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CRC POLICY & PROCEDURES MANUAL

Version 2016.04

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RELEASE NOTICE

Version Number: 2016. 04

Status: FINAL

Circulated: MARCH 2016

Circulated To: COMMITTEE MEMBERS

Please Forward Comments To:

Penny Dixon

VERSION HISTORY

Version Status When Who Why

2014 0.1 Draft 16/02/2014 PD Document Creation from previous

years policy manual with updates re:

CRC Squads and Pathways

Coach assignment and funding

Recognition of Outstanding

Performance

2014 0.2 Draft 23/02/2014 PD Updates with feedback from

Chairman, Boat Captain and

Rowing Captain relating to above

2015 0.3 Draft 25/04/2015 PD, JC Updates:

CRC Squads and Pathways

Coach assignment and funding

2016.04 Draft 29/07/2015

18/04/2016

JC, PD Updates:

Full revision with feedback from the

full committee

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TABLE OF CONTENTS TABLE OF CONTENTS ..................................................................................................... 3

0. INTRODUCTION .......................................................................................................... 5

0.1 PURPOSE OF DOCUMENT ........................................................................................... 5 0.2 AUDIENCE ................................................................................................................ 5 0.3 DISTRIBUTION AND UPDATE ....................................................................................... 5 0.4 COPYRIGHT .............................................................................................................. 5 0.5 MISSION STATEMENT ................................................................................................ 5

1. POLICY 1 – PROGRAMS - CRC SQUADS AND PATHWAYS ................................... 6

1.1 INTRODUCTION .......................................................................................................... 6

1.2 POLICY/PROCEDURE ................................................................................................. 6

2. POLICY 2 – PROGRAMS - COACHING AND COACHES CONDUCT .................... 10

2.1 INTRODUCTION ........................................................................................................ 10

2.2 POLICY/PROCEDURE ............................................................................................... 10

3. POLICY 3 – PROGRAMS - LEAD COACHES AND FUNDING ................................ 13

3.1 INTRODUCTION ........................................................................................................ 13


4. POLICY 4 – PROGRAMS - SELECTION AND REGATTA ATTENDANCE .............. 16

4.1 INTRODUCTION ........................................................................................................ 16 4.2 POLICY/PROCEDURE ............................................................................................... 16

5. POLICY 5 – PROGRAMS - REGATTA ATTENDANCE PROCESS .......................... 18

5.1 INTRODUCTION ........................................................................................................ 18


6. POLICY 6 – SAFETY - INDUCTION TO ROWING ON THE RIVER .......................... 21

6.1 INTRODUCTION ........................................................................................................ 21


7. POLICY 7 – SAFETY - CREW CONDUCT ON THE WATER .................................... 23

7.1 INTRODUCTION ........................................................................................................ 23


8. POLICY 8 – SAFETY - RISK MANAGEMENT .......................................................... 27


9. POLICY 9 – SAFETY - EMERGENCY AND EVACUATION POLICY ....................... 28


10. POLICY 10 – EQUIPMENT - BOAT ALLOCATION ............................................... 29

10.1 INTRODUCTION ..................................................................................................... 29 10.2 POLICY/PROCEDURE ............................................................................................... 29

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11. POLICY 11 – EQUIPMENT - USE AND MAINTENANCE ........................................ 33


12. POLICY 12 – EQUIPMENT - STORAGE OF CLUB EQUIPMENT ............................ 38


13. POLICY 13 – EQUIPMENT - STORAGE OF PRIVATELY OWNED EQUIPMENT …39


14. POLICY 14 – EQUIPMENT - ACQUISITION MANAGEMENT AND BOAT NAMING

………… ........................................................................................................................... 19


15. POLICY 15 – MEMBERSHIP - JOINING AND RENEWAL ....................................... 43

10.1 INTRODUCTION ..................................................................................................... 43 10.2 POLICY / PROCEDURE ........................................................................................... 43

16. POLICY 16 – MEMBERSHIP - RECOGNITION OF PERFORMANCE OR SERVICE

……… ............................................................................................................................... 48

16.1 INTRODUCTION ..................................................................................................... 48 16.2 POLICY/PROCEDURE ............................................................................................ 48

17. POLICY 17 – MEMBERSHIP - PRIVACY POLICY .................................................... 48

16.1 INTRODUCTION ..................................................................................................... 48 16.2 POLICY / PROCEDURE .......................................................................................... 48

18. POLICY 18 – MEMBERSHIP - PRESENTATION AND COMMUNICATION ............. 49

20.1 INTRODUCTION ..................................................................................................... 49

20.2 POLICY / PROCEDURE .......................................................................................... 49

19. POLICY 19 – FACILITIES - CLUBHOUSE AND ENVIRONS .................................... 53

19.1 INTRODUCTION ..................................................................................................... 53

19.2 POLICY/PROCEDURE ............................................................................................ 53

20. POLICY 20 – FACILITIES - CLUB ACCESS AND SECURITY ................................. 51

20.1 INTRODUCTION ..................................................................................................... 51 20.2 POLICY/PROCEDURE ............................................................................................ 51

21. POLICY 21 – FACILITIES - CLUB CELEBRATIONS AND SPECIAL EVENTS ....... 52

15.1 INTRODUCTION ..................................................................................................... 52 15.2 POLICY / PROCEDURE .......................................................................................... 52

22. APPENDIX A - OVERVIEW OF RESPONSIBILITIES ............................................ 53

23. APPENDIX B - OPERATING PROCEDURES FOR TINNIES………………..………62

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0. INTRODUCTION

0.1 PURPOSE OF DOCUMENT

The purpose of this document is to provide policy for the operation of the Commercial Rowing Club INC. This document is to further detail the provisions of the Club’s constitution and by-laws and should be reviewed at least annually on voting in of a new management committee.

The document may also be revised as changes to policy or new policy is required.

Please note that all future references to Commercial Rowing Club in this document will be as ‘CRC’.

As a club affiliated with Rowing Qld we are governed by many of their policies and procedures as well as those of Rowing Australia. This includes policies such as Rowing Australia Member Protection Policy, Rowing Australia Anti-doping Policy, Rowing Qld Member Protection Policy, Rowing Qld Code of Conduct, Rowing Qld Privacy Policy, Rowing Qld Heat Policy, Rowing Qld Sun Safe Policy, Blue Card Screening Policy, Rowing Qld Procedure for Receiving and Reporting Disclosure of Harm & Personal Injury Claim Form. For a complete list of the Rowing Qld or Rowing Australia policies visit the Rowing Qld or Rowing Australia Websites - http://www.rowingqld.asn.au/#!Policies/chrd

0.2 AUDIENCE

This document is intended for all members of the Commercial Rowing Club and any other people who may be involved in the operation of the club or who may use equipment belonging to the Commercial Rowing Club.

0.3 DISTRIBUTION AND UPDATE

A copy of the most up to date version of the policy manual will be made available to all Club members, i.e. a controlled copy of the Manual will be located in a folder under the Notice Boards. A copy of the policies is also available on the clubs web site at www.commercialrowing.com , and more recently

www.revolutionise.com.au/Rowcommercial

0.4 COPYRIGHT

Copyright of the material in this document rests with the Commercial Rowing Club INC.

0.5 COMMERCIAL ROWING CLUB MISSION STATEMENT

Commercial Rowing Club seeks to support all members to reach and maximise their potential in the sport of rowing.

http://www.rowingqld.asn.au/#!Policies/chrd

http://www.commercialrowing.com/

http://www.revolutionise.com.au/Rowcommercial

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1. POLICY 1 – PROGRAMS - CRC SQUADS AND

PATHWAYS

1.1 INTRODUCTION

Athletes arrive at CRC through varied circumstances eg:

- through school programs;

- from other local, interstate or overseas clubs;

- off the street – i.e. wishing to learn to row.

The following policy describes how these rowers will be progressed.

1.2 POLICY

There are 2 streams of rowers – youth and open; and mature age. YOUTH and OPEN:

The purpose of identifying squad progression and pathways within the club structure is to enable the club to assist, facilitate and encourage all athletes to achieve their potential;

It must be acknowledged that currently (2016) in Queensland, athletes performing at National representative level train in a separate facility to their home club. This means that those high performing athletes are not included in the following descriptions as CRC does not have direct input into their training, management or progression;

In response to this situation, the Club seeks to promote a strong cultural identity where aspiring athletes at all levels identify strongly as a member of CRC;

To facilitate this, the ‘Youth and Open’ squads and pathways system seeks to establish a strong and regular connection with younger athletes and encourages their development and progression within the club structure (in conjunction with the school program where applicable) and their involvement in CRC;

CRC actively seeks to retain the older ‘Youth or Open’ athlete to provide mentorship to younger athletes and supports and encourages their ongoing participation at their preferred level of commitment;

It has been determined that at this time, CRC cannot actively support or provide adequate resources for a specific Junior Learn to Row program (<18yrs). All juniors joining CRC must have had at least one season’s experience or be assigned a coach willing to accommodate the learner. Enquiries regarding full Junior LTR can be directed to Centenary Rowing Club at Riverhills;

The diagram below describes the concept of how rowers may progress through the club. (Acknowledgment: Mosman Rowing Club’s Squads and Pathways diagram);

Note that the following diagrams should be considered as a guide only for the categorization and progression of athletes within CRC:

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MATURE/MASTERS

The progression of Mature Age Rowers (Masters) is generally not as structured as for

Youth and Open crews. Masters typically organise themselves into age-based / skill-

based groups led by an identified coordinator;

However this does not diminish the advanced competencies and success that

Masters may achieve. In some cases, some Masters may also train and compete in

Open squads and crews;

Organisation of Masters tends to revolve around expressed interest in campaigns for

popular events such as:

- Head of Brisbane, Head of Yarra, Head of Charles etc.

- Masters State Titles

- Masters National Titles

- World Masters Titles;

LEARN TO ROW (LTR)

CRC runs regular Learn-to-Row programs for adults (>18yrs) throughout the year

comprising of six week blocks on a Saturday or Sunday morning at 7:30am;

These sessions are run by the Club Learn-to-row Coordinator and experienced club

rowers/coaches;

Currently rowers are taught the basics of technique in quads and are also introduced

to safety rules and river rules; the basics of handling boats and other equipment and

knowledge of parts of the boat;

For those new rowers who wish to gain more skills following the LTR, a transition

program is available integrating new rowers with more experienced rowers in various

crews over 4-6 weeks;

Transition rowers are invited to take up ‘temporary’ membership for 3 months to

assess if they wish to become full members at the completion of the 3 months.

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2. POLICY 2 – PROGRAMS - COACHING AND COACHES

CONDUCT

2.1 INTRODUCTION

The Coaches of the Club have a significant bearing on the success of the Club in their ability to attract athletes to the Club and their ability to influence the ongoing attitude, performance and wellbeing of the Club’s athletes.

The Policy below outlines the Club’s requirements for coaches’ conduct, including Club and non-Club coaches.

2.2 POLICY

CRC Coaches:

Are members of the Club – i.e. Life Member, Rowing Member, Associate Member, Full Time Student member, Junior Member, Family Member, Temporary Member or Honorary Member. The Committee may elect to make coaches honorary members in recognition of services to the Club;

Must complete the Coaches Registration form including personal details, licences and sign agreement with the CRC Coaching (including RA Code of Conduct) and CRC Members Codes of Conduct;

Must obtain approval from the Committee prior to commencing coaching activities;

Are to be registered with Rowing Qld under CRC. Honorary CRC coaches may have their RQ Registration fee paid for them by the Club after consideration by the Committee (refer Policy 16 – Membership – Recognition of Performance or Service);

Are required to have at least NCAS Level 1 Coaching Accreditation. All coaches with Level 1, 2, or 3 Coaching Accreditation from Rowing Australia (RA) are automatically covered by RA insurance;

Must be aware of and adhere to Maritime rules;

Must have a current Marine Licence for operating a tinnie;

If involved with juniors (under 18 years of age) must have the required “Blue Card” issued by the Commission for Children and Young People, must maintain supervision of junior rowers at all times;

Must ensure that adult rowers are competent before leaving them unattended on the river, and that they are complying with the Maritime Safety Queensland’s “Brisbane River Code of Conduct”;

Must ensure that rowers in their care can swim, and must be aware of any medical conditions that may impact a rower on the water and be equipped to deal with any incidents arising;

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Must develop a training program for rowers who are competing;

Must keep the Coaching Coordinator / Committee abreast of developments concerning squads, including any disputes between athletes, athletes and coaches or between coaches;

Must avoid behaviour that impacts negatively on the club, maintaining cooperative relationships with Rowing Australia, RQ, clubs and school rowing programs;

Should endeavor to keep their athletes associated with the CRC club and CRC members – if regularly operating out of another facility (eg QAS at Terrace).

