Position and Role Descriptions

Descriptions of the roles of President, Secretary, Treasurer, Public Officer and other roles needed within the club.


President Role                  

Approved 3 Sept 2011

The President's role as an executive committee member is to represent the Club, oversee the portfolios and liaise with members and the committee.


A good Management Committee President will:

  • speak clearly and succinctly;

  • be sensitive to the feelings of members;

  • be impartial and objective;

  • start and finish on time;

  • be approachable;

  • have an understanding of the voluntary and community sector;

  • be tactful;

  • have knowledge of the Club's key networks;

  • be able to delegate;

  • have experience of management committee involvement;

  • show interest in member's viewpoints;

  • have sound knowledge of the Club's work;

  • have an ability to respect confidences; and

  • ensure decisions are taken and recorded.



It is the duty of the president of the Club

The President has no executive authority to act on behalf of the Committee without consultation, however is normally appointed the liaison person between the Committee and members of the Club.

The President must follow up on all decisions made in meetings.

The President must ensure all events are organised according to Club procedures and policies.

The President's main responsibility is to chair and conduct meetings.

  • The Chairperson's role is not particularly outlined in the legislation, however there are responsibilities that are evident the Chairperson is required to do on behalf of the Committee.

  • As part of the meeting's procedure the Chairperson is responsible for the following:

    • Calling a meeting in the absence of the Secretary

    • Opening the meeting

    • Declaring whether or not a quorum is present

    • Ensuring the agenda is followed and order is kept at all times

    • Inviting discussion for and against each item of business

    • Dealing and identifying any conflicts of interest between parties present on matters requiring discussion or voting.

    • Ensuring that restricted matters are not decided by the Committee and that expenditure limits are not exceeded

    • Closing the meeting






Approval Date: 3 September 2011


The Secretary's role as an executive committee member is to maintain and organise all the paperwork of the Club and oversee the portfolios.  The email address allocated is secretary@nanua.net

A good Management Committee Secretary will:

  • be methodical, with a good eye for detail;

  • be well organised, with an orderly mind;

  • bring objectivity to the proceedings;

  • deal promptly with correspondence;

  • be able to take accurate notes of meetings;

  • make sure members receive all the necessary material;

  • bring the necessary material to the meeting;

  • work well with the Chairperson;

  • ensure quorum is met for meetings; and

  • have knowledge or experience of committee procedures.

It is the duty of the secretary of the Club to ensure:   

  • that the correct books and records are kept.

  • Accepting notices on behalf of the Club

  • Making arrangements for inspections of the Club records

  • Issuing certificates on behalf of the Club

  • Calling all General and Committee Meetings

  • Preparing agendas and paperwork for each meeting

  • Preparing minutes and circulating to all committee members

  • Attending to incoming and outgoing correspondence on behalf of the Club

The Secretary of the Club must keep the following records:

  • a register of committee members and office bearers, available for inspection by anyone

  • a record of any committee member conflicts of interest, available for inspection by members

  • all minutes of the proceedings of committee and general meetings.

Day To Day Procedures

  • The secretary of the Club must, as soon as practicable after being appointed as secretary, lodge notice with the Club of his or her address.

  • Allocate and monitor all portfolios to ensure completion.

  • Ensure the completion of the Department of Fair Trading forms.

  • Review all policies, procedures, rule books and constitutions.

  • Sponsorship Portfolio: organise and oversee the portfolio



Approval Date: 3 September 2011

 The Treasurer as an executive committee member is to maintain all financial and related activities.  The email address allocated is treasurer@nanua.net

A good Management Committee treasurer will:             

  • be capable of handling figures and cash;

  • have an orderly mind and methodical way of thinking;

  • have experience in dealing with large sums of money and budgets;

  • have experience of financial control and budgeting;

  • have an eye for detail;

  • be available to be contacted for ad hoc advice;

  • have a financial qualification or relevant experience;

  • good communication and interpersonal skills;

  • ability to ensure decisions are taken and followed-up; and

  • show good time-keeping.


