Kingston Rowing Club

Document Sample
Kingston Rowing Club Powered By Docstoc
					                                        Kingston Rowing Club

                                        Governance Structure
                      (proposed as an Appendix to the 2009 KRC Strategic Plan)


                                      Kingston Rowing Club – Board of Directors

Executive Committee of the Board                        Members of the Board (elected at AGM from a slate of names
                                                        for a 2 year term)

President (2 year term)                                 Captain
VP Finance/Treasurer (3 year term for all VPs)          Head Coach (4 year renewable term)
VP Facilities & Equipment                               High school Coordinator
VP Programs                                             High school student
VP Communications                                       High school coach
VP Human Resources                                      High school parent
VP Fundraising                                          Queen’s representatives (2)
Secretary                                               Queen’s coach
Board Appointee                                         Queen’s parents (2)
                                                        Masters representative
                                                        Community representatives (4)
Staff                                                   Past President
Club Manager
                                                        Staff
                                                        Club Manager

                                                        Report when invited, but not regular attendees
                                                        Social Coordinator (VP comm.)
                                                        Travel Coordinator (VPF&E)
                                                        Registrar (VP Prog)
                                                        Fee Collector (VP F&E)



Executive Committee            Chair                    Members                     Responsibilities
                               President                VP Finance/Treasurer        Oversight
                                                        VP Facilities & Equip.      Strategic planning
                                                        VP Programs                 Club goals & priorities
                                                        VP Communications           Committee structures
                                                        VP Fundraising              Club policies & procedures
                                                        VP Human Resources          Coaching
                                                        Secretary
                                                        Board Appointee
                                                        Staff: Club Manager
                                                        (non-voting)


   Standing               Chair            Members                               Responsibilities
  Committees
Rowing               VP Programs        Head Coach      Athlete recruitment; training; working with coaches to define
                                        Travel          vision, goals, objectives for the main club groups; review group
                                        Coordinator     performances against their goals; working with coaches to
                                                        address any shortcomings
                                                        Implementing & monitoring KRC Safety Policy

Facilities           VP Fac/Equip       Club Manager    Ensure clubhouse and premises meet the requirements of
                                                        current Club objectives as agreed upon by Committee,
                                                        including lay-out & appearance
                                                        Prepare annual budget (items & costs) for approval by
                                                        Committee
                                                        Oversee facilities & equipment insurance
                                                        Maintain KRC boat list
Equipment            VP Fac/Equip       Club Manager    Maintenance and servicing of all equipment
                                       Coach
                                       Rowers
Coaching            Head Coach         Coaches              Coach recruitment
                                                            Coach training
                                                            Up-dating and enforcing KRC Safety Policies
                                                            Coordination of equipment use (boats, blades, ergs, safety
                                                            boats) across all club groups and private members

Communications      VP                 VP Programs          Develop and implement internal communications plan
                    Communications     Club Manager         Develop and implement external communications and market
                                                            strategy
                                                            Maintain and promote CollectiveX site; maintain mailing lists
                                                            Develop and update KRC web site
                                                            Maintain KRC procedures and policies manuals
                                                            Maintain KRC archive
                                                            Orientation of new board members
Financial           VP Finance/        Club Manager         Budget (including preparation of financial statements for
                    Treasurer          VP Fundraising       November AGM)
                                       Volunteers           Provide oversight, direction and HR planning for fundraising
                                       Registrar            activities, grant applications, annual giving, major giving,
                                                            strategic partnerships, sponsorships, special event planning
                                                            Long-term financial planning
                                                            Ensuring rowing and member insurance is paid
                                                            Ensuring compliance with the Payment Policies for
                                                            membership, regattas and damages
                                                            Recommend to the Executive Committee on how membership
                                                            structures, fee levels and facilities pricing/club running cost
                                                            levels could be set to optimize club income
                                                            Define membership classifications (age, schedule, costs,
                                                            payment policy, etc)
Fundraising         VP Fundraising     High School          Develop and implement an overall fundraising strategy –
                                       Coordinator          including such things as annual fundraising, building and other
                                       High School          capital campaigns, sponsorships etc.
                                       Parent               Identify, with the Executive committee greatest needs and
                                       Queen’s Parent       priorities
                                       2 Community          Determine grant opportunities and oversee proposals
                                       Members              Work with Club Captain to meet the needs of the Captain’s
                                                            Fund
                                                            Work with the VP HR to identify required volunteer support and
                                                            generate a plan for volunteer recruitment, training and
                                                            stewardship
                                                            Develop and implement a donor stewardship program
Social activities   Social                                  Special events planning
                    Coordinator
Fees
Volunteers          VP HR                                   Helping with range of activities outlined by Club committees


