Realignment of Executive Duties

Below is the full text of the Realignment of Executive Duties
Green indicates a change or addition
Red indicates a deletion.


The Issues
It has been suggested that the current Executive Duties as defined within the Policies and Procedures no longer fully meet the requirements of the club generally and the executive specifically. It was requested that the Vice Commodore review the current duties and propose revisions to bring duties more in line with current needs.

Challenges
Whilst the current Executive felt that at least one additional position needed to be created, the membership, at the AGM in December 2015, indicated that they did not want to see further additions to what they perceived as an executive that was large enough. The exception to this was the addition of a Learn to Sail Officer. As a result, the position of Past Commodore has been deleted, but will be viewed more as an “Officer at Large” position, and a Communication Officer has been added to the Executive. Changes to Officers responsibilities have been fine tuned to reflect the Mission/Strategy Report adopted by members. We have also change the name Director to the title of Officer as adopted by most yacht clubs.

The Duties
The current duties of each position as detailed in the current Policies and Procedures are to be considered part of the position with the exception of text highlighted in red (deletion) and text highlighted in green (addition).

a) COMMODORE
The Commodore shall:
• maintain the dignity of the office of Commodore and of CIYC

• be responsible for the overall direction of the club and the adherence to the business plan
• develop relationships with stakeholders outside the club such as but not limited to the town, service providers. • ensure their legacy project is completed.
• meet individually with new members to explain club policy and procedures, recommend committees to sit on based on the members qualifications and ensure the mentors follow through with their responsibilities in respect of new member assignments. • assign 100% of the membership to a committee.

• represent the Club and promote the objectives of CIYC and strive to increase the prestige of CIYC with the public
• manage the day-to-day affairs of CIYC
• ensure the Bylaws, Policies and Procedures are adhered to and amended as necessary
• call and preside over all meetings of the general membership and the Executive
• establish the agenda for all general membership and Executive meetings
• along with the Executive, coordinate the execution of all Club activities
• within thirty (30) days following the election, hold a meeting with the Executive to allocate duties for the forthcoming year
• along with the Treasurer, formulate the budget for the forthcoming year and submit it to the membership at the Annual General Meeting
• be co-signer on the bank account
• be an ex-officio member of all committees
• serve as a member of the Nominating Committee
• chair the Nominating Committee
• appoint support personnel as required
• present a written report of the year's activities at the Annual General Meeting

b) VICE COMMODORE
The Vice Commodore shall:
• in the absence of the Commodore, act in his/her stead
• prepare a business/strategy plan to be implemented upon their move to Commodore. The plan should include a legacy plan by which the Commodore will be uniquely identified and remembered.This sounds like a simple task, but if done correctly, is a very large task involving meeting with the current and future executive and membership to make determinations.
• serve as a member of the Nominating Committee
• account for the work hours of the membership
• accept additional duties assigned by the Commodore or Executive
• assume the position of Bylaws Chair - maintain and update the official copy of our Bylaws, Policies, and Procedures
• maintain our relationship with I-LYA and its member clubs (reciprocal docking, special events, etc.)
• coordinate additions to the Memorial Wall
• be co-signer on the bank account
• accept the nomination for the position of the next Commodore


c) SECRETARY
The Secretary shall:
• be the Privacy Officer for the Club
• collect insurance information from boating members
• coordinate use of the Club by members for private functions
• create and distribute all notices required to members, the Executive and members of committees
• attend all meetings of the Executive and members and record the minutes of all proceedings of those meetings in the books of the Club
• duplicate and distribute all minutes of the Executive meetings to the Executive within ten (10) days
• be the custodian of the corporate seal of the Club and of all current books, papers, records, documents, polices and other instruments belonging to the Club
be responsible for the archiving of pertinent club documents
• maintain a membership roll to include names of members, membership status, seniority dates, insurance information and other pertinent information as the Executive may require
• supply an up-to-date membership list to the Treasurer
• process applications for membership and submit them to the Executive
• keep a record of all postponed motions until they are dealt with
• receive and post applications for Club rentals
• establish a Telephone Committee made up of not less than three (3) members of the Club
• instruct the committee to maintain accurate records of calls made
• liaise with the assigned member of the Executive on information that needs to be shared with the Club.
• contact all committee members to relay information to the members as directed by the Executive.
• maintain confidential custody of passwords and login information.
• record the work hours of the membership

