VICTORIA PARK BELMONT BASEBALL CLUB

GUIDELINES FOR DUTIES OF COMMITTEE MEMBERS

1. Management Committee

The Management Committee is responsible for the day-to-day administration and operation of the Club as well as implementing the Club's rules and ensuring that the Club complies with all rules and requirements of the Associations Incorporation Act.

Responsibilities include but are not limited to:

Call and hold meetings as required by the Act.
Making key decisions about the Club's operations and activities and ratifying them for implementation.
Developing and implementing the Club's strategies, plans and policies.
Overseeing the budget, approving spending, managing sponsorships and grants and ensuring financial viability.
Enforcing the rules of the Club as well as drafting and voting on changes to them.
Responsible for the appointment of a Club Head Coach as well as any other positions or roles within the organisation and the appointment of any sub-committees to perform said duties.
Calling an Annual General Meeting (AGM) every year within 6 moths of the end of the Club's financial year.
Disclose any conflict of interests.

2. Executive Committee

In those instances wherein may be necessary to convene on short notice to address pressing issues that affect the organisation substantially, such as an emergency crisis, and it is neither practical nor possible to assemble the entire Management Committee, the Executive Committee may act on behalf of the Club.

The Executive Committee is comprised of the following officers:

President

Vice President Seniors

Vice President Juniors

Secretary

Treasurer

Registrar

Any two of the President, Vice President Seniors, Secretary or Treasurer may act in combination as signatories for Club financial matters as per By-Law 9.

Responsibilities of officers include but are not limited to:

3. President

Be entitled to preside at all meetings of the Club and see that business is conducted in a proper manner and on those occasions where the vote shall at any time be equal, he/she shall have the casting vote.
May call committee meetings and generally shall ensure the well-being and objects of the Club.
On written requisition of ten (10) percent of the Ordinary Members or twenty (20) Ordinary Members, whichever is the lesser figure, call a Special General Meeting to discuss the business contained in such requisition and such meeting shall be called within twenty-eight (28) days from the date of receipt of the requisition.
Attend all meetings of the controlling bodies of baseball and express the views of the Club as directed by the Management Committee and report back to the Club any proceedings and decisions of the meetings.

4. Vice President Seniors

Assist the President at all meetings of the Club and in the absence of the President, the Vice President Seniors shall perform all the functions indicated for the President if the President for any reason is unable to perform them.
The Vice President Seniors shall represent the senior players of the Club and in the absence of the President attend all meetings of the controlling bodies of senior baseball and express the view of the Club as directed by the Management Committee and report back to the Club any proceedings and decisions of the meetings.
Ensure all senior teams have coaches with appropriate certification and liaise with the Equipment Officer to ensure teams have access to all necessary equipment.
To be responsible for liaising with all senior coaches and scorers about award winners for the season, purchasing all senior trophies, liaising with the Registrar to ensure correct spelling of player's names and liaising with the Secretary to ensure all perpetual trophies have personal replicas accounted for.

5. Vice President Juniors

Assist the President at all meetings of the Club and in the absence of the President, the Vice President Juniors shall perform all the functions indicated for the President if the President for any reason is unable to perform them.
The Vice President Junior shall represent the junior players of the Club and in the absence of the President attend all meetings of the controlling bodies of junior baseball and express the view of the Club as directed by the Management Committee and report back to the Club any proceedings and decisions of the meetings.
Ensure all junior teams have coaches with appropriate certification and liaise with the Equipment Officer to ensure teams have access to all necessary equipment.
In consultation with the Club Coach, and any nominated sub-committee members, appoint a Junior Development Officer.
To be responsible for liaising with all junior coaches and scorers about award winners for the season, purchasing all junior trophies, liaising with the Registrar to ensure correct spelling of player's names and liaising with the Secretary to ensure all perpetual trophies have personal replicas accounted for.

