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TRANSCRIPT
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Mount Compass Netball Club
Descriptions of Roles
within the Committee
Effective from October 2013
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Contents
President .................................................................................................................................. ..page 3
Vice President ............................................................................................................................. page 3
Secretary ..................................................................................................................................... page 4
Assistant Secretary ...................................................................................................................... page 4
Treasurer ..................................................................................................................................... page 5
Recording Secretary……………………………………………………………………………………………………………….page 6
GSNA Representative .................................................................................................................. page 6
Coaches Coordinator – Senior and Junior ................................................................................... page 7
Umpires Coordinator .................................................................................................................. page 7
Canteen Manager… .................................................................................................................. ..page 7
Sponsorship/Grants Officer…………………………………………………………………….………………………….. .. page 8
Child Safe Officer......................................................................................................................... page 8
Merchandise Officer ................................................................................................................... page 8
Junior teams Representative ...................................................................................................... page 9
Sports and Social Club Representative ....................................................................................... page 9
MCWMCC (War Memorial Hall) Representative ....................................................................... page 9
Compass Cup Representative………………………………………………………………………………………………..page 9
Grounds Committee Representative .......................................................................................... page 9
Newsletter Officer ....................................................................................................................... page 10
Committee Member ................................................................................................................... page 10
Club Patroness ............................................................................................................................ page 10
Auditor……………………………………………………………………………………………………………………………………page 10
Other Jobs to be completed around MCNC ................................................................................ page11
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President
Chair Committee Meetings
Be involved in Executive meetings and decisions
Be aware of all activities, functions and issues within the Club. Follow up throughout
Oversee and support all committee members’ positions and the functions of their positions
Offer support and deal with any situations throughout the Club as they arise for Committee
members, players, sponsors and supporters
Mediate where there is difference of opinion within the Club
Assist committee members with the day to day running of their positions where required
Be involved in decisions for appointing Coaches
Provide support in decision making of Junior and Senior Team selections
Ensuring Committee Members are correctly informed of activities, functions and issues
within the club where necessary
Be a signatory on club cheques
Count MCNC Best and Fairest votes at the end of the minor rounds, with Recording
Secretary
Overall Club management
Vice President
Support the President and run meetings if the President is unavailable
Be well informed of all club activities and be familiar with the President’s role
Attend monthly committee meetings and scheduled Executive meetings
Be a signatory on club cheques
Have a good understanding of the Code of Conduct and duties of other committee members
Communicate with other members of the club and provide support where needed
Apply good people skills and show interest in all aspects of the workings of the club
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Secretary
Confer with President to prepare Agenda for the next meeting and issue to Committee
members at least 3 days prior to the meeting
Attend Club meeting and take minutes. Write up and distribute minutes within one week of
meeting
Collect mail, Check e-mails, and attend to correspondence
Liase with GSNA Secretary as appropriate. Follow up throughout
Distribute player registration forms and record all player information on a spreadsheet
Distribute coaching applications
Advertise yearly AGM
Be involved in Executive meetings and decisions
Be aware of all activities, functions and issues within the Club
Assistant Secretary
Support the Secretary and take minutes of meetings if the Secretary is not available
Be well informed of all club activities and be familiar with the Secretary’s role
Attend monthly committee meetings
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Treasurer
Pay invoices in a timely manner and send out accounts when necessary
Maintain appropriate accounts of all income and expenditure
Maintain a cash receipts and payments record - a summary listing of all money received and
as summary listing all outgoing cheques and cash payments made
Present all accounts for payment approval and report monthly financials to Club Committee
at monthly meetings
Prioritise payment of accounts
Liaise with all Creditors and Debtors
All monies received on behalf of the club should be deposited into the appropriate Club
Bank account as soon as possible
Collect player and member subs at the beginning of each season
Members’ subscription records including all members’ contact details, membership type
and date and amount of membership fees paid.
Make details of all accounts available to the Club Committee and members.
Ensure the Club finances are correctly audited annually by an auditor approved by the
committee
Liaise with all members of the Club with financial responsibility (Eg: canteen)
Jointly manage the Mount Compass Football and Netball account and liase with the football
club on any money to be paid in or out of this account, and by doing an end of year
summary on Fundraising income and expenditure
OPTIONAL – Organize ‘Players Auction’ with Football club, collect all Auction money and
keep records of weekly player votes and Prize money Distribution. First pay-out made at
the Bulldog Ball and second pay-out made at the Football Club dinner
Be a signatory on club cheques
Attend monthly committee meeting
Be involved in Executive meetings and decisions
Be aware of all activities, functions and issues within the Club
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Recording Secretary
Follow all requirements of GSNA By-Laws and MCNC Constitution
Record on weekly basis of games played by Mount Compass players
Attend monthly committee meetings and advise committee of a players milestone games
Prepare Coaches folders at the beginning of season – containing Best and Fairest slips, away
game scorecards etc.
