Responsibilities common to all committee members
- Attend committee meetings as scheduled (approximately 6 per year).
- Uphold the Club’s Code of Conduct.
- Promote the Club at every opportunity.
- Support and promote the Club’s beliefs in fair play and good sportsmanship.
- Advise the Publicity & Communications Officer of potential sponsorship opportunities for the Club.
- Be available to all members to hear any concerns or comments they may have.
- Take action on any concerns or comments raised by a member by passing it on to the relevant committee member and/or raising it at committee meeting. Follow-up with the member to ensure a satisfactory outcome.
- Support and enforce Club rules.
President
- Act as chairperson at all meetings.
- Oversee the activities of the Club and committee and the attainment of the Club’s objectives.
- Act as official spokesperson for the Club.
- Control and coordinate activities of the Club.
- Convene regular meetings of the committee
- Ensure that all members perform their duties in a manner consistent with the objectives of the Club.
- The President shall vote as a Club member in all ballots and shall also have a casting vote in the event of a tie.
Vice Presidents
- Support and assist the President in the running of the Club.
- In the absence of the President a vice-President appointed by the President will take on the role and activities of the President
VP Junior – Under-8 to Under-12
VP Senior – Under-14 to Under-20
- Support President
- Assist with decision-making, settlement of disputes/issues
- First point of contact for age-group coordinators
- Assist coordinators with grading teams and placement of players
- Support age-group coordinators in their roles
VP Coaching & Development
- Oversees the organisation of development programs for players and coaches, coaching information sessions and events including:
- Junior beginners’ clinics – two per year
- Junior academy – 1 each per year for boys and girls
- Level 0 and Level 1 Coaches Course – annually
- Coach meeting – annually
Secretary
- Collection, sorting and distribution of Club mail.
- Issue notices of meetings.
- Preparation and distribution of meeting agenda
- Take Minutes and distribute within 7 days of meetings and file copies in Club’s electronic files.
- Be responsible for the safe custody of books, documents and securities of the Club.
- Preparation of AGM documents and notices
- Keep a copy of the Rules
- Maintain rolls at AGMs and SGMs
- Submit annual statement to Consumer Affairs Victoria within 1 month of AGM
- Liaise with Registrar and assist where necessary.
Treasurer
- Keep accurate records of all financial transactions and maintain the Club’s bank accounts.
- Prepare annual budget for the financial year ending 30 September.
- Present a report of the financial affairs of the Club at committee meetings.
- Produce an audited statement of financial affairs for the Annual General Meeting.
- Ensure all signatories are up to date with current committee registered at the bank.
- Safeguard online banking information (ie: login and password).
- Organise floats as required.
- Produce miscellaneous invoices as required.
- Track payments through SportingPulse, PayPal and bank account.
- Promptly bank all monies received.
- Promptly pay all invoices received eg: to training venues, uniform supplier, etc
- Reconcile bank statements.
- Liaise with Registrar and assist where necessary.
- Committee position descriptions Revised Oct 2014
Registrar
- Responsible for data entry and management of players and teams – ensure consistency of data entry
- Oversees the follow-up of outstanding registrations and fees by age group coordinators: runs registration and outstanding fee reports for coordinators to follow-up
- Point of contact for Age-group coordinators regarding registration and fee matters
- Close liaison with Treasurer & Secretary
- Track payments through SportingPulse, PayPal and bank account.
- Provide lists of players with outstanding fees to age coordinators for follow-up.
- Contact point for initial Club enquiries. Respond when appropriate or forward enquiries on to coordinators or other relevant committee member.
- Liaise with coordinators and Team Managers to update and maintain all team details.
- Collation and submission of all teams to DBA at start of or during seasons.
- Liaise with DBA and other clubs about Club issues and enquiries – such as unregistered players, clearances and permits.
- Maintain register of members.
- Liaise with Secretary and Treasurer and assist where necessary.
- Committee position descriptions Revised Oct 2014
Publicity & Communications Officer
- Raise the profile of the Club and generally promote the game of basketball within Berwick and the wider community.
- Produce at least two newsletters each year.
- Manage the communications between the Club and its members.
- Liaise with local schools to promote the Club’s training clinics for new players.
- Maintain the Club’s website.
- Provide stories for local media.
- Maintain Club noticeboards.
- Committee position descriptions Revised Oct 2014
Uniform Co-ordinator
- Make sample uniforms available to try on for size when required.
- Receive payment for the uniform and issue receipt before placing the order.
- Liaise with uniform supplier to place order and arrange delivery of completed order.
- Distribute uniforms to team member or Team Manager/Coach.
- Supply alternate tops to teams as requested by team Managers.
- Receive and process orders for all other Club merchandise.
- Committee position descriptions Revised Oct 2014
Training Venue Co-ordinator
- Coordinate the allocation of courts for training sessions.
- Liaise with Age Coordinators regarding training needs for the season.
- Advise Team Managers of alterations to existing training schedules/court availability.
- Provide copies of the training schedule to committee members.
- Liaise with the Secretary and Treasurer to ensure only courts being used for training are paid for.
- Liaise with the Secretary to negotiate with relevant schools for future court allocation.
Age Group Co-ordinators
- Oversee the general management of teams in the age-group
- Respond promptly to enquiries from potential new members:
- Provide relevant Club information;
- Locate a suitable team and discuss with Team Representatives;
- Introduce new member to Team Representatives and provide Club welcome material.
- Liaise with Team Managers regarding Club matters, including teams and players entering the following season.
- Provision of team lists in the prescribed form to the Registrar when required for teams to be entered into the new season.
- Follow-up unregistered members and/or members with unpaid fees as per list provided by Registrar and/or Treasurer, and provide relevant feedback to Registrar/Treasurer
- Notify Team Managers when first-round fixtures are available on DBA website.
- Liaise with Team Managers to receive feedback on gradings and advise Registrar of any grading concerns or requests for re-grading.
- Handle any enquiries from Team Managers and refer to appropriate Vice President as required.