General Committee

Position Descriptions

Click on the Club Committee positions below to view the respective position description. If you have any questions regarding the General Committee position descriptions, don’t hesitate to contact the Club Secretary.

President

Role of the President

The President is primarily responsible for ensuring the Club sets and meets its goals and objectives, is administered according to the Club rules (incl. Constitution and By Laws) and completes all legal and compliance obligations.

Responsibilities

The general responsibilities of the President are wide and varied and may include, but certainly not limited to the following responsibilities:

Knowledge

To successfully undertake the role of the President, you should be:

  • Be well informed of all Club activities, especially those of any sub-committees
  • Have a good working knowledge of the Club’s constitution and by laws, policies and procedures, as well as the duties of all office holders
  • Have a strong understanding of the legal and compliance obligations of running the Club

Governance

Key governance responsibilities include ensuring the Club:

  • Defines and documents its Club culture and behaviours and continually communicates them to members, players, coaches, supporters and volunteers
  • Ensures the club has clearly defined goals and objectives and documented strategies and implementation plans on how they will be achieved
  • Implements strong financial controls to protect the cash and assets of the Club, as well as the volunteers handling the cash
  • Ensures the committee receive regular and accurate financial reporting, budgets and cash flow projections
  • Ensure compliance and legislative obligations are meet
  • Ensure the health and safety of all Club participants
  • Ensure all complaints and disputes are immediately investigated and responded to according to Club policies and procedures
  • All Club positions, roles and sub committees have regularly reviewed position descriptions or terms of references
  • All Club activities are documented in operations manuals, policies and procedures
  • Volunteers are trained and supported throughout the year to undertake their roles successfully

Meetings, communication and key relationships

Running meetings and communicating to stakeholders are core responsibilities of a Club President including:

  • Setting the agenda for each committee and general meeting, including the Club’s Annual General Meeting
  • Chair all committee meetings
  • Chair the Annual General Meeting
  • Act as a spokesperson for the Club and represent it locally, regionally and nationally as required
  • Regularly liaise with sub-committees to ensure they receive assistance and support as and when they need it
  • Ensure that all sub-committees are regularly reporting to the committee.
  • Liaise with all relevant stakeholders
  • Ensure committee members, team manager and coaches fulfil their responsibilities to the Club
  • Ensure the key stakeholder relationships of the Club are maintained and nurtured

Essential Skills

The President is expected to:

  • Act in the best interest of the members at all times
  • Be professional, courteous and approachable
  • Attend all Committee meetings
  • Undertake the role in good faith and with integrity

If at any stage the President becomes aware of a personal conflict of interest, real or perceived between themselves and the Club, they should immediately notify the Club Secretary of the conflict of interest.

Requirements

  • Hold or willing to apply for a current volunteer’s ‘Working with Children’ check
  • Effective communication with various stakeholder groups
  • Is well informed of all other tasks — handle bookings and entries, respond to general duties as directed by the Club
  • Can oversee organisational activities
  • Is aware of the future directions and plans of members
  • Has a good working knowledge of the rules of the Club and the duties of all office holders and subcommittees
  • Is a supportive leader for all members
  • Able to chair committee or executive meetings
  • A good understanding of the sporting and competition requirements at local, regional and higher levels
  • Unbiased and impartial on all issues
  • Receptive to change

Commitment

The estimated time commitment required of the President is 2-3 hours per week, however this can vary depending on a number of factors (events, projects, fundraising etc).

Vice President

Role of the Vice President

The role of Vice President generally is to work closely with and support the Club President. The Vice President will undertake the duties and responsibilities of the President if the President becomes unavailable for any reason.

