Toymods Car Club Inc. 2012 AGM and Board Nominations
Reply With QuotePosition Descriptions 2011.
Note these Descriptions will vary from year to year depending on workload and the characteristics of the people that hold them.
Text in Italics is a direct reproduction of the Toymods Constitiution.
President.
President
The president’s duty is to be responsible for the general administration, public image and general well being of the association. He or she has the responsibility to ensure the success and future of the association and therefore given authority to accomplish these demands. He or she shall be chairman at general meetings and committee meetings, having the power of casting vote. To be eligible for the position of president, a member has to have served on the committee as an office-bearer prior to the elections.
Duties to be performed:
# Ensure all administration for the association, including correspondence entered into and outgoing is completed by the relevant officer.
# Promote and source the enhancement of the associations public image by obtaining club sponsors and creating ties with other like minded clubs
# Dispute Resolution – Attempt to resolve any disputes within the Board or general club member base.
# Actively pursue growth of the TMCCA
# Provide a contactable public face for the Toymods car club
# Attend as many club events and Meetings as humanly possible.
# Public apology MUST be submitted if unable to attend any OFFICIAL club events
# Update Prez’s Notes section as required to co-inside with each newsletter issue
# Delegate and monitor the number of and approval time for forum sign up approvals
Vice President
Vice-President
The vice-president’s duty is to assist the president in all possible ways and to chair meetings if the president is not in attendance.
Duties to be performed:
The Vice Presidents role is to reduce the workload of the president and assist him in the overseeing of the running of the club. The vice presidents duties as such are a basic mirror of the presidents but in a support role.
# The Vice President shall maintain and expand Toymod’s sponsorship.
# The Vice President is to be an approachable public face for the Toymods Car Club.
Secretary
Secretary
(1) the Secretary will be appointed as public officer (unless specified differently by the committee).
(2) the Secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the association of his or her address.
(3) It is the duty of the secretary to keep minutes of:
(a) all appointments of office-bearers and members of the committee,
(b) the names of members of the committee present at a committee meeting or a general meeting, and
(c) all proceedings at committee meetings and general meetings.
(4) Minutes of proceedings at a meeting must be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting.
Duties to be performed:
# Provide the Minutes of Each Board Meeting within 1 Week of its Closure.
The Board meeting minutes will include a constantly updated “to do” list for all unresolved/unfinished club business and identify the committee member responcible for the task and an expected completion date.
# Board minutes will be emailed to the board list AND posted online in the files repository for reference.
# Monitor and follow-up comments and feedback from said minutes and implement changes where necessary
# Make note of all items of general business as discussed during the course of the month and note them for discussion at the board meetings. This includes issues as raised on the forums, on the board list or heard in general discussion.
# Prepare Agenda for both Board and Monthly Meetings.
# Issue Reminder Notices to the Board and Club in general of Upcoming meeting dates. (1 week prior as a minimum. 10 days notice Ideally.)
# Ensure the clubs legal/official paperwork is up to date and submitted in time to meet the needs of the clubs incorporation.
# Prepare and orchestrate the planning and paperwork for the clubs annual AGM including the forum component.
Treasurer
Treasurer
It is the duty of the treasurer of the association to ensure:
(a) that all money due to the association is collected and received and that all payments authorised by the association are made,
and
(b) that correct books and accounts are kept showing the financial affairs of the association, including full details of all receipts and expenditure connected with the activities of the association.
Duties to be performed:
# Provide an up to date Financial Statement to be issued at each and every meeting (both Board and Monthly)
# Ensure financial records are recorded in professional business type format preferably in a user-friendly accounting package such as MYOB
# Maintain Signature register for bank accounts to reflect current board members
# Ensure an end of Month banking routine is established and strictly adhered to.
# Ensure the financial reports of all other board members are submitted on time and complete each month without fail.
# Ensure all financial transactions are recorded and balanced against the monthly bank statement.
# Ensure the clubs bookwork is up to date, detailed and complete for inspection at each and every board meeting. The clubs bookwork should be up to date as at 60days. Ie At the December Board meeting the board members will submit there reports and finance for the month of November. The Treasures reports should be up to date and complete to the month of October.
# Constantly assess the clubs financial position, expected expenses and investment options.
Membership Secretary
Membership Secretary
It is the duty of the membership secretary of the association to:
(a) process all membership applications
and
(b) to maintain current and up to date records of all members
Duties to be performed:
# Maintain up to date membership register and ensure web page details in Toymods CMA are no more than 7 calendar days behind actual membership details
# Ensure membership and renewal packs are issued within 14 calendar days
# Monitor stock and re-order as necessary for all Club merchandise.
# provide a detailed monthly stock-take report at each and every board meeting.
# Ensure a reliable and constant supply of Club membership forms and renewal paperwork is at hand. An appropriate stock holding of all club membership paperwork should be available at all times.
