BOAT CLUB JOB DESCRIPTIONS INDEX

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1 S INDEX Page Number Commodore 2 Vice-Commodore 3 Rear-Commodore 4 Purser (Treasurer) 5 Assistant Purser (Treasurer) 6 Secretary 7 Local Cruise Director 8 Local Cruise Planner 9 Ocean Cruise Planner 10 Membership/Data Director 11 Ticket Sales Manager 12 Ticket Sales Agent 13 Ship s Store Manager 14 Mix and Mingle Party Planner 15 Refreshments Manager 16 Photographer 17 Commodore s Ball Planner 18 Printing/Advertising Manager 19 Sunshine Ambassador 20 1

2 S Commodore Role: Responsible for overall club direction and management. 1. Appoints Managers, committee members, and assistants. 2. In coordination with Executive Board Members, determine the goals and method of operation of the committees. 3. Facilitate effective management of meetings. 4. Preside at all official club meetings. 5. In the event of a tied Executive Board vote, the Commodore has an additional casting vote. 6. Guide and assist the officers and managers in the commission of their duties and represent the club at official functions. 7. Authorize expenditures, and disburse funds by writing checks from the LBC checking account, in the absence of the Purser and the Assistant Purser. 8. Be a supportive leader for all organizational members. 9. The Commodore will organize and be a part of a small committee to recruit members to be nominated for election to fill Board positions for the following season. The committee will consist of the Vice-Commodore, Rear-Commodore, and some of the Past Commodores. 2

3 Vice-Commodore Role: Perform the duties of the Commodore in the Commodore s absence and assist the Commodore in some of the duties, as assigned. 1. Communicate LBC cruise schedules, events, and news through the Lexington Country Club Newsletter and the LBC website. 2. Authorize expenditures, in the absence of the Commodore, and disburse funds by writing checks from the LBC checking account in the absence of the Purser, Assistant Purser, and the Commodore. 3. Assist in the coordination and organization of cruises, sales activities, and data entry and dissemination. 4. Assist in providing guidance and assistance to committee chairpersons in the conduct of their duties. 5. Supervise and coordinate setting up the facilities for meetings and events. 6. Supervise and coordinate with the Commodore s Ball Planner, the arrangements for the Commodore s Ball. 7. Recruit a Planner for the next Commodore s Ball. 3

4 Rear-Commodore Role: Assist the Commodore and Vice-Commodore with duties as assigned. 1. Work with the Membership Director to assist and learn the process. 2. Work with the Membership/Data Director to assist and learn the process. 3. Work with the Purser and Assistant Purser to assist and learn the process. 4. Work with the Ticket Sales Manager and Ticket Sales Agents to assist and learn the process. 5. Custodian of the LBC Suggestion Box. Present suggestions from the Suggestion Box to the Board for consideration. 4

5 Purser (Treasurer) Role: Responsible for all financial functions of the LBC. 1. Account for all receipts from LBC activities as follows: a. Sale of cruise tickets. b. Merchandise sales. c. Event sales. d. Proceeds from charitable fund raising. e. Contributions. f. Membership dues. g. Other proceeds. 2. Account for all disbursements from LBC activities, as follows: a. Payment of all approved and authorized Requests for Payments. b. Payments to all vendors per contract obligations. c. Pay for purchase of supplies, equipment and administrative expenses. d. Payment of other LBC obligations. 3. Keep appropriate financial records and report same to LBC Board of Directors. 4. Provide a LBC Financial Report for the general membership. 5. Provide the Data Base Manager with all financial information related to receipts and disbursements, at least monthly and as requested. 6. Reconcile bank account statements monthly. 7. Retain all bank statements and records of income and disbursement transactions. 5

6 Assistant Purser (Treasurer) Role: Perform the duties of the Purser (Treasurer) in the Purser s absence and assist the Purser in some of the duties, as assigned. 1. In the absence of the Purser, disburse funds by writing checks from the LBC checking account. 2. Coordinate information regarding financial matters with the Purser, Directors and Managers as requested. 3. Assist with compilation of financial information and reports for the data base. 6

7 Secretary Role: Maintain written records of LBC membership meetings, Executive Board Meetings and other LBC meetings as deemed necessary. 1. Make a written record of LBC membership meetings. 2. Make a written record of Executive Board meetings. 3. Make a written record of other meetings, as required. 4. Provide typed copies of all meeting minutes. Get all meeting minutes to Executive Board Members timely, as soon as reasonable following the meeting. 5. Maintain a file of the LBC meeting minutes and Executive Board Minutes and file them in the LBC Master File at the end of the season. 6. Write other correspondence as requested by the Board. 7

