Association Manager Job Description
- Researches bids and acquires contracts for all outside contractors (beach cleaning, water equipment, tennis courts, police, etc).
- Solicits and reviews bids and contract proposals for needed services and materials for presentation to the Board for review and approval.
- Provides input to Treasurer for preparation of the Annual Budget
- Oversees the operation and maintenance of all common property of the Association including arranging for repair and/or replacement as required with approval of BOG
- Schedules use of the Clubhouse by Association organizations as well as Clubhouse rental to private parties presenting required insurance
- Serves as principal contact person for Association members with the Association
- Assists members in determining the appropriate agency of the Association to handle specific issues, e.g., recreation, zoning, zoning appeals, etc
- Assists members in the understanding of the rules and regulations of the Association and may enforce compliance with such rules and regulations
- Assists with the 4th of July picnic and parade
- Employs summer security and schedules & monitors coverage
- Instructs patrol on keeping up appearance and knowledge of regulations
- Completes time sheets for patrol and submit to treasurer on a weekly basis
- Determine need for patrol on inclement weather days and notify staff
- Makes sure all steps and ramps to beaches are swept on a daily basis
- Holds a weekly meeting with and provide incident log to BOG Chair to review any issues, including parking violations
- Enforce all BPBA rules on waterfront, including beaches, piers, rights of way, parking lots
- Addresses any violations of rules immediately and act in a professional/respectful manner
- Assist members with any concerns and direct them to appropriate authority
- Ensures enforcement of parking stickers using warnings and parking tickets
- Log the warnings and tickets in Excel spreadsheets weekly
- Personally patrols every beach every day to ensure cleanliness and safety of waterfront
- Coordinate with BOG for any special event staffing
- Attends all BOG meetings
Rev. 06.25.20
Beach Patrol Position Job Description
- Minimum age requirement for beach patrol is 16 yr.
- Preference will be given to residents of the Black Point Beach Club Association
- This is a seasonal, summer hourly position consisting of a 6-day work week, 5 hours per day, weather permitting.
- Must be able to work every weekend, with one day off during the week. Work hours are generally 11:00AM to 4:30PM. However, the Association Manager will schedule weekly hours.
- Work Scope: Monitor and enforce all the rules and regulations of the Black Point Beach Club Association, as they pertain to the beaches, parking areas, clubhouse, boat docks and boat ramps.
- enforcement of alcohol rules is to be referred to the Association Manager.
- Every morning, sweep the stairs and ramps to the beach.
- Every hour, check the right of way and one person will check the parking lot to make sure all vehicles have the parking tag.
- Write out a tag for vehicles without beach permits.
- Golf carts parking in the right of way must be registered and have the permit tags. If a cart has a tag, but is not registered, they get a notification first about getting the cart registered, and then a tag on subsequent violations.
- Walk along the top of the beach south to the end, east to the water, north to the end and west back to your spot, looking onto the beach from all directions for any infractions, approximately every 20 minutes.
- Sit in a location so that you can observe the entire beach area.
- You may not read books or make phone calls (other than to Association Manager) while working.
- Become familiar with the rules you are asked to enforce. If an infraction occurs, politely tell the person they are in violation of the rules and please comply with rules. If there is no compliance, call the beach manager for support.
- Physical contact in an attempt to get compliance while working for the association is not permitted.
- Look over your area in the morning for any debris, clothing, or any other material that does not belong, gather it up, throw it out, and put clothing into a lost and found basket.
- The above is a list of general responsibilities. Beach Patrol members may be given other specific assignments as needs arise.
Rev. 06.25.20
Secretary Job Description
- Attend all meetings of the Board of Governors and other such meetings as requested by the Board of Governors.
- Provide the Board of Governors a schedule of meetings each year for review and approval; file approved schedule with the East Lyme Town Clerk according to Connecticut State Statute guidelines.
- Prepare materials for Board of Governors’ meetings; post notices and/or agendas of these meetings on website, at clubhouse, and with the East Lyme Town Clerk; take, prepare, distribute and file the minutes of such meetings in accordance with the requirements of the Freedom of Information Act (FOIA).
- Be knowledgeable about, and keep updated on, FOIA requirements.
- Pick up mail from the Post Office and arrange for distribution of mail received in the name of the Board of Governors.
- Respond in writing for the Board of Governors as requested by the Board.
- Maintain records, copy, and distribute such in accordance with FOIA and as directed by the Board of Governors.
- Research records as directed by the Board of Governors and prepare reports from such research.
- Update the Association Grand List as required under the direction of the Association Tax Collector.
- Perform other tasks in this domain as requested by the Board of Governors for the best interests of the Association.
- Check BPBC email account daily.
- Acknowledge receipt of all e-mail correspondence (but do not offer comments or responses to emails). Forward correspondence to the Board of Governors or other appropriate staff as necessary, and, if needed, Chairperson or Vice Chairperson will respond to emails.
- Draft correspondence on behalf of the Board of Governors (may only be sent with approval of the Chairperson or Vice Chairperson.)
- Maintain the Association’s website; administer the Association’s social media accounts (only offer replies to questions or comments with approval from Chairperson or Vice Chairperson.)
