Committee Roles

Committee roles are for a Term of 1 year (starts each Annual General Meeting and finishes at the following Annual General Meeting). Any club member can be nominated for any role on the committee by another member – including a club member seeking a role on the committee for the first time or a current committee member seeking nomination for a role for another Term.

The nominated candidate must accept the nomination for the nomination to be valid, and include a statement on how they will approach the role.  If there are a number of nominations received for a role, then a ballot will be held after the close of nominations for all club members to vote.

If you are considering accepting a nomination to take on a committee role, please ensure that you are willing and able to commit to the requirements of that role – a description of the roles on the committee are detailed below.

Please contact the secretary if you’re interested.

President

Member of Admin Committee

• 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, promote and encourage participation in 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

Member of Admin Committee

• 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.
• Seek and apply for opportunities for Grant funding through Government programs.
• Hold interest, promote and encourage participation in all paddling codes undertaken by the Club.

Secretary

Member of Admin Committee

• Triage all inward and outward correspondence to the club’s general email address.
• Assigned as the club’s authorised signatory as registered with the Department of Fair Trading.
• Arrange committee meetings.
• Prepare minutes of meetings and maintain records of meetings.
• Assist the chair.
• Maintain all club files.
• Make sure information (eg. meeting minutes) is filtered down through Committee members and club members within required timeframes.
• Liaise with other clubs and governing bodies regarding administration details (eg. ensuring the club’s affiliation is current; and annual insurance cover of assets) and bring these details to the attention of the Committee.
• Be a signatory for the Club’s bank account(s).
• Organise the AGM and coordinate the production of the annual report.
• Ensure AGM minutes and annual report are submitted to DOFT within the required timeframe.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Hold interest, promote and encourage participation in all paddling codes undertaken by the Club.

Treasurer

Member of Admin Committee

• 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.
• Report on all Club membership and race entry fees.
• Provide a report at every committee meeting (or written if not in attendance) on all incoming and outgoing monies, as well as balance in writing.
• Be the main signatory for the club’s 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 and to be submitted to DOFT.
• Prepare an annual Budget for the club to be approved by the Committee.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Encourage participation in all paddling codes undertaken by the Club.

Registrar

Member of Admin Committee

• Be responsible for keeping an accurate and up to date record of all members of the Club.
• Know the financial status of all members at both a club and affiliated sporting body (eg. DBNSW / AOCRA) level.
• At every committee meeting provide a report on updated numbers of members at a club and code level.
• Ensure financial members have access to relevant club training sessions on the website.
• Ensure the club member contact details are up to date on the website (minimum requirements include: email address; mobile phone number; ability to swim; any pre-existing relevant health issues; and acceptance of the Code of Conduct).
• Work with the treasurer to ensure prompt payment of membership fees.
• Organise and distribute club membership registration information as well as any State/National membership forms that must be filled out by individuals annually.
• 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.
• Prepare at the end of each financial year a summary of membership statistics and a list of all members for both the Annual Report and to be presented the AGM, include details from the Recruitment Coordinator.
• Encourage participation in all paddling codes undertaken by the Club.

Equipment Coordinator

Member of Admin Committee

• Maintain the up keep of all Club owned equipment.
• Maintain a register of all club owned equipment including a condition rating.
• Provide a report at every committee meeting (or written if not in attendance) on the status of activities for equipment including when club owned equipment is reaching poor condition and requires replacement.
• Ensure the stock of all required safety equipment for training sessions is available.
• Educate members in equipment care.
• Keep the Club informed on the latest advances in relevant equipment.
• Coordinate all major purchases, from making recommendations to obtaining quotes, seeking Committee approval and organising delivery.
• Coordinate group maintenance sessions on the club’s large equipment assets (eg. canoes; trailer) at least annually.
• Write an Equipment report for the Annual Report to be presented at the AGM and submitted to DOFT.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Encourage participation in all paddling codes undertaken by the Club.

Site Coordinator

Member of Admin Committee

• Liaise with site owners, local council, etc to maintain good working relationships.
• Ensure the club’s lease contracts for sites are up to date.
• Maintain safety of the training area.
• Inform coaching and whole committee of any updates or any problems arising ranging from Development Applications to operational day to day issues that impact the club’s ability to undertake it’s activities at any of our sites.
• Communicate parking/site rules.
• Look for a new site options (eg. ocean site) when opportunities arise.
• At committee meetings, present on relevant items as required.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Encourage participation in all paddling codes undertaken by the Club.

Marketing Coordinator

Member of Admin Committee

• Be responsible for the overall promotion and management of the sponsorship and marketing arrangements for the Club.
• Coordinate other club members to be involved in assistant roles to undertake the activities listed below as required (to prevent an excessive workload and to ensure all responsibilities are met):
• Sponsorship activities

• • Ensure Sponsorship Deal package is reviewed annually and has up to date content.
  • Encourage club members to seek out sponsorship opportunities through their networks and pursue sponsorship leads recommended by club members. If appropriate, be the central point of contact for the sponsor.
  • If sponsorship is obtained, using the Sponsorship Deal template define in writing the responsibilities of both the Club and the sponsor.
  • Ensure the club President and Committee are updated with upcoming Sponsorships for approval.

