Duty Statements

President

  • Most importantly, the Presidential role is to facilitate, coordinate and generally keep on top of what is happening in the club. This does not neccessarily mean that the President will do everything, or arrange everything. In a well running committee, most things are delegated to the various officers who will handle the details. However, these officers need to keep the Pres up to date with what’s happening. While committee meetings are great for this, in these days of e-mail it is a good idea for other club officials to make a “cc” or a specific note to the Pres just to keep them informed of what they are up to.
  • The President is the administrative contact with the ANU Sport and Recreation Association (SRA), other SCUBA clubs and any other bodies.
  • The President is the liason between the Trip Organisers and the SCUBA club. While all matters should be delegated to the Gear/Boat Officers, the Trip Organisers and/or other club members, the President is the one who needs to make sure that things are being done/organised.
  • The Pres needs to ensure that before a trip the Boat Officer has the boats ready to go away, and that someone has them packed ready to tow away, and that the Gear Officer has the gear fixed and ready to be back in the shed before gear issue.
  • The President is a backstop for when things go wrong and someone hasn’t been able to carry out a club task. This may mean that all they do is to organise someone else to fill in and to get the job done, but the buck has to stop with the Pres.
  • The President (with the Trip Organisers, and the rest of the Committee) needs to ensure that the Club and its equipment is only used by financial club members. It should be noted that unless a person is an ANU student or a current SRA Member, they can not hold club membership, even if they have paid their club fees.
  • The President needs to make sure that the Secretary keeps the membership lists up to date, plans and books rooms for meetings, and gets newsletters out when they are needed to advise of dives and meetings.
  • The President needs to ensure that the Treasurer keeps the financial records up to date, claims against the SRA grant, and is getting other Club members to forward their financial statements/records/receipts to him/her.
  • The President needs to be aware of the longer term goals of the Club and (together with the committee) keep a fair idea of when future purchases need to be made and (with the Treasurer) plan how/when we will get this money. The goals of the club do not just include acquiring gear: it also has to do with the clubs stated aim as primarily a university diving club, and concerns how we serve our student members (as these are the ones who lose out most on diving if the club didn’t exist).
  • Complaint Resolution: The President (or the President’s nominee, eg Secretary, VP, other) will handle any complaints against members. Any such complaint is to be made in writing to the President (or nominee). The member in question will be notified and given sufficient time to reply. The president (or nominee) then either brings it to the committee, possibly after seeking input from third parties and/or inviting replies from the complainant and complainee.
  • The President is responsible for the co-ordination (together with the Secretary) and running of Club meetings. This includes planning, and thinking of what to present at the meetings (eg organising the dive calendar, showing slides/a video?). Meetings include the AGM.
  • The President is responsible for running the AGM, which is held every year in March, presenting the President’s Report, and co-ordinating (or delegating) the conduct of the annual election of office bearers which takes place. We hold the AGM in November as it provides reports and accounts in good time to be used (largely as is) in the Club SRA Grant Application which is usually due in the first week of March.
  • The President is responsible for coordinating and preparing the SU Grant Application. This means that the President should brief the gear and boat officers to prepare costed and prioritised wish lists for the next year and then, with the Treasurer, examine the previous years accounts and plan a budget for the next year that makes use of the lists provided by the gear officers. A committee meeting to arrange the priorities of the “wish lists” would be useful here.
  • Spending money: The President has signing rights on a Club cheque book. The President will use this to make club payments, reimburse authorised payments by other club officials/members. Where possible the President, together with the Treasurer and other relevant Committee members, should ensure that we make use of the SRA’s ability to pay the GST on Club purchases with its tax credits, up to the value of the SRA grant to the Club.

