Minutes of OH&S Meeting Held on 12Th November, 1000 at Bomaderry Ambulance Station

Minutes of OH&S Meeting Held on 12Th November, 1000 at Bomaderry Ambulance Station

Albion Park Crows Junior AFL Club – Committee Position Statements.

President:

  • Give public recognition and show appreciation for all good work and help received
  • Make no statement contrary to the policy of the Club
  • Have general supervision of the affairs and business of the Club
  • Be ex-officio at all committee meetings
  • Represent the Club at public community events/occasions and at Regional meetings
  • Organise & maintain sponsorship
  • Attend, as required, by local AFL authority, GSJ or Shellharbour City Council, meetings relevant to the operation and future plans relating to the Club
  • Give a report at Club monthly meetings
  • Inform the Secretary if unable to attend any meeting, so that a representative can be appointed.

Vice President:

  • Act on behalf of the President at regional & local meetings as held from time to time and Chair club meetings in his/her absence or disability
  • Assist in recruitment days and community events relating to the promotion of the club
  • Assist members in performance of the day to day running of the Club as assigned by the Executive Committee

Secretary:

  • Set agendas for Club meetings in accordance with Clubs constitution and By-Laws
  • Ensure action points are actioned & accurate minutes are produced in a timely fashion.
  • Encourage & collate portfolio reports to distribute to members prior to Club meetings
  • Ensure all meetings of relevant, affiliated bodies are attended by the Delegate(s) / representatives (s) of the Club when required
  • Be ex-officio at all committee meetings
  • Collect & sort in coming correspondence and organise outgoing correspondence by liaising with relevant members that mail pertains to (Collect mail / organise to have mail collected)
  • Inform the President of any ‘urgent’ correspondence or matters
  • Attend to all matters relating to ‘incorporation’ as laid down by the Department of Fair Trading ie Organise AGM after 1st October of each year
  • Issue notice to members, at least 30 days prior to AGM, calling for all Executive and Management Committee positions
  • Keep an accurate record of;

Minutes

Constitution and By Laws

Correspondence File

  • Liaise with President/Vice President regarding booking of council grounds

Treasurer:

  • Organise club finances and keep monthly records of all income & expenditure undertaken in the duties of running the Club.
  • Deposit all funds into bank account(s) in the name of the Club & maintain internet banking options
  • Ensure other members provide receipts in a timely manner.
  • Issue cheques, co-signed by signatories (President & one (1) other Executive member)as required to run Clubs day to day financial responsibilities
  • Liaise with Canteen Manager to organise canteen stock, float and banking of takings after home games.
  • Liaise with Secretary regarding arrival of bills & pay accounts as required before due dates.
  • Liaise with Registrar with regards to payment of players registration & Club membership fees
  • Present a monthly financial report at Club meetings.
  • This report shall include
  • Total income
  • Total expenditure
  • A list of all debtors
  • A list of all creditors
  • Account(s) balance
  • Submit all books and records to the Clubs Accountant for audit prior to AGM
  • Prepare comprehensive ‘statement of financial affairs’at Club AGM

Canteen Manager:

  • Organise canteen stock and price all goods to be sold and restock as required
  • Arrange for the delivery or pick up and storage of Canteen stock
  • Open and set up canteen or organise nominated assistant to do so.
  • Liaise with Treasurer regarding payment of stock and forward match day takings.
  • Keep a monthly record of stock & inventory of goods, providing a report at monthly meetings.
  • Liaise with Coaches Mangers regarding the use of game day volunteers for the season and develop a roster of assistants. Keep a record of volunteers.
  • Ensure volunteers turn up and arrange for substitutes if any volunteer is absent.
  • Liaise with Ground Manager regarding restocking & cleaning of amenities block before training & home games
  • Ensure a clean and healthy operating environment that complies with all Australian Health Standard regulations.
  • Assist and train teenage volunteers in all aspects of Canteen operations and keep a record of such training*
  • Prepare end of season Financial Statement for Treasurer for inclusion in any audit and financial report.
  • At end of season hand back keys to Registrar

Note: * Training policy on food handling, cash handling, customer service & operations to be developed.