On-water behaviour:

Are responsible for ensuring the safe operation of the tinnie including ensuring that the tinnie has appropriate lighting when out before sunrise or after sunset;

when using a speedboat, must show courtesy and respect to ALL rowers by MINIMISING WASH:

- move out and away from other crews when overtaking to minimize wash; - check behind regularly to allow overtaking crews minimum wash; - throttle off when passing crews;

when using megaphones, be conscious of how and where your voice carries to,

especially early in the morning:

- crews should be coached closely and intimately with volumes down - megaphone should be focused away from residential areas - offensive language is not acceptable at any time - megaphones are not to be used between Brisbane and University of

Queensland boat sheds.

CRC Coaching Coordinator:

A Coaching Coordinator may be appointed by the Committee if required and assessed as being beneficial to the provision of coaching services at the Club. The appointment is made on an annual basis.

The Coaching Coordinator:

is not required to be a registered coach;

is required to have excellent communication skills to liaise between coaches and Captain and/or Committee;

is not a voting member of the Committee however may attend Committee meetings at the discretion of the Committee;

is primarily involved with coaches of CRC Development and High Performance Squads however must be aware of and take into consideration: Club, LTR and non-CRC coaches operating at the Club;

There is no financial remuneration for the Coaching Coordinator.

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Non-CRC Coaches:

It is acknowledged that at times, non-CRC coaches may undertake coaching activities at CRC. These coaches may be from other rowing clubs/organisations who are temporarily using CRC facilities or who may be engaged by CRC members to provide ‘private’ coaching services.

To ensure that all coaches have the requisite licences, insurance cover and credentials to undertake coaching from CRC, all coaches must:

complete the CRC Coaching form and Codes of Conduct prior to commencing coaching activities;

also acknowledge their responsibility in using CRC resources and equipment and abide by the Coaches Code of Conduct;

obtain approval from the Club Committee prior to commencing coaching duties.

Appointments and Approval Process for all coaches at CRC:

All coaches must apply for coaching approval from the Committee prior to commencing any coaching activities. Coaches will be advised if that approval is not given.

All coaches must apply annually at the time of membership renewal for the continuation of their coaching approval at CRC. This will be completed within one month of renewals being due ie. at the beginning of August. If a renewal request is not received the Coach will be advised to forward same or coaching approval may be withdrawn.

The Committee will review the following to determine their on-going status. The continuation of a specific membership category such as Honorary membership will be reviewed by the Committee during this review process:

The Coach’s contribution to the Club’s performance;

The currency of their licences;

their general ability to work cooperatively within the Club

Coaches will be advised if their existing status is to change.

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3. POLICY 3 – PROGRAMS – LEAD COACHES AND

FUNDING

3.1 INTRODUCTION

Coaches are assigned within the CRC Squads and Pathways structure, and may be funded, if possible as described below.

3.2 POLICY YOUTH AND OPEN SQUADS

The Committee can approve a number of CRC Lead Coaches for the Youth and Open

Squads, who may lead a squad in any one of the following categories:

- Womens High Performance

- Womens Development

- Womens Club (Youth)

- Mens High Performance

- Mens Development

- Mens Club (Youth)

There may be one Lead Coach assigned for each of the categories that the club may

choose to support at any given time depending on a number of factors including:

athlete resource pool;

coach resource pool;

access to suitable equipment resources;

perceived benefits for CRC in recruitment, performance results and reputation

etc;

The Committee will recognise and support the CRC Lead Coaches. Lead coaches

will receive reimbursement for reasonable expenses related to approved activities eg

travel, accommodation to competition and selection regattas. Expenses for

attendance at International regattas should be funded by Rowing Australia and

specific fundraising efforts where required;

This support may also include an additional one-off payment depending on the

financial status of the club each year. This payment may be available from the

previous financial year’s operating surplus however this should not exceed 30% of

that surplus and will also take into account current revenue raising activities and

expenditure priorities;

Each year after the National Regatta in March, the Committee will determine how

much of the funds available will be allocated to each Lead Coach;

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The allocation will take into consideration the Lead Coaches’ contribution to the CRC

Squads and Pathways framework and includes the following criteria (with %

allocation):

- Coaches ability to attract / retain athletes (30%)

- Number of athletes under coaching / number of athlete contact hours (30%)

- Performance of athletes (30%)

- Ability to work cooperatively within the Club (10%)

The CRC Lead Coaches (including Coaching Coordinator if appointed) will work

together as selectors of CRC crews to attend State Titles and National Titles;

The CRC Lead Coaches may introduce and supervise assistant coaches to assist

them with their programs, but only with the prior approval of the committee. All

coaches must be approved by the Committee prior to undertaking coaching activities

– refer Policy 2 - Coaching and Coaches Conduct;

Assistant Coaches may receive some financial reimbursement for expenses incurred

and/or one-off payment depending on the following factors:

- The number of Lead Coaches receiving same

- The above allocation factors

- This will be at the discretion of the Committee on a year-by-year basis;

The Committee will endeavour to recognise the efforts of volunteer coaches in some

way other than financially; for example, provision of Club t-shirt, Club cap etc;

If financially viable, the Committee may seek to recognise one or two volunteer

coaches’ efforts by funding registration or expenses associated with Coaching

Conferences/courses. Consideration will be made against the funding criteria

described above in addition to attendance at previous conferences/courses and

benefit to the club;

New coaches wishing to coach youth and open athletes (and who may bring elite

athletes with them), if approved, are expected to work in close consultation with the

relevant lead coach;

Whilst it is expected that the CRC Lead Coaches will plan and be responsible for their

squad, a Coaching Coordinator / the Committee will assist / guide if necessary;

CRC Lead Coaches will retain their endorsement from the Committee if they:

- Are seen to be contributing to club goals;

- Are working collaboratively with other coaches and Committee members;

- Are operating under the CRC Coaching Guidelines and CRC Coaching Code

of Conduct;

- Have club and athlete interests at heart.

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MATURE AGE / MASTERS ROWERS

CRC Lead Coaches recognise the need to have a large and motivated masters group

to ensure continuation of their significant financial contribution to the club. While CRC

Lead Coaches will not usually take any direct responsibility for coaching masters –

they may assist with programming, casual advice, encouragement;

Masters groups often include rowers who have programming and coaching skills, and

will assist their squad in training. Otherwise masters may call on coaches from a

Committee approved list. This list will be made up of people who have indicated their

willingness to coach masters and who satisfy the requirements of Policy 2 – Coaching

and Coaches Conduct;

Masters’ coaches will be able to access club resources such as tinnies and equipment

on a regular basis if they provide coaching services to a number of athletes at a time;

Some masters’ coaches may be paid for their coaching services by Club members

and the club recognises that this is an additional expense for members. If the coach

concerned operates a coaching business, the Committee will review on a case-by-

case basis whether that coach may have to contribute to club costs such as fuel and

maintenance. Consideration will be given to factors such as whether the coach also

provides voluntary coaching to club members, if he/she is a member of CRC and how

often they provide paid services.

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4. POLICY 4 – PROGRAMS – SELECTION AND

ATTENDANCE AT REGATTAS

4.1 INTRODUCTION

The Club endorses and supports members’ attendance at all regattas. The Club particularly supports Youth and Open members’ attendance at the Queensland State Championships, the Australian National Titles and Selection Regattas to gain racing experience and potential selection in representative squads. The Club is committed to making the experience a positive one for all involved.

4.2 POLICY / PROCEDURE

Selection:

For Youth and Open Squad members, the Lead Coach and/or the Coaching Coordinator will undertake the selection process, utilising data from ergo trials, seat racing and crew compatibility;

Masters athletes will usually self-select crews however when there is a selection process required, the involved Coach/es will undertake the selection process, utilising data from ergo trials, seat racing and crew compatibility;

If a dispute results from the selection process, the member must present those concerns to the Coach in a timely manner. It is preferable that this discussion be undertaken with an unbiased third party in attendance. If the matter cannot be resolved at that level, a written complaint may be made to the Club Committee who will convene a meeting with a selection of Club Coaches, and Club committee representatives who will make appropriate recommendations.

Management:

For all regattas where Youth and Open members are attending, the Coaching Coordinator (if appointed) will take overall responsibility for the coordination and organisation of members’ attendance. If not appointed, the Lead Coaches will work cooperatively to ensure a coordinated and managed process for all CRC members attending.

The Committee will appoint a Team Manager who will take responsibility for overseeing Club members’ participation and conduct at the regatta. The Team Manager will usually be a Senior member of the Club who will be attending the regatta in another capacity – as a coach, parent, athlete;

Squad coaches are responsible for:

o Submission of entries via the Regatta Secretary;

o The welfare of their squad athletes in consultation with the Team Manager

Squad coaches and/or Coaching Coordinator will cooperatively manage:

o Athlete accommodation, transport and meals. In some cases, squads may choose to be accommodated together depending on availability and cost;

o Athlete and coach passes for the venue via the Regatta Secretary;

o Club apparel via the designated Club supplier

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Masters members are required to responsible for their own participation and conduct however the Club, Boat or Rowing Captain will assist with all aspects of attendance as above.

Costs and Funding:

Lead coaches of Youth and Open squads will receive reimbursement for reasonable expenses related to approved activities e.g. travel, accommodation to sanctioned major competition and selection regattas;

Drivers of the trailers who are approved for away regattas will be funded for all travel, and accommodation expenses while travelling to/from the regatta and may receive reimbursement for the duration of the regatta if they are not undertaking other duties while at the regatta;

The Committee will cover the cost of transport of boats to the National Regatta and Australian Selection Regattas for all Youth and Open rowers attending;

If financially able, the Committee may allocate funds to Youth and Open athletes

attending selected and sanctioned National regattas to assist with other costs such as

seat fees, transport, accommodation etc.

- This allocation is based on the financial status of the club each year;

- This payment may be available from the previous financial year’s operating

surplus however this should not exceed 10% of that surplus and will also take

into account current club revenue raising activities and expenditure priorities;

- It will also take into account any potential allocation of funds to CRC athletes

who are International representatives – see below;

Masters athletes are responsible for all their own costs and will be asked to contribute to the cost of transporting boats which includes fuel, drivers costs, vehicle hire (if required), vehicle and trailer maintenance costs;

The payment of transport costs will be made at the time of payment of seat fees when regatta entries are made through the Regatta Secretary.

Funding for International Representatives:

Currently Rowing Australia funds only its Open athletes to attend international regattas. Youth, U19, U21 and U23 athletes are required to obtain personal funding to attend those regattas.

CRC will endeavour to assist with fund-raising activities or the allocation of partial funding towards the total required

- This allocation is based on the financial status of the club each year;

- This payment may be available from the previous financial year’s operating

surplus however this should not exceed 10% of that surplus and will also take

into account current club revenue raising activities and expenditure priorities;

It will also take into account:

- the past performance record of that athlete;

- the length of time with the Club;

- their contribution to the Club.

