"Run Proud"

 

Committee Roles, Responsibilities and Job descriptions

 

All Committee Members

• Everyone on the committee must take responsibility for committee processes and should therefore be actively engaged in the process of committee management
• Each committee member brings to the committee a unique set of experiences and skills with can be utilized to assist the centre in at least one of the key areas of operations linked to the executive and general committee positions
• New committee members are encouraged to volunteer for one of the executive or general members positions or to at least take on a deputy / assistant role to one of these positions
• During committee meetings members are encouraged to:
• listen carefully to issues under discussion
  give feedback
  question
  acknowledge that another’s point of view is understood, even if not necessarily agreed with
  encourage contribution from everyone
  be sensitive to the fact that all members have differing levels of history or experience at the centre and that newer members may need to have additional background made available to them to allow them to effectively contribute
  not assume that they have heard it all before – if an issue is being raised it is obviously important to someone
  not respond in kind should the tone become negative or hostile
  look for positive points and judge the message not the person

   

  The Executive Committee

  The Executive committee meet as required and is responsible for:

  • The handling of issues that are deemed as not appropriate for discussion at a full committee meeting. These may be of a sensitive or personal nature that requires information or issues to be kept confidential.

  • Addressing issues or approving action or payments that require urgent resolution before the next general committee meeting

  • Reporting to the general committee at the earliest possible time (generally the next general committee meeting) the outcome of any executive meeting that has been held

  The executive committee is comprised of the following positions:

  • President

  • Vice President

  • Secretary

  • Treasurer

  COMMITTEE POSITIONS

  The Executive Committee

  • President
  • Vice President
  • Secretary
  • Treasurer

  General Committee / Non-committee Job Descriptions

  (note: many of these positions do not require the holder of the position to attend monthly committee meetings) 

  • Registrar

  • Assistant Registrar

  • Recorder

  • Cross Country Coordinator

  • Equipment Officer

  • Arena Manager

  • Duty Rosters Coordinator

  • Canteen Manager

  • Coaching Coordinator

  • Skills Training Coordinator

  • Uniform Officer

  • Medals/Trophies/Ribbons Officer

  • Marketing and Communications Officer

  • Website Manager

  • Competition – Team Manager

  • Special Events – BHLAC Relay Day Coordinator

  • Fundraising/Social Coordinator

  • Grants Officer

  • Inter Club Liaison Officer

  President

  The President is the principal leader and has overall responsibility for the Centre’s administration. The President also acts as the Chairperson for all meetings and should:

  • Set the overall annual committee agenda (consistent with the views of the members)
  • Help the committee to prioritize its goals and keep the committee on track by working within the overall framework
  • Ensure committee members have a sense of what they are trying to achieve throughout the year rather than “muddling through” from one meeting to the next
  • Facilitate effective management committee meetings
  • Be well informed of all organizational activities
  • Be aware of the future directions and plans of members
  • Bring to the notice of the Committee any issue or matter which may effect the Centre.
  • Have a good working knowledge of the constitution, rules and duties of all office holders and subcommittees and facilitate changes that may be required from time to time
  • Regularly monitor the progress of tasks allocated to committee members
  • Manage the annual general meeting
  • Monitor the discipline of the Centre

  • Where possible, represent (or delegate to another committee member) the Centre at:

  • VLAA State Conference

  • Regional meetings

  • All Centre activities.

  • Meetings with other agencies as applicable

  • Be supportive of members and volunteers ensuring a fair hearing for all
  • Ensure that planning and budgeting for the future is carried out in accordance with the wishes of the members

  • Liaise with parents, members and volunteers to determine areas requiring improvement in running the Centre.
  • Presentation of New Centre Record Cards to athletes
  • Act as a signatory on the Centre’s bank account

  Vice President 

  The primary responsibility of the Vice President is to act as a back up to the President by assisting the president where necessary.  The Vice Presidents role can be used as a training role and allows the opportunity to gain insight into the various functions of the Presidents role.