It is the duty of the treasurer of the Club to ensure:

  • that all money due to the club is collected and received.

  • that all payments authorised by the Club are made.

  • that correct books and accounts are kept showing the financial affairs of the Club, including full details of all receipts and expenditure connected with the activities of the club.

  • to aid the Public Officer in completing the Annual Statement for Dept. of Fair Trading.

  • appropriate budgets are prepared for the committee

  • submit a summary of the club's financial affairs to the AGM.

The Treasurer of the Club must keep the following records:

  • a record of the Club's financial transactions and position with the aid of Financial Software

  • a register of members

  • a register of authorised signatories.


Day To Day Procedures

  • Expenses: Pay as need arises checking with committee via email or meeting.

  • Float: ensure that all floats are at the Racecourse Friday Night before Race Day.

  • Members Database: Maintain Members Database

    • Enter correctly filled our Membership forms and Waivers into Database

    • Supply Secretary with copy of Database

    • Post Letter, Membership Form and Nanua Flyer

  • Financial Records: Use Quickbooks to maintain accurate records and reports.

  • Prize Portfolio: organise and oversee the portfolio.  Including:

    • Receive Trophies and Cash from Various Parties

    • Prepare Prizes for Race Day

    • On Day: Organise and Give out Trophies




Public Officer                

Approval Date: 22 May 2010

An incorporated association is required to have a public officer who has attained the age of 18 years and is a resident of New South Wales.

The public officer is the official contact point for an incorporated association.

The public officer can be a committee member, a member of the association or an outsider.

Unless the rules of an incorporated association provide otherwise, the public officer of an incorporated association may hold any other office of the association.

The committee of an incorporated association appoints the public officer for the association.

The Public Officer is an executive, officer-bearing position with the Nanua Picnic Race & Quarter Horse Club committee or as said in the consitution.

What are the obligations of the public officer?

Notice of appointment

A new public officer must lodge a notice of vacancy/appointment/change of address of public officer notifying of their appointment, within 14 days of the appointment.

Notice of change of address

Where a public officer changes his or her address, the public officer must give the Registry notice within 14 days by lodging a notice of vacancy/appointment/change of address of public officer.

Register of committee members

The register of committee members of the association is to be kept at the residential address of the public officer and must be made available for inspection by any person, free of charge, at all reasonable hours.

Annual statements

The public officer must lodge an Annual statement (with the prescribed fee, within one month after the date of each annual general meeting of the association. The statement is a summary of the year’s financial transactions. A penalty may be imposed on the public officer for failure to lodge the form in the required time.

Change of name of the association

The public officer must apply to the Commissioner for Fair Trading for approval of a change of name within one month after the passing of a special resolution to change the association’s name. An application for approval for change of name must be lodged, together with the prescribed fee.

Alteration of objects or rules

After the passing of a special resolution altering the statement of objects or rules of an incorporated association, the public officer must lodge a notice of alteration of objects or rules, with the prescribed fee, setting out the particulars of the alteration. A penalty may be imposed on the public officer for failure to lodge the form in the required time.



Assistant Secretary

Under construction

Assist the Secretary and Treasure in their duties 

  • Ensure the completion of portfolios duties
  • Assist in the organisation and running of the Club


Vice President

Under construction                                                                                                                 

Assist the President in their duties 

  • Monitor the completion of portfolios duties
  • Represent the Club as needed
  • Assist in the organisation and running of the Club
  • Chair meetings in absences of the President



Vet needs to be available at all events.


Animal Welfare & Safety Officer

A person nominated to ensure all safety procedures are followed

Write an incident report for any accident that happens and other unsafe incidents.

Also needs to do gear checks as appropriate

Assist Event Coordinator to complete Emergency Plan And Contacts Form

Assist Event Coordinator to complete Activity Risk Checklist Form