The President responsible for continually improving the Club’s policies, activities and administration, conducting regular meeting and committee meetings, assisting sub committees in running club activities. The president is to act as chairman at all committee and general meetings, so to ensure all meetings are properly convened with correct functioning of all committee members and any sub committees. They should attend most clubs activities, be well informed on four wheel driving issues to provide clear leadership. The President must also represent member’s views to the four wheel drive fraternity and take calls from potential new members. The President also performs the customary courtesies, including making new members welcome and thanking committee.
The Vice President is to act in the president's absence as chairman at meetings and undertake other president’s duties. S/he will represent the President when there is a requirement to be in two places at once. They are a member of committee and assists on all sub committees. The vice president is to report matters of interest to the committee and the club. Attends all Committee meetings
The Secretary’s position is to collect, sort and distribute mail from PO Box, record minutes of all committee, general and special meetings, report the same to general meetings, email copies of minutes from meetings to magazine editor by the required date for publication and is required to have computer skills. All enquires to the club must be answered by mail and records kept. File correspondence which is to be retained for 7 years, except advertising literature, which is to be retained no longer than 6 months, or past the event expiry date. Liaise with president for correspondence or times with high priority or requiring URGENT action. Lodge ‘Statement of Annual General Meeting’ and attachments with the appropriate bodies.
The Treasurer maintains accurate records of the financial affairs of the club. Reports the previous month’s transactions to the members at the General Meetings. Liaise with committee officers regarding monies for functions and/or fund raising as necessary. Regularly audit the financial books of the club and reconcile with bank statements and submits the same for audit. To prepare an annual report for submission to the members at the Annual General Meeting and thereafter to the required bodies. Pay monthly bills including Magazine printing, Australia Post and other costs. Attend Committee meetings.
The Public Officer provides rules interpretations on request at general meetings, prepares and submits annual report and fee to Consumer Affairs. Ensures club takes out appropriate insurance cover, provides new members with copy of club rules and ensures club is properly constituted and registered as an association. Attends Committee meetings.
The web administrator's role is to ensure the web is upto date with the clubs latest informaton and events to come. Upload and update photo's Upload club magazines Update trip calendar Answer email's send from members and people interested
This position is to organise and co ordinate the club’s training program plus any other relevant training courses for the benefit of the members. Update and organise printed material for courses. Keep lists of training requirements for new members. Advise and assist any member with any queries about training, education and vehicle modifications. Progress of activities and reports on programs are to be stated at the General Meetings. Training Officer reports to the committee on all aspects of development pertinent to the state of the driver training facilities. The President is to be kept informed of all matters of importance immediately they become known. Attend Committee meetings.
The Trip Coordinator chairs trip sub committee, promotes the running of trips and assists trip leaders with organising trips, is responsible for trips program, grades of trips and briefing members on up coming trips. The Trip coordinator should also vet participants' vehicles for equipment and adequacy and will liaise with trip leaders before during and after trips. Liaise with Editor to ensure that trips go into the magazine calendar and reports from trip leaders nominated person are produced. Arrange and present all trip details at the General Meetings. If possible attend Committee meetings.
The Magazine Editor produces & publishes the Club magazine, has editorial veto and responsibility for all articles. The Editor: liaises with trip, social and club committee, publishes required information; reviews all material for the monthly magazine and decides what is to be printed in accordance with the committee guidelines and social good taste; compiles trip reports, events, and member’s information for each edition in a print ready document; arranges with printers to produce magazine according to meeting dates and organises/delegates collection of magazine from printers; organises regular magazine committee meetings with magazine assistants; attends monthly Committee meetings, as possible; and presents voucher to the Member who wins photo of the month.
Obtains advertising sponsors, keeps records of advertisers, date first placed in magazine, what size and for how long and liaise with the Treasurer to issue invoices in advance. Negotiate with sponsors for sponsorship coverage.
The 4WD NSW & ACT Representatives are required to attend relevant meetings and report to the president, committee and members with up to date information and conveys member feedback to 4WD NSW & ACT for action. This role is ideally shared between 4 or more members.
Organise and manage the Club's branded promotional items such as tshirts, name badges, caps and drink holders etc. Items are to be available for sale at Club meetings. Report to committee on purchases, sales and stock. Take and record orders for club clothing. Sell merchandise to members in accordance with the committee’s decision of price and type of goods. Collect money for sold items with no credit allowances. Bookkeeping to be kept up to date in response to the Treasurer's requirements. Report to Editor for Magazine.