ERT Responsibility Guidelines

Transcription

1 ERT Responsibility Guidelines 2 nd August 2016 President (1) Chair all Annual General, Special General, Convenors & Executive Committee meetings Ensure the Executive Committee represents & protects the interests of all Clubs & Association Ensure the Executive Committee performs its duties in an effective, efficient manner & fulfils its legal & operational responsibilities while upholding the ERT Rules. Ensure the correct workings/functioning of the Office Bearers & Sub Committees. Ensure meetings are probably constituted & convened as required under the ERT Rules. Ensure fair discussion at meetings & all points are expressed before any decision is reached Make decisions on behalf of the Association (if required) between Executive Meetings after consultation with the relevant Officials Co-signatory on cheques Follow up Debtors which are still unpaid in excess of 60 days Represent ERT at official functions Provide a report to the AGM. Secretary (1) Public Officer of ERT as required by Consumer Affairs Victoria (CAV) Lodge Annual returns to CAV Prepare the agenda for each Annual General, Executive & Special General meetings Update club information for Handbook Co-signatory on cheques and on-line banking. Empty Mailbox on a regular basis and distribute to appropriate Personnel. Arrange venues for AGM, Special GM, Convenors Meeting Act as ERT s Privacy Officer Invite 2 member Clubs to attend ERT Executive meeting. Provide a Calendar of various meeting dates for the year (Exec, AGM, Pres Dinner, etc). Maintain a register of working with children (WWC) details for ERT personnel. Enter club officials for inclusion in the handbook and web page Purchase stationary for ERT Keep Register of all ERT Officials and Committees up-to-date. Ensure Club Officials Database on Club Zone is kept up-to-date. Organise the Presidents Dinner [booking venue, menu, table arrangements] plus collecting / return of Shields from Clubs for engraving and presentation on the night. 1 of 5

2 Assistant Secretary (1) Make keep and distribute in the timeframe designated by the Executive a record of proceedings (minutes of meeting) at AGM, Executive, Special GM & Convenors Meetings within 14 days. Assist the Secretary when required. Ensure members receive all relevant information of any business to be transacted at the meeting. /forward information from Tournament/Development Committee to Clubs/Junior Convenors Treasurer (1) Prepare budget to reflect income and expenditure of the Association. Bank all funds received by the Association. Pay all bills of the Association as they fall due. Present a financial report to each Executive Meeting & AGM Present all accounts for payment for approval of the Executive. Maintain the financial records of the Association. Present a Statement of Income and Expenditure for the financial year and a Statement of Financial Position as at the end of the financial year to the AGM. Arrange to have the above financial statements audited. Arrange for the investment of any surplus funds of the Association as approved by the Executive. Supply the President with list of outstanding debtors for follow-up as required. Co-signatory on cheques and on-line banking. ing of Invoices, Fines & Statements. Recording of transactions in MYOB. Banking and payment of bills. Executive Committee (9 Members), plus 2 rotating Member Clubs invited to each meeting. Responsible for managing the business of the Association & act in accordance with ERT rules, by laws & policies of the Association. Attend Executive Committee Meetings which are held bi-monthly All members of the Executive Committee are Ex-officio members of all Sub-committees ERT Publications Officer (1) Robert Jamieson To prepare/update artwork for printing or publication for ERT publications as required such as: ERT Handbook, ERT Annual Tournament Flyer, ERT Annual Report Booklet, ERT Result cards and various competition forms, ERT On-Line Manual, ERT President's Dinner Flyer, etc 2 of 5

