BAXTER SC AGM 2021 SEASON


Our Annual General Meeting (AGM) will be held on Thursday November 26th at 7pm via Zoom. All welcome.

Due to the COVID-19 Pandemic, this years AGM will look much different via Zoom.

Please register here:

https://us02web.zoom.us/meeting/register/tZApfuGurjkqHtZFaMvz0XOfp924ccpuolqX

Want to help with the development of your club? We are looking for new members for our committee. All committee positions will be declared vacant at the AGM, so if you have fresh ideas to help with the development of Baxter Soccer Club, then nominate yourself to be of assistance. You will be helping build and shape your club for your children’s playing future.

Please note positions for the executive committee (President, Vice President, Secretary, and Treasurer) must be in writing and emailed to president@baxtersoccerclub.org.au before November 25th 2020. Nominations for all other positions can put be in writing.

All coaching and team managers’ positions will be declared vacant at the AGM. Any person who wishes to coach or team manage next year is asked to forward their nomination in writing by email to president@baxtersoccerclub.org.au or by hand at the AGM. All coaching and team managing staff will be selected by the new committee.

PLEASE NOTE UNDER GOVERNMENT LEGISLATION ALL COMMITTEE MEMBERS, COACHES AND TEAM MANAGERS MUST HAVE A “WORKING WITH CHILDREN” CHECK COMPLETED PRIOR TO THE START OF THE 2021 SEASON. ALL COACHING PERSONNEL IS RECOMMENDED TO HOLD A MINIMUM “JUNIOR COACHING LICENCE”, PRIOR TO SEASON 2021 COMMENCING. REFER http://www.footballfedvic.com.au/

Baxter Soccer Club Position Descriptions

Below you will find a list of each position and a brief description of each. PLEASE read and think about stepping up onto the committee. Get involved with your child’s club.. we are all volunteers…and the more people we have to fill the roles…the easier it is and the smoother the club runs. At the end of the letter is a cut off section where you can nominate yourself. Please email to president@baxtersoccerclub.org.au by November 25th 2020.

Position Description Summary

President

As President your responsibilities include but are not limited to:

  • Presiding over monthly committee meetings.

  • Liaise with Frankston City Council.

  • Liaison officer to FFV and attend official meetings with FFV.

  • Be available to address issues that arise during the season whilst undertaking a leading role in the management of the Club.

Vice President

As Vice President your responsibilities include but are not limited to:

  • Undertaking an active role in club decisions.

  • Preside over monthly committee meetings when president is unavailable.

  • Attend meetings with or in place of the President as required.

Secretary

As Secretary your responsibilities include but are not limited to:

  • Attend monthly committee meetings.

  • Prepare agenda for monthly meetings.

  • Take minutes at meetings and circulate to the committee.

  • Collect mail from mail box located at Baxter Post Office.

  • Report on mail received by club.

  • Respond where applicable to any mail received whether that be online or in the post

  • Be available for contact from FFV regarding club issues.

  • Attend meetings with other groups eg FFV Frankston Council etc.

Treasurer

As Treasurer your responsibilities include but are not limited to:

  • Prepare and maintain account system for club,

  • Attend monthly committee meetings.

  • Prepare and present current reports at monthly committee meetings.

  • Attend to correspondence from banking institutions when required.

  • Be available to issue and sign cheques when required.

  • Maintain a record of all accounts. Including banking if necessary.

  • Organise the payment of accounts when due (eg Telephone, Electricity etc).

  • Organise Referee payments for home teams when required.

  • Ensure all players are financial.

Registrations Officer

As Registration Officer your responsibilities include but are not limited to:

  • Maintain player database addresses, date of birth, contact details.

  • Ensure all players are in correct age groups.

  • Ensure all players are registered with FFV or Bayside league.

  • Attend monthly committee meetings.

  • Provide a registrar report if required.

  • Contact coaches prior to the season beginning to ask for a team list to cross check with active registrations.

