Presentation Day & AGM

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Wednesday 19 OCTOBER 2016 at 7:00 pm Wangi Oval Upstairs

At the AGM we will be looking for volunteer’s to join the committee and have a say in the future direction of the club.

Below is a list of the positions and a description of each. We invite you to look over both the positions and descriptions and help guide the club to another successful 60 years plus.

Can you volunteer your time and commitment to any of the following executive positions?

| President | Vice President | Secretary | Assistant Secretary | Treasurer | Registrar | Publicity Officer | Sponsorship & Fundraising Officer | Canteen Coordinator | General Committee | Download Descriptions

President
Responsibilities:

The President is the principal leader of the club and has overall responsibility for the club’s administration. The President provides leadership and direction to the club’s committee, office bearers, officials and members.
Duties:
 Be fair and reasonable and show consideration and understanding towards the feelings, hopes and expectations of everyone involved in the club.
 Be unbiased and impartial, give clear direction and set an example for others to follow.
 Be an effective and efficient chairperson, encourage focused discussion and have a sound knowledge of meeting procedures.
 Represent the club at an Association level in a positive and professional manner.
 Be well informed of all club activities.
 Ensure that responsibilities delegated to the Committee and various office bearers are widely communicated, understood and followed through.
 Have a sound understanding of the club rules, the constitution and the responsibilities and duties of office bearers and sub-committees.
 Ensure the clubs financial management procedures remain on target.
 Maintain an overview of the club’s strategic planning process.
 Ensure at all times the management of the club remains positive and progressive and the objects and aims of the club are respected and observed.
 Be prepared to make difficult decisions on behalf of the club if necessary.
 Insist on all members respecting and abiding by the clubs discipline provisions.
 Manage all executive, special and committee meetings and the Annual General Meeting.
Notes:
The President plays a crucial role in ensuring the ongoing good governance of the club. The President should ensure that the Committee is well balanced and has a good cross section of relevant skills.

 

Vice President
Responsibilities:

The Vice President’s role is to assist the President to complete any duties/responsibilities as required.
The Vice President is also responsible for completing the duties of President if they are unable to fulfill his/her responsibilities and/or duties at any stage throughout the season.
Duties (As Required):
 Be fair and reasonable and show consideration and understanding towards the feelings, hopes and expectations of everyone involved in the club.
 Be unbiased and impartial, give clear direction and set an example for others to follow.
 Be an effective and efficient chairperson, encourage focused discussion and have a sound knowledge of meeting procedures.
 Represent the club at an Association level in a positive and professional manner.
 Be well informed of all club activities.
 Ensure that responsibilities delegated to the Committee and various office bearers are widely communicated, understood and followed through.
 Have a sound understanding of the club rules, the constitution and the responsibilities and duties of office bearers and sub-committees.
 Ensure the clubs financial management procedures remain on target.
 Maintain an overview of the club’s strategic planning process.
 Ensure at all times the management of the club remains positive and progressive and the objects and aims of the club are respected and observed.
 Be prepared to make difficult decisions on behalf of the club if necessary.
 Insist on all members respecting and abiding by the clubs discipline provisions.
 Manage all executive, special and committee meetings and the Annual General Meeting.

 

Secretary
Responsibilities:

The Secretary is the key administrative officer of the club and is responsible for the efficient management of the organization.
Duties:
 Provide an open communication link between the Committee, subcommittees, members and other clubs and Associations.
 Clear the mailbox regularly so that correspondence can be distributed and dealt with at meetings.
 Record all inward and outward correspondence and acknowledge where necessary.
 Prepare agendas, reports and papers for all Committee meetings.
 Take minutes at all Committee meetings and at the AGM.
 Communicate all matters of importance from the Associations to the Committee and club members.
 Represent the club at an Association level in a positive and professional manner.
 Be the link between the local Associations and the club on all levels.
 Maintain a sound knowledge of Associations rules and regulations.
 Maintain confidentiality on relevant and delicate matters.
 Have a good working knowledge of meeting procedures.
 Have a good understanding of the club constitution, club rules and regulations and responsibilities of all office bearers.
 Be aware of the future directions and plans of club members.
 Co-operate with and assist the Committee and other office bearers with their duties and responsibilities.
 Manage the club’s strategic planning process.
 Support and encourage all club members to respect and support the National Code of Conduct.
 Complete appropriate documentation to ensure insurance coverage is in place.
 Maintain club administration records – correspondence, financial records, minutes, competition details, staff records etc.
 Support all media, promotion, marketing and sponsorship activities.
Notes:
The Secretary is responsible for the club’s brand image and should ensure that all logos, designs, colours, merchandise, trademarks, copyrights etc are protected (where necessary) and their use is in accordance with club policy.

