HoopStars Inc.

Position Descriptions and Duties - 2010

The following are some very basic outlines of the duties of the various office bearers. Some of these duties are obviously part of the role (eg the treasurer keeping the accounts) and others are just how the duties have been divided over the last couple of years and these are more flexible and could in fact be taken on by other volunteers.

The first three positions (President, Secretary & Treasurer) need to be filled as part of our incorporation. The President and Treasurer are automatically part of the Management Committee and are joined by others elected or appointed at a general meeting. To date we have included the Secretary and Uniform Officer.  The management committee basically runs the day to day operation of the club and is required to meet at least once every 4 months under our rules

1. President
   1. Chair meetings.
   2. Liase with SDBA including sorting out the changes to nomination forms that happen every season.
   3. Organise training courts for all teams – one of the more difficult tasks but hopefully now a bit easier if we can continue at Belmont SS.
   4. Deal with Belmont State school.
2. Secretary
   1. Call meetings, do agenda’s and minutes and support the President at meetings.
   2. Maintain the membership register – a duty of the secretary but has actually been done by the treasurer as part of the financial records.
   3. Make sure the club rules are followed and the requirements met
   4. Manage the web site including keeping the various documents up to date.
   5. Notify government departments of changes and other requirements under the incorporation rules.
   6. Assist new managers to get started and generally be a point of contact for managers.
3. Treasurer
   1. Maintain the clubs financial records and have them viewed and signed off by an accountant at the end of the financial year.
   2. Run the club bank account and pay all accounts including nomination fee’s, game fee’s, court hire, uniform and other purchases.
   3. Keep track of and chase up unpaid fee’s.
4. Uniform Officer
   1. Store and keep track of club uniforms including playing singlets, shorts and training singlets.
   2. Attend sign-ons and to sell shorts & training singlets. Usully requires a few extra Saturdays at the courts each season.
   3. Organise playing singlets for every team.
   4. Plan for and order additional uniforms as required.

 

 

Shared duties: The following duties have been done by all the above at certain times:

i.       Produce the club membership forms every season and send them out along with the nomination forms.

ii.      Organise and attend sign-ons – there is a small band of parents that help on sign-on days.

iii.     Field enquiries from new players and assist getting them into teams.

iv.    Set fee’s and budgets for the club including determining team sizes and trying to enforce them.

v.     Organise any club presentations – trophies, pennants etc.

vi.    Consider special requests from players/teams and get agreement and rule on them fairly.

vii.   Assist the treasure with chasing unpaid fee’s when required.

viii.  Attend tribunals as club rep.

ix.    Try and resolve issues arising with members, coaches, managers and players.

x.     Attend MC and general meetings

xi.    Set club rules/polices as issues arise.

xii.   Maintain coaching kits

 

 

Other Positions

1. Child Protection Represenative
   1. We are required to have a CPO as a club policy
   2. To co-ordinate blue card register and applications
   3. To monitor blue card compliance
   4. To monitor child protection policies and procedures
   5. Pass on any information regarding policy compliance or non-compliance to club president in writing.
   6. A point of reference and contact for any club member to report disclosure or suspicion of harm too.
   7. To immediately report any disclosure or suspicion of harm to a child to Queensland police or the department of child safety.
2. Age Group Coordinators
   1. Ideally would like age group coordinators for each age group and sex.
   2. Be the point of contact for any new players and for managers.
   3. Coordinate teams within the age group and where possible balance the teams.
   4. Arrange trials for metro teams where possible so all players have an opportunity to play in the metro grade.
   5. Would generally require work at the beginning and end of each season.
3. Coaching Coordinator
   1. Manage the coaching kits
   2. Be a point of contact for all coaches in the club
   3. Organise/coordinate any coaching (& scoretable) courses and if appropriate, run the courses.
   4. Assist and encourage new coaches in particular and where possible attend some training sessions and games
4. Social Convener
   1. Organise club presentations