Officers

Commodore

The principal representative of the Club to outside organisations, whether boating, commercial or any other sort.

General

Summary: The principal representative of the Club to outside organisations, whether boating, commercial or any other sort

  • The final arbiter of any matter impossible of resolution at a lower level, which is not required to be considered by the Club Committee, including but not limited to disciplinary matters
  • The host whenever possible of the weekly Club Nights, ensuring a Flag Officer is available to stand in if unable to attend.
  • Bank signatory
  • Investment account signatory
  • Responsible for issuing Annual Report & Accounts
  • Ex-officio member of the President’s Committee

The Commodore will work with the Vice-Commodores and Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules

Chair of Club Committee

  • Set the dates of all Club Committee meetings (at least one year in advance), prepare the agenda, ensure appropriate papers and reports are provided by Flag Officers, chair the meetings and ensure that appropriate minutes are kept, to be signed by him/her as a true record when the next meeting has considered them.
  • Ensure, so far as the election and appointment procedures permit, that the Club Committee has sufficient and suitably qualified members, proposing the co-option of suitably qualified Club members where possible and necessary to fill gaps in expertise
  • Ensure that the Club Committee has adequate administrative support within budget constraints
  • Ensure that adequate succession planning is considered for all Flag Officer positions
  • Ensure that there is an adequate governance environment in place under which the Club’s affairs are run
  • Ensure that the Club’s members’ interests are considered and given appropriate consideration in all activities of the Club

Chair of Commodore’s Sub-Committee

Convene meetings as appropriate, to deal with individual staff personnel matters including recruitment and HR matters, to consider any exceptional expenditure authorization (which may be done electronically), or at the request of any member of it

Line manager of the Club Secretary

  • Overall management responsibility for all Club office staff
  • Ensure that staff appraisals and reviews are carried out in a standard form as agreed by the Commodore’s Sub-Committee for all Club staff 

Vice Commodore

To be the Commodore’s deputy and encourage joined-up thinking throughout the shore-based and on-the-water activities of the Club.

Summary

To be the Commodore’s deputy and encourage joined-up thinking throughout the shore-based and on-the-water activities of the Club.

  • Joint Deputy Chair of Commodore’s Sub-Committee
  • Stand in for Commodore on Club Nights when not available
  • Undertake specific tasks as delegated by the Commodore (eg 90th anniversary celebrations; recruiting staff and allied contractual negotiations)
  • Work with other Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules

Club Committee

  • Report to the Club Committee
  • Provide bi-monthly reports for Club Committee meetings when appropriate
  • Coordinate annual reports for Club Activities for publication in Annual Report & Accounts

Club Activities

  • Ensure liaison and coordination between the Training, Sail and Power and Membership Sub-Committees
  • With the RC’s responsible for these Sub-Committees, ensure adequate volunteer staffing of them
  • With the RC’s agree the levels of support required of Office staff to meet the administrative demands of the portfolios

Special Requirements

Preferably has previously served as Chair of one of the Club Activities Sub- Committees 

Honorary Treasurer

The overall role of the Honorary Treasurer is to maintain an overview of the Club’s financial affairs, ensuring its viability and ensuring that proper financial records and procedures are maintained.

The overall role of the Honorary Treasurer is to maintain an overview of the Club’s financial affairs, ensuring its viability and ensuring that proper financial records and procedures are maintained. The role and person specification are summarised below.

General financial oversight

  • To oversee and present budgets, accounts and financial statements.
  • To liaise with designated staff about financial matters.
  • To ensure that appropriate accounting procedures and controls are in place.
  • To ensure compliance with relevant legislation. e.g. Company Law or Pensions Law
  • To ensure any recommendations of the Finance and Audit Panel are implemented.
  • To approve invoices and expenditures that are to be made against the Finance Budget.
  • To approve BACS files prepared by the Accounts Secretary for processing by the Club’s bankers.

