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Newcastle Dragon Boat Club

By-laws

Newcastle Hunter Dragon Boat Club By-Laws

Newcastle Hunter Dragon Boat Club By-Laws
Adopted March 2021

Later Amendments:

  • By-Law 1.4 and 1.4.1 adopted August 2022
  • By-Law 8.9 – 8.9.7 March 2023
  • By-Law 4.8 – 4.11.5 adopted August 2023

Preamble

These By-Laws are to be read in conjunction with the Newcastle Hunter Dragon Boat Club (NHDBC) Constitution, particularly in relation to the aims and objectives set out therein.

It is vital that all Board of Management (BOM) Directors, Club Coaches, and those appointed to official positions work cooperatively and cohesively to ensure the NHDBC By-Laws are implemented in the best interests of the development, unity, and harmony of the Club and all its members.

1. Club Governance

1.1 The Club functions shall be managed on behalf of the membership by an elected Board of Management and an agreed number of appointed officials drawn from the membership.

1.2 In accordance with the Club Constitution (Clause 14.1), the composition of the Board of Management shall be:

  • President

  • Vice President
  • Secretary
  • Treasurer
  • Three Ordinary Directors

1.2.1 Non-BOM Official Positions Include:

  • Member Registrar & Recruitment Officer
  • Member Protection Information Officer (MPIO)
  • Safety Coordinator
  • Head Coach
  • Club Coaches
  • Administrator for Coach/Sweep
  • Sweep Coordinator
  • Assistant Sweep Coordinator
  • Club Sweeps
  • Webmaster
  • Publicity Officer
  • Team Manager DAs
  • Coordinator DAs
  • Coach DAs
  • Boat Captain(s)
  • Returning Officer (for formal voting)

1.3 Any Ordinary Director position which may become vacant between Annual General Meetings (AGM) may be filled until the next AGM by a Club member who is nominated by another Club member, accepts the nomination, and is approved by the members at the subsequent General Meeting.

1.4 No Club member shall hold more than one major official position at a given time.

1.4.1 The major official positions are: BOM Directors, Club Coaches, and Team Managers.

1.5 Partners shall not be permitted to be elected to the executive positions on the BOM at the same time, that is, President, Vice President, Secretary, and Treasurer.

1.6 In line with the Club Constitution, the BOM shall seek to meet once a month and may elect to do so via video conference.

1.7 The BOM’s agenda and minutes will be made available to all members via an email generated by the NHDBC RevSport site. A paper copy of the minutes may be provided to a member upon request.

1.8 The BOM shall seek to involve all Club members in the Club’s major decision-making and expenditure processes.

1.9 In line with the Club Constitution, the BOM will hold at least one General Meeting (GM) with the membership per financial year.

1.9.1 General Meetings will be held to address major issues including, but not limited to:

  • Large capital expenditure

  • Club acquisitions
  • General Club business
  • Issues raised by Club members

1.9.2 Club General Meetings shall be held on a Saturday, after that day’s training session whenever practicable.

1.10 Club records will be maintained on the Club’s electronic platform and will be accessible to the current BOM directors only.


2. Club Structure

2.1 The Club Structure shall be determined by the Club Members and the BOM.

2.2 It is vital that all BOM Directors, Club Coaches, and those appointed to official positions work cooperatively and cohesively to ensure the NHDBC By-Laws are implemented in the best interests of the development, unity, and harmony of the Club and all its members.

2.3 Competition Crews Shall Be Composed in Accordance with DBNSW Regulations:

  • 2.3.1 Standard 20s crew with a minimum of 16 paddlers, one drummer, and one sweep.
  • 2.3.2 Small 10s crew with a minimum of 8 paddlers, one drummer, and one sweep.

3. Club Budget

3.1 The outgoing BOM will prepare for the AGM a Club Budget for the following 12 months to be ratified by the members at the AGM.

3.2 Any significant budget alterations required during the year will be put to the membership for ratification at a General Meeting.

3.3 The BOM will determine the annual NHDBC membership subscription based on the estimated number of members and the Club’s estimated annual operating expenses, which include:

  • Rental of Club premises
  • Insurances
  • Utilities, including electricity and water
  • Boat and equipment maintenance and replacement
  • Accreditation and compliance expenses for coaches, assistant coaches, and sweeps

3.4 The membership subscription will be ratified by the members at the AGM.

3.5 The Club’s fundraising agenda will be determined each year by the BOM in conjunction with any specific grants and fundraising committee nominated by the Club.