Funding for Youth and Open Athletes:

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the committee will endeavour to cover the cost of transport of boats to the National Regatta and Australian Selection Regattas for all Youth and Open rowers attending

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5. POLICY 5 – PROGRAMS – REGATTA ATTENDANCE

PROCESS

5.1 INTRODUCTION

The success of the Club at regattas is to a certain extent dependent upon the process associated with regatta attendance and the availability and condition of racing boats and equipment.

Club members and coaches are encouraged to enter as many races in point score regattas as possible.

5.2 POLICY/PROCEDURE

Entry Process:

The Regatta Secretary notifies club members via Team App of upcoming regattas and the date by which the race entries are to be submitted;

Club members submit an entry, via email to the Regatta Secretary indicating the event number as per the schedule of events and including a fully completed list of crew members;

The Regatta Secretary checks the information submitted, ensuring that all crewmembers are financial, and that they are registered with Rowing Qld;

At the time of submitting an entry to the Regatta Secretary club members are to transfer money to the nominated CRC account to cover the seat fees and trailer fees (if applicable);

The Regatta Secretary submits the entry via the nominated regatta system;

If seat fees have not been fully paid by the last allowable entry date, the Regatta Secretary will not make the entry;

The Treasurer pays an RQ invoice for seat fees owing post regatta;

Where races are cancelled or the crew withdraws prior to the final draw, a refund/credit of seat fees and trailer fees will be applied to that member;

Where a crew withdraws after the final draw, seat and trailer fees will not be refunded;

With composite entries (crew from different clubs), the crew determines which club will make the entry and if the nominated club is CRC, the above will apply.

Boat Allocation:

The Boat Allocation Policy will apply (refer Policy 10) however the Club Captain or their delegate will also take into account the number of boats travelling to the regatta and the race schedule to assist in the allocations for a particular regatta;

Where possible crews will race in boats that they have trained in however this is not guaranteed;

The regatta boat allocation schedule will be created and released by the Club Captain or their delegate as soon as possible after entries have been made;

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The schedule will also include a load plan, including the time and requirements for loading/unloading and return to the Club.

Preparation for Boat Loading:

The Rowing Captain is responsible for ensuring that the trailer/s and /or truck to be used have been checked for lights, tyre pressure and fuel or fully serviced (if attending a regatta more than 4hrs drive from the Club);

The Rowing Captain is responsible for ensuring that all boat straps, foam blocks, seat ties, safety flags are suitable and ready for use;

The boat loading plan will be available to all attending members via Team App will be and positioned in appropriate sites on load day.

Loading / Unloading:

The strokes of competing crews must ensure that there will be sufficient crew members present to enable effective loading / unloading of boats rowed by their crew/s, otherwise boats may not be loaded;

Riggers are removed from boats and will be taped together in pairs before being loaded;

On conventional-rigged boats, bolts are to remain on the boat with rigger chocks, washers and nuts tightened securely i.e. do NOT turn bolts inwards;

On wing-rigger boats, all bolts, washers, nuts are to remain on the rigger and securely tightened;

Seats in boats to be tied into the boat, seats should NOT be removed from the boat;

Before the trailer departs, the Equipment Movement Log is signed to indicate which equipment is leaving the shed;

On return, the Equipment Movement Log is signed to indicate that everything loaded for the regatta has been returned;

The trailer and truck must be cleaned of all rubbish and equipment put away;

All club boats being returned from an away trip are to be thoroughly washed and re-rigged before being returned to their designated positions within the shed.

Trailer Drivers:

Club trailers are to be towed by people approved of by the Committee following receipt of drivers details including a copy of their Open Licence, their level of experience in towing trailers, and physical capacity to undertake towing activities;

Commercial Rowing Club will ensure that all members who transport boats either on cars or by towing a trailer are conversant with the requirements of the Department of Transport and Main Roads for the safe and legal movement of boats by road.

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Use of private vehicles for towing:

In some instances, the use of a private vehicle is required for trailer towing – the type of vehicle must meet basic requirements for towing – a capacity to tow up to 2800 GMV kg;

The vehicle must be comprehensively insured and meet all safety requirements for towing.

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6. POLICY 6 – SAFETY – INDUCTION TO ROWING ON

THE RIVER

6.1 INTRODUCTION

For the safety of the rowing community and individual rowers, there are clear guidelines that must be observed particularly when on the Brisbane River. These guidelines are contained in the Maritime Safety Queensland’s “Brisbane River Code of Conduct” – see http://www.msq.qld.gov.au/Waterways/Safe-on-water-conduct-on-the-brisbane-river.aspx;

Club Safety Management Plan and Club Induction Handout.


CRC requires all rowers to undertake a Club Induction, which outlines expectations in water safety, boat handling and conduct in the club.

In addition to the guidelines contained in the “Brisbane River Code of Conduct”, CRC has adopted these principles in the following situations:

School aged rowers:

All school-aged rowers rowing out of CRC must be accompanied by a qualified coach in a tinnie

The ratio of rower to coach is dependent on a numbers of factors including the age of the rowers and coach, the experience level of both parties, the type of craft involved;

As a guide, one coach per 3-4 inexperienced/young rowers in singles; one coach per 6-8 experienced/older rowers; one coach per 2 doubles or one quad; one coach per eight may be considered;

Prior to school-aged rowers boating from the shed, all coaches and rowers must attend a safety induction which covers the issues of river rules and positioning on the river, lighting, boat handling and unsafe conditions;

The safety induction must be undertaken by a club member who has been approved by the committee to do this, and handout for school-aged rowers provided;

All attendees must sign an attendance sheet.

Learn-to-row crews:

All LTR crews must be accompanied by a qualified coach in a tinnie;

It is required that one coach accompanies one quad/eight;

Safety instructions are provided to the LTR crews throughout the skill and knowledge acquisition process over the 6 weeks of the program.

Transition rowers:

After completing a LTR course at the club or through a Corporate Regatta elsewhere, transition rowers are required to undertake further guided instruction by a qualified coach;

http://www.msq.qld.gov.au/Waterways/Safe-on-water-conduct-on-the-brisbane-river.aspx

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This may include 4-6 weeks of supervised rowing and includes instruction on safety, boat-handling and further technique;

At completion, they will be assessed for competency on-water and in boat handling prior to being allocated boats on the roster.

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7. POLICY 7 – SAFETY – CREW CONDUCT ON THE

WATER

7.1 INTRODUCTION

For the safety of the rowing community and individual rowers, there are clear guidelines that must be observed when on the river. These guidelines are contained in the Maritime Safety Queensland’s “Brisbane River Code of Conduct” – see http://www.msq.qld.gov.au/Waterways/Safe-on-water-conduct-on-the-brisbane-river.aspx;

Club Safety Management Plan and Club Induction Handout.


Guidelines

Know your Club’s safety procedures;

Know the location of first aid equipment and qualified first aid officers;

In case of an emergency contact 000;

Report on water incidents to Club, Rowing Qld and Maritime Safety Queensland (‘MSQ’) via the RQ online Incident report form;

Ensure that all rowing equipment is in a safe and row-able condition;

Ensure all participants receive proper instruction in watermanship and technique, including capsize drills;

Any rower or coxswain going onto the water is responsible for abiding by all local rules and regulations and the RQ On-Water Code of Conduct;

Coxswains should practice simple commands for boat control on and off the water. They should use these correctly, clearly, instinctively as well as understand the commands and signals of other river users;

Offensive language or behaviour is not acceptable at any time;

The Club Captain, Coaching Coordinator or the most senior Committee Member present will decide whether training or use of club facilities and equipment should be cancelled due to weather or unsafe conditions. The decision will be communicated to members either verbally, by notice posted in a prominent position at the Boathouse, by Team App or email etc. depending upon the circumstances.

General Water Safety

Always keep the bank on (rowers) left side of the boat (bow-side);

Rowers should keep to the outer thirds of the river;

Rowers should be aware of what is around them; safe practice is to keep a good look out – if in doubt stop;

Boats overtaking have right of way but should overtake in the outer third towards the middle of the river;

Crews being overtaken should shout to alert the overtaking crew of their position;

Stationary crews should be as close as possible to the bank as practical, out of the way of passing crews;

Coxed boats should give way to coxless boats;

Show courtesy to other crews – minimise wash when passing etc;

http://www.msq.qld.gov.au/Waterways/Safe-on-water-conduct-on-the-brisbane-river.aspx

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Official competition has right of way during the designated regattas for the length of the competition course;

Official competition organisers must ensure that all other local users and authorities are notified of their competitions and that water permits have been granted.

Capsize Procedures

If your boat has over-turned HOLD ON TO IT – never let your boat float away – use it as a flotation device;

Roll boat to increase flotation if needed;

Try and propel boat toward bank;

Use boat to stay out of water if possible;

Never exceed coaching boat (tinnie) carrying capacity;

Approach rescue into the wind/against the tide – which ever is stronger;

Ensure all athletes are safe – remove those in greatest distress from water first. Brisbane City Cat Ferries Members are asked to give particular attention to avoiding situations, which may affect the operation of the ferries. At all City Cat terminals there are yellow marker buoys set 100m either side of the terminal to establish the exclusion zone. If a City Cat is docking:

If a rowing boat is within the exclusion zone (between the yellow buoys), then the City Cat must wait for the rower to exit the zone prior to docking;

If a City cat is within the zone, the rower must stop outside the zone and wait for the City cat to dock – tide direction and force must be taken into account to avoid floating into the exclusion zone;

Once the City Cat is docked (evidenced by the lowering of the gangway), the boat can progress through the zone ensuring there is a minimum distance of 15m between the boat and City cat.

If a City Cat is departing:

City Cats must give way to boats within the exclusion zone;

Rowing boats must determine prior to entering the zone if a City Cat is about to depart ie the gangway has been retrieved. If so, the rowing boat is to remain outside the exclusion zone to allow the City cat to depart – tide direction and force must be taken into account to avoid floating into the exclusion zone.

Under no circumstances are rowers or coaches to navigate under pontoons or terminal gangways.

Getting on/off the water

Care must be taken by all crews around pontoons;

Crews departing or retiring to a pontoon on the incorrect side of the river (due to tidal considerations) should be on the incorrect side of the river for a minimum time and distance of 100m before the pontoon. Crews on the incorrect side of the river must give way to all traffic and stay as close as possible to the bank;

When boating, fixing up should be done as close to the bank as practical so passing crews are not obstructed;

It is requested that no pace work be done in the vicinity of pontoons;

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Crossing the River/waterway

When changing direction crews are to proceed to the opposite side by the shortest possible route and give way to ALL traffic;

Always cross the river in a straight line perpendicular to the bank;

Ensure good visibility up and down stream before crossing;

Rowers should not cross the river in blind sports - corners, near bridges or other structures;

Do not cross the river near ferry terminals or commercially operated wharves. Lighting

Lights (Bow and Stern) must be used before sunrise and after sunset and during adverse weather conditions where there is poor light, on both rowing boats and coaching boats;

All club members are to provide their own lights from a list of recommended lights;

Maritime Safety Queensland (MSQ) Regulations must be adhered to for the safety and enjoyment of all participants in our sport. The full legislation can be viewed at www.msq.qld.gov.au. MSQ, Water Police and the Department of Transport will all be issuing fines for non-compliance to the regulations. Refer: Transport Operations (Marine Safety) Regulations 2004:

Section 29 1) ‘Lighting devices for signaling for recreational ships on water at night’

2) A recreational ship on the water at any time between sunset and sunrise must be equipped with a lighting device for signaling to attract attention.