Financial planning and reporting

  • To present financial reports to the Club Committee.
  • To make a presentation of the accounts at the annual general meeting (AGM).
  • To advise on the Club’s reserves policy and investment policy.
  • To liaise with the Club’s Investment Managers.
  • To advise on the financial implications of the Club’s strategic and operational plans.

Other

  • To sit on appraisal, recruitment and disciplinary panels as required.
  • To act as Duty Officer and New Members’ Officer on a rota basis.
  • To attend bi-monthly Club Committee Meetings.

Qualities and Skills Preferred

  • Experience of financial control and budgeting.
  • Experience of fundraising and pension schemes.
  • Good communication and interpersonal skills.
  • A willingness to be contacted on an ad hoc basis.
  • Ability to ensure decisions are taken and followed-up.
  • Ability to work to deadlines.

Time Commitment: The role of the Treasurer requires an estimated commitment of between 6 and 12 hours per month. 

Chair of House Committee

To maintain, the premises and its services in good condition and efficient working order, for the benefit of LSC members and to support the Club’s commercial activities

General

Summary: to maintain, the premises and its services in good condition and efficient working order, for the benefit of LSC members and to support the Club’s commercial activities.

  • If Vice-Commodore, Joint Deputy Chair of Commodore’s Sub-Committee
  • Work with other Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules
  • If Vice-Commodore, stand-in for Commodore when not available

Club Committee

  • Report to the Club Committee
  • Provide bi-monthly reports for Club Committee meetings
  • Provide annual report for publication in Annual Report and Accounts
  • Provide detailed reviews of performance against the 2016-20 Business Plan Strategic
  • Recommendations to Club Committee, in preparation for annual reports to AGMs

House Sub-Committee

  • Chair House Sub-Committee
  • Maintain the fabric of the Club’s facilities in good order
  • Ensure the day-to-day maintenance of all plant and machinery is carried out promptly, effectively and cost-effectively, by means of an experienced mechanical & electrical contractor implementing a programme of “Planned Preventative Maintenance” on the basis of an annually reviewed contract. Ensure that the contractor submits, to the Sub- Committee Chair, reports on all defects found, together with quotations for remedial works.
  • Ensure that all statutory inspections & cleaning (currently 21 items) of the mechanical & electrical services, vermin control etc. are incorporated within the above planned maintenance programme or otherwise sourced and that the required inspection and/or cleaning operations are carried out at the appropriate frequencies.
  • Ensure that contractor’s reports & inspection certificates, for each inspection or cleaning activity, are retained in both electronic & paper form. The paper copies are to be retained within a single file in the club office, for ease of reference by all club staff, FO’s, Catering Manager and visiting inspectors. 
  • Ensure that a schedule of small repair items is maintained for the handyman
  • Prepare an annual schedule of House works, with corresponding costings, for the approval of the Club Committee.
  • Ensure, with the Hon. Treasurer, that the building up of the 20 year periodic maintenance & upgrade fund is carried out in accordance with the 2016-20 Business Plan 
  • Ensure that periodic maintenance, upgrades and replacement of plant and machinery is carried out in accordance with the periodic maintenance plan.
  • Agree House Budget with Hon. Treasurer annually
  • Authorise House expenditure, having regard to the appropriate expenditure authorisations required.
  • Recommend to the Main Committee the purchase of new machinery and equipment and the carrying out of repair & upgrade works and source tenders/estimates.
  • Carry out analysis of tenders/estimates and make detailed recommendations to the Club Committee.
  • Control annual expenditure against budget
  • Supervise and, where appropriate, project manage the works.
  • Liaise with the Club Office, the Commercial FO and Catering Manager regarding available time periods for carrying out works that could impact on the club’s activities.
  • Liaise regularly with the club office, Commercial FO and the Catering Manager regarding repair & upgrade issues.
  • Oversee and recommend changes as appropriate, to House maintenance contracts.
  • The specification for the “programme of planned preventative maintenance” will need to be reviewed, from time to time, by an appropriately experienced consulting engineer, to keep the maintenance in tune with current good practices and statutory requirements.
  • Utilise the services of professional advisors (eg Consulting Engineers, Quantity Surveyors) where appropriate when specifying, tendering and project managing larger works projects. 
  • Ensure that the LSC “Fire & Emergency Procedures” document is periodically reviewed & upgraded for compliance with statutory requirements.
  • Ensure that site procedures, site inspections & training are maintained in line with the LSC “Fire & Emergency Procedures” document. 

