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2013-14 Season Handbook

Executive Committee - Position Descriptions

For current office bearers, see KLAC Executive Committee.

Centre Administration Secretary

Track and Field, and Cross Country positions are considered separately.

Centre Executive Meetings:

• Handle all inward and outward correspondence
• File and maintain relevant administrative material
• Photocopying as required for meetings ie Items of interest and items for discussion
• Issue notices and circulars, subscriptions notices, reminder notices and relevant invoices/accounts
• Prepare and distribute AGM reports
• Liaison with VLAA at all events
• Prepare planning schedules for meetings, deadlines of entries, returns and administrative matters
• Organising any advertising required by Centre
• First point of contact for information on Little Athletics
• Maintain relevant administrative material

Administration for the Centre and Clubs:

• First point of contact for information on Little Athletics from EMR and VLAA
• Maintain relevant administrative material
• Organise relevant advertising for beginning of season
• Contact point for information on Little Athletics
• Issue flyers, circulars, affiliation notices and relevant invoices / accounts
• Opening ceremony – invite guests and organise morning tea
• Ensure all relevant items from VLAA and EMR are available for clubs and Team Manager – to Competition Secretary to Distribute
• Keep office clean and tidy
• Purchase stationary at beginning of season and as required.

Centre Minutes Secretary

Track and Field, and Cross Country positions are considered separately.

• Prepare agendas for KLAC Executive meetings
• Take minutes at KLAC Executive meetings and organise distribution of minutes to Clubs and Executive Members

Centre Competition Secretary

• Attend Competition Committee Meetings
• Prepare and organise documentation for Registration Day
• Prepare and organise distribution of Club manuals
• Be available at beginning of each Summer competition athletics meeting for questions from members, athletes and officials.
• Ensure Photocopying of relevant competition documentation is available ie Track, Field, Circular and Walk sheets
• Manage showbag distribution to clubs for registration day and subsequent registrations
• Ensure Announcer has relevant information for each competition day.
• Ensure availability of VLAA Special event forms are available to members ie Bring a Friend day entry forms
• Collect any special event Summary sheets ie Bring a Friend day for sending to VLAA
• Organise end of season trophies and awards
• Liaison with EMR for all Region Summer competition events held at Knox Centre
• Distribution of information to clubs as determined by Centre Administration Secretary

Newsletter Editor

• Familiar with WORD program
• Produce 3 to 4 Newsletters during Track and Field season. Usual one page back to back
• Set due date for articles to be forwarded electronically to Newsletter Editor. Only CENTRE EXECUTIVE and Co-opted members to forward articles
• Newsletters to contain regular Articles from  Centre Executive, Competition Committee, Club Presidents, Coaching Coordinator, Uniform shop
• Optional editorial comment relevant to key event
• Produce one copy per family using centre photocopying machine
• Make available in Club baskets in KLAC office for clubs to collect
• Inform Announcer that current newsletter is ready to collect
• Email copy to be posted on website

Treasurer

Track and Field, and Cross Country positions are considered separately.

• Plan and implement all financial arrangements for the Centre activities.
• Prepare and present to the Executive Committee a detailed budget of income and expenditure at the start of each financial year.
• Arrange for the President, Secretary and self to act as signatories on all Centre bank and investment accounts.
• Collect fees, levies and other amounts payable to the centre, Region or Association. (Club registrations are handled by the Registrar.)
• Bank all monies received promptly into the Centre bank accounts.
• Pay authorised invoices promptly. Such payments to be made by cheque only.
• Keep accurate records for all transactions made by the Centre, including reconciliation of bank accounts.
• Prepare and present to each Executive Committee meeting a current statement of account, including separate details of income and expenses since the previous meeting.
• Present a statement of Income and Expenditure and Balance Sheet to the Annual General Meetings.
• Ensure that all books and records are audited prior to being presented at the AGM.

Canteen Manager

Track and Field, and Cross Country positions are considered separately.

• Purchase all canteen stock as and when required
• Maintain complete record of expenditure
• Run canteen operation
• Liaise with Chief of Officials for people to operate refreshments trolley each week

Uniform Manager

• Purchase Knox Centre uniforms strictly in accordance with Centre requirements as laid down in the Centre constitution and approved by VLAA
• Co-ordinate hiring/selling of Centre uniforms ensuring correct monies are kept
• Collection of monies and issuing receipts
• Forward correct monies to Treasurer

Competition Director

• Ensure that all Centre competition activities are in the best interest of athletes and are consistent with the ideals of Little Athletics generally and in accordance with Centre competition regulations and Centre behaviour policy
• Investigate and recommend improvements to the Centre competition regulations by informing Executive, Clubs, athletes and Officials
• Plan, organise and conduct Knox Championships, centre Open days, Relay Challenge days etc.
• Prepare and present report for Centre Executive meetings, incorporating Program and Officials report

Centre Team Manager/Assistant

Track and Field, and Cross Country positions are considered separately.

