Committee Roles

President

The president guides the overall direction of the organisation. They make the final call on major decisions and delegate work to general members. They are in charge of making sure the committee is running smoothly and members are meeting their obligations.

Occasionally they need to mediate interpersonal issues within the committee or address code of conduct breaches within the member base.

  • General meetings
    • Chair the meetings, often delegating the running of the meetings to a trusted member of the organisation (usually Pat Allan).
    • Casting the deciding vote in the instance of a draw.
  • Sponsorship
    • Maintain relationships with major sponsors and ensure expectations are met.
  • Time output: 5+ hours a week

Vice-President

  • Assists the president in their duties. Probably the most free flowing of the officer roles. Depending on the strengths and preferences of the individuals involved, the vice president will take on mainly presidential but potentially other member duties where needed to support the organisation as a whole. They take on all presidential duties when the president is absent.
  • Time output: 4-5 hours per week

Secretary

Responsible to ensure that formal legal and governance requirements of running an association are maintained.

  • General Support
    • Touch base with the president from time to time and check things are on track. Find this works well to do a couple of days before an upcoming meeting or around the times that anything major happens in the organisation.
  • General Meetings

    • Ensure that Notice for Upcoming General Meetings are sent to members well ahead of time.
    • Give the constitution a once over before the meeting so you are across things that might come up.
    • Ensure that minutes of General Meetings are kept (doesn’t mean you need to record them, you just need to ensure they happen).
    • Ensure Minutes of General Meetings are distributed to members (via the RORO list) as soon as possible after a meeting. On the Monday following RailsCamp would be awesome!
  • Committee Meetings

    • Arrange times for upcoming meetings
    • Chair the meetings, though this often falls to the secretary.
      • If the Secretary is not available, then the VP can handle it. If the VP isn't available, then El Prez can handle it.
    • Send everyone a reminder a few days before the meeting
    • Responsible for recording the committee meeting for future viewing.
    • Ensure minutes are kept. May need to refer to the recording of the meeting in order to cover all the minutes. Minutes are kept in this directory within the ruby.org.au app. Follow the style of the latest minutes.
  • Lodge Forms

    • Lodge change of Public Officer details forms. This is done at Consumer Affairs Victoria.
    • Lodge notice if any constitutional changes ever occur.
    • Address any non-financial official notices that come to the organisation.
  • Online Access

    • Ensure Domain Names other services are re-registered and paid for
    • Ensure that new committee members have access to any resources they need.
      • Separate from the Web responsible person who is building out web tools
    • Ensure that forwarding of email accounts are updated for new office holders (eg. If the treasurer changes, redirect treasurer@ruby.org.au to their email address)
  • Time output: 4-5 hours a week

Treasurer

Handles all matters financial. In charge of monitoring accounts and meeting legal financial requirements (GST etc). Membership spans 2 years instead of the default 1 of other positions.

  • Financial Accounts
    • Release quarterly financial reports to members.
  • Annual Sponsorship
    • Guide overall direction of the annual sponsorship model and delegate work to general members when needed.
    • Maintain relationships with major sponsors and ensure expectations are met.
  • Camps and Conferences
    • Pay invoices in a timely manner.
    • Monitor budgets and aid organisers to ensure events are financially healthy.
  • Time output: 4-5 hours a week

General Member

General members are tasked with supporting the current needs of the organisation in various ways. They might be on the organising team of an upcoming camp or conference, heading a subcommittee to work on a particular aspect of the organisation like the website/sponsorship or handling the social media and other member communication. We try to utilise the strengths and interests of each member to the best effect, and to allow them a fair amount of autonomy in their area of focus.

Time output: 2-3 hours a week

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