Committee Roles

Any role on the committee regardless of whether an existing committee member has indicated an intention to continue in the role for the coming year.

Interest in the Registrar, Fundraising and OC roles would be greatly welcomed.

Please contact the secretary if you’re interested.

President

Ensure the successful functioning of the Club.
Coordinate the planning and attainment of the Club’s objectives.
Be the official spokesperson for the Club.
Chair and control all meetings for the Club.
Cast a deciding vote if required.
Plan for the future.
Mediate conflicts within the club.
Hold interest and promote all paddling codes undertaken by the club.
Develop relationships with relevant paddling bodies and clubs.
Coordinate all Committee members and their role responsibilities.
Coordinate the production of a member information pack for the season.
Be a signatory for the Club’s bank account(s).
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Vice President

Share and assist the President in all duties.
Chair meetings when President is not present.
Be the official spokesperson if President is not available.
Be a signatory for the Club’s bank account(s).
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Secretary

Handle all inward and outward correspondence.
Arrange meetings.
Prepare minutes of meetings and maintain records of meetings.
Assist the chair.
Maintain all files.
Make sure information is filtered down through Committee members and club members.
Liaise with other clubs and governing bodies regarding administration details and bring these details to the attention of the Committee.
Keep an updated trophy register
Be a signatory for the Club’s bank account(s)
Organise the AGM
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Treasurer

Manage the Club’s bank account(s).
Only withdraw funds from the club bank account(s) when approved by Committee at a meeting or in writing with general consensus.
Committee members must first obtain prior committee approval before spending money on behalf of the Club or to get reimbursement.
Maintain a log detailing every transaction.
Collect all Club, DBNSW, AOCRA and any other membership fees.
At every meeting report on all incoming and outgoing monies, as well as balance in writing.
Be the main signatory for the bank account.
Keep accurate records of monies paid and or owing for each club member.
Prepare at the end of each financial year financial statements for presentation at the Annual General meeting.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Registrar

Be responsible for keeping an accurate and up to date record of all members of the Club.
Know the financial status of all members.
Provide regular printed versions of the latest club contact list.
Work with the treasurer to ensure prompt payment of registration fees.
Organise and distribute registration and club membership forms as well as any State/National membership forms that must be filled out by individuals annually.
Production and maintenance of Club Email Groups.
Encourage participation in all paddling codes undertaken by the Club.
Be a signatory for the Club’s bank account(s).
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Recruitment Coordinator

Facilitate recruitment of new paddlers.
Formulate any recruitment publicity (eg. gym flyers).
Be the contact person for any person wishing to enter the Club.
Liaise with club coaches to coordinate training sessions for interested persons.
Encourage participation in all paddling codes undertaken by the Club.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Equipment Coordinator

(a) Maintain up keep of boats and necessary Club equipment.
(b) Educate members in equipment care.
(c) Keep the Club informed on the latest advances in relevant equipment.
(d) Coordinate all major purchases, from making recommendations to obtaining quotes, seeking Committee approval and organising delivery.
(e) Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Events Coordinator

Keep an eye on the training session list on the web to check you will have sufficient steerers to take out a session. Liaise with the coach to give them updates on the attendance for the session and/or any particular training plan requirements (eg. if you don’t have enough steerers you might ask them to help you find some). Please note you DO NOT need to send a weekly email reminder about who is attending the session. Coaches and paddlers can easily check the signup list on the net. The only time you should need to send an email is if:

the session is postponed or cancelled due to weather, boat availability, etc;
the session is just short of minimum numbers and you need to find additional people to attend; or
you need to find additional steerers (only to PDocsteerer@yahoogroups.com)

For OC6 Sessions:

