Frasercoast Member Guide - Fraser Coast Branch - Ulysses Club

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The Branch President’s YearAt the first Committee MeetingoooooEnsure all new committee members are familiar with:• Their individual position descriptions & the committee’s expectations,• The “Fraser Coast Committee Members Guide”,• The Club Constitution,• The Member’s Handbook,• The “Fraser Coast new members welcome pack”.Ask what each committee member wants to contribute and/or achieve during theirterm?Check that each committee member has or can quickly establish a timetable ofsignificant dates relating to their position (eg. The Newsletter editor will need toadvise the due dates for the President’s and Treasurer’s reports for each newsletter.The ride and social coordinators will need to establish a preliminary ride/eventscalendar and so on…).Suggest all committee members begin mentoring another member to relieve orassume the incumbent’s position for the next year.Check whether regular committee meetings are suitable for all committee membersand establish a calendar of meetings and locations.During the year:ooooIt is the President’s responsibility to ensure all committee roles and tasks are carriedout cohesively, effectively and promptly.Become reasonably familiar with the club’s constitution & members handbook, andread “The Ulysses Story”.Submit a regular President’s report for the Newsletter, as per the productioncalendar.Be aware that the President will often be expected to make announcements,statements and decisions at short notice and deal with member’s comments andoutbursts at times!Page 6

What does The Branch Secretary do?1. Minutes & MeetingsooooSecretaryTakes accurate minutes at Branch Committee meetingsCirculates minutes to Committee members for verificationEnsures minutes are signed by the President (or Meeting Chairman) & SecretaryDistributes verified branch committee meeting minutes to the branch committeemembers, ordinary members and NAO (National Administration Office) in a timelymanner2. Correspondence & ReportsoooooReads & forwards correspondence to branch committee membersProvides responses to correspondence as requiredEnsures relevant correspondence is made available to ordinary members asappropriateLiaises with other branches, clubs, associations, businesses and local government onbehalf of the branch committeeWrites reports as required3. Database & FilingooMaintains a filing system of branch recordsMaintains a register of local members, sponsors & legal documents4. Scheduling & PlanningooAssists the President and committee in yearly planningInforms the committee members when due dates are loomingHow does The Branch Secretary do it?1. Minutes & MeetingsMinutingooooooProduce minutes of Committee Meetings using the template providedPrior to the meeting, add the correspondence to the template as it is received/sentComplete the rest of the template sections as the meeting progressesDistribute completed minutes to Branch President (or Meeting Chairman) forverification and signingSign Minutes and forward to National SecretaryDistribute copies of Minutes to branch membersNotification of meetingsooooSetup calendar to do it for you automatically (use Google calendar if wish)Ensure the committee decides how often and when they will meet at the firstcommittee meeting of the yearPlace these dates on a calendar and set up a reminder to be sent to each committeemember, also requesting agenda items and liaise with President in this regard.Several days before each Branch Committee meeting, remind committee membersby email and attach previous meeting minutes, current meeting agenda and anyother relevant documents

2. Correspondence & ReportsMailoooooCollect mail from post office box• Fraser Coast Branch P.O. Box 401 at the Central Avenue Post Office, Pialba• The box key is inherited by the new Secretary• A second key may be held by the President or other committee member asdetermined by the Branch CommitteeRecord incoming mail and any replies on a meeting template in preparation for thenext committee meetingConsult with the committee on any matter requiring urgent attentionReply to mail in an appropriate mannerPass on mail to relevant committee person. (Current minutes template, Branchletterhead and envelope templates already exist)Electronic mailoLiaisonoProcess electronic mail in the same manner as postal mailBe the point of contact for external people who make contact with the branch forwhatever reason• Contact can be via telephone, post, email or in person• Always carry a notepad and pen• Use branch business cards for passing on email addresses and telephonenumbers (Ensure these are current).Reporting• Sometimes it may be more effective to present information to the committee inthe form of a report so that an issue can be addressed appropriately andeffectively3. Database & FilingMembers Databaseo Maintain the register of members provided by annual update of currency ofmembership from NatCom administration office.o NatCom for privacy reasons will only provide Name, Membership number, expirydate, and town.o Any further information is gained through sign in sheets at meetingsFilingo A computer disc containing electronic branch files is inherited and maintained by thenew Secretaryo The disc includes templates for all branch documents (minute template, etc.)o The branch files currently include:• Committee Meeting Minutes• Correspondence and reports• Attendance sheets from branch social meetings & eventso Emails are filed within in a logical framework similar to electronic fileso Maintain a folder of “at hand” information including:• A current copy of the constitution• A current copy of the Members’ Guidebook• Ulysses Insurance Policy details, ABN and other such information.Page 8