 

Assistant Secretary
Responsibilities:

The Assistant Secretary’s role is to assist the Secretary to complete any duties/responsibilities as required. The Assistant Secretary is also responsible for completing the duties of Secretary if they are unable to fulfill his/her responsibilities and/or duties at any stage throughout the season.
Duties (As Required):
 Provide an open communication link between the Committee, subcommittees, members and other clubs and Associations.
 Clear the mailbox regularly so that correspondence can be distributed and dealt with at meetings.
 Record all inward and outward correspondence and acknowledge where necessary.
 Prepare agendas, reports and papers for all Committee meetings.
 Take minutes at all Committee meetings and at the AGM.
 Communicate all matters of importance from the Associations to the Committee and club members.
 Represent the club at an Association level in a positive and professional manner.
 Be the link between the local Associations and the club on all levels.
 Maintain a sound knowledge of Associations rules and regulations.
 Maintain confidentiality on relevant and delicate matters.
 Have a good working knowledge of meeting procedures.
 Have a good understanding of the club constitution, club rules and regulations and responsibilities of all office bearers.
 Be aware of the future directions and plans of club members.
 Co-operate with and assist the Committee and other office bearers with their duties and responsibilities.
 Manage the club’s strategic planning process.
 Support and encourage all club members to respect and support the National Code of Conduct.
 Complete appropriate documentation to ensure insurance coverage is in place.
 Maintain club administration records – correspondence, financial records, minutes, competition details, staff records etc.
 Support all media, promotion, marketing and sponsorship activities.
Notes:
The Secretary is responsible for the club’s brand image and should ensure that all logos, designs, colours, merchandise, trademarks, copyrights etc are protected (where necessary) and their use is in accordance with club policy.

 

Treasurer
Responsibilities:

The Treasurer is responsible for the management of the clubs accounts and its financial dealings.
Duties:
 Be fully aware of the financial position of the club at all times and keep the Committee informed of all financial trends and any areas of concern.
 Issue receipts and promptly deposit all monies received.
 Be responsible for ensuring that adequate records are kept regarding the clubs financial transactions.
 Manage the clubs cash flow and maintain a working level of petty cash
 Be a signatory on clubs cheques with at least one other person.
 Prepare regular bank account reconciliations.
 Ensure that other club members do not handle, deposit, pay out or otherwise deal with club funds without your knowledge.
 Prepare detailed budgets each year, as well regular variance reports when necessary.
 Prepare and present a detailed financial report at each Committee meeting.
 Prepare and present full financial statements to the AGM.
 Prepare and present financial statements to the league/group/region/state when required.
 Invest surplus funds and manage the club’s investment program.
 Prepare annual financial accounts for auditing and provide the auditor with information as required.
 Ensure that annual returns and Business Activity Statements (including GST) are filed as required by state &/or federal legislation.
 Acquit funds received from government and/or council grants and submit the necessary financial statements.
 Handle payroll and income tax for employees if necessary.
 On behalf of the Committee, negotiate with financial institutions for overdrafts, loans, mortgages and other facilities as required.

 

Registrar
Responsibilities:

The Registrar is responsible for the accurate and timely registration of all players, coaches, trainers and other club officials.
Duties:
 In conjunction with the Committee, plan club registration dates well before the start of the season.
 Obtain all relevant and necessary particulars of people wishing to play with the club.
 Obtain photographs for each new player and current players requiring new photographs.
 Complete documentation for each player as required by the Associations/League.
 Ensure that original copies of birth certificates and other proof of age documents are available for each new player.
 Co-ordinate club registration dates and times with local league officials.
 Prepare a list of players for each age group for distribution to team coaches.
 Assist players to complete transfer/clearance forms as required and authorise the transfer on the clubs behalf, keeping the Secretary informed of player movements.
 Closely monitor transfers to ensure they are only granted in accordance with club guidelines and League/Association rules.
 Collect registration (players) cards at the end of each season and if required, collate into age groups and return to the Associations.
 Attend qualification meetings of the local league if requested.
 Provide information to enable accurate player records to be maintained.
 Have a sound understanding of the Associations rules and regulations.
 Keep the Committee informed of the status of registrations at all times.
 Prepare weekly draw each week once received from the Secretary & Association
 Record all game scores (U10’s-U17’s) on the National Leaguenet Database at the conclusion of each round.
 Prepare and print player & team officials ID sheets each week
Notes:
The Registrar must ensure that all player details are correct and on the LeagueNet national database.

