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Tigers Baseball Club Committee Position Responsibilities

 

President (Executive position)

  • Chair Committee meetings ensuring that they are run efficiently and effectively.

  • Act as a signatory for the Club in all legal purposes and financial purposes

  • Regularly focus the Committee’s attention on matters of Club governance that relate to its own structure, role, and relationship to any paid employees  

  • Periodically consult with Committee members on their role, to see how they are going and help them to optimize their contribution.   

  • Work with the Committee to ensure:

    1. The necessary skills are represented on the Committee and that a succession plan is in place to help find new Committee members when required.

    2. Goals and relevant strategic and business plans are developed to achieve the goals of the Club.   

  • Communicate regularly and systematically with the Presidents of the member Clubs, the league, association and or parent body.

  • Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Club. 

Secretary (Executive position)

Specific duties include but are not limited to:

  • Maintain records of the Committee and ensure effective management of Club's records.

  • Manage Minutes of Committee meetings, including either recording the Minutes or ensuring the Minutes Secretary does so, and ensuring minutes are distributed to members shortly after each meeting and no later than 7 days.

  • Development of the agenda in consultation with other Committee members and distribution prior to the meeting.

  • Is sufficiently familiar with all current Club documents to note applicability during meetings.

  • Is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements.

  • Enable and authorise people to help with the Committee's business.  This includes signing a copy of the final approved Minutes and ensuring that the signed copy is maintained.

  • Ensure that the records of the Club are maintained as required by law and made available when required by authorised persons.  These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records.

  • The Secretary ensures that official records are maintained of members of the Club and Committee.  He / she ensures that these records are available when required for reports, elections, referenda, other votes, etc. 

  • Provide an up-to-date copy of the Constitution and bylaws at all meetings.

  • Ensure that proper notification is given of Committee and Club meetings as specified in the bylaws.

  • Orgnise and send invitations for all meetings (executive and committee).

  • Manage the general correspondence of the Committee except for such correspondence assigned to others.

  • Help and lead the Committee in providing systematic communication from the Committee to Club members and other relevant stakeholders.

  • Provide a summary of Committee Minutes for distribution to all Club members via website and noticeboards.

  • The Secretary may also be the nominated person to receive and file relevant Police Check records or Working with Children documentation.

Treasurer (Executive position)

Specific duties include but are not limited to:

  • Provide advice to the Committee in their management of the Club finances.

  • Administer all financial affairs of the Club.

  • Lead the annual budget process and ensure an appropriate annual budget is provided to the Committee for approval.

  • Ensure development and Committee review of financial policies and procedures.

  • Support any required auditing processes.

  • Receipt of all incoming monies.

  • Bank all monies received.

  • Pay all accounts.

  • Maintain accurate records of all income and expenditure.

  • Ensure that all receipts and payments concur with bank deposits and withdrawals.

  • Monthly financial reports – present at monthly committee meetings.

  • Arrange and despatch invoices for periodical payment.

  • Issue yearly or ½ yearly membership fee.

  • Keep accurate record of all membership payments.

  • Be a signatory on club account.

 

Vice President (Juniors and Seniors – Executive positions)

Specific duties include but are not limited to:

  • In the event of the President being unable to fulfill his/her duties to step into that role.

  • In the absence of the President, chair Committee meetings ensuring that they are run efficiently and effectively.

  • Be an alternate signatory for the Club for legal purposes and financial purposes.

  • Assist the President in deciding which matters are dealt with by the Executive, the full Committee and delegated to Committees.

  • Coordinate Club planning to ensure appropriate plans are developed, presented to, and reviewed by the Committee, and enacted as required.   

  • Represent the Club at meetings and forums for RHBL or PCBL.

  • Act as the first point of contact for RHBL or PCBL for issues relating to the club or its players.

  • Other duties as nominated by the President and / or Committee.

Registrar

Specific duties include but are not limited to:

  • Register all players in accordance with the relevant Association procedures.

  • Maintain all relevant documentation for registered members.

  • Arrange registration days including local advertising.

  • Provide updated lists of players to code secretaries and all coaches and managers.

  • Use the Baseball NSW registration system to create and maintain registration products for the club.

  • Share the registration links to club members (if necessary).

  • Provide the Executive with reports as needed on the registration status of players.

  • Assist the Junior and Senior Vice Presidents with team allocation duties.