  Secretary 

  The Secretary is one of the first contact points for members and outside parties wishing to communicate with the centre.  Administration is also one of the key aspects of the role and includes:

  • Preparation of meeting agendas in consultation with the President
  • Arranging for the hire of the meeting room and obtaining access details
  • Sending adequate notice of the meeting to all committee members (including details of venue, time and date)
  • Taking minutes of all meetings
  • Ensuring minutes are sent to all committee members as soon as possible after each meeting (these must be sent with meeting notices at the latest)
  • Making preparation for the Annual general meeting including:
    • collecting and collating reports from the president, treasurer, registrar, coaching coordinator, competition manager and cross country coordinator
    • advising members of the meeting within the time specified in the constitution
    • calling for and receiving nominations for committee positions
    • arranging for the printing of the annual report and office bearers reports
    • arranging for invitations to the AGM to be sent to the BHAC, sponsors and other outside parties with whom the centre has / is building important relationships
    • arranging for the booking of a suitable venue and obtaining all necessary access instructions
  • Maintaining records of all correspondence received and sent and attaching a correspondence in and out report to all notices of meetings
  • Responding, on a timely basis, to all correspondence received or referring it to other committee members for reply where appropriate (development of a system to monitor or remind other members to reply promptly is recommended), ensure copies of all replies are retained
  • Act as a signatory on the Centre’s bank account
  • Ensure annual reports and all other requested documentation are submitted to the VLAA and EMR on a timely basis
  • Send copies of all minutes to the BHAC and EMR
  • Notify VLAA and EMR of Centre’s postal address.
  • Ensure that all Association dates/closing dates are met
  • Maintaining a register of any accidents or injuries and where necessary reporting these to the VLAA and / or BHAC if warranted
  • Compile a centre administration planning calendar for the coming season.
  • To assist in the safeguarding of Centre’s assets through Police checks of Key Officials including all members of the executive Committee, the Registrar, all cheque signatories, coaches and other officials as required or recommended by government bodies or the VLAA from time to time.

   

  Treasurer 

  The Treasurer is responsible for the management for the centres financial resources, including the accurate recording of all transactions and development of budgets.  The key duties of the Treasurer include:

  • Ensuring that adequate accounts and records exist regarding all financial transactions
  • Preparation of the annual budget
  • Issuing of receipts and prompt deposit of all monies into the Centre’s bank account
  • Assisting the Registrar with the receipt of all registration monies and remittance of all fees due to the VLAA
  • Making all approved payments promptly
  • Keeping accurate and up to date records of all income and expenditure
  • Acting as a signatory on the Centre’s bank accounts
  • Managing the Centre’s cash flow
  • Preparation of  regular bank account reconciliations
  • Being fully informed about the Centre’s financial position as all times
  • Preparation and presentation of financial statements on a regular basis to the committee
  • Preparation of annual financial accounts for presentation at the AGM
  • Preparation of financial accounts for annual auditing
  • In association with the Centre’s secretary, forward audited financial statement to VLAA and EMR on a timely basis
  • Arrange, with the assistance of the VLAA, the insurance requirements for the Centre’s assets
  • Collect and bank monies from canteen sales each week.

   

  Registrar  

  The Registrar is responsible for ensuring all athletes are properly registered with the Centre and the VLAA.  The key duties of the Registrar include:

  • Plan and coordinate the Centre’s pre-season registration mail out
  • Plan and coordinate the Centre’s annual registration day
  • Issue, check and complete a registration form for every new or returning athlete
  • Ensure a centre athlete registration patch and handbook is provided to each registered athlete
  • Accept payment of registration fees.
  • Ensure registration forms and association fees are sent to the VLAA on a fortnightly basis for the first 3 months of the season and thereafter monthly (cross country registration must also be sent to the VLAA on a monthly basis)
  • Inform the VLAA of any changes that may occur during the year, e.g. transfers or changes of address
  • Maintain a register of numbers of years of continuous registration for each athlete (used to provide 5 and 10 service lists for presentation of trophies at the AGM)
  • Sending completed affiliation form and any levy to VLAA.
  • Obtaining annual stationery and materials from VLAA

  Assistant Registrar

  The primary responsibility of the Assistant Registrar is to act as a back up to the Registrar by assisting the Registrar where necessary.  The Assistant Registrar’s role can be used as a training role and allows the opportunity to gain insight into the various functions of the Registrar’s role.