3) Also, the ship must display a flashing white all-round light if the ship – a. is used for training or competition; and

b. is not powered but is propelled by using oars or paddles; and

c. is operated on the Brisbane River MAXIMUM PENALTY – 500 Penalty Units

Brisbane River Local Rules: Rowing Queensland has mandated the following local rules in furtherance of the obligation created by Section 29 of the Transport Operations (Marine Safety) Regulation (see above): o All crewed Rowing Boats are to be equipped with a 180 degree flashing white

light on the fore and aft of the rowing boat.

o The following lights are not acceptable:

Strobe lights

Small directional LED lights

Lights attached to the rower’s body or clothing

Red or yellow lights of any type

Lights which are not visible at a distance of 1klm

Other Environmental Conditions – If in doubt, don’t go out

Potential dangers – darkness, wind, fog, strong tide/current particularly after a flood event, debris;

Rowing boats are difficult to see and should be aware of blending in with surroundings;

Visibility should not be less than 1000m – when standing on the CRC pontoon, if you can’t see the Regatta City Cat pontoon, do not launch;

If on the water when fog descends, crews are to make their way cautiously to the

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home pontoon as soon as possible;

Crews should not be on the water during an electrical storm;

Be aware of unpredictable weather. SunSmart

Minimize rowing activity in the middle of the day;

Wear a long sleeved shirt with a collar;

Wear a hat and sunglasses;

Apply sunscreen every 2 hours

Re-hydrate frequently – carry a water bottle.

Incident Reporting

The following procedure governs all incidents, either on- or off-water; and applies to all members and ‘invitees’; in the environs of CRC; when rowing or training at CRC or elsewhere; either as a representative of CRC or as a member of any CRC-controlled crew:

Immediately following the incident whether actual or near-miss, implement appropriate response measures as required ie first aid, advising Emergency Services etc;

Contact the Safety Officer of CRC or any other member of the Committee and advise them of the incident;

Complete the Incident Report form in the log book folder on the bench at the club;

It can also be found on-line at http://media.wix.com/ugd/49cf28_2820ccf6a5424e2cb47358b52360c291.pdf

Forward the form to the Safety Officer of CRC or any other member of the Committee. If required the CRC Safety Officer will forward it to Rowing Qld;

o [email protected]

After all details have been gathered, the Safety Officer in consultation with the Committee will endeavour to establish if any persons are to be held responsible and if so, if there are disciplinary measures that are required;

o Such measures may include suspension of rowing privileges.

http://media.wix.com/ugd/49cf28_2820ccf6a5424e2cb47358b52360c291.pdf

mailto:[email protected]

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8. POLICY 8 – SAFETY – RISK MANAGEMENT

8.1 INTRODUCTION This policy applies to Commercial Rowing Club and it is expected that the Safety Officer, Committee members, coaches and members will be familiar with the Safety Management Plan (SMP). Under the overarching direction of Rowing Queensland it is Commercial Rowing Club and its members’ responsibility to establish and maintain safety systems and to continually improve the management of hazards and safety issues. The SMP is to be used in concert with the waterway authority requirements such as Marine Safety Queensland, Local Government laws, Water Police and Harbour Masters.

8.2 POLICY / PROCEDURE INTRODUCTION To comply with the SMP, CRC has undertaken the following:

appointed a Safety Officer;

conducted a Safety Audit of operations, facilities and equipment on an annual basis and submitted that audit to Rowing Qld;

conducted a Risk Assessment of CRC’s operations and environment;

ensured that all members are affiliated with Rowing Qld and are registered.

Under the SMP, CRC has a responsibility to provide for the safety of their members and ensure that they comply with the laws and regulations that govern the safe operation of vessels in Queensland, and in doing so:

Assess and reduce the risks involved in their activities to their members, participants, other water users and the general public;

▪ Provide safe premises and equipment (including vehicles and trailers), for their activities on both water and land;

▪ Actively implement the SMP and the Rules of RQ;

▪ Provide their members with guidance and training in safe practices;

▪ Review their practices and advice to members in the light of their experience and guidance and that from RQ.

Specifically:

The Emergency Response and Evacuation Plan and Policy is maintained and housed near the Club Information board and bench in the centre bay;

River rules and diagrams are displayed in prime locations in the shed;

First Aid kits are kept on the bench in the centre bay, on the workbench at the rear of the shed, in the truck and a spare kit is available to take to regattas;

The Safety Officer is responsible for ensuring these items are maintained and updated as required.

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9. POLICY 9 – SAFETY – EMERGENCY AND

EVACUATION POLICY

9.1 INTRODUCTION

This policy sets out the procedures adopted by Commercial Rowing Club members and officials in response to any emergency affecting club facilities and / or members.


In any situation where emergency action needs to be taken by club members in response to an event, the most senior person (Committee Member, Coach, Full Rowing Member) on site at the time or other person as may be agreed is to take charge and provide direction to other members.

The person in charge should:

- dial 000 to get suitable emergency response on site;

- ensure that all members on site move away from the site / affected area and assemble together in a safe place (CRC car park) until advised OK to go;

- list all members present;

- block off the affected area;

- notify a committee member who will mobilise further club members if necessary;

- remain on site until emergency response personnel and committee member/s arrives and take further action as agreed to assist.

This Policy is displayed prominently on the Club Notice Board.

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10. POLICY 10 – EQUIPMENT – BOAT ALLOCATION

10.1 INTRODUCTION

Rowing shells are an expensive and finite resource within the Rowing Club. As such the Club requires clear policy regarding how these resources are to be allocated.

The Policy below provides information to the Club’s rowers regarding the basis for allocation of boats within CRC.


All new or returning rowers being allocated a boat will be assessed for their boat handling skills / complete a boat handling or induction session before being allowed unsupervised onto the river;

Boats are categorized in accordance with the level of skill and ability of the crew and the level of competition they may be participating in and are identified by a coloured label on their hull and in the boat roster:

o Red boats – restricted access; requires approval from Boat Captain; may be

available to high performing Masters crews six weeks prior to significant regattas if required

o Blue boats – for general use; suitable for racing by all members if required o Green boats – for novice and learn-to-row members;

Oars are available along similar lines with ‘Novice’ sculling oars associated with Green boats; ‘Club’ sculling oars associated with Blue boats; High performance oars associated with selected Red boat crews and Red boats. Sweep oars will also be categorized as such;

Boat allocations are managed by the Club Captain and Boat Captain in conjunction with coaches or Coaching Coordinator (if appointed). Members are to be allocated boats which match their category and below and take into consideration the following:

o rowers’ years of experience; o competition experience and level of competition; o results in competition - unless there is an exceptional circumstance;

CRC is a competitive rowing club with priority boat allocation given to: o High Performance Squad Members; o Proven high performing members from all squads In these instances consideration is also given to the regatta/race calendar and consequent needs of crews and availability of suitable boats;

Within the Red boat category, there are a number of boats that have a greater restriction than other red boats. These boats are to be used by selected high performance youth and open members who are training for/competing in major regattas, hence have a discrete purpose and limited time frame. As previously noted, they may be available to high performing Masters crews six weeks prior to significant regattas if required. They are not to be used for long-term training by athletes, as this will diminish their condition.

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CRC Members and CRC composite crews:

The club will allocate boats to all financial rowing members who wish to row. Depending upon member numbers, this allocation may be restricted in prime time (5:00am – 7:00am);

Boats will also be allocated for use by people participating in the Learn to Row program;

Prior to significant regattas, club boats will only be allocated to financial club members. Where CRC members request to train regularly in Club boats with non CRC member/s – the non CRC member/s may be required to pay fees appropriate for the status of the rower;

Subject to the Management Committee’s approval, club boats may be utilized for training and racing by club and non-club members who have been selected / are seeking selection in composite crews for State or National squads so long as these rowers are registered with Rowing Qld;

- Allocation of boats in these circumstances will be considered by the Club and

Boat Captains, and take into consideration the level of the regatta, and the competitiveness of the crews;

- Boats may be requested to be used elsewhere and the following considerations must be made:

The lack of that equipment and subsequent impact on club members;

The care and maintenance that is likely to be provided;

The relationship between the borrower and CRC or its members

These arrangements are to be time-limited and for specific purpose

It is considered reasonable that CRC actively support its high performance athletes by loaning them equipment. These are sometimes rowed from the club however may also be taken elsewhere and used.

It is required that the committee is advised in writing of such requests prior to the use of the equipment;

The committee must be advised of: o the length of time of the loan – it is reasonable for the loan to be no

more than 4-6 weeks; o where the equipment will be housed – under cover on suitable racking; o who will be using the equipment – at least half the crew should be CRC

members;

All parties are aware of their responsibility to maintain and care for the equipment while in their possession and that any repairs for damage from negligence will be considered in line with the existing Policy 11 – Equipment - Use and Maintenance

Club members may from time to time race in Club boats in a composite crew (not including State or National squads) with non-club members subject to approval by the Club Captain. Crews which are 100% CRC will always have preference in boat allocation over composite crews;

From time to time there are more CRC crews entered in one race or a succession of races than boats available. As far as possible this situation will be sorted out before entries are taken by finding alternate events for club members. The latter will depend upon the efforts of the Regatta Secretary to get entry requests in early enough to sort

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through potential clashes;

In the event that there are multiple CRC crews requiring access to a similar class of boat at regattas, boat allocation should be made in consideration of ROMS Group ranking; which crew/s have the best chance of accruing points for the Club in Group races; or rowers’ years of experience; competition experience and level of competition; and results in competition. There may be times when some crews will not get to race;

The RQS (Rowing Queensland Score) allocated to each Rowing Queensland member may be used to refine allocation of boats where there may be demand for limited resources. Failing all other methods, the committee reserves the right to determine boat allocation based on member contribution to club activities;

The Club will endeavor to allocate a racing boat that a crew can train in. The decision will be impacted by the number of CRC crews competing in an event and the capacity of the trailer. Sharing of training boats is to be encouraged if adequate boats for racing are available from the Club or other sources;

High performing Masters crews may have access to Red Category boats up to six weeks prior to a significant regatta such as State, National or World Championships, if there is no other suitable boat available;

If crews allocated to boats for training have not arrived 15 minutes after the allotted time, the boat may be taken by another crew (only if a General Use (Blue) boat);

Crews that use boats that are rostered to another crew (within 15 minutes of the allotted time) may be suspended from using boats for a period of 2 weeks;

Boats which are consistently not being used for an allocated training time slot will have their allocation removed from the roster;

Boats which are not allocated may be taken out on a first in first served basis provided they are in the Blue (general) or Green (novice) categories

Non-CRC members:

At times, boats may be allocated to rowers from other clubs. This is usually because they are temporary visitors and such support is seen as an act of goodwill, which can result in reciprocal support for club members. As with new club members, all visitors must be assessed as to their rowing skill level prior to rowing a small boat ie 1x, 2x/-;

Visitors would usually be allocated a Blue (General) boat;

Visitors may be requested to pay a membership fee or similar if rowing more than 2-3 times from CRC at any one time. This fee is at the discretion of the Committee but must take into account if the visitor has existing State Rowing Association Insurance cover from membership at another Australian club.

Private Boats and equipment:

Under no circumstances are privately owned boats, oars or other equipment to be used without the express permission of the owner;

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However privately owned boats may be considered for allocation where the owner of such boats has authorized this.

Boat roster: The boat allocation system is an on-line system that enables all financial members and approved coaches to book a boat or tinnie. The roster is managed by the Club/Boat Captain who is available to respond to requests within 24-48 hours. If there has been no response to a request within that time-frame, members are requested to email the Club/Boat Captain directly. Members/coaches who are ineligible to be allocated a particular boat will be advised by email and other options suggested. Process: 1. Go to website: http://www.commercialrowing.com/ or 2. Click on ‘Boat Roster’ on top right corner

Or 3. Go to Team App, go to Boat Roster and click on ‘Boat Roster’

4. Follow process described on roster page

Please note:

Boats are categorized in accordance with the level of skill and ability of the crew and the level of competition they may be participating in:

Red ‘restricted’ boats require prior approval from the Club/Boat Captains o These boats may be available to high performing masters crews prior to

significant regattas if required

Blue boats – for general use; suitable for racing by all members if required

Green boats – for novice and learn-to-row members

All boat allocations will be for a limited period and will be determined by the Club/Boat Captain as to how long allocations will remain in place;

Reminder emails will be sent to club members regarding the deletion of the current bookings and the new booking period;

Please email the Boat Captain if you wish to cancel a booking – [email protected]

Do not make a booking for a one-off use. Check the roster and take the appropriate General Use boat when required.

