Hey folks...
Further to the email sent on the 5th of October 2010, I just want to remind everyone of our AGM which will be held at the Valpark Food Court on Thursday 28th October 2010.
The new executive for 2011 will be elected.
Minutes from 2009 AGM are available from Renee
sarenjo@gmail.com and will be available on the night.
Positions available are:
President
Head of Finance
Secretary
Head of Navigation
Head of Solodex
Head of Publishing
Head of Marketing
Functions and responsibilities of the Executive are detailed in Section 3.2 of the constitution as follows:
THE PRESIDENT shall:
a) Lead CARS with the support of the elected members of the Executive
b) Be the chairperson of all Executive and Club meetings
c) Prepare the strategic direction of CARS together with the Executive, which will be reviewed periodically, to ensure its relevance and context
d) Develop and nurture relationships with other sporting organizations
e) Represent CARS at meetings as may be required by this office
HEAD FINANCE shall:
a) Assume the responsibilities of the President in his/her absence
b) Manage the financial affairs of CARS, inclusive of all fixed and liquidated assets
c) Report at least once per month to the Executive on the financial status of the Club
d) Prepare financial reports on a per event basis
e) Prepare the annual budget of CARS and continuously monitor against actual performance
f) Prepare and package all necessary documentation for the Club’s Annual Audit. Submit same to the Auditor’s as required, and work with the Auditor(s) to complete the Audit exercise
THE SECRETARY shall:
a) Notify all attendees of Executive and other general Club meetings
b) Prepare minutes of all Executive and general Club meetings
c) Prepare, disseminate and manage all information and correspondence relating to the general administration of CARS
d) Maintain an archive/scrapbook/chronicle of the Club’s public and private activities, achievements, appearances and publications
e) Be responsible for all membership activities including membership drives, renewal follow-ups and membership card preparation
f) Maintain database information for potential competitors both members and non members.
g) Maintain a record of the financial membership of CARS
h) Coordinate the update of the Constitution of CARS as may become necessary
i) Be responsible for the drafting and adoption of Club Policies, Procedures and Manuals
j) Shall co-ordinate approvals from relevant authorities and property owners as may be required, such as, event location, police permissions, access through private roads, etc.
k) Be responsible for the coordination of all non-competition events, including annual prize giving and periodic social events.
HEAD MARKETING shall:
a) Be responsible for the formation of a Sub-Committee to be called the Marketing Sub-Committee (MSC), to carry out the function of this position
b) Assume the role of Chairman of said Sub-Committee
c) Present to the Executive a list of recommended sub-committee members for approval, and shall work with the Executive to fill the sub-committee membership.
d) Submit to the Secretary the minutes of all Sub-Committee meetings held within one (1) week of said meeting, or barring the submission of minutes, the sub-committee is to submit a monthly report of activities and plans.
e) Prepare the marketing strategy for CARS in the first quarter of the financial year (see Clause 4.6.1)
f) Work with event coordinators to market, promote and secure sponsorship for the club.
g) Work with the Head Publications to advertise and promote the Club and its events.
HEAD SOLODEX shall
a) Be responsible for the formation of a Sub-Committee to be called Solodex Sub-Committee (SSC) to carry out the functions of this position
b) Assume the role of Chairman of said Sub-Committee.
c) Present to the Executive a list of recommended sub-committee members for approval, and shall work with the Executive to fill the sub-committee membership.
d) Submit to the Secretary the minutes of all Sub-Committee meetings held within one (1) week of said meeting, or barring the submission of minutes, the sub-committee is to submit a monthly report of activities and plans.
e) Be responsible for the setting Solodex event dates and defining the overall event parameters, in conjunction with the sponsor and Head of Marketing.
f) Work with the Head of Marketing to develop event budgets and sponsorship strategies.
g) Manage each event’s budget.
h) Work with the Secretary, to maintain all Solodex documentation.
i) Present to the Executive the cash flow requirements for each event at least two (2) weeks prior to the event date.
j) Follow-up the development of the Course and all other supporting activities.
k) For each event, co-ordinate the preparation of all associated documentation including Supplement to Standing Regulations, Press releases etc.
l) For each event, report to the Executive on overall progress, problems encountered and any variations to actions previously approved by the Executive.
m) Submit a Closing Event Report to include findings from a post mortem, the event results, evaluation form comments and the final event accounts. This closing report should be made available to the sponsor and the PSC as required.
n) Be responsible for all administrative and operational activities associated with SoloDex events.
o) Ensure that each event meets the quality standards as set by the Executive.