Possible Ad Hoc          Chair             Members                                  Responsibilities
   Committees
Kingston Regatta    ?                  Head Coach            Organize spring regatta as social and financial success
Organizing Com.                        Volunteers
Governance          VP                 President             Regularly review and amend KRC by-laws
                    Communications     Interested parties




   Individual Volunteer Roles                                            Responsibilities
      Executive Committee
President                            The President, as Chair of the Board, is responsible for guiding the board within its
                                        vision and commitments. The President is also responsible for maintaining strong
The President is an officer of the      effective and productive relationships between the Kingston Rowing Club and its
corporation and the duties              stakeholders.
associated with that role are set out
in the Club By-law No.1.                Duties and Areas of Responsibilities
                                        Primary responsibilities of the President include, but are not limited to the following:
                                         Chair the Annual General Meeting (January).
                                         Chair an annual meeting of the Executive Committee to review the strategic threats
                                          and opportunities.
                                         Chair the Executive meetings (September, November, January, February, March,
                                          April), and as needed.
                                         Chair the meetings of the board of directors.
                                         Act as a signing officer as may be necessary.
                                         Act as club representative/spokesperson - at presentations, press conferences or
                                          radio and TV interviews, when public speaking is required.
                                         Responsible for the effective performance of the Board and take steps to improve
                                          its performance annually.
                                         Responsible for the effective performance of each of the VPs.
                                         Build a collegial, constructive and respectful working relationship within the board
                                          that contributes to consensus.
                                         Serve ex officio as a member of club committees and attends their meetings when
                                          invited or requested.
                                         Promote and oversee the Club Code of Conduct, Conflict of interest and other
                                          relevant policies.
                                         Be aware of and encourage the preservation of the traditions and historical
                                          continuity of the Kingston Rowing Club.
VP Programs                             Primary responsibilities of the Vice-President Programs are overseeing the various
                                        programs of the club… recreational, competitive and community programs at the
The VP is an officer of the             school, post secondary and masters’ levels.
corporation and the duties
associated with that role are set out   Duties and Responsibilities include, but are not limited to:
in the Club By-law No. 1.                Work with coaches to define vision, goals, and objectives for the main club groups
                                          to develop a strategy for athletic programming for the KRC.
                                         Report to the Board on all program activities.
                                         Review programs on an annual basis.
                                         Implement & monitor KRC policies including Safety, Code of Contact.
                                         Collaborate with club members to support work in other areas, such as the Fees
                                          committee.
                                         Work with the Club Captain to support the goals of all Club programs (see job
                                          overview, Club Captain).
                                         Work with the VP Operations to coordinate the work of the Club Manager.
                                         Work with the VP Finance/Treasurer to help set the annual fees, based on program
                                          plans and enrolment projections.
                                         Work with the VP HR to identify required volunteer support and generate a plan for
                                          volunteer recruitment, training and stewardship; obtain membership involvement
                                          and facilitate activities to completion.
                                         Participate in the annual meeting of the Executive Committee to review the strategic
                                          threats and opportunities.
VP Finance/Treasurer                    The VP Finance/Treasurer is responsible for the financial health of the Club.

