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.