NOTE: Important items are to be kept at a secure location


d) TREASURER
The Treasurer is responsible for the financial affairs of the Corporation and is a signing Officer of the Corporation.
The Treasurer shall:
• provide financial analysis and financial recommendations to be used in planning
• facilitate the preparation of the Annual Budget in conjunction with the Executive
• present the Annual Budget for the forthcoming year at the Annual General Meeting
• prepare and present the Annual Financial Statements at the Annual General Meeting

• provide financial analysis and financial recommendations to be used in planning

• oversee the Bookkeeper and Cashier
establish a Finance Committee to develop a finance policy
• maintain the financial records of CIYC in accordance with Generally Accepted Accounting Practices
• maintain banking facilities as required to support club activities
• obtain insurance coverage to protect the Club assets
• file statutory reports as required
• be co-signer on the bank account
• update the Club Executive on the financial status of the Club at the Executive meetings
• secure the services of a qualified independent accountant to prepare and submit tax returns
• request that the Commodore receive confirmation of the balances for loans and bank accounts at the end of the fiscal year from our financial institution

e) PAST COMMODORE
The Immediate Past Commodore shall:
• Act as a consultant to the Executive
• Be available to the Commodore to represent or assist at any function which the Commodore and Vice Commodore are unable to attend
• Ensure that a copy of the Bylaws, Policies and Procedures are passed to and reviewed with each incoming Executive
• Attend all Executive and general meetings
• Serve as a member of the Nominating Committee
• Interpret the Bylaws upon request

f) OFFICERS
Officers shall:
• accept additional duties as required
• attend all Executive meetings
• send a representative if unable to attend an Executive meeting
• establish a Committee made up of at least three (3) members of the Club
• submit a budget to the Executive prior to the Annual General Meeting
• review and approve work hours accumulated
• identify and groom an heir apparent from their committee

i) COMMUNICATION
The Communication Officer shall:
• provide timely communications through weekly newsletters, press releases, non electronic communications such as brochures, etc to recruit new members.
• create and maintain the official website of the Club
• provide a secure area on the site for confidential information available to members only (roster, minutes, etc.)
• post information provided by the executive, officers of committees and club members that would be of interest to the general membership of the Club.
This dynamic position which is constantly changing should be reviewed once or twice a year.

ii) DOCKS
The Dock Officer shall:
• establish a Dock Committee made up of at least three (3) members of the Club
• submit a budget to the Executive prior to the Annual General Meeting
• administer the Club's dock policy and procedures for the assignment of docks
• maintain and share a list of Dock Committee responsibilities with the Executive and future Dock Officer
• prepare and publish a list of dock assignments by the end of the first full week of April
• be responsible for haul out, launch and storage
• plan and supervise the dockage of visiting boats
• review and approve work hours accumulated
• attend meetings of the Executive as required

iii) DREDGING
The Dredging Officer shall:
• establish a Dredging Committee made up of at least three (3) members of the Club
develop long term relationships and long term agreements with all stakeholders involved with dredging • include the Commodore in relational developments in particular with the town and special interest groups
• submit a budget to the Executive prior to the Annual General Meeting
• administer the Club's policy and procedures for the dredging of a navigable waterway at the mouth of Cedar Creek and into Lake Erie
• maintain and share a list of dredging responsibilities with the Executive and future Dredging Officer
• review and approve work hours accumulated
• liaise with the Town of Kingsville in obtaining and maintaining all required dredging permits
• liaise with the Town of Kingsville and Melton Bros. Marine and Welding for the services
• maintain the Club's dredging vessel
• attend meetings of the Executive as required.