• Marketing & Digital activities

• • Use media article template to submit media releases to local online media companies for upcoming events (ie. Cockatoo Cup) and major club achievements (ie. winning medals at a State, National or International events), ensuring appropriate recognition of sponsors in any media releases.
  • In conjunction with Recruitment Co-ordinator, identify and co-ordinate public awareness opportunities (ie. local area open days).
  • Work with Website Coordinator to ensure any media coverage attained is posted on website.
  • Moderate content and oversee access to selected club members updating and posting to the Club’s Social Media pages (not limited to Instagram and Facebook), to ensure regular updates, achievements and photos are distributed as well as ensuring we are messaging about all paddling codes.

• PD Branded Merchandise activities

• • Collect the online orders from club members for merchandise and ensure payment has been received.
  • Send order request to supplier and distribute items once received.
  • Keep any club stock of items to be distributed.

• Provide a report at every committee meeting (or written if not in attendance) on that includes an update on all activities undertaken.
• Write a Marketing report for the Annual Report to be presented at the AGM and submitted to DOFT.
• Encourage participation in all paddling codes undertaken by the Club.

Fundraising Coordinator

Member of Admin Committee

• Devise new ways to raise funds.
• Be accountable to the Treasurer for all funds raised and all expenses created to raise those funds.
• Provide a report at every committee meeting (or written if not in attendance) on any fundraising activities status and monies raised.
• Seek assistance from other club members where required and encourage club members to volunteer to help with fundraising activities.
• Aim to seek funds from outside the member base.
• Assist Coaches / Race Coordinators with the annual allocation of funds back to the membership for club nominated events.
• Write a Fundraising report for the Annual Report to be presented at the AGM and submitted to DOFT.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Encourage participation in all paddling codes undertaken by the Club.

Recruitment Coordinator

Member of Admin Committee

• 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.
• Ensure trialists complete all relevant insurance paperwork from governing bodies (ie DBNSW / AOCRA) before first session.
• Liaise with the Registrar once the trial period is over and new membership forms need to be completed.
• Provide a report at every committee meeting (or written if not in attendance) on the number of new trialists and the conversion of trialists to new memberships.
• Work with the Registrar on a Recruitment report to be included in the Annual Report to be presented at the AGM and submitted to DOFT.
• Encourage participation in all paddling codes undertaken by the Club.

Dragon Boat Coach

Member of Admin Committee & Member of Coaching Committee

• Play a fundamental role at the club ensuring the successful running of all Dragon Boating activities, incorporating both training and racing.
• 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 and 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.
• Ensure they are up to date with any new coaching information and requirements from DBNSW, AusDBF or any other relevant paddling association.
• Be up to date with the latest training techniques and all facets of personal well-being.
• Discuss and liaise with the Coaching Committee to formulate the season training schedule, race timetables and paddler’s 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.
• In line with the club’s crew selection criteria, ensure all crews are selected with an unbiased view and all trial results are transparent and presented to the club.
• Liaise with Registrar to ensure those attending training have current membership with the club and the relevant associations.
• Work with the Race-Coordinator on crew entries and team allocations.
• Provide a report at every committee meeting (or written if not in attendance) with an update of any DB activities.
• Write a report for the Annual Report to be presented at the AGM and submitted to DOFT, that includes annual paddler awards.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Ensure participation in all paddling codes available to the club are encouraged and promoted by all coaches.

Outrigger Canoe Coach

Member of Admin Committee (with SC Coach as 1 vote) & Member of Coaching Committee

• Play a fundamental role at the club ensuring the successful running of all Outrigger Canoe activities, incorporating both training and racing.
• Be in attendance at all training sessions, unless unavoidable circumstances prevent them from doing so, otherwise they should appoint a delegate.
• Maintain a database of all club members participating in the sport to track: training attendance; race attendance; steering skill level.
• Be responsible for team building and 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.
• Ensure they are up to date with any new coaching information and requirements from AOCRA or any other paddling association.
• Be up to date with the latest training techniques and all facets of personal well-being.
• Discuss and liaise with the coaching committee to formulate the season training schedule, 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.
• In line with the club’s crew selection criteria, ensure all crews are selected with an unbiased view and all trial results are transparent and presented to the club.
• Liaise with Registrar to ensure those attending training have current membership with the club and the relevant associations.
• Work with the Race-Coordinator on crew entries and team allocations.
• Provide a report at every committee meeting (or written if not in attendance) with an update of any OC activities.
• Write a report for the Annual Report to be presented at the AGM and submitted to DOFT, that includes annual paddler awards.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Ensure participation in all paddling codes available to the club are encouraged and promoted by all coaches.

