Roles of Office Bearers
The basic function of the President is to give leadership to other members of the Committee and to motivate and encourage them to accept shared responsibility for the overall functioning of the Association. This includes:
1. Ensuring office bearers are carrying out their roles effectively and that all members follow through with any specific tasks they are allocated from time to time;
2. Ensuring that the Association always operates according to its original philosophy even though some aims and goals may change from time to time;
3. Ensuring that the Committee stays in touch with all members of the Association so it is aware of and responds to their changing needs;
4. Being accountable to the members for the functioning of the Committee;
5. Facilitating decision-making within the committee and ensuring that issues are addressed and resolved;
6. Chairing meetings, or if not the Chairperson, liaising with the nominated Chairperson to ensure that all meetings run smoothly.
The basic function of the Chaplain is to have responsibility for the spiritual oversight of the Association in particular with respect to the witness of the Association. The Chaplain's role would include the following:
1. Make himself known to all the members of the Association;
2. Make contact with the Ministers of each church participating in the Association's fixtures at the commencement of each season;
3. Take responsibility for the co-ordination of devotional input on appropriate occasions;
4. Prepare a written message to be included in the Association's communications;
5. Be generally available to the members of the Association as required;
6. Co-ordinate any specific evangelistic endeavours undertaken by the Association.
The basic function of the Treasurer is to take responsibility for the financial management of the Association. This includes:
1. Ensuring that the finances are planned in advance by preparing a budget;
2. Taking reasonable steps to ensuring that everyone can be confident that funds are not being stolen or misused;
3. Providing any necessary information to the Association's auditor;
4. Ensuring that adequate records are kept of all receipts and all payments.
5. Ensuring the following accounting requirements are maintained:
- all payments made by cheque drawn upon the Association's bank account or via the Association's credit card.
- ensure all payments are approved or ratified by the Management Committee or delegated to a Committee Member.
- ensure all expenditure is supported by adequate documentation filed in chronological order.
- ensure that all cheques are signed by two persons so authorized to sign.
- retain accounting records for a period of not less than seven years.
The basic function of the Secretary is to keep the records of the Association (apart from financial records) and to deal with correspondence. This includes:
1. Keeping records of members and Committee members in order to show who is entitled to vote and receive notices;
2. Calling meetings and giving notices as required by the Constitution;
3. Ensuring that a record is kept of valid meetings and of the decisions they make;
4. Taking responsibility for seeing that letters are written and replied to, and that the correspondence is available for inspection;
5. Taking responsibility for the insurance cover extended to the Association and any claims made by members.
The basic function of the Referee's Coordinator is to:
1. Take responsibility for the recruitment of new referees on behalf of the Association;
2. Appoint referee/s to each fixture match of the Association;
3. Ensure that referees are and remain conversant with the Playing Rules of Touch;
4. Work toward attaining consistency in the application of those rules throughout matches administered by the Association;
5. Manage the training of Association referees.
The Committee is responsible to the members for the management of the organization. This includes:
1. To carry out the objects in the Constitution and the instructions given to it by its members in General Meetings;
2. Giving the members adequate information of the Committee's actions so that these can be either endorsed or questioned;
3. Ensuring that the Office Bearers of the Association perform their functions adequately.
4. To keep in contact and participate with members of the Association and convey these ideas to the committee;
5. To come to meetings and actively participate in them, listen to the information presented and make decisions in the best interests of the Association and its aims and philosophy;
6. To carry out any work-tasks agreed to or delegated in a set time frame and be accountable to the Association of these work-tasks;
7. To check that the office bearers are carrying out their own special functions, and that the committee is working in the best interests of the Association's aims and its members.