RHPA MANAGEMENT COMMITTEE – ROLES & RESPONSIBILITIES

 

4.1.2           PRESIDENT: 

  • Chairs all Executive and Management Committee meetings
  • Ensures meetings are conducted in accordance with accepted meeting protocols
  • In conjunction with the Secretary and Registrar, ensures member’s eligibility regarding voting rights
  • Undertakes a number of leadership tasks
  • Acts as the public representative for the Association
  • Ensures that other office bearers fulfil their functions and responsibilities
  • Ensures adequate and efficient communication exists between members, committees, council and government
  • Encourages others to participate in the activities and objectives of the RHPA
  • In addition to the Treasurer and two others, acts as a signatory on the Association’s banking accounts
  • Chairs Strategic Planning Sub-committee meetings and ensures that the Association’s Business and/or Strategic Plan is drawn up and monitored
  • Ensures that all Association business is conducted in a proper and transparent manner
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.3    VICE PRESIDENT:

  • Chairs meetings in the absence of the President
  • Undertakes the role of President in the President’s absence
  • Undertakes tasks as requested by the President
  • Acts as Association representative as required
  • Oversees all facilities of the Association and acts as Chairperson of Facilities Sub-Committee
  • Oversees the security of all Association facilities and makes recommendations to the Association
  • Oversees the production and distribution of the River Heads Welcome Pack to new residents
  • Makes recommendations to the Association regarding improvements and/or additions to facilities
  • Presents a report to all Management Committee, Annual General and Special General meetings
  • Represents the Association at Fraser Coast Regional Council meetings

 

4.1.4   SECRETARY:

  • Is aware of the legal and constitutional requirements of the Association
  • Offers constitutional advice to the Executive and/or Management Committee when required
  • Liaises with the Association’s Honorary Solicitor as required
  • Collects the Association’s mail
  • Conducts all the Association’s correspondence
  • Maintains custody of all Association records, documents and historical artefacts
  • Liaises with Office of Fair Trading regarding changes to Constitution, Office Bearers, etc.
  • In conjunction with the Treasurer, prepares and lodges Annual Return of Incorporated Associations with Office of Fair Trading
  • In addition to the Treasurer and specified executive members, acts as a signatory on the Association’s banking accounts
  • Liaises with Webmaster in regard to website content
  • Prepares full and accurate Minutes of all Association Meetings
  • Prepares and circulates an Agenda prior to each meeting
  • Records exact wording of motions and amendments as they are presented
  • Records the names of those members present at the meeting and any apologies
  • In conjunction with the President, ensures member’s eligibility regarding voting rights
  • In conjunction with the President and Treasurer, prepares applications for grants as required
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.5 ASSISTANT SECRETARY:

  • Undertakes the role of Secretary in the Secretary’s absence
  • Assists the Secretary as required
  • Ensures Minutes of previous meetings have been circulated
  • Ensures members have received proper notice of the meeting
  • Ensures meeting venue is organised and set up
  • Prepares and circulates the agenda as required
  • Takes minutes as required
  • Acts as the contact person for all hall bookings
  • Records all hall bookings and provides details to Treasurer for invoice
  • If required, presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.6 TREASURER:

  • Takes responsibility for all moneys received or expended on behalf of the Association, including sub-committees
  • Acts as signatory on all Association banking accounts
  • Banks all moneys received by the Association
  • Issues cheques on behalf of the Association as required
  • Ensures all moneys received by the Association or its committee members is properly receipted
  • Ensures adequate records are kept of all advertisers in the RH Review and invoices advertisers
  • Issues invitations to advertisers to renew their advertising subscriptions each financial year
  • Liaises with Review Editor in regard to new or discontinued advertisers
  • Ensures proper bookkeeping processes are established and adhered to
  • Ensures financial management by establishing a budget, monitoring the budget, controlling outstanding debts and understanding and using the information contained in financial reports
  • Oversees all fundraising activities undertaken on behalf of the Association
  • Produces financial reports for all Management Committee and Annual General or Special General Meetings
  • Ensures the Association books are audited in a timely manner to present to Annual General Meeting
  • Establishes processes to ensure all Association takings are receipted, accounted for and reported
  • Arranges for the issue of membership cards to all financial members
  • In conjunction with the President and Secretary, prepares applications for grants as required
  • Prepares and maintains an Asset Register of all Association assets and equipment
  • Ensures all licensing requirements are met and that all licences are obtained/renewed in a timely manner
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.7 ASSISTANT TREASURER:

  1. Acts as Treasurer in the absence of the Treasurer
  2. Oversees the production of membership cards
  3. Oversees the issuing of membership cards to all financial members
  4. Assists the Treasurer to establish processes to ensure all Association takings are receipted, accounted for and reported
  5. Assists the Treasurer as required
  6. Presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.8 REGISTRAR:

  • Maintains an up-to-date register of all financial members of the Association, preferably in electronic format
  • Advises the Executive on matters relevant to membership and voting rights
  • Assists with the production and issuing of membership cards
  • Presents a report to all Management Committee meetings
  • Ensures a current list of all members is produced weekly

 

 

4.1.9        PUBLICITY OFFICER:

  • Oversees promotion and advertising of events and happenings on behalf of the Association
  • Establishes contact and builds relationships with all forms of media
  • Acts as Chairperson of Publicity Sub-Committee
  • Make recommendations to the Management Committee regarding sponsorship
  • Makes recommendations to the Management Committee regarding the cost of advertising in the RH Review and/or promotion of the RHPA
  • Arranges the promotion of social events arranged by the RHPA
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

2.1.10              REVIEW EDITOR:

  • Produces the Review in the first week of each month
  • Liaises with Treasurer in regard to advertising
  • Makes suggestions to Management Committee regarding content and format of Review
  • Prepares posters for events as required
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

2.1.11              WEBMASTER:

  • Oversees the RHPA website – www.riverheads.org.au
  • Ensures content is accurate and current
  • Makes recommendations to Management Committee for improvements or additions to website
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.12        KITCHEN CO-ORDINATOR:

  • Oversees the running of the kitchen
  • Co-ordinates preparation of roster of members to assist in the canteen
  • Trains canteen staff on food handling practices and ensures all staff adhere to the regulations
  • Undertakes a stocktake immediately following any kitchen opening
  • Is a member of the Facilities Sub-committee
  • Makes suggestions to Executive/Management Committee regarding pricing, purchasing and display of food
  • Oversees the purchasing of food items
  • Oversees the cleanliness of premises
  • Ensures that the correct food licensing is maintained and reports any anomalies to Executive
  • Prepares and maintains a Kitchen Asset Register and provides to Treasurer as required
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

 

4.1.13        BAR CO-ORDINATOR:

  • Oversees the running of the bar
  • Prepares roster of members to assist in the bar
  • Ensures bar staff comply with ‘Responsible Service of Alcohol’ requirements and ensures all staff adhere to the regulations
  • Completes ‘takings sheets’ after each bar opening and provides to Treasurer along with moneys taken
  • Makes suggestions to Executive/Management Committee regarding pricing, purchasing and display of liquor
  • Oversees the purchasing of bar items
  • Oversees the cleanliness of premises
  • Ensures that the correct licensing is maintained and reports any anomalies to Executive
  • Prepares and maintains a Bar Asset Register and presents to Treasurer as required
  • Undertakes a stocktake immediately following any bar opening
  • Is a member of the Facilities Sub-committee
  • Presents a report to all Management Committee, Annual General and Special General meetings

 

4.1.14        GENERAL COMMITTEE MEMBERS

  • Attend all Management Committee and General Meetings of the Association
  • Assist where required

 

 

 

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