Springvale Little Athletics Centre

Committee Position Descriptions

If you would like further information please contact the centre: springvale@lavic.com.au

THE PRESIDENT                    

•      Chair meetings of the Centre Executive Committee and any other meetings within the Centre when requested to do so

•      Carry out any additional duties as allocated by the Centre Executive Committee to maintain relations with the LAVic Board of Management, the Region, Ross Reserve User Groups, Centre members, the City of Greater Dandenong and the general public

•      Give assistance or provide guidance to any member within the Centre that is having difficulties

THE VICE PRESIDENT 

•      In the absence of the President chair meetings of the Centre Executive Committee and any other meetings within the Centre when requested to do so

•      Carry out any additional duties as allocated by the Centre Executive Committee to maintain relations with the LAVic Board of Management, the Region, Ross Reserve User Groups, Centre members, the City of Greater Dandenong and the general public

THE SECRETARY:

•      Manage all incoming and outgoing correspondence to the Centre

•      Ensure members of the Centre Executive Committee receive copies of correspondence applicable to their position and maintain a file of Centre minutes and correspondence

•      Notify Centre Committee members of upcoming meetings.  Notify Ordinary Members and Life Members 14 days prior to the Centre Annual General Meeting

•      Circulate copies of all minutes and financial statements from Centre Executive Meetings to the Centre Executive and the Region Secretary

•      Forward to LAVic a copy of the Annual Report, a written Financial Review Report of all income, expenses, and assets (cash and equipment) and the Financial Compliance & Well Being Declaration.

•      Collect, collate and prepare reports from Centre Executive Committee for the Annual General Meeting

•      Maintain the Working With Children check folder

•      Prepare and submit the Summer and Winter allocation forms in a timely manner to the City Of Greater Dandenong

•      Lodge Annual Statement and financial documents with Consumer Affairs Victoria after Centre AGM

THE TREASURER:

•      Administer the financial affairs of the Centre in accordance with the Centre Constitution and with the Financial Regulations (Regulation No. 9) of LAVic

•      Arrange and maintain a Bank Account/Cheque Account in the Centre name

•      Control all monies associated with the Centre canteen (including BBQ) and arrange for a monthly report pertaining to the canteen to be submitted to the monthly Centre Executive Committee meetings

•      Arrange for the Centre Financial Records to be reviewed prior to the Centre Annual General Meeting and submit the report to the Centre Secretary for inclusion in the Annual Reports

•      Present a written report at all monthly meetings

Note:The Financial year for the Centre shall be from the 1st day of March to the last day of February each year

THE REGISTRAR:

•      Ensure that all Members of the Centre are registered in accordance with LAVIC Regulation 6 - Registration of Competitive Members

•      Organise and distribute the registration pack to all competitive members following registration

•      Manage all enquiries regarding registration of athletes

•      Liaise with the Results Administrator regarding entry of athlete registrations into the Springy computer results system

•      Organise and monitor try outs.

THE ARENA MANAGER:

•      Arrange the Competition programs and timetables for all competition, championships and special meets conducted by the Centre  

•      Manage all issues relating to the smooth running of the competition programs

•      Announce up-coming events, reminders and presentations

•      Liaise with the Event Chief Official and the Track & Field Referee regarding athletes breaking Centre Records

EVENTS TEAM MANAGER:

•      Advise and assist all Competition Members entered in:  o Region and State Relay competition

o   the Region and State Track and Field competitions o the State Multi Event competition

o   the Region and State Cross Country competitions

•      Organise the Springy Centre Team Manager/s for all Region and State held competitions if necessary

•      Organise officials for allocated Springy duties at all Region and LAVic State events

•      Prepare for distribution to Members information on Region and State events

THE PUBLICITY & PROMOTIONS OFFICER:

•      Arrange the quotation, preparation, printing and delivery of the Centre Handbook

•      Organise the promotional material and the distribution to promote the Centre to schools, business firms and the general public

•      Work with the Social (Media)/Communication Manager to organise press releases regarding events or activities of any athletes associated with the Centre.

•      Organise sponsorship and sponsor advertising for the Centre Handbook

 MEDIA (SOCIAL)/COMMUNICATIONS MANAGER 

This role is to manage all Media (Social) Communications for our Centre and includes the following:

•      Ensure the Springvale Little Athletics Facebook page is kept up to date

•      Ensure that the Team App is kept up to date

•      Maintain the website content ensuring all information is correct and up to date

•      Review and recommend any new applications that may be of benefit to the Centre

•      Work with the Publicity and Promotions Officer to organise press releases regarding events or activities of any athletes associated with the Centre

THE COACHING CO-ORDINATOR:

•      Co-ordinate and organize the coaching of all athletes registered with the Centre

•      Organise age group coaches for Region/State relay events

•      Prepare a coaching plan for committee approval.  (This should be done for summer and winter seasons.)