6. Secretary

Attend all Management Committee meetings and ensure that minutes of such meetings are accurately recorded, receive all correspondence and answer such questions as may be asked in accordance with the Constitution.
Keep a record of all correspondence inward and outward.
At the Annual General Meeting shall furnish a list of officers and members as at the close of the preceding year and their addresses.
At the Annual General Meeting shall read to the meeting the names of persons comprising the Management Committee for the preceding year and their attendance at meetings during the year.
Be entitled to attend all Special General Meetings of the Club and shall ensure that minutes of such meetings are accurately recorded.
Keep and maintain an up-to-date condition rules of the Association and, upon request of a member of the Association, must make available those rules for the inspection of the member and the member may make a copy of or take an extract from the rules.
Upon request of a member of the Association, make available the minutes for the inspection of the member and the member may make a copy of or take an extract from the record but will have no right to remove the record for that purpose.
Unless the members resolve otherwise at a General Meeting, retain custody of all books, documents, records and registers of the Association, other than those required to be kept and maintained by, or in the custody of the Treasurer.
Ensure all information is disseminated to members.
Collate the Annual Report and organise the printing of such.
Aid in the maintenance of up-to-date data bases of members and Club information.
Liaise with the Website Coordinator and Social Media Coordinator to introduce new and relevant content and information.

7. Treasurer

Receive and pay all moneys belonging to the Club into such bank or banks as shall be approved by the Management Committee in the name of the Club.
Keep an account of all money received and expended.
Balance the books for the purposes of the Annual Audit and shall prepare an income and expenditure statement and balance sheet to be presented to the Annual General Meeting.
Arrange for an independent audit of Club financial records in accordance with the Associations Incorporation Act prior to them being presented to the Annual General Meeting.
Present a monthly statement and balance to the Management Committee meetings.
Liaise with the Registrar to ensure all registrations are invoiced for the applicable fees and collect and receipt those playing fees.
Ensure playing fees are updated in By-Law 1 each season as required.

8. Registrar

Keep a register of all playing members, social members and life members names and addresses and the nature of memberships.
Be responsible for all clearances to and from the Club and ensure any players seeking a clearance are financial prior to the clearance being granted.
Keep a record of uniform distribution and recovery for all playing members.
Arrange for the annual review of all registration details on the Club's registration portal, ensuring compliance with all privacy regulations and communicating any registration information to members and the Management Committee.

9. Head Coach

Coaching the State League/ Reserves squad and as such be responsible for developing all training programs, formulating game plans and guiding both individual and team development on and off the field.
Help develop a cultural/ organisational structure that supports the values of VPBBC, including compliance with and enforcement of, the VPBBC Code of Conduct as it applies to both players and coaching staff.
To liaise with the Vice President Juniors and any nominated sub-committee to appoint a Junior Development Officer.
Communicate effectively and regularly with junior and senior coaches to aid player development and the movement of players between grades as required.
To aid the VPBBC Management Committee in ensuring all coaches have the appropriate certifications and help facilitate the gaining of said certifications.
Liaise with the VPBBC Management Committee on the requirements of the State League/ Reserves squad, including the acquisition of any import players and attend Management Committee meetings to discuss team direction and requirements.

10. Member Protection Officer

To have practices and policies in place that comply with Baseball Australia's Member Protection Policy which aims to ensure that everyone involved with baseball is treated with respect and dignity and is protected from abuse, bullying, harassment, sexual misconduct, discrimination, victimisation and vilification.
To guide members with concerns about member protection or child safeguarding issues by providing impartial, confidential information on a person's rights, responsibilities and options to help them resolve issues within the Club's established Member Protection Policy.
Liaise with coaches to provide awareness of their responsibilities in regard to Member Protection and safeguarding policies through Baseball Australia's National Integrity Framework and Child Safeguarding policies which aim to protect children from abuse and harm by creating safe inclusive environments.
To avail themselves as the initial, impartial point of contact for anyone with a question, concern or complaint related to member protection.
Ensure that anyone working or volunteering in child-related roles including but not limited to coaches, managers, Junior Development Officer and all canteen staff have a current Working With Children Check (WWCC) and maintain records of all WWCC holders.

