Microsoft Word - COMMODORE's duties.docx



Updated September 2019 COMMODORE’S DUTIES Down East Yacht Club – By Laws Article V, Section 2 and Article VIII, Section 3 The primary duties are in the By-Laws mentioned above however it is strongly advised that a new commodore read the By-Laws in their entirety as there are numerous additional responsibilities. The majority of the tasks performed by the club will be managed by the committee chairmen and hosts. However, the Commodore still has overall responsibility for all events. Accordingly, you should check regularly with committee chairs to verify that specific actions have been accomplished consistent with their responsibilities and times required. This will make your workload easier and minimize last minute “fires”.The following is a time line of duties. The September duties should be started immediately. ----------------------------------------------------------------------------------------------------------- Appoint a Fleet Captain of your choosing. Announce your choice at the Annual Meeting AFTER your election and BEFORE the swearing in so as to include him in the swearing in. Annual meeting: After swearing in of officers the past commodore turns meeting over to you. Thank PC for good job and present gift to him. Give short statement of goals. Ask for motion to adjourn. Vote. Adjourn. Schedule October Board meeting and notify those involved. Start compiling an agenda. Also, by now the commodore should be giving thought to next year’s mittees: Contact all committee chairs, etc. and ask if they wish to continue to serve. If there are positions to be filled you must recruit new people. The Commodore shall appoint one or more Hosts for each event and appoint committee members as necessary. Give a list to the AA for the October mailing. You will work on committees with chairmen and members as appropriate. Remind all chairs that any committee items that affect the roster need to be finalized as the roster goes to press mid-Feb to March. This includes the list of Committee chairs and members. Haulout Party: (Usually the 2nd Saturday in September) Your first event, scheduled by you. Confirm arrangements. You may choose to have a board meeting just before the Haulout begins. Arrive early and stay late overseeing that the facilities are cared for properly. This party is a good time to recruit volunteers by speech or posters. Give short statement of welcome and thanks to current hosts and comment on great season and see you at the Xmas Party, etc. September. Now that year-end financials are in, this is the time to work with the treasurer on the projected budget. Make adjustments and prepare for discussion and approval by the board at the October Board Meeting. Provide each officer, committee chair and others as appropriate (like future Hosts) with their section of the updated Guidelines book. This is a good time to emphasize that your expectation is that they will perform their job responsibilities in a timely manner and if they feel they cannot accomplish them satisfactorily for the Club due to time, skills or other constraints, to let you know so that you can seek an alternative.Appoint Hosts for the winter gatherings, Ski weekend and Christmas Party. Start booking locations now.Sign in at all events should be done by the Officer’s wives or line up 1-2 volunteers. The sign-in sheet will be given to you by the Administrative Assistant before the event. Note that the Commodore is responsible to arrange for people to handle the sign-in for each event during the year and to see to it that it is returned to the Admin. Asst.First Bank Checking Account: Coordinate with the Administrative Asst. to add your name and signature to the bank forms as authorized to sign checks for the Club. The one other authorized is the Administrative Assistant. Have the bank remove the prior Commodore’s name and authorization and also do the same if the Administrative Assistant is changed. October. Dues packets are mailed Oct. 1st along with Xmas party form and Snowbird interest form. A good time to send a commodore’s letter for anything. (ex. computer questionnaire, volunteerism). Check with Ski Weekend Chairman to see if a form for interest or commitment should be sent now. The packet should include the list of current officers and directors as well as the final Budget vs. Actual Report and Balance sheet for the last fiscal year. It should also include the last Board of Directors minutes held prior to the Annual Meeting.Annual Meeting. Make sure the Annual Meeting place for next year is booked and the Commodore’s Luncheon place is booked. It is also not too early to book a caterer for the Launch and Haulout Parties. October Directors Meeting Prepare an agenda beforehand and issue to the Board via email. Follow the By-laws Order of Business (Article IX). Present the budget for discussion and approval. It is wise here to schedule the winter (Jan or Feb) Board Meeting.The Commodore may choose any location for the Board Meeting. Bring your copy of the Guidelines book to all Board of Directors meetings so it is available to answer any procedural questions regarding who is responsible for what and when by any member. Advise the Board that you would appreciate their notifying you in advance if any member is unable to attend. November Continue work on schedule of events. Schedule must be approved by board of directors at Board Meeting Jan or Feb and readied for roster. Decide on roster cover. (Note: Commodore decides at which events the store and bar will be. Notify VC and RC) Send Winter Board Meeting Notice Work on committees – chairman and members Keep in mind that roster goes to press mid-Feb to March. These items have to be finalized. December – The Christmas Party! You are responsible for this event. Establish location, menu and price. Appoint a Host to assist. The store is often available for this event. Enjoy the Christmas Party! January Directors Meeting Prepare a Commodore’s report. Complete the schedule of events for board approval. Introduce any new committee members. Also discuss any members who have not paid their dues to clarify if they are late or have resigned. Follow the By-Laws Order