• The Team Manager is the focal point for all competition relating to Region and State Championships for both Relays and Track & Field
• To be responsible for all documentation relating to athletes entering the above events. This information must comply with close of entry dates as stipulated by Knox centre Secretary and must be directed to the Secretary for on forwarding to the appropriate people
• Provide Chief of Officials with list of participating athletes in the above event for rostering of parents for duty
• Compile and present report, including that of Coaching Co-Ordinator, for Centre Executive meetings
• Participate in Competition sub-committee

Coaching Co-Ordinator

• Organising coaching panel of qualified coaches at the Knox Centre
• Plan and document coaching requirements for Knox Centre on an on-going basis
• Co-opt parents and other coaches to assist with training sessions when required
• Organise other coaches of various levels to lead training sessions
• Assist chief of Officials at each event where necessary
• Participate in Competition sub-committee
• Organise the relay coaches and relay program
• Organise the listing of coaching times and coaching contact details for the web site, exec & comp committee
• Ensure that all coaches have a current working with children certification

Announcer/Program Planner

• Confidence regards public address announcements
• Early start and late finish unless shared by two people
• Sound knowledge of all Athletics events locations and requirements regards staging the events. New Announcer will need to work with the current announcer to be aware of some of the event requirements before working solo
• Keep record of each Knox LAC program completed and complete any incomplete events at future programs
• Provides 20 photocopies of each weeks program ready for collection at the start of each program. Call to Clubs when ready to collect
• Makes adjustments to the program due to weather conditions. Centre referees to be consulted regards cancellation of an event due to weather or for any other reason
• Issues walkie-talkies/stop watches to Chief officials
• Ensure all Chief officials are in place to run their event. Call to relevant Club to send a competent parent to run the events if the Chief is absent
• Calls each event for each age group when the Chief Official calls that they are completed and ready for another age group
• Calls extra parental help if required
• Calls Referees to events when Record verification required
• Calls First-Aid to events when required
• Calls important lost property/children when required
• Calls Raffle winners
• Thanks sponsors
• Thanks to Chief Officials for running the program
• Special thanks to those officials running the last events on the days program
• Reminder re next weeks program
• Calls to Chief to return all walkie-talkies/stop watches to announcing
• Maintains walkie-talkies; battery replacement and recharging. New purchases if required
• Remind all of placing rubbish in the bins and cleaning up Club area at the end of each program. Each club to move wheelie bin back to storage area

Arena/Equipment Manager

• Overall responsibility for the conduct of Centre competition days
• Liaise with Equipment Manager, Referee, Key event officials, Program Manager/announcer, Chief of Officials, executive Committee
• This position pertains to Championship and Region days only
• Ensure all equipment is available and in safe working condition
• Replace and/or repair faulty equipment
• Liaise with all Chief Officials to ensure equipment meets their requirements
• Oversee the setting up and stowing away of equipment by allocated clubs
• Participate in Competition sub-committee

Registrar

Track and Field, and Cross Country positions are considered separately.

• Responsible for registration of athletes to VLAA, ensuring athletes are entered into correct age groups
• Collection of fees and family levies and remittance to Centre Treasurer
• Enter registration database
• Issue registration labels and relevant information
• Compile all necessary paperwork relating to registrations for VLAA

Publicity and Promotions Manager

• Develop and implement a marketing plan for the Knox Centre aimed at attracting major sponsors for activities and projects
• Ensure that all Knox Centre activities are promoted in the local community through publicity in local newspapers, schools and businesses
• Submit articles to the Association for publication in the Little Athletics Magazine
• Assist the Coaching co-ordinator in promoting the Centres skill development program with clubs and schools
• Develop brochures, handouts, flyers and other publications for use by clubs in promoting Little Athletics in the local community

Referee

• Verify and certify all Knox and Centre records
• Investigate protests received from Team manager and uphold or dismiss protest
• Participate in Competition sub-committee

Chief of Officials

• Responsible for allocation of parents to man events on all competition days including Championship, Open Days/Twilight, Invitation Relay, Region and State Track & Field and Relay days
• Maintain duty roster - allocation of points for best supporters club award
• Liaise with Arena Manager, Key event officials, Program Manager/announcer, Club Secretary, centre Team Manager, Region Secretary (on Region championship days)
• Participate in Competition sub-committee