Note any temporary use or availability of boats in Team App - Availabilities

http://www.commercialrowing.com/

mailto:[email protected]

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11. POLICY 11 – EQUIPMENT – USE AND

MAINTENANCE

11.1 INTRODUCTION

Rowing-related equipment including rowing boats, oars, tinnies, and trailers are an expensive resource within the Rowing Club. As such the Club requires clear policy as to how these resources are to be used and maintained to ensure maximum useable life.

11.2 POLICY/PROCEDURE Asset Register The Club Captain in consultation with the Boat Captain and committee will establish and maintain an asset register of all equipment with in the club. The register will also record maintenance undertaken and damage/repairs incurred to all equipment and will be updated annually.

Maintenance Schedule The Boat Captain is responsible for implementing a regular maintenance schedule for all equipment including maintenance that can be undertaken within the Club eg boats, oars, ergs or that to be undertaken by external providers eg tinnie motor, truck and trailer servicing etc. In some situations, the Boat Captain may request that selected experienced crews undertake maintenance under supervision to assist with this large task. Member Expectations It is expected that all members will treat the club’s property with the level of respect and care that they would treat their own.

All members share the responsibility for keeping all club equipment in good working order. Members are expected to do this by undertaking basic maintenance tasks eg replacing nuts and washers using their own practical skills and common sense;

It is the responsibility of all members using particular equipment to pay attention to the condition of the equipment and report any maintenance issues or damage immediately;

Under NO CIRCUMSTANCES are boat parts to be moved between boats. Spare parts (nuts, bolts, washers etc) are to be obtained from the workbench or Boat Captain;

Members are required to check club equipment for safety before use, particularly shoes heel tie downs and shoelaces;

Adjustments to club boats – rigging of club boats and oars is set to orthodox settings, which are suitable for use by any of our members. Heights can be adjusted on riggers with the movement of Posiclips if necessary. However members are requested not to make other changes to rigging without first consulting the Club or Boat Captain;

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No club equipment is to leave the club or be brought into the club unless authorised by the Club Captain or committee member and recorded in the Equipment Movements Register;

No equipment / furniture is to be brought into the Boathouse without the approval of the Club Captain or committee member;

Members are not able to borrow club equipment for use elsewhere (with the exception of athletes in the high performance program – see Policy 10 – Equipment – Boat Allocation).

Inter-club Loans This applies to the loan of equipment including boats, trailers, tinnies etc. While it is acknowledged that interclub loans are beneficial to both parties, it is important that there remains some equity in the arrangements:

The committee must be advised of all arrangements prior to commencement;

If there is a long term arrangement eg with tinnies, then there must be some form of payment such as fuel for that tinnie;

All parties have the right to decline an arrangement if it is seen as unfairly imposing on the lender;

All parties acknowledge their responsibility for maintenance and repair of damage while an item is being used by them.

Specifically when loaning boats to other clubs/schools/organisation, where that boat is being used elsewhere, consideration is given to the following:

The lack of that equipment and subsequent impact on club members;

Reciprocal benefits that may be gained form such loans;

The care and maintenance that is likely to be provided;

The relationship between the borrower and CRC or its members. Insurance requirements:

All boats are required to have Insurance Cover provided by the borrowing club/school/organisation prior to commencement of the loan period;

The borrower must complete a Loan Form and provide a copy of the Insurance Cover Note for the specific equipment on loan;

If CRC is borrowing a boat/s from other rowing facilities, then CRC will obtain additional Insurance Cover from its Insurer and provide that to the lender prior to the loan commencing.

Repair Log All maintenance or repair needs must be recorded in the repair logbook found in the folder on the front bench. Advise the Club Captain or Boat Captain in person or by email if the equipment is unusable.

The Boat Captain is to organize repairs as soon as possible. If the equipment is unusable while repairs are undertaken, a sign “For maintenance or repair – Do Not Use” is to be attached to the item until repairs are completed.

Damage to Equipment and Incident Log If you are involved in an accident of any kind where damage is sustained to equipment, you must follow the process below:

An incident report must be completed by the member. Please find the Incident Log in

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the folder on the front bench;

An Incident Report form also needs to be completed online on the RQ website which informs Maritime Safety Qld - http://m.rowingonline.com.au/Generic/IncidentNotifications/NotificationForm.aspx

CRC will arrange for a quote for repair of the equipment;

Based on the quoted amount and the if fault has been determined, one of the following will occur:

If the quote exceeds the amount of the Insurance policy excess, and a CRC member is determined to be at fault, CRC will process an insurance claim. The member at fault is required to pay the excess amount – approximately $400

If the quote is less than the insurance excess, the at-fault member will pay the repair cost;

Costs incurred by a CRC member will be invoiced by the Treasurer

If the CRC member fails to pay within one month of notice, rowing privileges will be suspended;

If there is a second non-CRC party involved who are deemed to be at fault and regardless of the quotation amount, that party shall be required to cover all costs.

Rowing Fleet:

Boats are to be put in their designated rack with the bow in first;

Boats on mobile racks are to have their bows towards the river and their sterns towards the brakes on the mobile rack;

Boats and oars are to be washed and wiped down before putting them away with particular attention applied to all moving parts eg slides, wheels, oarlocks, foot-stretchers;

Boats in regular use should be washed with detergent, rinsed thoroughly and wiped down at least once a week;

Gates on swivels are to be closed when boats are being taken to and from the water;

When stepping in and out of boats, feet to be placed on the deck not on the floor of the boat;

Crew members are to wear socks at all times when in a boat;

Foam rigger protectors are to be used with all club boats to minimise rigger damage to hulls. They are to remain in situ on the boat until it has been taken to the hard stand prior to rowing. They are to be re-attached after washing and prior to returning the boat to the racks;

When racking boats, look for arrow guides to indicate where they are to be positioned on the rack, avoid resting the boat on riggers or back stays;

Thoroughly clean oar grips with water and an abrasive pad or brush. If sticky clean with thinners.

Club Speed Boats (tinnies)

The Club speed boats are the responsibility of the Rowing Captain to arrange for servicing, housing and equipping appropriately etc. (unless otherwise delegated);

Servicing is recommended at least every 200hrs of use or every 6-9mths;

Speedboats to be utilized for the purposes of coaching crews or running rowing regattas;

Allocation of speedboats is the responsibility of the Boat Captain / Club Captain in conjunction with the Coaching Coordinator;

Speedboats shall only be operated by persons holding a current Marine Licence;

Speedboats must not be used unless they are carrying the required safety equipment

http://m.rowingonline.com.au/Generic/IncidentNotifications/NotificationForm.aspx

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i.e. sufficient lifejackets for the number of people on board, a pair of oars or paddles and bailing bucket;

If there is a likelihood of the boat being on the water after or before daylight hours, it must be fitted with red and green bow lights, a continuous white light visible from 360 degrees and a torch for signalling;

The legal carrying capacity of the speedboats, as noted on the speedboat must not be exceeded;

Speedboats will be housed within the clubhouse with bows down;

Petrol for speed boats to be obtained by the Rowing Captain (unless delegated);

Petrol tanks not to be filled inside the Boathouse;

Speed boats not to be housed anywhere except at CRC premises unless authorized by the Rowing Captain / Club Captain;

Club speedboats are not available to Club Members for personal use

See Appendix B for Operating Procedures for Speedboats

Club Truck

The Club truck is the responsibility of the Rowing Captain i.e. this person will arrange its annual service, its housing;

The Club truck is to be utilized principally for moving club boats and associated equipment to and from regattas or training venues;

It is also used to obtain fuel for the tinnies;

The Club truck to be housed under cover at the Boathouse as far as possible;

Petrol for club trips is to be paid for by those crews competing. This cost allocation to be done on a per head basis and to be paid at the time of seat entry payment by all rowers;

The Club truck is generally not available for personal use however it may be used after consultation with the Captain and/or Committee if the purpose is directly aligned with the objectives of the Club in supporting and encouraging members’ rowing;

Due to the advanced age of the current vehicle and the excessive petrol consumption, consideration should be given for the use of private vehicles or hire vehicles for long-distance trips

The current vehicle has hydraulic towing brakes and the preferred braking system is electric.

Club Trailers

The Club trailers and their serviceability are the responsibility of the Rowing Captain.

Trailers are to be serviced annually, including the checking of brakes and lights

The Club trailers are parked in the parking area adjacent to the river and must be positioned at a distance from the bank to avoid getting salt water in the wheels

After returning from regattas, the trailers must be emptied of all rubbish and equipment

Club Ergos

Club ergos are the responsibility of the Boat Captain;

They are to be housed at CRC premises at all times unless removal is authorised by the Boat Captain or Club Captain via the Equipment Movements Register;

They are to be kept assembled as far as possible, and seats, handles, slide to be cleaned down after usage;

They are to be returned to their designated storage area after usage.

Cox Boxes

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Coxing speaker systems to be allocated and installed within boats as designated by the Boat Captain. Speaker systems are to remain with a designated boat;

Any movement of speaker systems is to be overseen by the Boat Captain;

Cox boxes to be stored and allocated by the Boat Captain as required or responsibility to be delegated to designated coxswains or coaches. Coxswains / coaches to sign for cox boxes and will be responsible for (pay for) their replacement should they be lost / damaged etc.

Trestles

Storage and maintenance of boat trestles are the responsibility of the Boat Captain;

Boat trestles to be stored in between the 2 most northern bays;

Sling material may require replacement and should be replaced with Rip-Stop Canvas utilising industrial strength zippers;

The aluminium frame is connected with pins that may require replacement; these should be replaced with stainless steel bolts and nuts;

Slings should not be sat on.

Hoses and Boat Cleaning Materials

Provision of hoses and boat cleaning materials are the responsibility of the Boat Captain;

Hoses and boat cleaning materials to be stored inside the door of the central bay;

Sponges are to be replaced regularly.

Strapping and packing materials

Appropriate strapping and packing materials for the transportation of club boats are provided by the club and are found in crates under the front bench;

It is the responsibility all members to ensure that the boat straps are not worn or frayed and the buckles work and grip;

It is recommended that Wintech boat straps are not used to tie down boats as they have a tendency to snap under pressure.

Scull Trolleys

The mobile scull racks and their serviceability are the responsibility of the Boat Captain;

All wheels should have adequate locking capability and safe steering.

Insurance requirements:

Insurance is taken out by CRC for all rowing equipment including boats, oars, tinnies and motors, truck, and trailers. As such, the Insurer must be made aware of any changes to the fleet due to loss, retirement or sale. In the event of damage to equipment where a claim is made against the CRC policy, the Insurer must be informed immediately of the circumstances of the incident, damage incurred and quotes for repairs etc. The Club Treasurer will undertake this action.

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12. POLICY 12 – EQUIPMENT – STORAGE OF CLUB

EQUIPMENT

12.1 INTRODUCTION

This policy is to assist with decisions in locating / storing boats, tinnies and oars.


