Roles and Responsibilities

Transcription

1 Roles and Responsibilities Management Committee Electric Eels Swimming Club Inc. is a registered legal identity with similar rights as an idividual it can own land, sign a lease and appear in court. We were registered with the Office of Fair Trading in Queensland in 2003 (IA32582). The management committee as determined by the Associated Incorporations Act 1981 and the Association Incorporations Regulation 1999 is required to oversee the activities of the club in good faith and with du diligence. It is strongly advisable that delegates nominated for the management comittee be familiar with the obligations of an Incorporated Association - refer to the Office of Fair Trading in the State of Queensland website for the latest guidelines before accepting a position on the management It should be noted however that an Incorporated Association gives personal protection from liability to members of the management committee for actions of the club (or association). 1. President 2. Treasurer 3. Secretary 1. Primary Delegation to sign the 1. Primary Delegation to sign the 1. Secondary Delegation to sign cheques cheques. the cheques. 2. Oversee the business and operations of the club as required by OFT. 2. Overall responsibility for the clubs financial statements. 2. Maintain the clubs constitution in accordance with Office of Fair Trading guidelines. 3. Chair all meetings in particular the AGM in accordance with OFT. 4. Manage all partnerships and relationships in the best interest of the club - in particular the school. 5. Oversee all applications for Capital / Operational Grant funding requirements. 3. Overall responsibilty for the clubs bank account including reconciliation of bank statements as required by OFT. 4. Maintenance of the clubs accounts using MYOB and be responsible for your own training. 5. Maintain adequate cover of Public Liability Insurance as required by OFT. 3. Maintain the clubs constitution in accordance with Affiliation requirement with Swimming Queensland. 4. Inform the Office of Fair Trading of all necessary change within 1 month including management committee and physical address. 5. Make Available the clubs constitution on the club website. 6. Oversee the recruitment and affiliation with any in house or independent coaching school. 7. Monthly Update/s to the members to keep them informed of the clubs activities. 6. Lodge 'annual return ' form with OFT. 7. Be familiar with our obligations with the Australian Tax office. 6. Assist the president with the agenda and the minutes of club meeting as required by OFT. 7. Keep a file for all minutes and club correspondence.

2 President cont. Treasurer cont. Secretary cont. 7. Register and maintain A.B.N / 8. Oversee the integrity of the A.C.N and G.ST obligations with clubs activities and operations to 8. Collect the clubs mail and the Australian Tax Office including ensure fairness and equality for all maintain the PO Box. periodic BAS statements if concerned. required. 9. Provide leadership and guidance wherever applicable to the benefit of the club. 10. Inform the Management Committee of all matters. 11. Delegate tasks as necessary to members of the working 12. Advise the management committee of any potential conflict of Interest that may result in any personal financial gain. 13. Boost the profile of the club and seek continuous improvement in the clubs activities. 14. Respond to the reasonable will of the majority of members - listen to their needs. 6. Maintain an Assets register for all club property. 10. Inform the Management Committee of all matters. 11. Delegate tasks as necessary to members of the working 12. Advise the management committee of any potential conflict of Interest that may result in any personal financial gain. 13. Keep and provide storage of all club receipts, invoices, statements, deposit books and cheque books. 14. Respond to the reasonable will of the majority of members - listen to their needs. 9. Keep secure the clubs "Common Seal" stamp and pad as required by OFT. 10. Inform the Management Committee of all matters. 11. Delegate tasks as necessary to members of the working 12. Advise the management committee of any potential conflict of Interest that may result in any personal financial gain. 13. Create and maintain all official stationary in accordance with OFT requirements. 14. Respond to the reasonable will of the majority of members - listen to their needs. Working Committee The working committee are an essential part of any not for profit organisation such as our club. Their primary function is to donate their much needed volunteer time skill and expertise under the delegation of the management 6. Club Grants / Fundraising 4. Vice President 5. Canteen Manager Officer 1. Act as ex-officio to the President as required. 1. Have overall responsibility for the Canteen 'petty cash' float. 1. Nominate / Coordinate the Bunnings (and other) BBQ events. 2. Provide support to the management committee when required. 2. Have overall responsibility for the purchase and safe storage of fresh produce, drinks, meat for the BBQ, sweets, ice blocks and other canteen supplies. 2. Nominate / Coordinate all club raffles including suitable prizes etc. 3. Coordinate and facilitate the Working Committee on all special projects including fundraising and carnivals. 3. Have overall responsibility for any assistance required to efficiently run the canteen inc the BBQ chef and canteen assistant/s. 3. Nominate / Coordinate all fundraising opportunities such as chocolate drive/s swim -a-thons etc. Page 2 of 6

