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Notification of Annual General Meeting

and Board Nomination Form

The Annual General Meeting of the Capital Lakes Rowing Club will be held at 9.30 am on Sunday 29 September 2019 at the CLRC Boathouse, Grevillea Park. The AGM will include a Club Breakfast.

All Club members are encouraged to attend and participate. All votes must be given personally and proxy votes are not accepted.

All positions as Office Bearers on the Board of Capital Lakes Rowing Club are being declared vacant and nominations for the incoming committee are now called for. Nominations may only be accepted from registered Club members. If you wish to nominate but are not a Club member you should submit an application immediately via the Club website.

If you are interested in nominating for a position on the Board, please complete and sign this form and return to the Secretary via email: capitallakes@ or leave in the marked box at the Boathouse.

|Position |Nominee |Signature |

|President | | |

|Vice President | | |

|Secretary | | |

|Treasurer | | |

|Boat Captain | | |

|Junior Captain | | |

|Coaching Director | | |

|Para-Rowing Coordinator | | |

|Committee Member | | |

|Public Officer | | |

|Safety Officer | | |

An explanation of the duties and responsibilities of the Office Bearer positions are included here, and are available for viewing on the website and at the Boathouse. Clarification on the duties and role of any Board position should be sought through the current committee or via email to the CLRC mailbox.

Nominations for positions are requested by 5.00 pm Wednesday 15 November 2017. In the event that no nominations are received by the closing date – nominations will be called for at the AGM.

DUTIES OF OFFICE BEARERS

President:

• Official head of the Club

• Presides at all general and annual general meetings

• Lead development of club 5 year strategic plan

• Allocate task responsibility and ensure all officers of the club are satisfactorily performing their duties and that all committees are operating as required

• Represent the Club to rowing and the wider community

• Any other duties as decided by the Club from time to time

Vice President:

• Assist President with overall responsibility for the Club’s management.

• In the absence of the President, preside at Club meetings with all the powers of the President

• Represent the Club to rowing and the wider community

• Represent that Club at RACT

• Any other duties as decided by the Club from time to time

Secretary:

• Prepare agenda for all meetings

• Keep minutes of all meetings

• Keep names of Board members attending meetings

• Follow up on all decisions of the Board to ensure appropriate action is taken

• Prepare appropriate responses to correspondence

• Monitor and report on the implementation of the strategic plan

• Detail all incoming and outgoing correspondence

• Maintain website and club management system backend

• Any other duties as decided by the Club from time to time

Treasurer:

• Be responsible for the management of funds for the Club

• Collect and receive all moneys due to the Club and make all payments authorised by the Board

• Keep and present each month, or more often if required, correct accounts and books against the budget showing the financial affaires of the Club with full details of all receipts and expenditure connected with the activities of the Club

• Submit to the Annual General Meeting a statement of receipts and payments for the year, balances in bank at the commencement of the year and at the termination, and a balance sheet showing the assets and liabilities at the end of the Club's year.

• Arrange examination of this statement of receipts and payments and balance sheet by a Certified Auditor.

• Prepare an annual budget for the Club

• Any other duties as decided by the Club from time to time

Captain:

• Exercise control of equipment allocation and shed conduct

• Provide advice around boat acquisition, maintenance and retirement

• Coordinate masters regatta entries

• Maintain the Assets Register

• Ensure appropriate rigging

• Any other duties as decided by the Club from time to time

Junior Captain:

• Represent the interests of junior members as required

• Supervise training conducted by junior members

• Encourage integration of junior club members

• Coordinate junior participation at regattas

• Any other duties as decided by the Club from time to time

Coaching Director:

• Maintain a list of all member coaches and current status

• Review members’ progress in their rowing

• Allocate coaches to crews and squads

• Advise on suitable equipment for rower development

• Co-ordinate skills courses to upgrade coaches

• Co-ordinate coxswain’s courses

• In consultation with coaches, determine appropriate training regimes for crews and squads

• In consultation with coaches, determine appropriate regatta campaigns for crews

• Any other duties as decided by the Club from time to time

Para-Rowing Coordinator

• Coordinate Para-rowing program

• Coordinate and develop volunteer coaches and supporters

• Develop grants and fundraising for para-rowing program

• Develop, monitor and report on safety policies and programs for para-rowing

• Any other duties as decided by the Club from time to time

Ordinary Committee Members:

• Contribute to general management of the Club

• Participate in Committees as required

• Duties as decided by the Club as required

Safety Officer

• Assess local risks

o Maintain Club Safety Plan and rules

o Produce Emergency Action Plan

• In collaboration with coaches when required, assess risks at external sites to be used by club members such as the venue for a Training Camp or Regattas

• Educate and train members in risk assessment and safe practice

• Maintain up to date displays of safety information on club premises

• Produce an annual safety audit in accordance with Rowing Australia Guidelines

• Foster the reporting of all incidents and accidents using the RACT system and further develop safe practice

• Review safety issues regularly, ensure that these are a permanent agenda item at meetings of CLRC Board

• Understand and encourage implementation of Row Safe policy and guidance

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