Single Craft Coach

Member of Admin Committee (with OC coach as 1 vote) & Member Coaching Committee

• Play a fundamental role at the club ensuring the successful running of all Single Craft activities, incorporating both training and guidance on racing.
• 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 and 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 running SC Novice Courses for club member’s introduction and accreditation with the club on SC skills.
• Ensure all members wishing to use club SC have completed the novice course prior to use.
• Ensure they are up to date with any new coaching information and requirements from AOCRA or any other paddling association.
• Be up to date with the latest training techniques and all facets of personal well-being.
• Discuss and liaise with the coaching committee to formulate the season training schedule, 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.
• In line with the club’s crew selection criteria, ensure all OC1 trial results are transparent and presented to the club and assist the DB and OC coach if required on trial results and paddler achievements so crews can be selected with an unbiased view.
• Liaise with Registrar to ensure those attending training have current membership with the club and the relevant associations.
• Provide a report at every committee meeting (or written if not in attendance) with update of any Single Craft activities.
• Write a report for the Annual Report to be presented at the AGM and submitted to DOFT, that includes annual paddler awards.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Ensure participation in all paddling codes available to the club are encouraged and promoted by all coaches.

Novice Paddling Coach

Member of Admin Committee & Member of Coaching Committee

• Be the first main contact for new paddlers and as such act as a source of support, encouragement and club knowledge.
• 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.
• 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.
• Be patient and positive, encouraging recruits to form new friendships within the club.
• 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).
• Develop and implement a new paddler program that can be rolled out by designated assistant coaches throughout the season.
• 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
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.

Dragon Boat Race Coordinator

Non-Voting Role (except when representing DB code at Admin Committee meeting)

• Contacting the club/organisation running the regatta/event and make sure the Club has all the necessary information.
• Contact members in regards to paddler interest to attend regattas/events, advertising the details, collect names and ensure paddler race fees are deposited into the club account.
• In consultation with the Registrar, ensure all members wishing to participate in the regatta/event are members of the relevant associations.
• Fill in required entry forms or online entry requirements, and send to organisers by required timelines.
• Confirm attendance list with coaches
• Liaise with coaches regarding requirements, updated race rules, etc.
• Ensure all members participating in the event have all the correct and relevant information that includes: location of event; arrival time; estimated duration of day; weather; crew names; amenities on site.
• Organise people to help load/unload, the boats, etc as required.
• Organise spare paddles, race tops etc for members who do not have their own for race day.
• Assist the coach on race day as required (eg. roll call of paddlers; attend team manager meetings).
• Coordinate, if any, travel arrangements including group accommodation bookings and accommodation payments.
• Ensure (for international trips) that a list of all attending paddlers, that includes: their transport to and from the country; passport information; and emergency contact information are all recorded.
• 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.

Outrigger Canoe Race Coordinator

Non-Voting Role (except when representing OC code at Admin Committee meeting)

• Contacting the club/organisation running the regatta/event and make sure the Club has all the necessary information.
• Ensure club nominations are entered into the AOCRA website by the due date.
• Contact members in regards to paddler interest to attend.
• Confirm attendance list with coaches.
• In consultation with the Registrar, ensure all members wishing to participate in the regatta/event are members of the relevant associations.
• In consultation with the coaches, send event details to club before the event that includes: where to go; format of the day; rigging and de-rigging times; parking; food availability; crew lists; entry fees etc etc.
• Organise a person to tow the trailer to and from the race site.
• Organise spare paddles, race tops etc for members who do not have their own for race day.
• On race day, assist coach where required (ie. register crews with canoe numbers).
• Ensure paddler race fees are deposited into the club account.
• Coordinate, if any, travel arrangements including group accommodation bookings and accommodation payments.
• Ensure (for international trips) that a list of all attending paddlers, that includes: their transport to and from the country; passport information; and emergency contact information are all recorded.
• 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.

Events Coordinator

Additional Non-Voting Role

• Be the key point of contact for the club’s organised external sanctioned racing events (eg. Cockatoo Cup).
• Project manage the running of the event and all activities from start to finish.
• Ensure there is a working team on the organisation of the event to assist with all duties.
• Obtain the relevant licences from government (eg. Transport NSW, local Council) to ensure the club can run the event.
• Provide reconciliation of the event to the Treasurer and any governing bodies (as required).
• Attend committee meetings in the lead up to an event and provide an update on the preparation and advise of any additional support that may be required from the committee.
• Write a report for the Annual Report to be presented at the AGM and submitted to DOFT.
• Encourage participation in all paddling codes undertaken by the Club.

Communications Coordinator

Additional Non-Voting Role

• Coordinate the production and enhancement of the Club’s website as a means of communication both for use within the Club and for visitors viewing the site for the first time.
• Ensure the club’s website is high on search engine results for all water sport and paddling related searches.
• Ensure links to the clubs social media are up to date on the website.
• Ensure content on the external pages of the website are up to date.
• Provide technical support for the coaches and committee members where possible.
• Maintenance of: Club Email Groups, ensuring new committee members have access to the role’s email.
• Triage of the general Info emails to relevant committee person.
• Present to the Committee on new ideas / products / tools as required.
• Ensure the ‘latest results’ section of the website is up to date in conjunction with the coaches.
• Delegate tasks to other Club members as required to prevent an excessive workload and to ensure all responsibilities are met.
• Encourage participation in all paddling codes undertaken by the Club.