- Work year: 12 months
- Workday: the time required fulfilling the duties described above
Rev. 06.25.20
Summer Recreation Program Director
- Primary Responsibilities:
- Work as an integral member of the Leadership Team to provide a high quality recreation program that facilitates community bonding.
- Assist in the direct supervision and guidance of program staff.
- Assist planning and implementation of staff training in June.
- Provide support and supervision during swim lessons.
- Follow Black Point Board of Governors Program Policies.
- Ensures that the recreation programs are of a high quality; are challenging, creative, and safe for children of all eligible ages and abilities.
- Complete year end program evaluations and make recommendations to the Board of Governors..
- Proactively identify and solve problems and areas of concern.
- Meet regularly with the program staff.
- Remain visible and accessible to staff, families and Club goers during programs.
- Supervise and evaluate the program staff on a regular basis, both formally and informally based on job expectations, and provide them with a written final evaluation at the end of the season.
- Ensure proper completion and timely submission of all reports to Treasurer and Board of Governors.
- Adhere to and support all program policies and procedures as detailed in the Program Resource Manual and Leadership Team Manual.
- Perform any other duties as assigned by the Board of Governors through Program Liaison.
- Physical Aspects of the Position:
- Ability to observe camper and staff behavior and apply appropriate behavior-management techniques, enforce appropriate safety regulations and emergency procedures.
- Physical ability to respond appropriately to situations requiring first aid. Must be able to assist campers in an emergency (fire, evacuation, illness, or injury) and possess strength and endurance required to maintain constant supervision of campers.
- Able to manage lifting, some bending, stooping and stretching as well as daily exposure to the sun and heat and varying environmental conditions.
- Visual and auditory ability to identify and respond to environmental and other hazards related to the activity.
Rev. 06.25.20
Tax Collector Job Description
- The Tax Collector is responsible for obtaining the Town’s annual grand list from the Assessor’s
office either by email or hard copy. This list is used to create the annual tax bills. The grand list’s
total figure is given to the Board of Governors to be used to create the new budget. - The Tax Collector is responsible for presenting to the Chair, on an annual basis, a tax warrant to be
signed by a Justice of the Peace following the annual meeting. This warrant will state the new mill
rate and gives the Tax Collector the authority to collect the annual Association taxes, interest, and
liens. - The Tax Collector is responsible for ordering the annual parking tags and BP stickers and
distributing them with the annual tax bills. The Tax Collector is also responsible for supplying
additional BP stickers and parking passes, if need be, throughout the season. These should be
ordered from the print company no later than the beginning of May each year. - Tax payments are recorded indicating property owner, property address, mailing address, amount
paid, date of payment and check number. Interest and/or lien fees are recorded as well. A
collectible spreadsheet is prepared indicating opening balance to be collected; as tax payments are
made, they are recorded on this spreadsheet which results in a final amount left to be collected (this
collectible figure to balance with delinquent account amounts). - The Tax Collector is responsible for collecting and depositing all tax money. Deposits are made on
a daily basis as needed. A copy of the deposit is given to the Treasurer with a breakdown of the
deposit (tax, interest, lien, etc.). At the end of each fiscal year (June 30), the Tax Collector is to
provide data to auditor which indicates totals collected to fiscal yearend, as well as all amounts
due. Data to include names, property addresses, mail addresses, and tax, interest and lien amounts
due. - Tax bills are due July 1 and are delinquent as of the first non-weekend or holiday in the following
August. Postmarks will be recognized; check dates are not. Interest is calculated at 1.5% per
month and charged at the beginning of the month for that month. There is a grace period of one
month for the month of July only. Any payment received after the August due date will be charged
interest at the rate of 3% (1.5% for July and 1.5% for August). If payment is received delinquent
and interest is not included with payment, a Statement of Account will be sent to the property
owner making them aware of the interest charges and requesting payment. Interest is credited first
with the remainder of the payment credited to the tax. This means that if a payment is received late
and there is no interest included with that payment, it is considered that the interest has been paid
and the tax has only been partially paid. - Statements of Account are sent to unpaid members throughout the year starting in August. It
includes the past due tax amount and the interest now due. Intent to Lien notices are sent in early
September to unpaid accounts and liens are placed on those unpaid accounts in October at a charge
of $120 for the lien. Forms for liens and discharging liens are ordered and retained by Tax
Collector. - The Tax Collector must be available to answer questions presented by lawyers, paralegals, banks,
real estate agents, appraisers and members concerning the status of tax payments or any other
questions relevant to the collection of the BPBC tax throughout the year. - Address changes must be updated regularly between the Secretary and Tax Collector.
- Work year: 12 months Workday: The time required fulfilling the duties described above.
Rev 9/25/15
Treasurer Job Description
- Prepare for and attend 8 regularly scheduled Board meetings.
- Monthly reconciliation of 3 bank accounts.
- Prepare an annual budget with input from the Board of Governors.
- Attend annual meeting and provide support for proposed budgets.
- Prepare records for annual Compilation by accountant, including trial balance, general ledger, budget vs. actual report, new budget, detailed tax collection records provided by Tax Collector, review draft of proposed final Compilation.
