuel cards donated for the purchase of fuel and oil. If a fuel card is not available, then reimbursement is obtained from the Treasurer upon presentation of a copy of the receipts. Reminder: Never put 2-stroke fuel in the Tractor or KCC1 (KCC1 has a separate 2 stroke oil tank). Never run KCC2 on Unleaded fuel alone.
    • Ensuring that 2 stroke fuel that has been mixed is clearly labelled on the fuel container as 2 stroke fuel.
    • Representing the Junior Division, when required, at Committee Meetings, Annual, Special and regular General Meetings.
    • Organising Junior Division parents, guardians and others at KCC with maintenance of the Junior Division sailing boats, equipment and storage areas at working bees and on scheduled sailing days.
    • Assisting the Publicity Officer, Editor, President and Webmaster in the promotion of Junior Division sailing at KCC.
    • Organising Junior Division sailing days including organising assistance from parents, guardians and other KCC members as necessary to directly supervise the sailing activities. Juniors participating must not be left unsupervised when on the water or beach.
    • Performing Junior Division Officer of the Day role on Junior Division sailing days unless organised otherwise. The Junior Division OOD is subordinate to the KCC Race Officials on a sailing day, however the KCC Race Officials shall take into account the Junior Division when making any decisions in relation to sailing and safety.
    • Authorising storage of Junior monohulls in the KCC Junior Monohull Storage Shed and making sure the appropriate Boat Storage Agreement has been completed and forwarded to the KCC Treasurer and President/Vice President. Forward a copy of who has Storage Shed keys to the KCC Treasurer and KCC President/Vice President at least annually or whenever a boat is added or removed permenantly to/from the Storage Shed.
    • At the end of the Sailing Season make recommendations to Race Secretary/Commodore/Treasurer re trophies and prizes for the Junior Division for the Presentation Night.
    • Supply all results to Webmaster for publication/archiving on the KCC website. (if not done weekly, then these should be supplied to the Webmaster in late April each year for publication to the website the day after the annual Junior's presentation night)
    • Hand over to new season's Junior President and Junior Division Representative. Usually you complete up to and including the Presentation Night to facilitate an easier transition.

 

General Committee

Assistants to the Executive (Assistant Secretary, Treasurer and Race Secretary)

You are the Executive Committee Member's "stand-in" or delegate to perform their role when they themselves are not available. You also assist them in their roles where possible. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).

Refer to the Executive Duties above.

Boat Captain

  1. Responsible for the KCC Committee Vessels, their trailers, tractor and their safety gear.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Ensuring maintenance is carried out on boats, boat motors, trailers, tractor and safety gear.
    • Ensuring there is adequate fuel and oil for KCC1 Committee Vessel and the tractor for the day's racing. The Commodore and/or Treasurer often holds fuel cards donated for the purchase of fuel and oil. If a fuel card is not available, then reimbursement is obtained from the Treasurer upon presentation of a copy of the receipts. For regattas you may also need to check fuel and oil for KCC2 Committee Vessel (rubber ducky). On other sailing days the Junior Division Representative will look after KCC2 fuel and oil. Reminder: Never put 2-stroke fuel in the Tractor or KCC1 (KCC1 has a separate 2 stroke oil tank). Never run KCC2 on Unleaded fuel alone.
    • Ensuring that fuel and oil is stored in containers clearly labelled as such for their purpose.
    • Ensuring tractor, boats and trailers are registered and undergo any necessary inspections.
    • Checking with and making recommendations to the KCC Secretary that boats, tractor and trailers are insured adequately.
    • Winterising the boats, trailers, tractor and safety gear in the off season and preparing for new season.
    • Organising rectification of faults on all boats, their motors, trailers, tractor and gear. This can often be coordinated with the Equipment Officer.
    • Ensuring registration labels are current and displayed correctly on all boats, trailers and the tractor.
    • Store all original registration and other documentation such as instructional manuals etc with the KCC Secretary.
    • Attend KCC Committee, General, Special and Annual General Meetings.

