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Douglas Park Athletics Club
Camden Rd, Douglas Park, NSW, 2560
0497 923 273
 

Douglas Park Little Athletics Club
Regulation: DPLAC2016-1
Committee Positions and Duties

To be read in conjunction with the Centres’ Constitution, where conflicting advice arises, the Centres’ Constitution is the prevailing document.


Executive Committee Positions:


PRESIDENT
The President shall: -
  1. Preside at each meeting of The Executive and any other meetings organised by The Centre.
  2. Ensure that all members of The Executive keep him/her informed of all Centre matters under their control.
  3. Perform such duties as may be required from time to time by The Centre.
  4. Submit a report to the Annual General Meeting of The Centre.
  5. Represent The Centre at all functions, meetings and other occasions requiring the presence of a representative of The Centre either personally or by delegation to a member of The Executive or any other person deemed appropriate by the President.


VICE PRESIDENT
The Vice President shall: -
  1. Act as assistant to the President and upon direction of the President be the Presidents representative at any meetings, functions or events.
  2. With direction by the committee, upon absence or unavailability of the President act as the Presidents representative.
  3. Attend to such other duties as may be reasonably required by the committee.


SECRETARY
The Secretary shall: -
  1. Take minutes of the business from all Centre meetings and distribute copies to all committee members.
  2. Compile all agendas' for meetings with the assistance from The Executive.
  3. Keep on file, all material that may assist the organisation of Little Athletics.
  4. Forward notices of meetings to members at least seven (7) days prior to the date of the meeting.
  5. Keep on file, all correspondence received and a copy of all correspondence forwarded on behalf of The Centre by each member of The Executive.
  6. Act on behalf of The Centre as directed by The Executive.
  7. Submit a report to the Annual General Meeting of The Centre.


TREASURER
The Treasurer shall: -
  1. Keep a detailed ledger of all receipts and payments transacted for The Centre.
  2. Issue receipts for all monies received.
  3. Present at each committee meeting, a full summary of receipts and expenses, as well as the bank balance, for ratification by The Executive.
  4. Pay on invoice or receipt, all accounts passed by The Executive for payment, such payments to be made by cheque only.
  5. Collect all competition and miscellaneous fees owing to The Centre and arrange for banking as soon as practicable.
  6. Plan and implement all financial arrangements organised by The Centre.
  7. Present to the Annual General Meeting a detailed Financial Statement of Income and Expenditure for the twelve (12) months.
  8. Investigate all insurance policies required for The Centre and equipment.
  9. Establish an account or accounts with a suitable Bank or Financial Institution.
  10. At the completion of The Centre's financial year, arrange for an independent audit of accounts.
  11. Submit a report to the Annual General Meeting of The Centre.


REGISTRAR
The Registrar shall: -
  1. Obtain and distribute to those persons requiring them, registration forms for completion in accordance with the LANSW rules.
  2. Where applicable receive each correctly completed registration form, accompanied by the fee set down by The Executive and proof of age of all new members.
  3. Distribute Centre registration and age numbers to each child upon registration, and other material as required from time to time.
  4. Forward all registrations, together with appropriate fees, to the Little Athletics New South Wales, within ONE MONTH after receiving the registration.
  5. Maintain a complete register of each junior and non-voting member, showing registration number, name, age group, date of birth, proof of age, plus any other detail deemed to be required by either LANSW or The Centre.
  6. Submit a report to the Annual General Meeting of The Centre.



General Committee Positions:


ATHELTE ENCOURAGEMENT OFFICER
The Officer shall: -
  1. Prepare the PB (Personal Best) and record certificates each competition week, ready for distribution on each competition night
  2. Works with club members and implements tasks and systems to encourage athletes in their performance and sportsmanship.

CANTEEN MANAGER
The Canteen Manager shall: -
  1. Manage the activities of the canteen at all Centre meetings and other special meetings as required.
  2. Be responsible for all ordering of stock within the canteen, with the financial arrangements as decided upon by the Committee.
  3. Manage the financial affairs of the canteen in conjunction with the Treasurer and maintain proper records of all trading carried out in conjunction with the operation of the canteen.
  4. Submit a report to each Committee meeting of the Centre.
  5. Submit a report to the Annual General Meeting of the Centre.