•      Have or develop a working knowledge of the current Competition Regulations

CHIEF OF OFFICIALS (OFFICIALS TRAINING):

•      Organising training and educating of parents in all aspects of Officiating

•      Introducing new parents to events and duties, 

•      Co-ordinates with the Controller of Officials which parents/guardians require targeted training. i.e. Key Officials.

•      Roaming around to different events providing guidance where needed

•      Emphasizing the importance of safety (both in the setup and use of equipment by athletes)

•      Ensuring that parent volunteers are capable of fulfilling any allocated region and state duties and have received the required education and guidance prior to the event.  

CENTRE CONTROLLER OF OFFICIALS:

•      Arrange a parent duty roster for all weekly competition events including the canteen and bbq

•      Arrange the parent duty roster for Medallion Day

•      Arrange the parent duty roster for special events at the Centre

•      Notify parents/guardians via email of their rostered duties

 THE EQUIPMENT MANAGER:

•      Co-ordinate layout of the competition venues for all Centre competition activities, organise the placement of all equipment for use during competition and oversee the return of equipment to the storage areas

•      Maintain all equipment belonging to the Centre

•      With the permission of the Centre Executive Committee purchase equipment required

•      Be responsible for the storage of Centre Equipment

•      Organise a yearly stocktake of the equipment and maintain an up to date equipment register

SCHOOL BOOKINGS CO-ORDINATOR:

•      Liaise with City of Greater Dandenong in regards to bookings by schools to use the Ross Reserve track and facilities.

•      Ensure the school and signed the hire agreement prior to the commencement of the day’s activities. The agreement includes the duration of the event, equipment and facilities required for the day

•      Organise any officials or canteen staff required

•      Organise for set up and pack up on the day to be supervised.

RESULTS ADMINISTRATOR:

•      Advise the committee of any required applications or upgrades that are necessary for the results/timing administration requirements.

•      Print event sheets weekly for the recording of results and prepare the event folders for competition

•      Be responsible for the collation and input of results at the completion of events

•      Prepare and distribute the reports required for the preparation of the end of season PB certificates

•      Prepare and distribute the reports required to assist the members of the Trophy Sub Committee in the selection of which Centre Trophy the athletes will receive

THE CANTEEN MANAGER:

•      Will hold and understand all aspects of the Food Handlers Licence

•      Be responsible for the setting up, packing up and cleaning of the Canteen at any Centre competition

•      Ensure all equipment is in good working condition and organise repair/replacement as required

•      Purchase goods for the canteen and BBQ and forward all accounts/invoices to the Treasurer for payment

•      Liaise with the Treasurer to ensure that an appropriate cash float is available for the canteen and BBQ

•      Ensure that the canteen is kept up to standard as per the Food Regulation Standards

MAJOR EVENTS COORDINATOR:

•      Liaise with the Southern Metropolitan Region, LAVic and the relevant Centre Sub Committee to host any Region/State events at the centre

•      Liaise with the City of Greater Dandenong representatives and organise with the Centre Committee any items or volunteers required to promote the Centre at any events run by the City of Greater Dandenong.

UNIFORM/CLOTHING COORDINATOR:

•      Managing the ordering, stock levels and sales of the Centre uniform and clothing

•      In conjunction with the Centre Committee ensure that the Centre Uniform complies with the uniform specifications as per the competition rules of the Association.

•      Ensure that all uniform purchases are done through an Association approved supplier.

•      Managing the ordering, stock levels and sales of any Centre clothing.

•      Get Committee approval for expenditure prior to placing any orders.

•      Notify the Committee of any upcoming price increases and discuss whether stock prices need to be increased as well.  

•      Be available prior to the start of weekly competition nights so that uniforms and clothing can be purchased.

GENERAL COMMITTEE:  

This role is set up to support both the Executive and Centre Committee with the day to day running of the Centre.

Attendance at Committee meetings is required and they will assist with Centre activities including but not limited to:.

•      Registrations

•      Centre Handbook

•      Region events

•      Medallion Day

•      Presentations

•      PB Certificates

•      City of Greater Dandenong events