Committee Role Descriptions

Executive Committee Roles

President

The President is the principle leader of the Wantirna Jetbacks Basketball Club, duties include:

Chair Committee meetings / and or executive meetings
Chair Annual General Meetings
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 are carried out in accordance with the wishes of the members
Act as a signatory to the organisations bank account

This is a committee role.

The President is appointed for a 1 year term and new nominations will be taken at the Wantirna Jetbacks AGM in November of each year.

Vice President

The Vice President is the person that will temporarily fill the position of President when the President is unavailable or stands down, duties include:

Take an active role as a committee member
Contributes to decision making and voting within the committee
Have an understanding of the President’s position
Chair meetings in the absence of the President

This is a committee role.

The Vice President is appointed for a 1 year term and new nominations will be taken at the Wantirna Jetbacks AGM in November of each year.

Secretary

The Secretary is the chief administration office of the Wantirna Jetbacks Basketball club, duties include:

Prepare the agenda for the meetings in consultation with the President.
Make arrangements including venue, date, time and hospitality for committee meeting.
Send adequate notice of meetings.
Check email daily and post box once per week for incoming mail.
Read, reply, minute and file correspondence promptly, making sure: all invoices, bank statements and bank correspondence is recorded and forwarded to the treasurer promptly.
Maintain registers of member’s names and addresses, life members and sponsors.
Forward all notice to Website Coordinator for display on website.
Maintain files of all legal documents such as Constitution, leases, insurances, registrations and police checks.
Act as 'Public Officer' for the club liaising with members of the public, affiliated bodies and government agencies.
Organise and distribute all registration forms to the Coordinators for distribution at the start of the season.
Forward details of team lists to all Coaches
Inform Coaches of any changes or notices regarding fixture changes
Take an active role as a committee member

This is a committee role.

The Secretary is appointed for a 1 year term and new nominations will be taken at the Wantirna Jetbacks AGM in November of each year.

Minutes Secretary

The Minutes Secretary is the assistant administration officer to the Secretary of the Wantirna Jetbacks Basketball club, duties include:

Record minutes of all meetings
Type and distribute minutes to all members within the week following
Take an active role as a committee member
Assisting Sectrtary as required

This is a committee role.

The Minute Secretary is appointed for a 1 year term and new nominations will be taken at the Wantirna Jetbacks AGM in November of each year.

Treasurer

The Treasurer is the chief financial officer of the Wantirna Jetbacks Basketball club, duties include:

Ensure that adequate accounts and records exist regarding the organisations financial transactions including accurate and up to date records of all income and expenditure.
Coordinate the preparation of a budget and monitor it.
Issue receipts and promptly deposit all moneys received in the organisations bank account.
Make all approved payments and invoices groups/member promptly.
Collect fees from those not paying online and process payments.
Inform Registrar of all member payments.
Act as a signatory to the organisations bank account.
Prepare and present regular financial statements to committee meetings.
Prepare financial accounts for an annual audit and provide the auditor with information required.
Prepare an annual financial report for the AGM.
Take an active role as a committee member.

This is a committee role.

The Treasurer is appointed for a 1 year term and new nominations will be taken at the Wantirna Jetbacks AGM in November of each year.

General Committee

General Committee Members are responsible for:

Attending committee meetings
Taking part in discussions, decision-making and voting at meetings.
Liaising with members.
Assisting in fundraising and club events

This is a committee role.

Multiple people can hold this role at one time.

Committee Roles

Non-Committee Roles are roles of all sizes that you can do within the club, without having to attend the monthly commitee meetings.

Registrations Officer

The duties of the Registrations Officer include:

Monitor payments of online registration of all member of the club & communicate those with Treasurer.
Liaise with Treasurer to ensure up-to-date register of all member payments.
Maintain a register of all members of the club, including personal and medical information in accordance with privacy laws.
Prepare a list of Registered players who are eligible for team positions & forward to the Girls & Boys Coordinator in time to put teams together prior to team submission cut off deadline.
Ensure all relative documents are completed and lodged with JDC and Wantirna Jetbacks
Introduce new players to the player parent and spectator code of conduct.
Liaise with Boy/Girls coordinators for placement of new player enquiries prior to registration.

Sponsorship Coordinator

The duties of the Sponsorship Coordinator include.

Look over sponsorship offers sent in post and discuss at committee meetings.
Prepare and send out letters to existing and potential sponsors prior to the start of the season.
Follow up letters with a phone call or visit about two weeks after they have been sent out.
Price specific projects that require sponsorship & bring to committee meetings.
Monitor payments received and send out thank you letters (include Tax receipts as supplied by the Treasurer).
Provide all details to the fundraising coordinator for fundraising purposes.
Ensure that the major sponsor receive a token of our appreciation of their support (letter/certificate/photos or other).
Investigate and pursue grant opportunities ensuring that the Wantirna Jetbacks Club is represented in an honest and professional manner at all times.

