Committee Roles

The Gold Coast Regional Swimming Association maintains a number of key management roles on the committee. These include:

  • President
  • Vice President
  • Treasurer
  • Secretary

In addition to these roles, the committee maintains supporting roles and sub committee’s to allow for the efficient running of the region. These include:

  • Race Secretary
  • Registrar
  • Chief Technical Official
  • Technical Committee
  • Development Officer
  • Development Committee
  • Meet Planning Committee
  • Swimming Queensland Delegate
  • Uniform/Trophy Officer
  • Website Officer
  • Social Media Officer

The following describes each of these roles and their responsibilities in detail:

 

PresidentVice PresidentTreasurerSecretaryRace SecretaryRegistrarChief Technical OfficialTechnical CommitteeDevelopment OfficerMeet Planning CommitteeDevelopment CommitteeSQ DelegateUniform/Trophy OfficerWebsite OfficerSocial Media Officer

The President of the region will provide overall leadership and be responsible for the leading of the committee and the performance of the organisation.

Responsibilities

  • Chair Committee meetings ensuring that they follow an agenda and are correctly recorded with minutes being archived.
  • Lead the committee in ensuring strong regional governance.
  • Be a role model for the region, providing the region and affiliated clubs with a positive image at external functions.
  • Assist in the development of partnerships with other regional associations, state associations, national sporting bodies, potential sponsors and funding organisations.
  • Work with the committee to manage any paid employees including but not limited to recruitment, selection, performance management and salaries.

Attributes

  • Have a strong level of experience in committee constitution, rules and duties
  • Have a wealth of knowledge in sporting organisations, their activities and be able to provide guidance and leadership.
  • Be able to listen to the feedback and views of members and other interested parties
  • Be a positive role model and competent public speaker
  • Have the ability to forward plan and lead the region to reaching its short term and long term goals.

The Vice-President of the region will support the club President in providing leadership to the club overall including organising the committee and over-seeing the performance of the region. The Vice-President will step into the Presidents role in their absence and can often be considered a successor when the role becomes available.

Responsibilities

  • In any event that the President is unable to fulfil their duties, the Vice President will step into that role.
  • Chair Committee meetings in the Presidents absence, ensuring that they follow an agenda and are correctly recorded with minutes being archived.
  • Support in leading the committee and ensuring strong regional governance
  • Be a role model for the region, providing the region with a positive image at external functions
  • Assist in the development of partnerships with other regions, state associations, national sporting bodies, potential sponsors and funding organisations.
  • Support the committee to manage any paid employees including but not limited to recruitment, selection, performance management and salaries.

Attributes

  • Have a strong level of experience in committee constitution, rules and duties
  • Have a wealth of knowledge in sporting organisations, their activities and be able to provide guidance and leadership.
  • Be able to listen to the feedback and views of members and other interested parties
  • Be a positive role model and competent public speaker
  • Have the ability to forward plan and lead the region to reaching its short term and long term goals.

The regions Treasurer is responsible for the financial supervision of the region, which allows the committee to focus on providing strong governance of the region. The Treasurer will link largely with the President providing financial updates and reports to allow them to best manage the financial security of the region.

Responsibilities

  • Develop and provide reports on all of the regions financial affairs
  • Be the lead on the annual financials process for the AGM
  • Support the President in the development of the Regional Plan by being able to provide support on financial planning.
  • Support any required auditing processes
  • Be responsible for any incoming funds and external payments including funds, grants, salaries and wages.
  • Maintain accurate records for all financial income and expenditure
  • Provide relevant financial reports at committee meetings

Attributes

  • Has a financial background and expertise
  • Has the ability to develop and maintain accurate financial records
  • Trustworthy/Honest to be dealing directly with club financials and petty cash
  • Strong computer skills
  • Excellent communication skills
  • Well organised and an efficient worker

The Region Secretary will be the chief administration officer for the region and will be the link between members, prospective members, the committee and also external organisations.

