EXECUTIVE COMMITTEE

President

The President is responsible to the Club and its Members for the overall efficiency in the running and financial administration of the Club through adhering to the requirements of the Club’s Constitution, By Laws and Rules as documented. The President is to:

• Oversee, monitor and assist in the activities of the Executive Committee, Sub Committees and Ex Officio Members in the performance of their responsibilities. Chair and preside over all Meetings.
• Represent the Club in public forum as and when required. Ensure that Club magazines, newsletters and notices are of a high standard and reflect the professional ideals and objectives that the Club strives to maintain.

Vice President

The Vice President is to assist the President in the efficient running and administration of the Club activities. The Vice President is to:

• Deputise for the President and chair and preside over meetings in his/her absence.
• Assist the President and Committee Members/Office Bearers in overseeing Club activities and functions.

Secretary

The Secretary is responsible for the overall administration of events relating to the generation, issue and receipt of correspondence and documentation. The Secretary is to:

• Attend and record the minutes of all Club meetings.
• Provide copies of those minutes to the Club Magazine Editor for publication and circulation to all Club members.
• Organise and advertise times and venues for Club and Executive meetings as required.
• Receive, document, file and reply to correspondence as directed following action resulting from Club meetings.
• Prepare and distribute appropriate AGM documentation in a timely manner.
• Register and record all members’ details from new or renewal applications and provide the mailing details to the Magazine Editor.

Registry details are confidential and are not to be released for commercial or general interest reasons.

Treasurer

The Treasurer is responsible for the day to day financial administration of the Club accounts and funds received and spent at Club events. The Treasurer is to:

• Maintain financial accounting records (computer based) in accordance with accepted accounting/bookkeeping practices to meet annual audit requirements.
• Collect and receipt all funds, in a timely manner, from subscriptions and Club events and in conjunction with the Club Secretary ensure that Membership cards are renewed.
• Ensure that all required receipts are issued as appropriate and pay accounts on time after seeking authorisation signatories from delegated committee members using authorised cheque payment vouchers.
• Be involved in all activities that generate or consume funds so that the appropriate financial records are maintained.
• Co-ordinate Executive approval for expenditure of funds preceding the running of an event.
• Reconcile accounts monthly with bank statements and produce and present Profit & Loss and Balance Sheet statements at monthly meetings for members’ perusal.
• Arrange end of year financial audit and present the audit report at the AGM or as soon as possible thereafter.

Magazine Editor/Production Team

The Magazine Editor and the Production Team are responsible for providing a professional and informative publication within agreed cost constraints covering past, present, future and general motoring related issues to all Club members and approved associated motoring agencies at agreed intervals. The Editor and Team are to:

• Produce the publication based on content, format and distribution numbers and intervals as agreed by the Executive Committee.
• Liaise with the Secretary for copies of the minutes of meetings (for inclusion in Club Members’ distribution) and with the Executive and Members from time to time for appropriate news items for inclusion.
• Seek advertisers and sponsors for appropriate items for inclusion in the magazine.
• Seek agreement of the Executive on advertising rates.

Members Promotion Co-ordinator

The Members Promotion Co-ordinator is responsible for actively promoting the Club’s identity and objectives to enhance the membership base through retaining current members and establishing new memberships by appropriate advertising within the media. The Members Promotion Co-ordinator is to:

• Develop and implement suitable advertising techniques in a format and cost structure agreed to by the Executive.
• Develop a process of welcoming new members by providing a documentation package containing current relative Club literature including a welcomes letter from the President.
• Co-ordinate identification and notification of Members’ significant events from the Members’ Register to be acknowledged personally/generally as appropriate in a most suitable manner.

National Delegates

National Delegates (elected for two years at the AGM) are responsible for representing the Club at the National Delegates Annual General Meeting of the Mustang Owners Club of Australia Inc. held annually (Easter in Concours home state) and mid year in October (in Victoria or nominated state) each year. The National Delegates (usually two members) are to:

• Promote the views of the Club as they pertain to issues under discussion at National Delegates’ Meetings.
• Provide the Club with a written report on the National Delegates AGM and any other issues that are deemed appropriate for inclusion in the Club minutes/magazine for discussion at monthly meetings.