The Boat Captain shall have responsibility for location of boats to be stored in the Boathouse – i.e. no movement of boats unless authorised by the Boat Captain or the Club Captain;

Riggers to remain on boats as far as possible;

Spare sets of riggers (e.g. 4+, 4x) to be stored on the rigger racks at the back of the Boathouse, on the rigger racks between the racked boats or standing on the ground near the above rigger racks if there is not sufficient space on racks;

Boat riggers to be clearly marked with boat name on the plate under the swivel or on the cross member of wing riggers;

The Boat Captain shall have responsibility for allocation of oar storage space – i.e. there is to be no movement of oars from the designated store unless authorised by the Boat Captain or the Captain;

Oars to be clearly marked to indicate what they should be used for;

Oar racks to be clearly marked re the oars that they house including the relevant use category (red, blue, green) and alphabet designation;

Club singles are stored on rolling racks and are to be housed stern-end in first in the middle bay;

For boats stored higher than shoulder height, mobile stairs are to be used to remove and replace boats on these racks. Avoid leaning on lower boats and place the stairs without damaging lower boats;

At times due to lack of space, some Red category boats may be de-rigged and stored side by side on top fixed racks ie Beatrice and Remington, Fenn and Kachyckyl;

Tinnies are to be stored in the bay nearest the internal stairs. They are to be positioned with motors in first on an angle with bows resting on the ground. All ropes are to be placed in side the boat to avoid trip hazards.

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13. POLICY 13 – EQUIPMENT – STORAGE OF

PRIVATELY-OWNED EQUIPMENT

13.1 INTRODUCTION

This policy sets out the principles behind the allocation of space for storage of privately owned boats, oars, boat racks, bicycles or other personal property.

The policy also extends to the transport of equipment including boats on the club’s trailer or vehicles and at regattas or any other time by the owner or anyone else.


The Club has a finite amount of space for storing privately owned equipment including boats, oars, racks or bicycles etc;

The club is unable to consider storage of boats larger than a pair/double (2x/-) with most private storage available for singles.

Space Allocation Priorities:

With the on-going demand for equipment storage, the Committee has assigned the following priorities for access to the available space:

o The equipment is used in competition for the club’s accrual of points or standing

o The member provides a service to the club

o Seniority ie. length of time of club membership

Conditions of Storage:

Members seeking to store privately owned equipment including boats, oars, racks and bicycles must apply in writing to the Club Captain prior to bringing the equipment to the shed. This must include a description of the equipment, the manufacturer and any identifying marks or serial numbers and must acknowledge the member’s acceptance of this policy;

All privately owned equipment must be clearly labelled with the owners name and contact telephone number;

Any private equipment stored in the shed is done entirely at the risk of the owner and should be privately insured. Insurance may be available as an addendum to the Club’s Insurance Policy and can be arranged with the Club’s Treasurer;

There is no automatic right for a members to store equipment at the club and so it will not always be possible to fulfil requests to store privately owned equipment;

Only active members and life members may store equipment on the club’s premises;

Consent to store equipment may be revoked at any time without reason, in which case the Club or Boat Captain will inform the member who has fourteen (14) days to remove the equipment;

Eligibility for a premium access “frequent user” rack requires that the scull on that rack will be used very regularly (at least fortnightly). Owners will be required to acknowledge that they intend to use their scull at least fortnightly; otherwise they may lose their status as a frequent user. Boats on frequent use racks that are not used for 8 consecutive weeks (or a longer period that has been discussed and agreed by the Club Captain/Boat

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Captain in special circumstances) will automatically lose eligibility for storage on a premium rack;

Any private boat in the shed that is not used for 6 months can be de-rigged without notice to the owner and placed in storage;

In the event that membership is cancelled or annual fees are not paid within one (1) month of fees due, the equipment must be removed within one month of being asked to do so. This request will be communicated by email or post to the last known address. In the event that the equipment is not removed, the club may consider the equipment abandoned and deal with it as it sees fit.

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14. POLICY 14 – EQUIPMENT – ACQUISITION

MANAGEMENT AND BOAT NAMING

14.1 INTRODUCTION

Rowing-related equipment including rowing boats, oars, tinnies, and trailers are an expensive resource within the Rowing Club. As such the Club requires clear policy as to when existing equipment may be retired and replaced, with what and by what means.

14.2 POLICY/PROCEDURE The Club Captain in consultation with the committee will establish and maintain an asset register of all equipment with in the club. The register will also record maintenance undertaken and damage/repair incurred to inform decisions regarding replacement and acquisitions. The guiding principals for equipment acquisition are: 1. Established need – through the monitoring of usage and demand, including potential

future demand

Equipment acquisition reflects and supports the development and continuance of the high performance pathways programs in most instances;

However purpose-specific acquisitions may be required to support other programs ie Learn-to-row, Masters.

2. Improvement – acquisition results in higher quality or expanded capacity

Equipment such as boats and oars will usually be directed at high performance squad level with the existing equipment in the fleet being re-allocated to the general membership as appropriate;

Whenever possible, acquisitions will be limited to preferred brands ie Sykes, Empacher to minimise repair and maintenance issues, to maintain quality and longevity.

3. Expenditure rationale – alternative sources of funding are sought, assessment of current funds, sale of retiring equipment

All avenues of alternative funding such as grants, donations, sponsorship will be actively pursued prior to relying on club savings;

If club savings are used, that amount is viewed as a ‘loan’ and a repayment plan is established to repay the ‘loan’;

Where possible, acquisitions should reflect retirement of existing equipment. The decision to retire equipment is based on the following considerations: 1. Age and condition of the equipment

Although the age of the equipment may be pertinent in some cases, it is more relevant to review the condition of the equipment.

2. Documented usage/lack of usage

Usage based on boat log and anecdotal evidence. 3. Applicability to the demands of the users

As the membership variables may change over time eg numbers/gender/age/weight, so the demands for particular resources may also change, however any retirement and consequent acquisition must reflect careful consideration of future need.

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Boat Naming Procedure:

The CRC Committee undertakes responsibility for the boat naming process and maintaining a boat name register.

The Committee can make nominations, consider nominations from others and consult with others to verify nominee’s credentials.

The guiding principles the Committee will consider are as follows:

Significant donors to CRC;

Exemplary and extraordinary service to CRC;

Current excellence in elite rowing through significant global performance and or long service in elite ranks;

The carrying forward of names of exceptional past CRC members, e.g. Wally Hughes, Denis O’Connor.

Boat names will be carried for a minimum period of 6 years and should the boat be sold/written off before this period expires, then the new boat will automatically carry the past name for a further period so that the minimum period is satisfied.

Boat Names will match colour, size and font of existing boat names and will be affixed to the boat in a timely manner.

The Boat Name Register will keep a record of past and present Club boats and names.

The Register will contain the nominated name, the boat class, the date the name commenced and the contribution the nominee made to the club and any other comments.

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15. POLICY 15 – MEMBERSHIP – JOINING AND

RENEWAL

15.1 INTRODUCTION

This policy provides guidance / procedures for the introduction of new members to the Club and the renewal of existing memberships. It is important that new members are welcomed into the Club and are made well aware of how the Club operates. It is also imperative that all members are aware of their responsibilities and safety requirements prior to venturing onto the Brisbane River and all must attend the induction process.


CRC membership is based on the financial year model i.e. July to June however RQ fees are due for renewal by calendar year. RQ fees are part of the club membership fee and are held over by the Treasurer until invoiced by RQ at the commencement of the calendar year;

Potential new club members apply to become a member by completing a CRC Application Form. This application form includes details of membership types, requires completion of personal details including rowing experience and basic health status and the Club’s Code of Conduct;

Blank application forms are stored above the work-bench in the central bay or are available from the club’s web site http://www.commercialrowing.com/join.html. It is the responsibility of the Membership Secretary to ensure that there is an adequate supply of forms.

A number of options for payment of fees is detailed on the Application Form.

- As far as possible, payment to cover the appropriate amount for CRC fees and RQ registration as indicated on the Application Form is to be made by EFT (electronic funds transfer) to CRC. Banking details are provided on the Application Form.

- Credit Card payment at the Club’s EFT outlet. A Committee member will be available to process credit card payments.

- By cheque. Application forms with cheque payment can be sent through Australia Post or deposited in the mail box under the work bench (middle bay).

- Cash. Application forms with cash should be given directly to Treasurer or Assistant Treasurer otherwise to other Committee member.

Potential new club members are not to use Club equipment until they have completed an application form, paid fees, had their membership approved by the Committee and completed a safety induction.

Should a potential member wish to trial at the Club, the CRC Membership Form providing contact details only, is completed and signed. $20 entitles the potential member to a maximum of three rows and RQ insurance.

New members are to join according to the most suitable membership type and may pay pro rata fees (based on number of months) if they join part way through the year.

Induction is mandatory and must be completed within 3 months. New members will be notified by email of the next available Induction Course.

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Temporary membership is to be used for the purposes of short term membership only e.g. for rowers visiting from another state or country or a once-off option for new members who wish to determine that CRC is the right Club-fit for their needs.

For renewing members, completed application forms and a full years membership fees will be required. The committee reserves the right to grant pro rata refund of fees on submission of written application explaining the circumstances.

15.3 PROCEDURE – DETAILED

Potential New Members

Learn to Row (LTR):

any enquiries should be directed to the Club website, to register their details or to email the learn-to-row Coordinator;

completion of forms and payment of fees is managed by the Learn-to Row Coordinator;

The LTR Coordinator forwards all LTR membership forms to the Membership Secretary who will enter these on ROMs (Rowing Management System)

Experienced Rower New Members:

Any potential member enquiring about club membership and who is able to row, is asked to contact the Club Captain (all members need to know to pass this message onto potential members).

The Captain, Membership Secretary or their delegate will meet with potential new members to:

- show them around the club;

- gain an understanding of their requirements and advise how they may best fit with the Club’s offerings;

- may offer up to 3 free rows prior to joining;

- provide application forms with instructions as to how it should be filled in and the fees that would be applicable to them;

- nominate the potential members to an appropriate squad or supervising coach while their capabilities are assessed;

- receive any completed application forms along with payment to pass on to the Membership Secretary or post in the mailbox under the bench in middle bay.

The Membership Secretary:

- Prior to accepting a membership application, may email the Committee if, via the screening process, concerns are raised regarding the suitability of the applicant from a technical, matching or safety reason;

- notes on the form the amount of the CRC fees and RQ fees received including cheque number or transaction number for cheque / EFT payments;

- updates the members register;

- registers the new member on Revolutionise. RQ will subsequently invoice CRC for registration / insurance costs associated with new members; Verifies the invoice and passes on to the Treasurer for payment;

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- arranges any required Club transfer requests and sends an email re new members including photo ids to RQ;

- files new member’s forms in the folder – CRC Membership. Note that LTR membership forms are filed but LTR participants are not added to electronic list of members;

- Prior to each monthly Committee meeting, the Membership Secretary notifies the Club Secretary of all new members for formal Committee approval and recording in the Minutes;

- is responsible for ensuring that all Members pay relevant fees using the stated processes;

- may use discretion with regard fee payment in some instances such as overseas students not present for the full year; new members who are aware they will be moving away from Brisbane or whose situations will change; personal reasons e.g. carers, other emergent situations;

- is responsible for managing and tracking same;

- may request support from coaches or committee members to ensure Forms are completed and fees are paid.

The Membership Secretary also:

- sends a welcome email to all new members that includes:

confirmation of Membership Class and end date

Date of next mandatory Orientation / Induction

Process of Club communications via Team App

- Provides a list of new members to the Captain for Induction purposes, and confirms same with members

Renewing Members

The Membership Secretary shall post a notice regarding membership renewal at least 1 month before fees are due. The Notice will advise of the schedule of fees, required method of payment and how and when they will be collected. Members are requested to update their details if they have changed during the past year;

Members who fail to renew their membership within one month of the due date are notified of their suspension of membership privileges including access to rowing equipment. Suspension continues until payment in full is received.

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16. POLICY 16 – MEMBERSHIP – RECOGNITION OF

PERFORMANCE OR SERVICE

16.1 INTRODUCTION

Any members who achieve outstanding results at national and international regattas or provide outstanding service to the club / sport can be recognised in a number of ways by the Club.


