NOTICE OF 2015 ANNUAL GENERAL MEETING Date: Saturday 23 April 2016 Time: 1:00pm (approx.) Location: Melbourne University Sports Centre West Stadium Invitees: Paid-up members, 2015 Committee Members AGENDA ITEMS Topic 1. Present / apologies 2. Welcome by President 3. Presentation of President s Report 4. Presentation of High Performance Report 5. Presentation of 2015 Financial Report 6. Election of 2016 Committee Members - All Executive committee positions President, Vice-President, Treasurer, General Secretaries x 2 - All General Committee positions please refer to Appendix 2 for further details 7. Close of Annual General Meeting Informal discussion will be held after the close of meeting. Enclosed: Appendix 1 Club Committee Member - Nomination Form Appendix 2 MUBC Committee Position Descriptions
Appendix 1 Annual General Meeting - Committee Election Nomination Form NAME: DATE: STUDENT NO: MEMBERSHIP NO: POSITION: SIGNATURE: NOMINATION SECONDED BY: MEMBER 1 NAME: STUDENT NO: MEMBERSHIP NO: SIGNATURE: MEMBER 2 NAME: STUDENT NO: MEMBERSHIP NO: SIGNATURE: NOMINATION RECEIVED BY: DATE:
Appendix 2 - Committee Structure & Position Descriptions 1. Committee structure The Melbourne University Badminton Club (the Club) committee consists of an executive committee, and supported by a general committee as well as an advisory council 1.1 Executive committee The executive committee comprises of five (5) positions President, Vice-President, Treasurer, Secretary Social and Secretary Team Badminton. Under the rule of the Club, any paid-up members of the Club can nominate for the positions of the President and Treasurer. There are however, specific rules on the remaining positions as follows: Vice-President and Secretary Team Badminton only paid-up members who are currently in the Team Melbourne Badminton (TMB) Squad can nominate; and Secretary Social only paid-up club members who are outside of the TMB Squad can nominate. This is done to ensure that the varying needs of social and competitive badminton are discussed and addressed at the highest level possible. 1.2 General committee The purpose of the general committee is to ensure that both arms of the Club social and competitive - are looked after in an adequate manner. In addition, the general committee also serves as a great pathway for students in particular to learn about the Club before progressing to the executive committee level. 1.3 Advisory Council The Advisory Council is generally made up of members who are in the full-time employment or members who are alumni of the University. Members of the Advisory Council are appointed by the Executive Committee on an as-need basis. The purpose of the Advisory Council is to provide specific professional advice on matters that affect the Club, e.g. legal issues. The Club endeavours to leverage off the expertise of our General Public members in their dedicated professions so it will flourish in the medium to long term.
2. Position description Executive Committee 2.1 President To direct the club towards a more efficient structure, provide vision for future ambitions To lead and be the face of the club. Chair all club committee meetings and the AGM. Overlooks development of social sector Must be able to liaise with Melbourne University Sport when required. To promote the sport/club, must be able to organise activities within the club. Review and sign-off on budgets and financial accounts prepared by the Treasurer. Be familiar with all operational aspects of the club. 2.2 Vice President To direct the club towards a more efficient structure, provide vision for future ambitions Overlooks development of TMB/ competitive sector Recruit quality coaches for TMB Plan and implement the TMB Program, including the Australian University Games. Attend TMB trials to inspect potential members Discuss with coach in regards to entry of new members to TMB Assign players to appropriate squads each year Promote player participation at competitions Represent the Club as a delegate to the Melbourne University Sports Association (MUSA) Council Meeting. To promote the sport/club, must be able to organise activities within the club. Review and sign-off on budgets and financial accounts prepared by the Treasurer. Be familiar with all operational aspects of the club. 2.3 Treasurer Manage all Club financial matters/transactions, including: The maintenance of the Club's bank accounts; - Ensuring all club liabilities and expenditures have been met; - Fulfill all government-related reporting obligations, e.g. completion of Business Activity Statement and Annual Financial Report to Corporate Affairs Victoria; and - Approve ad-hoc expenditure requested by committee members. Monitor financial expenditure of the Club. Prepare annual budget and financial statement.
Seek out alternative revenue sources for the Club. Maintain the security of the Club cheque book and be a signatory of Club accounts. 2.4 Secretary Team Badminton Scribe for club meetings Record data of meetings/ financial reports/ events Constant access to both email accounts and social media, to answer questions when possible Recruitment of members Handling membership inquiries specific to TMB operations Member details database entry Develop membership criteria with executive committee Attend Melbourne University Sports Association Council meetings where necessary Assists the Vice-President and Treasurer with respect to the planning of tournaments and Australian University Games (AUG) team. 2.5 Secretary Social Scribe for club meetings Record data of meetings/ financial reports/ events Constant access to both email accounts and social media, to answer questions when possible Recruitment of members Handling membership inquiries specific to social sessions Member details database entry Develop membership criteria with executive committee
3. Position description General Committee 3.1 Session Operations Team (3 positions available) Collection of session fees / Sports Centre Reception-issued receipts from participants Equipment setup/ pack up Maintenance of the social session roster system Check court availability and relay to communications for broadcast 3.2 TMB squad captains (2 positions available) Feedback issues from players to executive committee Communicate potential tournament opportunities to members of the Squad 3.3 Social Media Officer (1 position available) Maintain the Club s Facebook and similar social media platforms to promote the Club Create and promote Club events Upload photos and videos 3.4 Sponsorship officers (2 positions available) Assist the Treasurer in identifying further sponsorship opportunities Face to face sponsorship recruitment Digital sponsorship recruitment