3.6 Grants received and funds raised for specific purposes will be held in the Club’s fundraising account.

3.6 Grants received and funds raised for specific purposes will be held in the Club’s fundraising account.


4. Membership

4.1 New members may join the Club by:
4.1.1 Joining DBNSW via the RevSport link provided by the Club Registrar on the Club Website;
4.1.2 Completing and submitting the NHDBC Club Membership and Agreement form;
4.1.3 Paying the prescribed membership fees for DBNSW and NHDBC via RevSport.

4.2 Prior to joining NHDBC prospective members may complete with the Club a novice course or up to the DBNSW’s prescribed number of free trial paddles.
4.2.1 To do so, a prospective member must complete and submit to the coach the DBNSW waiver form to cover the duration of their novice and free sessions.
4.2.2 The coach of each session attended will record the date and name of the prospective member who attended.

4.3 Coaches/Squad Managers and the Recruitment Officer shall notify the Member Registrar of new members who are about to join the Club.

4.4 New or returning members joining after the DBNSW State Final in any given financial year shall pay half the NHDBC annual fee.

4.5 The Member Registrar shall manage all member information and maintain confidentiality of this information, including backup files.

4.6 At the beginning of each financial year, the Member Registrar shall provide the coaches with the emergency contact details of their respective squad members, this information to be held confidentially by the coaches.

4.7 An NHDBC member may also hold membership with another Dragon Boat Club but may represent only one club at any sanctioned event.

4.8 Life Membership Guidelines
Life membership is the highest recognition that can be awarded to a Club member in acknowledgment of their exceptional service and contribution which has provided a measurable benefit to the Club and membership over an extended period of time.

4.8.1 SELECTION CRITERIA
Life Membership is to be considered on an individual’s personal attributes and achievements. To assist with the nomination, some or all of the following criteria should be considered:

4.8.2 (a) Length of active membership. To have contributed to the club to the degree necessary for Life Membership, a nominee will necessarily have been an active member for a minimum of 10 years.

4.8.3 (b) Participation in specific roles that have contributed to the benefit of the club. There should be evidence of a nominee’s significant contribution to the running and maintenance of the club over a period of their membership. Such contributions might include, but not be restricted to:

  • Service in a management or committee role
  • Administrative duties
  • Physical duties
  • Leadership and communication duties
  • Fundraising activities
  • Boat duties
  • Coaching
  • Sweeping
  • Management of Club participation in regattas or any activities that promote and benefit the Club and the membership

A significant contributor would participate to a much greater extent than the average member as a regular, consistent, and reliable volunteer.

4.8.4 (c) Demonstrated attitude and demeanor that reflects dedication to the values of the Club including good sportsmanship.

4.8.5 (d) Any other specific achievements which may be taken into account.

4.9 ELIGIBILITY
Any current financial Club member can be nominated for Life Membership by another current financial Club member, with the nomination seconded by another financial Club member.

4.10 NOMINATION PROCESS
4.10.1 (a) Nominations must be made on the specific Nomination Form and must be received by the Club Secretary no later than June 30th (prior to the AGM) for the nomination to be considered;
4.10.2 (b) Nominations will contain evidence of the nominee’s satisfaction of the selection criteria listed above;
4.10.3 (c) Nominations may be proposed by any current financial Club member and seconded by another financial Club member;
4.10.4 (d) Any nomination will be circulated by the Secretary to the Board of Management Committee by email, no later than the first week of July after the expiration of the period of nominations;
4.10.5 (e) The Board of Management Committee will discuss and vote on the nomination(s). Nominees must be considered individually on their personal attributes and achievements and not in comparison to other Life Members, other nominees, or persons not nominated.
4.10.6 (f) Any recommendation that would carry the support of the BOM for the award of Life Membership will be PRESENTED at the Annual General Meeting. As any recommendation would carry the support of the Board of Management Committee, a majority of the BOM members is sufficient to approve the recommendation.
4.10.7 (g) Decisions of the Board of Management Committee in regard to Life Membership will be final and no discussion will be entered into, nor will there be any right of appeal.

