BARTON TENNIS CLUB –2016-17 COMMITTEE ROLES AND RESPONSIBILITIES
The following is a description of the Barton Tennis Club Committee roles and responsibilities for 2016-17. The roles were advertised on the BTC website and nominations taken to the October 2016AGM. Roles have been slightly rearranged to accommodate the available committee members. The role of Competition and Coach Manager is currently unfilled, but should interest in Pennant be revived, this position will be called for again amongst the Club membership.
All Committee Members
There is a requirement that a commitment is made by committee members to attend a meeting at least once every 6 weeks for 1-1 ½ hrs. The meeting dates for 2017 are:
15 March26 April30 May27 June2 August
27 September 29 Novemberwith the AGM to be scheduled on 29 October
Committee members should also be proficient and able to provide advice on the Barton Tennis Club site, the My Tennis site and Book a Court system to existing and potential new members.
When at the courts, committee members are asked to maintain watch as to who is playing, check for trespassers, and alert the committee’s attention if things need doing.
All committee members are expected to contribute actively to progressing the BTC Strategic Plan and enhancing club events and facilities on behalf of all club members.
Club Committee Roles:
- President (Tony Bufalo)Phone 0417 045 595
a)Provide leadership for the Barton Tennis Club.
b)Drive the effectiveness of the committee and the success of the club.
c)Be the Club’s contact person with Tennis ACT
- Secretary / Communications Manager (Robyn Milthorpe)Phone 6282 9229/0408 842 444
Secretary
a)Call for committee meeting and general meetings
b)Prepare and keep minutes of committee and general meetings.
c)Process any correspondence received in letter box (infrequent)
d)Each year submit annual return to Office of Regulatory Services (you fill in a form, main information required is names of committee members and provide copy of audited financial report).
e)Be club contact with Tennis ACT (along with President)
f)Draft and update strategic plan and asset management plan as directed by the committee; draft submissions for funding as directed by the committee
Communications Manager
a)Send emails to club members through My Tennis email system
b)Maintain club website content.
- Treasurer (Geoff Wood) Phone 6295 9558/0411 107 213
a)Review and update the club’s methodologies on payment (i.e. introduce EFT & BPAY payments)
b)Book keeping – Maintain book keeping with MYOB which is on dedicated club computer
c)Each year organise the audit. This means checking through the accounts, especially making sure member renewals can be accounted for. Deal with auditor. (In some organizations the treasurer arranges this. In other organizations another committee member organizes this so the audit is done at arm’s length to the treasurer. Also note that the size of the Club’s assets is such that a qualified auditor is not necessary. Any person provided they are not a committee member could do the audit, including other club members)
d)Make payments. (Payments such as electricity and water are automatic direct debit)
- Assistant Treasurer (Daryl Adam)Phone TBA
a)Periodically empty envelope payments from the letter box, count the money, allocate and file envelopes, and bank.
b)Make payments. (Payments such as electricity and water are automatic direct debit)
c)It is expected court hire will go on-line through Book a Court system – this needs to be updated from time to time to reflect any changes in prices.
d)Book keeping – assist with maintaining the book keeping with MYOB which is on dedicated club computer
e)Each year assist with organizing the audit. This means checking through the accounts, especially making sure member renewalscan be accounted for. Deal with auditor. (In some organizations the treasurer arranges this. In other organizations another committee member organizes this so the audit is done at arm’s length to the treasurer.Also note that the size of the Club’s assets is such that a qualified auditor is not necessary. Any person provided they are not a committee member could do the audit, including other club members)
- Membership Secretary (Peter Miller)Phone 6286 6614/0451 963 242
a)Process paper membership application forms. A working arrangement is needed with the Treasurer regardingprocessing and recording of payments.
b)Maintain watch on My Tennis andprocessany pending membership applications
c)Each year update My Tennis with the membership types and fees.
d)Update membership lists on MyTennis and Book a Court systems.
e)Periodically post membership lists on clubhouse notice board.
- Club House, Grounds and Contract Manager (Chris Maher)Phone 0416 117 028
Clubhouse Manager
a)Maintain supplies of consumables – e.g.paper towels, toilet paper, cleaning detergents.
b)Maintain supplies of club envelopes and court register forms.
c)Be the contact person with the Club Cleaner. Cleaner Donna comes in aboutonce fortnight to clean clubhouse and bathroom. She receives $50 per session. She will place an invoice in the letter box every month or so, which the treasurer can process.
Grounds Manager
d)Check garden, mow lawns. Periodically sprinkle sand onto courts.
e)Clean or supervise cleaning of BBQ and ensure rubbish is disposed of
Contractor Manager
f)Meet with regular contractors at the Club to receive quotes and supervise work. The most common situation here is a plumber is needed to unblock drains.
- Competition and Coach Manager (TBA)
Coach Manager
a)Chair the Coach Committee. Manage the contract with club coach.
Pennant Manager
b)Arrange for teams to enter the Tennis ACT pennant competition. Enrol teams with Tennis ACT. This requires having (or acquiring) knowledge of the grading system so teams are entered in the correct grade.
c)Liaise with pennant players on club matters, including social events.