The Treasurer

  • The Treasurer is responsible for keeping accurate financial accounts for the club. In order to do this, all records of club expenditure need to be passed by all other committee members to the Treasurer. All receipts and details of Club cheques, reimbursements, or cash payments need to be passed on to the Treasurer. It is imperative that a sound paper record of all income and expenses be maintained. To assist in this, it is preferable that Club purchases be made with a club cheque. Further, it is advisable that moneys owed to people for club purchases be reimbursed by a cheque and not deducted from money owed on club dives.
  • The Treasurer is reponsible for claiming against the SRA grant. Claims can only be made against expenses backed up by full receipts. Sometimes payment for certain purchases is made by the SRA directly (eg trailer/MSB rego): the Treasurer needs to be aware that these are made and obtain the amounts from the SRA for the club records.
  • While is would be ideal that all records (eg bank statements, receipts, cheque book details) be forwarded to the Treasurer, it will be a fact of life that the Treasurer will need to chase many of these things up.
  • The Treasurer is responsible for preparing the Club accounts for the AGM, presenting a report on these accounts, and then updating these accounts for the next years SRA grant application. The Treasurer will need to reconcile all expenses and income against what assets the club started the year with and what it ended the year with. The Treasurer also needs to prepare (with the President and “wish lists” prepared by the gear/boat officers) a budget for the next year for the SU grant application. It is a very good idea to use a spreadsheet for the current accounts which permits actual expenses/income to be easily compared against budgeted expenses/income.
  • The Treasurer (as well as the President) has signing rights on a club cheque book and needs to write cheques for purchases/re-imbursement.
  • The Treasurer needs to keep up to date with the accounts as SRA grant money not claimed lapses. It is also a good idea to know when we need to move money into an investment account from the cheque account. Investment accounts hold the majority of the Club’s money and should only be taken out on a ‘3 club officials to sign’ basis.
  • The SRA’s can pay the GST on Club purchases with its tax credits, up to the value of the SRA grant to the Club. Thus the Treasurer should ensure that GST exempt items are not bought from the Club grant, but GSTable items are and that the SRA pays the GST on these. For this to occur, it is easiest to have the supplier directly invoice the “ANU Sport and Recreation Association” and not the Scuba Club. It is worth letting the SRA know that the invoice will be arriving, or take it directly to them for payment.
  • The Treasurer (with the Pres) needs to be looking at the long-term state of the club. The figs from the Treasurer are what lets the club plan: from day to day, and also for the future.
  • If unable to carry out any of the above functions, the Treasurer needs to either arrange a replacement to carry out that role (and advise the President of this), or if unable to find a replacement to advise the President or the rest of the committee (with as much warning as possible) that a replacement needs to be found.

The Gear Officer

  • The Gear Officer (GO) is also the Vice-President for the purpose of the SRA Affiliated Club Regulations and is responsible for keeping all of the club’s SCUBA equipment in safe working order and for arranging the regular maintenance/testing of gear.
  • The GO has two levels of contacts: the first is with the gear issue officers, trip organisers and the club members who are using the gear – to find out what maintenance is needing to be done with the gear: the second is with the President to keep him/her informed on what the status of the gear is.
  • The GO needs to ensure that gear out of service is fixed and brought back to the gear shed to be issued for the next dive. This means that a culture needs to be instilled into the users of the gear/issuing officers/trip organisers that if something needs to be done or fixed, the user of the faulty gear contacts the GO ASAP after a dive weekend and gets authorisation to get things fixed at the Scuba Store (where we keep an account) in time to bring the gear back for gear return, and to keep the GO informed of the status of the gear. There will be times where the GO will want to schedule a working bee for the gear and will co-ordinate this with the other committee members.
  • The GO is responsible for organising the gear issue officer roster and arranging replacements as needed. If there is, or is likely to be, a problem keep the President informed. The gear issue roster needs to be passed on to the Publicity Officer to be put into the newspaper and onto the web site.
  • The GO is responsible for keeping a full record of the gear and what is done with it. All receipts and records of a financial nature need to be passed onto the Treasurer.
  • The GO (with the Boat Officer) is also responsible for the general state of the shed and the location of the keys to it (a copy of this list should also be kept by the Pres).
  • The GO needs to make sure that all people getting club gear are financial club members. The CS needs to keep an up to date list of members in the shed to allow checking. If gear is not returned, it needs to be chased. If excessively late, let the President know as we may need to suspend borrowing rights.
  • The GO is resonsible for preparing a report on the state of the Club Gear and future needs for the AGM.
  • The GO is responsible for preparing a prioritized and costed “wish list” of things to be bought/done for the preparation of the annual budget and the SRA grant application. A committee meeting may be useful here in setting priorites.
  • If unable to carry out any of the above functions, the GO needs to either arrange a replacement to carry out that role (and advise the President of this), or if unable to find a replacement to advise the President or the rest of the committee (with as much warning as possible) that a replacement needs to be found.