11. Heritage Committee Chairperson

Be responsible, along with the other members of the Heritage Committee, for the preserving of the history of the VPBBC, the collation of team and individual statistics for display, the archiving and electronic cataloguing of all scorebooks and the overseeing of the VPBBC Hall of Fame.
Be responsible, along with the other members of the Heritage Committee, for the creation and maintenance of the VPBBC Hall of Fame guidelines and procedural documentation and their implementation, the vetting, validation, voting and induction processes as well as maintaining and updating all records.
As Heritage Committee Chairperson liaise with the Management Committee about all history related matters, including the Hall of Fame.
Organize meetings, agendas and tasks to coordinate all heritage-related projects for the Heritage Committee, overseeing documentation and collection management.

12. Website Coordinator

To act as a central information hub for members and the public, promoting Club activities, facilitating member registrations and merchandise purchases, providing online storage for important documents such as those of governance as well as historical information through a regularly updated website.
Manage and maintain the Club's website, create, edit and upload content, ensuring content and all Club information is up-to-date.
Liaise with other members of the Management Committee and in particular the Social Media Coordinator about organising, developing and publishing content for the Club's website that marries with the Club's social media platforms and represents the most engaging and relevant information available.

13. Social Media Coordinator

Manage the Club's social media presence by creating and uploading engaging content, promoting social events, fundraising and baseball activities.
Disseminate important operational information such as scheduling alterations, game cancellations, Club events, player information, posting game scores, sponsor information and engaging the VPBBC community.
Liaise and collaborate with the Website Coordinator and members of the Management Committee to develop and coordinate the posting of content.

14. Equipment Manager

Responsible for the procurement, maintenance and organisation of all team equipment, ensuring it is in good working condition, meets safety standards and is inventoried at the conclusion of each season.
Team equipment to be organised may include, but not be limited to, equipment bag, training balls, game balls, bats, batting helmets, catching gear and any other shared equipment such as bat weights, batting tees and machine pitch machines, as may be required and agreed upon by the Management Committee.
Liaise with the Management Committee about required purchases and ordering volumes.
Distribute gear bags and any related equipment to junior and senior coaches and be responsible for their collection and auditing at the conclusion of the season.

15. Junior Development Officer

Attend junior trainings based on scheduling that allows for training sessions of all junior grades to be attended equally and consult with junior coaches on which days training will be attended.
Conduct coaching sessions and clinics to teach baseball fundamentals of throwing, hitting, fielding and base-running through to advanced skills and strategies, while focusing on safety, good sportsmanship and teamwork.
Design and deliver training programs for all age groups that develop players' understanding of defensive and offensive strategies by teaching positional skills.
Liaise with the Head Coach about prospective players and movement between grades, as well as utilising import players and State League/ Reserves players for assistance with coaching sessions.
Liaise with local Tee-Ball clubs, schools and community groups, providing support as needed and a continued pathway in diamond sports through baseball for players as they progress.
Must possess a current Working With Children Check (WWCC).

16. Scoring Coordinator

Ensure that all teams, both junior and senior, have scorers available to score their games for the season and that those scorers are all furnished with the appropriate scorebook for their grade.
Ensure that all individuals responsible for scoring the games are appropriately trained, have the required level of accreditation and knowledge of the rules of the game to accurately compile the official record.
Ensure all scorers are appropriately trained by providing and facilitating scoring training programs and utilising the Western Australian Baseball Scorers & Statisticians Association (WABSSA) wherever required.
Liaise with the Management Committee over the number and types of scorebooks to be purchased each season and organise the purchase of these through WABSSA.
Ensure the Club has the necessary equipment required, internet access and appropriately trained people available for Game Changer recording.
Collaborate with any appropriate parties, including the Heritage Committee, on the collation of all player and team statistics and their accurate record for both award presentation and archiving.
Be responsible for the collection of all junior and senior scorebooks at the conclusion of the season and delivering them to the Heritage Committee for archiving and storage.
Avail themselves as a point of contact for all scoring related consultation from scorers of junior or senior grades and actively encourage all scores to progress their skills through the various levels of accreditation.
Attend Management Committee meetings and provide a report on all scoring matters and any actions that may be required.

