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- Below are the job descriptions of all the committee positions within the club. All the committee positions become vacant as of the Annual General Meeting in November, awaiting the new committee to take over.
PRESIDENT
- The position of President is one of supervision and delegation, and is responsible in name and position for all club business and activities.
- The President must attend and chair committee and general monthly meetings, help to arrange guest speakers and write article for the monthly magazine.
- The President must supervise and delegate duties to the committee members, liase between club and other interested parties, attend club functions and events and handle the majority of enquiries and complaints regarding club activities and business.
- Other duties include attending special meetings with HSV or any other organisation who could benefit or would be of interest to the club.
- The most time consuming duty of the President is the countless incoming and outgoing telephone calls each month. The Presidents position can be a time consuming yet rewarding position.
- Attendance of the monthly committee and general meetings is expected.
VICE PRESIDENT
- In essence, this title is one of close cooperation with the President. The Vice President must keep up with club activities and be as knowledgeable as the President over club matters.
- If required, the Vice President, in the absence of a committee member, is able to pick up and run with other committee positions.
- The Vice President must also contribute to the achievements and activities of the club
- The Vice President must also attend committee and monthly general meetings and is asked to submit articles to the monthly magazine.
- Organisation of club night speakers is also a requirement.
- Attendance of the monthly committee and general meetings is expected.
TREASURER
- Duties of this position include arrange and manage the payment of all expenses for the club.
- Collect monies owed to the club from the relevant committees and/or club activities.
- Maintain an accurate record of financial transactions concerning the club.
- Bank all proceeds received through club activities or club business.
- Arrange for the club books and accounts to be audited when required.
- Lodge club financial statements with Corporate Affairs annually.
- Present monthly report to members at club meeting.
- Prepare expenditure budgets by which the club is to operate by.
- Attendance of the monthly committee and general meetings is expected.
SECRETARY
- Duties include attending monthly committee and general meetings.
- Take minutes of the meetings and record in a logbook.
- Present the minutes of the meetings to the members and for publication in the monthly magazine.
- Record all incoming and outgoing correspondence.
- Answer incoming mail that requires it, or forward it onto the relevant committee person.
- Clear the club post office box on a regular basis.
- Officiate at club meetings and liase with other committee members.
- Attendance of the monthly committee and general meetings is expected.
MEMBERSHIP OFFICER
- Duties include promotion of the club to the public to obtain new members.
- Handle enquiries regarding club membership and issue membership forms.
- Maintain an up to date register of all club members and maintain an up to date club mailing list.
- Act as a point of contact for members seeking phone numbers etc. of other club members.
- Issue renewal notices.
- Liase with CAMS and the treasurer, regarding members CAMS affiliation and fees.
- Check with HSV regarding the eligibility of vehicles as far as authenticity is concerned.
- Attendance of the monthly committee and general meetings is expected.
MOTOR SPORT COORDINATOR
- The motorsport coordinator’s main job is to prepare all the paperwork required to run a motorsport event. Paperwork would include permit applications, the preparation of supplementary regulations, scrutineering forms, etc.
- Other duties include the booking of tracks, organizing of helpers on the day, the organizing of trophies, the completion of post event documentation, and the organizing of the ambulance and safety equipment.
- They will also be required to forward all associated expenses, like track hire fees, to the treasurer for payment.
- The motorsport coordinator is required to publish an article in the monthly magazine outlining the race calendar for the up coming year along with monthly magazine reports.
- The coordinator is required to liase with all committee members to ensure that all events do not conflict with other club activities.
- Attendance of the monthly committee and general meetings is expected.
APPAREL / MERCHANDISING OFFICER
- The position of Apparel / Merchandising Officer involves locating, organizing and ordering club items to be sold to the membership at a profit.
- The officer is required to keep and up to date listing of all suppliers with which the club deals with.
- The officer is required to attend monthly committee and general meetings and bring along for display and sale all merchandise as appropriate.
- Regular magazine articles and price lists are required to be published in the club magazine.
- Attendance of the monthly committee and general meetings is expected.
SOCIAL COORDINATOR
- This position involves organizing club social events to cater for all member interests.
- Duties include catering for social activity at all events, liaison with the venues for social functions.
- A monthly social report is to be submitted for the club magazine.
- Attendance of the monthly committee and general meetings is expected.
SPECIAL EVENTS COORDINATOR
- This person is responsible for the organisation of events such as DECA and Morwell Hillclimb and navigation runs, etc. Due to the various member interests, this is a challenging role.
- The provision of forthcoming events for publication in the club magazine.
- Attendance of the monthly committee and general meetings is expected.
CONCOURSE / SHOW ‘N’ SHINE COORDINATOR
- This person is responsible for the organisation of the clubs annual end of year Christmas party concourse / show ‘n’ shine.
- Other duties include holding various events throughout the year.
- Attendance of the monthly committee and general meetings is expected.
MAGAZINE EDITOR
- The main duty of the editor is to compile, edit and produce a monthly magazine up to accepted standards to cover the interests of the membership.
- It includes preparation and the coordination of the mail out of the magazine.
- The scourcing of new advertisers and fresh content for the magazine is also required.
- Attendance at the monthly committee and general meetings is expected.
There are the job requirements of the committee. If you feel you can contribute towards a better club or you feel the last committee didn’t quite get it right, then stand for a committee position and make a difference. If you are going to nominate or stand for a position, please make sure you have the time and energy to commit to the task at hand. These jobs are very rewarding and are worth the effort.
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