Officers of the Board Descriptions
  
President – must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify.
The president shall preside at all meetings of the club and shall administer all laws and regulations of the club, with the assistance of the Board of Trustees.  The President shall, with the Secretary or assistant Secretary, sign all written contracts and all other written obligations of the club, excepting checks and drafts of the club, which shall also be signed by the Treasurer.  The President may appoint such committees from the membership as shall be deemed necessary.  Will oversee the following board seats:   
Social Coordinator, Town Liaison, Water front Supervisor. This position is for 12 months per year.

Vice President – must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify.
In the absence or the incapacity of the President, the Vice-President shall perform the duties of the President.  In the absence or incapacity of both, the Board of Trustees may delegate a Board member to perform these duties.  Will oversee the following board seats:
Club House Manager,Building and Grounds,Marketing. This position is for 12 months per year.
    
Secretary – must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify.
Shall keep the minutes and other official reports of the club and shall perform such duties as the Board assigns.  The Secretary shall also have custody of the seal and shall affix same to any documents whenever required by law or by order of the Board of Trustees.  The Secretary shall sign all written contracts and all other written obligations of the club with the President or Vice President.  Any conveyance of property shall be made in the name of the Club by the President and attested by the Secretary.  Will oversee the following board seats:
Swim Team, Boat Manager, Beach Manager. This position is for 12 months per year.

Treasurer – must be an active member of the Club in good standing.Board members shall hold office for one (1) year and until their successors are elected and qualify.
The Treasurer must be excepting checks and drafts of the club and signed for by the Treasurer.The Treasurer shall have custody of all funds of the club and shall disburse same according to the directions of the Board of Trustees, but no payment shall be made unless by receipted bill, which shall also include gratuities.They will also perform the usual duties required of and associated with the office of the Treasurer.All disbursements in behalf of the club shall be by check.All checks shall be signed by two (2) officers authorized and designated by the Board of Trustees or other persons authorized by the resolution of the Board of Trustees.
This position is for 12 months per year.
   
Duties of the Treasurer -
    
Every month:
  • Create financial reports to present to board at the monthly meetings.
  • Go to post office daily to retrieve club mail.
  • Pay monthly bills (electric, gas, taxes and phone)
  • Make deposits and withdrawals as needed at bank.
  • Do payroll (from Memorial Day thru Labor Day) weekly.
  • Do quarterly payroll reports and pay payroll taxes and property taxes.
   
Monthly duties:
January:
  • Drop off yearly payroll sheets to club accountant to complete W2 and mail out to employees.
  • Send out club happenings newsletter with applications for all current members.
February:
  • Begin collection of membership dues.
  • Keep track of both boater and membership dues.
  • Work closely with boat manager on dues collections.
March:
  • Work on membership list for coming year.
  • Keep track of both boater and membership dues.
  • Work closely with boat manager on dues collections.
April:
  • Make sure permits have been paid.
  • Make sure life guards are in place.
  • Work on ID cards for membership and newsletter.

May:
  • Purchase life guard clothing.
  • Payroll for life guards begins.
  • Refund overpayments and referrals.
  • Hand out and mail membership ID cards.
  • Work on index cards of family history for gate guards.
  • Liquor license is due.
  • Check on beach supplies.
June, July, August:
  • Do payroll weekly, make sure timesheets are done and completed.
  • Pay week runs Monday-Sunday and payday is Thursday.
  • Collect box by 6PM at night.
  • Update membership list.
  • Update ID cards.
  • Make sure all on beach are members and are paying for guests.
September, October, November, December
Same duties begin again as listed under Treasurer Every Month.
  
   
Board Member Duties
  
Clubhouse Manager –must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 12months per year.

  • Keeps track of stock in both the upstairs and downstairs bar.
  • Does a monthly/quarterly inventory of both bars.
  • In charge of ordering supplies needed for both bars and club. (Paper products, garbage bags, etc.)
  • Pays quarterly liquor tax.
  • Makes bank deposits and withdrawals from bar account as necessary after a club function or party.
  • Reconcile bar bank statements.
  • Prepare a monthly financial report to be presented at monthly Board meetings.
  • Pays all necessary bills from bar.
  • Setup staff for any and all club parties.
  • Schedule party and club activities (works closely with Social Event Coordinator).
  • Books parties for the club.
  • Orders liquor as needed.
  • Handles the liquor license yearly as needed.
  • Responds to club emails as needed.
    
Buildings & Grounds Manager (clubhouse) – must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 12 months per year.

