Committee
At each AGM, held after the July General Meeting, all positions are declared vacant and Club members elect a committee to run the Club.
EXECUTIVE COMMITTEE
PRESIDENT
The President is responsible for continually improving the Club’s policies, activities and administration, conducting regular meeting and committee meetings, assisting sub committees in running club activities. The president acts as chairman at all committee and general meetings, to ensure all meetings are properly convened with correct functioning of all committee members and any sub committees. They should attend most clubs activities, be well informed on four wheel driving issues to provide clear leadership. The President must also represent member’s views to the four wheel drive fraternity and take calls from potential new members.
The President also performs the customary courtesies, including making new members welcome and thanking committee members and other helpers. The president is to uphold the constitution of the club and act, subject to any expressed or implied instructions on behalf of the club and the committee in the interval in between meetings. He/She is a representative to other club’s, organisations and individuals. A written report is to be given to the magazine editor by the required date for publication.
VICE PRESIDENT
The Vice President is to act in the president's absence as chairman at meetings and undertake other president’s duties. She/he will represent the President when there is a requirement to be in two places at once. They are a member of committee and assists on all sub committees. The vice president is to report matters of interest to the committee and the club. Attend all Committee meetings.
SECRETARY
The Secretary’s position is to collect, sort and distribute mail from PO Box, record minutes of all committee, general and special meetings, report the same to general meetings, provide the magazine editor with copies of minutes from meetings by the required date for publication and is required to have computer skills. All enquires to the club must be answered by mail and records kept. File correspondence which is to be retained for 7 years, except advertising literature, which is to be retained no longer than 6 months, or past the event expiry date. Liaise with president for correspondence or times with high priority or requiring URGENT action. Lodge ‘Statement of Annual General Meeting’ and attachments with the appropriate bodies within one month of the date of the AGM. Provide details of newly elected committee to 4WD NSW & ACT.
The Secretary also receives and records new member’s applications. Provides Editor with member details for magazine, updates member’s birthday profile and organises the posting of club magazines to sponsors and members absent from general meetings. Provides details of newly elected committee members to the editor and committee members. Attend Committee meetings.
TREASURER
The Treasurer maintains accurate records of the financial affairs of the club. Reports the previous month’s transactions to the members at the General Meetings. Liaise with committee officers regarding monies for functions and/or fund raising as necessary. Regularly audit the financial books of the club and reconcile with bank statements and submits the same for audit. To prepare an annual report for submission to the members at the Annual General Meeting and thereafter to the required bodies. Pay monthly bills including Magazine printing, Australia Post and other costs. Attend Committee meetings.
PUBLIC OFFICER
The Public Officer provides rules interpretations on request at general meetings, prepares and submits annual report and fee to The Department of Fair Trading. Ensures club takes out appropriate insurance cover, provides new members with copy of club rules and ensures club is properly constituted and registered as an association.
OFFICE BEARERS
The following positions are those of Office Bearers who assist the Committee in specific areas associated with the administration of the club.
TRIP COORDINATOR
The Trip Coordinator chairs trip sub committee, promotes the running of trips and assists trip leaders with organising trips, is responsible for trips program, grades of trips and briefing members on up coming trips. The Trip coordinator should also vet participants' vehicles for equipment and adequacy and will liaise with trip leaders before during and after trips. Liaise with Editor to ensure that trips go into the magazine calendar and reports from trip leaders nominated person are produced. Arrange and present all trip details at the General Meetings. If possible attend Committee meetings.
TRIP COMMITTEE
The Trip Committee meets as a sub committee with the Trip Coordinator to formulate trip program. They must be prepared to plan and reccie trips, provide pre trip information, lead trips, supervise recovery operations, allocate tail end duty, trip reporter. Attend Trip Committee meetings. This role is ideally shared between 4 or more members.
MAGAZINE EDITOR
The Magazine Editor produces & publishes the Club magazine, has absolute editorial veto and responsibility for all articles. Liaises with trip, social and club committee, publishes required information. Editor reviews all material for the bi-monthly magazine and decides what is to be printed in accordance with the committee guidelines. Compiles trip reports, events, and member’s information for each edition in a publishing document. Arranges with the Printers to produce magazine according to meeting dates and organises/delegates collection of magazine from printers. Attend monthly Committee meetings.
MAGAZINE ASSISTANTS
The Magazine Assistants assists the Magazine Editor, canvasses members for articles, photos, trip reports on club and member trips, obtains articles of interest from elsewhere. This role is ideally shared between 2 or more members.
TRAINING OFFICER
This position is to organise and co ordinate the club’s training program plus any other relevant training courses for the benefit of the members. Update and organise printed material for courses. Keep lists of training requirements for new members. Advise and assist any member with any queries about training, education and vehicle modifications. Progress of activities and reports on programs are to be stated at the General Meetings. Training Officer reports to the committee on all aspects of development pertinent to the state of the driver training facilities. The President is to be kept informed of all matters of importance immediately they become known. Attend Committee meetings.
QUARTERMASTER
The quartermaster manages storage, provision and maintenance of club equipment, makes recommendations on needs, ensures equipment (including first aid kit) is taken on club trips. Maintains and/or services club equipment as required. Keeps a written record of who borrows equipment with date borrowed and date returned. Investigates new equipment. Provides Editor with a list of equipment for publishing in the magazine.
SOCIAL SECRETARY
The Social Secretary chairs social sub committee, promotes the social program and is responsible for organising the social program, runs fund raising activities at general meetings, provides catering requirements at General Meetings, Christmas functions or any other special events during the year. The Social Secretary organises profit raising raffles for the Club, passes all funds raised to the Treasurer and also provides social events for members. Bookkeeping is to be completed in appliance with the Treasurers reports. Attend committee meetings if possible to co ordinate activities. The Social Secretary is to provide written material to the Editor for functions or special events during the year and is to be published monthly.
SOCIAL COMMITTEE
The Social Committee meet as sub committee with the Social Secretary to formulate social program, assist with, or run social events as agreed.
4WD NSW & ACT ASSOCIATION and HUNTER REGION SUB-COMMITTEE DELEGATES
The delegates are required to attend Association/Sub-Committee meetings and report to the president, committee and members with current up to date information, conveys member feedback to the Association/Sub-Committee for action.