Steelmakers Alpine Club is an incorporated entity and has an Executive Committee as well as an Operational Committee. The key functions of the Committee are to manage the operations of the club, plan for the future of the club, and co-ordinate the activities of the club.
Positions on these committees are declared vacant at the Annual General Meeting and nominations are accepted to fill the positions on the Committee.
The Executive Committee consists of the following 4 positions:
– President
– Vice President
– Secretary
– Treasurer
The Operational Committee consists of a variable number of committee members. There are some key roles performed by one or more nominated members. These include:
– Booking Officer
– Maintenance Manager
– Social & Function Director
– Club Captain
Position Responsibilities
President
The position of President is an Executive position and will perform functions in regard to giving direction to the club and co-ordinating the other Committee functions towards the overall betterment of the club and its members.
The President shall preside at the monthly Committee meetings and generally act as spokesperson for the club.
Timelines
– Arrange venue for the AGM
– Prepare a Presidents Report for the AGM
– Ensure the club and the Committee meet the expected activities to prosper the club
Vice President
The position of Vice President is an Executive position and will act as assistant to the President as well as preside at meetings and functions in the absence of the President.
Secretary
The position of Secretary is an Executive position and will perform functions of record keeping and communicator for the Club. The Secretary will receive correspondence and present this correspondence to the Committee for action and reply as requested.
The Secretary will generate all correspondence coming as a result of Committee meetings.
The Secretary will maintain the Membership Wait List and record of members’ applications and acceptance to the club.
Timelines
– Prepare AGM Notice, Newsletter, Annual Booking Forms and
– Booking information package for mailing at end of March to meet the AGM date of first Sunday of May. (30days prior to AGM)
– Newsletter should include calendar of club Winter events.
– Prepare a Secretary’s Report for the AGM
– Record minutes of the AGM
– Prepare Newsletter in September for mailing to members to include details of end of year club activities. (Working bee, Combined Club Function, Christmas Party)
Treasurer
The position of Treasurer is an Executive position and will record and maintain the financial records of the club. This will include the review of bank statements reflecting cheques and payments as well as receipts for annual members’ fees and accommodation.
The Treasurer will prepare annual financial operating statements classifying expenses and receipts for presentation to the auditor.
Timelines
–Maintain record of monthly income and expenditure taking into account Bank Statement & record of cheque payments as well as receipts.
– Prepare annual accounts at close of club financial year being January to December. These accounts should be presented to the auditor no later than 1 March, to ensure audited statement available for AGM.
– Maintain receipt record for payment of members’ annual fees and maintain members’ record of payment, as well as prepare statement of unpaid annual fees.
Booking Officer
The position of Booking Officer is held by a nominated Committee member.
This position is integral to the successful operation of the club as it is the function of co-ordinating and allocating accommodation at ARIMAC.
The Booking Officer also receives payments for accommodation and deposits to the club bank account.
The Booking Officer will field many phone calls as enquiries for accommodation and be required to follow up with members and guests to ensure maximum occupancy rates are achieved.
Timelines
– Prepare annual lodge booking allocation sheets in readiness for 1 May
Bookings
– Maintain booking allocation sheets to show record of receipt of booking forms as well as payment for booking.
– Prepare room allocation sheets for the lodge and arrange for this information to be displayed at ARIMAC.
– Prepare Bank Deposit record and attend bank to make deposits in a timely manner
– File booking forms with information on date of receiving and payment.
Maintenance Officer
The position of Maintenance Officer is held by a nominated Committee member.
This position is responsible for the planned upkeep & maintenance of the lodge as well as co-ordinating any lodge projects and improvements.
This will require the planning of working bee maintenance jobs and allocating to jobs to skilled volunteers. It may also require the employment of contractors and other commercial services to maintain the lodge.
Timelines
– Prepare list of consumable items for lodge operation and arrange replenishment. (e.g.fire wood, housekeeping materials)
– Establish job list for working bee scheduled for 3rd weekend of May and end of season
– Arrange urgent lodge maintenance as required
– Review condition of lodge and prepare maintenance schedule
Social & Function Director
This position is held by a nominated Committee member.
The Social Director must be aware of the events calendar of the club and ensure that all catering arrangements are in place.
This position is responsible for the arranging of any special events for the club or for the combined Illawarra ski clubs and will collect money from guests and maintain list of guests and payment. The money will be passed to the Treasurer for depositing.
Timelines
– Arrange catering for AGM, working bees, club winter weekends & other functions.
– Arrange transport if required to club events
– Liaise with venues for booking dates and facilities (e.g. Jamberoo Recreation Park)
– Arrange publicity for events
– Collect money as well as liaise with Treasurer for payments
Club Captain
This position is filled by a nominated Committee member.
The Club Captain is responsible for competition within the club as well as any competition our club undertakes with other clubs. The Club Captain must endeavour to have the best representation from our club available as well as ensure that competition within the club (mostly in regard to snow ski races and activitites) is at a healthy level.
This will include the fostering of Junior competitors as well as Junior interest within the club.
Timelines
– Book racecourse for club race event usually held 1st Saturday in August. This booking should be made by end of April.
– Liaise with other Club Captains for the race dates for Senior Interclub & Junior Interclub events
– Arrange for Junior Development program
– Collect race results records and arrange prizes and engraving of shields
Committee Persons
Committee persons nominate at the AGM and will usually function on the committee as assistants or fill-in for Committee positions.
A new position of Web Site Co-ordinator is now filled by a Committee Member. This position will post suitable information on the Web site for Steelmakers Alpine Club.
Cross-Over Functions
It is important to realise that the Committee works as a team with many of the functions shared by Committee members.