  • Maintain all clubhouse lighting both inside and outside the building.
  • Maintain the parking lot.Keep it clean, free of debris, fix any loose impediments.
  • Organize and schedule 2 clean ups per year (spring and fall) to clean and maintain the parking lot and area surrounding the clubhouse.
  • Maintain the landscaping around the clubhouse.Trim trees, cut grass, plant and water flowers, etc.
  • Responsible for ALL inspections at the club:
  • Fire Inspection from Township of Roxbury
  • Safety Inspection from Township of Roxbury
  • Health Inspection from Township of Roxbury
  • Maintain cleanliness of building both inside and outside.
  • Fitness Room maintenance.
  • In charge of putting the garbage and recycling out at the clubhouse as needed.
  • Oversee the cleaning crew that comes into to clean the clubhouse.
  • In charge of making or getting estimates of all repairs for all areas of the club.
  • Coordinate between the Social Event Coordinator and the Clubhouse Manager.
  • Maintain the pest control contract for the club.
  
  
  
Town Liaison– must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 12 months per year.

  • Must be willing and able to handle requests from town or county.
  • Attend 4 Roxbury Town Council meetings per year.
  • Liaison between clubhouse lawyer and Board.
  • Handle any legal issue related to clubhouse and beach.
  • Attention to clubhouse and beach legal activities.
  
  
Beach Manager–must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 6 months per year. (May 1 – Oct 31)

  • Perform a complete inspection of beach on or before May 1.
  • Safety equipment checklist
  • Toilets (working properly, no clogs).
  • Sinks (draining properly and water is turned on).
  • Locks on ALL doors including bathroom stalls.
  • Interior and exterior lighting (checked and working properly).
  • Checking of ALL slides and ladders on beach.In good working order and not broken.
  • Maintain ALL beach equipment.
  • Maintain bathrooms.
  • Prepare for yearly town inspection by cleaning up general area at the beach and making sure all proper safety equipment is in place and fully functional.
  • Turn on water in the summer time and turn off water in the winter and winterize bathrooms before first frost.
  • Check and maintain the solid flooring in both bathrooms for yearly town inspection.
  • Inspect all pipes and wrapping to the bathrooms.
  • Maintain and properly grade the beachfront before the opening of the beach.
  • In charge of cleaning and maintenance of:
  • Grills
  • Chairs
  • Tables
  • Slides
  • Ladders
  • Diving boards
  • Floating Dock
  • Playground equipment
  • Horseshoe pits
  • Volleyball net and posts
  • Organize and schedule 2 clean ups per year for the beach (can coordinate with the Clubhouse Manager). One before the beach opens and one after the beach closes.
  • In charge of making sure the garbage and recycle goes out on proper day.
  • Exterior seaweed nets maintained and properly secured.
  • Place and remove as needed both the swim team lane lines and the swim boards.
  • Clean, maintain and place the separation line in the swim area.
  • Check and maintain the depth of the diving area before the beach opens for season.Must be a minimum depth of 14 ft.
  • Install and maintain fountain.
  • Install and maintain floating swim dock.Make any necessary repairs.
  • In charge of upkeep and overall maintenance of beachfront.
  • Keep area where members go clean and free of both debris and garbage.
  • In charge of maintenance of landscaping at beach, not limited to:
  • Trees
  • Shrubs
  • Grass
  • Once a week, do a visual/hands on check of all beach equipment including but not limited to :
  • Diving boards
  • Playground equipment
  • Grills
  • Tables
  • Slides
  • Chairs
  • Ladders
  • Horseshoe pits
  • Volleyball net
  • Seaweed nets
  • Swimteam lane lines and boards
  • Report to monthly board meetings (May thru Oct) any and all problems that need Board approval for repair/maintenance.
  
  
Marketing Manager– must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 12 months per year.

  • Hold 6+ committee meetings per year.
  • Contact current membership to:
  • Promote referral program
  • Remind membership about work coupon program
  • Promote any and all clubhouse/beach events during the year
  • Setup any and all promotions to promote club membership.
  • In charge of email blasts to membership.
  • Maintain club web site.
  • In charge of publicity for the club, including but not limited to:
  • Newspaper insertion
  • Online promotion
  • Mailing to membership
  • Any and all promotions the marketing committee can come up with
  • Distribute school flyers at the beginning of the beach year to promote the beach and membership.
  • Maintain and create a club brochure.
  • Contact local businesses to promote the club and offer new home buyers a “Welcome kit”
  • Work closely with the Treasurer about membership and the membership list.
  
  
Social Event Coordinator– must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 12 months per year.