Life membership:

Life Membership is the most prestigious award available to the Club. As such the nomination and award is given careful consideration;

The Life Member shall enjoy the rights of a senior member of the club but will not be required to pay membership fees for the remainder of his/her life;

The symbol of this award shall be a Citation in a format suitable for framing, which will be presented to approved recipients at a ceremony determined by the Committee of CRC;

The recipients name will also be added to the Honour Board in the Club Room;

Life membership may be recommended for any highly meritorious contribution to the club or the sport of rowing;

Life members shall be considered to be trusted advisors to the Committee;

The following factors will be considered in the conferring of life membership:

o The nominee has made a significant positive contribution to the management of the club over an extensive period of time (perhaps 10 years) in an administrative capacity;

o The nominee has made a significant contribution to the sporting success of the club over an extensive period of time in an individual or team capacity (perhaps 5 years);

o The nominee has made a significant contribution to the club / sport as a coach / official over an extensive period of time (perhaps 10 years);

o Nominees shall endeavour to continue to support the club in its ongoing programs

o Any athlete achieving a gold medal in international competition will automatically be eligible for Life Membership on the proviso that they have had a meaningful association with the club for a period of five (5) years or more.

Honorary Membership:

This Honorary status will be awarded for a defined period as the Committee determines;

Honorary membership involves for the waiving of membership fees for that defined period on the basis of certain contributions made by the member

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Athletes:

Any athlete who has been a member of the club for at least 12 months and is selected to represent Australia at an International Regatta will have the following season’s membership fees waived and become an Honorary Member;

Athletes must show some form of meaningful relationship with the club within that period

Coaches and Coxswains:

An appropriate amount of current voluntary coaching/coxing must be achieved on average, including a reasonable number of sessions with a reasonable number of athletes e.g. 2 or more sessions per week with 3 or more athletes/session;

The coaching / coxing may be over the year or for a specific campaign e.g. Head of the Yarra;

Honorary coaches/coxes may receive a monetary gift from their athletes as thanks for their efforts and this does not effect their ‘honorary’ status;

The club recognises that coxswains are scarce and their involvement in the club should be supported; therefore their RQ fees will be paid by the club

If they are coaching/coxing competing crews, the appropriate RQ fee must be paid

The coach should be available to undertake voluntary coaching of various skill levels of rowers as required

Honorary membership status will be reviewed annually at the commencement of each membership year taking into account the past year’s coaching / coxing

If the volunteer coach/cox does not undertake more than the occasional coaching session AND utilises the facilities of the club in other ways, they must pay the appropriate CRC membership fee i.e. Associate

If the volunteer coach/cox does not undertake more than the occasional coaching session AND DOES NOT utilise the facilities of the club in other ways, if they are an accredited coach with Rowing Australia they will be covered for insurance purposes (refer to Policy 2 – Programs – Coaches and Coaches Conduct).

Recognition of performance (other than Honorary / Life membership):

Subject to availability of funds, the club will fund up to one half of the cost of a CRC blazer for any rower who represents Australia for the first time; taking into consideration the following factors:

o the past performance record of that athlete;

o the length of time with the Club ( at least 12 months);

o their contribution to the Club.

The Committee will authorise and pay for the embroidery of a Club blazer as follows for significant rowing achievements:

o Placing in International, National and Interstate Titles;

Example, “Australian Championships Mens U19 Eight 2013 – GOLD”

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o Representing Australia in International Championships and Olympiads

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17. POLICY 17 – MEMBERSHIP – PRIVACY POLICY

17.1 INTRODUCTION

CRC adheres to the Rowing Australia’s Privacy Policy that is based on the Australian Privacy Principles (APPs) in the Privacy Act and governs how RA, RQ and CRC will collect, stored and use the personal information it collects.

CRC understands that collecting and holding personal information bestows a responsibility on CRC to manage and use that information properly and we will only use your information in accordance with this Privacy Policy.

By completing the CRC membership application form, potential members provide the Club with personal information, as defined in the Act.


Our policy addresses collection, storage, use and disclosure of personal information:

Collection

The only personal information that CRC collects via membership applications forms is such that is required to enable the running of the club in an efficient, effective and legally compliant manner.

Storage

Any personal information collected is stored in a secure locked environment with access limited to those persons, on the committee, who require access for the purposes of conducting club business.

Use

Personal information is only used to enable the running of the Club in an efficient legally compliant manner. Some examples of use of the information include:

o To inform us if you have a medical condition which will impact upon your rowing;

o To notify your next of kin should a mishap befall you; o To inform us whether you are capable of swimming; o To ensure that you are registered with the appropriate body e.g. Rowing

Queensland Inc.; o To ensure that you have a tinnie licence, where necessary; and o Hold a current “blue card” where appropriate

Disclosure

Your personal information will only be disclosed to relevant parties or in situations where we may be legally bound to disclose it.

You have every right to see your own personal information and update it as required

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18. POLICY 18 – MEMBERSHIP - PRESENTATION &

COMMUNICATION

18.1 INTRODUCTION

The Club has a responsibility for ensuring that it presents itself well to Club members, Club visitors, other parties with which we have agreements and the public.

The Club also seeks to communicate effectively and in a timely manner with all members through various means.


Presentation:

The Design Chair/Committee is responsible for the fit out and ongoing presentation and fitness for purpose of the CRC building;

The Design Chair/Committee is also responsible for the design of Club letterhead, and all Club signage.

No Club member, coach, or other person is to organise the production of new Club letterhead, rowing attire or signage without the approval of the Management Committee (with input from the Design Chair).

Communication:

The committee will liaise and coordinate maintenance of the above communication channels with those skilled in doing so.

Website -

CRC maintains a website for all general information about the club and its activities. Members of the public can contact specific members of the Committee via email links if desired.

Team App -

Team App provides a means to communicate to all members via a free downloadable app. All members are requested to install this app at the time of taking membership.

Face book, Instagram –

Both these media are available for members to upload photos, comments, in an appropriate manner.

Revolutionise –

Currently Revolutionise is the means for registering all members, including their financial membership status and personal details. Regatta entries will be made through Rowing Manager.

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19. POLICY 19 – FACILITIES – CLUBHOUSE &

ENVIRONS

19.1 INTRODUCTION

The Club has a responsibility for ensuring that it presents itself well to Club members, Club visitors, other parties with which we have agreements and the public. This extends to Club facilities, which are used by other parties.


The safety and serviceability of the pontoons, ramps, external lighting and grounds of the Davies Park rowing facility are the responsibility of Brisbane City Council (BCC);

Requests for assistance with maintenance issues related to the above areas are directed to the BCC Liaison Officer;

The pontoon is currently cleaned with high pressure water by a contractor twice weekly

Club members are to report any issues requiring attention to the Committee;

The safety and serviceability of the Clubhouse are the responsibility of the Committee – this includes attention to plumbing, electricity and water supply and also fire extinguishers. Club members to report any matters requiring attention to the Committee;

The cleanliness of the CRC Boathouse is the responsibility of the Club Captain who regularly organises club working bees to achieve a presentable Boathouse;

The Committee may engage professional cleaning services for bathrooms and change rooms if finances allow;

The Safety Officer and CRC Management Committee shall review the Club’s Risk Management Plan annually, decide whether it has complied with the plan in all respects and revise the plan as necessary to cover any new risks;

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20. POLICY 20 – FACILITIES - CLUB ACCESS AND

SECURITY

20.1 INTRODUCTION

Given that the Club does not have a full time Manager, it is necessary for all club members to take responsibility for the security of the Boathouse. The Club’s policy is as follows:


Entry to the Club house and facilities will be via a Security Key that will be assigned to adult financial members only. Keys will be assigned on application;

A security code will apply for access to mens and ladies change rooms, and will be made available to all financial members;

The doors to mens and ladies change rooms to be kept locked at all times;

The last rower/s at the Boathouse are responsible for ensuring that all lights are switched off, all scull racks and trestles are away, the Boathouse and pontoon gates locked;

Rowers are to secure the Boathouse anytime that they are the last one leaving the Boathouse including being the last one onto the water. It is then incumbent upon rowers to have a key with them to regain access at odd times;

Rowers should assist by putting extraneous trestles and scull racks away rather than leaving all to the last crew;

All rowers must sign out in the Sign Out Log before leaving shed and sign back in on return;

The access code to the Club Room is only to made available to financial club members.

Keys to the Store and Committee rooms, till and refrigerators are to be limited to Committee Members.

The shed is normally open for rowing from 4.30am until 8.00am each morning. If you wish to row outside of these times, we ask that you clear this with the Club Captain. The shed is also typically open from 4pm to 7pm, when some rowing groups have their land training sessions. To obtain access to the shed after hours, a club key is available for a deposit. This is not available for members under the age of 18.

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21. POLICY 21 – FACILITIES - CLUB CELEBRATIONS, SPECIAL EVENTS

21.1 INTRODUCTION

CRC’S lease agreement with the Council includes restrictions on the use of the Club House for celebrations and events.

This policy addresses the requirement for the CRC Management Committee to review any proposal for use of the Club premises for such events.


Approval of the CRC Management Committee is required for the running of any event at the CRC Club House.

Events proposed by financial members (only) will be considered by the CRC Management Committee upon submission of a request to the committee outlining the nature of the event and details with respect to running of the event e.g.:

- the nature of / reason for the event;

- the member / CRC Committee to take responsibility for the function;

- the number of people likely to be involved;

- the timing and duration of the event;

- provision for alcohol;

- provision for food;

- intended decoration if any;

- cleaning provisions;

- security provisions – i.e. control of access etc;

- insurance provisions to address loss or damage to CRC facilities or equipment.

Prior to the conduct of any function involving consumption of alcohol, an event management plan is to be prepared (draft available from the Liquor Licensing Commission).

Members named as responsible for the function must have regard for the provisions of the lease agreement that the Club has with the Council e.g.

- Noise considerations

- Hours of usage

The responsible member or CRC committee must arrange insurance to cover for valuable articles where existing insurance does not suffice or is not applicable. CRC waivers responsibility for a) theft, damage or loss of any goods brought onto the premises, including the car park, b) any introduced food or beverages to the function and the effect of them afterwards.

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22. APPENDIX A - OVERVIEW OF RESPONSIBILITIES All Committee members shall acquaint themselves with and endeavour to ensure compliance with all relevant legislation which impacts on the operation of the Club e.g., Associations Incorporation Act, Liquor Act, Privacy Act, Anti-Discrimination Act, Workplace Health and Safety Act, Transport Act, Environmental Protection Act, Child Protection Act etc. as well as the terms and conditions of the Club’s lease from B.C.C.

Position Role as per Constitution Role / responsibilities detailed Performance Measure Applicable Constitution Rules, By-laws, Policies

President

(Vote)

The President will be responsible for direct liaison with the State, Australian and international rowing associations and shall act as ex officio Chairman of the Mgmt. Committee and subcommittees in the absence of the Vice President

As per constitution

General promotion and stewardship of the club

Speaker at Public or Club events

Attendance at Rowing Qld GMs and AGMs to carry the club vote.

Advice to the Committee re rowing industry / rowing matters – activities of other Clubs, RQ, RA etc.

Strategic Planning

Dispute mediation where escalated by Chairman.

Recognised as ultimate spokesperson for CRC.

Respected for advice given on rowing matters.

Decisive dispute resolution.

Committee members aware of movements in the rowing scene.

All Constitution Rules but specifically: 11 to 27.

By-Laws: 1, 2, 4, 7, 10, 25, 31, 32, 33, 34.

Vice President / Chairman

(Vote)

The Vice President shall preside over Management Committee and Sub-Committee meetings and shall be responsible to the Management Committee for the calling of such meetings

As per constitution

General promotion and stewardship of the club

Speaker at Public or Club events

Chairs CRC annual, general and committee meetings

Keeper of the CRC Constitution, By-Laws

Meetings:

- well attended

- efficient (1 hr max)

- actions clearly assigned and completed.

Minutes provide clear understanding of status of operation and progress

All Constitution Rules but specifically: 11 to 27.

By-Laws: 1, 2, 4, 7, 10, 25, 31, 32, 33, 34.