Special Events Co-Ordinator

• This can be one person or a group
• Organises open & championship days for the centre
• Produce & distributes entry forms
• Collates entries & inputs into computer
• Orders medals & ribbons
• Works with duty official to produce duty roster
• Organises lane draws
• Co-ordinates program with programmer
• Oversees the running of the day

Cross Country Chairperson

• Responsible for conducting winter Cross Country competition
• Chairperson - Cross Country committee
• Organise Cross Country Open Day
• Liaise with Region Cross Country group
• Assist with promotion of Cross Country program

Region Delegate

• Attend region meetings
• Vote on issues on behalf of the Knox Centre, where instructed by Centre Executive
• Report to Centre Executive on information received at Region meetings
• Assist in the co-ordination of activities of common interest to member Centres and Divisions within Region
• Maintain c0-operation, exchange administration and competition experiences with member Centres
• Join sub-committee at Region level as required

Data Entry Supervisor

• Oversee all data entry into centre system (assist as required)
• Deal with any errors and corrections needed
• Print, file and collate all grading sheets
• Print and distribute event sheets as required
• Be available to Team Managers for ticket and result enquiries
• Liaise with Registrar regarding entry of athlete information
• Sort recording sheets; hold out records sheets for Records Manager
• At seasons end, print out awards data – add manual points for camps etc and advise Exec Rep of award winners for each age group

Records Manager

• Take full responsibility for the record management process including verification and record keeping/certificates for distribution – Centre & Knox Records
• System update, publication (report for Exec meetings) chief official and athlete liaison
• Create and keep up to date record log for storage of record performances
• Create record log for each event for distribution to each Chief to indicate current record – to be updated whenever record is broken
• Collate new records report for presentation to Competition panel at season’s end

Website Manager

• Maintain the Knox Centre website using Microsoft FrontPage software.
• Photos: Normal Competition kept for one month and imported into descriptive named folder under “Temp” directory. Delete photos and corresponding photogallery after onef month.
• Photos: Special events kept for 12 months and imported into descriptive named folder under “images” directory. Put link on “Photos” webpage. Delete photos and photogallery after 12 months.
• Photos sent in other than from Knox LAC Official Photographers to be forwarded onto the compiler of end of season CD/DVD
• Requests for Notice Board items to be received in a format ready to “cut and paste” onto webpage.
• Requests for editing existing information to be received showing full line(s) to be deleted and full line(s) to be added in a format ready to “cut and paste” into place.
• Check VLAA website periodically to add content such as addition of dates for Championships, Open Days, Coaching dates and other dates listed to add to Knox website "Calendar"
• Notice Board items kept for one month, then deleted
• Do a “Save As” on the front Notice Board webpage on last day of month to save as a monthly historical record.
• Maintain email alias addresses for Executive Positions and Club Secretaries
• Website hosted with www.mdwebhosting.com.au. Organise yearly payments for hosting and domain name registration

Working With Children Check Co-Ordinator

• Maintain the Working With Children Folder (which must be kept in the office at all times). Must be provided on demand by EMR, LAVic or the Dept of Justice. Heavy penalties if cannot be produced.
• Obtain a listing of new Club Committee Members after a club's AGM (via Centre Secretary)
• Compare new Centre Executive Committee names with WWC Check Folder. Ensure any not listed to apply for a WWC Check within 7 days after election. Should they have a WWC Check Card from another organisation, have them fill out a "Change of Details" to include the Knox Centre, LAVic and all organisations they are still currently involved with.
• Club Executive Members are President, Vice President, Secretary, Treasurer and Team Manager(s)
• Failure to apply for a WWC Check within 7 days may incur a Department of Justice penalty of 240 penalty points ($28,668 as at 2010/11) for an individual plus up to 2 years imprisonment. For the Body Corporate, it is 1200 penalty points ($143,352 as at 2010/11) hence the urgency in submitting a WWC Check form at the Post Office within a week of a Club/Centre AGM. Coverage is from the moment the form is handed over at the Post Office.
• Liaise with Centre Secretary for any Club Executive Committee Changes throughout the season to ensure WWC Check followup.
• Adults (18 years or over) on Committees, Coaching, First Aid, Physio or doing parent duty without family competing (children or grand children) must have a Working With Children Check card
• Those who require a WWC Check card as part of their business do not have to register the Knox Centre or LAVic with Dept of Justice but are required to provide their card number. (ie Professionals such as Coaches, First Aid, Physio etc.)