8 Local Cruise Director Role: Select and supervise personnel involved in finding and planning cruise trips. 1. Select and train Trip Planners. 2. Supervise and Assist Trip Planners in the selection of cruise trips. 3. Monitor the development and correct completion of the Boat Club Trip Investigation Form for each trip before contracting with the boat company. 4. The Local Cruise Director will sign the boat company contract when all is in order and agreement of terms is reached. 5. Check the Trip Planner s Final Accounting Event Statement for correctness. 6. Submit Trip Planner s final Accounting Event Statement to the Purser for approval. 7. Receive cruise trip evaluations from Trip Planner s. 8. Report opinion(s) of cruise trip and any concerns or problems to the Commodore or Vice Commodore. 9. Provide feedback on cruise trips. 8

9 Local Cruise Planner Role: Assist the Local Cruise Director in selecting, organizing and coordinating cruises. 1. Meet with the Local Cruise Director as needed for decisions regarding cruise trips. 2. Assist with Local Cruise Director duties as assigned. 3. Investigate prospective cruise trips as needed. 4. Complete the LBC Trip Investigation Form with the boat company and review it with the Local Cruise Director prior to the Local Cruise Director signing a contract with the boat company. 5. Arrive at the cruise trip departure point early enough to make final arrangements with the vendor and check off ticketed members from the Trip Manifest as they board. 6. Complete a Boat Club Local Cruise Planner s final Accounting Event Statement and Cruise Trip evaluation and submit to the Local Cruise Director. 7. Provide feedback on cruise trips. 9

10 Ocean Cruise Planner Role: Work with the LBC Board of Directors to select a travel agent and establish the best trip options to accommodate members. 1. Get bids from legitimate travel agencies. 2. Negotiate accommodations, costs, perks and itinerary options with selected travel agent. 3. Assist the travel agent in making presentations to the LBC Board and the LBC Membership, and a final presentation to participants regarding round trip travel to port, cruise line procedures, etc. 4. The travel agent shall make participants aware of payment arrangements, travel insurance plans available, etc. 5. Establish trip evaluations and a travel agent evaluation. 10

11 Membership/Data Director Role: Responsible for maintaining the LBC Membership List and the LBC Membership Waiting List according to LBC Policies and Procedures. Responsible for maintaining the LBC Data Base and compiling reports and forms as scheduled or as needed. 1. Collect annual LBC dues from members. NO CASH CHECKS ONLY. 2. A Membership List will be used to record member s dues payments. Periodically, the collections will be compiled and a report form submitted, with the checks, to the Purser. 3. Following the January LBC Membership Meeting, determine the number of people to be admitted as new members from the LBC Membership Waiting List. 4. Notify people on the LBC Membership Waiting List who are eligible for LBC membership to pay their dues to you. Membership is limited to 240 members unless at 239 members, the next people on the LBC Membership Waiting List are a couple. In such a case, both may be admitted resulting in a one year maximum of 241 members. 5. Maintain the LBC Membership List and the LBC Membership Waiting List according to LBC Policies and Procedures. 6. Coordinate arrangements and facilities for a new member orientation meeting each year. 7. Coordinate and supervise the arrangements for the Mix and Mingle Party with the Mix and Mingle Party Planner. This is usually the first Boat Club activity for new members. 8. Enter and maintain Membership Lists and data from reports provided by the Purser and Sales Managers, into the data base. 9. Compile reports and lists, as scheduled or needed. 10. Inform officers and managers of new or different data needs. 11. Disseminate lists and reports as scheduled or needed. 11

12 Ticket Sales Manager Role: Custodian of all event tickets. Supervise the sale of cruise and event tickets. The Ticket Sales Manager must be diligent and timely in passing information regarding ticket sales, trip waiting lists, and trip manifests to the Local Cruise Director, the Local Cruise Planner, and the Membership/Data Director. 1. Recruit Ticket Sales Agents. 2. Train Ticket Sales Agents in the policies and procedures for ticket sales. 3. Establish and supervise the formation of a members queue for purchasing tickets. 4. Monitor the sale of cruise tickets before membership meetings. 5. Work with Ticket Sales Agents to establish a Cruise Trip Waiting List as needed. 6. At the completion of cruise ticket sales at each member meeting, retain unsold cruise tickets and the Trip Waiting List. 7. Sell remaining cruise trip tickets to members on the Cruise Trip Waiting List on a first-come, first-served basis, following LBC Policies and Procedures practices for Members first, people on the LBC Membership wait list second, followed by nonmembers/guests, time permitting. 8. Always Inform the Local Cruise Director, the Trip Planner and the Membership/Data Director of ticket sales status, wait list status, and changes to the Trip manifest. 12

13 Role: Ticket Sales Agent Sell local cruise tickets at the membership meetings. 1. Complete the Event and Merchandise Sales Invoice Form for each member or couple purchasing a ticket(s). 2. Give the Event and Merchandise Sales Invoice Form to the member who will proceed to other sales stations or to the Purser to pay for purchases. 3. Inform the Ticket Sales Manager when all tickets have been committed. 4. If cruise tickets remain at the end of sales, give the remaining tickets to the Ticket Sales Manager. 5. Enter names on a Local Cruise waiting List as directed. 6. If a waiting list is developed, submit it to the Ticket Sales Manager, who will forward the information to the Local Cruise Planner, the Local Cruise Director, and the Membership/Data Director at the completion of cruise ticket sales. 13