3 Use publishing programme such as "Pages" to produce above publications. Liaise with advertisers re the advertisements that they require. Liaise with printers re printing of above publications as required Vice President, Tournament & Development (1) In the absence of the President, act & perform the duties of the President, while upholding the Associations ERT Rules, bylaws & appendices. Chair all Tournament & Development Sub-Committee meetings Active participant in all Tournament & Development matters Executive Officer, Tournament & Development (1) Prepare agenda & maintain minutes of Tournament & Development Sub-Committee Oversee the organization of all junior programs Attend AGM, Convenor s and Executive meetings Purchase, Sale and Stock of Clothing Selection & registration of teams & players representing ERT in organised events Establish volunteer teams to provide appropriate coverage at tournament. Manage all tournament revenue & quantify any significant variances from approved budget Organise ERT participation in various Junior programs, Carnivals, Cups, Shields, etc Recommend to the Treasurer the distribution of Tournament & Development Sub-Committee Honoraria Delegate & Co-ordinate responsibilities among Sub-Committee members Tournament & Development Sub-Committee (5 Members) Management of Tournaments & various Junior programs Management of Tennis Vic Jnr Pennant Competition Attend Tournament & Development Sub-Committee meetings Vice-President, Competition (1) In the absence of the President, act & perform the duties of the President, while upholding the Associations ERT Rules, bylaws & appendices. Chair all Competition Sub-Committee meetings Active participant in all Competition matters 3 of 5

4 Executive Officer, Competition (1) Prepare agenda & maintain minutes of Competition Sub-Committee Responsible for the day-to-day conduct of the Association's competitions Overall responsibility for all Competition & grading matters Attend Executive, AGM and Convenor s meetings Prepare a Grading Timeline for upcoming Competition season Recommend to the Treasurer the distribution of Competition Sub-Committee Honoraria Update and review items in Handbook Co-ordinate & Delegate various responsibilities among Sub-Committee members Record Secretary, (4 Members) Responsible for the day to day running of competitions Responsible for maintaining a register of match results for the season Communicate any issues to Clubs & Sub-Committee members & advise the final outcome Attend Convenor s meetings and AGM Input data for next season Processing of on-line club/team entries & preparing a draw Check weekly match results, i.e. Protests, ineligible players, incomplete details, etc Maintain a register of fines incurred by participating teams and send the list to the Treasurer to raise the fines. Update fixture, Outside courts and Team Sections for Handbook Provide updates to Convenors via Bulletins Communicate with Club Convenors regarding any Competition issues. Order & co-ordinate the delivery of Banners, Pennants, Trophies, Medallions, Glasses from suppliers & arrange their delivery to pick up points for clubs to collect for the Grand Finals. Competition Sub-Committee (9 Members) Management of Junior & Senior week-end Competition Grading of Junior & Senior Teams Adjudication of Competition disputes Police implementation of By-Laws & make recommendations to the Executive for any changes to the By-Laws Manage the On-Line Team Entry & Grading Process Attend Competition Sub-Committee meetings, Grading & Grading review meetings Check & update Team entry statistics for grading of teams Collation & packing of Handbooks & Team Entry documentation Control of fixtures for competitions, receive entries & regrade any team Order and co-ordinate Forms for next season Organise delivery & distribution of Handbooks 4 of 5

5 Privacy Officer (1) ERT Secretary Manage any requests related to ERT Privacy policy Notify Executive of any breaches in the ERT Privacy Policy ERT Tennis Victoria Delegate (1) Judith Dungey Represent ERT at all appropriate Tennis Victoria, TV AGM, Association Forums, etc. Supply a written report of any Tennis Victoria meetings to the ERT Executive Computer Development Officer (1) Bruce Leister Maintain & enhance the ERT TROLS Computer System Liaise with various service providers to ensure the smooth running of ERT TROLS systems. Provide updates & ongoing support throughout the year. Disputes Resolution Officer (1) Wayne Spencer Mediate in any dispute that arises & allow all parties an opportunity to resolve any issue Determine if any member has engaged in conduct prejudicial to the association & its rules Access & determine any penalty to apply Various ERT Meetings, Annual General Meeting in September (1) Executive Committee Meetings (ECM) bi-monthly (6) Competition Sub-Committee (CSC) monthly meetings (10) Tournament & Development Sub-Committee (TDSC) meetings (Approx 6) Convenors & CSC Meeting for each season (2) CSC Grading Meetings (Approx 6) CSC Grading Review Meetings (2) 5 of 5