17. Female Engagement & Liaison Officer

Promoting inclusivity and support for women and girls of all ages and backgrounds within the Club by fostering a welcoming and safe environment.
Act as a representative for female interests to the Management Committee and facilitate communication between players and management, ensuring their needs are understood and addressed by the Committee.
Help develop programs and initiatives to increase female participation and leadership within the Club.
Work to create a safe and supportive environment by addressing any incidents of exclusion or inappropriate conduct.
Liaise with the coach of the Women's Baseball team, providing assistance as required.

18. Fundraising & Grants Coordinator

Be responsible for managing the Club's fundraising activities and securing financial support from various sources including developing and submitting grant proposals, gaining, developing and Maintaining sponsor relationships as well as coordinating fundraising & social events.
Identify potential grant opportunities and submit proposals and fundraising submissions.
In conjunction with the Management Committee appoint a social sub-committee where necessary to assist with planning and organisation of fundraising events.
With the aid of the Management Committee develop a calendar of events, manage budgets and promote social events to members.
Review Club sponsorship packages annually and propose any amendments to the Management Committee.
Propose sponsorship packages to potential Club sponsors and cultivate & maintain strong relationships with new and existing sponsors ensuring that obligations are met and both Club and sponsor benefit.
Liaise with the Website Coordinator and Social Media Coordinator to promote sponsors and business opportunities.

19. Merchandise Manager

Be responsible, in consultation with the Management Committee, for the selecting, designing, sourcing and developing Club branded apparel and other merchandise to members and supporters.
Liaise with suppliers to obtain pricing and design options.
Conduct stocktakes as required, order new merchandise as needed and organise storage of remaining stock at the conclusion of the season.
Liaise with the Website Coordinator to maintain up-to-date list of available merchandise, optimise product presentation and provide simple ordering options for members.

20. Canteen Mananger

Is responsible for the overall operation of the Club canteen, including managing inventory, staffing, budgeting, planning menus and purchasing of stock as required.
Overseeing volunteers and staff, managing the handling of cash and sales and the preparation of all foods ensuring adherence to health codes and food safety regulations.
Provide regular updates on canteen performance, stock needs and any issues or requirements to the Management Committee.
Must possess a current Working With Children Check (WWCC).

21. Bar Manager

Oversees all aspects of the Club's bar operation, including any staffing requirements, managing inventory and adherence to all legal and safety regulations.
Is the approved Manager appointed by the licensee (The Club), is the responsible person in charge of the bar and has completed all required training and certification.
Must possess a Responsible Service of Alcohol (RSA) certificate and ensure that all staff also possess an RSA certificate.

22. Operations Coordinator

Liaise with the City of Belmont (CoB) over any planned works that may affect the playability of Club grounds and be responsible for overall facility maintenance and management.
Responsible for all club uniforms, including liaising with the Registrar over team numbers to ensure enough uniforms for junior and senior teams, distribution of uniforms to team coaches and collection of uniforms at the conclusion of the season as well as organising cleaning and storage.
Organise umpiring rosters for Club personnel and ensure all Club umpires have the required certification and that coaches are made aware of players rostered to umpire each weekend.
Facilitate umpire training and certification courses in association with the Umpires Association (WABUA).
Be responsible for organising works to be completed and liaising with the Website Coordinator and Social media Coordinator to advertise events such as busy bees.
Provide support as needed to all other Club staff and coaches as directed by the Management Committee.
Responsible for encouraging Club members to take part in coaching, umpiring, scoring and first aid training sessions and assist them in attaining certifications.
Be responsible for the collation and displaying when necessary of all records of member coaching, umpiring, scoring, first aid and WWCC verifications.

