Committee Roles

Committee Role Descriptions 

President 

  • Oversee the activities of the Club and committee and the attainment of the Club’s objectives.
  • Act as official spokesperson for the Club.
  • Convene regular meetings of the committee and act as chairperson at these meetings.
  • Ensure that all members perform their duties in a manner consistent with the objectives of the Club.
  • Oversees authorisation of payment of all invoices. 
  • The President shall vote as a Club member in all ballots and shall also have a casting vote in the event of a tie. 
  • Point of contact for parents with questions and complaints.
  • Organise parent briefings on club expectations at the start of each season.
  • Advocate for new initiatives to benefit the Club’s members.
  • Manage sponsorship of club.
  • Attend and represent Bulldogs’ interests at the Sunbury Basketball Association ‘Presidents and Secretaries’ meeting each season.
  • Use and maintain the president.gbbc@gmail.com email address and google drive documents.

 Vice President 

  • Support and assist the President in the running of the Club.
  • In the absence of the President, take on the role and activities of the President.
  • Communicate information to members via broadcast email.
  • Assist Registrar as required.
  • Maintenance of Stadium security (Club’s lock box and entry key to Stadium main entrance/courts/equipment room and backboard lowering/raising key).
  • Use and maintain the vicepresident.gbbc@gmail.com email address and google drive documents.

 Secretary 

  • Collection, sorting and distribution of Club mail and email.
  • Issue notices of meetings.
  • Preparation and distribution of meeting agenda.
  • Take minutes and distribute within 7 days of meetings and file copies in Club’s electronic files on google drive.
  • Be responsible for the safe custody of books, documents and securities of the Club.
  • Preparation of AGM documents and notices.
  • Maintain rolls at AGMs and SGMs.
  • Is the nominated Public Officer and will submit annual statement to Consumer Affairs Victoria within 1 month of AGM.
  • Address correspondence to SBA as required.
  • Attend and represent Bulldogs’ interests at the Sunbury Basketball Association ‘Presidents and Secretaries’ meeting each season.
  • Use and maintain the secretary.gbbc@gmail.com email address and google drive documents.

 Treasurer 

  • Keep accurate records of all financial transactions and maintain the Club’s bank accounts.
  • Prepare annual budget for the fiscal year ending 31 October.
  • Present a report of the financial affairs of the Club at committee meetings.
  • Produce an audited statement of financial affairs for the Annual General Meeting.
  • Ensure all signatories are up to date with current committee registered at the bank.
  • Safeguard online banking information (ie: login and password).
  • Organise floats as required, cash and Eftpos.
  • Produce miscellaneous invoices as required.
  • Track payments through SportsTG and Club’s bank account.
  • Promptly bank all monies received.
  • Promptly pay all invoices received eg: to training venues, uniform supplier, etc
  • Reconcile bank statements.
  • Maintain security information on all the Club’s email addresses and associated google drives.
  • Use and maintain the treasurer.gbbc@gmail.com email address and google drive documents.

Registrar

  • Responsible for data entry and maintenance of players, teams, Coaches and Team Managers on Bulldogs database and SportsTG passport database.
  • Oversees the follow-up of outstanding registrations fees by members. Provide Team Managers with a registration status list of players.
  • Point of contact for Team Managers regarding registration matters.
  • Contact point for initial Club enquiries. Respond when appropriate or forward enquiries on to the relevant committee member.
  • Liaise with Team Managers to update and maintain all team details.
  • Liaise with Sunbury Basketball Association and other clubs about Club issues and enquiries – such as unregistered players.
  • Submission and storage of player insurance claims. Liaise with Equipment Officer as necessary for injury incident reporting information.

 Junior Delegate Committee (SBA) Representative

  • Attend JDC junior meetings as Bulldogs representative.
  • Promote the interests and queries of the Club to the JDC for discussion and resolution.
  • Disseminate information as required.
  • Help setup Trophies on Grand Finals days.
  • Use and maintain the juniordelegate.gbbc@gmail.com email address and google drive documents.
  • Point of contact for By Laws enquiries.

 

Other role descriptions

Coaching Coordinator

  • Point of contact for coaches.
  • Organise Team Manager & Coaches meeting at the start of each season with Team Manager Coordinator.
  • Communicate updates to Coaches as required.
  • Oversee coach and team selection.
  • Maintenance of Coaches Accreditation database.
  • Construction and maintenance of player ‘Fill In’ database for teams at the beginning of each season and as required.
  • Manage player clearances.
  • Collation and submission of all teams to Sunbury Basketball Association at start of each season. Coordinate with Team Selection Coordinator and Grading Officer.
  • Organise coaches and player skills training sessions with assistance from Team Manager Coordinator as required.
  • Organise Coaches entry passes from SBA at the start of each season.

