Hi all, the club AGM will be held on Wednesday the 24th of march at 7:30pm at the Arena sports centre. It will be concurrently held with a free BBQ for all club members (vego options provided, post below if you have requests). The AGM is your chance to get more involved in the running of the club by either running for a position on the committee or just turning up and voicing your opinion. All members are welcome, nay encouraged, to attend.

The basic schedule of the meeting will be as follows: The meeting will be convened and there will be breif reports from the president, tresurer and gear officer about what happened in the past year. Then we will elect a new committee and following this, any new matters of bussiness can be raised. the committee positions are listed below with some details of the role of each position at the bottom of the page.

Club executive: (Signitories of club account and holders of gear locker keys; must include at least one male and female member)

• President
• Vice President
• Tresurer
• Gear Officer

Committee positions:

• Secretary
• Training Officer
• Trip Officer
• Safety Officer
• Membership Officer
• Publicity Officer
• Social Officer
• Web Officer

Detailed list of positions and roles: (Cut and paste from earlier years)

President
The President is ultimately responsible for the proper functioning of the club. A
thorough knowledge of the club constitution and meeting procedures is required.

• Chair all committee and general meetings of the club
• Co-ordinate activities within the club committee
• Submit an annual report to the club Annual General Meeting
• Act as spokesperson for the club
• Act as club delegate to Sydney Uni Sport & Fitness
• Attend at least 50% of club nights during term time

Club Vice President
The Vice President(s) deputise for the President of the club and assist in the fulfillment of club administrative functions.

• Act as deputy chairperson for all club meetings
• Ensure that the club’s activities are in accordance with the constitution and with the
• regulations of Sydney Uni Sport & Fitness
• Fulfill such other duties as the committee may request
• Attend at least 50% of club nights during term time

Club Secretary
The Secretary is the primary organiser of the club and is responsible for effective
administration. The Secretary is the integral link between the club and the members as well as between the club and Sydney Uni Sport & Fitness and the club and external agencies.

• Convene all meetings as laid out in the club constitution
• Prepare meeting agendas, support papers and minutes
• Submit the minutes of all meetings, including the club’s Annual General Meeting, to Sydney Uni Sport & Fitness within 14 days
• Attend to all correspondence for and on behalf of the club.
• Maintain a record of club office bearers, committee members and club representatives. To notify Sydney Uni Sport & Fitness of these within 14 days of their election or appointment and any alteration of these throughout their term.
• Help P and VP implement the decisions of the committee;
• Publicise & communicate to all members the decisions of the committee and their consequences for members;
• Maintain an up-to-date copy of the constitution of the club;
• Maintain club filing system and records;
• Prepare in conjunction with the President, club annual report for submission to Sydney Uni Sport

Club Treasurer
The Treasurer is responsible for the receiving and dispensing of monies of the club. This involves financial accountability both to the club committee and to Sydney Uni Sport & Fitness, through the Manager, Finance and Administration.

• Maintain accurate financial records
• Prepare an annual budget of projected income and expenditure
• Present a financial report to each committee and general meeting of the club
• Present an audited financial report to the club Annual General Meeting
• Collect and bank all club income in trust account at the Sydney Uni Sport & Fitness Office
• Authorise all withdrawal of monies from club account at Sydney Uni Sport & Fitness Office;
• Authorise all club petty cash transactions and be accountable for such cash
• Attend any meetings requested by the Manager, Finance and Administration

Club Safety Officer
The Safety Officer is responsible for the health and safety of members and visitors.

• Keep a record of all accidents and incidents and provide copies to club committee and Sydney Uni Sport & Fitness
• Maintain a comprehensive first aid kit
• Organise first aid training for club members

Training Officer
The Training Officer is responsible for the overall growth of the club.

• Organise trips at various levels on a regular basis (This does not mean you have to run them, you just have to find other people and make them run them)
• Organise advanced training as decided upon by the committee
• Be a point of contact for people interested in running trips/going on trips.
• Put together a calendar of upcoming club trips????

Club Publicity and Promotions Officer
The Publicity and Promotions Officer is responsible for the public profile of the club and its members within the University and the general community.

• Devise and implement a club promotional strategy
• Co-ordinate and implement club promotional activities
• Liaise with schools, sports associations and other clubs
• Organise (with membership officer) O-week
• Utilise the University media avenues for opportunities to promote the club and it’s activities, i.e. Daily Bull, University News, Gazette and Honi Soit
• Liaise with community media organisations for the promotion of the club and club activities
• Provide regular information to Sydney Uni Sport & Fitness for the website, e.g. calendar of events, upcoming fixtures, results etc.

Club Equipment Officer
The Equipment Officer is responsible for the purchase, maintenance and storage of equipment.

• Compile and maintain a record of all club equipment
• Complete an annual audit of all equipment and submit report to Sydney Uni Sport & Fitness and the club
• Recommend to the club committee any equipment purchases and make arrangements for such purchases, on behalf of the club
• Ensure that club equipment is maintained and is safe to use
• Ensure that all club equipment is stored securely and appropriately at all times and is currently insured e.g. boats, trailer etc.
• Complete a fortnightly audit of equipment (ie the email of shame) and track down overdue gear.

Membership Officer
As we no longer take membership fees directly, I would like to change this role to include the following:

• Field membership enquiries (ie reply to all those emails).
• Organise (with promotions officer) O-week

Social Officer
• Organise annual diner
• Organise any other social events as decided upon by the committee (eg slide nights, bouldering parties etc)

Publications Officer
Hopefully this will overlap heavily with the promotions officer (above)

• Organise photo and writing competition
• Utilise the University media avenues for opportunities to promote the club and it’s activities, i.e. Daily Bull, University News, Gazette and Honi Soit.
• Liaise with community media organisations for the promotion of the club and club activities
• Provide regular information to Sydney Uni Sport & Fitness for the website, e.g. calendar of events, upcoming fixtures, results etc.

- IT Officer – responsible for development of the website.
- Alpine Officer – responsible for I’m not sure what exactly. Perhaps just running the Blue Lake trip? Role has potential for expansion if someone’s keen I imagine.