Canteen Manager

  1. Responsible for the KCC Canteen.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Maintenance and security of the EFTPOS machine available in the club. (The Treasurer will pay any fees / invoices in relation to this)
    • Selecting food and drink stocks and stocking Canteen such that adequate food and drink is available for all events.
    • Purchase ancillary items for the club such as cleaning products, soap, toilet paper, paper towels etc as part of the Canteen purchases. (generally items that would be purchased in the same stores as the Canteen food and/or drink).
    • Maintain food and drink according to expiry dates and dispose of expired items. If in doubt, throw it out!
    • Ensuring legislated minimum hygiene standards are met in the Canteen area and in any food preparation.
    • Setting the prices such that the Canteen makes a modest profit. Coordinate this with the KCC Treasurer and KCC Licensee (who sets alcoholic drink prices and supplies required signage re the Licensing Act).
    • Make sure person's under 18 are not in the Canteen serving area or have access to alcohol fridges/storage when alcoholic drinks are avalable to be sold.
    • Maintaining a set of financial books of income/expenditure/invoice copies and presenting account balances/income and expenditure to Committee at regular Committee Meetings.
    • As at the end of February, creating a  yearly (1st March to 29th February) income and expenditure and account balances in relation to the Canteen Account and presenting to Treasurer for inclusion in AGM Financial Statement.
    • Perform full stock take at least once annually on all Canteen stock.
    • Custodian of the Canteen Account cheque books/ Bank Account (as delegated by the Treasurer) and ensuring only authorised personal have signing authority to this account.
    • Coordinate with the Social Secretary, Race Secretary, Cruising Division Representative and President re any events, regattas, presentation night that require provision of food and drink from KCC Canteen.
    • Opening Canteen each Race Day and locking up at the completion of the Race Day. (The Officer of the Day should either work in the Canteen or organise someone to work in the Canteen each day and clean up afterwards. This is not the Canteen Managers job!). The Canteen Manager does set up the hot water urn and put food such as Pies, Sausage Rolls into the warmer and switch onto a low heat.
    • At completion of Season confer with Treasurer re transfer of any balances from Canteen Accounts to general KCC Accounts.
    • Assisting with compliance with KCC's policy of no cash or valuables on the premises.
    • Attend KCC Committee, General, Special and Annual General Meetings.

Editor

  1. Responsible for the Club's official Facebook articles or articles on the KCC Website news pages (equivalent of the old Chat Chat magazine).
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Coordinating all formal input articles to Facebook (old Cat Chat) - Regulars from President and Race Secretary and others as required.
    • Ensuring relevant Notices of Race, Calendars, Duty Rosters and Notices of Meetings(General, AGM and Special) and any Motions on Notice are linked to the KCC website with correct pre-notice. Usually this is 2 months prior to the event or meeting.
    • Ensuring current Membership Forms are linked to from Facebook.
    • Coordinating with Publicity Officer for advertising. This includes setting any advertising rates which may be in cash or services to the Club.
    • Proof reading all formal Facebook articles prior to distribution via Facebook (it is often a good idea to have KCC President or Vice President also proof read)
    • Attend KCC Committee, General, Special and Annual General Meetings.