iv) LEARN TO SAIL
The Learn to Sail Officer shall:
establish a LTS Committee made up of not less than three (3) members of the Club include the LTS instructors as part of the Committee
• submit a budget to the Executive prior to the Annual General Meeting
• administer the Club's LTS Policy and Procedures for the Management of the School
• maintain and share a list of LTS responsibilities with the Executive and future LTS Officer
• coordinate all phases of the LTS program outlined by the Executive
• ensure the certification of instructors remain current as required by Sail Ontario and Canadian Yachting
• be responsible for haul out, launch and storage of the LTS vessel(s)
• plan and schedule the classes for LTS students
• recruit future LTS instructors

• promote the LTS program and membership in general through publicity and brochures
• review membership and be responsible to maintain the membership at levels consistent with the club’s requirements

• provide a marketing plan annually for LTS. • be responsible for the small boat program if adopted
• review and approve work hours accumulated
• attend meetings of the Executive as required


v) PROPERTY
The Property Officer shall:
• establish a Property Committee made up of not less than three (3) members of the Club
• submit a budget to the Executive prior to the Annual General Meeting
• maintain and share a list of property responsibilities with the Executive and future Property Officer
• within a prescribed budget allocation, identify, contract for and ensure the satisfactory completion of routine maintenance of the Club's grounds and cleaning of the clubhouse
• arrange for and provide direction to work parties
• review and approve work hours accumulated
• execute other matters regarding maintenance of the Club's property as requested by the Commodore and/or the Executive
• attend meetings of the Executive as required.

vi) RACE
The Race Officer shall:
• establish a Race Committee made up of not less than three (3) members of the Club
• submit a budget to the Executive prior to the Annual General Meeting

• develop and publish a schedule for all Club races and open regattas.
• coordinate all phases of the Club's racing activities including the adjudication of protests
• maintain and share a list of race responsibilities and functions with the Executive and future Race Officer
• liaise with the Social Officer to include some fun racing where required to enhance social programs • ensure the development of new racers to keep racing fleets as large and active as possible • be aware of and cater to the needs of the older racers through programs such as the Silver Cup
• liaise with other area yacht clubs regarding the coordination of race schedules
• review and approve work hours accumulated
• represent and promote the interests of yacht racing
• attend meetings of the Executive as required
• contact the town in regard to using the town docks for Regattas


vii) SOCIAL
The Social Officer shall:
• establish a Social Committee made up of not less than three (3) members of the Club
• submit a budget to the Executive prior to the Annual General Meeting
• schedule, organize and coordinate all social activities for the Club
• maintain and share a list of social activities with the Executive and future Social Officers
• review and approve work hours accumulated
• promote and encourage member participation in the Club's social activities
• promote cruising activities
• maintain our relationship with I-LYA and its member clubs (reciprocal agreements/docking, special events, etc.)

• attend meetings of the Executive as required

g) ADDITIONAL SUPPORT PERSONNEL

i) BOOKKEEPER
The Bookkeeper shall:
• work under the direction of the Treasurer
• using bookkeeping software supplied by the Club
• invoice members as directed
• provide to the Treasurer, in a timely manner, such reports as the Treasurer may from time to
time require

ii) CASHIER
The Cashier shall:
• work under the direction of the Treasurer
• use bookkeeping software supplied by the Club
• collect mail at the club mailing address
• deposit funds received, in a timely manner, and record the transactions in the ledger
• distribute mail received to the appropriate member of the Executive
• provide to the Treasurer, in a timely manner, such reports as the Treasurer may from time to
time require


iii) HISTORIAN

The Historian shall:
• maintain the archives of CIYC. The position is to be filled by a member living within Essex County for a minimum of a three-year period.


iv) WEBMASTER
The Webmaster shall:
• Create and maintain the official website of the Club
• Provide a secure area on the site for confidential information available to members only (roster, minutes, etc.)
• Post information provided by the Executive, chairpersons of committees and Club members that would be of interest to the general membership of the Club.