HEAD NAVIGATION shall:
a) Be responsible for the formation of a Sub-Committee to be called Navigation Sub-Committee (NSC) to carry out the functions of this position
b) Assume the role of Chairman of said Sub-Committee.
c) Present to the Executive a list of recommended sub-committee members for approval, and shall work with the Executive to fill the sub-committee membership.
d) Submit to the Secretary the minutes of all Sub-Committee meetings held within one (1) week of said meeting, or barring the submission of minutes, the sub-committee is to submit a monthly report of activities and plans.
e) Be responsible for the setting Navigation event dates and defining the overall event parameters, in conjunction with the sponsor and Head of Marketing.
f) Work with the Head of Marketing to develop event budgets and sponsorship strategies.
g) Manage each event’s budget.
h) Present to the Executive the cash flow requirements for each event at least two (2) weeks prior to the event date.
i) Solicit Plotters and Checkers for events, although Checkers should be as far as possible selected from the Executive.
j) Coordinate the development of the Route and all other supporting activities – treasures, Observations, Adventure Clues, Questions, Fun event definition etc.
k) For each event, prepare or coordinate the preparation of all associated documentation including Supplemental to Standing Regulations, Press releases etc.
l) For every event, report to the Executive on overall event progress, problems encountered and any variations to actions previously approved by the Executive.
m) Work with the Secretary, to maintain all Navigation documentation.
n) Submit a Closing Event Report to include findings from a post mortem, the event results, evaluation form comments and the final event accounts. This closing report should be made available to the sponsor and the PSC as required.
o) Be responsible for all administrative and operational activities associated with SoloDex events.
p) Ensure that each event meets the quality standards as set by the Executive.
HEAD PUBLICATIONS shall:
a) Be responsible for the formation of a Sub-Committee to be called Publications Sub-Committee (PSC) to carry out the functions of this position.
b) Assume the role of Chairman of said Sub-Committee.
c) Present to the Executive a list of recommended sub-committee members for approval, and shall work with the Executive to fill the sub-committee membership.
d) Submit to the Secretary the minutes of all Sub-Committee meetings held within one (1) week of said meeting, or barring the submission of minutes, the sub-committee is to submit a monthly report of activities and plans.
e) Ensure that CARS official website is updated at least twice monthly so that it contains current information including, inter alia, current Club matters, results from recent events and details of upcoming events. Updates must be made in such a way that information is easily found through intuitive navigation.
f) Produce CARSTALK newsletter on an approximately quarterly basis. A proposed outline is to be furnished to the Executive for approval at least two (2) weeks before the agreed date of mailing.
g) Arrange with selected newspapers for the publication of regular feature articles relating mainly to information on, and activities promoted by, the Club. Such articles are not to replace, but rather supplement press releases. The frequency of publishing is to be negotiated by the PSC and the newspaper.
h) Solicit creative input for newsletter, newspaper and website on Club activities from members and the general public.
i) Continuously strive to ensure balance in content (results, member’s issues, local/international events, educational features, etc.) in both newsletter and website.
j) Ensure that the costs of production/distribution of the newsletter and updating of the website are in accordance with the respective budgetary requirements as approved by the Executive.
k) Seek feedback from members and the general public on newsletter and website, ensuring that appropriate/relevant comments are documented, reviewed and addressed at least once (1) per month.
l) Make recommendations to the Executive on changes to the layout and design of the newsletter and website as deemed beneficial to meeting the objectives of the PSC.
m) Reporting to be a minimum of once monthly , must include;
a) Feedback received on newsletter and website along with the PSC’s plan to address the feedback received.
b) Budgetary information including impending costs and dates incurring.
c) Proposed significant changes to format or content of newsletter and website.
d) Proposal on next newsletter distribution date and content.
e) Proposal on newspaper article contributions.
n) Required Approvals:
a) Disbursement of any sensitive information to be agreed with the CARS Executive prior to being published.
b) All significant changes to the format or content of the website apart from regular updates to be approved by the Executive.
c) Final draft of the newsletter and newspaper articles to be approved by the Executive.
