Committee roles
Tasks that are not required to but preferred to join the committee
- Trip Co-ordinator
- Torque Editor
- Driver Training Co-ordinator
- Speakers Co-ordinator
- Website Administrator
- Marketing and Social Media Co-ordinator(s)
- Club Permit Scheme Co-ordinator
Tasks that are not required to join the committee
Honorary role
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Details about each role or task
Committee members (Back to Top)
Main purpose of this post is to:
Act as Committee members by supporting the Club and the Committee in determining the direction of the club, its policies, activities and values
This person is responsible to the:
- President
- Ultimately the RRCV Club Members
Supporting the Committee in the following Activities:
STRATEGIC
- Determine what the club needs to do to be successful moving forward
- Determine which actions to pursue and how to implement and support them.
- Ensure that Club's structure and capability are appropriate for implementing the chosen strategies.
OPERATIONAL
- Collectively determine RRCV policies and practices and determine operational issues as required
- Support functional areas, i.e. driver training, Torque editor, website administrator etc to ensure they meet membership requirements
- Focus on meeting the requirements of the RRCV membership and developing strategies to increase membership
- Ensure the RRCV meets all legal and financial obligations, to ensure the longevity of the club.
- Develop and implement activities and events to expand the membership
- Ensure the club remains financially and functionally viable and the committee understands and delivers on members requirements of the club
MANAGE EXTERNAL STAKEHOLDERS
- Ensure that communications both to and from relevant stakeholders are effective.
- Promote the goodwill and support of relevant stakeholders.
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 4 hours per month
Appointment Term: 1 year
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President (Back to Top)
The President's primary role is to ensure that the Committee is effective in its tasks of setting and implementing the Club's direction and strategy. The President is voted by the membership at the AGM.
The main features of the role of President are as follows:
- As well as being Chair of the Committee, they are expected to act as the Club’s leading representative which will involve the presentation of the Club's aims and policies to the outside world
- To take the Chair at general meetings and at Committee meetings. With regard to Committee meetings this will involve working with the Secretary on: the order of the agenda; ensuring that the Committee receives proper information. At all meetings, the President should direct discussion towards the emergence of a consensus view and sum up discussions so that everyone understands what has been agree.
Summary
Essential tasks of a President are as follows:
- Providing leadership to the Committee
- Ensuring proper information for the Committee
- Planning and conducting Committee meetings effectively
- Getting all Committee members involved in the Committee's work and ensuring the Committee focuses on its key tasks
- Lead Committee to undertake financial and operational risk assessment of Club
- Overseeing the induction and mentoring of Committee members
- Management responsibility for any paid staff
- Ensure all major decisions and the current direction of the Club aligns with agreed mid and long-term strategic goals
- Work with Committee to develop a viable succession plan across all key positions
The duties that are involved in the job are:
- Motivating & Leading;
- Point of contact & Public relations;
- Attract funding; Association figurehead;
- Planning skills; and relevant experience
- Delegate authority to committee and staff where appropriate, and monitor and evaluate the implementation of specific actions.
- Determine monitoring criteria to be set up as a standard.
- Ensure that internal controls are effective and communicate with key people.
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 5-6 hours per month
Appointment Term: 1 year
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Vice-President (Back to Top)
Main purposes of this post are to be responsible for volunteer and staff matters within the Club and to deputise for the President.
Responsible for:
- The running of the RRCV in the absence of the President, and to promote/support volunteers.
In addition to acting as a Committee Member the Vice President duties include:
- Deputising for the President as and when the need arises;
- Supporting the President as required
- Contributing to the Committee.
- Recruiting, retaining and rewarding volunteers;
- Management responsibility for any paid staff in absence of the President
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 3-4 hours per month
Appointment Term: 1 year
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Secretary of Club (Back to Top)
The Main purpose of this post is to:
- Carry out day-to-day business in accordance with policy laid down by the RRCV.
This person is responsible to the:
- President and
- Accountable to committee/ membership.
In addition to acting as a Committee Member the duties of the Secretary include:
- Minutes, agendas of Monthly Club meetings and Monthly Committee meetings
- Correspondence.
- Membership liaison.
- Committee support.
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 4-5 hours per month
Appointment Term: 1 year
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Treasurer (Back to Top)
The Treasurer oversees all financial aspects of Club and is responsible for the flow of financial information to the President, the Committee and, where necessary, external parties such as financial institutions and Associations (e.g. 4WD Victoria.)
In addition to acting as a Committee Member the duties of the Treasurer include:
- Overall control of the Club's accounting function
- Financial planning and related ongoing advice for the President and Committee
- Formulating financial targets and budgets in accordance with the strategy determined by the Committee
- Overall control of all financial transactions and accountancy matters, including audit systems
- Managing Club policies regarding capital requirements, debt, and taxation.
- Preparing annual accounts
- Ensuring that the regulatory requirements of all statutory bodies are met regarding all the Club's financial affairs
Desirable Background education and experience:
- Bookkeeping background or financial qualifications preferred
The duties that are involved in the job are:
- Recording membership receipts and sundry other income;
- Maintaining accounts payable and receivable;
- Preparing and authorising payments;
- Presenting a monthly financial overview to the Committee;
- Ensure all invoices are vetted and actioned as appropriate;
- Drawing the Committees attention to financial areas of concern promptly.
