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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