  • Ensure that no unregistered players are participating in games.

Grounds Convenor

Specific duties include but are not limited to:

  • Develop and maintain a prioritised list of facility maintenance tasks needing to be done for display and sign up / recruiting purposes.

  • Maintain a list of member skills and/or qualifications and areas where they will lend a helping hand.

  • Recruit and encourage involvement of volunteer assistance to undertake tasks in their own time. Monitor progress and thank on completion.

  • Purchase or arrange for purchase of minor items to undertake work.  Note that expenditure under $50.00 can be made without Committee approval but should be discussed with the Treasurer prior.

  • Develop a schedule of regular maintenance items with the Committee.

  • Alert the Committee of any major works or repairs required for consideration.

  • Organise working bees if considered necessary.

  • Ensure that field equipment is kept in good condition and stocks of consumables (e.g., paint etc.) are kept at appropriate levels.

  • Organise seasonal ground bookings.

  • Be the point of contact with Parramatta council for works and ordering of certain consumables.

Gear Steward

Specific duties include but are not limited to:

  • Maintain a register of all equipment and playing gear.

  • Conduct a six-monthly audit on all club equipment and playing gear to be presented to the committee.

  • Organise the ordering of new equipment and or playing gear through approved suppliers.

  • Organise dispersal and return (if necessary) of all equipment or playing gear.

 

Sponsorship Coordinator

Specific duties include but are not limited to:

  • Convene a group to assist with key tasks and timelines.

  • Review the current Sponsorship Package and be familiar with what the club promises to sponsors.

  • Prepare a budget, monitor it carefully and report on it regularly.

  • Seek to raise at least $5000 a year in sponsorship funds for the club.

  • Keep a proper record of sponsor details.

  • Send out a letter / email to current sponsors regarding their commitment for the coming season.

  • Seek new club sponsors and meet with potentials to outline what services they would value most.

  • Organise that signage be produced and erected on signing.

  • Maintain a Memorandum of Understanding with each club sponsor.

  • Make sure sponsor representatives are met when attending functions or match day.

  • Liaise with the social committee regarding sponsor invitations and special function calendars.

  • Give a report at regular meetings and when required.

  • Liaise with the Club Social Convenor to ensure social events support our sponsors and, where appropriate, raise money for the club.

  • Liaise with competition coordinators to ensure that sponsors get recognition.

  • Send out a thank you letter at the completion of the season and a sponsor survey to support planning for the following year.

 

Publicity Officer

Specific duties include but are not limited to (examples):

  • Being the communications contact person for club members and media to gather and present articles.

  • Presenting regular articles for the club newsletter and/or website.

  • Ensuring that weekly media information e.g. results is provided on time and is accurate.

  • Writing media releases to highlight key activities / stories about the club.

  • Liaising with the committee about media opportunities.

  • Maintaining the club website

  • Maintaining the club social media accounts.

  • Produce a newsletter (weekly in summer and monthly in winter) for all club members.

  • Organise team photos.

Public Officer

Specific duties include but are not limited to:

  • Notify the Registrar of appointment as Public Officer or a change of the Public Officer’s address within 14 days of the change by lodging a Change of Association Details form. No fee is required.

  • Notify the Registrar of a change of the association’s registered address within 14 days of the change by lodging a Change of Association Details form. No fee is required.

  • Within 1 month after the annual general meeting, lodge with the Registrar an Annual Statement by Public Officer and other required financial documents with the prescribed fee.

  • Obtain from Treasurer Annual Income and Expenditure Statement and Assets and Liability Statement.

  • Within 14 days of the association becoming trustee of a trust, lodge with the Registrar the particulars of the trust and a copy of any relevant documents. No fee is required.

  • Apply to the Registrar for approval to alter the statement of purposes or rules within 28 days after the alteration was passed by special resolution. An Application for Alteration of Rules or Purpose must be lodged with the prescribed fee.

  • Apply to the Registrar for approval of a change of change within 1 month after passing a special resolution to change the association’s name. An Application for Change of Association Name must be lodged with the prescribed fee.

  • Notify the Registrar of special resolution relation to the winding up and distribution of the assets of the association within 28 days of passing the resolution. A Notice of Special Resolution for Distribution of Assets on Voluntary Winding Up must be lodged with the prescribed fee.

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