annual General meeting

President

Objectives

• To provide strong, efficient and effective leadership for the Club.

• To ensure the Club promotes the participation and achievement of the senior football teams at the highest level and that all junior members are given the highest level of coaching and competition to promote their development to senior ranks within the Club.

• Ensure the Club is run efficiently administratively, financially and socially to support the on field activities.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club.

• To provide a safe an enjoyable recreational environment for all Club members and ensure all football activities are played in a competitive and fair spirit.

 

Responsibilities

• Ensure sub committee’s and committee members fulfil their responsibilities to the Club.

• Preside at all meetings of the Club Committee.

• Report activities of the portfolio to the membership at the Annual General Meeting.

• Assist other Committee members in their duties as required.

• Undertake tasks at the request of the President, Executive or General Committee.

 

Vice President

Objectives

• To oversee all football related matters across the Club.

• Provide leadership to all football coaches, players, support staff and volunteers.

• To provide support to the President of the Club.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club.

 

Responsibilities

• Ensure the effective and efficient operation of the Executive and all football operations.

• Preside over meetings in the absence of the President.

• Ensure that all sectors of the Club football operations are managed effectively and efficiently so that on field performance is maximised.

• Oversee the football development program so that participation at junior and senior levels is maximised.

• Ensure that all coaches and support staff are carrying out their duties as required.

• Oversee recruitment of coaches and players according to policies outlined by the Club Committee.

• Assist other Committee members in their duties as required.

• Undertake tasks at the request of the President, Executive or General Committee.

 

Treasurer

Objective

• To ensure that a financial management system and reporting system is put in place and operable so the Club committee has an accurate, true and correct understanding of the financial status of the Club at all times.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club.

 

Responsibilities

• Prepare the annual budget of the Club for presentation at the February Committee meeting (the draft budget having earlier been formulated by the Club Executive).

• Ensure all Managers and general committee members do not exceed authority ceilings for financial expenditure without reference to the General Committee.

• Promptly attend to general banking activities.

• Maintain appropriate accounts of all income and expenditure and associated audit trails, e.g. receipts.

• Report monthly to the Club Committee on budget performance.

• Present all accounts for payment for approval.

• Prioritise payment of accounts.

• Make details of all accounts available to the Club Committee and members as provided in the Corporate Affairs Act.

• Oversee and seek reports of all other accounts held by sections of the Club.

• Manage any overdraft facility held by the Club.

• Ensure any surpluses are invested wisely after approval by the Committee.

• Ensure all taxation commitments are met by the Club.

• Issue tax certificates to employees as required under the Act.

• Ensure the Club finances are correctly audited.

• Report activities of the portfolio to the membership at the Annual General Meeting.

• Assist other Committee members in their duties as required.

• Undertake tasks at the request of the President, Executive or General Committee.

• Maintain and complete all salary cap reporting requirements.

 

Secretary

Objectives

• To ensure that appropriate administrative support is provided to the President, General Committee and sub committee’s.

• To provide a “whole of Club” planning focus to ensure the overall efficient management of club functions.

• To manage business considered by the Club Committee.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club.

 

Responsibilities

• Establish a planning calendar for the year.

• Provide a coordinating and support role for Club sub committees.

• Formulate the annual operating plan and manage its ongoing administration.

• Provide secretarial support to the Committee.

• Maintain an accurate copy of the Rules and By-Laws of the Club.

• Maintain a complete record of all activities of the Club.

• Be familiar with the rules of the Club, League, State Body, AFL and any other body that has governance to give advice to the President and Committee as required.

• Prepare minutes of all committee and general meetings of the Club and distribute in accordance with the Rules of the Club.

• Receive all correspondence directed to the Club.

• Prepare and send correspondence in accordance with the direction of the President and Committee.

• Report activities of the portfolio to the membership at the Annual General Meeting.

• Prepare a comprehensive report of all activities of the Club for presentation to the membership at the Annual General Meeting.

• Assist other Committee members in their duties as required.

• Undertake tasks at the request of the President, Executive or General Committee.

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Sponsorship Coordinator

Objective

• To maximise the number of sponsors supporting the Club and to maximise revenue from the sponsorship base.

• To manage the relationship between the Club and sponsors to ensure that all sponsors are serviced to a high level and are retained on a long term basis.

• To provide support to the Executive and Committee members to ensure the efficient management of Club sponsorship activities.

 

Responsibilities

• Develop a proposal, for ratification by the Committee, for sponsorship packages to be offered by the Club to attract as broad a sponsorship as possible.

• Co-ordinate all sponsorship for all areas of the club.

• Meet the sponsorship budget target set as part of the annual financial planning process.

• Ensure all existing sponsors are contacted three months prior to the season commencement

• Seek out new sponsors to supplement existing sponsors.

• Ensure sponsors signage is in place and all other aspects of sponsorship packages are in place prior to the commencement of the season.

• Arrange a sponsors dinner (as part of the annual luncheon) at an appropriate time of the year.

• Ensure all sponsorship agreements are honoured.

• Maintain contact with all corporate sponsors throughout the season.

• Maintain strong relationships with all Club sponsors.