Team Manager Coordinator

  • Point of contact for Team Managers.
  • Organise Team Manager & Coaches meeting at the start of each season with Coaches Coordinator.
  • Provide templates of team contact list and scoring roster to TMs.
  • Maintain database of Team Managers and Coaches details.
  • Communicate updates to Team Managers as required.
  • Point of contact for game day issues: scoresheet details, fill in players, score discrepancies etc.
  • Resolution of game day issues by passing issues to relevant person or organisation and following up outcome with interested parties.
  • Organise Boardman duty roster.
  • Assist Coaching Coordinator as required to organise coaches and player skills training sessions.

 Senior Delegate Committee (SBA) Representative 

  • Attend SDC senior meetings as Bulldogs representative.
  • Promote the interests and queries of the Club to the SDC for discussion and resolution.
  • Disseminate information as required.
  • Manage Senior Bulldogs teams.
  • Use and maintain the seniordelegate.gbbc@gmail.com email address and google drive documents.

 Grading Delegate Committee (SBA) Representative

  • Attend SBA Grading meetings to grade teams -prior to commencement of season. 
  • Liaise with Team Selection Coordinators and coaches on appropriate grade for each team and submission of teams to SBA.

Team Selection Coordinators

  • Become familiar with players’ abilities.
  • Select teams based on similar abilities.
  • Attend skills sessions prior to Summer season.

 Communications Officer

  • Raise the profile of the Club and generally promote the game of basketball within Gisborne and the wider community.
  • Maintain the Club’s Facebook page.
  • Maintain the Club’s website.  
  • Provide stories for local media and advertising for local schools.

Uniform Officer

  • Make sample uniforms available to try on for size at Pop Up Shops and at other times as mutually convenient.
  • Organise and manage Pop Up Shops for purchase and distribution of uniforms to team members. Liaise with Treasurer to organise a float and Eftpos machine.
  • Receive payment for uniform items and issue a receipt upon purchase or before placing the order.
  • Liaise with uniform supplier to place an order and arrange delivery of completed order.
  • Manage supply of alternate tops to teams through storage container in Club’s training cage.
  • Receive and process orders for all other Club merchandise.
  • Organise distribution of complimentary coaches shirts to coaches at the start of each season.
  • Store uniform and Club merchandise supplies.
  • Advise Stadium Bookings Officer of meeting room booking requirements for Pop Up shops during the season.
  • Use and maintain the uniforms.gbbc@gmail.com email address and google drive documents.

Equipment and Training Officer 

  • Maintain first aid supplies, including purchase, storage and distribution to Team Managers as requested.
  • Contact and storage of injury incident reports. Liaise with Registrar as appropriate for player insurance claims.
  • Maintain stock and condition of training equipment and Club banner. 
  • Contact for reporting equipment requests, faulty equipment and cage issues (lock or condition).
  • Organise and collate Coaches and Players Player award nominations and order and distribute trophies.
  • Use and maintain the equipment.gbbc@gmail.com email address and google drive documents.
  • Coordinate the allocation of courts for training sessions.
  • Liaise with Coaches regarding training availability for the season.
  • Advise Coaches and Team Managers of alterations to existing training schedules/court availability.
  • Provide copies of the training schedule to committee members, Coaches and Team Managers as updates occur.
  • Book The Stadium facilities with Macedon Ranges Shire Council including; season training, meeting room, rep training, Pop Up uniform shop and social functions.
  • Liaise with the Treasurer to ensure only facilities being used are paid for.

Child Safety Officer 

  • Ensure club is adhering to Child Protection Policy.
  • Implement any necessary action relating to Child Protection Policy.
  • Maintain database on Working With Children Check details on Coaches, Team Managers and Committee Members.

Grants Officer

  • Source suitable grants based on the Club’s needs.
  • Prepare and submit grants and report outcome to Club committee.
  • Oversee implementation of funds according to funding specifications.
  • Prepare and submit progress and final reports as requested by the funding body.

Rep Team Coordinator 

  • Find suitable competitions to enter Rep Teams into.
  • Canvas coach interest in available competitions.
  • Organise tryouts where required.
  • Help select teams as required.
  • Organise registration of teams competing in competitions.
  • Organise a Team Manager for each rep team.
  • Organise Team managers to take photos at tournaments.
  • Liase with Stadium Bookings Officers to secure court time for training.

Social committee 

  • Propose social and fundraising events at committee meetings.
  • Organise and oversee the running of these events.
  • Liase with Stadium Bookings Officers to secure Stadium facilities if required.

Notice Board

Sunbury Jets Try Outs: October 4, 5, 6 and 7 - try out fixture and rego form is on their website.

Summer Season Grading begins 13/10/2018

Summer Season teams to be finalised and registration opened 17/09/2018