Organisational Structure

Transcription

1 Coonawarra Grape and Wine Incorporated Organisational Structure The following document outlines a proposed new organisational structure for Coonawarra Grape and Wine Incorporated. Its purpose is to clarify our committee structures, the function of various committees and working groups, as well as clarify the roles, responsibilities and working relationships of CGWI staff members. 1. Overall organisational structure and governance The Board has overall responsibility for the governance of Coonawarra Grape and Wine Incorporated (Refer Table 1). The following primary level committees report directly to the Board (Refer Table 1): : Finance Committee : Marketing Committee : Viticulture & Oenology Committee (VOC) Each committee will have: : up to 8 CGWI member representatives : no non-members or external representatives : at least one Board member as a committee member : one voting representative per member company. The VOC and Marketing Committee will have the services of an independent minute taker. The VOC and Marketing Committee will include the Wine Industry Manager (WIM). The Marketing committee will include the Events and Marketing Officer (EMO), who reports to the WIM. Each committee must be ratified by the Board before commencing any activities. Each committee will provide the Board with regular written monthly reports. Sub- committees will focus on a specific event(s) with the: : Cellar Door Events Sub-Committee having responsibility for Cellar Dwellers; Cabernet Celebrations, and Pop Up Bars. : Roadshow Sub-Committee having responsibility for our national Wine Tasting Roadshow.

2 : Cup Sub-Committee having responsibility for the staging of the Coonawarra Vignerons Cup marquee and associated Masters Golf Tournament. The Events & Marketing Officer will be a member of each of the sub-committees. Each sub- committee will maintain their own minutes; they will be expected to provide them to the Marketing Committee. They will be expected to provide an annual review of their key event(s) and highlight any issues, per the use of the Post-Event Evaluation form. Sub-committees will form to meet short-term project-based priorities or projects. Membership must be ratified by the CGWI Board before commencing. Sub-committees can co-opt non-cgwi members, but they must be ratified by the CGWI Board before commencing. 2. Function of the CGWI Board and Primary Committees Purpose of CGWI Board According to our current Constitution, the CGWI Board s function is clearly defined: The function of the Board shall be to carry out the objectives and purposes of the Association on a day to day basis. The Objects and Purposes of the Association are defined specifically as: To promote Coonawarra wine and the Coonawarra wine region. To encourage collaborative enterprise between members. To improve profitability of wine and grape production. To promote and protect the Coonawarra brand. Initiate and/or administer projects for the benefit of the Coonawarra wine region. To pursue continuous improvement and best practice in viticulture and winemaking. To engender a sustainable Coonawarra wine industry through environmentally friendly initiatives and sustainable business practices. To undertake or facilitate research and development and information dissemination relevant to the Coonawarra grape and wine region and the improvement of viticultural and winemaking practices. To participate in regional, state or national wine industry forums and, subject to approval of the Board, to affiliate with regional, State or National wine, grape grower, tourism, cultural and other related bodies. To encourage communication and cooperation between all participants in the Coonawarra wine region. To raise funds for the purposes of the Association, its committee and sub-committees. The following proposed Terms of Reference for each of the three primary committees is designed to clarify their function and working relationship within CGWI.

3 Proposed Terms of Reference for the Finance Committee Context The Finance committee will assist with the implementation of the approved CGWI Strategic Plan The Finance Committee will be composed of four members from the CGWI Board. Terms of Reference The Finance Committee is responsible for setting and reviewing finance policy and the annual budget. The Finance Committee will be responsible for overseeing monthly reporting and expenditures. The Finance Committee will be responsible for managing membership fee payments and bad debtors. The Finance Committee reports to the Board and will provide monthly minutes. Proposed Terms of Reference for the Viticulture & Oenology Committee Context The Viticulture and Oenology Committee will assist with the implementation of the approved CGWI Strategic Plan The Viticulture and Oenology Committee will be representative of CGWI member companies who pay a base membership fee. Terms of Reference The Viticulture & Oenology Committee is responsible for setting viticulture & oenology priorities. The Viticulture & Oenology Committee is responsible for improving viticulture and winemaking practices.

