Committee Positions and Role Descriptions

The structure of Committees and roles within Committees may vary according to their purpose and length of operation.  The traditional structure includes the Chair (or President), Treasurer and Secretary, each with defined and distinctive roles. These are generally supplemented by general Committee members or Portfolio Representatives.  This structure might not necessarily suit all clubs. 

Role of the President (Chair)

Charged with providing leadership and direction to the Committee, the President is responsible for ensuring that the Committee fulfils its responsibilities for the governance and success of the club. He/she also works to optimize the relationship between the Committee, any paid employees, volunteers and other members, and to achieve the club’s agreed goals. The Presidents is generally the spokesperson for the club and should work to maintain key relationships within and outside of the club.

For a sample Role Description Click Here

Role of the Vice President (Vice Chair)

The Vice President is responsible for assisting the President to fulfill his/her responsibilities for the governance and success of the club.  This may mean chairing meetings at short notice. The Vice President role is commonly regarded as preparation for the next President. At times the Vice President will need to work with the President to help him/her understand concerns and alternative points of view within the club.

For a sample Role Description Click Here

Role of the Treasurer

The Treasurer is responsible for the financial supervision of the club to allow the Committee to provide good governance of the club. The Treasurer is the chief financial management officer whose tasks include the preparation of annual budgets, planning for the organisations financial future and monitoring the organisations revenue and expenditure. It is desirable that the treasurer is well organized and possesses a level of financial expertise.

For a sample Role Description Click Here

Role of the Secretary

The Secretary (see below for Victorian clubs) is responsible for the documentation and communication of the activities of the Committee.  The secretary is the primary administration officer of the Committee and provides the links between the Committee, members and outside agencies. The Secretary should be a good communicator, maintain confidentiality on relevant matters and have the ability to delegate tasks and supervise others. Amongst the Secretary's tasks are to prepare agendas, prepare and distribute minutes, receive and disseminate correspondence to and from the club etc. Sometimes clubs find it better to split the administrative roles so you have a Correspondance Secretary, Minutes Secretary etc.  

For a sample Role Description Click Here (Victorian Clubs see below)                                        

In Victoria  the term 'Secretary' now relates to the role previously known as the Public Officer - the link between the club and Consumer Affairs. In most cases the additional tasks will be added onto the existing administrative roles as they are not onerous. This is not essential however. Where this is not desired, a name change will be required for the existing 'Secretary' e.g. Administrtaion Officer.  

 For a sample of a combined role for Victorian clubs Click Here

Role of the Public Officer (called Secretary in Victoria) 

The Public Officer is appointed by the Committee and is not elected by the members of an incorporated association. Generally this person needs to be a resident of the state and over the age of 18. In short, the Public Officer provides the liaison between the organisation and Consumer Affairs.  

For a sample Role Description Click Here  For a sample of a combined role for Victorian clubs Click Here