Cruising Division Delegate

  1. Responsible for representing the Cruising Division on the Committee.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. The Cruising Division Representative is a member of the Cruising Division Race Committee and the Cruising Division Race Officials and in the absence of the Race Secretary chairs these.
  4. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  5. Duties include:-
    • Setting the Race Calendar for the Cruising Division for the Season.
    • Keeping the Cruising Division appraised of relevant news and information re the running of the KCC.
    • Preparing any Notice of Race for the Cruising Division (e.g. Mega Multi Regatta usually at Easter).
    • Notifying members and prospective non-members re Cruising Division Regattas and special events (e.g. Mega Multi Regatta, Australia Day Marathon etc)
    • Updating and maintaining the Cruising Division Sailing Instructions (and any Regatta Sailing Instructions)
    • Providing all Race Calendars, Notices of Race and Sailing Instructions to the Race Committee for review and approval.
    • Setting Cruising Division handicaps and scoring all Cruising Division Races.
    • Supplying copies of all Cruising Division Notices of Race, Sailing Instructions, Race Calendars, Results and other relevant documentation to the KCC Race Secretary, KCC Webmaster and KCC Editor for publication on Notice Boards, Website and on Facebook.
    • Organising and being a participant on any Protest Committees for the Cruising Division (except where the protest involves the Cruising Division Representative themselves)
    • Organising trophies and prizes for all Cruising Division end of season and regatta events. Refer to the KCC Race Secretary and Treasurer for budgetary assistance.
    • In coordination with the Social Secretary, Canteen Manager, Licensee and/or other willing Committee Members, organising all social aspects to Cruising Division events.
    • Supplying at least one Cruising Division reports to the KCC Editor per annum for publication on Facebook.
    • Attend KCC Committee, General, Special and Annual General Meetings.

Delegate 1 & 2

  1. Responsible for representing KCC's interests on external Committees or at external meetings that concern the Club where the President/Vice President is unable to attend or has delegated the item.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. You should not commit on behalf of KCC without first obtaining KCC Committee approval at the regular KCC Committee Meetings.
  4. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  5. Attend KCC Committee, General, Special and Annual General Meetings.

Equipment Officer

  1. Responsible for all maintenance at the Club except for the Boats, trailers and tractor. The Equipment Officer is however, responsible for the equipment used to run a race (e.g. buoys, anchors etc)
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Organising for honour boards to be updated in the off season.
    • Repair or replacement of all faulty items pertaining to the Club whether it be replacing a buoys anchor line, organising a fridge repair, changing a washer or other items. For repair or replacement of items over $100, please seek guidance of the KCC Executive Committee. You can seek payment or re-imbursement by presenting receipts or invoices to the Treasurer.
    • You are not responsible for the actual Boat, Trailers, Tractor or Boat Safety Gear (as required to register the boat) but if available and competent you should try and assist the Club Boat Captain.
    • Ensuring Club safety equipment is serviceable. e.g. Fire extinguishers, hoses, first aid kit, exit signs etc.
    • Ensuring the Club has a nominated person who is qualified to act as a Safety Auditor/Officer as per YA standards.
    • On Working Bee days, assisting and advising the President re task organisation and work to be done. If President and Vice President is not available you should lead the Working Bee.
    • Attend KCC Committee, General, Special and Annual General Meetings.
    • Provide advice, consultancy and assistance to the Junior Division Representatives in relation to equipment at KCC.

Publicity Officer

  1. Responsible for promoting KCC and gaining sponsorship for events and the KCC website.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Publicising KCC Club events and Regattas via various media and to relevant Clubs or Organisations (obtain Committee approval first!).
  4. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  5. Attend KCC Committee, General, Special and Annual General Meetings.

Social Secretary

  1. Responsible for organising all social events at KCC after obtaining approval and budget from the KCC Committee.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Attend KCC Committee, General, Special and Annual General Meetings.
  5. Duties include leading the organising of function set-up, venue selection, function publicity, bookings, food, drink, decorations, entertainment and post function clean-up tasks in conjunction with assistance from Canteen Manager, Licensee, Publicity Officer and other relevant Committee Members re:-
    • BBQs
    • Regattas
    • Fundraising
    • Presentation Night

Junior Division Representative

  1. Responsible for representing the KCC Junior Division interests to the KCC Committee and membership.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Assisting Junior President in performing their duties. See Junior President under the Executive.

Auxiliary Roles (non-Committee)

Auditor (independent from Club)

  1. External to KCC and responsible for auditing the KCC Annual Financial Statements as provided by the KCC Treasurer in accordance with the legislative conditions of the Incorporation Act after end of February but before the final Committee Meeting preceding the KCC AGM each year.