3 Vice President cont. 4. Oversee and administer the " Go Club PB" program - to a Bronze level or better (refer to SQ website). Canteen Manager cont. 4. Report to the management committee any profits generated by the canteen. Club Grants / Fundraising Officer cont. 4. Maintain registration of the club for the Community Benefits Scheme - Jupiters Casino 5. Keep informed of Equipment Grants on offer from Brisbane Swimming Association (BSA), Swimming Queensland (SQ) and Swimming Australia (SA) and actively seek to win them. 5. Have overall responsibility for 5. Maintain registration of the club the banking of profits generated by for the State govt - Get Started the canteen into the clubs bank program or similar. account. 6. Keep informed of Capital grants on offer from Local, State and Federal govt and actively seek to win them. 6. Have overall responsibility for the maintenance of the club inventory spreadsheet (stock on hand). 6. Seek oportunities for capital and operating grant program/s on behalf of the club and report to the management 7. Have overall responsibility for the end of season Trophy Day including invitation to Life members, purchase of club trophies, engraving of perpetual trophies etc. 7. Be informed of the club calander and liase with the Race secretaries regarding upcoming events that may require the services of the canteen. 7. Coordinate Grant application submissions in the best interest of the club. 8. Have overall responsibility for the purchase of club merchandise and club uniforms and seek good value for money for our members. 8. Coordinate and facilitate the catering requirements for our volunteers at carnivals. 8. Report to the management committee on all rundraising results and outcomes. 7. Race Secretary 1. Take ownership of the club laptop and TM / MM software. 2. Maintain the clubs database with club night records. 8. (competitive carnivals) 1. Using the Happening Calendar on the SQ website identify suitable carnivals for the clubs members to compete in for the season. 2. Make sure the carnivals are added to the club calendar in the club handbook. 9. (friendly carnivals) 1. Seek interest from clubs where long standing relationships exist through perpetual events and lock in dates prior to the first club night for the season. 2. Seek new opportunities where required to build new relationships with similar like minded clubs and lock in dates as soon as possible. 3. Maintain the clubs database with friendly carnival records. 3. Make sure that you are the SQ contact for our club on their distribution database so that we receive invites (flyer / program) to all SQ sanctioned carnivals. 3. Make sure the carnivals are added to the club calendar in the club handbook. Page 3 of 6