The VP is an officer of the             Duties and Responsibilities include, but are not limited to:
corporation and the duties               In consultation with the VPs, coordinate the development of the annual operating
associated with that role are set out     and capital budgets for review and consideration by the Board.
in the Club By-law No. 1.                Ensure adequate cash reserves to meet ongoing KRC cash requirements from
                                          operations.
                                         Ensure that published reports accurately reflect the operating results and financial
                                          condition of the club.
                                         Maintain banking and credit facilities.
                                         Maintain KRC’s financial accounting system(s) and books of record.
                                         Report monthly to the KRC board of directors KRC’s financial performance,
                                          including a statement for review and approval by the Board at each regular monthly
                                          meeting.
                                         Responsible for all cash management, bookkeeping, cheque writing, payroll,
                                          monthly reporting, budget and financial statement preparation.
                                         Process membership payments and account records.
                                         Prepare bank deposits; perform monthly bank account reconciliation.
                                         Coordinate with Registrar to set annual fees structure; provide updates on
                                          paid v. unpaid members on request; provide guidance on collections process.
                                         Liaise with accounting firm and arrange for accounting review of annual financial
                                          statements and presentation of same to membership at the Annual General Meeting
                                         Recruit and oversee an Assistant Treasurer to assume some of the duties of
                                          Treasurer and to serve as an “apprentice Treasurer” in preparation for assuming the
                                          role when the Treasurer’s term expires.
                                         Prepare and file tax returns, GST reports and other reports as required.
                                         Oversee the bingo account as a signing officer.
                                         Work with the VP HR to identify required volunteer support and generate a plan for
                                          volunteer recruitment, training and stewardship; obtain membership involvement
                                          and facilitate activities to completion.
                                         Participate in the annual meeting of the Executive Committee to review the strategic
                                          threats and opportunities.
VP Fundraising                          The VP Fundraising is responsible for all non-fee revenue to the club.

The VP is an officer of the             Duties and Responsibilities include, but are not limited to:
corporation and the duties                Set club fundraising goal, in consultation with the VP Finance/Treasurer and board,
associated with that role are set out      annually.
in the Club By-law No. 1.                 Develop and implement an overall fundraising strategy – including such things as
                                           annual fundraising, building and other capital campaigns, sponsorships etc.
                                          Identify, with the Executive committee, greatest needs and priorities for the club.
                                          Establish/revise/comply with the KRC Fundraising Policy.
                                          Outline plans and activities required to achieve the fundraising goal, and in
                                           compliance with the KRC Fundraising Policy, ensure that all fundraising initiatives
                                           undertaken at the Club are reviewed and approved by the Board and are directed at
                                           raising funds to meet Board approved targets. .
                                          Work with the VP HR to identify required volunteer support and generate a plan for
                                           volunteer recruitment, training and stewardship; obtain membership involvement
                                           and facilitate activities to completion.
                                          Identify suitable grant opportunities and manage grant application process,
                                           including ongoing grants and new grants to the federal and provincial governments
                                          Identify and manage sale of club merchandise (apparel, CDs, training books, etc)
                                           and propose new ideas of items for sale that will raise funds.
                                          Seek out opportunities for strategic partnerships and present to the Board
                                          Explore opportunities for corporate sponsorships or donations.
                                          Develop and implement a donor stewardship program.
                                          Participate in the annual meeting of the Executive Committee to review the strategic
                                           threats and opportunities.
VP Facilities & Equipment               The primary responsibility of the VP Facilities and Equipment is oversight of all the
                                        tangible assets of the club including the building(s) and the equipment.
The VP is an officer of the
corporation and the duties              Duties and Responsibilities include, but are not limited to:
associated with that role are set out    Repair and maintain all:
in the Club By-law No. 1.                              o Buildings
                                                       o Docks
                                                       o Boats
                                                       o Trucks
                                                       o Trailers
                                                       o Equipment
                                         Work with VP Finance to recommend strategic capital expenditures to the board
                                         Oversee boat repair person
                                         Participate in the annual meeting of the Executive Committee to review the strategic
                                          threats and opportunities.
                                         Work with the VP HR to identify required volunteer support and generate a plan for
                                          volunteer recruitment, training and stewardship; obtain membership involvement
                                          and facilitate activities to completion.
VP Communications                       The VP Communication is responsible for coordinating all internal and external
                                        communications for the Club.
The VP is an officer of the             Duties and Responsibilities include, but are not limited to:
corporation and the duties               Communication of Club events (regattas, dock duties, social activities, meetings,
associated with that role are set out     etc.), volunteer requirements, communications from Rowing Canada and
in the Club By-law No. 1.                 RowOntario, notices of equipment allocations, clarifications on club rules to the
                                          membership.
                                         Provide communication support for club programs (recreational, competitive, junior
                                          and masters) and other directors as required.
                                         Ensure that the Board and its committees are adequately and currently informed -
                                          through reports and other methods - of the condition of the club and its operations.
                                         Provide contact information, to the membership, of the Board of Directors, sub-
                                          committees, and club staff. This contact information should be posted at the club
                                          and made available on the website where possible.
                                         Develop and maintain the club website.
                                         Work with a communications sub-committee to:
                                              o Develop and implement internal communications plan
                                              o Develop and implement external communications and market strategy
                                              o Maintain and promote relevant social media sites; maintain mailing lists
                                              o Develop and update KRC web site
                                              o Maintain KRC procedures and policies manuals
                                              o Maintain KRC archive
                                              o Manage orientation of new board members
                                         Other activities as required, to support the goal of the portfolio.
                                         Participate in the annual meeting of the Executive Committee to review the strategic
                                          threats and opportunities.
                                         Work with the VP HR to identify required volunteer support and generate a plan for
                                          volunteer recruitment, training and stewardship; obtain membership involvement
                                          and facilitate activities to completion.
VP Human Resources                      The primary role of the VP Human Resources is to support the other members of the
                                        executive committee in their volunteer and staff needs.
The VP is an officer of the
corporation and the duties              Duties and Responsibilities include, but are not limited to:
associated with that role are set out    Oversee the process for hiring all paid positions in the club.
in the Club By-law.                      Review Board Member Job Descriptions annually to ensure appropriate assignment
                                          of duties and responsibilities
                                         Manage the volunteer recruitment, training and stewardship (develop a strategy for
                                          stewardship).
                                         Be aware of and encourage the preservation of the traditions and historical
                                          continuity of the Kingston Rowing Club.
                                         Participate in the annual meeting of the Executive Committee to review the strategic
                                          threats and opportunities.
                                         Responsible for Board orientation.
                                         Update and create position responsibilities.
                                         Generate a strategy for volunteer recruitment (identifying needs, figuring out how to
                                          get them)
                                         Develop and deliver a rower/parent KRC orientation.
Secretary                               The Secretary is responsible for recording the activities of the Board of Directors