 

Social Media/Marketing Manager

Objective

• To promote and market the club in a positive light at all times.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club

• To maximise communication to Club stakeholders

• To promote the Club through regular publications such as the Spectator & Newsletter

• To promote the activities of the Club in the local media including radio, newspaper and other mediums where appropriate

 

Responsibilities

• Making contact with media contacts and developing and maintaining media relationships

• Being the communications contact person for Club members and media to gather and present articles

• Maintaining club website

• Maintaining club facebook

• Developing all public documentation e.g. sponsorship forms, advertisement and posters

• Ensuring that weekly media information e.g. results is provided on time and is accurate

• Writing media releases to highlight key activities / stories about the Club

• Liaising with the Committee about media opportunities 

• Undertake tasks at the request of the President, Executive or General Committee

• Develop / implement a promotional plan for the club

• Write media release regarding any news items and upcoming events

• Assist with attracting and securing sponsorship

• Main contact person for all media requirements

• Assist committee with marketing and new business ideas

 

Auskick Coordinator

Objective

• To ensure all participants have fun and make new friends whilst developing many new skills as part of Australian Football. 

 

Responsibilities

• Facilitate the AFL Auskick Program

• Manages the AFL Auskick Centre

• Establishes a committee structure

• Advertises child and parent recruitment

• Attends regional development meetings

• Maintains financial systems

• Manages equipment

• Develops communication links

• Facilitates participation by all parents

 

Junior’s Coordinator

Objective

• to seek to provide the best and safest environment for junior players

• to be committed to ensuring the continued development of junior players and the junior football components of the Club

• to promote the Club’s junior coaching development philosophy to all coaches and personnel involved in junior teams

• to provide all juniors with the best possible opportunity to develop their skills

• to foster a sense of team spirit and responsibility in junior player

• to co-ordinate the provision of training and coaching resources to junior coaches and teams

• assist with the provision of advice, support and guidance for junior players that may require additional assistance beyond the “average” player

• identify those juniors that require specific skill training to assist in their development

• identify and assist those players of outstanding potential in furthering their careers

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Responsibilities

• Conduct of the Club Primary School Clinics

• Liaise with FV regional staff to ensure all development and promotional opportunities for the Club are realised.

• Coordinate the attendance at junior teams training and matches

• To promote the Club’s junior coaching developmental philosophy to all coaches and key personnel

• Coordinate the provision of training and coaching resources (such as videos and other instructional / educational information) to the junior coaches and teams.

• Assist with the provision of advice, support and guidance (possibly referrals) for junior players that may require additional assistance beyond the ‘average player’. This may relate to player welfare issues such as schooling / family / life that may adversely impact on the player.

• Coordinating attendance by Club personnel at coaching courses run by the FV.

• Advise the Club Committee on all matters relating to junior development matters.

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Bar Operations

Objective

• Provide bar facilities to Club members & visitors on match days and functions.

• To ensure a safe and comfortable environment for club members through the implementation of the Responsible Management of Alcohol policy.

• Ensure that bar operations are managed efficiently to meet budget requirements.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club.

 

Responsibilities

• Provide bar services for all functions and events as required by the Committee.

• Coordinate bard staffing for all bar operations.

• Ensure appropriate licences are held by Club and displayed as required.

• Manage the sale of liquor in accordance with the provisions of the Liquor Control Commission licence as held by the Club.

• To account for all purchases and sales of liquor.

• Ensure sufficient supplies of liquor is available to meet the needs of all Club members and visitors.

• Implement the Club Responsible Management of Alcohol policy.

• Assist other Committee members in their duties as required.

• Undertake tasks at the request of the President, Executive or General Committee.

 

Canteen Operations

Objective

• To provide an appropriate canteen service at all home games and at other times as agreed.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club

 

Responsibilities

• Ensure that an adequate food safety plan is in place for canteen operations

• Ensure that adequate equipment is available for providing the canteen services

• Establish a menu of goods for sale that provides variety that will attract all members and visitors to purchase goods from canteen

• Ensure goods are purchased at the best (but not necessarily the cheapest) rates possible

• Ensure that the canteen is open for business from the commencement of the first game at home games

• Account for all purchases and receipts

• Assist other Committee members in their duties as required

• Undertake tasks at the request of the President, Executive or General Committee

 

Function and Events Coordinator

Objective

• To establish a broad social calendar for the season and end of season to provide a range of appropriate entertainment for all Club members and to enhance the appeal of the Club to the wider community.

• To provide support to the Executive and Committee members to ensure the efficient operation of the Club

 

Responsibilities

• Appoint a sub committee to program and organise social events for the Club.

• Prepare a calendar of social events that will attract the widest involvement form all members of the Club prior to the commencement of the season.

• Ensure that all social events held are at least cost neutral to the Club. 

• Assist other Committee members in their duties as required

• Undertake tasks at the request of the President, Executive or General Committee

 

Merchandising Coordinator

Objective

• To provide support to the Executive and Committee members to ensure the efficient management of Club clothing sales

• To provide a range of reasonable priced clothing that will provide members and supporters with suitable attire to reflect professionally on the Club

 

Responsibilities

• Prepare a report proposing a suitable range of clothing for sale for consideration by the Committee at the commencement of the season

• Arrange the wide promotion of clothing items to members, supporters and the community

• Provide a convenient means by which orders can be placed for all clothing lines

• Arrange the display of clothing lines in the Club social rooms prior to the commencement of each season

• Ensure sufficient clothing stocks are maintained to ensure orders are filled promptly

• Maintain strong relationships with approved suppliers of clothing lines​

 

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