The Boat Officer

  • The Boat Officer (BO) is responsible for the safe and reliable operation of the boats, trailers and motors. This will entail monitoring their operation either directly or by discussions with those using the boats. Where things need to be fixed, the BO will arrange for this to be done. This may involve a commercial repair or the assistance of other club members. There will be times where the BO will want to schedule a working bee for the gear and will co-ordinate this with the other committee members.
  • The BO needs to keep the President informed on the status of the boats and to try and schedule repairs to allow the boats to be ready for use on planned club dives. The BO needs to ensure that boat and trailer registrations are kept current, and that the boats and trailers comply with legal requirements for lights/safety gear. (eg Are the flares up to date? Is the EPIRB battery in test?)
  • The BO is responsible for keeping a full record of the boats/trailers/motors and what is done with them. All receipts and records of a financial nature need to be passed onto the Treasurer.
  • The BO (with the Gear Officer) is responsible for the general state of the shed and the location of the keys to it (a copy of this list should also be kept by the Pres).
  • The BO is responsible for preparing a report on the state of the Club Boats and future needs for the AGM.
  • The BO is responsible for preparing a prioritized and costed “wish list” of things to be bought/done for the preparation of the annual budget and the SU grant application. A committee meeting may be useful here in setting priorites.
  • If unable to carry out any of the above functions, the BO needs to either arrange a replacement to carry out that role (and advise the President of this), or if unable to find a replacement to advise the President or the rest of the committee (with as much warning as possible) that a replacement needs to be found.

The Secretary (also termed the Publicity Officer)

  • The Club Secretary (CS) needs to be on top of all correspondance with the club, and be on top of all correspondance by the Club, a task that will generally will involve liason with or delegation to other committee members. Mostly this ‘secretarial’ function is to collect mail from the pigeon-hole for the Club in the SRA.
  • The CS is responsible for notifications of committee and general meetings, setting meeting agendas, and for the taking, storing and distrubuting of meeting minutes.
  • The CS is responsible for keeping the Club membership records, and serves as a point of contact for membership enquiries. While memberships are generally paid for via the SRA front counter, there are some occasions (such as O-week) when the CS needs to take and collate memberships, and issue appropriate receipts.
  • The CS is responsible for the maintenance of the Club email list(s) and website.
  • While the Club is the source of the members mailing list (the SRA has carried out this function in the past), the CS is responsible for keeping the member list up to date. The CS should ensure that an up to date list of financial members be kept in the gear shed, as well as supplies of membership forms.
  • The CS needs to (with the Pres) arrange meeting dates, book the venues, and arrange any speakers/slides etc.
  • The CS (with the Pres) needs to arrange the club O-week stall, and arrange displays/ hand outs/membership forms/ club members to help out.
  • The CS is the listed contact for new members intersted in the club.
  • The CS is responsible for presenting a report to the AGM on the numbers and types of club members.
  • Any financial records of membership income/club outlays need to be passed on to the Treasurer.
  • If unable to carry out any of the above functions, the CS needs to either arrange a replacement to carry out that role (and advise the President of this), or if unable to find a replacement to advise the President or the rest of the committee (with as much warning as possible) that a replacement needs to be found.