DBACT Committee
Roles and Responsibilities
Dragon Boat ACT
www.dbact.net
Canberra Dragon Boats Association
PO Box 268 Macquarie ACT 2614
Committee Positions and Role Descriptions
The structure of the Executive Committees and roles may vary according to their purpose
and length of operation. The structure includes four senior positons - President, Vice
President, Treasurer and Secretary, each with defined and distinctive roles.
The committee member
Committee members must work as a team, be timely with communications and treat the
association as a business venture. Members should:
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Respond to email correspondence within 2 days
Notify the secretary, president and vice president by email prior to taking breaks or
holidays
Understand the committee operates for an entire year with due diligence on their
role for the whole time
Make themselves available to volunteer at a regatta at least once during the season
Accept that the role of committee member requires commitment, self motivation
and a willingness to assist with committee activities, not just those associated with
their portfolio
Committee member capabilities
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Maintain confidentiality
Lead by example
Inspire a sense of purpose and direction
Motivate people
Think broadly
Build and maintain relationships
Build a culture of improvement.
Listen and communicate
Executive Positions
President
Providing leadership and strategic direction of the Association, the President is responsible
for ensuring that the Committee fulfils its responsibilities for the governance and success of
the Association. They work to optimise the relationship between the Committee, paid
employees, volunteers and other members, and to achieve the Association’s goals as defined
in the Strategic Plan. The President is the spokesperson for DBACT and should work to
maintain key relationships within and outside of the organisation. The President aims to
have a succession plan for committee member replacements as and when required.
The role of the President is to provide leadership for the Association, and the Committee.
Desirable Attributes:
The President should be:
1.
Well informed on all Association activities and able to provide oversight.
2.
Forward thinking and committed to meeting the overall goals of the Association.
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3.
4.
5.
6.
7.
Have a sound knowledge of the DBACT Constitution, rules and duties of other office
bearers.
Able to work collaboratively with other members of the Executive Committee.
An active listener who is attuned to the interests of clubs, members and related groups
and organisations.
A positive role model who promotes a confident image for the Association when
representing the Association and the Committee in other forums.
A competent public speaker.
Duties:
The President is required to:
1.
Chair committee meetings ensuring that they are run efficiently and effectively;
2.
Act as a signatory for the Association in all legal matters and financial purposes.
3.
Ensure the Committee are aware of matters of governance that relate to its own
structure, role and relationship to members and any paid employees.
4.
Consult with Committee members on their role, to ensuring they optimise their
contribution.
5.
Work with the Committee to ensure;
a.
The necessary skills are represented on the Committee’s and that a succession
plan is in place to help find new members when required; and
b.
Relevant strategic and other plans are developed in order to achieve the goals of
the Association.
6.
Work with the Executive to manage any paid employees, including recruitment,
retention, salary and performance reviews.
7.
Serve as the spokesperson for the association, at local and national levels when
required.
8.
Communicate regularly with the Presidents of the DBACT member Clubs and AusDBF.
9.
Identify sport, recreation and health initiatives and overseeing strategic planning and
implementation
10. Assist in the development of partnerships with sponsors, funding agencies, the
territory government, shared facility users and organisations that are relevant to the
goals of the Association.
Vice President
The Vice President is the strategic operational leader for the Association. They are
responsible for assisting the President to fulfil their responsibilities for the governance and
success of the Association. The Vice President assumes the role of President when
unavailable. The Vice President will assist the President in the succession planning of the
committee.
Desirable Attributes:
The Vice President should be:
1.
Well informed on all Association activities and able to provide oversight.
2.
Able to develop good relationships internally and externally.
3.
Willing to step in for the President when needed.
4.
Forward thinking and committed to meeting the overall goals of the Association.
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5.
6.
7.
8.
9.
10.
Have a good working knowledge of the DBACT Constitution, rules and duties of office
bearers.
Able to work collaboratively with Committee Members.
An active listener who is attuned to the interests of members and other interest
groups.
A positive role model who promotes a confident image for the Association when
representing the Association and the Committee in other forums.
A competent public speaker.
Able to raise concerns with the President when they arise.
Duties:
The Vice President is required to:
1.
Fulfil the Presidents role as and when required. .
2.
Be an alternate signatory for the Association for legal and financial purposes
3.
Assist the President to achieve the strategic and operational goals of the association.
4.
Assist the President in deciding which matters are dealt with by the Executive, the full
Committee and delegated to Committees.
5.
Coordinate Association planning to ensure appropriate plans are developed, presented
to and reviewed by the Committee, and enacted as required.
6.
Represent the Association at local, regional and national meetings, seminars and
conferences and forums as agreed with by the President.
7.
Other duties as nominated by the President and / or Committee.