Ground Manager: (AM & PM)

  • Liaise with Coaches Managers for volunteers to set up and pack up the ground, ensuring the field is correctly marked and prepared (incl safety) for games.
  • Liaise with Canteen Manager to ensure dressing rooms and surroundings are clean and tidy, before & after games
  • Ensure time keepers and timing equipment is available and arranged for each game.
  • Ensure rostered Umpires turn up and all match day paperwork required by them is filled in correctly
  • Supply and / or collect; (ensuring all is filled out correctly)
  • Goal umpire score cards, goal flags, vests & team sheets
  • Umpires Best & Fairest votes, match day documents, reports (if any) & other match day paperwork as required by Regional body
  • File, post or fax relevant documents as required by Regional body in specified time frames.
  • Liaise with team Managers to ensure goal umpires and boundary umpires are arranged for each game from both teams and are correctly attired.
  • Ensure that all games commence on time. If any game is delayed, the quarters must be shortened to enable the following game to commence on time.
  • All Match day footballs are available for each age group, are in good condition and returned by umpires
  • Sort out any ground issues & match day issues and then inform President or any Executive committee member, if President is not available.
  • Ensure match day environment is conducive and in line with the GSJ/ AFL / Club code of conduct by conducting regular rounds (at least once a quarter) of the ground during home games.
  • Attend Regional training in regards to game day results management (footyweb) with Coaching Coordinator & Registrar
  • Report necessary maintenance needs to the Committee. If urgent,

contact the President for immediate corrective action

  • Provide a report at monthly committee meetings
  • At the end of the season, return all equipment to the Coaching Coordinator.
  • Where an appointed umpire does not show, appoint a substitute umpire in consultation with officials from both teams.

Coaching Coordinator:

  • Assist members in weekly running of the Club
  • At the seasons start, issue equipment (and list of) to each team manager.
  • Attend regional training in regards to game day results management (footyweb) with Registrar & Ground Manager
  • Ensure Coaches, team Managers & assistants are in place for each age group.
  • List all Club equipment and maintain accurate record of such, noting any damaged/missing equipment or need to replace, informing the committee via monthly reports.
  • Assist Coaches find volunteers to assist in training and managing a team and/or fill in short falls when these occur.
  • Liaise with Coaches regarding training schedule & availability for training providing advice on; programs, times & match day information such as venue locations and fixtures etc.
  • Act as delegate on behalf of Coaches at Club meetings. ie provide feedback from Coaches about fixturing, special requests and equipment issues.
  • Inform Coaches of Best & Fairest voting procedure and ensure coaches supply winning names of all trophy winners to Registrar the Monday after last game of the season. This includes a full list of all registered players ensuring correct spelling for trophy presentations.
  • At the seasons end, receive (for storage) all equipment (and written list) from each team Manager.
  • Source quotations/advice from suppliers (sponsors & local businesses to be supported) of equipment and property and liaise with the Executive via the Secretary at general meetings (or by other means if urgent) to determine necessary purchases.
  • Provide a monthly report at General meetings

Registrar:

  • Maintain complete record of Club player’s registrations and check all birth certificate details are correct.
  • Ensure database entry of player registrations is completed, accurate and maintained throughout the season and sent to Governing body and each team manager.
  • Keep a register of Club annual general membership members
  • Maintain a list of player’s games record and notify Executive of any players approaching game milestones ie 50, 100, 150, 200 games etc.
  • Provide a report of new members / registrations / milestones at General meetings when appropriate.
  • Liaise with the Treasurer regarding payment by players of Club Registration fees and General membership fees.
  • Liaise with Coaches/ team Managers regarding player’s names for list management at seasons beginning and to organise trophies at seasons end.
  • Attend (or organise delegate) Regional training in regards to game day results management (footyweb) with Ground Manager and Coaching Coordinator.
  • Keep a key register of important keys such as canteen, amenities (Council) & storage and the distribution of them.
  • Assist in the development of club information flyer for registration days.
  • Attend and assist in Club recruitment days

General Members:

  • Assist Club personnel in weekly running of the Club at training/match days
  • Assist in Club recruitment activities & Club Community events
  • Organise Fund Raising activities
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