Committee Job Description
All committee members must comply with the general duties as described and documented in the model rules
13.1 President
The primary responsibilities of the President are:
1. Preside over all committee meetings and represent the club at all association meetings as a club delegate
2. Participate as a general committee member for MDNA
3. Ensure that all actions are in accordance with the Statement of Purpose of the Club, and that the Club constitution and rules are upheld by all members.
4. Ensure that the Executive committee meet at least 3 times a year in accordance with the model rules.
5. Be available and approachable for any member of the club to contact concerning club matters.
6. Be an ambassador for the club in all dealings with other associations and clubs.
7. Participate as a full member of the executive committee on all aspects of running the club.
13.2 Vice President
The primary responsibilities of the Vice President are:
1. Deputise for the President at Delegates meetings or official meetings of club, if required.
2. Assist the President in ensuring that actions are in accordance with the Statement of Purpose of the Club, and that the Club constitution and rules are upheld by all members.
3. Be available and approachable for any member of the club to contact concerning club matters.
4. The Vice President can be nominated to also participate as one of the non-executive or general committee positions, if required by the club. ( e.g. coaches convenor, team manager co-ordinator)
5. Participate as a full member of the executive committee on all aspects of running the club.
13.3 Secretary
The primary responsibilities of the Secretary are:
Perform any duty or function required under the Associations Incorporated Reform Act 2012, to be performed
by the secretary of an incorporated association.
1. Ensure that minutes are maintained of the resolutions and proceeding of each general meeting and each committee meeting, along with a record of the names of the persons present at the meetings. (Actual minutes taken by minute Secretary, if appointed)
2. As custodian of all club records, support the registration secretary in keeping a register of all members and historical data of past members and their history with the club.
3. Liaise with MDNA association regarding administration details of the club and other matters.
4. Represent the club at all association meetings as a club delegate, ensure information is communicated to and from the club committee.
5. Draw up all official letters and memos, as directed by the committee. Keep all club correspondence.
6. Co-ordinate all information for distribution to all members. Ensure that adequate and proper notice is given to all members for general meetings and the annual general meeting.
7. Prepare and maintain records for club membership awards. Ensure that the anniversary of specific years with the club are marked with the appropriate presentation
8. Maintain club website provided under Sporting Pulse and Administer the club email address [email protected]
9. Participate as a full member of the executive committee on all aspects of running the club
10. Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
11. Pre requisite this person MUST have good computer skills (Excel, Word, Email)
12. Secretary must live in Australia (requirement of the Associations Incorporation Reform Act 2012) **AGM 2012
The Associations Incorporation Act 1981 has been replaced with the Associations Incorporation Reform Act 2012. The Public Officer role is now called the Secretary, and has been merged with the club’s Executive secretary position.
13.4 Club Treasurer
The primary responsibilities of the Club Treasurer are:
Comply with all Treasurer responsibilities as documented in the model rules
1. Manage club bank account
2. Liaise with Registration Secretary on collection of club fees and monies, deposited in the Club bank
account, paid by EFTPOS, or via Netball Victoria online system
3. Issue cheques for authorised expenditure of the club
4. Issue all invoices and receipts for club fees and NVM and reconcile with Registration Secretary and Uniforms officer –( the other 2 holders of receipt books)
5. Maintain full records on all club expenses and income using MYOB system
6. Keep all receipts and invoices and maintain correct accounts showing the financial affairs of the Club
7. Produce club accounts for submission to Corporate affairs annually and monthly to committee meeting
8. Manage records and statements with regard to the club ABN registration
9. Manage and Submit all BAS Statements and submissions for GST refunds
10. Liaise with team managers on all matters concerning club fees.
11. Provide Monetary management for any sponsorship or fund raising activities
12. Participate as a full member of the executive committee on all aspects of running the club
13. Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
14. Pre requisite this person MUST have some financial background or experience (MYOB experience preferred)
15. Persons elected to this role may be asked to undergo certain reference checking due to financial responsibility they hold
Requires the ability to pair the emmy with phone or ipad. Internet capability needed to email receipts
13.5 Registration Secretary
The primary responsibilities of the Registration Secretary are:
1. Maintain the current register of all members in the My Netball system. In line with Netball Victoria guidelines.
2. Assist the Secretary in maintenance of historical data of past members and their history with the club
3. Maintain details of Netball Victoria registrations for all members in conjunction with Club
4. Liaise with MDNA NVM co-ordinator for reconciliation and payment for online member registration
5. Handle all correspondence to the club pertaining to NVM registration
6. Be responsible for the submission of updated team registrations to MDNA and co-ordinate with Coaches convenor for team sheets
7. Co-ordinate and manage proof of ID for under age players
8. Manage Clearance forms for new players from other clubs
9. Assist Treasurer to verify and reconcile club fees and monies, deposited in the Club bank account or paid via EFTPOS
10. Participate as a member of the Executive committee on all aspects of running the club
11. 2005 - Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
12. Pre requisite this person MUST have good computer skills ( Excel, Word, Email)
13. Persons elected to this role may be asked to undergo certain reference checking due to financial responsibility they hold
13.6 Coaches Convenor
The primary responsibilities of the coaches convenor are:
1. Liaise with MDNA association regarding coaching matters and MDNA Coaches convenor.
2. Organise and manage the provision of coaches for all teams.
3. Provide contact point for all coaches, to seek assistance and coaching help.
4. Liaise with executive committee on any major issues, as required.
5. Co-ordinate the team training timetable with coaches. Indoor training requirement to be presented to
committee for approval. (Secretary to notify Knox Council of requirement)
6. Promote coaching amongst club members, and promote the role of assistant coach among the younger
players (14- 18yrs)
7. Co-ordinate training, accreditation courses and workshop attendance for coaches.
8. Maintain accreditation records of club coaches. (Official record held by Secretary)
9. Maintain First Aid register, and ensure all coaches participate in basic training.
10. Provide all coaches with info pack at the beginning of each season. – Contents: Club contact list, Injury
form, information regarding warm up, training and playing expectations of the club, Codes of Conduct
13.7 Coaching Development Officer (AGM 2012)
Role: To assist with the on-going training and development of all our FTG coaches.
Includes mentoring our assistant coaches
This position will work closely with the Coaches convenor
13.8 Umpires Convenor
The primary responsibilities of the Umpires convenor are:
1. Liaise with MDNA association Umpires convenor on all matters concerning competition umpiring.
2. Organise and manage the provision of umpires for all games, produce roster and communicate to all umpires. Provide emergency umpire contacts to all registered umpires.
3. Produce a regular newsletter for umpires (copies to committee for reference)
4. Promote umpiring amongst club members.
5. Co-ordinate training, accreditation courses and workshop attendance for umpires.
6. Maintain records of club umpires
7. Maintain waiting list for players wishing to umpire but not yet qualified or experienced. Must be 12 to be on the list.
8. Liaise with Treasurer to ensure Umpires are paid according to pay scale.
9. Participate as a member of the committee on all aspects of running the club.
13.9 Umpires Convenor Assistant Position (AGM 2012)
To assist the Umpires convenor in managing the umpires required for the Saturday competition Includes mentoring our junior umpires
This position will work closely with the Umpires convenor
13.10 Uniforms Officer
The primary responsibilities of the Uniforms Officer are:
Receive and process all uniform orders from members.
Liaise with suppliers to ensure availability of Uniform
Hold stock of Uniform, and keep a stock record, to be reviewed at least quarterly
Review uniform with Committee and team managers at least once a year
Receive monies for uniform, issue receipts and liaise with Club Treasurer to keep accurate accounts and bank monies received
Check invoices against goods received. Advise Treasurer of invoices to be paid
Undertake a uniform stock take at least twice a year
Present Stocktake position to Committee on a regular basis
Be available to take queries from any club member on uniform issues
Participate as a member of the committee on all aspects of running the club
13.11 Assistant Uniforms Officer (AGM 2011)
Assist with processing uniform orders from members
Assist with suppliers as directed by Uniforms Officer
Assist Uniforms officer with issuing of receipts
Assist with uniform stocktakes
Represent the Uniforms Officer at Committee meetings when required
Be available to take queries from any club member on uniform issues
Participate as a member of the committee on all aspects of running the club
13.12 Minute Secretary
The primary responsibilities of the Minute Secretary are:
1. Prepare agenda and maintain minutes for all general committee meetings, along with a record of the names of the persons present at the meetings
2. Attend team managers meetings to record minutes and collate information for club communications. Present minutes to the executive committee
3. Attend Coaches meetings to record minutes and collate information for club communications. Present minutes to the executive committee
4. Assist Secretary in the preparation of club correspondence and letters and memos as requested
5. Co-ordinate the production of a regular newsletter to all members
6. Co-ordinate the dissemination of newsletters and information to all teams via the Team Managers
7. Produce electronic copy of all minutes for club records (held by Secretary)
8. Participate as a member of the committee on all aspects of running the club 2005 - Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
Pre requisite this person MUST have good computer skills ( Excel, Word, Email)
13.13 Equipment Officer
The primary responsibilities of the Equipment Officer are:
Be responsible for all club equipment
Co-ordinate the provision of balls and bibs to all teams
Maintain First Aid Kits in conjunction with Team manager Co-ordinator
Liaise with Knox council regarding Store room at Complex
Regularily check and maintain all training equipment
Collect all equipment from coaches at the end of the season
Perform Annual Audit of all Equipment
Hold register of keys for complex access
Participate as a member of the committee on all aspects of running the club
13.14 Assistant Equipment Officer (AGM 2012)
This role is to assist the Equipment officer in maintaining and managing the equipment bags for all teams
As specified in the Role description of the Equipment Officer.