Division Captains

  1. Responsible for representing their respective Divisions at the KCC as per the Sailing Instructions.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Leading Protest Committees for boats in Divisions other than their own where they themselves are not involved.
    • Representing their Divisions at any meetings or sub-committees called by the Race Secretary in regard to racing.
    • Providing guidance to new or inexperienced sailors in their divisions.
    • Assisting on TRY SAILING days or Regattas that may be organised at the KCC.
    • When reasonably requested, organise sailors from their divisions to assist with Junior monohull sailing.
    • Provide advice and consultancy to the Junior Division Representatives in relation to sailing and safety at KCC.

Green Keeper

  1. Responsible for the greenery re the grounds of KCC including 304 Prince Charles Parade, 310 Prince Charles Parade and the Back Boat Yard and their footpaths.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Lawn Mowing & Whipper Snipping
    • Maintenance/trimming etc of trees and gardens
    • Weed control (including removal/poisoning of bindis in main briefing area) of KCC
    • Mowers (ride on) and hand push mower maintenance
    • Whipper Snipper and garden tool maintenance.
    • Fueling/Oil of mowers and Whipper Snippers.
    • Garnering assistance in outside maintenance of gardens, trees and lawns at working bees.
    • If no Green Keeper is appointed in a sailing season the Equipment Officer or President shall allocate out the above duties on Working Bees.

Licensee

  1. Responsible for ensuring all legislative requirements of the Licensing Act as they pertain to KCC Inc are met at KCC.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  3. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  4. Duties include:-
    • Setting prices for all alcoholic beverages that may from time to time be available at KCC.
    • Ensuring compliance by the Club and members of the conditions of KCC's restricted alcohol license including signage.
    • Ensuring at least one Club Member who has completed the "Responsible Serving of Alcohol" (RSA) certificate is present in the Canteen area whenever alcohol is being served.
    • Ensuring the Club's policy of no alcohol being served prior to the completion of all racing, is adhered to and then only on authorised days, between authorised times. 
    • Annual review/update/application for License and supply of dates to the relevant authorities.

Patrons

  1. Responsible for promotion and goodwill re KCC in the Community.
  2. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)

Webmaster

  1. Responsible for maintaining and supporting the KCC website/domain/security certificates and email addresses of KCC.
  2. Responsible for creation, deletion and maintenance of KCC e-mail addresses :- KCC Webmaster and its aliases (KCC President, KCC Vice President, KCC Treasurer, KCC Secretary, KCC Race Secretary and KCC Junior President).
  3. Controlling the passwords of the email addresses and forwarding/redirecting KCC emails to the appropriate KCC Executive Committee Member regularly throughout the week.
  4. Obtain funding from the KCC Treasurer for the KCC website hosting, email, domain name and security certificate.
  5. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)
  6. Publishing all Race Calendars, Membership Forms, Results, Notices of Race, Rosters, Sailing Instructions and other pertinent information re KCC on the "www.kcc.asn.au" website.
  7. Maintenance of the protected Executive Committee Subweb section on the KCC website and controlling access to it such that only the Executive Committee and Webmaster have the credentials to access it. Maintenance of the access credentials to all sections of the KCC website.
  8. Assist in maintaining Miscellaneous Templates in the Executive Committee Subweb section of the KCC website.

YA Equipment Auditor

  1. Inspect and check that catamarans and junior monohull boats conform to the YA Special Regulations for the Race Category required by the Committee of the KCC.
  2. Issue and certify compliance forms.
  3. Attend a lecture and exam for reaccreditation when the RRS are changed.
  4. Update the Special Regulations as amendments are made.
  5. Make sure you have supplied your current phone number and private email address to all Committee Members and the KCC Webmaster (note your private phone number and email address will NOT be stored on the KCC website).
  6. Review KCC Constitution, KCC Code of Conduct and Operational Plan and perform duties in accordance. (Refer to Committee page)

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Additional Resources

Index of Committee Duties

Index of Non-Committee Duties

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