PRESIDENT
The Key Roles of the President are to:
•
Be aware of all Club activities including, its
financial position, activities of the Sub-
Committees, issues relating to playing
hockey at all levels and issues that may be raised by teams or players.
•
Lead the planning, development and future
direction of the Club.
•
Have a good working knowledge of the Club
Rules, Club By-Laws and the duties of all office holders and the various
sub-committees.
•
Lead the Management Committee and
Sub-committees to achieve the objects of the Club. The President will ensure that all Club
issues matters are fully discussed by the Management Committee and Sub-committees
in order to achieve the best possible outcomes for the Club and its members.
•
Chair the Club’s Annual General Meeting (AGM)
by following the agenda, completing all business, making awards or
presentations, and if applicable, introducing and welcoming guest speakers.
•
Represent the Club at local, regional and
national levels.
•
Be a supportive leader to all Club members. The President will consider member’s
suggestions (not just committee members) and bring them to the attention of the
Management Committee.
•
Ensure that planning and budgeting for the
future is carried out in accordance with the wishes of the Club members
SECRETARY
The
Secretary is responsible for all written communications emanating from and
received by the
Club. Letters etc. may be compiled by the
Secretaries of the Sub-Committees for the Club
Secretary’s
signature however, the Secretaries of the Men’s and Women’s Sub-Committees may
sign correspondence of a non-contentious nature.
The
Key Roles of the Secretary are:
•
Provides a link between members, the Management
Committee, other Clubs, Regional and State Associations, and Hockey Australia.
•
Often the Secretary is the Club’s first point
of contact for information or details regarding its activities and operations.
•
Manage and supervise others (in relation to
secretarial duties).
•
Organise and delegate tasks.
•
Receive, distribute and keep a record of all
correspondence. Reply promptly where necessary.
•
Maintain Club administration files e.g.
correspondence, financial records, and minutes, etc.
•
Maintain membership records i.e. names, contact
and personal details.
•
Organise meeting details, notify and distribute
documentation to relevant personnel.
•
Prepare AHL Player (men and women) agreements
for signing by players and Club President.
TREASURER
The Treasurer is responsible for the
overall financial management of the Club. This includes liaison with Assistant
Treasurers and Committee members of Men’s and Women’s Playing Committees in the
collection of playing fees.
The Key Roles of the Treasurer are to:
•
Process the payment of invoices for the
expenses incurred in the operation of the Club from the Club’s bank accounts.
•
Maintain a working level of petty cash.
•
Ensure monies received are banked promptly and
recorded correctly.
•
Invoice groups/members for playing fees,
playing uniforms and rentals, e.g. buildings, equipment, uniforms etc.
•
Prepare playing fee budgets for the forthcoming
year.
•
Maintain accurate records of current income and
expenditure.
•
Prepare annual financial accounts for auditing
and provide the auditor with information as required.
•
Be the signatory on Club cheques (with at least
one other person).
•
Ensure annual returns are filed with the
relevant Government department of the state, if required.
•
Manage Club investment programs.
•
Prepare and present regular financial
statements to the Management Committee.
•
Regularly file business activity statements
(including GST) including file tax returns and income tax payments for
employees as required.
•
Acquit funds received from government grants
where applicable.
•
Coordinate the activities of the Men’s and
Women’s Equipment Coordinators including:
a)
Monitoring the purchases of hockey equipment
for the Club;
b)
Maintain a register of all existing
equipment and new equipment and record details of all outgoing and incoming
equipment;
c)
Assess the need for repairs to equipment
and when justified shall arrange for its repair;
d)
Receive monies from the sale of equipment
etc, and record same and to account to the Club Treasurer of such monies; and
e)
Receive from the Equipment Coordinators of
the Men’s and Women’s Players Committees their annual stocktake of playing
equipment and estimate of the playing equipment needed for the next hockey
season.
•
Source and investigate financial grant or
funding opportunities.
VICE PRESIDENT
The Key Roles of the Vice President are to:
•
Oversee the Club’s Risk Management policy and
other corporate governance issues, to monitor compliance.
•
Coordinate the activities of the Social
Committee.
•
To chair and coordinate the activities of the
Commercial Old Members and Supporters [COMS] Sub-Committee.
•
If the President is unavailable, represent the
Club at local, regional and national levels.
ASSISTANT SECRETARY
The Key Roles of the Assistant Secretary are to:
•
Assist and support the Secretary to facilitate
the efficient administration of the Club.
•
Record the Minutes of the Management Committee
meetings.
•
Prepare meeting agendas (in consultation with
the President).
•
Coordinating the updating of the Club Website
content.
•
Distribute minutes promptly and follow up on
‘action’ lists.
•
Coordinate and compile the Annual Report.
CHAIRPERSON
FACILITIES and GROUNDS
The Key Roles of the Chairperson
Facilities and Grounds are to:
•
Ensure that the Clubhouse is open for
activities.
•
Maintain the Clubhouse Key Register.
•
Manage the Bar Committee and set rosters to
committee members to attend Touch
Football nights.
•
Coordinate the purchase of supplies for the
Clubhouse for operation of the bar and canteen.
•
Coordinate field marking and maintenance of the
Club grounds.
•
Coordinate bookings for use of the Clubhouse
and Club grounds.
The role of the Facilities and Grounds
Sub-Committee shall include:
•
Managing and allocating fields for play and/or
training.
•
Marking and maintaining, the fields and
associated equipment including lights.
•
The Sub-Committee, through the Chairperson
Facilities and Grounds is responsible to the Management Committee. It will advise the Management Committee of
any major maintenance requirements and recommend any new equipment required and
to lend or hire equipment under their control and take all precautions for its
safe return.
•
The Sub-Committee shall liaise with the Marketing
Officer regarding the positioning of field advertisement.