of Business. January/February Write Commodore’s Message for roster. Finalize cover selection. Submit for roster: your message, the schedule of events, the list of committees and members and the cover art. The admin. assist. does the rest. The Roster has to go to press by late March. March/April The Commodore’s Luncheon is the opening meeting of the Club which shall be held in the month of May. At this meeting the Commodore should brief everyone on the general plan of activities for the summer. Make final preparations for the Luncheon and write up the reservation form for the Luncheon mailing (This is your event).In March send out the Luncheon Packet with Commodore’s message, schedule of events, the Luncheon reservation form sign-up, a Name Tag Order Form and a Mooring Share Program Sign-up Form (currently provided by Jan Mildram). There is no set format for these forms and no set date that they are sent. Coordinate with the AA. Email may be suitable. Your cover letter should also include a cutoff date for returning the Mooring Share Program sign up so that the final list may be included in the May package.As soon as the season schedule is decided, the Commodore orders any port-a-potties needed. (NOTE: I learned the hard way that orders must be made way in advance for these or you may not be able to get them. We currently use G.A. Downing Co. Inc. of Minot Maine 207-782-4508 and pay $90 each. T. Larkin suggests we look into Associated Septic Services, Portland – 799-1980 @ $75 each) (old prices).Send the company written directions (email OK) of address and exact location on the premises where the Potty is to be located. Follow up with phone call ahead of time. It is recommended that the Host put a marked stake in the ground at that location in case no one is around when they deliver. (Experience!) Decide when the next Board of Director’s meeting will be. This will probably be your final board meeting for your term. Remember it should be at the very least, 3 or 4 weeks before the annual meeting. This gives plenty of time for the posting of nominees for officers at the kiosk. Nominees must be presented to the board at this time by the nominating committee. Policy for office of Rear Commodore – SG as commodore was told by two former PCs that “It is the commodore’s responsibility to query the Fleet Captain to see if he is interested in moving up to RC”. Also, It is generally considered by most that the RC must have had previous experience in the club (a director, or a committee member, or Fleet Captain) to be nominated. Assist in proof reading the Roster. The ad. assist. usually tries to have at least 4 people proof read and still mistakes slip by. May After the mailing info is completed, attention needs to turn to the Roster Packet that is handed out to members at the luncheon and mailed to those who did not attend. In the packet are: membership cards for the current year, new roster, a schedule of events that includes directions to events by land and sea (the only place), reservation forms for events, the mooring sharing questionnaire, the cruise itinerary, and the cruise interest and commitment form. Check on final arrangements for the Commodore’s Luncheon. The store is usually open t this event. Be sure the Rear Commodore is prepared. The Commodore has the discretion to order flowers for head table and spouses if he wishes.May Commodore’s Luncheon Before meal: welcome, list the deceased with a moment of silence, give prayer and blessing of the meal. After, around desert time: give any notices, present new members to the club with RC giving burgee, history book and coasters and you giving words of welcome. The officers each talk of upcoming season. Present flowers to spouse. May - Rules Any rules that need changing in the by-laws need to be submitted to the board first before presentation at the Annual Meeting where membership must vote on them. It is the Commodore’s job to list any he/she knows of and to turn them over to the Rules Committee for finalization. The Committee may also submit any other suggested changes. June Launching Party At the event new members should be introduced. The Fleet Captain may make remarks about the cruise. The complete Store should be set up. Remember to coordinate with the AA the availability of the sign-up sheets and also designate who will do the sign ins. This event is by reservation only.June Board of Directors Meeting – a meeting is often held before the Launching Party. You should check that the Nominating Committee has met and prepared a list of nominees. The Chairman should review and discuss the proposed list with the Commodore prior to the Board meeting. This gives sufficient time for the posting of nominees for officers at the kiosk. Also any By-Law revisions must be approved for voting at the Annual Meeting. July The Cruise! Arrange for a location and time for a pre-cruise meeting for only those who have signed up for the cruise.. This is usually a bring appetizers gathering but the club provides soft drinks, beer and wine. The Fleet Captain should have prepared hand out packets for each participant and will discuss each port on the cruise in brief. That’s all you should have to do other than go on the cruise, fly your Commodore burgee and hope everyone else has done the work!Order hats, flags and name tags for the Annual Meeting. Summer Events – Assist where necessary. Welcome guests, thank hosts, etc. August – Prepare Commodore’s Final message/report. Review financials with treasurer and incoming Commodore. Edit/update and add to the Master Book for turning over to the new Commodore. Annual Meeting - Follow the By-laws Order of Business (Article IX). Lastly, after the election of a slate of officers, the announcement of the new Fleet Captain by the new commodore, and the swearing in of officers (include the FC) by the chair of Nominating Committee, the meeting is turned over to the new commodore for a short statement and adjournment by motion and vote. You are Done! - (except you are now on the new Board of Directors for one year and also Chair of the new Nominating Committee for one year). Easy peasy! ................
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