TE WAKA TANIWHA DRAGON BOAT CLUB INC BY-LAWS In Accordance with Section 30 Te Waka Taniwha Dragon Boat Club Inc Constitution 30.1 The Management Committee may make, amend or repeal by-laws, non inconsistent with the rules of the constitution, for the internal management of the association. 30.2 A by-law may be set aside by a vote of members at a general meeting of the association. Amended: 17 June 2013 Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 1
Contents Management Committee... 3 Responsibilities and Duties of Management Committee... 3 Membership Year... 7 Fees... 7 Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 2
1. Management Committee In accordance with Section 17.2 of the Te Waka Constitution, the Management Committee may exercise the powers of the association. Subject to Section 13.1 and 13.2 of the Te Waka Constitution, the Management Committee of the association consists of a President, Vice-President, Treasurer, Secretary and other nominees the association members elect or appoint at an annual general meeting. The current positions for the Te Waka Management Committee consist of the following positions: 1. President 2. Vice President 3. Secretary 4. Treasurer 5. Head Coach 6. Maintenance Officer 7. Registrar 2. Responsibilities and Duties of Management Committee The responsibilities of the Management Committee are as follows: Ensure standards of governance are acquitted in accordance with relevant legislation and the contents of the constitution; Be well informed of all organisation activities; Maintain confidentiality on relevant matters; Be aware of the future directions and plans of members in accordance with the Strategic Plan; Ensure that planning and budgeting is carried out in accordance with member s wishes; Attend association functions, as required; Maintain a good working knowledge of the constitution, rules and the duties of all office holders and sub-committees ; Represent the organisation as required. The duties of the Management Committee are as follows: 2.1 The President shall: a) Maintain a good working knowledge of the constitution, rules and the duties of all office holders and sub-committees; b) Manage committee and/or general meetings; c) Manage the annual general meeting; d) Represent the organisation where required; e) Act as a facilitator for organisation activities; f) Be a supportive leader for all organisation members. Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 3
2.2 The Vice-President shall: a) Act in place of the President when the President is absent; b) Liaise with Come and Try organisers (e.g. Brisbane City Council) and any corporate enquiries; c) Organise volunteers and equipment and any marketing material for come and try/corporate days; d) Ensure insurance is organised through State Body; e) Undertake tasks delegated by the President; f) Undertake any assignments given by the Management Committee on an individual or group basis. 2.3 The Secretary shall: a) Ensure agenda papers and minutes of Management Committee meetings are distributed on a timely basis; b) Ensure key correspondence is processed; c) Ensure key records of the association are kept securely; d) Manage the internal communication needs; e) Maintain all records efficiently and effectively; f) Manage all meeting needs and outcome requirements; g) Ensure that the responsibilities of the secretary under the Associations Incorporation Act 1981 are discharged; h) Serve as the public officer for the purposes of tax legislation. 2.4 The Treasurer shall: a) have a good working knowledge of the tasks of the position; the ability to manage the constitution requirements and is aware of the information required for annual audit; b) Keep good financial records ensuring appropriate financial systems and controls are in place; c) In consultation with the Maintenance Officer, maintain a log of club assets (asset register) and update insurance coverage when necessary; d) Prepare an annual budget in consultation with Management Committee; e) Liaise with the Registrar on a regular basis advising of membership payments; f) Liaise with the Management Committee on regular basis regarding outstanding membership fees; g) Work with the committee to ensure financial reports are provided to the committee and members on a regular basis, including profit and loss statements/statement of financial performance, budget comparisons and (if needed) cash forecasts; h) Make recommendations regarding the engagement of the auditor, the extent of the auditor s role, and communicate with the auditor during the audit process; i) Ensure that the responsibilities of the Treasurer under the Associations Incorporation Act 1981 are discharged. 2.5 The Head Coach shall: a) Work toward coaching accreditation if not already held; b) Annually appoint Assistant Coaches and members of the Coaching and Training sub-committee ; c) Keep up to date with the current racing rules of the Queensland Dragon Boat Federation (QDBF), Australian Dragon Boat Federation (AusDBF) and International Dragon Boat Federation (IDBF); Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 4