•
The Sub-Committee shall endorse all invoices
involving expenditure incurred by the Committee and forward on to the Club
Treasurer for payment.
•
To manage the day to day operation of the
Clubhouse and other buildings. This
shall include operation of the Bar and Canteen; including the license, roster,
renting of the Clubhouse and other buildings to organisations. To order after gaining approval from the Club
Secretary all bar supplies.
•
The Sub-Committee is responsible for minor
maintenance and is to advise the Management Committee for any major maintenance
(i.e. painting, drainage repairs etc) and equipment requirements.
•
All invoices involving expenditure incurred by
the Sub-Committee shall be endorsed and forwarded on to the Club for payment.
•
The Sub-Committee shall liaise with the Social
Sub-Committee with regard to social functions held in the Clubhouse etc.,
organised by the Social Committee.
•
The Sub-Committee shall record details of all
moneys received, deliver same to the Club Treasurer, record same, and receive a
receipt. All money in the Sub-Committee’s
possession shall be kept in a secure place.
Each day’s takings shall be counted and recorded. The records shall be
made available to the Management Committee.
CHAIRPERSON
MEN’S PLAYERS COMMITTEE
The Chairperson of the Men’s Players
Committee is responsible for the overall organisation and management of the
playing of hockey for all men and boy players and associated activities.
The duties of the Men’s Players
Sub-Committee and its members shall include:
•
Collect ion of fees, record receipts and pass
funds on to the Club Treasurer.
•
Collection of playing fees shall be carried out
by the Men’s Treasurer.
•
The Men’s Secretary shall inform players of the
amount of fees to be paid at the time of registering to play.
•
The Men’s Secretary will inform players of the
amounts of those instalments and the dates by which the instalments are to be
paid.
•
Selection of teams, compilation of registration
papers for forwarding to BHA/BJHA by the Men’s Secretary.
•
All incoming correspondence of a contentious
nature is to be sighted by the Secretary of the Management Committee within 5
days of receipt. Letters may be written by the Men’s Secretary and forwarded to
the Management Committee for the Secretary’s signature.
•
All invoices of expenditure incurred by the
Sub-Committee shall be recorded for the Club Treasurer to check on request.
•
The Sub-Committee may engage in approved fundraising
activities such as raffles etc.
•
The Men’s Equipment Officer is to complete a
stocktake of team equipment by 30 September to be submitted to the Equipment
Coordinator together with an estimate of the team equipment needed for the next
hockey season.
•
Nominated coaches and managers for all or any
teams must be ratified by the Management Committee before being appointed.
CHAIRPERSON WOMEN’S PLAYERS COMMITTEE
The Chairperson of the Women’s Players
Committee is responsible for the overall organisation and management of the
playing of hockey for all women and girl players and associated activities.
The duties of the Women’s Players
Committee and its members shall include:
•
Collection of fees, record receipts and pass
funds on to the Club Treasurer.
•
Collection of playing fees shall be carried out
by the Women’s Turf and Grass Coordinators.
•
The Women’s Secretary shall inform players of
the amount of fees to be paid at the time of registering to play.
•
The Women’s Secretary shall inform players of
the amounts of those instalments and the dates by which the instalments are to
be paid
•
Selection of teams, compilation of registration
papers for forwarding to BWHA by the Women’s Secretary.
•
All incoming correspondence of a contentious
nature is to be sighted by the Club Secretary within 5 days of receipt.
•
The Sub-Committee may engage in approved fundraising
activities such as raffles etc.
•
The Women’s Equipment Oficer is to complete a
stocktake of team equipment by 30 September to be submitted to the Equipment
Coordinator together with an estimate of the team equipment needed for the next
hockey season.
•
Nominated coaches and managers for all or any
teams must be ratified by the Management Committee before being appointed.
MARKETING
OFFICER
The Key Roles of the Marketing Officer are
to:
•
Coordinate the activities of the Fundraising
Committee.
•
When a Sub-Committee or a member of the Club or
the Marketing Officer obtains details of a proposed sponsorship, the Marketing
Officer shall advise the Sub-Committee or member on the proposal and then
submit the proposal together with his/her recommendations to the Management
Committee outlining:
a)
the suitability of the sponsorship
proposal;
b)
The sponsor’s terms and conditions;
c)
any conflict with existing or proposed
sponsorship; and
d)
how to give the proposed sponsor the best
presentation for the sponsorship.
•
Source goods or services from sponsors for
fund-raising.
•
Be responsible for advertising on the grounds
at Finsbury Park and Club Building and Equipment, however when necessary the
Grounds Committee and the House Committee will be consulted on advertising
locations.
•
Investigate opportunities for and coordinate
promotions of the Club.
•
Coordinate and edit articles or material
prepared by Sub-Committees and members for publication in local newspapers.
•
To initiate, co-ordinate and assist in
presenting hockey promotions at shopping centres, schools etc.
EQUIPMENT
COORDINATOR
The
Key Roles of the Equipment Coordinator are to:
Coordinate the activities of the Men’s,
Women’s, Boys and Girls Equipment Officers including:
a)
Monitoring the purchases of hockey equipment
for the Club;
b)
Maintaining a register of all existing
equipment and new equipment and record details of all outgoing and incoming
equipment;
c)
Assess the need for repairs to equipment and
when justified shall arrange for its
repair;
d)
Receive monies from sales, record and account
to the Club Treasurer of same.
e)
Receive from the Equipment Coordinators of the
Men’s and Women’s Players Committees their annual stocktake of team equipment
and estimate of the playing equipment needed for the next hockey season.
The Chairperson of the Equipment
Sub-Committee reports to the Club Treasurer and may attend Management Committee
meetings to report on equipment issues, however, they will not have any voting
rights at Management Committee meetings.
