Nominations for Committee Roles

We’re preparing to elect our new committee at the upcoming Annual General Meeting (AGM) to meet our annual registration requirements and continue operating at Curtin.

An invitation to the AGM will be sent to members via email once the date is finalised. While we confirm the AGM details separately, we’re seeking nominations from members who would like to run for a committee role.

 You can still submit a nomination even if you cannot attend the AGM.
 However, only members who attend the AGM will be eligible to vote.

Role Descriptions

Here is a list of available roles, their responsibilities, and the benefits of becoming a committee member:

 

President

Objective

To ensure that a financial management system and reporting system is put in place and operational so the Management Committee has an accurate understanding of the financial status of the Club at all times.

Responsibilities

• Ensure committee members fulfil their responsibilities to the club and its members.

• Consult with the secretary regarding the business to be conducted at each Committee meeting and General meeting.

• Act as the spokesperson of the committee and the “voice” of the club when dealing with governing bodies & external stakeholders.

• Report activities of the club to the membership at the Annual General Meeting.

• Assist other Committee members in their duties as required.

• Undertake specific tasks at the request of the Executive or General Committee.

Relationships

• Reports to the Curtin Student Guild, Club Members and Club Committee.

• Acts in the best interests of the club when dealing with core stakeholders.

• Supports Committee members and other club volunteers.

Accountability

• The President is accountable to the Members and the Committee.

• Provide a report on portfolio operations to the monthly Committee meeting.

• Seek ratification from the Committee prior to committing the club to any financial expenditure or action.

 

 

Vice President

Objectives

• To provide support to the President in ensuring the club runs effectively.

• To act on behalf of the President in their absence or at their request.

• To provide support to the Executive and Committee members to ensure the efficient operation of the club.

• To provide a safe and enjoyable environment for all club members.

Attributes

• Leadership skills

• Highly organised

• Good communication skills (written & verbal)

• Sound operational knowledge of the club

• Relationship-building & conflict management skills

• Attention to detail

Responsibilities

• Report activities of their specific portfolio (if applicable) at the Annual General Meeting.

• Assist other Committee members in their duties as required.

• Undertake tasks at the request of the President, Executive or General Committee.

Relationships

• Reports to the Curtin Student Guild, Club President, Club Members and Club Committee.

• Acts in the best interests of the club when dealing with core stakeholders.

• Supports Committee Members and other club volunteers.

Accountability

• The Vice President is accountable to the President, Members and the Committee.

• Seek ratification from the President and Committee prior to committing the club to any financial expenditure or action.

 

Treasurer

This position requires diligence to ensure correct and accurate records are maintained and is crucial to the efficient running of the Club. 

Objective

To ensure that a financial management system and reporting system is put in place and operational so the Committee has an accurate understanding of the financial status of the Club at all times.

Responsibilities

• prepare budgets, in consultation with the Committee, to reflect income and expenditure of the Club for presentation at the first meeting after the Annual General Meeting. The budget should include an interim payment plan for any outstanding debt and a cash flow plan for the ensuing year.

• approve any expenditure by the Club.

• maintain and oversee petty cash.

• ensure all Committee members do not exceed authority ceilings for financial expenditure without approval.

• attend to general banking activities.

• maintain appropriate accounts of all income and expenditure.

• report monthly to the Committee.

• present all accounts for payment for approval and prioritise payment of accounts

• Complete additional training for the Mandatory Guild financial software systems

• ensure all Guild reporting commitments are met by the Club.

• ensure the Club finances are correctly audited.

• report activities of the portfolio to the membership at the Annual General Meeting.

Key responsibilities include:

• A thorough understanding of financial procedures.

• The deposit of all monies received, as soon as possible.

• Preparation of annual budgets.

• Preparing financial reports for committee meetings, general meetings and as requested by the Committee.

• Maintain the club’s record-keeping software balanced and up-to-date monthly as per the Guild’s instructions.