Treasurer
The Treasurer is responsible for the financial supervision of DBACT to allow the Committee
to provide good governance of the Association. The Treasurer is the chief financial
management officer whose tasks include the preparation of annual budgets, planning for the
Association’s financial future and monitoring the Association’s revenue and expenditure. It
is desirable that the Treasurer is well organised, honest, reliable and possesses a level of
financial expertise.
Desirable Attributes:
The Treasurer should have:
1.
Good organisational skills.
2.
Financial expertise.
3.
The ability to maintain accurate financial records.
4.
The attributes of honesty, reliable and trustworthiness.
5.
Competent Computer skills.
6.
Open communication skills.
Duties:
The Treasurer is required to:
1.
Provide advice to the Executive Committee in their management of the Association’s
finances.
2.
Administer all financial affairs for the Association.
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Lead the annual budget process and ensure an appropriate annual budget is provided
to the Executive Committee for approval
Ensure development and review of financial policies and procedures by the Executive
Committee.
Organise and support any required auditing processes.
Communicate with relevant committee members when invoices are issued / paid.
Receipt all incoming monies.
Bank all monies received.
Pay all invoices in a timely manner.
Maintain accurate records of all the Association’s income and expenditure.
Ensure that all receipts and payments concur with bank statements.
Present monthly financial reports to the committee.
Be a signatory on the Associations account.
Secretary
The Secretary is responsible for the documentation and communication of the activities of
the Committee. The Secretary is the primary administrative officer of the Committee and
provides the links between the Committee, members and outside agencies. The Secretary
should be a good communicator and be well organised. .
Desirable Attributes:
The Secretary should:
1.
Have good organisational skills.
2.
Have competent computer skills.
3.
Be a good communicator.
Duties:
The Secretary is required to:
1.
Maintain and distribute, in a timely manner, records of the Executive Committee
meetings and its decisions.
2.
Maintain and distribute, in a timely manner to all Clubs, a record of the General
Committee meetings and its decisions.
3.
Ensure effective management and storage of all Association records.
4.
Provide details of all committee members to the Public Officer in accordance with the
requirements of the Office of Regulatory Services.
5.
Ensure that accurate and sufficient documentation and records of the Association are
kept to meet legal requirements and are available to members in accordance with the
DBACT Constitution. Records must be available for reports, elections, planning and
other Association activities.
6.
Organise Executive Committee and General Committee meetings, including:
a)
room booking and advice to attendees;
b)
record meeting attendees;
c)
develop and distribute meeting agenda and any relevant papers;
d)
distribution of previous minutes prior to meeting to all attendees;
e)
record meeting minutes and ensure that they are signed by the meeting Chair;
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f)
maintain the records of meetings and ensuring they are available to members
and the Treasurer for the annual audit; and
g)
have minutes posted on-line in a timely manner.
Be sufficiently familiar with all current Association documents to note applicability
during meetings and provide advice to members when requested.
Provide an up-to-date copy of the DBACT Constitution, approved policies and
guidelines when required.
Ensure that proper notification is given of special and general meetings as specified in
the DBACT Constitution, rules and guidelines.
Manage the general correspondence of the Committee except for such
correspondence assigned to others.
Provide advice to and manage queries from clubs and members, forwarding them to
Committee members where appropriate.
Assist the Committee in providing systematic communication from the Committee to
Club Representatives, Association Members and other relevant stakeholders.
Maintain a register of Team Representatives for committee and general meetings.
Coordinate external queries and requests, including those from members of the
public, AusDBF, local government and other state bodies and dragon boat associations.
Coordinate general administration duties.
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15.
General Committee Positions
General committee members are elected to support the objectives of the Association under
the direction of the President and Vice President. Positions are allocated based on
Association need and the skill set of the elected members.
These positions may include but are not limited to:
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Public Officer (mandatory for an Association).
Membership Officer
Events Coordinator
Corporate Officer
Equipment Officer
Development Officer
Grants Officer
Marketing Officer
Safety Officer
Webmanager
Membership Officer
Desirable Attributes:
The Membership Officer should have:
1.
2.
3.
Good organisational skills.
Experience and the ability to update and maintain computer databases and systems.
Experience in business or administration environment.
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4.
5.
Very strong attention to detail.
Attributes in keeping with other committee members.
Duties:
Specific duties include but are not limited to:
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6.
Liaison for all new member enquiries.
Membership Renewal.
Data entry and management of the membership data base which includes but is not
limited to:
a. Team Registrations;
b. Club Members;
c. Qualified Sweeps;
d. Working with Vulnerable Persons Card Holders;
e. Accredited Officials;
Printing of IDs.
Reporting to the Committees on membership numbers.