13.15 Sponsorship and Grant Development Co-ordinator (AGM 2007)
The primary responsibilities of the Sponsorship and Grant development Co-ordinator are:
1. Co-ordinate all activities associated with the development and maintenance of Club sponsorship
2. Review all Grant opportunities identified to Secretary by Club development government body and local Council
3. Convene a subcommittee, if required, of general committee members or other co-opted club members for sponsorship tasks
Liaise with the executive committee on all aspects of Sponsorship . Provide regular briefings, and details of progress. All aspects must be approved via the executive committee
Development of Grant proposals in conjunction with executive committee to benefit the members of the club
Liaise with Fund raising co-ordinator and MDNA in relation to intentions to ensure no conflict of interest occurs
Communicate details to all members of the committee, canvas ideas and acceptable activities from club members
Ensure that the accepted sponsorship is in keeping with the ethics of the club, and meets the criteria set by the Executive committee
Participate as a member of the committee on all aspects of running the club.
13.16 Team Manager Co-ordinator
The Team Manager Co-ordinators primary responsibilities include:
1. Holding of regular (monthly) team manager meetings throughout the season
2. Liaise with the Treasurer and Assistant Treasurer on all financial matters from the team managers
3. Provide training to new team managers on their duties as required
4. Co-ordinate first aid kits for all team managers in conjunction with Equipment Officer Provide co-ordination point for team managers on club activities e.g. presentation night, photos etc.
Be responsible for the issue of Presentation night tickets and allocation of numbers, if required
Provide liaison point between team managers and committee and assist in dissemination of information
Be responsible for the dissemination of all team notices via the Team Managers
Participate as a member of the committee on all aspects of running the club
13.1 President
The primary responsibilities of the President are:
1. Preside over all committee meetings and represent the club at all association meetings as a club delegate
2. Participate as a general committee member for MDNA
3. Ensure that all actions are in accordance with the Statement of Purpose of the Club, and that the Club constitution and rules are upheld by all members.
4. Ensure that the Executive committee meet at least 3 times a year in accordance with the model rules.
5. Be available and approachable for any member of the club to contact concerning club matters.
6. Be an ambassador for the club in all dealings with other associations and clubs.
7. Participate as a full member of the executive committee on all aspects of running the club.
13.2 Vice President
The primary responsibilities of the Vice President are:
1. Deputise for the President at Delegates meetings or official meetings of club, if required.
2. Assist the President in ensuring that actions are in accordance with the Statement of Purpose of the Club, and that the Club constitution and rules are upheld by all members.
3. Be available and approachable for any member of the club to contact concerning club matters.
4. The Vice President can be nominated to also participate as one of the non-executive or general committee positions, if required by the club. ( e.g. coaches convenor, team manager co-ordinator)
5. Participate as a full member of the executive committee on all aspects of running the club.
13.3 Secretary
The primary responsibilities of the Secretary are:
Perform any duty or function required under the Associations Incorporated Reform Act 2012, to be performed
by the secretary of an incorporated association.
1. Ensure that minutes are maintained of the resolutions and proceeding of each general meeting and each committee meeting, along with a record of the names of the persons present at the meetings. (Actual minutes taken by minute Secretary, if appointed)
2. As custodian of all club records, support the registration secretary in keeping a register of all members and historical data of past members and their history with the club.
3. Liaise with MDNA association regarding administration details of the club and other matters.
4. Represent the club at all association meetings as a club delegate, ensure information is communicated to and from the club committee.
5. Draw up all official letters and memos, as directed by the committee. Keep all club correspondence.
6. Co-ordinate all information for distribution to all members. Ensure that adequate and proper notice is given to all members for general meetings and the annual general meeting.