  • Hold 4 – 6 committee meetings per year.
  • Plan and help run existing clubhouse/beach parties.
  • Creating new fun and exciting parties for both members and non-members to come and enjoy.
  • Help plan and coordinate the following clubhouse/beach events:
  • Beach Blast
  • Golf Outing
  • Pig Roast
  • Family Picnic
  • Family Fun Nights(from late fall thru winter before beach opens in spring)
  • Halloween Parties both adult and child
  • Holiday Social
  • Breakfast with Santa
  • New Years Eve Parties
  • Easter Egg hunt
  • Fishing Derby
  • Try and get membership to attend parties and have fun and help promote the club.
  
Boat Manager– must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 12 months per year.

  • Must ensure all boat slips are rented.
  • Must keep accurate records of boaters: name, address, phone number, emergency contact number.
  • Must make sure all boaters have valid registration numbers.
  • Will distribute keys to all boaters.
  • January of new year, contact all prior year boaters to see who is coming back again.
  • Maintain boater waiting list for any available slips.
  • Any available slips should be given to people on waiting list first if prior year boater is not coming back.Then to person who has correct size boat for slip.
  • Collect all fees from boaters.
  • Maintain accurate financial information for each boater.
  • Work closely with the Treasurer.
  • Collect and maintain liability insurance information from each boater.
  • During boating season, must make sure often those boats are safe and secure and notify any boaters of any problems.
  • Clean and maintain boating docs in the boating area.
  • Regularly communicate and correspond with boaters during the boating season.
  • Plan and run a yearly boaters meeting.
  • Stay in constant contact with beach manager during the boating season.
  • Maintain kayak and canoe storage area by making sure canoes and kayaks are properly stowed and secured and notifying boaters of any problems.
  • Remove and install floating boat docks.
  • Remove before first frost.
  • Install after last frost.
  • In charge of winter boat storage down at the beach including:
    • Name, phone number and address of boater who has boat at the beach.
    • Collecting the dues of both active club members and non members who store boats down at the beach.
    • Making sure spacing for boat storage is proper.
  
  
Water Front Supervisor– must be an active member of the Club in good standing.  Board members shall hold office for one (1) year and until their successors are elected and qualify. This position is for 9 months per year.(Feb-Sept)

  • In charge of hiring staff for upcoming beach season.Including but not limited to:
  • 10 -12 certified life guards
  • 10 gate guards
  • Making sure all legal documentation for beach staff is in place(applications and working papers)
  • Scheduling of gate guards to work.
  • Obtain and store all life guard and CPR documentation for all life guards.
  • Maintain beach log book which contains all life guard documentation.
  • Maintain staff log book which contains all life guard and staff documentation.
  • Make sure all employees are aware of job descriptions by review them with each one.
  • Complete employee evaluations half way through the beach season.
  • Ensure age appropriate labor laws are followed for each employee.
  • Check life guards for uniform and ???
  • Check to make sure gate guards have cash box and phone daily.
  • Prepare beachfront for township Safety Inspection:
    • First Aid Kit (updated and complete)
    • Log book updated and complete
    • All life guard documentation available
  • Coordinate with the beach manager to make sure the following is completed prior to township Safety Inspection:
  • Water in bathrooms
  • Toilets flush
  • Lights work in all 4 rooms
  • All pipes wrapped for safety
  • Paper products in place and stocked
  • Hand soap stocked and in place
  • ALL locks work on ALL doors
  • Schedule and hours are posted
  • Health rules are posted and updated if needed
  • General clean up of area around bathrooms and beachfront(garbage and debris)
  • Information signs all in place
  • At leastsix (6) ice packs in place in freezer
  • Peroxide, alcohol, bleach, hand soap, toilet bowl cleaner and brushes all available
  • 2 or 3 boxes of gloves available
  • All lines in
  • All ladders in
  • Diving boards and slides secured
  • No garbage or debris floating in water by docks
  • Slides MUST be in sand not in water
  • 1 ft clearance under docks and 2 ft clearance under slides
  • All boats out of parking lot
  • Phone works and numbers and address posted
  • Life guard stand secured
  • Umbrellas available for life guards
  • Dock badges available
  • No holes around from critters/small animals
  • License posted
  • Garbage pails available for bathrooms
  • Call to schedule water testing
  • Keep up to date and accurate water testing records.
  • All above needs to be completed prior to beach opening for summer season, and must be maintained during the summer season. Town or State can come for a spot inspection at any time during the hours the beach is open.
  
  
Swim Team Liaison – Seasonal with additional activities throughout the year.
  • Attends Board meetings of the club to keep the Board apprised of swim team happenings and any problems.
  • Additional duties can be assigned from the swim team committee.
  • Will have swim team parents do weed control in lane lines.
  • An active swim team parent can also have one of the following positions:
  • Committee Chairperson
  • Co-Chairperson
  • League Liaison
  • Event Coordinator
  • Treasurer