Responsibilities

The general role of the Vice President is to support the President, assisting them to for fill their responsibilities:

Knowledge

To successfully undertake the role of the President, you should be:

  • Be well informed of all Club activities, especially those of any sub-committees
  • Have a good working knowledge of the Club’s constitution and by laws, policies and procedures, as well as the duties of all office holders
  • Have a strong understanding of the legal and compliance obligations of running the Club

Governance

Key governance responsibilities include ensuring the Club:

  • Defines and documents its Club culture and behaviours and continually communicates them to members, players, coaches, supporters and volunteers
  • Ensures the club has clearly defined goals and objectives and documented strategies and implementation plans on how they will be achieved
  • Implements strong financial controls to protect the cash and assets of the Club, as well as the volunteers handling the cash
  • Ensures the committee receive regular and accurate financial reporting, budgets and cash flow projections
  • Ensure compliance and legislative obligations are meet
  • Ensure the health and safety of all Club participants
  • Ensure all complaints and disputes are immediately investigated and responded to according to Club policies and procedures
  • All Club positions, roles and sub committees have regularly reviewed position descriptions or terms of references
  • All Club activities are documented in operations manuals, policies and procedures
  • Volunteers are trained and supported throughout the year to undertake their roles successfully

Meetings, communication and key relationships

The Vice President will:

  • Assist the President to set the agenda for each committee meeting and general meeting, including the Club’s Annual General Meeting

In the absence of the President, the Vice President will:

  • Chair committee meetings
  • Chair the Annual General Meeting
  • Act as a spokesperson for the Club and represent it at locally, regionally and nationally as required
  • Ensure all responsibilities of the President are undertaken

Essential Skills

The Vice President is expected to:

  • Act in the best interest of the members at all times
  • Be professional, courteous and approachable
  • Attend all Committee meetings
  • Undertake the role in good faith and with integrity

If at any stage the Vice President becomes aware of a personal conflict of interest, real or perceived between themselves and the Club, they should immediately notify the Club Secretary of the conflict of interest.

Requirements

  • Hold or willing to apply for a current volunteer’s ‘Working with Children’ check
  • Effective communication with various stakeholder groups
  • Is well informed of all other tasks — handle bookings and entries, respond to general duties as directed by the Club
  • Can oversee organisational activities
  • Is aware of the future directions and plans of members
  • Has a good working knowledge of the rules of the Club and the duties of all office holders and subcommittees
  • Is a supportive leader for all members
  • Able to chair committee or executive meetings
  • A good understanding of the sporting and competition requirements at local, regional and higher levels
  • Unbiased and impartial on all issues
  • Receptive to change

Commitment

The estimated time commitment required of the Vice President is 2-3 hours per week, however this can vary depending on a number of factors (events, projects, fundraising etc).

Treasurer

Role of the Treasurer

The Treasurer is responsible for ensuring the committee is empowered to manage the financial affairs of the Club, is responsible for protection of the Club’s cash, assets and the volunteers who handle them, ensuring the collection of all revenues and payment of all financial obligations.

The Treasurer must also ensure that all financial transactions are recorded in the Club’s accounts and producing the Club’s financial reports for presentation to the committee, the members at the AGM, as well as complying with all financial reporting obligations contained in the Club rules and the Incorporated Associations legislation.

Responsibilities

Empowering the committee to manage the financial affairs of the Club

  • Preparation of a Club budget and cash flow projection at the start of the year for review and sign off by the committee
  • Record all financial transactions in the Club’s accounting system, as well as maintaining a list of Club assets and liabilities.
  • Comparing actual financial results of a given period to budgets for the same period and provide explanations for any variances for the committee to review and take action in a timely manner
  • Provide monthly profit and loss reports and balance sheet to the committee each month (generally presented at each committee meeting)
  • Provide a list of payments for the previous month to the committee each committee meeting
  • Provide a list of revenues outstanding and payments to be made to the committee each committee meeting

Protect the Club’s assets, cash and the volunteers who manage them

  • Implementing financial management procedures which protect both the Club’s funds and assets and the volunteers who handle them
  • Control the Club bank account(s), ensuring only those authorised are bank account signatories
  • Ensure as much revenue as possible is collected using online payments
  • Ensure all approved expenditure is paid as when it falls due
  • Ensure all moneys due to the Club are collected

