2015 AGM Notice

Vikings Baseball 2015 Notice of Annual General Meeting

Friday 22nd May 2015, 7pm.

Vikings Sports Bar Erindale

Notice is hereby given that Vikings Baseball Annual General Meeting is to be held Friday 22nd May, 7pm, at Vikings Sports Bar Erindale.

At the meeting, all committee positions will be spilled and nominations will be called for each of the positions available. Details of the responsibilities of positions are listed below.

If you are able to contribute to the Club on the committee or on the field in any way please think about putting yourself forward. The Vikings Baseball Club is only as good as the people who volunteer their time for the kids, seniors, the game and the organisation - and we are a community based club with a proud history and a bright future.

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Roles and Responsibilities of the Committee of the
Tuggeranong Vikings Baseball Club

President – Charged with providing leadership and direction to the Committee, the President is responsible for ensuring that the Committee fulfils its responsibilities for the governance and success of the club. He/she also works to optimize the relationship between the Committee, volunteers and other members, and to achieve the club’s agreed goals. The Presidents is generally the spokesperson for the club and should work to maintain key relationships within and outside of the club. This includes, but not limited to, attending ACTBA meetings, attending registration days and attendance at social functions.

Vice-President – The Vice President is responsible for assisting the President to fulfill his/her responsibilities for the governance and success of the club. This may mean chairing meetings at short notice. At times the Vice President will need to work with the President to help him/her understand concerns and alternative points of view within the club.

Secretary – The Secretary is responsible for the documentation and communication of the activities of the Committee. The secretary is the primary administration officer of the Committee and provides the links between the Committee, members and outside agencies. Amongst the Secretary's tasks are to prepare agendas, prepare and distribute minutes, receive and disseminate correspondence to and from the club, and maintain a register of coaches, managers, scorers and players. Ensure completed grant applications, in particular for Vikings Group grants, are lodged on time. Liaise with Treasurer for completion of financial details for grant applications.

Treasurer – The Treasurer is responsible for the financial supervision of the club to allow the Committee to provide good governance of the club. The Treasurer is the chief financial management officer whose tasks include receive and bank asap all monies received on behalf of the club; keep true record of finances; prepare statement of receipts and payments for each meeting; the preparation of annual returns, and monitor the organisations revenue and expenditure.

Public Officer – The public officer acts as the contact between the association and the Office of Regulatory Services (ORS). The public officer is the person the ORS will contact to notify the association of legislative requirements, including lodgement of annual returns. Additionally, the ORS may contact the public officer to provide information to the association or to notify changes to legislation or procedures.

Registrar – The Registrar maintains the online player registration system for the club.

Canteen Manager – maintains the stock for the canteen for home games, opens canteen for home games with assistance of roster of players/parents developed by Canteen Manager. Liaises with suppliers. Maintains record of receipts and payments and deposits money into account.

Uniform Coordinator – issue playing tops to players at the beginning of the season. Maintains register of playing tops issued, uniform deposits paid and return of playing tops at end of the season and condition of said playing tops and any refund of deposit.

Sports Council Representative – represent the club by attending the Vikings Group Sports Council meetings held each month, including during off-season and provide reports to members. Ensure that grant applications are lodged when required.

Equipment Manager – maintains equipment in team kits and held at ground. Ensure enough baseballs of correct make, etc are available for all home games. Ensure enough line-up pads are available for all grades for season.

Fundraising Organiser – canvases ideas for fundraising for the club. Organises fundraising efforts including ordering, distributing and collecting money. Maintain register of fundraising efforts and money received/payments made.

Scorers Coordinator – ensure scorers for each team are available. Provide training as necessary or organise/determine when scorers clinics will be run and advise scorers who need to undertake course.

Umpire Coordinator – develop roster of players to umpire Saturday home games. Ensure that players are aware of their responsibilities. Maintain register of umpires and games umpired. Determine when umpiring clinics will be run and advise players who need to undertake course.

Grounds Manager – ensure home run fence is erected prior to first Sunday home games. Ensure ground is marked and ready for play for home games.

Webmaster – maintain Club's web pages and ensure kept up-to-date.