Special Requirements

  • Experience in facilities management, project management and preferably also engineering expertise, is essential
  • Preferably has previously served in one of the two “Fabric” Sub-Committees

Rear Commodore Training

To be responsible for all matters relating to planning, preparation and delivery of the LSC’s shore-based training and, in consultation with other relevant flag officers, for the arrangement of on-the-water training either by the Club or through other sailing schools.

General

  • Summary: To be responsible for all matters relating to planning, preparation and delivery of the LSC’s shore-based training and, in consultation with other relevant flag officers, for the arrangement of on the-water training either by the Club or through other sailing schools. 
  • Work with other Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules

Club Committee

  • Report to the Club Committee
  • Provide bi-monthly reports for Club Committee meetings
  • With the VC (Club Activities) prepare annual report for publication in Annual Report and Accounts

Training Sub-Committee

  • Chair Training Sub-Committee
  • Ensure the delivery of high quality Shorebased training to LSC members and non-members, both for RYA qualifications and by developing the LSC’s own distinctive suite of Training programmes
  • Consider, with the Sail and Power Sub-Committee, how to increase the attractiveness of the Club’s training offering by developing on-the-water experience following Shorebased training
  • Agree Budget for Training with Hon. Treasurer
  • Authorise Training expenditure
  • Control expenditure against budget
  • Ensure adequate qualified number of training instructors available for classes
  • Set training course programme
  • Set course charges
  • Book rooms for all courses with ITA, consulting the Chair of Commercial Sub-Committee where any potential diary clashes appear likely
  • Advise Club Secretary of RYA course materials required
  • Advise Club Secretary of results for issue of certificates and trophies
  • Organise Training Dinner. Obtain a guest of honour (preferably Richard Falk, current Training Manager of RYA) to Training Dinner to present certificates and trophies
  • Publish courses on website
  • Provide articles for Little Ship journal and website
  • Contribute to the life of the LSC on Training and other technical issues connected with boating
  • Support the Membership Sub-Committee in the recruitment and retention of members
  • Ensure the Club retains its RYA Affiliated Club status, reporting and monitoring themaintenance of RYA conditions of recognition

Special Requirements

  • All instructors leading a class MUST hold an RYA Instructor’s qualification
  • A qualified RYA Instructor MUST be registered as Principal of Training with RYA, preferably RC Training

Chair of Commercial Committee

To lead the commercial activities of the Club (Room hire, catering, cabins and CLC); to be the contact point for the commercial caterers; to propose commercial policies as necessary for the CC’s consideration.

General

  • Summary: To lead the commercial activities of the Club (Room hire, catering, cabins and CLC); to be the contact point for the commercial caterers; to propose commercial policies as necessary for the CC’s consideration .
  • If Vice-Commodore, Joint Deputy Chair of Commodore’s Sub-Committee
  • Work with other Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules
  • If Vice-Commodore, stand in for Commodore when not available

Club Committee

  • Report to the Club Committee
  • Provide bi-monthly reports for Club Committee meetings
  • Provide annual report for publication in Annual Report and Accounts
  • Provide detailed reviews of performance against the 2016-20 Business Plan Strategic
  • Recommendations to Club Committee, in preparation for annual reports to AGMs