  • Liaise with coaches monthly to ensure team lists and registrations are up to date.

  • Work closely with Treasurer to maintain spreadsheet of active players.

Coaching Co-Ordinator

As Coaching Co-Ordinator your responsibilities include but are not limited to:

  • Responsible for the recruitment and guidance of all Junior coaches.

  • Actively involved in the recruitment and guidance of Senior coaching department.

  • Being readily available to assist and provide support to all coaches as required.

  • Being readily available to Senior players if they need to discuss issues and assist in solving problems with the help of the committee.

  • Answer directly to the President and Vice President.

  • Organise and Chair Coaches meetings and facilitate discussions amongst coaching department when required.

  • Being readily available to assist Junior Co-Ordinators, Players and their families to address any concerns if required.

  • Having an active role in the everyday running of the club, ensuring all runs smoothly.

Junior Co-Ordinator

As Junior Co-Ordinator your responsibilities include but are not limited to:

  • Assist the President and Vice President with the running of the Junior department of the Club.

  • Be the Figurehead for the Junior part of the club/

  • Dealing with all Junior issues and being available to solve any Junior issues with the assistance of the committee.

  • Liaising directly with the President and Vice President to ensure happiness and growth in the Juniors.

  • Chairing Junior Delegate Sub-Committee Meetings and bringing all Junior issues to Club Committee for decision and action.

  • Responsible for organisation and running of Junior Match Days.

  • Must be directly involved with the Juniors, eg. Parent.

Junior Assistant Co-Ordinator

As Junior Assistant Co-Ordinator your responsibilities include but are not limited to:

  • Responsible for assisting the Junior Co-Ordinator with the running of the Junior Department of the Club.

  • Assistance with Dealing with all Junior Issues.

  • Chairing Junior Delegate Sub-Committee meetings when Junior Co-Ordinator is unavailable.

  • Assistance with the organisation and running of Junior Match Days.

  • Must be directly involved with the Juniors, eg. Parent.

Equipment Officer

As Equipment Officer your responsibilities include by are not limited to:

  • Issue and maintain log of all equipment issued to teams.

  • Replace any faulty equipment when deemed appropriate.

  • Issue first aid kits.

  • Replace used items from first aid kits.

  • Collect and correlate all returned equipment at season’s end.

  • Responsible for cleanliness and organisation of Club Store Room.

Uniform Officer

As Uniform Officer your responsibilities include by are not limited to:

  • Order stock as required.

  • Be available on select training nights to sell uniform requirements (eg socks, shorts etc).

  • Keep track of all uniform sold.

  • Receipt and bank all monies taken from sales.

Canteen Officer

As Canteen Officer your responsibilities include by are not limited to:

  • Order stock as required.

  • Keep track of all stock bought and sold.

  • Be available on training nights to operate the canteen.

  • Develop roster to ensure that canteen is operational at all required times.

  • Ensure that all paid staff sign on & off so that wage expenses can be tracked.

  • Manage canteen float and bank all monies taken from sales.

  • Ensure canteen is kept clean as per food hygiene standards.

Fundraising/Events Officer

As Fundraising/Events Officer your responsibilities include by are not limited to:

  • Come up with and canvass club members for ideas on fundraisers.

  • Liaise with sponsors to be included in fundraising events.

  • Organise fundraising events such as Trivia Night and raffles with the help and full support from the committee and fundraising assistants. Ideal position for someone who has lots of ideas and loves to socialise.

  • Create flyers and circulate to club members to ensure maximum attendance at fundraisers/social events.

Fundraising Assistants

As Fundraising Assistant your responsibilities include by are not limited to:

  • Assist fundraising officer with events such as Trivia Night. This is a less demanding role. Ideal for people who want to help but can’t commit lots of time.

  • Assist with coming up with and canvass club members for ideas on fundraisers.

  • Assist Fundraising/events officer with flyers for circulation to club members.