On Match Day -
Prepare courtside containers for each of the 3 courts with appropriate timer etc.
Print and check scorecards for each grade and distribute into appropriate folders in team
pigeon holes
Collect scorecards and forward onto GSNA recording secretary
Mail scorecards to GSNA recording secretary to reach them by Tuesday after the matches
Collect game reports and forward onto The Victor Times newspaper for home games
Count MCNC Best and Fairest votes at the end of the minor rounds, with President
Be involved in Executive meetings and decisions
GSNA Representative
Attend GSNA Delegates meetings as determined by the GSNA
Take notes of all business at GSNA meetings that is not included in written reports Vote on any matters that come up at Delegates meeting on behalf of the Mount Compass
Netball Club
Follow up and give out any correspondence as necessary to President, Secretary, Umpire
Coordinator, Junior Coordinator, Coaches etc.
Ensure that the appropriate person at Club Level receives specific reports and is aware of any current Association issues, events, clinics etc. Present a written report to monthly Mount Compass Netball Club committee meetings Ensure that any items to be voted on at next Delegates meeting are dealt with accordingly Take any business from Mount Compass Netball Club to the next delegates meetings or if
more urgent contact appropriate GSNA representative
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Coaches Coordinator – Senior and Junior
Provide support to all coaches during trainings and games
Liase with coaches about relevant issues or concerns within their team and inform
committee if relevant
Advise coaches of game time changes, mid week games, etc.
Hand out notices, rosters etc. to coaches to distribute to their teams
Umpires Coordinator
Allocate umpires for each of Saturday games
Help out with junior umpires, designate a mentor if required Follow up any correspondence from GSNA Umpire Co-ordinator Notify GSNA Umpire Co-ordinator of Mount Compass umpires available for carnivals and
finals games
Advise on any rule changes Keep a weekly record of who umpired which games, and submit to Treasurer at the end of
the season for payment
Encourage umpires to do training eg. Umpires exam, Level 1 training and attempt their “C”
or “B” badges
Verbally advise committee of progress of umpires, complaints, issues, achievements etc. at
monthly meetings
Canteen Manager
Co-ordinate canteen roster ensuring adequate cover supplied for home games between
8:30am & 4:00pm. Advise parents who are on roster a week before their shift
Purchase and monitor food and drink stocks Report to committee regarding maintenance and repairs of kitchen area At the end of season – clean out fridges, freezers and tidy canteen area
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Sponsorship/Grants Officer
Sponsorship
Co-ordinate sponsorship for the club each season, in the hope that current sponsors will be
maintained and new sponsors approached. Ensure that all aspects of sponsorship promised
are upheld
Send letters to current and prospective sponsors in early January. Follow up on letters sent
out
Keep a list of all sponsors and amounts that have been paid. Forward all payments to the
Treasurer
Arrange any signage required (Currently through Stork Signs)
Remain in contact with sponsors throughout the season when required
Grants
Apply for any applicable grants on behalf of the Mount Compass Netball Club
Advise the committee of grants applied for and received
Liase with Treasurer when receiving grants and proceed to bank accordingly
Child Safe Officer
Deliver advice and awareness training within the Mount Compass Netball Club after having
attained certain competencies eg. Child Safe Officer Course.
Be the first point of contact for members who have concerns about a child or young person
within the organisation or group.
Understand the definitions and indicators of child abuse and neglect.
Report any incidents, weather it informing the relevant authorities for serious issues to
minor incidents and keeping a report on file.