Keep an eye on the website sign up to ensure there are minimum numbers signed up (min 10) and sufficient steerers (1 per boat). If you need to find additional steerers, please send an email to the group: PDocsteerer@yahoogroups.com rather than pdoc.
Also check if the session is oversubscribed. There has been a slight change to how we deal with oversubscribed sessions. If you are co-ordinating an evening session, at 4pm on the day of the session you need to check the list and SMS anyone who is a reserve. Similarly, for morning sessions, you need to check the list and contact (SMS) reserves at 7pm the night before the session. For Glebe sessions the maximum number is currently 30 (5 boats). For Balmoral sessions the maximum number is 18 (3 boats).
Ensure that all the safety equipment is prepared for the canoes at the session. There is a list of safety equipment needed in each boat on the whiteboard in the shed, basically you need for each boat:
- 2 x bailers
- 2 x dolphin torch (dawn & dusk sessions)
- 2 x packets of lifejackets (6 jackets in total)
- 1 x banana floatation
- 1 x safety kit (red dry bag)
- 2 x pole lights (dawn & dusk sessions)
- 1 x spare paddle
- 1 x tow rope
Lock up the shed before you head out for the session
At the end of the session, check that the boats are locked up and there is no equipment left lying around. Let the Equipment Coordinator know if any equipment was damaged or needs replacing (e.g. batteries for lights)
If you are coordinating a Balmoral session ensure that 2 sets of safety equipment are taken at the end of the night (including skirts for the Saturday session).

If guest paddlers (ie paddlers from interstate or overseas clubs, or beginners) who are interested in joining a session have emailed you, get their contact details and pass them onto the OC coach for your session. If you can’t make a particular session, find someone to help you do your tasks for that week Please be aware that as an OC6 coordinator you are responsible for all equipment including the keys, so please don’t hesitate to ask if you need help

Remember you are only responsible for ensuring all these tasks get done so seek the assistance of other paddlers as much as possible.

For DB sessions:

Wednesday 6.45pm (on the water at 7pm)
Saturday 8.15am (on the water at 8.30am)
Monday (in summer) 6.45pm (on the water at 7pm)

Prior To Session

An email will be sent to you as coordinator with instructions on how to use the website to track the session list. Check the session timetable on the website at the beginning of the month to ensure your name and details are correct.Sessions are only available to sign up to two weeks in advance, so you may need to send out a reminder email to ddb@yahoogroups.com.au to remind people to sign up to sessions if a session does not have many paddlers signed up. A couple of days before the session, you will need to regularly check the session as you may find that the main changes will happen during this time – names changing on the list for cancellations within a couple of days of a session or late bookings of people added to a session. Ensure that enough paddlers are on the list to run a session (minimum 9-10) and a steerer is organised. Confirm numbers to coaches prior to the session (i.e. by email or phone) or bring a list of paddlers (or final numbers) to the session.

Contact one of the coaches (i.e. Julia or Christian) before cancelling a session, or if numbers are low or steerers are needed.

If a session has to be cancelled (due to numbers, other activities or weather) please check with one of the coaches first and then send an email out. It might be necessary to call or text people who are on the list or ask them to confirm they have received the cancellation email. Ensure you have a copy of the PD Members list, which lists people’s email addresses and contact numbers.

Beginning of session

Look out for new paddlers who have signed up and assist to introduce them to coaches & help them get started with a paddle etc.
Each new paddler needs to sign the DBNSW indemnity form before getting in the boat. There should be copies in the silver lock box or you can print a copy from the DBNSW website.
If there are no forms left please arrange for some copies to be left in the silver lock box.

To help the coaches, ensure that you or another paddler does the following:

Paddles – get these out of the silver lock box (which should NOT be locked) Collect Equipment Needed For Each Boat & ensure equipment is in each boat before leaving the ramp

1 x light (if evening session)
1 x spare paddle
1 x bailer
1 x safety watertight bag which contains: tow rope, flare and/or mobile phone
1 x anchor (optional)

>Lock gate – Before getting on the water, unless another club will do so. On the water – help coaches and steerers to ensure during training that the boat is within 200m of the nearest shore

After session

Check no equipment has been left in boats or surrounding area, return to original location and lock. Liaise with the coaches to ensure that the gate is locked when the last person leaves – other clubs may still be on the site, so may lock the gate instead.

Marketing Coordinator

Be responsible for promoting the image of the Club and attaining financial sponsorship for the Club.
Actively pursue sponsorship possibilities, or work with duly appointed agency.
Work with club members to develop sponsorship packages.
Obtain committee approval for sponsor proposals
If sponsorship is obtained, define in writing the responsibilities of both the Club and the sponsor.
Be the central point of contact for the sponsor.
Provide a sponsorship evaluation report to the sponsor at the end of the sponsorship period.
Frequently contact the media for coverage opportunities.
Write, distribute and follow up media releases for upcoming events and major club achievements.
Ensure appropriate recognition of sponsors in any media releases.
Identify and co-ordinate public awareness opportunities.
Keep a record of all media coverage attained.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Fundraising Coordinator