VICTORIA PARK BELMONT BASEBALL CLUB

1. Management Committee

Call and hold meetings as required by the Act.

Making key decisions about the Club's operations and activities and ratifying them for implementation.

Developing and implementing the Club's strategies, plans and policies.

Overseeing the budget, approving spending, managing sponsorships and grants and ensuring financial viability.

Enforcing the rules of the Club as well as drafting and voting on changes to them.

Responsible for the appointment of a Club Head Coach as well as any other positions or roles within the organisation and the appointment of any sub-committees to perform said duties.

Calling an Annual General Meeting (AGM) every year within 6 moths of the end of the Club's financial year.

Disclose any conflict of interests.

2. Executive Committee

3. President

Be entitled to preside at all meetings of the Club and see that business is conducted in a proper manner and on those occasions where the vote shall at any time be equal, he/she shall have the casting vote.

May call committee meetings and generally shall ensure the well-being and objects of the Club.

Attend all meetings of the controlling bodies of baseball and express the views of the Club as directed by the Management Committee and report back to the Club any proceedings and decisions of the meetings.

4. Vice President Seniors

Assist the President at all meetings of the Club and in the absence of the President, the Vice President Seniors shall perform all the functions indicated for the President if the President for any reason is unable to perform them.

Ensure all senior teams have coaches with appropriate certification and liaise with the Equipment Officer to ensure teams have access to all necessary equipment.

5. Vice President Juniors

Assist the President at all meetings of the Club and in the absence of the President, the Vice President Juniors shall perform all the functions indicated for the President if the President for any reason is unable to perform them.

Ensure all junior teams have coaches with appropriate certification and liaise with the Equipment Officer to ensure teams have access to all necessary equipment.

In consultation with the Club Coach, and any nominated sub-committee members, appoint a Junior Development Officer.

6. Secretary

Attend all Management Committee meetings and ensure that minutes of such meetings are accurately recorded, receive all correspondence and answer such questions as may be asked in accordance with the Constitution.

Keep a record of all correspondence inward and outward.

At the Annual General Meeting shall furnish a list of officers and members as at the close of the preceding year and their addresses.

At the Annual General Meeting shall read to the meeting the names of persons comprising the Management Committee for the preceding year and their attendance at meetings during the year.

Be entitled to attend all Special General Meetings of the Club and shall ensure that minutes of such meetings are accurately recorded.

Keep and maintain an up-to-date condition rules of the Association and, upon request of a member of the Association, must make available those rules for the inspection of the member and the member may make a copy of or take an extract from the rules.

Upon request of a member of the Association, make available the minutes for the inspection of the member and the member may make a copy of or take an extract from the record but will have no right to remove the record for that purpose.

Unless the members resolve otherwise at a General Meeting, retain custody of all books, documents, records and registers of the Association, other than those required to be kept and maintained by, or in the custody of the Treasurer.

Ensure all information is disseminated to members.

Collate the Annual Report and organise the printing of such.

Aid in the maintenance of up-to-date data bases of members and Club information.

Liaise with the Website Coordinator and Social Media Coordinator to introduce new and relevant content and information.

7. Treasurer

Receive and pay all moneys belonging to the Club into such bank or banks as shall be approved by the Management Committee in the name of the Club.

Keep an account of all money received and expended.

Balance the books for the purposes of the Annual Audit and shall prepare an income and expenditure statement and balance sheet to be presented to the Annual General Meeting.

Arrange for an independent audit of Club financial records in accordance with the Associations Incorporation Act prior to them being presented to the Annual General Meeting.

Present a monthly statement and balance to the Management Committee meetings.

Liaise with the Registrar to ensure all registrations are invoiced for the applicable fees and collect and receipt those playing fees.

Ensure playing fees are updated in By-Law 1 each season as required.

8. Registrar

Keep a register of all playing members, social members and life members names and addresses and the nature of memberships.