The Secretary is an officer of the      Duties and Responsibilities include, but are not limited to:
corporation and the duties               Attend all meetings of the board of directors and the general membership and
associated with that role are set out     record all facts and minutes of all proceedings in the minute books kept for that
in the Club By-law No 1.                  purpose.
                                         Coordinate the preparation of all agendas, motions, portfolio reports and other
                                          materials in advance of the Board meetings and ensure that Board members are
                                          aware of materials
                                         Give all notices of meetings, elections, etc, required to be given to members and to
                                          directors, as set out in the by-law.
                                         Maintain a Directors’ Register.
                                         Keep custody of the seal of the club and of all books, papers, records,
                                          correspondence, contracts and other documents belonging to the club
                                         Notify members of Annual General Meeting (AGM)/ regular board meetings as
                                          outlined in the club bylaws.
                                         Provide access to the Board Meeting and sub-committee reports to the membership
                                          in a timely manner.
                                         Provide access to club bylaws, policies and rules.
                                 Ensure that records of all aquatic events and other matters of general interests to
                                  the club are kept, and perform such other duties as may from time to time be
                                  determined by the board of directors.
                                 Work with the VP Communications to maintain effective, timely communicatio.
                                 Ensure that Board President is kept informed of all major activities of the portfolio
                                  and any scheduled sub-committee meetings, to support the Chair’s responsibility to
                                  monitor overall Board governance.
                                 File annual reports to provincial and federal ministries as required.
                                 Participate in the annual meeting of the Executive Committee to review the strategic
                                  threats and opportunities.
Club Manager (STAFF)




   Individual Volunteer Roles                                      Responsibilities
     Members of the Board
Club Captain                    The Club Captain is a seasonal position in spring and summer, a few hours a week.
                                The role requires some time on site each day because there is a need to be aware of
                                what is going on. The incumbent must have integrity and be authoritative.

                                  Key Responsibilities:
                                 Overall boat allocation for all the programs
                                 Daily judgment calls on boat and equipment usage
                                 Deal with discipline; safety; only when the club is open.
                                 Adjudicate where necessary where conflict arises re: boat use
                                 Oversee the safety of the club.
                                 Work closely with the VP Programs and coaches to ensure that boat and equipment
                                  allocations support program goals.
                                 Work with head coach and fee collector to manage people who haven’t paid fees.
Head Coach                      Year round, volunteer position for an average of 2 hours a day, before 9am.