CHAMPIONSHIP OFFICER
The Officer shall: -
  1. Direct, plan and organise all competition and championship events for The Centre.
  2. Prepare competition programs and timetables.
  3. Organise all aspects of Centre Championships and Special Events.
  4. Complete and submit any entry forms for athletes to participate in LANSW or other Centres' events.
  5. Attend monthly Zone meetings and report back to The Centre
  6. Submit a report to the Annual General Meeting of The Centre.

CHILD PROTECTION OFFICER
The Officer shall: -
  1. Ensure the Working with Children Check process is followed.
  2. Administer the record keeping associated with the Prohibited Employment Declarations.
  3. Ensure children and adults in the Centre have someone to go to if they have a concern or need information on child protection.
  4. Coordinate the Centre response to child protection.
  5. Promotes child protection awareness in the Centre and ensure all people involved in with the Centre are aware of the Centre child protection policy and relevant codes of conduct
  6. ls aware of, or creates, reporting procedures to deal with allegations of abuse
  7. Submit a report to the Annual General Meeting of The Centre.


EQUIPMENT OFFICER
The Officer shall: -
  1. Determine the layout of the track and field for all competition held at The Centre.
  2. Recommend the purchase and or repair of all equipment.
  3. Ensure all equipment is maintained in safe and good working order.
  4. Arrange the set up and pack up of equipment for each running day.
  5. Conduct a regular stock-take of all Centre equipment and keep an up-to-date inventory.
  6. Provide details of equipment to the Treasurer for insurance purposes.
  7. Submit a report to the Annual General Meeting of The Centre.

FUNDRAISING OFFICER
The Officer shall: -
  1. Acquire pledges, gifts and grants of funds where needed.
  2. Conduct or arrange all raffles or fund raising activities of The Centre
  3. Get all monies as soon as practicable to the Treasurer
  4. Submit a report to the Annual General Meeting of the Centre.

OFFICIALS OFFICER
The Officer shall: -
  1. Recruit and organise officials for the safe and efficient conduct of Centre meetings.
  2. Organise officials for participation in instruction, training and examinations.
  3. Organise officials for events conducted by LANSW and other Centres, in which The Centre participates.
  4. Submit a report to the Annual General Meeting of The Centre.

PUBLICITY OFFICER
The Officer shall plan and implement: -
  1. Compilation and maintenance of publicity material to local media sources.
  2. Advertise the activities of The Centre throughout the local community, including local schools.
  3. Organise promotional activities for The Centre.
  4. Represents the Centre within the local community
  5. Keep sponsors informed.
  6. Submit a report to the Annual General Meeting of The Centre.

REGISTRAR SUPPORT OFFICER
The Officer shall: -
  1. Provide assistance and support to the Registrar as needed in registration related duties.
  2. Works with official registration information


RECORDING OFFICER
The Officer shall: -
  1. Record all athlete performances in a suitably prepared set of books or computer program.
  2. Compile and distribute weekly result summaries and rankings in the appropriate format, either electronic or hard copy.
  3. Maintain and publish all Centre records/best performances rankings in the appropriate format, either electronic or hard copy.
  4. Assist with selection of athletes for Centre representation.
  5. Organise the ranking of all athletes for competition
  6. Purchase Presentation Day end of season gifts
  7. Submit a report to the Annual General Meeting of The Centre.

UNIFORM OFFICER
The Officer shall: -
  1. Purchase Centre uniforms.
  2. Sell Centre uniforms and provide a receipt to all purchasers.
  3. At all times keep sufficient stock of uniform.
  4. Get all monies as soon as practicable to the Treasurer
  5. Conduct a regular stock-take of all Centre uniform and keep an up-to-date inventory.
  6. Submit a report to the Annual General Meeting of The Centre.



Other Club Tasks (Non – Committee Members):

The following tasks and roles can be performed by non committee members or current committee members as additional duties to their committee role.

PUBLIC OFFICER
The Officer shall: -
  1. Submit the required paperwork to NSW Department of Fair Trading in the required format and timeframes as set by the Department.
  2. Maintain an accessible contact list of all committee members.


SOCIAL MEDIA TASKS
These tasks include:
  1. Maintaining the Centres websitewww.douglasparkathletics.com and ensuring up to date information and links are accessible.
  2. Maintain the Centres Facebook page and ensuring up to date relevant information is provided to Centre members.
  3. General email distribution to Centre members as necessary (using Results HQ System)