ROLES AND RESPONSIBILITES OF COMMITTEE MEMBERS OF THE BUNBURY MOTORCYCLE CLUB
PRESIDENT
The President is the principle leader of the Bunbury Motorcycle Club and has overall responsibility for the club’s administration.
The President sets the overall annual committee agenda (consistent with the views of members), helps the committee prioritise its goals and then keeps the committee on track by working within that overall framework. At the operational level, the major function of the President is to facilitate effective committee meetings.
Responsible To
The President is elected by the club members and responsible for representing the views of the members.
Responsibilities and Duties
The President should:
- Manage committee and/or executive meetings
- Manage the annual general meeting
- Represent the club at local, regional, state and national levels
- Act as a facilitator for club activities
- Ensure the planning and budgeting for the future is carried out in accordance with the wishes of the members.
- Conduct long-term planning of activities so that the aims and objectives of the organisation are fulfilled
- Develop policy and procedures
- Evaluate the performance of officials, employees, subcommittees and, importantly, itself
- Provide detailed written records and job descriptions to a newly elected committee to facilitate transition into their roles
- Ensure that all members of the committee act as leadership role models
Knowledge and Skills Required
Ideally the President is someone who:
- Can communicate effectively
- Is well informed of all organisation activities
- Is aware of the future directions and plans of members
- Have a good working knowledge of the Committee constitution, the risk management plan, the environmental plan and the rules and duties of the Club Committee
- Is a supportive leader for all organisation’s members
- Strategic Vision
- Dedication
Estimated Time Commitment Required & Period of Appointment
The estimated time commitment required as the President is 10 hour per week to around 20 hours per week during the season.
The President is appointed for a 1 year term.
Does require a WWC Check
VICE-PRESIDENT
The role of the Vice-President is to shadow the President in providing leadership and responsibility for the club 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.
Responsible To
The Vice-President is directly responsible to the President
Responsibilities and Duties
The Vice-President should:
- In the event of the president being unable to fulfil 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
- 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
- Be able to raise concerns with the President where they arise
Knowledge and Skills Required
Ideally the Vice-President is someone who:
- Can communicate effectively
- Is well informed of all organisation activities
- Is aware of the future directions and plans of members
- Have a good working knowledge of the Committee constitution, the risk management plan, the environmental plan and the rules and duties of the Club Committee
- Dedicated
Estimated Time Commitment Required & Period of Appointment
The estimated time commitment required as the Vice- President is 8 hour per week to around 15 hours per week during the season.
The Vice-President is appointed for a 1 year term.
Does require a WWC Check
Secretary
The Secretary is the chief administration officer of the Bunbury Motorcycle Club. This person provides the coordinating link between members, the management committee and outside agencies.
Responsible To
The secretary is directly responsible to the President.
Responsibilities and Duties
The Secretary should:
- Prepare the agenda for club meetings in consultation with the President including the annual agenda
- Make arrangements including venue, date, times and hospitality for club meetings
- Send adequate notice of the meetings
- Collect and collate reports from office bearers
- Call for and receive nominations for committees and other positions for the club AGM
- Take the minutes of meetings
- Write up the minutes as soon as possible after the meeting
- Read, reply and file correspondence promptly
- Collate and arrange for the printing of the annual report
- Maintain registers of members’ names and addresses, life members and sponsors
- Maintain files of legal documents such as constitutions, leases and titles
- Ensure that the records of the Club are maintained as required by law and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records
- The Secretary may also be the nominated person to receive and file relevant Police Check records or Working with Children documentation.
- Help and lead the Committee in providing systematic communication from the Committee to Club members and other relevant stakeholders
- Process member applications;
- Communicate information between MWA and members (through the media officer).
- Respond to general duties as directed by the club/group committee.
- Send membership cards and packs to new and renewing members
Knowledge and Skills Required
Ideally the Secretary is someone who:
- Can communicate effectively
- Is well organised and can delegate tasks
- Can maintain confidentiality on relevant matters
- Has a good working knowledge of the constitution, risk management plan, environmental plan and roles and responsibilities of the Club Committee
- Has computer skills
Estimated Time Commitment Required
The estimated time commitment required as the Secretary is 5 to 8 hours per week.
The Secretary is appointed for a 1 year period.
Does require a WWC Check
Treasurer
The Treasurer is the chief financial management officer for the Bunbury Motorcycle Club.
Responsible To
The Treasurer is directly responsible to the President.