                                  Work with the VP Programs to co-ordinate the competitive program, including the
                                  varsity program of the Club
                                 Work with VP HR to recruit coaches to the club
                                 Train said coaches; coordinate attendance at coaching clinics, conferences,
                                  workshops etc.
                                 Mentor coaches
                                 Coordinate equipment use (boats, blades, ergs, safety boats) across all club groups
                                  and private members
                                 Coach specific crews and rowers; support other coaches.
High School Coordinator          Co-ordinate the Kingston area schools’ rowing programs and their interaction with
                                  the Kingston Rowing Club.
                                 Work with the Head Coach to select and allocate coaches to Individual school
                                  programs in collaboration with the school representatives.
                                 Work with the Club Captain to accommodate the equipment needs of the school
                                  program
                                 Work with the Travel coordinator to co-ordinate transportation, etc., to regattas.
                                 Work with the school representatives to administer the school program, including
                                  the collection of dues and travel and boarding arrangements for regattas.
                                 Co-ordinate the entries of school teams in regattas and ensure that the expenses
                                  incurred by the Kingston Rowing Club in this process are recovered.
                                 Work with VP Communications to ensure that parents of high school rowers have all
                                  the information they need to prepare the rowers and themselves to attend regattas.
Members at Large                Members at large will:
                                 Represent their specific stakeholder group on the board
                                 Act as ambassadors for the Club to their stakeholder group – recruiting volunteers,
                                  engaging people in the club activities
                                 Participate fully when volunteers are required for club activities.
        High School Rep         Member at large
        High School Coach       Member at large
         High School Parent           Member at large
         Queen’s Reps (2)             Members at large
         Queen’s Parent               Member at large
         Queen’s Coaches              Members at large
         Queen’s Parents (2)          Members at large
         Masters Rep                  Member at large
         Community Reps (4)           Members at large




     Other Volunteer Roles            
Course set-up; take down (2-3)         Put the buoys up the 2k course in the spring (May) and remove in the fall (October).
                                        2 mornings each season.
Social Coordinator                    Organize a series of social activities in support of the club goals:
                                       A summer club “barbecue” or similar social event
                                       An awards event for the end of the season or competitive year
                                       A “meet-the-neighbours” event for the club
Travel Coordinator (One for spring/    Coordinate all travel arrangements for the competitive athletes, including
one for summer)                         organization of group transportation opportunities and booking accommodations for
                                        club members at the various regattas.
                                       Develop efficient methods to communicate travel plans with members.
                                       Collect all expenses prior to travel
Registrar                              Record who is participating each year
                                       Liability
                                       Register all members with RCA
                                       Oversee risk management process
Fee Collector                          Boat storage fees
                                       Winter usage fees
                                       Rowing fees
Kingston Regatta Coordinator           Organize the high school Kingston Regatta (May) and the Kingston-based
                                       Work with volunteers to get the course set up and taken down
Bingo Coordinator                      Organize and coordinate the bingo program to support the revenues for the club.
                                       Monthly reports to City;
                                       Biannual applications to the City
Grant Proposal Writers (2-3)           Seek out opportunities and write grant proposals to support the financial needs of
                                        the club
                                       These will be time-sensitive, and deadline driven, responding to the granting
                                        program opportunities as they arise (Trillium Foundation, Quest for Gold etc.)

Paid Roles
Club Manager
Boat Repair Person
Recreation Manager

Notes:

    1.   It is proposed that the AGM take place annually in mid-January (including Awards Banquet). At the
         AGM, Club officers would be appointed and the Financial Statements would be presented for
         review.
    2.   The Executive Committee of the Board will meet monthly throughout the year
                                               st
    3.   The KRC Year End will be October 31 .
    4.   Attendance expectation – all members will be required to attend… 80%?



                                                                              Sheila Norris & Portia Leggat
                                                                            Appendix to KRC Strategic Plan
                                                                              Tabled on February 23, 2009
                                                                                Revised February 25, 2009
                                       Revised April 18, 2009 (P. Leggat, J Armitage, N. Splinter, S. Norris)

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:5
posted:9/12/2012
language:Unknown
pages:7