Devise new ways to raise funds
Be accountable to the Treasurer for all funds raised and all expenses created to raise those funds.
Seek assistance from other club members where required.
Aim to seek funds from outside the member base.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Communications Coordinator

Coordinate the production and enhancement of the Club’s website as the primary means of communication within the Club.
Be responsible for the production of the Club’s newsletter.
Produce one issue per month.
Encourage submissions from the Committee and club members for the newsletter.
If requested, produce advertising flyers for forthcoming social events.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Site Coordinator

Liaise with site owners, local council, etc to maintain good working relationship with them.
Maintain safety of the training area.
Inform committee of any problems.
Communicate parking/site rules.
Look for a new site options as required.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Dragon Boat Coach

Play an integral role of the club.
Be in attendance at all training sessions, unless unavoidable circumstances prevent them from doing so, otherwise they should appoint a delegate.
Be responsible for team building.
Motivate the team.
Be aware of training needs of individual paddlers and the team as a whole.
Deal with complaints and concerns regarding training and fitness problems.
Be responsible for training and integration of new members.
Formulate training and race strategies to optimise the Club’s potential.
Ensure they are up to date with any new coaching information from DBNSW, AOCRA or any other paddling association.
Be up to date with the latest training techniques and all facets of personal well being.
Ensure all codes of paddling available to the club are encouraged and promoted by all coaches.
Discuss and liaise with each other to formulate the training schedules, race timetables and paddlers transition between levels/crews in order to promote and optimise the Club’s success as a whole in all paddling codes and to ensure individual’s needs are met.
Encourage participation in all paddling codes undertaken by the clubs.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Dragon Boat Race Coordinator

Contacting the club/organisation running the regatta/event and make sure the Club has all the necessary information.
Advertise the race details, collect names and money.
Filling in entry forms, and send off to organisers.
Liaise with coaches of participating members regarding requirements, race rules, etc.
Ensure all members participating in the event have all the correct and relevant information.
Organise people to help load/unload, rig/de-rig the boats, etc.
Organise spare paddles, drink containers, bananas, sports drink, bailers, wax, etc
Coordinate, if any, travel arrangements.
Deposit all money collected and advise the treasurer of amount deposited.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Dragon Boat Representative

(a) Shall consist of one of the Dragon Boat Mens Coach, Dragon Boat Womens Coach, Dragon Boat Race Coordinator and Novice Paddling Coach on a monthly rotational basis.
(b) Prior to each Committee Meeting collect information concerning all matters relating to dragon boat related happenings in the Club from the Dragon Boat Mens Coach, Dragon Boat Womens Coach, Dragon Boat Race Coordinator and Novice Paddling Coach.
(c) Represent the views of the Dragon Boat Mens Coach, Dragon Boat Womens Coach, Dragon Boat Race Coordinator and Novice Paddling Coach at the Club Committee Meeting.
(d) Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Outrigger Canoe Coach

Play an integral role of the club.
Be in attendance at all training sessions, unless unavoidable circumstances prevent them from doing so, otherwise they should appoint a delegate.
Be responsible for team building.
Motivate the team.
Be aware of training needs of individual paddlers and the team as a whole.
Deal with complaints and concerns regarding training and fitness problems.
Be responsible for training and integration of new members.
Formulate training and race strategies to optimise the Club’s potential.
Ensure they are up to date with any new coaching information from DBNSW, AOCRA or any other paddling association.
Be up to date with the latest training techniques and all facets of personal well being.
Ensure all codes of paddling available to the club are encouraged and promoted by all coaches.
Discuss and liaise with each other to formulate the training schedules, race timetables and paddlers transition between levels/crews in order to promote and optimise the Club’s success as a whole in all paddling codes and to ensure individual’s needs are met.
Encourage participation in all paddling codes undertaken by the clubs.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Outrigger Canoe Race Coordinator