4. Scheduling & Planningo Liaise with the Ride and Social Coordinator to assist with a yearly Branch calendar ofevents containing all the branch activities (including rides) eg. Christmas Party andChristmas Charity Ride (The coordinator may attend to this themselves)o Preparation for each must include allowing adequate time for each of the events tobe planned and to be successfully runo Decide who will be responsible, and how event information will be passed tomembers (eg. Newsletter, website, email, socials, etc.)o Reminders for due dates etc. can be easily managed via a Google calendar (if used)o Ask committee members to start their own (These can then be updated withinformation from the branch calendar, which is maintained by the Secretaryo Alternatively a manual diary can be kept by committee membersAnnual Tasks - The Branch SecretaryAt the first Committee MeetingoooUse the official NatCom “Branch Committee Form” to change branch contact details,then submit to the National Secretary & Local Webmaster for web update. (Thisshould be done asap after AGM).Establish the dates for each committee meeting throughout the coming year (Mustbe a minimum of 6 per annum)Investigate a branch calendar of events and rides for the year and who is to maintainthis important planning document.Handy HintsMaintain a logical filing system.Regularly communicate information to the committee and membership.Maintain impartiality.Be knowledgeable of the club’s constitution and strategic plans.Ensure you have reasonable computer skills and can use word processing & spreadsheetsoftware such as Microsoft Word & Excel or you are proficient in managing a manualequivalent system.Do not become too involved in Branch Meeting discussions, so you can record minutesaccurately. Alternatively, move to have a Minute Secretary appointed (ex-officio).Remember you are one of the three executive committee positions so even though youare performing a valuable role you have the same say and vote as the rest of thecommittee.

What does a Treasurer do?TreasurerActs as the custodian of the branch’s financial resources and is intricately involved inconstructing and managing the branch’s budget.Acts as one of the signatories to the branch’s bank & cheque account(s).Liaises with the club’s National Treasurer as appropriate.Maintains records of the branch’s financial transactions.Prepares and presents financial statements for branch meetings.Issues receipts for all monies inwards, and promptly deposits to the branch bankaccount(s).Makes all approved payments promptly.Prepares the financial accounts for an annual audit.Produces member’s name badges as requiredHandy HintsSeek advice on the requirements of Business Activity Statements, GST, FringeBenefits tax and withholding tax (depending on our state of Incorporation – NSW).An assets register may need to be kept so that depreciation can be recorded.Keep the branch’s financial affairs as simple as possible.Do not pay out any money without the committee’s authority.Ensure that there are at least 2 signatories on the branch account(s).Ensure bank statements are reconciled with your records.Ensure you have reasonable computer skills and can operate spreadsheet softwaresuch as Microsoft Excel or similar.Be open, honest and remember the money belongs to the membership NOT theTreasurer.The Branch Treasurer’s YearAt the first Committee MeetingoooConfirm that the annual branch financial statement to 31 December has been sent tothe National Treasurer.Change signatories on branch bank account(s) as appropriate.Establish what you require from the committee and members and advise accordingly(eg. Receipts for all transactions requiring reimbursement).During the yearooRegularly maintain a written record of all branch debits and credits.Submit a written financial statement at each branch committee meeting for inclusionwith the meeting minutes.Page 10