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 4 hours per month (8 more hours around membership collection time)
Appointment Term: 1 year
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Membership Secretary (Back to Top)
The Main purpose of this post is:
- Overall control of all Club Membership matters; responsible for the management of Membership enquiries, applications, renewals, discipline, and legal requirements
In addition to acting as a Committee Member, the duties that are involved in the job are:
- Communicating with potential and existing members and act as initial point of contact on all Membership issues
- Handle any changes to membership details e.g. address, phone numbers etc.
- Process new membership applications. Enter details onto database, allocate membership number, send introductory pack. Liaise with Treasurer to confirm fees have been paid
- Liaising with Driver Training Co-ordinator to ensure new members are booked in for training
- Following on from driver training liaise with instructors to confirm new members capability.
- Respond to membership enquiries. Send information letter and answer any questions.
- Order name badges as required
- Supporting members in the use of the website to support future self service
- Liaising with Website Administrator on all matters relating to members database
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 10 - 15 hours per month
Appointment Term: 1 year
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Torque Editor (Back to Top)
Main purpose of this post is to:
- Manage the regular publication of Torque
This person is responsible to the:
- Committee
The duties that are involved in the job are:
- Seek contributions from membership for content
- Collate articles, photographs, and advertisements
- Edit and produce layout for publication
- Proof reading and final production of magazine
- Liaise with printers etc
- Liaise with Committee members to include additional content with magazine i.e. membership forms, 4WD Vic stickers etc
- Liaise with membership secretary to ensure membership database includes all new members prior to mailing label production, and determine any additional copies needed for promotional activities.
- Maintain additional database of non-member recipients, eg sponsors, advertisers and non-financial members
- Arrange posting to members
- Gather permission to use copyrighted and personal images as required
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 10 -15 hours per edition
Appointment Term: 1 year
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Trip Co-ordinator (Back to Top)
Main purpose of this post is to:
- To lead activities related to arranging and scheduling club trips and activities.
This person is responsible to the:
- The RRCV Committee
The duties that are involved in the job are:
- To promote and manage members volunteering to run trips
- To plan and co-ordinate trips and events for the up-coming period
- To post trips on the RRCV website and ensure that the web is kept up to date with events for the coming period
- To ensure trips are fully insured by confirming all non-members have completed temporary membership applications
- Promote trip through club meetings, website and Torque (where sufficient notice is available)
- Recruit new Trip Leaders
- Understand member requirements for trips and events and ensure that events meet these needs.
- Liaise with regular trip leaders and encourage them to run events for the coming period (6 months)
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 6 hours per month
Appointment Term: 1 year
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Driver Training Co-ordinator (Back to Top)
Main purpose of this post is to:
- To manage the driver training activities
This person is responsible to the:
- The RRCV Committee
The duties that are involved in the job are:
- Liaise with and then co-ordinate with trainers to ensure availability for running courses
- Arrange for training facilities to be available, i.e. East Malvern RSL and Black Spur Inn
- To develop member engagement through the development of driver skills
- To liaise with Membership Secretary to ensure new members are included and courses are scheduled after membership drive events such as Wandin 4WD show etc
- To liaise with trips co-ordinator to ensure availability of suitable courses soon after training
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately xx hours per month
Appointment Term: 1 year
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Speakers Co-ordinator (Back to Top)
Main purpose of this post is to:
- To co-ordinate, schedule and host speakers for the Monthly Club Meetings
This person is responsible to the:
- The RRCV Committee
The duties that are involved in the job are:
- To work with committee and members to identify and recruit suitable Speakers
- To liaise with, and schedule, Speakers.
- Once Speakers have been contacted and verbally agreed to present at a club meeting, send them a confirming email with details of the location, time, etc. (sample email provided), sending a reminder email approximately one week before the presentation (sample email provided).
- To liaise with Club officials any requirements Speakers may have for presentations,
i.e. audio-visual, room layout, etc - To meet, greet and host Speakers at the meetings
- Follow up with Thanks and any actions required (sample email provided).
