Role Descriptions

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.

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.

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

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

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.

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

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

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

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

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.

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.