d) Understand the logistics of dragon boating i.e. sweep accreditation process, race process and the role of all officials; e) Know and understand current safety procedures; f) Liaise with Maintenance Officer on all equipment requirements. 2.6 The Maintenance Officer shall: a) Monitor all equipment on a regular basis; b) Ensure all technical equipment is in working order; c) Organise maintenance working bees on a 6 monthly basis at least; d) Submit a yearly maintenance budget to committee; e) Organise quotes and seek committee approval for any maintenance expenditure; f) In consultation with the Treasurer maintain a log of club assets; g) Liaise with coaching staff on regatta requirements; h) Submit new equipment ideas to committee for consideration. 2.7 The Registrar shall: a) Ensure membership applications and renewals (including photos of identification (ID) tags) are administered appropriately and on a timely basis; b) Keep an updated register of details of all club members; c) Collate the relevant paddler insurance registration paperwork (including photos for ID tags) for forwarding to State Body on a regular basis ensuring all members are covered by insurance; d) Regularly liaise with the Treasurer to determine if membership fees have been paid so that the updated insurance registration spreadsheet can be forwarded to the State Body; e) Liaise with Child Protection Officer regarding the expiration of club members blue cards; f) Be responsible for maintaining and updating training sign in register (insurance requirements); g) Ensure that ID tags for registered paddlers are received from the State Body on a timely basis. The following positions, filled either by Management Committee members or club members, are appointed annually by the Management Committee based on expressions of interest: Marketing/Sponsorship/Promotion Officer Form Marketing, Sponsorship and Promotion sub-committee; Act as Media Liaison person for the club; Ensure the sub-committee works closely with the come and try/corporate co-ordinator to maximise opportunities to recruit new members; Report to the Management Committee on a monthly basis or as necessary on subcommittee s plan/activities. Club Representative at State Body Meeting Attend State Body meetings as club representative; Under Management Committee direction, vote at State Body meetings; Record and report outcome of State Body meetings to the Management Committee on a timely basis. Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 5
First Aid Officer(s) Hold relevant qualifications and administer first aid when required; Be a regular attendee at training sessions; Be responsible for maintaining all first aid kits and seek the Management Committee s approval for any expenditure required to maintain the kits; Be responsible for taking one first aid kit to regattas and ensure it s returned for the next training session. Uniform/Accommodation Officer Liaise with uniform manufacturer obtaining quotes and samples when requested by the Management Committee; Forward all quotes and samples to committee for their consideration/approval before distributing to club members for feedback/input; Be responsible for arranging uniform orders from club members; Be responsible for stock control; Source accommodation options and quotes when requested by the Management Committee; Forward all quotes to Management Committee for their consideration; Once approved, secure accommodation bookings; Liaise with Treasurer in regards to payment requirements and deadlines; payments made and payments outstanding. Induction Officer(s) Attend as many training sessions as possible; Meet and greet any new paddlers and immediately find them a buddy; Follow the induction checklist ensuring in particular safety procedures are explained; Ask all new paddlers to complete a new paddler form; Explain any session costs to cover insurance; Introduce new paddlers to coaching staff. Website Maintenance Officer Maintain a relationship with the web designer for technical assistance when required; Seek approval from Management Committee for any content changes; Update and maintain the website as required and as directed by the Management Committee. Regatta Co-ordinator Form a sub-committee of up to four people to organise the club regatta that is ratified by the Management Committee; Be responsible for organising the competition, food, volunteers, boats, equipment, course and relevant licenses etc. Child Protection Officer Maintain and update Child Protection Policy; Act as a point of reference for all club members in relation to child protection issues; Deal with any reports of child abuse maintaining confidentiality of all parties involved; Report any allegations of child abuse to the relevant child protection authorities; Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 6