Responsibilities and Duties
The Treasurer should:
- Prepare a budget and monitor it carefully
- Keep the club’s books up-to-date
- Keep a proper record of all payments and monies received
- Make sure financial reports are available and understood at all committee meetings
- Show evidence that money received is banked and documentation provided for all money paid out
- Ensure that information for an audit is prepared each year
- Arrange the audit
- Give Treasurer’s report at regular meetings and when required
- Maintain the accounting records using software for the purpose
- Produce an annual financial report
- Send out accounts
- Pay the bills.
- Keep accurate record of all membership payments
- Be a signatory on club account
Knowledge and Skills Required
Ideally the Treasurer is someone who is:
- Well organised
- Has some financial expertise
- Be honest/trustworthy
- Able to allocate regular time periods to maintain the books
- Able to keep good records
- Able to work in a logical orderly manner
- Aware of information, which is needed to be kept for the annual audit.
- Good computer skills
- Be experienced with Quicken or MYOB accounting packages
Estimated Time Commitment Required
The estimated time commitment required as the Treasurer 2 to 4 hours per week.
Does not require a WWC Check
Roles and Responsibilities of other club officials
CANTEEN MANAGER
Ensure canteen facility is clean and tidy before and after meeting
Order food and other product
Assist and supervise the preparation of food
Ensure preparation is in accordance with Health regulations
Liaise where necessary with local council on health requirements
Advise the Club Secretary where any permits are required for the Secretary to obtain
Organise a float for each meeting
Keep all money received secure
Hand takings to Treasurer at conclusion of meeting
Keep all receipts
Does require a WWC Check
Obtain the necessary bar managers licence as required by legislation
Ensure licence requirements are met, including retraining and training of staff
Ensure bar area fully complies at all times
Keep stock secure
CANTEEN ASSISTANT
Assist the manager as required
Serve food to customers
Receive money and give change
Be pleasant and courteous at all times when dealing with the public
Does require a WWC Check
TRACK MANAGER
Ensure track is prepared prior to each meeting
Organise volunteers to assist
Instruct volunteers on use of machinery
Arrange repairs and maintenance of machinery
Advise in good time to the President any repairs required
Does not require a WWC Check
GATE KEEPER
Take entry money from public
Take entry cards from competitors
Stamp hands of everyone leaving venue in case of re-entry
Be responsible for security of takings
Account to Treasurer for all takings
Sell programs
Seek assistance where required
Does require a WWC Check
Obtain the necessary bar managers licence as required by legislation
Ensure licence requirements are met, including retraining and training of staff
Ensure bar area fully complies at all times
Media Officer
Produce regular media releases
Distribute releases to media and website officer
Organise publicity for all meetings
Identify opportunities to gain exposure for Pinjar Park and our events
Forward images and information to the website officer for use on website and online
Does not require a WWC Check
Website Officer
Maintain the website
Keep up to date with new features of the website provided by Sporting Pulse (the developers)
Manage the online entry and membership system
Produce regular and timely e-news letters
Forward all online members to the Secretary
Does require a WWC Check
Roles and Responsibilities of Track Committee
The track committee are the people responsible for maintenance on the track, machinery and equipment.
Responsible To
The track committee is directly responsible to the President.
Responsibilities and Duties
The track committee should:
- Maintain the racing circuit during non-event days
- Keep the entire facility clean and tidy
- Maintain fences around entire facility and track
- Regularly water grassed areas during summer months
- Water track when required
- Maintain equipment, pump motors and reticulation
- Maintain machinery – loaders and water truck
- Maintain starting gate area
- Maintain Pit area and wash bay area.
- Complete track maintenance and machinery maintenance records (track and machinery maintenance records to be kept in locked box in Workshop sea container)
- Close venue when carrying out maintenance on and around track
Limitations and approvals needed:
Track committee must not do work listed below until approved by main committee:
- Any changes or alterations (minor or major) to racing circuit
- Any work, repairs or maintenance that needs to be done to machinery or equipment besides regular service maintenance
- Approval is needed before any maintenance or watering of the racing circuit
Knowledge and Skills Required
Ideally the track committee are peoplewho:
- Can communicate effectively
- Are well organised and can delegate tasks
- Has a good working knowledge of the constitution, risk management plan, environmental plan and roles and responsibilities of the Club Committee
- Have some mechanical skills
- Have knowledge of machinery and how it operates.
- Can pass a competency test on machinery
Estimated Time Commitment Required
The estimated time commitment required as part of the track committee is 2 to 3 hours per week.
The track committee is appointed for a 1 year period.
Does not require a WWC Check