  Recorder

  The primary function of the recorder is to co-ordinate the recording of all athletes’ registration’s and all event results.  The key duties of the Recorder include:

  • Entering all athletes registration details upon receipt of registration forms from the registrar
  • Entering all results from competition days from results sheets
  • Generating reports that may be required by other club officials such as:

  • Grading reports (used in preparing relay team and regional track and field entries)
  • Handicap reports (used to run the annual handicap day)
  • Annual Championship reports (used to determine centre and club trophy lists)

  • Printing weekly event sheets for each program (lists all athletes entered in each age group for each event for use in recording of results)
  • Presenting a list of New Centre Records to the committee each month for approval
  • Preparation of New Centre Record Cards for presentation to athletes
  • Creating and sending weekly newspaper results report
  • Overseeing checking of input by club representatives
  • Coordinating the data entry volunteers roster
  • Maintain computer system and database
  • Investigating, with the assistance of the Website Manger, the possibility and implication of providing access for athletes to their weekly results or of placing those results on the website

  Cross Country Coordinator

  The Cross Country Coordinator is responsible, with the assistance of the general committee, for the organisation and running of the Centre’s cross country season.  The key duties of the Cross Country Coordinator include:

  • Providing information on cross country to athletes via the handbook, newsletters, website and email
  • Liaising with the registrar to organize registration of any new athletes
  • Managing and safeguarding any of the Centre’s equipment required for the season
  • Communicating on a regular basis with the VLAA and the EMR
  • Acting as team managers for region and state competition
  • Organising the season breakup and trophies for participants
  • Coordinating, with the assistance of the general committee, the Box Hill cross country meeting and open day
  • Coordinating duty rosters to ensure an adequate number of Centre officials attend and officiate at Region and State championships.

  Equipment Officer

  The Equipment Officer is responsible for the storage and maintenance of all equipment owned by the Centre.  The key duties of the Equipment Officer include:

  • Conducting a regular Stocktake of all Centre equipment
  • Maintenance all Centre equipment; this may entail organising a working bee from time to time.
  • Advising the committee of any equipment repairs or replacements required including details of any cost involved
  • Purchase of any authorised equipment.
  • Separating equipment available for use by coaches at coaching sessions from competition equipment
  • Ensuring that only authorised persons have access to the Centre’s equipment with particular emphasis on controlling access to competition equipment on non-competition days.
  • Ensuring all necessary equipment is ready for volunteers on set up duty on each competition day.
  • Replenish supply of stock as needed such as starter pistol caps. batteries for walky talkies etc (Stuart please add to this list if there is anything else)
  • Ensure all event folders contain the appropriate result sheets before the start of each competition day
  • At conclusion of each competition day, check age manager and event folders for any event sheet not handed in to the recorder
  • Coordinating the set up volunteers roster

  Arena Manager

  The Arena Manager is responsible for the efficient running of all competition days; aiming to ensure that events run on time and where possible that the time spent waiting to participate in an event by athletes is minimized but is sufficient for athletes to recover from a previous event. The key duties of the Arena Manager include:

  • Reviewing,  in conjunction with the general committee, the program of events which are included in the Centre’s handbook, for use during the season
  • Determining, in case of inclement weather or other conditions, any changes required to the programmed events; these may include canceling the entire day, canceling or replacing events or altering the sequence of the program to ensure that the safety and well being of athletes is maintained
  • Monitoring the progress of the program in all area of the arena on competition days and where necessary  due to delays or equipment failure amending the order of events or duration of events to maximize the efficient use of the facility
  • Ensuring that first aid assistance is promptly made available to all athletes when required
  • Liaising with the Equipment Officer to ensure adequate equipment is available at each location for the events being held
  • Liaising with Age Group Managers or venue officials as to any matter concerning the rules of competition or the conduct of the meet

  Duty Rosters Coordinator

  The Duty Roster Coordinator is responsible for coordinating the volunteers’ duty roster and ensuring that all events or duties are adequately manned on competition days.  The key duties of the Duty Roster Coordinator include:

  • Establishing the requirements for staffing the various track & field positions necessary to safely conduct Centre competition days.
  • Ensuring that ALL families are included on the duty roster
  • Ensuring a chief official is in charge of each event
  • Meet with all chief officials prior to the commencement of the season to ensure that they know the event rules and the manner in which events should be conducted
  • Providing sufficient volunteers at each event to ensure that events can be run safely and efficiently
  • Provide to each volunteer a copy of their rostered duties for the season
  • Provide to each volunteer information on the rules and conduct of the events they are rostered for
  • Ensure that all relevant rules and event information is contained in the event folder
  • Arrange adequate education of officials by way of an "Officials Course" conducted by the VLAA.
  • Ensure an adequate number of Centre officials attend and officiate at Region and State championships.