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and Procedures Manual.

Dispute mediation where escalated by the Captain.

against Annual Plan.

Constitution, By-Laws, Policy and Procedures Manual up to date and embraced.

Secretary

(Vote)

The Secretary shall perform duties as outlined in Rules 21, 23, and 24(10) of the Constitution.

As per Constitution

Collect, distribute and organise response to, mail inwards including email, post and phone messages.

Prepare agenda and minutes of mgmt. committee meetings and club general meetings

Act as the Sexual Harassment Contact Officer unless otherwise delegated.

No correspondence outstanding for more than one month (as measured by Action List)

Incoming correspondence is distributed to person responsible for actioning within 4 days of receipt.

Minutes of previous meeting and agenda for next available 5 days before the meeting.

All Constitution Rules but specifically: 11,12, 15, 21, 23, 24(10), 29,

By-Laws: 1, 2, 10, 32, 33, 34

Treasurer

(Vote)

The Treasurer shall perform duties as outlined in Rule 28

As per constitution

Collection of money owing

Invoicing, receipting, banking

Payment of Accounts

Report against the Budget

Preparation of BAS

Preparation of other Financial Statements

Coordinate Auditing of Books

Manage the Lease agreement.

Maintain CRC accounting system.

Provision of Qrtly report against budget and P&L.

No penalties for late preparation of BAS etc.

Books available for auditing within 2 months of close of club financial year.

CRC accounting system is fit for purpose.

Sufficient money is available to enable the short and longer term goals of the Club.

Constitution Rules: 28 (1) to (10), 30, 31

By-Laws: 1, 2, 6, 7(b), 7(d), 11, 26, 32, 33, 34

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Assistant Treasurer

(No Vote)

The Assistant Treasurer shall be empowered to collect and accept monies on behalf of the Association in the absence of the Treasurer

As per Constitution

Assist the Treasurer with collection of money owing.

Manage member subscriptions to CRC and RQ.

Schedule members to attend CRC induction

All persons utilising Club equipment / premises etc. are financial, registered with RQ (if using boats) and noted on the Membership Register.

New members inducted within 3 months of joining.

Constitution Rules: 4, 5, 6, 7, 8, 9, 10

By-Laws: 1, 2, 5, 6, 32, 33, 34

Captain

(Vote)

The Captain shall have the management of the boathouse and its equipment and shall report to the Management Committee at its meetings. He/ She shall have the power to refuse the use of any Association property to any person as he / she sees fit. The Captain shall have the power to direct from time to time the expenditure not exceeding $500 for any purpose for immediate necessity connected with the Association, without the prior sanction of the management Committee provided the Treasurer is consulted and full accounting is provided at each Management Committee Meeting

As per Constitution

Oversee the smooth day to day operation of the Club including management and allocation of club resources. This may be achieved through delegation to Boat Captain and Rowing Captain – according to duties described below or as the Captain sees fit.

Development and sign off of agreements with third parties wishing to utilise club resources / facilities.

Preparation of Annual Operational Plan for all CRC rowing and non-rowing activities in conjunction with the Coaching Coordinator.

WH&S – including cleanliness of Boathouse, provisions for first aid and emergency response

Club Security – keeper of security codes and keys including key allocation.

Limited instances of misuse of equipment.

Boathouse generally presentable.

Emergency Response Plan publicised.

Limited security incidents (e.g. theft, unauthorised access etc.)

All Constitution Rules but specifically: -

By-Laws: 1, 2,14, 15, 16, 17, 20, 21, 22, 23, 27, 29, 30, 31, 32, 33, 34, 35.

Boat Captain Responsible for the maintenance of the fleet, its allocation through a

Allocation of speed boats, rowing boats and oars in conjunction with Captain.

All rowers have access to equipment which is fit for

By-Laws: 1, 2, 14, 15, 16, 17, 20, 21, 22, 23,

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(Vote)

roster system to crews and coaches, recommendations for fleet purchases in consultation with the Finance Sub-Committee, location of fleet and coaching boats in the Boathouse and provision of legal lighting for all vessels

Procurement/ installation/ storage/ tracking/ maintenance / retirement

- rowing boats

- oars

- trestles

- mobile scull racks

- ergos

- speaker systems and cox boxes

Provision of consumables – e.g. site and boat cleaning materials, hoses, toilet paper.

Management of insurance of club resources

Maintenance of Club asset register

purpose and in good working order according to requirements documented in Policy Manual.

Value for money maintenance / repairs.

Insurance of boats, oars etc. is adequate.

Club assets are tracked and can be accounted for at any time.

Adequate consumables are always available.

27, 29, 30, 31, 32, 33, 34, 35.

Rowing Captain

(Vote)

Responsible for the rowing program, new members, all maintenance of the Boathouse including cleaning and lighting, truck and trailers and organisation of boat loading and unloading for away regattas in close cooperation with the Coaching Coordinator and Regatta Secretary

As per Constitution – except for new members (refer to Policy 14) and maintenance of the Club House (refer to Policy 11).

Procurement/ installation/ storage/ tracking/ servicing/ retirement

- Truck

- Trailers

- Speedboats

- Speedboat Fitout

- Speedboat Trolleys

Provision of petrol for speedboats.

Boat Loading Plans

Supervision of Boat Loading / Unloading

Transport of Boats

All assets listed can be accounted for at any time.

Right equipment transported to and returned from regattas with no preventable damage.

Coaches have access to speedboats in good working order (and with petrol, lights) for agreed requirements.

By-Laws: 1, 2, 3, 14, 15, 16, 17, 20, 21, 22, 23, 27, 29, 30, 31, 32, 33, 34, 35.

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Collection of petrol money for trailer towing

Provision of strapping and packing materials for boat loading?

Coaching Coordinator – Boat Racing Sub Committee Chair

(No Vote)

The Coaching coordinator shall coordinate and develop the standard of coaching education within the club

The Management Committee shall have the responsibility of authorising a list of approved coaches (Boat Racing Sub Committee) for the club which can be amended as circumstances dictate. The Coaching Coordinator, Regatta Secretary and approved coaches will sit on this sub-committee. The Boat Racing Sub-Committee shall also act as the Club Selectors

As per constitution

Chair the Boat Racing Sub-committee (as delegated by the Vice President)

Facilitate the recruitment, accreditation, assignment and management of coaches

Oversee allocation of coaching equipment to coaches in conjunction with Captain.

Lead coaches / athletes for the realisation of Club goals.

Facilitate preparation of crew selection policies as required.

Coaches available for all levels of competing rowers.

Coaches / squads attend rowing events as planned with overall improvement in results / points scored compared to previous year.

Transparent crew selections according to selection policy.

By-Laws: 1, 2, 7(a), 8, 9, 18, 19, 23, 24, 32, 33, 34

Fundraising / Social Chair

(No Vote)

The Fundraising and Social Sub-committee shall organise and conduct social functions for and on behalf of the Association for fundraising purposes. All such funds raised shall be handed to the Treasurer.

As per constitution

Stocking of Fridge

Increasing attendance at Club functions / activities because members enjoy being there / belong.

Ensure that no function loses money.

No complaints re lack of stock in fridge

By-Laws: 1,7(b), 32, 33, 34

Capital Works Sub-Committee Chair

(No Vote)

The Capital Works Sub-committee shall be responsible for all the Associations fixed assets including the pontoon, be they leased or owned outright, as well as the Club redevelopment program,

As per constitution

Procurement/ installation/ storage/ management / retirement:

- Power

Members have access to facilities which are in good working order.

Facility running costs are minimised.

By-Laws: 1, 7(c), 28, 32, 33, 34

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- Water

- Telecoms

- Fire / security systems

- Premises

- Pontoons

- Ramps

- Waste / Bins

Risks associated with “facilities” are minimised.

.

.

Finance Chair

(No Vote)

The Finance Sub-Committee must draw up and keep current the operating and capital budgets for the association including cash flows and revenue projections. This sub- committee shall consult with the Treasurer and report to each management committee meeting.

As per constitution

Facilitate advice on investment of Club money for maximum advantage

N/A By-Laws: 1, 7(d), 32, 33, 34

Awards Chair

(No Vote)

The Awards Sub-Committee shall be responsible for the promulgation and presentation of annual awards at the Association’s Annual Presentation Night, maintenance of honour board and Club pennants

As per constitution

CRC awards are sought after – good awards received for great effort.

Honour Boards are never more than 1 year out of date.

By-Laws: 1, 7(e), 32, 33, 34

Auditor

(No Vote)

The Auditor shall audit the books and financial records of the Association so that they may be included in the Annual Report to be presented to the Annual General Meeting

As per constitution Books audited within 1 month of being made available at the end of the Club’s financial year.

By-Law: 2

Regatta Secretary

The Regatta Secretary shall be responsible for keeping a record of

As per constitution

Collection and lodgement of regatta entries

Number of CRC entries maximised through

By-Laws: 1, 2, 7(a), 18, 24, 25, 26, 32, 33, 34

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(No Vote) all regatta results throughout the rowing season including names of winning crews. He/she will assist with regatta entries and organisation.

The Management Committee shall have the responsibility of authorising a list of approved coaches (Boat Racing Sub Committee) for the club which can be amended as circumstances dictate. The Coaching Coordinator, Regatta Secretary and approved coaches will sit on this sub-committee. The Boat Racing Sub-Committee shall also act as the Club Selectors

– includes provision of regatta notices, checking of registrations, money collection, validation of RQ invoices etc.

Tracking of CRC performance at all State, National and International Championship races for reporting at AGM

promotion of regattas.

No RQ fines for late lodgement / non RQ registration of rowers.

Design Chair

(No Vote)

Not included in Constitution Club design/ image – Building, Building Fitout, Club regatta attire, Club signage including boat names, club letterhead, general design work where required

Consistent and pleasing presentation of CRC.

By-Laws: 12, 13

Web Site / Communications Chair (No Vote)

Not included in Constitution Manages CRC web presence e.g. web site, Tean App and Facebook.

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23. APPENDIX B – OPERATING PROCEDURE FOR TINNIES Before moving a tinnie from the Boathouse, check that the 2 bolts holding the motor on

to the transom (back of the boat) are tight as they invariably work loose over time or that the screw arms are tied together;

Check that you have sufficient fuel and that the safety switch (red cord) is attached to the end of the throttle/steering control arm;

Check that the tinnie has a bung and that it is inserted firmly in the bung hole; and that the tinnie is equipped with paddles and life jackets;

Ensure that the fuel tank is able to release fuel by loosening the screw on top of the tank. Make sure the gear lever is in neutral. Pull out the choke and pull the starter cord;

As soon as the motor fires, push the choke in. If you can smell fuel, the motor is probably flooded. If so, make sure the choke is in, open the throttle and pull the motor over. This should clear excess fuel & the motor should start after one or two attempts;

Check that the water pump is functioning. There should be a constant flow of water from the rear of the motor. If the impellor (pump) fails or the intake is blocked by material such as a plastic bag, the pump will not operate and the motor will “cook”;

Make sure that any gear and the fuel tank are as far forward as possible to balance the boat;

Do not make sudden movements with the throttle or steering handle. Accelerate smoothly and don’t let go of the steering handle while the motor is running;

If heading into strong wind or across wash, reduce speed to limit the risk of capsizing;

Reduce motor speed to idling speed when changing gears;

Before getting out of the boat, tilt the motor to avoid damage when carrying it up the ramp. The leg of the motor should never be tilted higher than the top of the motor;

When refuelling, make sure that the top of the petrol can and the funnel are both clean. One speck of dirt or drop of water in the fuel can cause the motor to stop;

All refuelling must take place outside the Boathouse for safety;

Speed boats should be stored with bows down;

Report any operating problems to the Rowing Captain (or delegate), quoting the number of the motor or tinnie – and record in the Repairs and Maintenance Folder situated below the notice board.

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