Actively encourage members to apply for blue cards ensuring receiving a positive notice they are able to take part in any club activities involving children; Liaise with the Registrar on a regular basis regarding the expiration of club members blue cards; Follow up with members on the completion of new/renewal of blue card. Club Captains Act as a point of reference for all club members to discuss any concerns and handle in the appropriate manner. Sub-committees Coaching and Training Committee Support coaching staff through the development of coaching and training programs; Develop and implement safety programs; Maintain paddlers database for the use of Coaching and Training committee; Keep club members informed of information through newsletter and website; Liaise when necessary with Web Maintenance Officer and Induction officer(s) on matters pertaining to coaching and training; Report monthly to the Management Committee through Head Coach. Marketing, Sponsorship and Fundraising Committee Assist the Management Committee to promote the club and the sport of dragon boating through updating and implementing the marketing, sponsorship and promotion plan in accordance with the club s current strategic plan; Produce promotional material as directed by the Management Committee e.g. banners, flyers, stickers etc; Monitor and service the club s sponsors; Report monthly to the Management Committee through Marketing, Sponsorship and Fundraising Officer. Other Club Positions Coaching Staff Deliver coaching and training programs; Determine which regattas to attend; Select teams in consultation with members of Coaching and Training committee if required; Appoint team manager; Appoint team captains; Ensure members wear the club uniform on all competition days including at the collection of trophies or awards; Select recipients of Annual Club Awards pertaining to competitions. Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 7
Team Manager Under direction from coaching staff submit expressions of interest for all regatta competitions by closing date; Under direction from coaching staff complete relevant entry forms for regattas and submit by closing date; Under direction from coaching staff complete the relevant crew lists and submit by nominated time on regatta day; Support coaching staff at regattas by organising and/or delegating the collection and recording of race times and race results. 3. Membership Year The registration year for Te Waka will be from 1st July to 30th June the following year. 4. Fees All fees for the ensuing year and any schedule for payment instalments shall be recommended by the Management Committee for voting at a General Meeting preceding the Annual General Meeting. The current individual paddler registration fees that incorporate both QDBF fees and Club Membership Fees are: Adults Juniors Life Members $250 incl GST $165 incl GST (under 18 years at time of joining) Nil Pro-rata fees for members registering later in the season: 1st Jan to National Titles Adults Juniors $180 incl GST $130 incl GST After National Titles Pay full registration fee and be registered until 30th June the following year. New Member (to the sport) Promotion First 3 paddle sessions are FREE. If full fees are paid within first month of joining, fees will be discounted to: Adults Juniors $200 incl GST $135incl GST Casual/New Paddlers Adults and Juniors $5 per session Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 8
Safety Guidelines for all Club Training Sessions A risk assessment of all areas in which boats will be stored and the water ways of where training will be conducted must be completed before any training sessions can commence. The following will be included in all risk management plans for training areas and must be adhered to: Before any training sessions commence, current water surface conditions are to be assessed (low tide, high tide, rough water and traffic conditions). Boats are not to be used in thunder storms; Boats must be secured by padlocks if required by any agreement in place with the owner of the boat storage location; Launching areas must be safe enough to prevent damage to boats and a dragon boat trolley (at least) must be used when moving boats to and from the water to prevent personal injury to paddlers; In busy waterways, boats must have the supplied flags displayed front and back when on the water; Safety equipment must be carried on board at all times when training. At least 2 or more bailers, 10m rope, etc; There must be at least 10 paddlers present for a training session to be held (in 20 seater boat) or 4 paddlers (in a 10 seater boat) (Sweep Accreditation Rule); Paddlers must be able to swim 50m or have the ability to tread water. If unsure, the paddler must wear a Personal Floatation Device (PFD) or Life Jacket; All Dragon boat safety rules and boat recovery brief must be passed on to all new paddlers before on water training commences to ensure they are aware of the procedure if the boat is submerged; Boat covers must always be used to protect the boat from the weather when not in use. Te Waka Taniwha Dragon Boat Club Inc Bylaws - Amended 17/06/2013 Page 9