Duties of the President/Vice Presidents - The Recreation Club



Duties of the President/Vice PresidentsObjectivesTo provide strong, efficient and effective leadership for the organization.Ensure the organization is run efficiently administratively, financially and socially to support the on field activities.To provide support to the Executive and Committee members to ensure the efficient operation of the organization.To provide a safe and enjoyable recreational environment for all organization members and ensure all activities are participated in a fair spirit.ResponsibilitiesResponsible for ensuring the Club is managed effectively for its members providing guidance and leadership to committee members and to all the Club's Coordinators across NSW.Ensure subcommittees and committee members fulfil their responsibilities to the organization.Preside at all meetings of the Organization Committee.Report activities of the Club to the membership at the Annual General Meeting.Assist other Committee members in their duties as required.Undertake tasks at the request of the President, Executive or General Committee.Review the Club's Constitution when required.Review AGM Notices, Annual Report, Financial and Auditor's reports and alldocumentation pertaining to AGM.Negotiate sponsorship with our major Alliance Partners and establish an effective business relationship.Ensure that all Regional Coordinators are carrying out their duties to promote and run events in their anise the advertising of Regional Coordinator roles on an annual basis, organise and conduct interviews and prepare documentation approvingappointments.Review and approve expenditure of the Club.Chair Committee and AGM meetings.Review all minutes of meetings.Establish and review Club’s guidelines and proceduresMeet with the Finance Team if and when required.Ensure that the lucky member draws are conducted across NSW.Ensure that the 5 in 10 Club prizes are issued regularly and results are advertised on the web site.Review the Calendars of Events and seek relevant approval.Ensure that sufficient resources are available to supervise events.Liaise with Senior Management to seek approval for new initiatives.Ensure that the Club's websites are updated on regular basis.Review all subsidy requests for approval.Prepare and submit proposal for Life Membership to Committee.Duties of the SecretaryThe secretary/of the Club shall be the Recreation Club Coordinator or other title as determined and must be a member of the Club as soon as practicable after being appointed.*It is the duty of the secretary to keep minutes of:all appointments of office-bearers and members of the committee;the names of members of the committee present at a committee meeting or a general meeting;all proceedings at committee meetings and general meetings; andconduct the general business of the Club under the direction of the Committee.Minutes of proceedings at a meeting must be adopted by the committee members who attended the meeting, signed by the chairperson of the meeting and the minutes retained on fileThe Secretary shall establish and maintain a register of members of the Club specifying the name, work location, residential and postal address, email address of each person who is a member of the Club together with the date on which the person became a member.The Secretary shall provide support and advice to The Regional Recreation Club Coordinator/s.Duties of the TreasurerObjectiveIt is the duty of the treasurer and the assistant treasurer of the Club to ensure:all money due to the Club is collected and received and that all payments authorised by the Club are made;correct books and accounts are kept showing the financial affairs of the Club including full details of all receipts and expenditure connected with the activities of the Club;prepare a monthly income and expenditure statement to be presented to the Committee at each Committee meeting.prepare quarterly BAS statement and submit with payment due to the Australian Taxation Office by the due date.prepare an income and expenditure statement to be presented to the annual general meeting showing the monetary transactions of the Club for the past year, each statement to be audited previously by the auditor; andarrange for the establishment of Trust Accounts as directed by the committee. The accounts shall be operated on jointly by any two of the following office-bearers; the president, vice- presidents, treasurer and assistant treasurer.Duties and responsibilities of a Committee MemberThe Club is a ‘Non-Profit’ organization and the objectives of the Club shall be to promote good fellowship, conduct social entertainment, provide sporting and recreational activities, and access for members to discounted goods and services.Work together in a team environment;Make yourself aware of what the Club has to offer its members;Attend monthly meetings;Participate and contribute in discussions at monthly meetings;Assist in the marketing of the Club by distributing flyers at their work location;Communicate Club events to staff to ensure events are well attended;Assist in increasing membership; Participate in the preparation of the Calendar of Events;Coordinate at least one event advertised in the Club’s Calendar of Events;Attend and supervise events to ensure events run smoothly, no incidents occur and guests are in a safe environment;Assist with fundraising if and when required;Attend Annual General Meeting;Attend the Christmas Family Picnic and assist in the running of the event.Duties of an Event CoordinatorEvent Coordinators are required to:Research the information relating to nominated eventMake a tentative booking if necessaryPlan for foreseeable risk factors associated with the event, eg is first aid person required, are the children activities to be supervised, is there alcohol being served etc.Negotiate pricing e.g. location, food & refreshments Discuss the details and pricing with the Treasurer and PresidentAt least 8-6 weeks before the event, submit flyer to the President & Treasurer for approval, together with the subsidy request form which is to be submitted at the next Committee meeting for approval for funds to run the event (if required). Once approved send flyer to the Rec Club Co-ordinator to commence the marketing process for the event and also to save flyer on the Rec Club Directory and website.Flyer & Promotion Prepare the flyer or seek the Rec Club Coordinator’s assistance to prepare flyer.All flyers should include Rec Club and Credit Union logos, and include the points below for bookings and payment (if required) Event Co-ordinator is the contact person for additional information on the flyerBookingsThe Rec Club Co-ordinator is responsible for the bookingsIf the event has a cost, member’s price is usually discounted i.e. minimum $5.00Members can bring one other person at the discounted price Ensure that all bookings have been confirmed e.g. venue, bands, DJ, catering etcFor the eventEnsure that the relevant Credit Union is advised of the event, provided with a copy of the flyer and are invited to attend the eventSpeak to RCC in relation to giveaways or lucky door prizes for the eventEnsure that there will be sufficient Committee members or volunteers to supervise the event on the dayInform attendees of the meeting location including a map or map reference if required and advise other arrangements eg food (check if there will be any dietary requirements), water, sun screen and hat etc. Ensure you are the first to arrive and last to leave the event on the dayEnsure that all attendees have paid (if required)It is always a good idea to ask people for their mobile phone numbers (for events such as walks etc)Ensure that you have an updated list of all attendees on the day so that you can mark off those in attendance or who do not attend (where required)Ask the RCC for the Club’s camera and arrange to take photos on the dayAfter the eventSend invoices to the Treasurer for paymentComplete the post event report and the cost event summary template and submit to President at least one week after the eventReport on the event at the next Rec Club Committee meeting Send photos to the RCC to save on Club’s Directory RCC to send report and arrange photos to download on Club’s web site ................
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