  Canteen Manager

  The Canteen Manager is responsible for the efficient running of the Centre’s canteen.  As with many non-profit organisations, the operation of the canteen is a key factor to the raising of revenue for the continued operation and improvement of the Centre.  The key duties of the Canteen Manager include:

  • The provision and operation of the canteen on each competition day and on the Box Hill Relay Day
  • Coordinating the canteen volunteers roster
  • Accounting for all provisions purchased, sold and held in stock.
  • Development of a range of nutritious and healthy items for sale
  • Making recommendations to the committee of options or actions that will enhance canteen operations and profitability
  • Remittance to the Treasurer of all monies collected from the operation of the canteen

  Coaching Coordinator

  The Coaching Coordinator is responsible for the development of coaching programs for the Centre.  The key duties of the Coaching coordinator include:

  • Developing and conducting regular coaching sessions for all interested Under 9 to Under 15 athletes 
  • Providing coaches on competition days to assist athletes with skills development during competition.
  • Assembling a team of coaches sufficient to the Centre’s needs
  • Development of a series of coaching workshops aimed at specific events (in particular field events).
  • Providing information to coaches or potential coaches on courses available; ensuring that volunteers understand that the Centre will cover the cost of such courses providing that the skills acquired are utilized at the Centre
  • Assisting the Duty Roster Coordinator and the Equipment Officer in ensuring that key officials, volunteers and event folders have appropriate details of the rules of competition for all events
  • To offer the opportunity to senior athletes from the BHAC to participate in coaching Little Athletes and thus create stronger ties between the two organizations and assist athletes in the transition to senior athletics from Little Athletics.
  • To ensure the well being of athletes through annual police checks of officials as per government regulations (currently anyone who may be left alone with an athlete, such as coaches).
  • To ensure that all coaches receive appropriate reimbursement of coaching expenses at the end of the season

  Skills Training Coordinator

  The Skills Training Coordinator is responsible for the development and running of events designed for Under 6 to Under 8 athletes to increase skills and knowledge which will assist them in performing in competition.  The key duties of the Skills Training Coordinator include:

  • Planning all skills training sessions
  • Setting up of the designated area to run the sessions
  • Conducting the sessions in conjunction with parents assigned to this duty
  • Coordinating the Skills Training volunteers roster
  • Ensuring that volunteers have the knowledge for events to be run safely and efficiently
  • Monitoring the progress of the children (observe, assess and reward athletes)
  • Preparation of Skills Development Reward certificates
  • Ensuring that the necessary equipment is available and recommend to the committee the purchase of any additional equipment required
  • Ensuring that athletes and parents have fun

  Uniform Officer  

  The Uniform officer is responsible for the sale and monitoring of uniform supplies for the centre. The key duties of the Uniform officer include:

  • Maintaining a register of uniform stocks including details of stock on hand by size and gender
  • Sale of uniforms for region and state competitions
  • Maintaining a register of uniforms that have been loaned out for competition, ensuring all uniforms are returned after competition
  • Determining optimum uniform stock levels the Centre should hold and appropriate reorder levels
  • Organising additional uniform purchases as needed

  Medals/Trophies/Ribbons Officer

  The Medals/Trophies/Ribbons Officer is responsible for organising all medals. Trophies and ribbons awarded to athletes. The key duties of the Medals/Trophies/Ribbons officer include:

  • Maintaining a record of all medals, ribbons and key rings on hand and used each season
  • Determining the number of Box Hill medals (gold/silver/bronze) required each year for both cross country and the Box Hill Relay Day
  • Ordering additional medals and key rings required to ensure sufficient stocks are available
  • Determining the optimum number of achievement ribbons (gold/blue/red/green/white/achievement) the Centre should have on hand
  • Ordering additional achievement ribbons required to ensure sufficient stocks are available
  • Providing achievement ribbons required to clubs at season end
  • Determining the level of place ribbons required for the handicap day and ensuring that sufficient supplies are available
  • Sourcing trophies and arranging engraving of trophies for presentation at the AGM including Centre Age Champions. Decathlon, 5 and 10 Year awards, Life Member plaques and badges, and Personal best trophies

  Marketing and Communications Officer

  The Marketing and Communications Officer is responsible for the promotion of the Centre to outside parties.  The key duties of the Marketing and Communications Officer include:

  • Prospecting for and acquisition of paid advertising for inclusion in the Centre’s handbook
  • Design and printing of promotional leaflets
  • Preparation and printing and publication of  the Centre’s annual Handbook
  • Development and promotion of relationships with the local newspaper and any other suitable media, with the aim of obtaining editorial or special feature space to highlight the aims and activities of the Centre, its athletes and its members.
  • Forwarding to the Association, publications and results from local media particularly those that include reference to our sponsors and /or their signage
  • Liaison with VLAA Development Officer to run "Athletics in Schools Program" to promote Box Hill Little Athletics

  Website Manager

  The website Manager is responsible for providing up to date information to members via the Centre’s website.  The key duties of the Website Manager include:

  • Updating Handbook information at the beginning of each season on the site
  • Loading the Centre’s duty rosters and any amendments onto the website in a timely manner
  • Ensuring that all newsletters issued by the Centre are included on the website immediately they are available
  • Liaising with the Centre’s volunteer photographer to ensure that photos of Box Hill, region or state competitions are received on a timely basis
  • Updating and regular maintenance of the Centre’s photo gallery
  • Posting Region and State Championship results on the site
  • Investigating, with the assistance of the Centre Recorder, the possibility and implication of providing on line access for athletes to their weekly results or of placing those results on the website
  • Investigating the feasibility of developing an email database for use in communicating with all member families including sending the Centre’s fortnightly newsletter
  • Making recommendations to the committee of any improvements that would enhance the Centre’s website 

  Competition - Team Manager

  The Competition - Team Manager is responsible for overseeing the participation of the Centre in the Box Hill Relay Day and Region and State Relay, Track and Field and Multi Championships.  The key duties of the Competition - Team Manager include:

  • Advising athletes, via the newsletter, of any forthcoming competitions
  • Assisting athletes in determining appropriate events to enter
  • Accepting applications from athletes to participate in the above competitions
  • Ensuring that parents are aware of their responsibilities to assist with duties assigned to the Centre at championships
  • Lodging with the EMR details of all athletes entering competitions
  • Advising athletes of their progression to State competitions
  • Coordinating and administering competition duty rosters
  • Assisting team managers to form relay teams for entry to championships
  • Assembling and safeguarding any Centre equipment that is required for use at championships
  • Advising the Centre’s Website Manager of all Box Hill athletes results at competitions for inclusion on the Centre’s website

  Special Events – BHLAC Relay Day Coordinator

  The Special events – BHLAC Relay Day coordinator is responsible for overseeing the Centre’s largest annual fundraising event.  The key duties of the Special events – BHLAC Relay Day coordinator include;

  • Leading the Special Events sub-committee
  • Someone please fill in the gaps!
  • Advertising?
  • Coordinating entries?
  • Setting Program?
  • Liaising with the Equipment Officer with respect to equipment required and the set up of that equipment
  • Liaising with the Medals/Trophies/Ribbons Officer to ensure that sufficient Box Hill medals are available
  • Liaising with the Canteen Manager to determine the Centre’s needs for the event

  Fundraising/Social Coordinator

   The Fundraising/Social Coordinator is responsible for developing and overseeing Centre fundraising events (excluding the Box Hill Relay Day).  The key duties of the Fundraising/Social Coordinator include:

  • Recommending fundraising activities or events to the committee
  • forming a fundraising sub-committee to plan and develop the activity or event
  • Leading the sub-committee

   Grants Officer

  The Grant Officer is responsible for applying for assistance grants that may be available form time to time. The key duties of the Grants Officer include:

  • Investigating the feasibility of the Centre applying for grants that are brought to the attention of the committee
  • Completing any grant application
  • Developing a list of contacts or websites that can bring the existence of assistance grants to the attention of the Centre

  Inter Club Liaison Officer

  The Inter Club Liaison Officer is responsible for building and maintaining the relationship between the Box Hill Little Athletics Centre and the Box Hill Athletics Club.  The key duties of the Inter Club Liaison Officer include:

  • Holding a position on both committees (?)
  • Ensuring that Under 13 – 15 athletes are aware of the opportunities offered for competition with the Box Hill Athletics Club
  • Encouraging Under 15 athletes to continue with athletics on completion of their time with Little Athletics
  • Assisting the Coaching Coordinator to attract senior athletes to participate in coaching Little Athletes and thus create stronger ties between the two organizations and assisting athletes in the transition to senior athletics from Little Athletics.
  • Sitting on joint sub-committees formed by the two organisations
  • Making recommendations to the committee on ways in which the two organisations can work together to strengthen their relationship and the sport of athletics

  This page was last updated on 01/10/07

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