Committee Positions

 

President

Chairs the monthly General Meetings (held on the 4^th Monday of the month) and the monthly Committee Meetings (held on the 2^nd Monday of the month). Writes the monthly President=s Report for the magazine, and submits the report to the editor on or before the Thursday following the committee meeting. Generally oversees the running of the Club. One of the three signatories for the club bank account.

 

Vice President

Assists the President and fills in for absent committee members at meetings.

 

Secretary

Writes up the minutes of the monthly General Meetings and the monthly Committee Meeting minutes on pre-headed sheets. Reads out the minutes from the previous meeting. Collects the mail from the club PO Box (currently situated at Carina) immediately before each meeting and at other times as required. Records all incoming and outgoing mail in the minutes. Distributes incoming mail to the relevant person. Writes correspondence as required. Organises trophies and engraving for the awards presentation at the July AGM. One of the three signatories for the club bank account.

 

Treasurer

Collects, receipts and banks all incoming money from all sources including new and updated memberships, advertising, property sales, and the proceeds from refreshment sales, raffles and fines. At least once a month, deposits all receipted money at a convenient branch of the Bank of Queensland. Prepares a statement for each General Meeting and for each Committee Meeting, detailing the total funds and the expenses for approval. Prepares a financial projection for presentation at the January Committee Meeting to assist the committee in determining membership fees and advertising rates for the next twelve months, which are voted on by the club members at the February Special General Meeting. Prepares the books at the end of June and submits them to the Auditor (currently David Palmer) before the July Annual General Meeting. One of the three signatories for the club bank account. Arranges the bank approval of the three signatories on the club=s bank account.

 

Membership Officer

Receives all membership forms and fees for new memberships and for membership renewals. Issues receipts for all money received, then passes the money on to the Treasurer. Maintains the membership list (currently a Microsoft Excel spreadsheet on one of the club=s two computers). Prints out the mailing labels to pass on to the editor at the Committee Meeting. Prepares a report on membership numbers for each General Meeting and for each Committee Meeting. Ensures that the Attendance Book is available at all General Meetings. Tallies up the club points system from signatures appearing in the meeting attendance book, from trip sheets that are passed on from trip leaders and the social director, from contributions of articles and photos appearing in the club magazine, from introductions of new members and from the organising of guest speakers. Club points should be finalised by the June Committee Meeting.

Click for further information regarding the Membership Officer Duties

 

Social Director

Co-ordinates trips, finds trip leaders, compiles all relevant trip information for the trip sheets and for AWhat=s On@ in the magazine. Prepares a six monthly trip calendar. Writes a monthly report for the magazine promoting the upcoming trips and submits the report and the AWhat=s On@ to the editor on or before the Thursday following the committee meeting. Keeps the Trip Book up to date and brings it along to General Meetings, Committee Meetings and trips.

 

Public Relations Officer

Finds magazine advertisers and guest speakers for General Meetings.  Maintains magazine advertiser accounts. Invoices are sent out to advertisers in August and are payable by the end of October, then are receipted as they are paid. Organises the club=s Public Liability Insurance (renewed in April each year). Organises the independent chairperson for the July AGM. Organises donations for the awards presentation at the July AGM.

 

Training Officer

Encourages all aspects of 4WDing and advanced driver training. Conducts training days. Gives short talks at general meetings and at driver briefings at the onset of trips. Writes technical articles for the magazine. Checks member=s vehicles for the correct tow points. Ensures that members are carrying the necessary recovery gear.

 

News Editor

Prepares the magazine for printing, including typing, editing, setting out and burning to disk for presentation to the printer. Printing takes a minimum of one day. Picks up the completed magazine from the printer, places it in envelopes, which are stamped, labelled and collated according to Print Post guidelines,  prepares Print Post paperwork and then presents the mail to an approved Australia Post office (currently Cannon Hill). The magazine should be posted by the Wednesday before the General Meeting. Approximate postage cost for one hundred magazines is forty five dollars. Supplies the disk containing the magazine to the Webmaster for inclusion on the club website.

 

Contributions for the magazine are usually handed in at meetings, mailed to the club post box or e-mailed. Contributions may require typing and/or editing, and photographs may require scanning and/or editing.

 

Important dates:

January - prepare and distribute the annual Membership List.

February - include notice about the February Special General Meeting.

March - include notice about the outcome of the February Special General Meeting.

June - include membership renewal form and committee nomination form.

July - include notice about the AGM, include reminder regarding membership renewal fees due, include list of trips for past 12 months to be voted upon, include list of top 10 men and women in the club=s points system.

August - update committee listing, include reminder regarding membership renewal fees overdue, include list of club award winners.

September - include final reminder notice regarding membership renewal fees overdue.

 

Co-Editor

Assists the editor. Editor and co-editor are preferably a husband and wife team, or the co-editor lives reasonably close to the editor and is a competent typist.

 

Webmaster

Maintains the club=s website using contributions (including the monthly magazine) provided by the editor and other contributors. Maintains the discussion forums as required.