National Committee Roles

Last Modified: 07/10/2019

The National Committee is elected annually from club members and meets regularly to report on the current state of the club as well as track the progress of initiatives. The National Committee comprises:

Position Description

The President is the leader of the Audax Australia Cycling Club, setting its overall direction, consistent with the views of Members, and having overall responsibility for the club’s administration.
The President is responsible for planning; consulting with key members of the National Committee in prioritising its goals within the framework of its responsibilities and reviewing for effective execution.

Responsibilities and Duties

The President should:

  • act as a facilitator for Association activities
  • ensure that planning and budgeting is carried out in accordance with the wishes of the Members
  • represent the Association at Regional, State and National levels
  • manage and Chair the Annual General Meeting
  • facilitate and Chair effective National Committee meetings

In particular, the President should:

  • contribute to the Association’s primary publication, Checkpoint, and other public material such as the website (eg President’s Pedals, National Committee Happenings)
  • provide advice and guidance on interpretation and application of the Constitution, Regulations and Rules of the Club
  • preside at ceremonies and make presentations acknowledging and rewarding the achievements of Members
  • arbitrate as necessary on issues of dissension between viewpoints of various parties
  • be the face of the Club in the cycling world and with affiliated Clubs
  • have co-signatory responsibilities for the Association’s bank account

Knowledge and Skills Required

Ideally the President is someone who:

  • can communicate effectively
  • is well informed of Association activities
  • is aware of the future directions and plans of Members
  • has a good working knowledge of the Constitution, Regulations including the Ride Rules and the duties of all National Committee members and National Position holders and committees
  • is a supportive leader for all Association Members .

The role of the Vice President is to shadow the President in providing leadership and responsibility for the organisation and the Committee and to step into the President’s roles where needed. It is often considered that the Vice President will succeed the President and that this role is in preparation.

Desirable Attributes:

The Vice President should:

  • be well informed of all organisation activities and able to provide oversight
  • be a person who can develop good relationships internally and externally
  • be willing to step in for the President where needed including chairing meetings
  • be forward thinking and committed to meeting the overall goals of the Club
  • have a good working knowledge of the Committee Constitution, rules and duties of office bearers
  • be able to work collaboratively with other Committee Members
  • be a good listener and attuned to the interests of members and other interest groups
  • be a good role model and a positive image for the Club in representing the Committee in other forums (e.g. league delegate meetings)
  • be a competent public speaker
  • be able to raise concerns with the President where they arise

Specific duties include but are not limited to:

  1. In the event of the President being unable to fulfill his/her duties to step into that role
  2. In the absence of the President, chair Committee meetings ensuring that they are run efficiently and effectively
  3. Be an alternate signatory for the Club for legal purposes and financial purposes
  4. Assist the President in deciding which matters are dealt with by the Executive, the full Committee and delegated to Committees
  5. Coordinate Club planning to ensure appropriate plans are developed, presented to and reviewed by the Committee, and enacted as required
  6. Represent the Club at meetings and forums as agreed with by the President
  7. Other duties as nominated by the President and / or Committee

Position Description

As a not-for-profit incorporated association, the financial assets of the Club belong to the Members. The National Treasurer’s role is to ensure the effective management of the Members’ funds.
The role of National Treasurer is to record all transactions in an efficient and effective manner, and to provide information to the National Committee on the transactions made and financial assets employed.
The National Committee will make decisions consistent with the purposes of the Association. The National Treasurer will ensure that such decisions do not expose the Association to undue financial risk.
The National Treasurer will prepare budgets to assist the National Committee in planning the activities of the Association, and will report progress against those budgets.
The National Treasurer will report annually to all members of the Club, demonstrating that the affairs of the Club have been managed for the benefit of all Members.

Responsibilities and Duties

The National Treasurer is required to:

  • ensure that adequate accounts and records exist regarding the Club’s financial transactions at National level, including accurate and up-to-date records of all income and expenditure;
  • prepare a National budget for approval by the National Committee, and monitor progress against the budget;
  • provide advice on financial implications of National Committee decisions;
  • deal with membership financial queries in a timely and effective manner;
  • issue invoices and promptly deposit all monies received in the Club’s bank account;
  • make all approved payments;
  • liaise with the regional Treasurers, ensuring that Regions operate financially in a manner consistent with the direction of the National Committee;
  • liaise with other position holders as necessary in respect of financial matters to ensure that they are able to perform their roles effectively (i.e. membership, clothing, stores, awards);
  • manage and act as the primary signatory to the organisation’s bank accounts, cheque accounts, investments and loan facilities (with at least the President or one other National Committee member as agreed);.
  • manage the Club’s cash flow, including the placement of funds surplus to immediate requirements on interest bearing deposit;
  • prepare and present regular financial statements to the National Committee, making sure they are understood;
  • regularly file Business Activity Statements (including GST) with the relevant authorities, where applicable;
  • prepare financial accounts (compliant with Corporate Affairs requirements ) for an annual audit, and provide the auditor with information as required; and
  • prepare and present Treasurer’s annual financial report at the Annual General Meeting

Knowledge and skills required

The Treasurer must be organised and financially responsible.
Professional skills in either Finance or Accounting are desirable.
The ability to communicate financial implications in clear language is important when dealing with a diverse National Committee, other Club position holders, and Members.
The records maintained and the procedures developed must be easily transferable.

Position Description

The Secretary works closely with the President and is the main administration officer of Audax Australia Cycling Club. The Secretary provides the coordinating link between Club Members, the National Committee, National Position holders and outside agencies.