- Liaise with Marketing and Social Media Co-ordinator to promote the event both before and after the meeting, include reference in newsletter before meeting
- Liaise with Torque editor to place advert if required regarding club offer to feature their advert in magazine
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 1 hour per month
Appointment Term: 1 year
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Website Administrator (Back to Top)
Main purpose of this post is to:
- Manage and Maintain the Club Website and Member database
This person is responsible to the:
- Club Membership / Committee
The duties that are involved in the job are:
- To manage the Club Website and Member database
- To edit and update webpages and database
- To manage the security certification and domain name
- To support members using the website and database
- To report to Club and Committee issues in progress
- Co-ordinate with Torque Editor for common message and shared articles
- Co-ordinate with Membership Secretary to ensure membership fees and database are maintained
- Co-ordinate with Club Shop to manage develop online capability
- Gather permission to use copyrighted and personal images
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 10 hours per month
Appointment Term: 1 year
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Marketing and Social Media Co-ordinator (Back to Top)
Main purpose of this post is to:
- Manage the Club’s Marketing and Social Media
This person is responsible to the:
- Club Membership / Committee
The duties that are involved in the job are:
- To promote and manage the club’s marketing and social media
- To regularly post articles, photos and videos on social media such as Facebook, and Instagram, particularly after club trips and meetings; but also regularly when trips are not as frequent
- Manage membership of clubs private group on Facebook
- Maintain regular updates of the website,
- Develop and send out monthly newsletter to all members prior to monthly meeting
- Support other members in their articles and positing photographs
- Liaise with website Administrator to maintain library of photographs
- Liaise with Audio-Visual Co-ordinator to gather suitable media from Trip reports and presentations
- Work with Committee members to promote events and external activities such as Wandin 4WD show and other events.
- Identify other opportunities to promote RRCV
- Gather permission to use copyrighted and personal images
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 3 hours per month
Note: This role can be undertaken by a number of people concurrently
Appointment Term: 1 year
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Club Permit Scheme Co-ordinator (Back to Top)
Main purpose of this post is to:
- To manage the Club Permit Scheme with Vic Roads.
This person is responsible to the:
- President
- The RRCV Committee
- Membership
In addition to acting as a Committee Member the duties of the Club Permit Scheme Register Administrator include:
- End to end ownership of process and communications
- Receiving copies of completed VicRoads Club Permit Application forms and Renewal Certificates and recording these in the Club spreadsheet register and hard copy file.
- Liaising with the Club Scrutineer as necessary to facilitate the application process.
- Liaising with VicRoads as and when required. Including updating VicRoads records with regards to approved officers after the election of a new Committee.
- To be the point of contact for members requiring club plates
- Maintain the clubs understanding and legal requirements of the Club Permit Scheme
- Maintain a list of current approved signatories
- Club Scrutineers who are eligible by Vic Roads to sign the Vehicle Eligibility and Standards Declaration for Club Permit vehicles
- Authorised Signatory for Club Permit Application form
- Maintain a database of members under the Scheme
- Liaise with members to have their cars assessed and approved
- Ensure all members with club plates are current financial members and notify Committee if there is a lapse in current membership of any plate holder
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 1-2 max hours per month
Appointment Term: 1 year
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Audio-visual Co-ordinator (Back to Top)
Main purpose of this post is to:
- To provide Audio-visual facilities at the meetings
This person is responsible to the:
- The RRCV Committee
The duties that are involved in the job are:
- To set up and pack away the projector, laptops and PA system
- Co-ordinate with people doing trip reports prior to the meeting commencement. Eg. Gathering photos, videos etc in advance
- Arranging cover in periods of absence
- Liaise with Speaker Co-ordinator to gather AV requirements and material for Guest Presentation
- Catching and storing photos for Marketing and Social Media co-ordinator
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 0 hours per month
Appointment Term: 1 year
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RRCV Shop (Back to Top)
Main purpose of this post is to:
- Manage the Club Shop
This person is responsible to the:
- Club Membership / Committee
The duties that are involved in the job are:
- To promote and manage the club shop
- Manage and acquire inventory for sale to club members
- Manage development of club online shop with website administrator
- Identify new lines for sale
- Liaise with Treasurer to handle funds received
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 4 hours per month
Appointment Term: 1 year
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Raffle Co-ordinator (Back to Top)
Main purpose of this post is to:
- To provide and support the club’s raffles
This person is responsible to the:
- The RRCV Committee
The duties that are involved in the job are:
- Source suitable items for the raffles
- Sell tickets at the Club meetings
- Run raffle or seek cover when not available
- Liaise with Treasurer to handle funds received
- To manage longer term super-raffles for high value items
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 1 hour per month
Appointment Term: 1 year
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Book and Film Librarian (Back to Top)
Main purpose of this post is to:
- Manage the Club Library
This person is responsible to the:
- Club Membership
The duties that are involved in the job are:
- To promote and manage the club library
- Track and maintain the record of books and videos (at least annually)
- Maintain a lending library list; including tracking loans and sending out reminders for very overdue books
- Look for suitable books to add to the library
Time Commitment:
Contribution would be expected at Regular Club meetings
- Club meetings are held monthly
- In addition, approximately 30 minutes per month
- With an annual stocktake / reconciliation of about 4 to 6 hours
Appointment Term: 1 year
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Honorary position
Past-President (Back to Top)
Main purposes of this post is to support and mentor the President.
Responsible for:
- Supporting and Mentoring the President, and deputising in the absence of the President and Vice President
In addition to acting as a Committee Member, the Past President duties include:
- Deputising for the President and Vice President as and when the need arises;
- Supporting the President as required
- Contributing to the Committee.
Time Commitment:
Contribution would be expected at Regular Club and Committee meetings
- Club Management Committee meetings are held monthly
- Club meetings are held monthly
- In addition, approximately 1 hours per month
Appointment Term: 1 year