Be responsible for all clearances to and from the Club and ensure any players seeking a clearance are financial prior to the clearance being granted.

Keep a record of uniform distribution and recovery for all playing members.

Arrange for the annual review of all registration details on the Club's registration portal, ensuring compliance with all privacy regulations and communicating any registration information to members and the Management Committee.

9. Head Coach

Coaching the State League/ Reserves squad and as such be responsible for developing all training programs, formulating game plans and guiding both individual and team development on and off the field.

Help develop a cultural/ organisational structure that supports the values of VPBBC, including compliance with and enforcement of, the VPBBC Code of Conduct as it applies to both players and coaching staff.

To liaise with the Vice President Juniors and any nominated sub-committee to appoint a Junior Development Officer.

Communicate effectively and regularly with junior and senior coaches to aid player development and the movement of players between grades as required.

To aid the VPBBC Management Committee in ensuring all coaches have the appropriate certifications and help facilitate the gaining of said certifications.

Liaise with the VPBBC Management Committee on the requirements of the State League/ Reserves squad, including the acquisition of any import players and attend Management Committee meetings to discuss team direction and requirements.

10. Member Protection Officer

To guide members with concerns about member protection or child safeguarding issues by providing impartial, confidential information on a person's rights, responsibilities and options to help them resolve issues within the Club's established Member Protection Policy.

To avail themselves as the initial, impartial point of contact for anyone with a question, concern or complaint related to member protection.

Ensure that anyone working or volunteering in child-related roles including but not limited to coaches, managers, Junior Development Officer and all canteen staff have a current Working With Children Check (WWCC) and maintain records of all WWCC holders.

11. Heritage Committee Chairperson

Be responsible, along with the other members of the Heritage Committee, for the preserving of the history of the VPBBC, the collation of team and individual statistics for display, the archiving and electronic cataloguing of all scorebooks and the overseeing of the VPBBC Hall of Fame.

As Heritage Committee Chairperson liaise with the Management Committee about all history related matters, including the Hall of Fame.

Organize meetings, agendas and tasks to coordinate all heritage-related projects for the Heritage Committee, overseeing documentation and collection management.

12. Website Coordinator

To act as a central information hub for members and the public, promoting Club activities, facilitating member registrations and merchandise purchases, providing online storage for important documents such as those of governance as well as historical information through a regularly updated website.

Manage and maintain the Club's website, create, edit and upload content, ensuring content and all Club information is up-to-date.

Liaise with other members of the Management Committee and in particular the Social Media Coordinator about organising, developing and publishing content for the Club's website that marries with the Club's social media platforms and represents the most engaging and relevant information available.

13. Social Media Coordinator

Manage the Club's social media presence by creating and uploading engaging content, promoting social events, fundraising and baseball activities.

Disseminate important operational information such as scheduling alterations, game cancellations, Club events, player information, posting game scores, sponsor information and engaging the VPBBC community.

Liaise and collaborate with the Website Coordinator and members of the Management Committee to develop and coordinate the posting of content.

14. Equipment Manager

Responsible for the procurement, maintenance and organisation of all team equipment, ensuring it is in good working condition, meets safety standards and is inventoried at the conclusion of each season.

Liaise with the Management Committee about required purchases and ordering volumes.

Distribute gear bags and any related equipment to junior and senior coaches and be responsible for their collection and auditing at the conclusion of the season.

15. Junior Development Officer

Attend junior trainings based on scheduling that allows for training sessions of all junior grades to be attended equally and consult with junior coaches on which days training will be attended.

Conduct coaching sessions and clinics to teach baseball fundamentals of throwing, hitting, fielding and base-running through to advanced skills and strategies, while focusing on safety, good sportsmanship and teamwork.

Design and deliver training programs for all age groups that develop players' understanding of defensive and offensive strategies by teaching positional skills.

Liaise with the Head Coach about prospective players and movement between grades, as well as utilising import players and State League/ Reserves players for assistance with coaching sessions.