Executive Positions: Job descriptions

President

·        Prepare the agenda for club meetings, seeking feedback from committee members about items to include prior            to finalising the agenda.

·        Work with the secretary to ensure that the meeting agenda is distributed at least a week prior to the meeting               and that any additional documents that help members prepare are included.

·        Chair club committee meetings.

·        Assure that meeting decisions are clear and are followed up as expected.

·        Review minutes of previous meetings before they go to the committee.

·        Facilitate long range planning activities and support CNN and CNZ with their long-range planning.

·        Communicate as required with the Nelson City Council, other clubs in the association, CNN, CNZ and other                 groups and organizations.

·        Share information about the committee's activities with club members.

·        Welcome those who are here to play in our club's tournaments.

·        Prepare the agenda, with committee input, and preside at AGM.

·        Promote camaraderie and inclusivity among the members.

Vice President

·       Deputise for the president as required in his/her absence.

·       Be a sounding board for the president.

·       Perform tasks as assigned by the president.

·       Help create and implement the club's over-all direction.

·       Work effectively with other executive officers to implement the strategic plan that guides the direction of the club.

·       With the President, provide an approachable and effective communication link between membership and                      executive.

Secretary

·        Arrange committee meetings with the president and prepare an agenda.

·        Send agenda to all committee members.

·        Keep minutes of all meetings of the committee and all general meetings, with copies being sent to committee               members.

·        Be responsible for all incoming and outgoing correspondence.

·        Provide 14-day notice for the AGM, with the time and date placed on the club's notice board.

·        Prepare nomination forms for elections at the AGM, to be left in the club room.

·        After every AGM a list of officers is to be sent to the CNN secretary (with addresses and phone numbers).

·        Secretary in Conjunction with Treasurer

·        File annual accounts with the Incorporation Society.

·        Maintain a register of members (names, addresses, and dates of joining the club).

·        Regularly update CNZ database of all club members.

Treasurer

·        Collect subscriptions and keep records to know who has paid subs for the year.

·        Collect all other monies regularly from those who run various activities (e.g. Mah Jong, tournament lunches and          refreshments, green fees, pavilion hire).

·        Receipt and bank all money regularly.

·        Pay all accounts as they fall due.

·        Keep a suitable cash book record, preferably using a simple accounting software package, reconciling this r                 regularly with the bank account.

·        Prepare a report for each committee meeting showing payments made since the last meeting, Income &                       Expenditure for the year to date, Record of funds held.

·        Prepare 6 monthly GST returns and file with IRD.

·        Prepare annual accounts in April each year and have them reviewed by the person appointed at the previous                AGM.

·        Make recommendations to the committee for setting annual subscriptions.

·        In conjunction with the building team, maintain a list of assets, with proposed replacement dates.

·        Prepare annual budget to present to the committee & AGM.

Club Captain

Will be responsible for the arrangements and organisation of all playing activities of the club, including

Club competitions GC and AC and representative particpation

Co-ordination of AC & GC club day games

GC and AC Results sheets and certificates, engraving trophies, honours board

Club Captain monthly report and AGM report

Liaison with other local Club Captains and the CNMWC team

Player Development & Coaching 

Encourage competition participation, and knowledge of rules and etiquette on the lawns.

Club Vice-Captian

Will deputise for Club Captain when required and assist in all facets of the role when it is requested

Committee Members (four required)

The Committee will be responsible for the control of the affairs of the Club and the safeguarding of its assets. It may make, alter or repeal by-laws as it may from time to time consider necessary or proper for the well-being of the Club. It will appoint a coach, handicapper and referee for each code, plus a lawn manager.

Committee members will be required to attend Committee Meetings held regularly throughout the year. This will be approximately every six weeks or when an issue needs to be dealt with. They will be required to have read relevant documents prior to meetings and be prepared to engage in discussions and decision making when necessary. It is important to be accessible via email or phone at other times when information or actions are required.

Non-Executive Roles.

Lawn Management.

Manager Alan Winwood

Responsible for all aspects of Lawns and playing equipment including:

Setting out and lines with Doug Nottage

Hoops set out install with William Rush and others

Liaison with Nelmac staff on mowing, spraying, renovating, seeding, fertilizing and irrigation

Chair/ coordinate Lawns committee

Managing balls and trollies in the shed and on the lawn

Time Clock maintenance/batteries

Club owned Mallet management

Sale of surplus club equipment

Liaison with NCC Landlord (Property and Parks)

Lawn Neighbour liaison as required.

Health & Safety Officers: Stuart and Adele Yank:

First Aid Provisions.

Heart Defibrillator, maintenance and education.

Health & Safety notices & Hazards Register

Cleaning Roster: 

Kay, assisted by Jackie. 

New Members and Members Welfare: Wendy Portis

Mentoring and assisting new members. Keeping in touch with members.

Social Events & Catering: 

Kay, Jackie Wendy, Gloria, plus volunteers; (Murray Burt, Carole Coutts, Ann James, Jan Heslop)

Corporate Visitors, Pavilion Hire: 

Nettie, Jackie, Wendy. Set up a hosting group.

Public Relations, Communications:   Public relations, newsletter, publicity, internal communications. 

Nettie, Bev, Jackie

Gardening

Committee member to co-ordinate volunteers: Lindsay Rosser, Pam Seymour,  Brian Wilke

Exterior and Pavilion Maintenance: Geoff, Nick, to co-ordinate volunteers: (Neil Hammond, Stuart Yank, Alan Edmonds, Don Kelly, Lindsay Rosser)

Management of Property Services & Supplies: 

Key control, Alarm & security, Waste management, Telecommunications, Signage, Parking.

Nettie, Geoff, Alan, Nick

Kitchen and General Supplies

Elizabeth, Kay, Jackie

 Merchandise. Jackie

Manage shirt and hat orders, plus name badges.

 Capital Resources

Anne, Nettie, Kay & Alan

As with all community sports groups most members will simply muck in and help in all sorts of ways when they are able, without asking or seeking acknowledgement. This is the essence of a successful club and where NHCC is so fortunate with its membership