Ordinary Branch Committee MembersWhat does an Ordinary Committee Member do?Represents the branch when required.Attends committee meetings and participates in discussions and decision making.Represents the interests of the members.Takes on minor portfolios such as Newsletter editor, Quartermaster, Webmaster,Welfare Officer, Vice President, Welfare officer or Membership officer.Help communicate to the members any decisions by the committee.Assists with the organisation, set-up & clean-up at events and functions.Offers to assist, be proactive and demonstrate initiative.Handy HintsBe prepared to disagree or question committee decisions in a meeting forum - thiswill ensure that decisions are well discussed and thought through.Keep a file of club minutes and anything else collected at meetings.Ask an executive member to mentor an ordinary committee member.Groom ordinary members for eventually taking on the roles of a committee position;this is part of succession planning.Ordinary Branch Committee Member Positions (As required)Vice PresidentNewsletter EditorRide and Social CoordinatorQuartermasterWebmasterWelfare OfficerMembership OfficerEx-Officio PositionsSergeant at Arms (not used currently)Raffle organiserAny - as seen fit and required at time!

Vice PresidentWhat does the Vice President do?Supports the President publicly.When the President is unavailable, conducts meetings, represents the branch, hostsguests, deals with the media and other such activities that a President mightundertake.Offers to take on duties of the President when there is an overload.Attends meetings and leads sub-committees.Lives the values of the Branch & Club.Handy HintsAs part of succession planning, the Vice-President is the first choice for grooming totake on the President’s role in the future. This should be discussed early in thebranch year, with the President and committee members and other members soughtfor this position, if required.Newsletter editorWhat does the Newsletter editor do?Actively seeks information of interest to the members from Branch activities and beyondGathers executive officer reports to publishDistributes information to the members via a bi-monthly newsletterThe Newsletter Editors YearAt the first Committee MeetingooEstablish a calendar of newsletter production dates for the year.Advise the relevant committee members of the due dates for their reports which willbe included in each newsletter.During the yearoNewsletters• Confirm with the Ride and Social Co-ordinator that all ride & event details arecorrect before publishing, if required in the Newsletter.• Produce the newsletters to a regular schedule (ie. Every two months).• Ensure the newsletter is published on the Branch website via Webmaster.• Advise members via email (through Secretary) when new newsletters areavailable and include an attached link.• Print copies of the newsletter and make available at branch meetings and send tothose without internet as requested. (Costs are reimbursed via Treasurer).Page 12

Ride and Social Co-OrdinatorThe Ride and Social Co-Ordinator’s YearAt the first Committee MeetingoooEstablish a calendar of confirmed rides and events for (at least) the next threemonths, published on our website (via Webmaster).Remember to include significant annual rides and events (Pink Ribbon, Charity Ride,Memorial ride, Xmas Party, AGM, etc.) on an all-of-year proposed calendar.Establish ride leaders for (at least) the first month’s rides.During the yearooooMaintain a calendar of rides and events throughout the year, bearing the pointsabove in mind. Consider best distribution for members who have no internet.Plan & co-ordinate each ride with the ride leader (ie. Use standard template on webto establish times, distance, stops etc.).Ensure the ride leader understands expectations (eg. They call ahead to the lunchvenue before departing - if req’d, ensure `Tail end Charlie’ and corner markprocedures is known, etc).Maintain a folder of complete ride profiles that can be re-used in future.AdvertisingoAdvertise rides and events via (at least) 2 different methods. This could include thebranch website, newsletter, email or hard copy (Costs reimbursed via Treasurer).GeneraloEstablishing two standard methods (in writing) for catering at rides & events (ie.Both self-catered and commercial venues) and ensure members are aware of howevents are catered.