Commercial Sub-Committee

  • Chair Commercial Sub-Committee

  • Agree Budget for Commercial activities with Hon. Treasurer
  • Control Commercial expenditure against budget
  • Manage the Club’s facilities and premises to provide maximum revenue for the Club having regard to its obligations to CLC and the need to provide venues for the Club
  • training programmes.
  • Fulfil the Club’s rights and obligations under the catering services agreement between the Club and the catering contractor (currently CH &Co and their event organisers ITA Venues)
  • Monitor the progress and forecasts of the profit and loss account and consider appropriate actions to ensure profitability, in concert with the catering contractor
  • Meet with the catering contractor’s team at least quarterly
  • Ensure that the catering contractor provides regular financial and information reports
  • Ensure the serviceability of all kitchen, bar and other catering-related equipment/machinery
  • Ensure the appropriate maintenance, servicing, repair and replacement of catering-related equipment, in collaboration with the House Sub-Committee where appropriate
  • Ensure cleaning contract for the cabins and areas outside the catering areas are of an acceptable standard
  • Consider and approve repairs/replacement of furniture, crockery glass and cutlery etc, AV equipment/screens and all necessary cabling/connections and that all are fit for purpose for hired events (where appropriate jointly with House Sub- Committee)
  • Ensure that the general fabric of the Club is in good order for commercial/private lettings
  • Review and recommend commercial rates of hire and food and beverage charges and standards for the Dining, Room, Club Room and Bar, Library, River Room in discussion with the catering contractor at least annually

Wider Coordination Responsibilities

  • With the caterers, review and recommend to the CC selling prices, range of menus, beverage and cuisine including for Club events to ensure their break-even or agreed Club subsidy level
  • Review and agree requests for extended opening hours and weekend trading
  • Assess and settle requests for reduced charges by hirers and users of the premises, notably for member and Club events
  • Review cabin maintenance and hire charges at least annually
  • Marketing. With the Marketing and Communications Sub-Committee, the Club Committee and all other Sub-Committees ensure that the Club’s facilities and premises are adequately promoted in those boating-related areas not readily accessible to the catering contractor’s marketing team, or more appropriate to Club marketing campaigns, by all practical means
  • City Livery Club. As lead Flag Officer for relations with the City Livery Club, ensure that the rights and obligations under their Associate Membership agreement are honoured on both sides; develop, with support from other Sub-Committees, opportunities for shared events,
  • Calendar. Manage Clubhouse calendar to resolve potential clashes with commercial and Club bookings
  • City authorities. Develop and nurture the closest possible relationship with the Corporation of the City of London, the Livery and other City institutions, in the interests of emphasising the City heritage of the Club and the support of the City authorities in matters relating to the premises and improvement of the immediate environment including, but not exclusively Bell Wharf Lane
  • Other Relationships. With other Sub-Committees as appropriate, seek opportunities to create relationships with other Clubs and business parties to increase Clubhouse income

Special Requirements

  • Experience in events and facilities management would be useful
  • Preferably has previously served in one of the two “Fabric” Sub-Committees

Rear Commodore Marketing & Communications

To lead a marketing team that provides a coordinated marketing effort throughout the Club’s activities

General

  • Summary: To lead a marketing team that provides a coordinated marketing effort throughout the Club’s activities
  • Member of the Commodore’s Sub-Committee
  • Work with other Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules

Club Committee

  • Report to the Club Committee

  • Provide bi-monthly report for Club Committee meetings
  • Provide annual report for publication in Annual Report & Accounts
  • Provide detailed reviews of performance against the 2016-20 Business Plan Strategic
  • Recommendations to Club Committee, in preparation for annual reports to AGMs

Marketing and Communications Sub-committee

  • Chair Marketing and Communications Sub-Committee, (the Chair of the sub-Committee may delegate the whole of the communications brief to a designated member of the Club Committee with the Commodore’s approval)
  • Continue the “Raise Your Standard” marketing campaign, while considering the possibilities for a replacement marketing headline and imagery, addressing the four marketing focus areas presented in the Business plan that have not yet been individually targeted, once it is judged the “Raise Your Standard” campaign has run its course
  • Develop, cost and recommend to the Club Committee innovative advertising campaigns in appropriate outlets, targeted on specific events, in coordination with the appropriate Sub- Committees, and for general use in both print and electronic media
  • Pro-actively consider, with Membership and Commercial Sub-Committees in particular, how best to advance the visibility of the Club in their key recruiting and commercial hire pools
  • Agree Marketing and Communications Budget with Hon. Treasurer 
  • Authorise Marketing and Communications expenditure
  • Control expenditure against budget