Sponsorship Officer

As Sponsorship Officer your responsibilities include by are not limited to:

  • Liaise with local businesses interested in supporting our club.

  • Help improve on sponsorship packages already developed. Ideal position for a business professional who can afford a couple of hours a week to make a massive contribution to the financial stability of our club.

  • Co-ordinate Sponsor signs going up on fences and around the club.

  • Co-ordinate Sponsor information being published on Baxter Soccer Club Website and Social media.

  • Co-ordinate Sponsor information being printed on team strips.

Maintenance Representative

As Maintenance Representative your responsibilities include by are not limited to:

  • Organise cleaning contractors.

  • Maintenance issues.

  • Maintenance log book (damages & maintenance required are recorded and noted when fixed).

  • Skips emptied.

Newsletter Editor

As Newsletter Editor your responsibilities include by are not limited to:

  • Publish monthly newsletters during the season.

  • Collect, collate and publish relevant information for monthly newsletter. Ideal position for someone with a small amount of time and a computer to express their creative flair.

Website Administrator

As Website Administrator your responsibilities include by are not limited to:

  • Maintain and be accountable for all information relating to our website this includes but is not limited to officials’ listings, match reports, news and ideas etc.

Club Liaison Representatives

Club Liaison Representatives your responsibilities include by are not limited to:

  • Represent Club at any meetings requested by the President (if required) for Junior and Senior Issues.

  • Attend committee meetings and report when requested.

Frankston City Council Liaison Representative

Frankston City Council Liaison Representatives your responsibilities include by are not limited to:

  • Attend quarterly meetings at Frankston City Council and liaise with Council regarding Club matters.

Coaches

Sub Junior

  • Make training both fun and educational.

  • Be available for training on Thursday Night and for Saturday Games.

  • Liaise with Coaching co-ordinators for any assistance you may require.

Junior

  • Make training both fun and educational,

  • Be available on Tuesday & Thursday evening for training, and allocated times for Sunday Games.

  • Liaise with Coaching co-ordinators for any assistance you may require.

Team Manager Coordinator

  • Liaise between team managers and club.

  • Be first point of contact for questions from team managers.

  • Be available to help during initial team set up at beginning of each season.

  • Liaise with Registrations Officer when there are team changes to ensure all players are registered.

  • Ensure player parents are aware of all club events by circulating flyers provided by Fundraising /Events Officer or assistants.

Team Manager Sub Junior

  • Receive and maintain contact list of team.

  • Make rosters for bbq/washing etc.

  • Organise help with setting up/packing up of pitches when playing home games.

  • Distribute newsletters and correspondence when issued.

  • Liaise with Registrations Officer when there are team changes to ensure all players are registered.

  • Ensure player parents are aware of all club events by circulating flyers provided by Fundraising /Events Officer or assistants.

Team Manager Junior

  • Receive and maintain contact list of team.

  • Make rosters for bbq/washing/linesperson etc.

  • Organise help with setting up/packing up of pitches when playing home games.

  • Distribute newsletters and correspondence when issued.

  • Fill out “Team Sheet” correctly prior to all games

  • Hand “Team Sheet” book and passports to Official Game Referee ½ hour prior to kick off time.

  • Collect “Team Sheet” book and passports after game.

  • Liaise with Registrations Officer when there are team changes to ensure all players are registered.

  • Ensure player parents are aware of all club events by circulating flyers provided by Fundraising /Events Officer or assistants.

PLEASE REMEMBER TO USE OUR SPONSORS SO THEY CONTINUE TO SUPPORT OUR CLUB!!

If you wish to sponsor our club, we have various packages on offer. It is a great way to advertise your business, is 100% tax deductible, and helps your local club grow. Please talk to a committee member today.

NOMINATIONS:

Please note all nominations for any position for 2019/2020 committee or within Baxter Soccer Club ie. coach, team manger etc must have a “Working with Children” check completed prior to commencement of season 2020.



2020 AGM letter
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