14 Role: Ship s Store Manager Promote and sell LBC merchandise. 1. Determine types and quantities of merchandise needed. 2. Maintain inventory sheets. 3. Complete LBC Payment Request Forms to obtain checks from the Purser to order merchandise or to pay for merchandise on order. 4. Present merchandise for sale at Membership Meetings. 5. Record transactions on each member s or couple s Event and Merchandise Invoice Form and return the form to the member with instructions to take it to the Purser before leaving the building to pay for the merchandise and any other purchases the member may make that day. 6. Record the transaction on the LBC Sales report form for your records. At the end of the meeting, check with the Purser to assure that payment has been received for all purchases. 7. For sales not made at a Membership Meeting, complete Event and Merchandise Sales Invoice Forms, attach the check and deliver them to the Purser in a timely manner. 8. Record the transaction on the LBC Sales Report Form for your records. 9. If merchandise was ordered after purchase, arrange for delivery to the purchaser or pick-up by the purchaser of the merchandise. 10. Report sales and merchandise information to LBC membership meetings. 11. Occasionally, check merchandise quality, pricing and new items from other vendors. 14

15 Mix and Mingle Party Planner Role: Plan, organize and implement the Mix and Mingle Party soon after new members have been admitted. 1. Obtain a list of new members from the Membership/Data Director for the purpose of introducing new members at the Mix and Mingle Party. 2. Reserve the Island Club for the selected date for the Mix and Mingle Party. 3. Appoint committees as needed. 4. Obtain a budget limit from the Commodore. 5. Make purchases, complete a LBC Payment Request form for each vendor from whom purchases are made, or a form for yourself if you have already paid for the item, and attach the pertinent receipts to the forms. 6. Submit LBC Payment Request Forms, with receipts attached, to the Purser. Obtain check(s) made out to the vendor (or to reimburse the purchaser if the item(s) has already been paid for) and make the payments. 7. Submit a request to the Printing/Advertising Manager to create a flyer. Make sufficient copies and distribute as needed. 8. Report progress and details at membership meetings as requested. 9. Coordinate and manage the set up and cleanup of the facilities before and after the party. 10. Store any records or materials for planning and implementing the next Mix and Mingle Party. 15

16 Role: Refreshments Manager Provide refreshments and snacks for membership meetings. 1. Purchase supplies and refreshments as needed. 2. Submit a Payment Request Form to the Purser with receipts attached in order to get a check to reimburse your out-of-pocket expenses. 3. Set up a refreshment/snack table at least 15 minutes before cruise tickets go on sale at monthly membership meetings. Clean up the refreshment area after the meeting. 16

17 Photographer Role: When present at cruises and events, photograph members and activities as a voluntary activity. 1. Take photos of members and activities during LBC cruises and events. 2. Coordinate with the Vice-Commodore to submit photos for inclusion in the Lexington Links Newsletter and the LBC website. 3. Provide members with information about how they might obtain copies of photos (use of chip, pay photographer for hard copies, etc.). 4. Report to the membership at monthly meetings as requested. 17

18 Role: Commodore s Ball Planner Plan and expedite the arrangements for the annual Commodore s Ball. 1. Meet with the Vice-Commodore to plan and review arrangements for the Commodore s Ball as needed or requested. 2. Reserve a facility for the ball. 3. Complete LBC Payment Request Forms to arrange for payment of each expense as it occurs and stay within the budget set by the Executive Board. 4. Submit each completed LBC Payment Request Form to the Purser. 5. Negotiate and sign a contract for the musicians. 6. Submit the signed musician contract to the Purser. 7. Appoint a committee(s) to assist in the arrangements for the ball. Arrangements will include, but not be limited to, decorations, menu, Master of Ceremonies, officers reserved table(s), reservations, table gifts and acknowledgements. 8. Supervise and participate in the duties of the committees. 9. Take reservations and make table assignments. 18

19 Role: Printing/Advertising Manager Create and print flyers and tickets for LBC cruises and events. 1. Obtain cruise trip information from the Local Cruise Director, Local Cruise Planner, or event coordinator. 2. Purchase needed supplies and materials. Complete a LBC Payment Request form for each vendor from whom purchases are made (or a form to reimburse the purchaser for items already paid for, and attach the pertinent receipt(s) to the form. Pay the vendor(s). 3. Create flyers, tickets and any other items needed in the promotion of cruises or events and print them. 4. Arrange for pickup or delivery of the finished products. 19

20 Sunshine Ambassador Role: Send appropriate cards to members as requested to recognize events, occasions, and circumstances, on behalf of all LBC members. 1. Purchase appropriate cards and mailing items. 2. Mail cards timely. 3. Submit Payment Request Forms to the Purser for reimbursement for cards and mailing expenses. 4. Report recognized events, occasions, circumstances to members as appropriate. 20

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