Communications

  • Through all available means, including website, email, and particularly social media keep members informed of events and reach out to potential membership groups
  • Continually develop and upgrade the website to be attractive, appealing, intuitive and informative for members and non-members alike, while ensuring protocols for member and non-member access emphasise the benefits of membership
  • Ensure protocols for Sub-Committees’ editing access to appropriate areas of the website are appropriate and easy to navigate
  • Through the Club’s communications tools, encourage members to contribute blogs, articles, photographs, video and other up-to-date and exciting content for the website
  • Develop a consistent and timely input into all forms of Club social media
  • Maintain a positive relationship with the UK sailing press

Other Responsibilities

Journal

  • Appoint the editor when required
  • Agree, with the editor and the Journal team, the frequency of printed and web-based editions of the journal
  • Ensure funding of journal production and dispatch is maintained, within overall budget Encourage members to contribute to editions of the journal
  • Pocket Handbook

Rear Commodore Membership

To be responsible for all the activites of the Club related to membership and social (non-sailing events, through the Membership Sub-Committee , delegating to other members with relevant skills and expertise as appropriate.

General

  • Summary: To be responsible for all the activites of the Club related to membership and social (non-sailing events, through the Membership Sub-Committee , delegating to other members with relevant skills and expertise as appropriate.
  • Work with other Sub-Committees in a collegiate manner in the wider interests of achieving the Little Ship Club’s aims and objects as set out in Club Rules

Club Committee

  • Report to the Club Committee
  • Provide bi-monthly report for Club Committee meetings
  • Provide detailed reviews of performance against the 2016-20 Business Plan Strategic Recommendations to Club Committee, in preparation for annual reports to AGMs
  • With the VC (Club Activities), prepare annual report for publication in Annual Report & Accounts

Membership Sub-Committee

  • Chair Membership Sub-Committee
  • Actively seek every possible means to drive the recruitment and retention of members, reducing annual “churn” below 5%, in collaboration with appropriate Sub-Committees
  • Agree Budget for all Membership activities with Hon. Treasurer
  • Authorise Membership expenditure
  • Control expenditure against Budget
  • Review membership subscriptions annually and make recommendations to the Club Committee
  • Ensure that resignations are followed up to ascertain reasons and develop strategies to reduce them.
  • In concert with other Sub-Committees, organise New Members’ and Open evenings for those who join throughout the year and for other potential members 
  • Maintain close relationship with the Marketing and Communications Sub-Committee, to develop appropriate marketing campaigns, and to develop attractive and compelling communications for members and prospective members via the website, journal, emails and social media

Other Responsibilities (which may be delegated to designated sub-groups as the Chair of the Membership Sub-Committee decides)

London & Southampton Boat Shows

  • Liaise with the Office regarding stand requirements for both shows
  • Agree stand sundry requirements
  • Recruit volunteers for Build-up & Breakdown
  • Recruit suitable volunteers to man stands
  • With Marketing, agree pre-Show advertising and stand literature Organise briefing evening Arrange briefing meetings for stand volunteers
  • Agree ‘Boat Show’ promotional membership rates/discounts

Social Events and Lecture Programme

  • Authorise and monitor, with Chair of Commercial Sub-committee in the case of Clubhouse events, expenditure for social events