Council of Motoring Clubs Representative

Council of Motoring Clubs Representatives is responsible for keeping the Club informed on developments and issues applicable as discussed at the Council’s monthly meetings. The Representative is to:

• Attend all monthly meetings and provide a written report to the Club on items discussed and actions taken so that they may be included in the Club minutes/magazine for discussion at monthly meetings.

Concessional Licencing Delegates/Vehicle Registrar

Concessional Licencing Delegates/Vehicle Registrar are responsible for ensuring, through inspection (annually), that Club concessional licenced vehicles meet prescribed standards of road worthiness and build configuration to enable licencing by State transport authorities. Delegates are to:

• Be suitably qualified members having qualifications and/or mechanical knowledge to ensure road worthy requirements are met and levels of safety in Club vehicles is maintained.
• Attend concessional licencing inspection venue as and when required.
• Be responsible for maintaining a register of all Club vehicles showing full details of the vehicle and owner including type of licencing for renewal purposes.

Property Officer

The Property Officer is responsible for the accountability of Club property assets. The Property Officer is to:

• Maintain a listing of all assets showing holdings and value and in conjunction with the Club Treasurer determine depreciation/valuation and write off proposals in time for yearly financial audits.
• Maintain the Club trailer in a road worthy condition and ensure it is licenced and insured at all times and is suitably secured.
• Expenses in relation to property purchases are to be authorised by the Treasurer with endorsement from the Executive Committee.

Publicity Officer

The Publicity Officer is responsible for ensuring that the Western Australian public, as appropriate, is informed of Club events and activities that may directly or indirectly relate to them. This responsibility may include the booking of venues and associated restrictions and notification of events to State authorities.

Public Officer

The Public Officer is responsible for ensuring that enquiries from any source concerning Club Registration/Consumer Protection/Legal matters are resolved in a timely manner. The public Officer is to:

• Possess a thorough knowledge of the Club’s Constitution, By Laws and Rules.

Club Photographer

The Club Photographer is responsible for producing filmed evidence of Club events and activities for publication in the Club magazine and other printed media as required. The Photographer is to:

• Be able to attend most meetings, events, activities and functions. Possess his/her own photographic equipment.
• Obtain authorisation of expenses from the Executive prior to incurring same and seek reimbursement after the event as appropriate.
• Make photographs available to the Magazine Editor for use or publication as required.

Social Committee

A committee comprising a number of voluntary current financial members who shall:

• Work closely with the Executive Committee on all matters relating to planned social activities and co-opt the assistance of other Club Members as and when required.
• Prepare lists of events/activities in which the Club and Members can participate taking into consideration the appeal of the broader base of Club Members.
• Ensure lists and updates are distributed to Club Members with the Club Magazine as and when required.
• Ensure approval of expenses associated with events/activities is obtained from the Executive Committee prior to committing Club funds to any event. The Club Treasurer is to be approached in the first instance and he/she shall co-ordinate a Committee response.
• Submit proposals for Club financial subsidisation of events to the Committee (through the Treasurer) for consideration, discussion and approval in a timely manner.
• Have a delegated financial responsibility to spend up to $100.00 in purchasing items for either Club Raffles for any one event or for incidentals associated with any one other social event. Reimbursement of expenses and ratification of these expenses is to be sought from the Committee.
• Ensure reconciliation of all income/expenses associated with all social events/activities prior to delivering the net proceeds to the Committee Treasurer.

Club Merchandise Coordinator

The Club Merchandise Coordinator is responsible for the purchasing and inventory control of Club merchandise including stationery requirements and in arranging the printing there of. The Merchandising Coordinator is to liaise closely with the Club Property Officer in areas of common interest.

Club Sheriff

The Club Sheriff is responsible for imposing fines or other penalties on Members for infringements or misdemeanours considered worthy of such action on any event or activity.

Prepared & Accepted by the Executive Committee

Mustang Owners Club of WA (Inc.)

23 May 2005