Merchandise Officer
Stocktake all merchandise mid season and at the end of season
Inform Executive committee of items needing to be ordered
Order merchandise with committee’s approval and issue Treasurer with invoice
Be aware of new items that may be available and advise committee
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Junior Teams Representative
Assist with Junior trials, ensuring players are kept in correct age group where possible
Hand out notices to coaches/managers in relation to fundraising events/canteen rosters/presentation day etc. Liase with parents and players when there is a problem or queries and report to committee if considered relevant Ensure all junior players receive awards for playing milestone games end of year presentations Detect talented juniors for nominations for Rep. Teams and Academy
Sports and Social Club Representative
Attend Sports and Social Club meetings and report back to committee Liaison between Mount Compass Netball Club and Sports and Social Club and vice versa Represent the Mount Compass Netball Club at Sports and Social Club meetings
MCWMCC (War Memorial Hall) Representative
Attend MCWMCC meetings and report back to committee Liaison between Mount Compass Netball Club and MCWMCC and vice versa Represent the Mount Compass Netball Club at MCWMCC meetings
Compass Cup Representative
Attend Compass Cup meetings and report back to committee Liaison between Mount Compass Netball Club and Compass Cup committee and vice versa Represent the Mount Compass Netball Club at Compass Cup meetings
Grounds Committee Representative
Attend Grounds Committee meetings and report back to committee Liaison between Mount Compass Netball Club and Grounds Committee and vice versa Represent the Mount Compass Netball Club at Grounds Committee meetings
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Newsletter Officer
Publish a newsletter for home games with relevant information eg. fundraising events,
rosters, births, important dates to remember
Gather information at monthly committee meetings to add into newsletter
Committee Member
Attend meetings as required Be prepared to listen and undertake tasks as requested or offered Develop ideas and planning for the growth of the club Liaise with players and parents Be prepared to listen to others point of view and present alternative views if required Promote open discussion Stand firm in your support of the committees’ decisions Promote a united front Encourage and support each other Participate in working bees throughout the year Participate in jobs at the start of season – eg. set up First Aid kits, put up goal posts with protectors, clean and tidy toilets, prepare team bags etc Assist in Canteen as required
Club Patroness
Attend meetings as required
Act as a support to the Mount Compass Netball Club, its players, parents and officials
Auditor
Audit Mount Compass Netball Club financials at the end of the season
Prepare a report to be discussed at AGM
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Other Jobs To Be Completed Around The Mount Compass Netball Club
DURING OFF-SEASON / PRE-SEASON:
Organise Team folders (containing essential information), Team bag & 2 new match
netballs & own re-stocked first aid kit – put together by various committee members
and distributed at team announcement, prior to first round of season.
Prepare First Aid kits for each team and purchase extra supplies as required to
maintain through season. Record contents of each kit and which coach/team
allocated to.
Remove weeds from court surrounds – clear leaves / debris before season / sweep
courts
Remove and store the “plugs” from netball holes using “tool” from old clubrooms
(ensure tennis have put in their “plugs” in holes from tennis net poles).
Put up netball poles and cover with pole protectors. Pump up all netballs.
DURING SEASON:
MORNING OF GAME DAY:
Ensure access gates to courts kept clear for emergency vehicles (with safety
cones + signs put up by 8am game day – stored in Backpackers).
Open Backpacker’s toilet and refill toilet paper if required – refill as required
during day. (Large rolls available from broom cupboard in Sp & Soc Club).
Arrange for the “Match Day Checklist” (court safety check) to be completed
by a representative from each Club. Follow up any safety issues that arise.
Ensure pole protectors are secure on all 6 goal posts and the pins are clipped
properly on 9s court.
Sweep courts of debris if required or scrape off water pools.
Ensure “tubs” containing 2 timers (plus a spare) and “How To” sheets for
scoring / timing are placed next to each court along with a spare first aid kit.
Check that timers are working and change batteries if necessary.
Unlock courts & clubroom for coaches/canteen workers access for first game
& put out plastic chairs for spectators.
Place match summary board out - with umpires and court numbers for all
grades. (umpire co-ordinator to fill-out)
DURING MATCHES:
Make sure a key is available to unlock padlocks on emergency access gates
if ambulance needs to collect injured player off courts
Turn on court lights if weather conditions make it too dark
Assist in Canteen as required
Get player photos for end-of-season presentation / GSNA website
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AFTER HOME MATCHES:
Put safety cones back in backpackers
Lock up courts & clubrooms if left open
Ensure all rubbish bins are placed outside of courts for Friday garbage
collection
Regularly empty bottle & can bins (allocate to team / end of year trip?)
AT END OF SEASON:
Prepare slideshow of player images to be shown at Presentation Dinner
Ensure all team bags are returned and cleaned out, bibs washed – all
stored away
Stocktake uniforms & Club jackets/tops ready to order for next season
Remove all pole protectors and poles from courts and insert square metal
“plugs” into netball holes – ready for tennis to use courts in summer
Clean out kitchen – defrost/turn-off fridges/freezers – clean up clubrooms