The Six Commandments of the Ethical Treasurer:

1. Do not lend money, under any circumstance, to other Associations or individuals within the Club.

2. Do not use financial funds as a personal expense account.

3. Do not allow the Club to fall into a serious and unnecessary financial position - attempt to match expenditure with income.

4. Always obtain a receipt or invoice to substantiate expenditure.

5. Always provide receipts to those who give the club money, for any reason.

6. Always keep the financial records of the Club up to date.

Relationships

• Reports to the Curtin Student Guild, and the Club Committee.

• liaises with all Creditors and Debtors.

• Acts in the best interests of the club when dealing with core stakeholders.

• Supports Committee Members and other club volunteers.

Accountability

• The Treasurer is accountable to the Club Committee and the Guild.

• The Treasurer will seek ratification from the President and Committee prior to committing the club to any financial expenditure or action.

• The Treasurer will provide a monthly report to the Committee of all financial transactions.

 

 

Secretary

The role of the Secretary is primarily administrative. 

Objectives

Responsibilities may include:

• establish a meeting schedule for the Management Committee for the current year.

• provide secretarial support to the Management Committee.

• maintain an accurate copy of the Constitution.

• Provide administrative support to the Management Committee in ensuring all relevant association responsibilities are dealt with appropriately.

• maintain a complete record of all activities of the Project.

• be familiar with the policies and procedures of the Project, relevant associations and any other body that has governance to give advice to the Chair and Management Committee as required.

• prepare minutes of all Management Committee Meetings and distribute in accordance with the Constitution & Rules of the Association.

• receive all correspondence directed to the Club.

• prepare and send correspondence in accordance with the direction of the Chair and Management Committee.

• co-ordinate all Management Committee reports.

• report activities of the portfolio to the membership at the Annual General Meeting.

• prepare a comprehensive report of all activities of the Club for presentation to the membership at the Annual General Meeting.

• maintenance of equipment register – in the absence of a delegated officer.

• maintenance of the calendar of events.

• maintenance of an accurate and up to date register of all members

In Meetings - Responsibilities may include:

• Prepare and document all meetings.

• Prepare and distribute a Notice of Meetings (including date, time and location) to Committee members.

• Prepare and distribute the Agenda following consultation with other Committee members.

• Check Minutes of the last meeting and ensure all Management Committee members can read through them prior to their proposed adoption.

• Advertise the appropriate meeting (AGM or General Meeting) to members.

At the Meeting

• ensure the Club constitution, all correspondence and other relevant documents are brought to the meeting.

• take Minutes – include those present, apologies for absence and all motions tabled - as accurately and specifically as possible –e.g., who tabled the motion, seconder and result of vote. Attention should be paid to where reimbursements for Committee members and items of expenditure are concerned.

Between Meetings

• ensure the Minutes of the meeting are typed and circulated to Committee members and relevant others prior to meetings.

• attend to correspondence.

Relationships

• Reports to the Curtin Student Guild, and the Club Committee.

• liaises with the Meeting Chairperson as and when required.

• Acts in the best interests of the club when dealing with core stakeholders.

• Supports Committee Members and other club volunteers.

Accountability

• The Secretary is accountable to the Guild, club members and the Committee.

• Seek ratification from the Committee prior to committing the club to any financial expenditure or action.

 

 

Eligibility

All Ordinary Members are invited to nominate. To be eligible, you must:

• Be a currently enrolled Curtin student

• Be a registered member of this club for the current year
  Not a member yet? Sign up [here]

Committee roles will be elected by a vote of Ordinary Members present at the AGM. 

Roles Open for Nomination

The following roles are open for nomination:

• President

• Vice President

• Secretary

• Treasurer

We’re also accepting Expressions of Interest (EOIs) for other committee roles. These roles will be considered by the newly elected committee based on club needs and member interest. Please submit your EOI for other roles through "Other - Please accept my expression of interest for roles infuture".