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Category: Documents

Published: 24 September 2024

Created: 24 September 2024

Last Updated: 24 September 2024

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MVB Leadership Team 2024-2025

MVB Leadership Team 2023-2024

MVB Leadership Team 2022-2023

MVB Leadership Team 2021-2022

MVB Leadership Team 2020-2021

The following persons were elected to fill the committee positions for the 2020/2021 year on the 16th of August 2020

MVB Leadership Team 2019-2020

The following persons were elected to fill the committee positions for the 2019/2020 year on the 16th of August 2019

MVB Leadership Team 2018-2019

The following persons were elected to fill the committee positions for the 2017/2018 year on the 11th of August 2017.

MVB Leadership Team 2011-2018

Club Rules:  No member shall serve more than five consecutive terms as a committee member, which shall also include terms as an Executive Officer

MVB Leadership Role Descriptions

PRESIDENT

The role of the president is to oversee the general well-being of the club.

This means doing everything possible to ensure that the club members view the club as effective in meeting the objectives in the constitution, and that it is friendly, helpful, and safety conscious. The president needs to keep an eye on the committee members to ensure that they are doing their jobs, take a pro-active stance in relation to issues which will or may affect the club, encourage members to lead activities in a safe, competent, friendly, and helpful manner. The president should take a particular interest in training members to be competent bushwalkers and developing leadership skills so that there are an adequate number of varied activities on the program at all times.

Some of the more specific duties include, where reasonable

1. To chair the general meetings, and in doing so try to engender a friendly informal manner which will be attractive to visitors and members alike.

2. To chair the meetings of the committee and in doing so ensure that all matters are properly dealt with.

3. To act as the spokesperson for the club whenever necessary.

4. To keep a watch on all activities with respect to safety, and any potential liability that the club may incur.

5. To ensure that at the annual elections, suitable persons are nominated in the interest of the ongoing good management of the club.

6. Ensure that where appropriate a guest speaker /activity has been organised for club nights.

7. If necessary, organise relief when committee members are absent for a period.

TREASURER

1. The role of the treasurer is to oversee the Club's finances.

2. The specific duties are:

3. Maintain accurate records of the Club's income and expenditure.

4. Present financial reports to committee meetings and the AGM.

5. Maintain the club’s account signatories.

6. Invest the Club funds as determined by the committee.

7. Make recommendations to the committee on Club finances eg increasing subscriptions, investment of monies.

8. Prepare a report for the Auditor if required.

9. Ensure all Club bills are paid in a timely fashion.

10. Ensure that satisfactory arrangements are in place to collect membership fees.

SECRETARY

The role of the secretary is to be responsible for the administrative management and records of the Club.

Specifically the duties are:

1. To prepare agendas for and keep minutes of committee meetings, Annual General Meetings and other meetings the club may schedule.

2. To record and table incoming and outgoing correspondence at committee meetings and respond to and send out correspondence as required.

3.To oversee the club's constitution, policies & procedures, forms and risk management policy

4. To handle all enquiries in relation to club activities and policies.

5. To act as the first point of contact for new and prospective members and enquiries about the club.

6. To ensure prospective members have access to important club documentation eg risk management policy

EVENT COORDINATION

The role is to maintain a diverse robust events program on the clubs website.

The duties are:

1. Monitor the suitability of events, leaders and participants and report concerns to the committee

3. New events checklist - monitor to ensure that events on the program meet minimum standards of presentation including features such as event type, grading and what to bring.

4. Liaise with event leaders and facilitate the process of listing events on the clubs website.

5. Promote by publishing events on the Clubs Facebook Group site on a weekly basis.

6. Prepare a report for the annual general meeting summarising the number, type and participation rates of activities conducted for the year.

7. Assist leaders in the creation of event reports for display on the clubs website

ASSETS MANAGEMENT

The role of the asset manager is to oversee the club’s equipment with a view to keeping it in good order, making sure that it is appropriate for members’ needs, and that it complies with legal and safety requirements.

Specifically this involves:

1. Liaise with the club members who are storing the equipment and from where it is loaned to ensure that the loan arrangements are working smoothly, and that any necessary repairs or replacements are identified.

2. Ensure equipment loans are recorded in the Loans sheet of the Booking Form document on Google Drive and annotated as returned when event is complete

3. Arrange to collect hire fees where appropriate.

4. Maintain a record of asset usage location and usage statistics.

5. Arrange necessary repairs or maintenance as required.

6. Ensure that the first-aid kits are replenished as required and that the items in them have not reached their expiry date.

7. Be familiar with the equipment and give appropriate advice to the club committee when issues concerning the equipment are raised.

8. Investigate new purchases as directed by the committee to ensure that the correct items are purchased and that the price is fair.

9. Ensure that the equipment meets all legal and safety requirements.

administrator

The role of the administrator is to oversee the maintenance and operations of the club's internet site, manage the club's Google Workspaces account 

1. The specific duties include:
2. Establish and maintain the clubs website on Digital Ocean including payments for hosting services, domain name renewals and for required software purchases and/or updates
3. Facilitate posting minutes of committee, public and AGM meetings and any other information as agreed by the committee on the website
4. Advise and inform the committee of issues / concerns about website operations such as Content Management System (Joomla) upgrades suspected hacking attempts or other security concerns
5. Maintain the security of the website by performing Content Management System and third party software updates and by implementation of intrusion detection systems
6. Maintain weekly backups of the clubs website and to ensure these able to be used for restoring the site if required
7. Support the events coordinator with preparation and presentation of the events program
8. Support the membership manager with the operations of the membership management system and the subscriptions renewal process.
9. Assist the membership manager and assets manager maintain the Google drive booking form for leaders preparation of participant lists and asset usage

COMMITTEE GENERAL

1. Attend meetings as called by the secretary - these may be face to face or online
2. Volunteer for any of the vacant roles after the AGM

Publicity-NEWSLETTER EDITOR

1. The newsletter editor is responsible for the quality, accuracy and timely production of a monthly newsletter generated from the club website
2. Distribution by email of the newsletter using the email list maintained by the membership officer in Gmail
3. Liaise with the events coordinator to ensure that the program is up to date at time of newsletter creation and distribution and that it is free from errors and omissions.
4. Engage a member of the committee for quality assurance of newsletter prior to dissemination

MEMBERSHIP MANAGEMENT

The role of the Membership manager is to

1. Maintain the Community Builder register of all Club members on the clubs website
2. Oversee the subscription management system and ensure that subscription renewal reminder email messages are sent out in a timely and accurate fashion .
3. Maintain the register of club members and guests on Google Drive that are used to generate event participation lists
   

PUBLICITY

1. The role of the publicity officer is to promote the club on the internet, in the media and in any other forums.
2. Maintain the club’s Flickr and Facebook sites
3. Creation and presentation of articles for the press about the Club
4. Promotion of public meetings, AGMs and any other public event the club delivers
5. Promote Club activities on the clubs Facebook site
   
6. Provide promotional material and/or displays as requested of the Club.
7. Coordinate media activities of the Club in consultation with the President or Secretary

Last Updated - June 19 2023 - edited club rules as per revised MVB constitution