  • Authorise expenses for Guest Speakers

Social Events

  • Make provision for calendar of Club social events, to include:
  • Honorary Port Officers’ Dinner
  • Burns’ Night supper
  • Fitting-out supper
  • Trafalgar Dinner
  • Shanties evening
  • Laying-up supper
  • Christmas Carol Service & Dinner
  • Other ad hoc social events:
  • Arrange guest speakers for special dinners
  • Ensure social events are properly costed to break even, or negotiate Club subsidy in advance, having regard to expenditure authorisations
  • Approve flyers for events
  • Ensure events are listed on the Club website
  • Ensure events are included in weekly reminders and the Club Bulletin
  • Liaise with Club Office regarding provision of menus and refreshments for individual events
  • Liaise with Club Office regarding any decorations required for individual events

Lecture Programme: Ensure that Lecture programme co-ordinator makes provision for:

a) A stimulating programme for Club Nights

b) Programme of Tuesday Club night talks are published on the website

c) Guest speakers are greeted on arrival and ensure they have correct AV provision

d) Guestspeakersreceivehonorarymembership

e) Guest speakers to be reimbursed with any travel expenses

f) The Office receives all contact details of Guest Speakers

Library

  • Appoint the Hon. Librarian when required
  • Organise the review of new publications for publication in the journal Maintain database of books
  • Maintain and nurture relationships with publishing houses

Regalia

  • Decide on items of regalia to be manufactured and made available to members, the pricing and terms of sale
  • Approve orders of Ensigns and Burgees including design and standard of materials
  • Ensure that regalia items are actively and appropriately promoted and advertised to members

Photographic Competition

  • Ensure regular communications with members to enter their photographs/paintings
  • Publish flyer with all details of the competition
  • Mount photographs into various categories for judging
  • Book a Tuesday evening for the Final Showing and prize-giving
  • Organise certificates and prizes for winners and runners up
  • Final winner’s photograph to appear on front cover of journal and to be mounted in the Alan Walden Jones Trophy

Special Requirements

  • Previous experience of membership activities, whether as a member of the Membership Sub- Committee or one of its sub-groups is essential

  • Professional experience in membership organisations, particularly in recruitment strategies and in current practice regarding subscription levels and their overall impact on recruitment, retention, and Club income would be extremely useful

Honorary Solicitor

(the Committee proposes to change the title to Hon Legal Adviser so as to enable a Barrister or Solicitor to discharge the role) advises the Board of Little Ship Club Limited, the Club Committee, the President’s Committee and the Club Secretary as the need arises on the legal aspects of the Club’s membership, commercial and employment activities.  The Hon Solicitor also advises on the Club’s Rules and procedures.

Committees

Sail and Power

Chaired by Vice Commodore Jonathan Hague, this committee oversees the Club’s activities on the water, including the rally programme. It also decides on the award of the various trophies for the Club’s activities. Additionally under this banner are the Skippers and Crew committee and the Handicap committee as well as the HPO Liaison Officer.

Commercial

This committee oversees all aspects of the Club’s commercial activities. This includes principally catering and room hire

Training

Chaired by the Rear Commodore Training, Graham Broadway, this committee oversees all aspects of the training provided by the Club. It decides on the courses to be provided and their pricing and ensures properly qualified instructors are available.

Membership

Chaired by the Rear Commodore Hunter Peace, this committee decides on all aspects of membership such as categories and rates.

Social

Chaired by the Commodore Anne Billard, this committee looks after the Club’s social programme, including the selection and booking of speakers for Tuesday nights.

House

Chaired by the Vice Commodore John Strode, this committee looks after all aspects of the maintenance and refurbishment of the Clubhouse.

Finance and Audit

This committee is made up of members deliberately not on the Club Committee and advises and monitors the Club’s financial side including all contracts and insurance. It reports to the Club Committee as required.

Marketing & Communications

Chaired by Rear Commodore Marketing Frank Walters.  This new committee looks after the website, the monthly bulletins and the Journal. Also under this banner is the Journal Committee which assists with all aspects of the production of the Journal. Members are invited to contact the Club Office to volunteer and create this important support to the Club's activiti