4.11 FORM OF THE AWARD & OTHER BENEFITS
4.11.1 (a) A newly awarded Life Member recipient will have their name added to the Club’s Life Membership plaque;
4.11.2 (b) The newly awarded recipient will be exempt from paying any further Club membership fees;
4.11.3 (c) The newly awarded recipient will have their standing as Life Member listed on the Club’s website and other official documents;
4.11.4 (d) The recipient will be invited to attend all official Club functions;
4.11.5 (e) The recipient will receive a Life Membership lapel pin.

 

5. Training Sessions


5.1 All members shall be able to participate in any NHDBC training session.
5.2 Members paddling with a crew preparing for an upcoming regatta must be able to attend training sessions with that crew prior to the regatta for a period of time determined by that crew’s coach.

 

6. Head Coach & Coaches


6.1 The BOM in consultation with the Club’s coaches will annually review the Club’s coaching requirements and assets to ensure the Club has enough coaches and assistant coaches with current qualifications for the following year.
6.2 Where additional coaches/assistant coaches will be required, the Club will seek to have interested, endorsed members trained through a DBNSW Level 1 Coaching course.
6.3 The Club will bear the costs of Coach and First Aid training for current and prospective coaches and assistant coaches. Any additional costs associated with this training will be considered each year.
6.4 Through one of its regular meetings, the coaches will in writing request BOM sign-off on Club support for a potential assistant coach that the coach endorses.
6.5 Coaches shall devise strategic plans for the long-term development of assistant coaches.
6.6 Current coaches and assistant coaches shall advise the BOM in writing if they wish to further their qualifications.

7. Sweeps

7.1 Each year at the AGM, the BOM will appoint a Sweep Coordinator who has the qualifications and experience specified in the role description.
7.2 The BOM in consultation with the Sweep Coordinator and Assistant Coordinator shall annually review the Club’s sweep requirements and assets to ensure the Club has sufficient sweeps with current qualifications for the following year.
7.3 Where additional sweeps are required, the Club will seek to have endorsed members trained by the Club’s current L3+ sweeps in accordance with the DBNSW Sweep Accreditation Scheme and associated Sweep Accreditation and Safety Regulations.
7.4 The Club will bear the costs of Senior First Aid training/recertification for accredited sweeps as recommended by DBNSW. Any additional costs associated with this training shall be considered each year.
7.5 The Sweep Coordinator will submit in writing to the BOM the name(s) of endorsed potential sweeps in order for the BOM to sign off on Club support for their training.

7.6 The Sweep Coordinator and Assistant Coordinator shall devise plans for the long-term development of the Club’s Sweeps and Sweeps In Training, including:

7.6.1 Liaison with DBNSW to register a new Sweep in Training (SIT).

7.6.2 Ensuring each SIT is rostered with an accredited L3+ sweep supervisor to achieve the required number of on-water hours to become eligible for assessment.

7.6.3 Arranging assessment with the Regional Sweep Coordinator and the relevant squad coach, including participation of the required number of Club paddlers.

7.6.4 Notifying the Regional Sweep Coordinator of accredited L2 sweeps wishing to sweep at a regatta.

7.7 Club sweeps and SITs will keep a current log of their sweeping activities.

7.8 The Sweep Coordinators or a nominated assistant will draft a sweep roster before the start of each calendar month, drawing on available sweeps to ensure, where possible, all squad training sessions can be programmed.

7.8.1 The monthly sweep roster will be emailed to all coaches, assistant coaches, and sweeps, and a printed copy will be posted on the Club noticeboard.

7.8.2 Accredited Club sweeps who regularly paddle or sweep with a particular squad may be asked for their availability to sweep for other squads to ensure all training sessions can proceed with the required number of crews.

7.8.3 The Sweep Coordinator shall ensure all Club sweeps and Sweeps in Training are trained in the Maritime NSW Rules and Regulations as they apply to Dragon Boating, including general “rules of the road” for bodies of water they train and/or race upon.

8. Regattas

8.1 The Club shall seek to enter crews in:
8.1.1 DBNSW regattas
8.1.2 The State Championships
8.1.3 The Lunar New Year Regatta
8.1.4 Where possible, the National Championships
8.1.5 Club regattas in regional NSW

8.2 Following the National Championships (the end of the season), the BOM in consultation with the coaches shall develop the Club’s next season’s regatta calendar, giving priority to the regattas specified in Clause 8.1.