# Request the online paperwork to be updated each year in October
# Ensure that as often as possible that club membership forms and merchandise are available at each Major club event and meeting.
# locate and order the renewal item for memberships each year and have it available prior to October.
# Provide a complete and detailed financial report to the club treasurer at each board meeting
# Ensure that the membership with ANSMA is complete on TIME!( End September)
Special Events Coordinator
The duties of the Special Events Coordinator are to oversee, maintain and organise all events with a high public profile. These currently include Dyno Days, Toyota Fest, The clubs attendance at other car shows such as NRMA Motorfest and the Christmas Dinner
To be eligible for Special Events Coordinator you must have previously served a term on the Toymods Board.
# All events will be advertised with a minimum of 4 months notice
# Toymods Christmas Dinner should be in the first 2 weeks of Decemeber
# Coordinate and produce the clubs quarterly Newsletter. YES QUARTERLY !!
Social Secretary
Social Secretary
It is the duty of the social secretary of the association to:
(a) Organise and co-ordinate all Club events and activities.
Duties to be performed:
# The social Secretary must provide an events calender consisting of 1 event minimum every month except the months where a Toymods Major event is being held – Ie Dyno Days and Toyota Fest
# The club web page for upcoming events must display complete information for upcoming events for the following 3-MONTH period at a bare minimum.
# Events must alternate between Saturdays and Sundays – week nights are also allowed
# Upcoming event information must contain the following information as a bare minimum: Date, Time, Location including Address, Cost and Brief Description.
# Within 2 weeks of each official Club event an “event report” MUST be issued on the Club forums, File repository and emailed to the board. When available it must also be posted onto the past events section of the club website.
# Events report should contain were possible: a list of all who attended, what we did, and how much fun it was. IN the case of Bowling, Mini Golf etc Scores should be published for future reference.
# The event report will also be voiced ot the club members at each monthly meeting
# The social Secretary is responsible for attempting to foster good interclub relations and expanding the social network of our club.
# Police the Cruises and events section of the Public Forums to ensure no events or cruises are posted in conflict with any OFFICIAL TMCCA events.
# Actively encourage member suggestions and investigate any suggestions made.
# Provide a financial report to the club Treasurer at each and every Board meeting
IT Co-Ordinator
IT Coordinator
It is the duty of the IT Coordinator of the association to:
(a) ensure all aspects of the association’s internet presence is maintained in accordance with the requirements of the Committee.
Duties to be performed:
.
The IT functions have been split into Web Page and Forums for ease of delegation.
The IT Coordinator will answer the queries and question in related ot the clubs website at each monthly meeting.
Web Page.
# Ensure minor web page submissions are reviewed and implemented inside a 14 Calendar Day time frame.
# Ensure Major Web page changes or additions are carried out in as quick a time frame as possible and provide progress reports to the board on a Fortnightly basis until complete.
# Upcoming Event notice to be on main page to show the next upcoming event of the greatest importance to the club. This event will generally be the next event as organized by the clubs ‘Special Events Coordinator” In the case of any dispute the Club President shall make the decision.
# Provide a monthly statistics report on the web page and Forums activity at each monthly meeting and email a text version of said report to the Toymods Mailing List.
Forums
# Maintain and ensure the smooth running of the Toymods Forums
# Look into further enhancing the benefit of the Forums to the TMCCA by looking into advertising options and Banner ads plus reporting on this option.
# Ensure all new banner adds are online and active with 7 Days of being submitted for posting
# Consider all options for the continued expansion and improvement of the Toymods Forums.
# Monitor the Clubs web hosting performance in particular the Server requirements and amount of Downtime.
Cruise Dude
# To organize and Promote an official Toymods Cruise for each month
# Cruises must alternate between Saturdays and Sundays with the odd night Cruise
# Cruises lengths must be considered – only 4 Long Cruises per year.
# Where possible a Cruise dates and Locations should be posted with at least 3 months notice.
# Ideally at each cruise all attendants should receive a map of the intended Cruise and a copy of the clubs cruise etiquette
# Provide a detailed and accurate financial report to the Treasurer at each board meeting
# Within 2 weeks of each official Club event a “Cruise report” MUST be issued on the Club forums, File repository and emailed to the board. When available it must also be posted onto the past events section of the club website.
# Events report should contain were possible: a list of all who attended, what we did, and how much fun it was. IN the case of Bowling, Mini Golf etc Scores should be published for future reference.
# A cruise report will also be voiced to the members at each monthly meeting
Ordinary Members
The roll of the ordinary member is to help bring the voice of non board members into the board meetings and to assist with the running of the club as requested and delegated at the board meetings.
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