President
The President is
ultimately responsible for coordinating the overall activities and
administration of the Club. The role involves being spokesperson for
the club, calling and chairing club meetings, ensuring that
communication with club members and the AuSM Clubs Officer is carried
out regularly, and that audits and Annual General Meetings take place
in the time specified in the Club Constitution. As Chairperson of clubs
and meetings, you are responsible for checking that matters of
importance are brought to the attention of the members, and that a
friendly and civilised approach is maintained at all times by all
parties.
Most importantly,
the President and/or Secretary must maintain a close relationship with
the AuSM Clubs Officer, as all club correspondence is through them.
This includes Grants forms, invoices/bills, notices etc. It is
imperative the President communicates with the rest of the committee
about this correspondence, lest your club miss out on grants, deadlines
and other important information.
Duties include:
· To chair all committee, general, and Annual General Meetings
· To have an understanding and knowledge of meeting procedures (see Meetings section)
· To co-ordinate activities within the committee
· To ensure the club activities accord with its own constitution
· To submit an annual President’s report to the Annual General Meeting
· Act as spokesperson for the club
· To attend AuSM meetings on a regular basis
· To be well informed on the club activities
· To be aware of the future directions and plan of club member
· To be a supportive leader for all club members
· Act as a facilitator for club activities
· To oversee and co-ordinate the activities and administration of the club
· To ensure the elected office bearers perform duties as stated in the Constitution
· To plan and co-ordinate a Club development plan
· Check the minutes prior to circulation
· Liaise with the AuSM Clubs Officer
· Work closely with the committee
Vice President
Some clubs may have
a Vice-President. This person takes over the role of President in the
President’s absence. They may be given other special tasks, projects or
responsibilities depending on the club.
Secretary
The Secretary
provides an important link between the President, club members and the
respective committee. The Secretary is responsible for arranging
venues, compiling agendas and taking Minutes of all club meetings. The
Secretary should bring all-important correspondence to the attention of
club members, and should answer letters under the direction of the
committee. Club files must also be kept current and in order, as they
are an invaluable historical record of the club’s activities in the
past.
The most important
job for the Secretary is to submit Minutes from the Annual General
Meeting and committee meetings to the AuSM Clubs Officer. These minutes
show that your club is behaving in accordance with its Constitution in
electing new Office bearers etc. The Secretary must forward all details
(name, address, phone number) of the new committee, and any alterations
to the Club Constitution, to the Club Officer as soon as possible.
Duties include:
· Organise meeting times, dates and book meeting rooms.
· Organise any facilities required for meetings, eg tea & coffee
· Prepare and issue agendas, supporting papers and minutes of the previous meeting
· Advise all committee members of the time and date of the meetings
· Invite any guest speakers
· Conduct all correspondence and keep a register of correspondence
· Inform the President of any correspondence requiring urgent attention
· Accurately record the minutes of all meetings
· Circulate minutes to all members (Chairperson to confirm before distribution)
· Keep the membership register up to date
· Liaise with the AuSM Clubs Officer
· Work closely with the committee
Treasurer
The best
characteristic a Treasurer can possess is a meticulous eye for detail.
The Treasurer bears the responsibility of all club monetary
transactions and financial records. Amongst other things, the Treasurer
should prepare budgets for income and projected spending, keep a
current list of financial members, be responsible for the club’s bank
account, and give a financial report at the Annual General Meeting, and
keep and label all receipts that must be shown to receive your grant
payment.
It is up to the President, Treasurer and Secretary to operate the club
bank account (with at least two signatures) and ensure the Grant
application, Annual General Meeting and Audit takes place.
Duties include:
· Keep an up-to-date and accurate register of all financial records
· Ensure all financial records are maintained for auditing purposes
· Prepare a club budget demonstrating income and expenditure
· Be prepared to present a current financial report to club committee and AuSM.
· Prepare an annual budget for Grant funding
· Authorise all petty cash transactions and be accountable for its safe keeping
· Liaise with the AuSM Clubs Officer in relation to all club financial operations
· Collect and bank club money
· Issue receipts for all monies paid by members
· Present a written financial report to all meetings
· Work closely with the committee
Responsibilities of the Treasurer
· Do not lend any money, under any circumstances
· Keep the books up to date
· Do not put the club in debt, remember AuSM is not liable for any debts you incur
· Always insist on a receipt or docket
· Pay all accounts by cheque
· Always provide a receipt to a person who gives money to the club
· Ensure you have two signatories to the AuSM club account and any cheque accounts
· Always keep petty cash and floats in a safe place
· When spending money always approve it at a committee meeting
Publicity/Promotions Officer
The
Publicity/Promotions Officer is responsible for advertising and
promoting all general meetings, activities and functions of the club.
They are responsible for the image of the club and the future
enhancement of that image as directed by the Executive Committee.
Duties include:
· Preparing and submitting articles and notices to debate
· Advising the AuSM Clubs Officer of all activities and functions
· Developing a strategy to market and promote the club
· Ensure the club receives maximum promotional exposure
· Write media releases for upcoming club events
· Co-ordinate arrangements for press media coverage of club events
· Assist in the publication of club newsletters etc.
· Act as the liaison person with all media personnel
· Arrange for sponsorship for the club in conjunction with the AuSM Clubs Officer
· Promote the club around AUT and the community
· Be familiar with other committee members regularly
· Liaise with the AuSM Clubs Officer