Provide all details to the fundraising co-ordinator for fundraising purposes.

Coaching Equipment Coordinator

The duties of the Coaching Equipment Coordinator include:

Ensuring that the all coaches are supplied with coaches bags, including First Aid Kits
Manage & fulfil first aid replenishment requests throughout the season
Ensure all Coaches bags and First Aid Kits are collected at the end of each season
Manage the distribution and collection of coaching tops at the beginning of the season and end of season
Ensuring all Coaching staff over the age of 18 have a current WWC card and Statutory Declaration before round 3 of each season
Ensuring all Committee staff have a current WWC card and Statutory Declaration
Prepare and maintain, in conjunction with the Secretary the Heat Policy, Player Safety Policy
Ensure that the committee, Coaches and Players are aware of the club’s policies

Age Group Coordinators

Age Group Coordinators are assigned to each individual age group split between male and female teams. Duties includes:

Attending games of all teams within your assigned age group
Track players stats using the Sporting Pulse system
Liaise with Team Managers to receive feedback on gradings and advise the club Secretary of any grading concerns or requests for re-grading
Take an unbiased approach to organizing teams based on skill and team suitability in accordance with the Team Selection Policy posted on Wantirna Jetbacks Basketball Web Site.
Liaise with KBI regarding team grading
Attending grading meetings

Fundraising & Merchandise Coordinator

The duties of the Fundraising & Merchandise Coordinator include:

Identify any new club merchandising opportunities
Obtain quotes and proposals for any new club merchandising and present to the committee for decision
Coordinate the selling of Wantirna Jetbacks merchandise and banner placement
Assist in the promotion of club merchandise
Manage merchandise inventory
Work at any merchandise sales throughout the year
Co-ordinate with committee to conduct fundraising activities.
Collect incoming money and details to submit to Treasurer on a regular basis.
Provide fundraising reports at committee meetings a minimum of two times per year.
Explore new fundraising options.
Source and collect donations for use at club events

Uniform Coordinator

The duties of the Uniforms Coordinator include:

Manage all loan uniform stock and re-order as required
Allocate loan uniforms to all new Junior Jets players and notify families to collect
Follow up and collect all loan uniforms from the previous season
Allocate loan uniforms to any players with a number clash and notify families to collect
Allocate and maintain singlet numbers for all new and existing players
Update Sporting Pulse with new singlet number allocation
Manage alternative tops for all teams

Website Coordinator

The duties of the Website Coordinator include:

Manage and update content on the Wantirna Jetbacks website
Upload new and renewed policies and forms as received from the Secretary
Update and monitor the club’s social media sites
Create and maintain the club’s social media plan and conduct policy
Publish announcements, news and team updates
Monitoring and improvement of web strategies, analytics, links and structure

Junior Domestic Committee (JDC) Representative / Volunteer

The duties of the Junior Domestic Committee Representative/Volunteer include:

Attend to business of the JDC Committee attend meetings if required and fulfill all responsibilities advised by JDC – this could be as a committee member of JDC Grading Coordinator and/or volunteer for finals weekends. All clubs are required to provide 1 volunteer for every 10 team’s part thereof to assist with the management of the Junior Domestic League Competition.

Training Venue Coordinator

The duties of the Venue Coordinator include:

Provide details and maps for coaches, team managers, players and parents
Send venue information through to Website Coordinator for publication on the club website
Plan and allocate training venues for all teams and advise the Secretary/Coaches

Assistant Treasurer

The duties of the Assistant Treasurer include:

Basic data entry

Assist the treasurer as required

Coaching Coordinator

The duties of the Coaching Coordinator include:

Receive and manage requests for coaching for all teams
Allocate coaches to team based on best fit for the team
Recruit potential new coaches for upcoming seasons
Arrange coaches meetings at the start of each new season
Organise coaches workshops/training with KBI for any interested coaches
Support Coaches in issues that arise during season.

Junior Jet Coordinator

The duties of the Junior Jets Coordinator include:

Manage the running of the Junior Jets program including arranging the venues, coaches and registrations for the program
Take registration money and pass on with details to the club’s Treasurer
Liaise with the Treasurer regarding the payment of the venue and coaches
Promote the program with the club’s affiliated schools
Provide updates on the success of the program at committee meetings

Season Awards Coordinator

The duties of the Season Awards Coordinator include:

Maintain a record of player awards given and those that are required.

Order and prepare for distribution of awards at AGM