Financial reporting

  • Where an audit or review is required, ensure it is completed in time for the financial reports to be presented to members at the Annual General Meeting
  • Produce the financial report for members to be presented at the Annual General Meeting
  • Undertake all legislatively required reporting and submissions

Essential Skills

  • Enthusiastic and well organised.
  • Ability to keep concise financial records in the Club’s accounting system
  • Ability to allocate regular time periods to maintain the financial records of the Club
  • Diligent with receipts and money
  • Ability to work in a logical and orderly manner
  • Honest and trustworthy
  • Financial accounting or book keeping experience preferred
  • Computer skills

If at any stage the Treasurer becomes aware of a personal conflict of interest, real or perceived between themselves and the Club, they should immediately notify the Club Secretary of the conflict of interest.

Requirements

  • Hold or willing to apply for a current volunteer’s ‘Working with Children’ check
  • Effective communication with various stakeholder groups
  • Is aware of the future directions and plans of members
  • Has a good working knowledge of the rules of the Club and the duties of all office holders and subcommittees
  • Unbiased and impartial on all issues

Commitment

The estimated time commitment required of the Treasurer is 2-3 hours per week, however this can vary depending on a number of factors (events, projects, fundraising etc).

Secretary

Role of the Secretary

The key responsibilities of the Secretary are to understand the Club rules (incl. Constitution and By Laws), policies and procedures, legal and compliance obligations, and ensure the Club is run according to these core requirements at all times.

The Club Secretary is the Club’s nominated representative for the purposes of complying with the Incorporated Associations Act, however they may be assisted by other Club Executive if required.

The Secretary is also the Club officer responsible for managing, collecting, reviewing and disseminating the Club’s information and knowledge (e.g. policies and procedures, position descriptions etc).  The Secretary is responsible for collecting all the key Club information created and used during the year and previous years and should co-ordinate the handover of the information and knowledge to the incoming committee and relevant volunteers.

Responsibilities

The Secretary is responsible for the administrative tasks of the club including:

Legislative responsibilities

The Secretary will also act as the ‘Public Officer’ of the Club, so generally becomes the Club’s nominated secretary under the Incorporated Associations Act, and as such is responsible for:

  • Notifying the relevant government body of their appointment
  • Lodging on behalf of the Club all reports and notices as required by the relevant Incorporated Associations Act
  • Maintaining the Club’s membership database – this role may be delegated to other committee members

Meetings

  • In conjunction with the President, schedule all committee meetings and general meetings (including the Annual General Meeting) as early as possible
  • Prepare and circulate, at least 4 days prior to each committee meeting the agenda and supporting reports, including financial reports and any other information required to considered by the committee
  • Take the meeting Minutes of each committee and general meeting, circulating them within 4 days of the meeting to relevant people
  • Prepare and circulate according to the Club Rules, the notice convening the Annual General Meeting, ensuring all members are invited
  • If there are special resolutions to be considered at a general meeting, ensure the special notification requirements under the Club Rules are met
  • Maintain the minute book of Club committee and general meetings, ensuring the minutes of each meeting are signed by the President confirming they are a true and correct reflection of the meeting

Player and team administration

  • Enter teams in their relevant competitions
  • Book venues for training and match day competitions as required
  • Ensure all players are registered and cleared to play in their nominated teams
  • Co-ordinate all player and coach clearances and transfers

Communication

  • Handle all general Club correspondence, responding to any correspondence as required
  • Oversee and co-ordinate the Club’s communication strategy, including its website, email newsletters and social media
  • Be the Club’s point of contact for key stakeholders including, local council, local association and peak sports bodies

Knowledge Management

  • Maintain a register of the latest version of all Club documentation including but not limited to the Club Constitution, By Laws, all policies and procedures, position descriptions, sub-committee terms of reference, coach and player development plans etc.
  • Maintain a register of all marketing material relating to the Club’s activities (letterhead, logos, posters, brochures etc.)
  • Ensure that all volunteers update their position descriptions and any operating manuals, policies and procedures
  • Co-ordinate the induction training for the incoming committee, sub-committees, coaches and volunteers