Responsibilities

  • Responsible for ensuring that regions documentation exists and is maintained to comply with any legal requirements
  • Ensure region committee minutes and data are recorded and maintained.
  • Manage all employee and volunteers’ documentation and any qualifications or mandatory police checks are kept valid in accordance with the relevant body’s recommendations.
  • Prepare Committee meeting agenda’s and record the subsequent minutes ensuring distribution and necessary sign off.
  • Be the designated point of contact to receive communication from members, prospective members and any other parties regarding region matters.
  • Manage region correspondence and communication with members, State Associations and National Sporting Organisations via all appropriate communications channels.
  • Ensure the region meets and follows its own and the State/NSO constitution and bylaws.

Attributes

  • An excellent communicator
  • Be competent with Microsoft Office Software and any other required software e.g. Meet Manager, ClubLane.
  • Can maintain confidentiality on relevant matters
  • Be an organised and efficient worker
  • Have a strong understanding of the club and sport’s rules, constitution and bylaws.

The regions Race Secretary is responsible for all administration work in relation to competitions. This position holder will become the point of contact to all for the clubs and regional swimmers in relation to regional level competition ensuring that swimmers have the ability to access and enter the competitions as defined by the Regional Committee.

The Race Secretary will be responsible for providing competition entry details, compiling entry requests and confirming meet acceptances with clubs, coaches and swimmers. The responsibility of organising technical officials and volunteers to support the competitions may also sit with the race secretary where requested by the Region President

Responsibilities

  • Be the point of contact for all competition related enquiries from internal and external persons and organisations.
  • Establish relationships with local clubs, State Association and Swimming Australia.
  • Support the Regional Committee in establishing a competition calendar.
  • Be the lead organiser for any own region run competitions.
  • Find the necessary volunteers to support regional competitions as required
  • Provide competition updates at committee meetings as required
  • Advertise, promote and submit competitions and swimmer entries.

Attributes

  • An efficient and organised work ethic
  • Have the ability to forward plan and provide the necessary information to the regional committee
  • An excellent communicator
  • Be competent with Microsoft Office Software and any other required software e.g. Meet Manager, ClubLane.
  • Have a strong understanding of the club and sport’s rules.
  • Must be a trustworthy person, who will have access to the swimmers database.

The regional Registrar is responsible for the registration of all members of the club and the return of
official nomination forms for all meets. The regional Secretary often undertakes these duties. However, if
manpower permits, it is preferable to assign them to a separate individual.
The forms to be submitted by the Registrar are very easy to follow. One point to remember is that a
return is of no use whatsoever if it is inaccurate, illegible or late in being submitted.

Responsibilities

  • Keep a register of the members of the all regional committee members and all regional club members
  • Keep a register of all Birth Certificates sighted.
  • Assist regional clubs with the transfers of members from other regions and adjust the register accordingly.
  • Examine and check with the Race Secretary all entries for meets – name, birth date, age etc.

Club Affiliation
Immediately after the region has elected its officers for the year, it must register with Swimming
Queensland the names and positions of all its officers, including active Vice-Presidents and active Life
Members.

The regional Registrar must also complete and return to Swimming Queensland an Affiliation Form in order to
be listed as an affiliated region for the season. When completing this form, it is essential that all points
are completed in full and the Affiliation fee is included.

The Chief Technical Official is responsible for

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The Technical Committee is responsible for

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The Development Officer is responsible for

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The Meet Planning Committee is responsible for

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The Development Committee is responsible for

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The Swimming Queensland Delegate is responsible for

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The Uniform/Trophy Officer is responsible for ensuring uniforms for swimmers and officials, as well as trophy’s for the various region events, are available as and when required, in a cost efficient manor. They report to the Management committee and meet the requirements as set out in committee meetings.

Responsibilities

  • Work with and liaison with Committee and Chief Technical Official
  • Ensure there are enough uniforms throughout the year for Technical Officials and SGC teams
  • Forward planning for SGC uniforms, event medals and trophies as delivery times can be lengthy
  • Establish and maintain good relationships with a range of suppliers
  • Ensuring all uniforms are delivered to clubs/swimmers in time for events.

Attributes

  • Negotiation skills to gain a balance between cost, quality and timely delivery.
  • Ability to meet deadlines & prioritise tasks
  • Recommend new uniforms and merchandise as required
  • Ability to adapt quickly and happily to unexpected, last-mintue changes
  • Excellent time management skills

The Website Officer is responsible for

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The Social Media Officer is responsible for

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