- Joint reviews
- Prepare annual 1099s and report to IRS and State of Connecticut
- Attend Club Counselors’ orientation to review payroll process
- Close files at the end of fiscal year and prepare files for the new year.
- Enter tax receipts provided by the Tax Collector; maintain records in balance with Tax Collector’s records.
- Prepare Workers Compensation audit report in July.
- Prepare various insurance audit responses.
- Prepare responses to Town of East Lyme Assessor’s Office inquiries.
- Prepare management payroll monthly.
- Prepare Recreation Program payroll for 7 weeks in Summer
- Prepare Beach Patrol payroll for 10 weeks in Summer
- Make Journal Entries with detailed tax withholding for 143 paychecks
- Prepare/Process approximately 280 checks annually
- Process approximately 80 EFT payments annually.
- Make bank deposits, including Clubhouse rental and monthly zoning receipts
- Work with Recreation Program Co-Directors re personnel and budget
- Work with Association Manager re Beach Patrol personnel
- Respond to miscellaneous government agency surveys throughout the year
- Respond to various inquiries from member of the Board of Governors
Rev. 02.26.20
Zoning Enforcement Officer Job Description
- The Zoning Enforcement Officer will enforce all zoning regulations as described in Section VIII, administration and enforcement, of the BPBCA Zoning Regulations.
Rev. 02.26.20
Recreation Water Safety and Swimming Program Coordinator Job Description
- Dates: (Program Planning/Program Coordination) June, Program Operates July 1, 2021 – August 16, 2021
- Hours: 12:30-2:30; Monday through Thursday; 2 Hour Staff & Volunteer Coordination, Planning Training Meeting
- Salary: $20.00-$50.00/hour commensurate with experience & programming
- Requirement: Certification for SBasic Water Safety and Swim Instruction
- Maintain Class Attendance, Tests and Level and Advancement Records
- Plan and Implement Seven Week Water Safety and Swim Program
- Instruct Basic Water Safety to varied ages
- Demonstrate and Instruct Basic Levels of Swimming
- Coordinate Support Staff and Volunteers for varied sessions
- Communicate with Parents regarding questions /concerns
- Be responsible for Program Property and Equipment
- Collaborate with BOG liaison as needed
Additional Responsibilities:
- Providing for the health and safety of participants by always ensuring that: All equipment is clean and in good working order.
- All participants have the physical ability to perform the skills and know to consult you for concerns about their physical ability to do so.
- All participants and assistants are aware of health precautions and guidelines
- The lesson areas and all practice areas have been checked for any hazards and water quality is acceptable per state website.
- There is sufficient staffing with the proper safety equipment during swim lessons.
- Providing for high quality water safety instruction
- Creating a nonthreatening environment conducive to achieving the learning objectives.
- Preparing participants to meet the course objectives.
- Adapting teaching approach to match the experience and abilities of the participants.
- Identifying participants who are having difficulty and developing effective strategies to help them meet course objectives.
- Supervising participants while they are practicing course skills and providing timely, positive and corrective demonstrations and feedback as they learn.
- Evaluating participants as they perform skills, focusing on critical performance steps as described
- Engaging students by instructing and demonstrating strokes and skills in the water on a daily basis.
- Administering and scoring any final written exam(s), skill sheets as applicable.
- Issuing course completion certificates.
- Submitting the required course documents within the specified time frame.
- Submitting Copies of course materials and records to the BPBOG.
Rev. 06.25.20
Recreation Water Safety and Swimming Instructor Job Description
- Dates: (Program Planning/Program Coordination) June, Program Operates July 1, 2021 – August 16, 2021.
- Hours: 12:30-2:30; Monday through Thursday; 2 Hour Staff & Volunteer Training
- Meeting Salary: $18.00-$25.00/hour commensurate with experience & programming.
- Requirement: Certification for Swim Instruction.
Primary Responsibilities:
- Maintain Certification to Instruct Basic Water Safety and Swim Instruction.
- Maintain Class Attendance, Tests and Level and Advancement Records.
- Instruct Basic Water Safety to varied ages.
- Demonstrate and Instruct Basic Levels of Swimming.
- Communicate with Parents regarding questions /concerns.
- Be responsible for Program Property and Equipment.
- Collaborate with BOG liaison as needed.
Additional Responsibilities:
- Providing for the health and safety of participants by always ensuring that all equipment is clean and in good working order.
- Providing for high quality water safety instruction.
- Creating a nonthreatening environment conducive to achieving the learning objectives.
- Preparing participants to meet the course objectives.
- Adapting teaching approach to match the experience and abilities of the participants.
- Identifying participants who are having difficulty and developing effective strategies to help them meet course objectives.
- Supervising participants while they are practicing course skills and providing timely, positive and corrective demonstrations and feedback as they learn.
- Evaluating participants as they perform skills, focusing on critical performance steps as described.
- Engaging students by instructing and demonstrating strokes and skills in the water on a daily basis.
- Administering and scoring any final written exam(s), skill sheets as applicable.
- Swim Instruction Primary Responsibilities: Maintain Certification to Instruct.
Rev. 06.25.20