Committee Members

The Committee is responsible to manage the club on behalf of the members. These responsibilities

include:

 Planning future directions

 Developing policies and procedures

 Carrying out recommendations of members

 Regularly communicating  with members and responding to feedback

 Developing and managing external relationships

 Obtaining resources and ensuring that all financial and legal matters are properly managed

 Planning succession and conducting induction to newly elected Committee members

 Ensuring that all members of the Committee act as leadership role models

 Making decisions that are in the best interest of the club and not for individual gain. 

A Committee should operate as a team, draw on the skills and talents of each member, and work toward

common goals to ensure club success. 

Desirable Attributes:

Effective Committee members should have:

 a commitment to the club

 sufficient time to devote to the Committee

 an understanding of the role of the Committee and their role within it

 leadership skills and willingness to accept responsibility

 listening skills

 the ability to use the technology the club uses to communicate to its members 

Specific duties include but are not limited to:

 Attend committee, coach and club meetings when available

 Participate in team selection for new seasons

 Organize and run end of year celebration

 Maintain player number allocation

 Maintain relationship with apparel supplier

 Co-ordinate the ordering of new apparel and loaning out of uniforms

 Deal impartially with any concerns of Club members

President

The role of the President is to provide the principle leadership and responsibility for the organisation and the Committee.

Desirable Attributes:

The President should:

 be well informed of all organisation activities and able to provide oversight

 be a person who can develop good relationships internally and externally

 be forward thinking and committed to meeting the overall goals of the Club

 have a good working knowledge of the Committee Constitution, rules and duties of office bearers

 be able to work collaboratively with other Committee Members

 be a good listener and attuned to the interests of members and other interest groups

 be a good role model and a positive image for the Club in representing the Committee in other forums (e.g. league delegate meetings)

 be a competent public speaker

Specific duties include but are not limited to:

 Serve as spokesperson for the Club at Basketball Geelong President meetings, tribunal hearings and any other events that may arise

 Approver of all permit and clearance

 Input teams into SportingPluse before the commencement of a new season

 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 in order to achieve the goals of the Club.   

 Communicate regularly and systematically with the Presidents from other Basketball Clubs regardless of association

 Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations

 Deal impartially with any concerns of Club members

Vice President

The role of the Vice President is to shadow the President in providing leadership and responsibility for the organisation and the Committee and to step into the President’s roles where needed. It is often considered that the Vice President will succeed the President and that this role is in preparation.

Desirable Attributes:

The Vice President should:

 be well informed of all organisation activities and able to provide oversight

 be a person who can develop good relationships internally and externally

 be willing to step in for the President where needed including chairing meetings

 be forward thinking and committed to meeting the overall goals of the Club

 have a good working knowledge of the Committee Constitution, rules and duties of office bearers

 be able to work collaboratively with other Committee Members

 be a good listener and attuned to the interests of members and other interest groups

 be a good role model and a positive image for the Club in representing the Committee in other forums (e.g. league delegate meetings)

 be a competent public speaker

 be able to raise concerns with the President where they arise

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 as agreed with by the President

 Other duties as nominated by the President and / or Committee

 Deal impartially with any concerns of Club members

Secretary

Desirable Attributes:

The Secretary should:

 be organized

 have computer skills

 be a good communicator

 be able to keep confidential matters confidential.

Specific duties include but are not limited to:

 Maintain court hire schedule

 Maintain Club member records

 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 authorize 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 authorized 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.

 Ensure that proper notification is given of Committee and Club meetings

 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

 Deal impartially with any concerns of Club members

Treasurer

The role of the Treasurer is to be responsible for the financial supervision of the Club to allow the Committee to provide good governance. The Treasurer is responsible to regularly report on the Club‘s financial status to both the Committee and the Club members.

Desirable Attributes:

 Good Organisational Skills

 Has some financial expertise

 Ability to maintain accurate records

 Dedicated Club Person

 Honest/Trustworthy

 Computer skills

 Good communication skills

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

Needed:

 Receipt Books

 Invoice Book

 Cheque books

 Bank deposit book

 Receipt details slips

 Computer

 Club Stamps

 Calculator

 Prepaid Envelopes

 Accounting Book