President
To ensure the club promotes the participation and
achievement of its teams. Ensure the club is run efficiently administratively,
financially and socially to support all on-field activities.
The President helps the committee prioritise its
goals and keeps the committee on track by working within the club’s framework.
At an operational level, the major function of the President is to facilitate
effective committee meetings.
·
Ensure
committee members, team manager and coaches fulfil their responsibilities to
the club.
·
Attend FB
and Council meetings/forums where relevant.
·
Manage/Chair
monthly committee meetings and the club’s AGM.
·
Discuss
the agenda items prior to each committee meeting with the Secretary and ensure
that it is circulated to relevant members in plenty of time.
·
Ensure
that all sub-committees are accountable and responsible.
·
Report
activities of the portfolio to the membership of the AGM.
·
Ensure
that planning and budgeting for the future is carried out in accordance with
the wishes of members.
·
Review
Constitution, By-Laws and Rules of Competition.
·
Adopt
risk management; smoke free, sun smart, code of conduct and safe alcohol
policies.
·
Be a
facilitator for club activities.
·
Be
available to handle any disputes.
·
Liaise
with relevant stakeholders including local Council.
Secretary
The club secretary is primarily responsible for
all administration duties and provides the coordinating link between member,
the committee and various stakeholders.
·
Establish
a meeting schedule for General and Executive Committees for the current year.
·
Provide
secretarial support to the committee, including preparing agendas in
consultation with the President.
·
Collect
and collate reports from office bearers.
·
Prepare
minutes of all committee and General Meetings of the club, distribute them in
accordance with the club’s Constitution and file appropriately.
·
Collate
and arrange for the printing of the annual report.
·
Prepare
a comprehensive report of all activities of the club for presentation to
members at the AGM.
·
Maintain
an accurate copy of the Rules and By-Laws of the club.
·
Maintain
registers of members’ details plus life members and sponsors.
·
Be
familiar with the roles of the Club, Competition, FB and any other body that
has governance. Give advice to the President and committee as required.
·
Receive
all correspondence directed to the club, inform President, react, follow up and
distribute to appropriate members.
·
Ensure
all licenses required by the club are current.
·
Coordinate
team reports for club newsletter, email.
·
Act as
the Public Officer of the club (Consumer Affairs Victoria – Incorporated Association).
·
Complete
annual statements as required by the Incorporations Act.
·
Maintain
sponsorship records.
·
Notice
to FB and relevant stakeholders regarding changes to committee members and key
contacts.
Treasurer
To ensure that a financial management and
reporting system is put in place and operable so the club committee has an
accurate understanding of the financial status of the club at all times.
·
Prepare
budget, in consultation with the committee to reflect income and expenditure of
the club for presentation at the first meeting of the year.
·
Ensure
all staff, team managers and coaches do not exceed authority ceilings for
financial expenditure without reference to the General Committee.
·
Attend
to general banking activities.
·
Maintain
accurate records of income and expenditure.
·
Report
to the General Committee monthly.
·
Present
all accounts for payment for approval.
·
Arrange
invoices for periodical payments.
·
Make
details of all accounts available to the club committee and members as provided
in the Corporate Affairs Act.
·
Organise
collection of funds from various events for banking.
·
Oversee
and seek reports of all other accounts held by sections of the club.
·
Ensure
all taxation commitments are met by the club.
·
Ensure
the club finances are appropriately audited.
·
Prepare
annual financial accounts for auditing and provide the auditor with necessary
information.
·
Report
activities of the portfolio to the membership at the AGM.
·
Be one
of several signatories – two on each club cheque.
·
Monitor
sponsorship funds.
·
Attend
monthly club committee meetings.
·
Liaise
with FB regarding financial payment system.
·
Attend FB
financial training session as required.