Club Officers

Commodore

As the senior officer of the Club the Commodore is expected to take an interest in all the Club’s current activities without necessarily being directly involved in any of them. The Commodore, unlike other members of the Committee, has few specific tasks relating to the day-to-day running of the Club. Hopefully this will allow the Commodore to take both a broader and a longer-term view of the Club’s activities.

Ideally all members should be able to recognise the Commodore. They should feel able to approach the Commodore for help and advice on matters concerning the Club and to make suggestions as to what they would like to see the Club doing.

Where possible the Commodore should:

• Attend major Club events
  
  
• Present prizes
  
  
• Agree, with the Secretary, agendas for Committee meetings and the AGM
  
  
• Chair Committee meetings and the AGM
  
  
• Present an annual report at the AGM
  
  
• Oversee the work of other Club officers
  
  
• Foster a community spirit within the Club
  
  
• Act as a source of encouragement for all legitimate activities of the Club.
  
  

Vice-Commodore

In the normal course of events the Vice-Commodore would be expected to take over from the Commodore and should therefore be helping and learning from the Commodore as well as deputising for the Commodore as required.

Training is an important function of the Club in fulfilling its aim of “the encouragement of Sailing and Kindred Sports on St Mary’s Loch”. Without a viable training programme of some sort we are unlikely to be able to improve the standard and enjoyment of sailing on the loch.

Training is the responsibility of the whole Committee but its oversight should be the responsibility of the Vice-Commodore. The Vice-Commodore should normally liaise closely with the RTC Principal.

The Vice-Commodore should consider all aspects of training relevant to sailing on St Mary’s Loch, for example:

• Sailing
  
  
• RS200s
  
  
• Enterprises
  
  
• Mirrors
  
  
• Sailboards
  
  
• Other craft
  
  
• Juniors
  
  
• Racing
  
  
• Race officer
  
  
• Rescue
  
  
• First Aid
  
  

Rear-Commodore

As for all other positions on the Management Committee, the position of Rear Commodore is open to all members. Traditionally the position is held by the immediate past Commodore who is easing out of the Commodore’s responsibilities but whose experience and expertise of Club affairs are not immediately lost to the Committee. The Rear Commodore is the third senior officer of the Club and may undertake specific responsibilities as do other members of the Committee. The Rear Commodore is often in a position to uphold the Club’s contacts in the dinghy world.

Secretary

The Secretary is responsible for all the Club’s formal communications. In addition, the Secretary should work closely with the Commodore to promote the smooth running of all meetings of the Club.

The Secretary should be able to answer all queries about membership matters.

The Secretary must:

• keep an up-to-date membership list, including a list of Honorary Members (these should match the lists kept by the Treasurer)
  
  
• issue annual membership renewal notices
  
  
• keep an up-to-date Club Register of craft belonging to members
  
  
• keep an up-to-date caravan site list and waiting list
  
  
• keep an up-to-date list of approved rescue boat coxes and post a copy of this list in the Clubhouse
  
  
• keep an up-to-date list of those members allocated moorings
  
  
• assist the Commodore in the running of Club and committee meetings.
  
  
  • Well in advance of a meeting the Secretary should:
    
    
    1. draw up a draft agenda for the meeting, drawing on:
       
       
       1. minutes of the previous meeting
          
          
       2. annual diary
          
          
       3. correspondence
          
          
       4. consultation with the Commodore
          
          
    2. ensure that accommodation is booked for the meeting
       
       
    3. circulate papers relevant to the meeting
       
       
    4. check that those required to report at meetings are ready to do so
       
       
  • at the meeting the Secretary should keep minutes
    
    
  • as soon as possible after the meeting, prepare and circulate draft minutes and post a copy of these in the Clubhouse
    
    
• maintain this Handbook and other Club publications and forms
  
  
• maintain an up-to-date list of holders of Club trophies and of previous winners
  
  

Treasurer

The Treasurer is responsible for the financial operation of the Club. Any queries about Club finances should be directed to the Treasurer.

The Treasurer must:

• collect, record and issue receipts for all monies due to the Club
  
  
• liaise with the Secretary on the maintenance of the current membership list
  
  
• send reminders to members who have not renewed their subscriptions on time
  
  
• check all invoices and, if correct, record them and pay them on time
  
  
• check all bank statements
  
  
• maintain insurance cover for the club
  
  
• close the Club accounts at 31 November each year
  
  
• obtain certificates of closing balances from the bank
  
  
• present the books for audit in December or January each year
  
  
• prepare an annual budget
  
  
• present the Treasurer’s report and budget at the AGM
  
  
• arrange for the provision of cash floats for Club events
  
  
• ensure that bank mandates (for making withdrawals) are up-to-date
  
  
• keep a record of the number of people attending the main Club events