Attend to all membership enquiries at DBACT Regattas.
Events Coordinator
Desirable Attributes:
The Events Coordinator should:
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5.
Have good organisational skills.
Have competent computer skills.
Be an effective communicator.
Be able to manage and organise events effectively.
Have a customer service focus.
Duties:
Specific duties include but are not limited to:
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Ensuring that accurate and sufficient documentation exists for all regattas and DBACT
sanctioned events, including but not limited to contact details of suppliers.
Ensuring that all venue and support bookings are finalised prior to regatta season.
Ensuring that proper notification is given to Clubs about events and regattas.
Be able to work closely with committee members to ensure DBACT regattas are run
efficiently and effectively.
Organise and manage volunteers and officials.
Managing and deliver all day-to-day operations of designated events including but not
limited to:
Dealing promptly, politely and efficiently with all written and phone enquiries.
Sending out information for ACT regattas, organising volunteer and official rosters,
organising race draw, organising set up and pack down volunteers.
Event day logistics.
Keeping accurate and up-to-date database, spreadsheet and paper records.
Ensuring that all health and safety requirements are met for each event in liaison with
the appointed Safety Officer.
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12.
Liaise and communicate with the Corporate Officer and Vice President to devise and
implement marketing plans to maximise income and entrants at corporate events.
Equipment Officer
Desirable Attributes:
The Equipment Officer should be:
1.
2.
3.
4.
5.
Organised.
Have computer skills.
Be an effective communicator.
Able to manage and organise repair and maintenance of equipment.
The capability to source and organise new and replacement equipment.
Duties:
Specific duties include but are not limited to:
1.
2.
3.
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5.
6.
7.
8.
Has up to date and accurate documentation for the repair and maintenance of all
equipment including but not limited to the contact details of the service provider/s.
Oversees the coordination of day-to-day activities and the maintenance of equipment
and facilities.
Determine needs and generate purchase orders to acquire new equipment.
Establish, maintain, and reconcile uniforms and equipment inventories, and oversees
the maintenance of all inventory records for DBACT.
Oversee uniform and equipment distribution.
Oversees, coordinates and liaises with the Events Officer to ensure all regatta
equipment preparations and the setup for regattas.
Ensure that all uniforms and related apparel and equipment are maintained in a clean
and serviceable condition.
Check venue and manage required facilities.
Corporate Officer
Desirable Attributes:
The Corporate Officer should have:
1.
2.
3.
4.
5.
Good organisational skills.
Competent computer skills.
Effective communication skills. .
Ability to organise and manage all corporate bookings.
Ability to liaise with the relevant committee members as and when required.
Duties:
Specific duties include but are not limited to:
1.
2.
3.
Has up to date and accurate documentation on the process for corporate bookings.
Respond to all corporate booking enquiries in a timely manner. Liaise with the
Membership Officer and Sweep Coordinator to maintain records for ACT sweeps,
including their first aid certification and fulfilment of regatta requirements.
Liaise with the Equipment Officer to ensure appropriate boats are booked for
corporate bookings.
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4.
5.
Communicate with the Treasurer to ensure Corporate Bookings are invoiced in a timely
manner.
Assist the Events Officer for the planning and organisation of the National Capital
Dragon Boat Festival.
Development Officer
Desirable Attributes:
The Development Officer should have:
1.
2.
3.
4.
5.
Good organisational skills.
Effective leadership attributes.
Competent computer skills.
Good communication skills
Ability to maintain and update relevant databases for all training and development
related matters in coordination with the Membership Officer.
Duties:
Specific duties include but are not limited to:
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Distribute information and organise related projects, classes, programmes, coaching,
officials, club development and training.
Address issues of health, crime and social inclusion working with organisations such as:
a.
schools,
b.
charities,
c.
AusDBF (Dragon Boat Australia governing body), and
d.
sport’s national governing bodies (ASC).
Work in partnership with government bodies to deliver government sports initiatives.
Coordinate, deliver and promote relevant activities, classes and events, often within a
specific community or to targeted groups;
Liaise with clubs to develop best practice in coaching, youth development and issues
such as safeguarding to manage clubs effectively;
Work in partnership with school initiatives such as Active Schools, to encourage
participation in sport and organise parental involvement;
Develop a range of partnerships with organisations and initiatives focused on health
education.
Manage resources and a budget and identify potential opportunities for external
funding in concert with the Grants Officer and Treasurer.
Maintain links with county, regional and national sporting representatives and
organisations.
Work within specific guidelines, e.g. equal opportunities, health and safety, child
protection.
Use information and publicity to ensure people with disabilities are more aware of the
sporting opportunities available to them.
Identify opportunities to publicise and promote dragon boating to the community.
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