Succession Planning

A key responsibility of the Club Secretary is to ensure that at the end of their term a new Secretary is able to be easily recruited.  An effective succession planning strategy is to appoint at least one but often multiple Assistant Secretaries who will be delegated tasks and responsibilities of the Secretary. The Secretary will ensure that when delegating tasks to Assistant Secretaries that:

  • Expectations are clearly defined
  • The Assistant Secretaries have been adequately trained
  • The Secretary provides continual monitoring and support

Essential Skills

  • Enthusiastic and well organised
  • Ability to keep concise records, including but not limited to meeting minutes
  • Ability to allocate regular time periods to maintain the Club’s records
  • Ability to work in a logical and orderly manner
  • Honest and trustworthy
  • Computer skills

If at any stage the Secretary becomes aware of a personal conflict of interest, real or perceived between themselves and the Club, they should immediately notify the Club President of the conflict of interest.

Requirements

  • Hold or willing to apply for a current volunteer’s ‘Working with Children’ check
  • Effective communication with various stakeholder groups
  • Is aware of the future directions and plans of the Club and its members
  • Has a good working knowledge of the rules of the Club and the duties of all office holders and subcommittees
  • Unbiased and impartial on all issues

Commitment

The estimated time commitment required of the Treasurer is 2-5 hours per week, however this can vary depending on a number of factors (events, projects, fundraising etc). Note, many of the responsibilities listed above may be delegated to other committee members or volunteers, e.g. website and social media, Club team management etc.

General Committee

Role of a General Committee Member

The role of a general committee member is to provide support to the President, Secretary and other Executive and General Committee members to ensure the club sets and meets its goals and objectives, is administered according to the Club Rules (incl. Constitution and By Laws) and completes all legal and compliance obligations.

Responsibilities

The general responsibilities of committee members are wide and varied and may include, but certainly not limited to the following responsibilities:

Knowledge

To successfully undertake the role of a committee member, you should be or become:

  • Be well informed of all Club activities, especially those of any sub committees
  • Have a good working knowledge of the Club’s constitution and by laws, policies and procedures, as well as the duties of all office holders
  • Have an understanding of the legal and compliance obligations of running the Club

Governance

Committee members generally contribute to the development, definition and delivery of the following Club activities and responsibilities:

  • Culture and behaviours
  • Goals and objectives, and documented strategies and/or implementation plans on how they will be achieved
  • Identification and formulation of budgets and cash flow projections for the upcoming year
  • Ensuring compliance and legislative obligations are meet
  • Ensure the health and safety of all Club participants
  • Ensure all complaints and disputes are immediately investigated and responded to according to Club policies and procedures
  • Volunteers are trained and supported throughout the year to undertake their roles successfully
  • Assist the President, Treasurer and Secretary in their duties as required
  • Undertake tasks at the request of the President or General Committee
  • Participate in Club sub-committees specified by the President

Participating in Committee Meetings

A core function of all committee members is that they attend and actively participate and contribute in committee meetings.

Requirements

  • Hold a dedicated Club position
  • Ability to provide an informed opinion/view in group discussions at committee meetings
  • Effective and respectful communicator
  • Be discreet and able to maintain confidentiality on relevant matters
  • Hold or willing to apply for (and obtain) a current volunteer ‘Working with Children’ check

Requirements

General Committee members are expected to:

  • Act in the best interest of the members at all times
  • Be professional, courteous and approachable
  • Attend all (most) committee meetings
  • Undertake the role in good faith and with integrity

If at any stage the committee member becomes aware of a personal conflict of interest, real or perceived between themselves and the Club, they must immediately notify the President of the conflict of interest.

Commitment

The estimated time commitment required of General Committee Members is 2 hours per week, however this can vary depending on a number of factors (events, projects, fundraising etc).

Note: The position descriptions may be amended from time to time by the Club committee.