Officers and Directors are expected to be current students of La Trobe University. The 2009 posts will be in place over the next few months and if you are interested to be involved, get in touch with us !
Executive Committee/Officers
The Executive Committee is comprised of all officers of the club. The responsibilities of this Committee shall include but not be limited to the following:
• Set overall strategy for the club
• Lead efforts to revise Articles of Association and By-Laws as needed
President
The President’s responsibilities include:
• Supervising and coordinating club activities
• Calling and presiding over regular and special meetings of the Board and the Executive Committee
• Ensuring the holding of the Annual Meeting as called for by club’s Articles of Association
• Ensuring the completion of the club Annual Report (this responsibility is often listed as a responsibility of the Vice President)
• Serving, if interested, as a member of any standing or ad hoc committee, with the right to vote
• Appointing, with a majority vote of the Board, standing or ad hoc committees for the club and their respective chairpersons
• Serving as principal liaison with the University, the Alumni Association and other organizations
Vice President
The Vice President’s responsibilities include:
• Presiding over the club meetings in the absence of the President
• Chairing the Nominating Committee
• Ensuring that the term limits described in the club bylaws are adhered to by the Officers and Directors of the Board
• Serving as a resource for the Chairs of the following committees: (list club committees here) and, participating in associated activities as needed
• Assuming the duties of the President on an interim basis if the President is unable to complete his/her term
Additional responsibilities to consider for this position:
• Larger clubs sometimes have more than one vice-president, each with different responsibilities related to chairing committees.
• Completing the Annual Report
• Some club succession plans include adding the Vice-President, at the end of the current President’s term, to the slate for incoming President.
Secretary
The Secretary’s responsibilities include:
• Giving notice of the club Board meetings
• Taking and distributing meeting minutes at Board and special meetings
• Maintaining a permanent record of all club proceedings
• Tallying votes from the Board and general membership
• Maintaining and circulating the current Articles of Association and Bylaws of the club
• Taking attendance at club Board meetings
Additional responsibilities to consider for this position:
• Serving as a resource for the Database Administrator, Contributing Editor(s) and Web Site Administrator and supervising annual elections are also duties that some clubs Secretaries perform.
Treasurer
The Treasurer’s responsibilities include:
• Receiving all funds paid to the club
• Disbursing money on properly authorized orders/invoices
• Maintaining the permanent record of all financial matters
• Preparing a Treasurer’s Report on the status of the operating and scholarship funds for all meetings of the Board, including the Annual Meeting
• Preparing a final report for the prior fiscal year and submitting such report to the Board
• Transferring funds to the Office of Financial Aid of the La Trobe University
• Transferring financial records to the current treasurer no later than the quarterly Board Meeting
• Assisting in preparation of event-based budgets and related record keeping
• Serving as a resource for the Director(s) of (1) Scholarship Awards & Student Relations and (2) Fundraising, participating in associated activities as needed
Additional responsibilities in their Treasurer’s position description:
• Preparing and filing an annual tax return
• Chairing the Investments or Finance Committee and overseeing its functions, including the appropriate investment of funds
• Preparing an annual budget with the assistance of the Finance Committee
• Overseeing risk management and insurance.
• Maintaining the club’s non-profit tax status