7. Prepare and maintain records for club membership awards. Ensure that the anniversary of specific years with the club are marked with the appropriate presentation
8. Maintain club website provided under Sporting Pulse and Administer the club email address [email protected]
9. Participate as a full member of the executive committee on all aspects of running the club
10. Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
11. Pre requisite this person MUST have good computer skills (Excel, Word, Email)
12. Secretary must live in Australia (requirement of the Associations Incorporation Reform Act 2012) **AGM 2012
The Associations Incorporation Act 1981 has been replaced with the Associations Incorporation Reform Act 2012. The Public Officer role is now called the Secretary, and has been merged with the club’s Executive secretary position.
13.4 Club Treasurer
The primary responsibilities of the Club Treasurer are:
Comply with all Treasurer responsibilities as documented in the model rules
1. Manage club bank account
2. Liaise with Registration Secretary on collection of club fees and monies, deposited in the Club bank
account, paid by EFTPOS, or via Netball Victoria online system
3. Issue cheques for authorised expenditure of the club
4. Issue all invoices and receipts for club fees and NVM and reconcile with Registration Secretary and Uniforms officer –( the other 2 holders of receipt books)
5. Maintain full records on all club expenses and income using MYOB system
6. Keep all receipts and invoices and maintain correct accounts showing the financial affairs of the Club
7. Produce club accounts for submission to Corporate affairs annually and monthly to committee meeting
8. Manage records and statements with regard to the club ABN registration
9. Manage and Submit all BAS Statements and submissions for GST refunds
10. Liaise with team managers on all matters concerning club fees.
11. Provide Monetary management for any sponsorship or fund raising activities
12. Participate as a full member of the executive committee on all aspects of running the club
13. Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
14. Pre requisite this person MUST have some financial background or experience (MYOB experience preferred)
15. Persons elected to this role may be asked to undergo certain reference checking due to financial responsibility they hold
Requires the ability to pair the emmy with phone or ipad. Internet capability needed to email receipts
13.5 Registration Secretary
The primary responsibilities of the Registration Secretary are:
1. Maintain the current register of all members in the My Netball system. In line with Netball Victoria guidelines.
2. Assist the Secretary in maintenance of historical data of past members and their history with the club
3. Maintain details of Netball Victoria registrations for all members in conjunction with Club
4. Liaise with MDNA NVM co-ordinator for reconciliation and payment for online member registration
5. Handle all correspondence to the club pertaining to NVM registration
6. Be responsible for the submission of updated team registrations to MDNA and co-ordinate with Coaches convenor for team sheets
7. Co-ordinate and manage proof of ID for under age players
8. Manage Clearance forms for new players from other clubs
9. Assist Treasurer to verify and reconcile club fees and monies, deposited in the Club bank account or paid via EFTPOS
10. Participate as a member of the Executive committee on all aspects of running the club
11. 2005 - Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
12. Pre requisite this person MUST have good computer skills ( Excel, Word, Email)
13. Persons elected to this role may be asked to undergo certain reference checking due to financial responsibility they hold
13.6 Coaches Convenor
The primary responsibilities of the coaches convenor are:
1. Liaise with MDNA association regarding coaching matters and MDNA Coaches convenor.
2. Organise and manage the provision of coaches for all teams.
3. Provide contact point for all coaches, to seek assistance and coaching help.
4. Liaise with executive committee on any major issues, as required.
5. Co-ordinate the team training timetable with coaches. Indoor training requirement to be presented to
committee for approval. (Secretary to notify Knox Council of requirement)
6. Promote coaching amongst club members, and promote the role of assistant coach among the younger
players (14- 18yrs)
7. Co-ordinate training, accreditation courses and workshop attendance for coaches.
8. Maintain accreditation records of club coaches. (Official record held by Secretary)
9. Maintain First Aid register, and ensure all coaches participate in basic training.
10. Provide all coaches with info pack at the beginning of each season. – Contents: Club contact list, Injury
form, information regarding warm up, training and playing expectations of the club, Codes of Conduct
13.7 Coaching Development Officer (AGM 2012)
Role: To assist with the on-going training and development of all our FTG coaches.
Includes mentoring our assistant coaches
This position will work closely with the Coaches convenor
13.8 Umpires Convenor
The primary responsibilities of the Umpires convenor are:
1. Liaise with MDNA association Umpires convenor on all matters concerning competition umpiring.
2. Organise and manage the provision of umpires for all games, produce roster and communicate to all umpires. Provide emergency umpire contacts to all registered umpires.
3. Produce a regular newsletter for umpires (copies to committee for reference)
4. Promote umpiring amongst club members.
5. Co-ordinate training, accreditation courses and workshop attendance for umpires.
6. Maintain records of club umpires
7. Maintain waiting list for players wishing to umpire but not yet qualified or experienced. Must be 12 to be on the list.
