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.