Ask Coaches for Regatta pack if not received (Min. 2 weeks before event)
Send nomination forms to host club and AOCRA (ask coaches for estimated guess of teams for entry) NB: Deadlines are min. of 10 days before the event. Check the regatta pack for exact dates.
Send email to PDOC asking for paddler interest to attend (min 2 weeks prior to event)
Confirm attendance list with coaches 10 days prior to the event
Send event details to club the week before the event so paddlers know where to go, format of day, parking, food availability etc etc (any earlier, and they forget)
Let them know entry fees are $15.00 per person (OC6 race) and $5.50 per person for OC1 relay.
The coaches will advise rigging/de-rigging duties and times.
Organise a person to tow the trailer (eg. Kim Mc). Confirm with them it is their responsibility to ensure they have keys for both Glebe High School and Waterways.
Delegate someone to be responsible for bringing the club uniforms and tents from the shed, and collecting them at the end of the day.
Liaise with coaches for final team lists (Wednesday prior to event)
Complete Team Entry forms (with AOCRA numbers from the contact list – suggest you complete before race day)
Check there will be two signatories available with the club chequebook to pay the fees at the end of the dayOn Race Day
Ensure all paddlers sign the team entry forms (this can be delegated to a team member for each team, then passed back to you) NB: If the regatta has an OC1 relay, it is imperative the forms get completed when rigging the boats. Ensure individual boat numbers are given to you from team members also. These forms are required to be submitted prior to the start of the race.
Submit registration forms as and when required by event hosts. This is normally done prior to the race in question. They will normally not accept registration for all events in the morning. You can register Womens LC only after the start of SC. You can register Mens LC, only after the start of Womens LC (dependant on race format of course).
Don’t forget to collect the numbers for the front of the boat at registration. Ensure these are handed to the steerer of each crew.
Collect entry fee $ from paddlers (recommend you delegate to each steerer to collect all the money for their team and hand it to you)
Ensure full payment for all entries and crews has been made to AOCRA.

Outrigger Canoe Representative

(a) Shall consist of one of the Outrigger Canoeing Long Course Mens Coach, Outrigger Canoeing Long Course Womens Coach, Outrigger Canoeing Short Course Mens Coach, Outrigger Canoeing Short Course Womens Coach, Single Craft Coach and Outrigger Canoeing Race Coordinator on a monthly rotational basis.
(b) Prior to each Committee Meeting collect information concerning all matters relating to outrigger canoeing related happenings in the Club from the Outrigger Canoeing Long Course Mens Coach, Outrigger Canoeing Long Course Womens Coach, Outrigger Canoeing Short Course Mens Coach, Outrigger Canoeing Short Course Womens Coach, Single Craft Coach, Outrigger Canoeing Race Coordinator and Novice Paddling Coach.
(c) Represent the views of the Outrigger Canoeing Long Course Mens Coach, Outrigger Canoeing Long Course Womens Coach, Outrigger Canoeing Short Course Mens Coach, Outrigger Canoeing Short Course Womens Coach, Single Craft Coach, Outrigger Canoeing Race Coordinator and Novice Paddling Coach at the Club Committee Meeting.
(d) Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Single Craft Coach

Play an integral role of the club.
Be in attendance at all training sessions, unless unavoidable circumstances prevent them from doing so, otherwise they should appoint a delegate.
Be responsible for team building.
Motivate the team.
Be aware of training needs of individual paddlers and the team as a whole.
Deal with complaints and concerns regarding training and fitness problems.
Be responsible for training and integration of new members.
Formulate training and race strategies to optimise the Club’s potential.
Ensure they are up to date with any new coaching information from DBNSW, AOCRA or any other paddling association.
Be up to date with the latest training techniques and all facets of personal well being.
Ensure all codes of paddling available to the club are encouraged and promoted by all coaches.
Discuss and liaise with each other to formulate the training schedules, race timetables and paddlers transition between levels/crews in order to promote and optimise the Club’s success as a whole in all paddling codes and to ensure individual’s needs are met.
Encourage participation in all paddling codes undertaken by the clubs.
Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Novice Paddling Coach

(a) Be the first main contact for new paddlers and as such act as a source of support, encouragement and club knowledge.
(b) Train the new paddlers in both dragon boating and outrigging with the aim of having them graduate to more experienced training squads in the Club.
(c) Endeavour to equally teach respect of both paddling codes so that new paddlers can best choose which sports they wish to do in the longer term.
(d) Be patient and positive, encouraging recruits to form new friendships within the club.
(e) Help build an understanding of the kind of commitment required as a PD paddler (eg turning up to their training sessions, attitude in boat, etc).
(f) Develop and implement a new paddler program that can be rolled out by designated assistant coaches throughout the season.
(g) Such a program is to focus on:
- · teaching the fundamental skills of both sports;
- · having fun;
- · safety;
- · equipment care; and
- · perfecting paddling technique to enable smooth transition to racing crews
(h) Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.