4 The Viticulture & Oenology Committee is responsible for convening sub-committees to address: research & development opportunities; environmental protection issues and the like. The Viticulture & Oenology Committee reports to the Board and will provide monthly minutes Proposed Terms of Reference for the Marketing Committee Context The Marketing committee will assist with the implementation of the approved CGWI Marketing Plan The Marketing Committee is to be representative of CGWI member companies who pay a promotions and events membership premium. The Wine Industry Manager (WIM) is responsible for managing both the CGWI Strategic Plan and the CGWI Marketing Plan , and managing related budgets, as per the agreed WIM position description (refer below). Terms of Reference The Marketing Committee will oversee the preparation of an annual Marketing Action Plan with agreed priorities and responsibilities ratified by the Board. The Marketing Committee will provide advice/feedback on the annual marketing budget - prepared by the WIM, before it is forwarded to the Finance Committee and Board. The Marketing Committee will provide assistance for non-key events that arise during the year. (Note: Key events will be managed by the Events & Marketing Officer in conjunction with the relevant events committee, as per the E & MO position description). Non-key events typically include: Sommeliers Immersion Program and Trade Immersion Program (Wine Australia) Media visits The Marketing Committee reports directly to the CGWI Board, and will provide minutes as requested.

5 3. Function of Sub Committees Proposed Terms of Reference for Sub Committees Context for Event sub-committees There will be three specific event sub-committees: : The Cellar Door Events Committee will be responsible for Cellar Dwellers; Cabernet Celebrations, and Pop Up Bars. : The Roadshow Committee will be responsible for our annual national Wine Tasting Roadshow. : The Cup Committee will be responsible for the staging the Coonawarra Vignerons Cup marquee and associated Masters Golf Tournament. The Events & Marketing Officer will participate in each events committee. Terms of Reference Each event sub-committee will be responsible for helping to facilitate a specific annual key event that helps to build awareness of the Coonawarra wine region, in keeping with the overall objectives of the CGWI Marketing Plan Each events sub-committee will work within a defined budget to create a cost-neutral event. Each events sub-committee will work with the Events & Marketing Officer to deliver a quality event that showcases the Coonawarra wine region, and its member companies. Each events sub- committee reports directly to the relevant committee/s, and the EMO will provide a written post-event report about all events one month after the conclusion of the event. Context for non-event sub-committees The Board and Committees can convene a sub-committee to assist in the delivery of a specific short-term project. At the conclusion of the project the working group will cease.

6 Currently there are the following VOC related working groups: : The Water resources sub-committee advocates for a sustainable, cost-effective water supply for our wine region. : The Unconventional gas mining (fracking) sub-committee evaluates government policy and provides considered responses to protect the region from fracking development. : The Remote Water Sensing sub-committee project manages the Optimising water use efficiency for improved wine quality in Coonawarra vineyards using remote sensing technologies project funded by PIRSA. : The REAL@Coonawarra subcommittee is helping to facilitate research to improve the sustainability and health of our vineyards. Terms of Reference Each Sub-committee will facilitate the delivery of a specific project on behalf of the Board or a primary committee. Each Sub-committee will report to the Board or a primary Committee on the progress and completion of the specific project. Each Sub-committee will help facilitate the project to be delivered in a timely and cost-effective manner, as required and according to any contractual agreements.

7 Table 1: Coonawarra Grape and Wine Incorporated organisational structure Members CGWI Board President, Vice President, Treasurer, Public Officer, 5 member reps (max.) Independent Chair Committees Finance Committee Viticulture & Oenology Committee Marketing Committee Wine Industry Manager (0.8) Mon -Thurs Various VOC related Sub-committee Water Resources Fracking Remote Water Sensing Cellar Door Events Sub- Committee Cellar Dwellers Cabernet Celebrations Pop Up Bars Events & Marketing Officer (0.6) Wed -Fri Finance & Administration Assistant (0.6) Tues-Fri Roadshow Sub-Committee Cup Sub-Committee

8 4. Roles and responsibilities of CGWI staff The following Position Descriptions clearly identify the roles, responsibilities and working relationships for the three staff employed by CGWI (Refer Table 1). Wine Industry Manager (0.8 EFT) The WIM reports to the Independent Chair person, and the President: CGWI Board. Position Purpose The role has overall responsibility for the management and delivery of a range of quality and timely marketing and public relations, event management and administration services on behalf of CGWI. Key responsibilities Public relations and Marketing Liaise and collaborate with key stakeholders in industry, tourism & business, government and community forums to help maximise funding and public relations opportunities Effectively manage internal organisation communications to ensure timely and constructive member engagement Manage overall external public relations and communications, including: : media, industry, business and community liaison : working closely with other CGWI staff to ensure continuity of all messaging across traditional media, digital and social media platforms, and in customer/subscriber relations Manage overall brand development including publication content, advertising and promotional materials Coordinate regional visits by domestic and international media, industry and trade representatives. Project Management & Administration Facilitate the strategic direction of the CGWI, including managing the effective implementation of the CGWI Strategic Plan and Marketing Plan, and facilitating annual review processes of these - and other related & future plans, to ensure member engagement, relevancy and achievability Source grant and sponsorship funding to assist CGWI achieve its strategic, marketing and promotion objectives Manage projects to effectively achieve strategic priorities ( e.g. new website presence) and to fulfil grant partnership obligations ( e.g. PIRSA, SAWIA, WA related)

