Dear Member,

Due to a casual vacancy for the role of  Treasurer on the Management Committee of Tamarama SLSC, please find attached notice of a Special General Meeting. This meeting is called under rule 32.4 of the Club Rules.

We invite you to attend this meeting at the clubhouse 6.30 pm on Monday to elect a new Treasurer.

In accordance with the Club Rules, no other matters will be discussed at this meeting.

The role of Treasurer is vital to the leadership of our club. This role involves stewardship of the Club’s finances. Attached to this notice of the meeting is a draft position description outlining the various elements of the role in more detail.

We invite you to consider nominating for this important leadership position. Active, financial members of more than 6 months or life members are eligible to nominate. To nominate, please complete the attached nomination form, including obtaining signatures from a nominator and seconder, who also must be active financial members for more than 6 months or life member.  Nominations open at 6.30 pm on Monday 19 February 2018. Nominations close at 6.30 pm on Monday 5 March 2018.

If you have any questions about this letter, the process or the role, please contact me, Alice Lang at [email protected].

We look forward to seeing you on 12 March for the SGM.

Yours sincerely,

Alice Lang

Secretary

 Notice of Special General Meeting

A Special General Meeting of the Tamarama Surf Life Saving Club Incorporated will be held

When     6.30 pm AEDT

Monday 12 March  2018

Where    Tamarama SLSC Club House

1A Pacific Avenue, Tamarama NSW

Agenda

1. Welcome
   • Attendance [please sign register]
   • Apologies
2. Appointment of returning office
3. Lifesavers’ Prayer
4. Nominations for the position of Treasurer
5. Election of the Treasurer
6. Close

Nomination form

for the Secretary on the Management Committee of Tamarama SLSC

Nominee

Nominator

Seconder

 I confirm I am an active and financial member of more than 6 months or Life member of Tamarama SLSC

JOB DESCRIPTION –TREASURER

Management Committee Role

The Management Committee is responsible for;

• Control and manage the affairs, all property, and funds of the Club;
• Shall carry into effect all directions conveyed to it by resolution of any General Meeting;
• May exercise all such functions as may be exercised by the Club, other than those functions that are required by these Rules to be exercised by a General Meeting;
• Has power to perform all acts, and do all things, which in the opinion of the Management Committee are necessary or desirable for the proper management of the affairs of the Club, provided they are not inconsistent with the Rules; and
• May authorise any Member or Members of the Management Committee to execute any document on its behalf, subject to Rules 49 and 54.

RESPONSIBILITIES AND DUTIES

• Control all funds of the Club
• Ensure that all money due to the Club is collected and received and that all payments authorised by the Club are made without delay
• Only make payments that have been approved by the Management Committee;
• Ensure 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;
• Give, at all General and Management Committee Meetings, a statement of the financial position and financial performance of the Club as up to date as reasonably possible;
• Arrange for the annual financial statements of the Club to be prepared and audited in accordance with the relevant Accounting Standards and Auditing Standards, ready for presentation at the Club’s Annual General Meeting;
• Be responsible to the Management Committee; and
• Be exempt, while holding Office, from inclusion on the Patrol Roster.
• Is the Chief Financial Management Officer for the Surf Club
• Drive the Executive/Management Committee to prepare annual budgets with assumptions for their respective areas
• Collate and consolidate the area/divisional budgets into an overall Club budget
• Produce relevant and timely financial reports and submit these to each Management Committee meeting as required and ensure they are understood
• Monthly preparation of bank reconciliation and Profit & Loss comparing actual to budget
• Monitor the actual v budget results monthly seeking explanation for material variation >10% so the Executive can be advised
• Maintain the Surf Club’s accounting records including detailed records of all payments and monies received ensuring it is logically filed with authorised supporting documentation
• Liaise with Club auditor regarding the annual audit and preparation of compliant financial statements for presentation to members at the AGM
• Cause the preparation of statutory returns and reports as required, specifically Activity Statement for the ATO (www.ato.gov.au)
• Liaise with Director Administration to ensure the entity is compliant with relevant Legislation and Regulations, particularly Associations Incorporation Act NSW (1984) (www.fairtrading.nsw.gov.au) and the Charitable Fundraising Act (1991) (www.dgr.nsw.gov.au) and various taxation requirements

KNOWLEDGE AND SKILLS REQUIRED

• Prior bookkeeping experience essential
• Prior experience in the preparation of bank reconciliations essential
• Prior experience in the preparation of balance sheet and Profit & Loss statements highly desirable
• Computer skills in Excel and MYOB (or like) highly desirable
• Well organised and able to work unsupervised and be self-motivated
• Understanding of the need for proper controls and governance over Club finances e.
• Purchase orders (properly authorised with supporting documentation)
• Payment/Cheque requisitions (properly authorised with supporting documentation)
• Cheques & EFTs authorised by two authorised executive members
• Ability to allocate regular time periods to maintain the books
• Ability to keep correct up-to-date records
• Able to work in a logical orderly manner
• Time management skills
• Maintain a Policy of Loyalty to the Surf Club and its activities whilst also maintaining confidentiality and respect towards members
• Awareness of information, needed for the Annual Audit