 

Publicity Officer
Responsibilities:

The Publicity and Promotions Officer is responsible for ensuring that the club and its sponsors receive the widest possible media coverage.
Duties:
 Develop and implement a public relations plan that will better market and promote the club.
 Write and issue regular media releases concerning upcoming events, interesting personalities and club activities and achievements.
 Assist in the preparation and publication of club newsletters.
 Act as a liaison officer for the media at all club events and functions.
 Develop and maintain a close working relationship with all local media personnel.
 Constantly promote the positive aspects of the club’s activities, highlighting at all times the club’s support of the National Code of Conduct.
 Keep the Secretary and Committee informed of all media activities.
 Ensure that the club’s sponsors receive maximum exposure in all spheres.
 Assist with obtaining sponsorship for the club.
 Develop programs for the recruitment and retention of financial supporters of the club.
 Arrange for sponsor’s advertising in the club’s newsletter/club website/Facebook page and through the public address system at home games.
 Create a positive general public awareness of the club and its activities.
 Publicise and promote all events, programs and competitions within the club’s area.
Notes:
It is important that the club website remains informative and is regularly maintained and also that fixtures, results and tables etc are always up to date.
In addition, always enure that appropriate links to sites such as LeagueNet, NRL, CRL, ARL Development and your League/Association are operative.
The Publicity and Promotions Officer should also source articles, stories, interviews and profiles etc for inclusion in local newspapers and magazines.

 

Sponsorship & Fundraising Officer
Responsibilities:

The Sponsorship & Fundraising Officer is responsible for all revenue generation for the club.
Duties:
 If necessary, form a sponsorship and fundraising sub-committee.
 Develop a fundraising strategy for the club.
 Set fundraising goals for the club.
 Organise fundraising activities and functions for the club.
 Supervise volunteers working on the fundraising sub-committee.
 Prepare rosters for volunteers assisting with fundraising activities.
 Ensure all materials required for fundraising are ordered and available.
 Supervise the collection of all monies raised and arrange payment to the Treasurer.
 At the end of each function or activity, reconcile all funds raised with Treasurer.
 Maintain appropriate fundraising records as required by the Treasurer.
 Develop a sponsorship program for the club.
 Identify all available sponsorship opportunities.
 Prepare submissions and all supporting material.
 Present proposals to interested parties.
 Ensure that all commitments are provided according to the terms of the respective sponsorship agreements.
 Maintain accurate records of all sponsorship, fundraising and donations received.
 Develop and implement a sponsorship servicing program that provides value for the club’s sponsors.
 Arrange all necessary permits, registrations and approvals for fundraising activities as required.

 

Canteen Coordinator
Responsibilities:

The Canteen Coordinator is responsible for the proper management of the club’s canteen on match days and at other events and functions nominated by the Committee.
Duties:
 If necessary, form a canteen sub-committee.
 Establish canteen operating hours and prepare a volunteer canteen roster
 Order all food and drink items considered necessary to stock the canteen at the beginning of the season.
 Arrange pick up/delivery of all canteen items.
 Prior to the start of the season, review all insurance arrangements.
 Ensure the canteen is regularly re-stocked throughout the season.
 Supervise canteen staff as required and assist during busy periods.
 Obtain and account for any floats that are required from the Treasurer.
 At the end of each day’s trading in conjunction with the Treasurer or other designated Committee members, count and balance the takings.
 Monitor sales to ensure the canteen is not overstocked on certain items.
 Maintain appropriate records are required by the Treasurer and/or Committee.
 Ensure that the canteen and its contents are secure at all time.
 Keep the Committee informed of all relevant matters.

 

General Committee
Responsibilities:

The Committee along with the Executive Committee (President, Secretary, Treasurer, Vice President and Assistant Secretary) is the decision-making group within the club and manages the club’s affairs on behalf of the members.
Duties:
 Ensure the constitution, objects, aims, rules and regulations of the club and the decisions and by-laws of the Committee are respected and observed at all times.
 Monitor the corporate affairs, governance and policies of the club.
 Obtain and maintain a general understanding of the business of the club.
 Undertake regular reviews of the financial position of the club, and make further enquiries from those reviews if necessary.
 Specify authority levels of the President, Secretary, Treasurer and other Committee members.
 Ensure the club has effective risk management policies in place.
 Accept and discuss reports from key members and sub-committees concerning the day-to-day activities of the club.
 Co-operate, support and work with other Committee members on strategic planning initiatives for the clubs short and long term development.
 Meet regularly on agreed dates.
 Ensure there is free and open two-way communication throughout the club and with other clubs within the league/region/state.
 Have a discipline procedure in place to deal with exceptions.
 Ensure the club adheres to all state and national policies and rules.
Notes:
Committee members owe a ‘duty of care’ to the club and its members. This includes:
 A duty to act in good faith
 A duty not to gain advantage by improper use of their position
 A duty not to misuse information
 A duty to act with diligence and care
 A duty not to trade whilst insolvent.
Committee members are also required to comply with both common law duties (those imposed by the courts) and statutory duties (those imposed under the Corporations Act or Associations Incorporation legislation).

 

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