9 Provide support for Board and key sub-committees including agenda and document preparation, minute-taking, and implementing actions, as required Oversee administration of CGWI financial records, assets and membership fees in conjunction with the Finance and Administration Assistant and Finance Committee Actively contribute to a positive, safe and collegiate team-based work environment that benefits the best interests of the CGWI office team and members and corporate objectives Performance manage the Events & Marketing Officer (0.6 EFT) and the Finance and Administration Officer (0.6EFT) Working relationships: CGWI Board, Events and Marketing Officer, Finance and Administration Officer, CGWI members, wine industry associations, local government, external providers, and the general public. Events & Marketing Officer (0.6 EFT) The Events & Marketing Officer reports to the Wine Industry Manager. Position Purpose The role is responsible for event management, marketing and communications, and some administrative support work, with a view to assisting the CGWI to become a stronger and more vibrant premium wine region. Key Responsibilities Event management Coordinate and manage an array of strategic CGWI events including: : Coonawarra Vignerons Cup : Cellar Dwellers : Wine Tasting Roadshow : Coonawarra Cabernet Celebrations

10 Facilitate a 52 week events calendar in conjunction with members and community-based organisations e.g. Penola Coonawarra Arts Festival Prepare and manage event budgets, achieve financial objectives, and provide P & L reports, as required Prepare advertising and promotional materials including briefing designers/printers Provide post event reports Coordinate all event requirements including ticketing, venues, equipment and staffing Operational marketing and communications Implementing the digital marketing strategy with a focus on: : developing and maintaining positive communications via Facebook, Twitter, and other relevant social media platforms : developing and growing engagement with supporters and subscribers : managing day-to-day communications in keeping with public relations and event management objectives : maintaining a responsive and positive website presence in keeping with strategic and marketing objectives Monitor online communications about CGWI to ensure positive and responsive communications with our internal and external publics Administration and general responsibilities Actively contribute to a positive, harmonious, safe and collegiate team-based work environment that benefits the best interests of the CGWI office team, members and corporate objectives Maintain digital and paper-based records of event and marketing communications for use by CGWI office staff Promote the Coonawarra wine industry, wineries and region in a positive, constructive and engaging manner Attend and represent CGWI at external forums, as required. Working Relationships: Marketing Committee, various event based sub-committees, CGWI members, external providers, and the general public.

11 Finance & Administration Assistant (0.6 EFT casual) The Finance & Administration Assistant reports to the Wine Industry Manager. Position Purpose The role is responsible for generating CGWI invoices and processing payments, customer & member liaison, and providing a range of administration services to support the efficient functioning of the CGWI office. Key Responsibilities Finance administration Generate invoices and process payments, and maintain accurate account records Manage all accounts, and wages, via MYOB Process monthly and annual membership subscription fees, including generating statements Undertake banking, as required Process annual Workcover payments, and yearly wage & superannuation reconciliations for audit purposes Maintain petty cash Liaise with CGWI Treasurer, Wine Industry Manager, finance committee and accountant, as required Customer relationship services Provide a positive, responsive first point of contact for external customers and internal members Manage general enquiries and provide accurate, timely responses Monitor stocks of marketing collateral, glasses, spittoons, records and equipment in store Facilitate the supplies of generic CGWI marketing collateral to regional Visitor Information Centres and related tourism outlets Administration Duties Maintain paper-based and electronic documents & records to aid the efficient operations of the CGWI office Maintain accurate membership records

12 Prepare documents for audits Actively contribute to a positive, harmonious, safe and collegiate team-based work environment that benefits the best interests of the CGWI office team, members and corporate objectives Promote the Coonawarra wine industry, wineries and region in a positive, constructive and engaging manner Working Relationships: Wine Industry Manager, Events and Marketing Officer, various sub-committees, CGWI members, external providers, and the general public.