8.3 The NHDBC regatta calendar will be published to all members.

8.4 To facilitate forward planning of potential regatta entries and crews, based on their individual paddling goals and predicted availability, Club members shall at the beginning of the season nominate to their coach the regattas on the Club calendar they plan to attend.

8.5 All Club members shall have the opportunity to nominate for any regatta that NHDBC enters, subject to their availability to prepare for that regatta (see Clause 5.2).

8.6 The relevant coach(es) will manage selection criteria for race crews when these are required.

8.7 As a priority, NHDBC competition crews shall comprise NHDBC members. Where a competing squad is unable to recruit a full crew in a race category, other NHDBC members shall be given first offer to ensure a full NHDBC crew competes in the regatta.

8.8 Joining with other clubs shall be a method of last resort to ensure NHDBC members have the opportunity to compete at regattas.

8.9 Payment of Regatta Fees

8.9.1 NHDBC’s participating paddlers are responsible for meeting all costs of entry fees for any regatta in which the Club participates.

8.9.2 Where there are early bird savings to be made on the cost of entry fees, for example, for a national competition such as AusChamps, the Club will by the due date pay the fees on behalf of the participating squad and recoup the fees in their entirety from the participating paddlers. The Club will specify the due date for the paddlers to repay the fees.

8.9.3 Where possible, the Club will support fundraising activities designed to help defray the entry fee costs of national competitions in which the Club is participating. Such activities will be:

8.9.4 Actively conducted by the paddlers/squad seeking the funding (assisted where possible by other interested paddlers).

8.9.5 Conducted in collaboration with the Club’s Fund-Raising Committee and therefore included on the fundraising calendar.

8.9.6 Designed to avoid paddler donation fatigue.

The Club will hold funds thus raised in a separate, labelled section of the Club accounts to be expended on the purpose specified.

8.9.7 Under the same arrangements as paragraph three, the Club will seek to support fundraising activities designed to defray the cost of Club entry fees to an International Dragon Boat Federation international regatta such as the Club Crew World Championships.

9. Community Regattas

9.9 The Club will consider hosting a Community Regatta annually or biannually for the purposes of fundraising, increasing membership, and promoting the sport of dragon boating in the broader community.

9.2 Decisions about whether to hold a Community Regatta in the subsequent year will be made at the Club’s AGM by a show of hands of the members, subject to commitment from enough member volunteers to organise the regatta.

9.10 The BOM, in consultation with any Club Grants and Fundraising Committee, will direct the organisation of any Community Regatta.

9.11 The Club will donate to charity a portion of the funds raised through a Community Regatta.

9.4 The Club will donate to charity a portion of the funds raised through a Community Regatta.

9.5 The Club will hold funds raised for the Club through community regattas in its fundraising account for the benefit of all Club members.


10. Membership Drives

10.1 At the beginning of each financial year, the BOM in consultation with Club coaches and membership will consider the Club’s recruitment needs and seek to schedule one or more recruitment drives annually.

10.2 Recruitment drives may include:
10.2.1 Novice course
10.2.2 Come and Try day or days
10.2.3 Community Regatta
10.2.4 Follow-up from industry team-building days

11.Club Communications

11.1 The NHDBC website shall be used for Club matters only and administered by the Club’s appointed Webmaster.

11.2 The BOM shall monitor the Club Website to ensure all postings are appropriate. Club members shall report to the BOM any postings they consider inappropriate.

11.3 In line with the Club’s media policy, only authorised members may post on the Club’s webpage and public social media page.

11.4 When the Club wishes to use photographs or video footage of Club members for public information or training purposes, permission shall be sought from the members and the photographer acknowledged when appropriate.

11.5 Members shall direct to the Club President any media enquiries or requests for comment.

11.6 The BOM’s minutes and other matters important to the members shall be made available to all members via a RevSport notice.

11.7 The Club shall maintain a Post Office Box for postal correspondence.

12. Affiliation with Dragon Boats NSW Inc (DBNSW)

12.1 Where possible, the Club will send at least one representative to DBNSW state meetings and report the proceedings to the membership through the BOM minutes.

12.2 On behalf of the Club, the BOM will respond to surveys and requests for information from DBNSW and the Australian Dragon Boat Federation (AusDBF).

12.3 The Club will seek to assist DBNSW when requested.

12.4 When necessary, the Club will seek DBNSW guidance and expertise on issues that are of a state-wide nature.