Club Roles

The role and responsibility of the President is to:

• Chair Committee meetings ensuring they are run efficiently and effectively

• Act as a signatory for the Club in all legal and financial purposes

• Regularly focus the Committee’s attention on matters of club governance

• Periodically consult with Committee members on their role to see how they are going and help them to optimise their contribution

• Lead the Committee to ensure:

  • The necessary skills are represented on the Committee and that a succession plan is in place to help find new Committee members when required

  • Goals and relevant strategic business plans are developed in order to achieve the goals of the Club

• Work with the Committee to manage any paid employees of the Club including recruitment, retention, salary and performance reviews

• Serve as a spokesperson for the Club when required

• Communicate regularly and systematically with the Presidents of the member Clubs, the league, association and or parent body

• Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Club

• Manage relationship with merchandise supplier

The role and responsibility of the Vice President is to:

• Act as liaison officer with Football Victoria

• Chair Committee meetings in the absence of the President

• Support the President to focus the Committee’s attention on matters of Club governance

• Assist the President in working with the Committee to ensure:

  • The necessary skills are represented on the Committee and that a succession plan is in place to help find new Committee members when required

  • Goals and relevant strategic and business plans are developed in order to achieve the goals of the Club

• Serve as a spokesperson for the Club when required

• Assist the President in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Club

The role and responsibility of the Secretary is to:

• Notify Consumer Affairs of the Secretary appointment or a change of the Secretary’s details

• Notify Consumer Affairs of a change of the association’s registered address by lodging a Change of Association Details form

• Within 1 month after the annual general meeting, lodge an Annual Statement and other required financial documents with the prescribed fee

• Obtain from Treasurer Annual Income and Expenditure Statement and Assets and Liability Statement

• Apply to Consumer Affairs for approval to alter your rules within 28 days after the alteration was passed by special resolution. An Application for Alteration of Rules or Purpose must be lodged with the prescribed fee

• Apply to the Registrar for approval of a name change within 1 month after passing a special resolution. An Application for Change of Association Name must be lodged with the prescribed fee

• Maintain Committee and Club records

• Manage Minutes of Committee meetings, including either recording the Minutes or ensuring the Minutes are taken

• Develop meeting agendas in consultation with other Committee members and distribute prior to the meeting

• Be familiar with all current Club documents

• Be responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements

• Enable and authorise people to help with the Committee's business. This includes signing a copy of the final approved Minutes and ensuring that the signed copy is maintained

• Ensure that the records of the Club are maintained as required by law and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records

• Ensure that official records are maintained of members of the Club and Committee. He / she ensures that these records are available when required for reports, elections, referenda, other votes etc

• Provide an up-to-date copy of the Constitution and bylaws at all meetings

• Ensure that proper notification is given of Committee and Club meetings as specified in the rules

• Manage the general correspondence of the Committee except for such correspondence assigned to others

• Help and lead the Committee in providing systematic communication from the Committee to Club members and other relevant stakeholders

• The Secretary may also be the nominated person to receive and file relevant Police Check records or Working with Children documentation

The role and responsibility of the Treasurer is to:

• Provide advice to the Committee in their management of the Club finances

• Administer all financial affairs of the Club

• Lead the annual budget process and ensure an appropriate annual budget is provided to the Committee for approval

• Ensure development and Committee review of financial policies and procedures

• Support any required auditing processes

• Receipt, banking and payments of all monies

• Maintain accurate records of all income and expenditure

• Ensure that all receipts and payments concur with bank deposits and withdrawals

• Monthly financial reports to be presented at monthly committee meetings

• Keep accurate record of all membership and player payments

• Be a signatory on club account

The role and responsibility of the Registrar is to:

• Register for Training and Access to Registration System

• Set up Products and Prices as confirmed by Committee

• Set Up custom questions as requested by Committee

• Provide Registration Reports and Numbers to Committee and Coaches as Required

• Assist with Registration queries by parents and players

• Ensure that all Registrations comply with Regulations – special attention to International Players

• Approve Players and Coaches as required

• Set Up Teams and ID Cards before season commences

The role and responsibility of the Coaching Coordinator is to:

• Be responsible for management of communications between Coaches, Committee and Age Coordinators

• Work with Coaches and Age Coordinators at resolving complaints, disputes or concerns raised by team participants or parents within their responsible age group

• Be aware and follow the dispute reporting/resolution process

• Develop a positive club coaching culture

• Promote inclusive practice within the coaching at the club

• Promote the recruitment of women as coaches

• Monitor and mentor club coaches and provide support based where required

• Ensure the coaches have access to appropriate resources and development opportunities

• Present parents with relevant information at regular intervals

• Liaise with Federation representatives and attend workshops in relation to the Coach Coordinator role

The role and responsibility of the Communications Coordinator is to:

• Promotion of the Club prior to registration period

• Preparation and release of Clubs monthly newsletter

• Maintenance of Club website

• Oversee social media posts

• Promote Club activities and events

• Manage and maintain media relationships

• Presenting regular articles for the club website where applicable

• Ensuring that weekly media information e.g. results is provided on time and is accurate

• Writing media releases to highlight key activities / stories about the club

• Liaising with the committee about media opportunities

The role and responsibility of the Sponsorship Coordinator is to:

• Liaise with the committee to assist with key tasks and timelines

• Review the current Sponsorship package and be familiar with what the club promises to sponsors

• Work with the communications coordinator to promote sponsors via social media

• Prepare a budget, monitor and report regularly

• Keep a proper record of sponsor details

• Send out a letter / email to current sponsors regarding their commitment for the coming season

• Seek new club sponsors and meet with potentials to outline what services they would value most

• Organise signage to be produced and erected

• Maintain a Memorandum of Understanding with each club sponsor

• Make sure sponsor representatives are met when attending functions or match day

• Liaise with the social committee regarding sponsor invitations and special function calendars

• Give a report at regular meetings and when required

• Liaise with the Club Social committee to ensure social events support our sponsors and, where appropriate, raise money for the club

• Liaise with competition coordinators to ensure that sponsors get recognition

• Send out a thank you letter at the completion of the season and a sponsor survey to support planning for the following year

The role and responsibility of the Age Coordinator is to:

• To keep the committee updated on operations for the group

• Act as a liaison for team managers and coaches

• Act as an escalation point for parents and player issues

• Ensure team managers are equipped and confident in performing their role

The role and responsibility of the Team Manager is to:

• Act as the go-between for the parents and the Coach/Coach Coordinator

• Pass on the coach’s requests to the parents and players

• Provide feedback from the parents to the coach

• Ensure the successful management of the team and welfare of the players in their care, whilst making sure that all off field matters are dealt with efficiently and timely

General duties

• Ensure players to be at the right place at right time

• Coordinate the parent roster to bring refreshments

• Arrange a ground marshal (volunteer/parent)

• Organise parents to setup/packup goals, nets, flags etc

• Assist the club where required in supporting fundraising activities and social events

• Liaise with all team members, parents, coaches and officials to ensure all are informed of training, competition and club functions via TeamApp

• Communicate parent concerns or complaints to the Coordinator in the first instance and then either the Club Administrator or a Club Committee member

• Organise prior to the commencement of the season the duty roster for the parents for example Ground Marshall, Linesman, refreshments, etc.

• Ensure correct spelling of player names on trophies, team photos, etc. when requested by the club

• Organise tournament entry forms and entry fees as required

• Assist coach in responsibility for the equipment provided at start of the season

Match day duties (specific)

• Ensure linesman/marshal are in attendance

• If playing at home ensure the corner flags are in place (for U12 half pitch make sure portable goals are in place)

• Fill out match day book including:

  • Players name and ID registration number

  • Coach’s name

• Hand match day book and fees to referee prior to game commencement

• Upon game completion sign and collect match day book and return to coach (retain Pink slip)

• Pink slip is then used to enter the team and result into the appropriate FV system

The role and responsibility of the Administrator is to:

• Ensure timely response to correspondence via the Clubs admin mailbox

• Facilitate clear and timely communication to all members

• Instruct web updates and social media posts