The Quartermaster’s YearAt the first Committee MeetingooQuartermasterPresent a written inventory of all regalia stock.Present a written statement showing current stock value, cash held, accounts owingand orders outstanding.During the yearoooOrder only pre-paid items for members (Refer Fraser Coast Branch Committeemeeting minutes – December 2010).Order specific items as requested and issue receipts for deposits taken.Present the Treasurer with cash and cheques monthly, accompanied by a writtenrecord of the relevant financial transactions.Welfare OfficerThe Welfare Officer’s YearAt the first Committee Meetingo Ensure you have access to an up-to-date record of member’s contact details.During the yearo Maintain contact with members as appropriate and as required.o Prepare a written report for each newsletter.o Present a verbal report to each monthly social.During the yearooooooWebmasterReceive information for inclusion on the website from the committee memberspublishing – Newsletter editor, Ride and Social Co-ordinator, executive and branchmembers.Regularly maintain the branch website to keep it current.ASAP after each branch meeting, update the site with relevant photos & notices – astaken or received.Upload each issue of the online ride calendar & events.Upload each issue of the branch newsletter and committee meeting minutes.Has final say on format and content of website. However, advised to exceptcommittee requests for change and any member’s requests for photos or anythingoffensive to be removed.Page 14

During the yearMembership OfficerEnsures new member’s Welcome Packs information is up to date and approved bycommittee.Ensure new and prospective members and guests are made welcome and introduced atsocial meetings and are seated with existing members and not left to “fend forthemselves”.Ensure at least one person is designated, if you are unavailable, to greet members andguests at all meetings, events and rides.Ensure “Welcome Packs” for new members are available at monthly social meetings;which include: Membership application forms, welcome letter, newsletter, a ‘Riding on’magazine and ride/event calendar at least. Also, it is suggested to include Committeenames and positions and key contacts list, branch website details, info on UCARF,MOATY, Road safety committee and AGM events.Consider assigning a ‘buddy’ to prospective members if members ok with this role.Ex-Officio Positions (if required)Sergeant at Arms (may be incorporated with Quartermaster)During the yearAssetso Maintain a written inventory of all branch assets, including consumableso Replenish consumable stock as necessaryo Present all receipts to the Treasurer for reimbursemento Maintain a “sign-out” book for when branch assets are usedSocials & EventsoEnsure the branch banner and flags are to hand when required at socials and eventsRaffle OfficerDuring the yearo Run raffles for the branch committee at socials events and rides.o Seek prizes via donation or purchase to assist branch member’s funds.o Manage money and distribute prizes.o Hand over profits and accounting to treasurer.o Manage multi-draw raffles and major prizes over 2-3 months, when possible.o Try to add fun element to this role as seen fit or advised.o Work in conjunction with Welfare officer.

Succession PlanningThe ongoing success of any branch can be enhanced by way of planning for the future. Thissort of planning includes answering two questions;Who will take the reins from current committee members?How can I ensure they move into their role smoothly?Ideas for Succession PlanningIdentify branch members who possess an expertise or passion for a particular areaof your branch management and encourage their involvement.Construct long term plans to guide future committee members.Maintain clear and concise role statements for your branch’s office bearers.Acknowledge your current support personnel & committee members publicly.Ensure committee members espouse the virtues of their roles. Whilst some tasks canbe tedious, keep the negative comments behind closed doors.Identify ordinary committee members who can learn the roles of executive officebearers.Encourage your vice-president to learn the role of president and act as a proxy onoccasion.Promote office bearing as an investment in the future of the branch.Display role model enthusiasm and passion for committee roles. Demonstrate a‘service to branch and your motorcycling interests’ attitude.Trouble ShootingSometimes, issues and disagreements will arise between members. When that happens:Approach the issue or complaint in a proactive manner.Focus upon solutions, not blame.Remain on task. Do not be sidetracked by other issues.Be empathic and understanding (i.e. try and see the other person’s point of view)Do not try and solve the problem immediately; allow time for people to ‘cool down’and reflect.Refer to others with greater expertise.If necessary, consult the national committee for advice—they will probably haveexperienced similar issues before.Do not be defensive. Do not turn the issue into personalities and do not push yourown point of view.Ask the complainant to assist with the solution—ask them what they want to seehappen.Small issues will be resolved when individuals are clear of the purpose and objectivesof the club and it’s branches; prominently displaying these in writing is useful.Do not sacrifice the club values for anything or anyone!Page 16