8. Liaise with Treasurer to ensure Umpires are paid according to pay scale.
9. Participate as a member of the committee on all aspects of running the club.
13.9 Umpires Convenor Assistant Position (AGM 2012)
To assist the Umpires convenor in managing the umpires required for the Saturday competition Includes mentoring our junior umpires
This position will work closely with the Umpires convenor
13.10 Uniforms Officer
The primary responsibilities of the Uniforms Officer are:
Receive and process all uniform orders from members.
Liaise with suppliers to ensure availability of Uniform
Hold stock of Uniform, and keep a stock record, to be reviewed at least quarterly
Review uniform with Committee and team managers at least once a year
Receive monies for uniform, issue receipts and liaise with Club Treasurer to keep accurate accounts and bank monies received
Check invoices against goods received. Advise Treasurer of invoices to be paid
Undertake a uniform stock take at least twice a year
Present Stocktake position to Committee on a regular basis
Be available to take queries from any club member on uniform issues
Participate as a member of the committee on all aspects of running the club
13.11 Assistant Uniforms Officer (AGM 2011)
Assist with processing uniform orders from members
Assist with suppliers as directed by Uniforms Officer
Assist Uniforms officer with issuing of receipts
Assist with uniform stocktakes
Represent the Uniforms Officer at Committee meetings when required
Be available to take queries from any club member on uniform issues
Participate as a member of the committee on all aspects of running the club
13.12 Minute Secretary
The primary responsibilities of the Minute Secretary are:
1. Prepare agenda and maintain minutes for all general committee meetings, along with a record of the names of the persons present at the meetings
2. Attend team managers meetings to record minutes and collate information for club communications. Present minutes to the executive committee
3. Attend Coaches meetings to record minutes and collate information for club communications. Present minutes to the executive committee
4. Assist Secretary in the preparation of club correspondence and letters and memos as requested
5. Co-ordinate the production of a regular newsletter to all members
6. Co-ordinate the dissemination of newsletters and information to all teams via the Team Managers
7. Produce electronic copy of all minutes for club records (held by Secretary)
8. Participate as a member of the committee on all aspects of running the club 2005 - Pre requisite this person MUST have Internet access to be able to communicate effectively with the Committee and other club members
Pre requisite this person MUST have good computer skills ( Excel, Word, Email)
13.13 Equipment Officer
The primary responsibilities of the Equipment Officer are:
Be responsible for all club equipment
Co-ordinate the provision of balls and bibs to all teams
Maintain First Aid Kits in conjunction with Team manager Co-ordinator
Liaise with Knox council regarding Store room at Complex
Regularily check and maintain all training equipment
Collect all equipment from coaches at the end of the season
Perform Annual Audit of all Equipment
Hold register of keys for complex access
Participate as a member of the committee on all aspects of running the club
13.14 Assistant Equipment Officer (AGM 2012)
This role is to assist the Equipment officer in maintaining and managing the equipment bags for all teams
As specified in the Role description of the Equipment Officer.
13.15 Sponsorship and Grant Development Co-ordinator (AGM 2007)
The primary responsibilities of the Sponsorship and Grant development Co-ordinator are:
1. Co-ordinate all activities associated with the development and maintenance of Club sponsorship
2. Review all Grant opportunities identified to Secretary by Club development government body and local Council
3. Convene a subcommittee, if required, of general committee members or other co-opted club members for sponsorship tasks
Liaise with the executive committee on all aspects of Sponsorship . Provide regular briefings, and details of progress. All aspects must be approved via the executive committee
Development of Grant proposals in conjunction with executive committee to benefit the members of the club
Liaise with Fund raising co-ordinator and MDNA in relation to intentions to ensure no conflict of interest occurs
Communicate details to all members of the committee, canvas ideas and acceptable activities from club members
Ensure that the accepted sponsorship is in keeping with the ethics of the club, and meets the criteria set by the Executive committee
Participate as a member of the committee on all aspects of running the club.
13.16 Team Manager Co-ordinator
The Team Manager Co-ordinators primary responsibilities include:
1. Holding of regular (monthly) team manager meetings throughout the season
2. Liaise with the Treasurer and Assistant Treasurer on all financial matters from the team managers
3. Provide training to new team managers on their duties as required
4. Co-ordinate first aid kits for all team managers in conjunction with Equipment Officer Provide co-ordination point for team managers on club activities e.g. presentation night, photos etc.
Be responsible for the issue of Presentation night tickets and allocation of numbers, if required
Provide liaison point between team managers and committee and assist in dissemination of information
Be responsible for the dissemination of all team notices via the Team Managers
Participate as a member of the committee on all aspects of running the club