COMMITTEE

Committee Responsibility

At each AGM (held after the June General Meeting) all existing positions will be declared vacant and then a new committee will be elected to help run the club. If you are interested in filling any of the positions below then simply fill in a nomination form prior to the AGM. If you would like any further information on any of the roles then feel free to contact the current position holder or any other member of the management committee.

Please consider how you can help.

EXECUTIVE COMMITTEE

PRESIDENT

The President responsible for continually improving the Club’s policies, activities and administration, conducting regular meeting and committee meetings, assisting sub-committees in running club activities. The president is to act as chairman at all committee and general meetings, so to ensure all meetings are properly convened with correct functioning of all committee members and any sub-committees. They should attend most clubs activities, be well informed on four wheel driving issues to provide clear leadership. The President must also represent member’s views to the four wheel drive fraternity and take calls from potential new members.

The President also performs the customary courtesies, including making new members welcome and thanking committee members and other helpers. The president is to uphold the constitution of the club and act, subject to any expressed or implied instructions on behalf of the club and the committee in the interval in between meetings. He/She is a representative to other club’s, organisations and individuals.

VICE PRESIDENT

The Vice President is to act in the president’s absence as chairman at meetings and undertake other president’s duties. He/She will represent the President when there is a requirement to be in two places at once. They are a member of committee and assists on all sub-committees. The vice president is to report matters of interest to the committee and the club. Attend all Committee meetings.

SECRETARY

The Secretary’s position is to collect, sort and distribute mail from PO Box, record minutes of all committee, general and special meetings, report the same to general meetings, email copies of minutes from meetings to magazine editor by the required date for publication and is required to have computer skills. All enquires to the club must be answered by mail and records kept. File correspondence which is to be retained for 7 years, except advertising literature, which is to be retained no longer than 6 months, or past the event expiry date. Liaise with president for correspondence or times with high priority or requiring URGENT action. Lodge ‘Statement of Annual General Meeting’ and attachments with the appropriate bodies within one month of the date of the AGM. Provide names and phone numbers of newly elected committee to QLD 4WD.

The Secretary also receives and records new member’s applications. Updates member’s birthday profile. Provides names and phone numbers of newly elected committee members to the editor and committee members. Attend Committee meetings.

TREASURER

The Treasurer maintains accurate records of the financial affairs of the club. Reports the previous month’s transactions to the members at the General Meetings. Liaise with committee officers regarding monies for functions and/or fund-raising as necessary. Regularly audit the financial books of the club and reconcile with bank statements and submits the same for audit. To prepare an annual report for submission to the members at the Annual General Meeting and thereafter to the required bodies. Pay monthly bills including Australia Post and other costs. Attend Committee meetings.

OFFICE BEARERS

The following positions are those of Office Bearers who assist the Committee in specific areas associated with the administration of the club.

TRIP CO-ORDINATOR

The Trip Co-ordinator chairs trip sub-committee, promotes the running of trips and assists trip leaders with organising trips, is responsible for trips program, grades of trips and briefing members on up coming trips. The Trip co-ordinator should also vet participants' vehicles for equipment and adequacy and will liaise with trip leaders before during and after trips. Liaise with Editor to ensure that trips go into the magazine calendar and reports from trip leaders nominated person are produced. Arrange and present all trip details at the General Meetings. If possible attend Committee meetings.

EQUIPMENT OFFICER

The equipment officers manage storage, provision and maintenance of club equipment, make recommendations on needs, ensures equipment (including first aid kit) is taken on club trips. Maintain and/or service club equipment as required. Keep a written record of who borrows equipment with date borrowed and date returned. Investigate new equipment.

SAFETY OFFICER/S

The safety officers job is to ensure that all events/trips are run in a safe manner. The safety officers decision is final on any safety aspects, it also his/hers responsibility to administer first aid were necessary and ensure that the first aid kit is kept up to date.

SOCIAL DIRECTOR/S

Social Directors are responsible for providing catering requirements at General Meetings, Christmas functions or any other special events during the year. Social Director/s organise profit raising raffles for the Club and also provide social events for members. Book keeping is to be completed in appliance with the Treasurers reports. Attend committee meetings if possible to co-ordinate activities. Social Director/s is to provide written material to the Editor for functions or special events during the year.

SERGEANT AT ARMS

This position is fully an enjoyable one, as it is the duty of Sergeant At Arms to collectively report at each General Meeting and fine members for their mistakes or misfortunes from Club trips and events. Gold coin donations collected from members are to be donated to a charity fund after every Annual General Meeting and liaise with the Treasurer with monthly bookkeeping reports.