4 Race Secretary cont. 4. Maintain the clubs database with competitive carnival records. (competitive carnivals) cont. 4. Make sure that the flyers / programs are uploaded to the club website. (friendly carnivals) cont. 4. When we host the carnival - in calloboration with the Race Secretary prepare and distribute the Program TM File to the visiting clubs. 5. Maintain the clubs database with club championship records including Individual scoring. 6. Creat TM nomination file for all club carnival nominations and liase with race secretaries from other clubs. 7. Be responsible for the up keep and maintenance of hardware and software equipment. 8. Maintain all club records and Individual best times. 5. Make sure that an is sent 5. When we are the visiting club - out (with the flyer attached) to our in callaboration with the Race competitive club swimmers Secretary prepare our team/s requesting their nominations by nominations and return the TM file the close date. by the due date. 6. Send team nominations (including TM file) to the Race Secretary for implementation into the TM file. 7. Collect Fees report from the Race secretary and request a cheque from the treasurer to pay for the nominations by the due date (send cheque to the Host Club Race Secretary) 8. Follow up payment from our club members with an On the Day - 6. Promote and announce the friendly carnival on the club website, via and also at our weekly club night. 7. On the Day - Have overall responsibility for the collection of fees at the front gate when required. 9. Upload all results to the club website. 10. Generate specific reports on a needs basis for the management 9. On the day coordinate (or delegate a coordinator) timekeeper volunteers in accordance with the time keepers roster for each carnival. 10. On the day coordinate (or delegate a coordinator) for team marshalling. 11. On the day coordinate (or delegate a coordinator) for delivery / setup / pack-up the club marquee. 12. Collect the results (PDF) file and post to club website and to members. 13. Collect the results TM File and send to the Race Secretary for upload into the clubs central database. 9. On the day coordinate (or delegate a coordinator) timekeeper volunteers in accordance with the time keepers roster for each carnival. 10. On the day coordinate (or delegate a coordinator) team marshalling. 11. On the day coordinate (or delegate a coordinator) for delivery / setup / pack-up the club marquee and banner. 12. Collect the results (PDF) file and post to club website and to members. 13. Collect the results TM File and send to the Race Secretary for upload into the clubs central database. Page 4 of 6

5 Race Secretary cont. (competitive carnivals) cont. (friendly carnivals) cont. 14. Identify qualifiers from our club for the annual Brisbane Junior Metropolitan championships and the annual Queensland State championships held in February each season and coordinate nominations for same. 15. Identify targets for both the JX program and YPS program for our competitors and educate them on the individual requirements of each program in order to promote self improvement and setting / reaching personal goals. 10. Website Manager 11. Club Registrar 12. Volunteers Manager 1. Assist President and Vice 1. Have overall responsibility for 1. Prepare and Publish the Club President with volunteer the clubs website. Handbook. recruitment for club nights. 2. Have overall responsibility for the accuracy, currency and consistency of information stored on our website. 3. Have overall responsibility for the up keep of the website including payment of all subscription fees and levies. 4. Upload all weekly club night results as supplied by the Race Secretary. 2. Prepare and Maintain the club membership database. 3. Have overall responsibility for the clubs membership forms and the SQ membership forms. 4. Maintain the SQ online membership status information database. 2. Assist Club Grants / Fundraising officer with volunteer rosters for fundraing BBQs and other fundraising acivities. 3. Assist Canteen Manager with volunteer requirements such as BBQ chef and cannteen assistant/s. 4. Assist Race Secretary Assistants with volunteer requirements such as time keepers, referrees, judges, marshalling etc 5. Upload all competitive Carnival flyer / programs and results as supplied by the Race Secreatary assistant for competitive carnivals. 5. Have overall responsibility for the club sign on day including printing of flyers, advertising in school newsletters and promotion of the clubs activities. 5. Manage working bees on behalf of the club. Page 5 of 6

6 Website Manager cont. Club Registrar cont. Volunteers Manager cont. 7. Upload the periodic 7. Prepare and distribute the club updates as supplied by the standard introductory letter to President or the Vice President existing and new members. from time to time. 8. Have overall responsibility for the suitable acknowledgement of our sponsors and supporters on our website. 8. Folow up and maintain the financial status of the club members on an ongoing basis. 9. Upload suitable photographs for promotional purposes from time to time with the endorsement of the management 10. Keep the website secure where ever possible. 11. Actively seek new and innovative ways of improving the website capabilities by exploring and comparing websites from other swimming and sporting clubs. 12. Explore options for Carnival nominations using the website. 13. Explore options for BPAY or PAYPAL facilities on our website. 14. Explore any opportunity that may exist to make life easy for the management and or working Page 6 of 6