The Secretary’s responsibilities are defined by legislation including the Associations Incorporation Act 1981 (Vic) and the Club’s Constitution. 

Responsibilities and Duties

The Secretary should:

  • Manage the administration of National Committee and Club General Meetings in consultation with the President, including:
    • Prepare the agenda
    • Make arrangements for venue, date, times and hospitality for such meetings
    • Send adequate notice of the meetings
    • Collect and collate reports from National Committee Members and National Position Holders
    • Call for and receive nominations for National Committee positions for the Club AGM
    • Take the minutes of National Committees and Club Annual and General meetings
    • Write up the minutes as soon as possible after the meeting
  • Maintain: o Club’s Membership Register of ordinary and life members
    • Club’s Accident Report Book (as required by our insurers)
    • files of legal documents such as the Constitution and all Regulations (including Regulations, Annexure and Ride Rules)
  • Act as the Public Officer, liaising with members of the public, affiliated bodies and government agencies; including:
    • Providing the Annual Return to Consumer Affairs Victoria
    • Updating the Register of Directors with ASIC (Australian Securities and Investment Commission)
    • Read, coordinate reply and file correspondence promptly
    • Respond to general duties as required by the National Committee.

Knowledge and skills required

Knowledge and Skills Required Ideally the Secretary is someone who:

  • Is alert to the legal and Constitutional requirements of the Club
  • Can communicate effectively
  • Methodical, well organised and can delegate tasks
  • Can maintain confidentiality and impartiality on relevant matters
  • Is persistent

The 10 Secretarial Commandments

  • Thou shalt prepare an agenda, with your President, for every meeting.
  • Thou shalt make sure National Committee members are aware of the time and place of the meeting and ensure the President starts on time.
  • Thou shalt not read the minutes of the last meeting in full (unless members require it).
  • Thou shalt not attempt to take detailed notes of discussions.
  • Thou shalt record all resolutions taken exactly as passed by the Members and ask the President to repeat the words of the motion if you are unsure.
  • Thou shalt ensure that you record the names of the people responsible for following up a resolution, since failure to do so will result in you, the Secretary, doing everything!
  • Thou shalt not volunteer. Nominate Committee members to assist. That’s what they’re there for.
  • Thou shalt not become too involved in debated discussion. If you feel you want to have close involvement in a topic, ask for someone else to take the minutes for that item.
  • Thou shalt encourage members to put in written (even hand-written) reports to cut the waffle and help you in your duties.
  • Thou shalt remember that all National Committee members, especially the Secretary, must help the President run a friendly, fair and effective meeting.

Position Description

Elected Members participate in the National Committee in their own rights, bringing their respective expertise and experience to the assistance of the Association.

Responsibilities and Duties

Each Elected Member is expected to participate in discussion and decision-making by the National Committee.

As the success of the National Committee depends on the contributions made by each of its members, Elected Members are also expected to contribute to policy development, implementation and administration of the Club’s national affairs, through both active participation in meetings and progressing work priorities inter-sessionally.

Knowledge and Skills Required

Ideally Elected Members are people who:

  • can communicate effectively
  • are able to bring their respective expertise and experience to the Association’s benefit
  • are well informed of Association and Member activities at both a National and Regional level
  • are active contributors to National Committee business for the benefit of all Association Members.

Position Description

The Regional Representative formally represents on the National Committee the members of the Regional Committees of their respective Regions.

Responsibilities and Duties

Through their appointment by the Regional Committee, each Regional Representative represents the views and interests of Regional Committees in the relevant Region in discussion and decision-making by the National Committee.

The Regional Representatives should:

  • Attend all National Committee meetings.
  • Review the agenda and accompanying materials prior to attending the meeting.
  • Consult their Regional Committee on its views on agenda items to bring to the National Committee meeting.
  • Actively and constructively contribute to National Committee papers circulated by its Members – eg Budget, policy, operational etc – providing input that is helpful, measured, relevant and timely.
  • Actively and constructively contribute to National Committee discussion – determining the purpose of the discussion; deciding in advance how and what to contribute; keeping replies relevant and concise; and not hesitating to comment, critique or disagree.
  • Volunteer to carry out identified tasks inter-sessionally, either in a subgroup or individually.
  • Further those tasks in a timely fashion and report back to the National Committee on progress and when further guidance or consultation is appropriate.

Knowledge and Skills Required

Ideally State Representatives are people who:

  • can communicate effectively
  • are able to represent the views of their Regional Committees, not simply their personal preferences
  • are well informed of Association and Member activities in their respective Regions
  • are active contributors to National Committee business for the benefit of all Association Members.

Additional National Roles

Additional roles are held at a national level to provide services to all regions. Holders of these roles are not necessarily on the National Committee.

Position Description

The International Brevet Secretary works closely with the Regional Brevet Secretaries and the ACP (Audax Club Parisien) and LRM (Les Randonneurs Mondiax) correspondents to effectively homologate all BRM, LRM and Fleche rides.

Responsibilities and Duties

The International Brevet Secretary is the ACP Representative and LRM Representative for France. All direct correspondence with ACP (Audax Club Parisien) from Australia is via the International Brevet Secretary as stated in Chapter IV Article 9 of the ACP Partnership Agreement.

Knowledge and skills required

Ideally the International Brevet Secretary is someone who is:

  • Well informed on the ride processes
  • Methodical and well organised
  • Experience with Excel is essential
  • Can communicate effectively and keeps tabs on the events within the region
  • Ability to communicate in written French is desirable

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