Part band incubator, part muso/singer/band-matching social club, the Club’s goal is to help and support people into playing live music.
Roles of Officer Bearers
A club committee is the group of people, elected according to the rules or constitution of the club to run the club on behalf of the members and to plan strategically and implement measures to ensure the sustainable future of the club.
SA Live Music Club is an incorporate Club under the SA Associations and Incorporations Act (2009) and is ‘run’ by a committee. The committee works within the guidelines of a constitution holding regular meetings to decide what the club wants to achieve for its members and how to achieve these aims. The committee consists of several ‘Office Bearers’ (President, Vice-President, Secretary, Treasurer) plus up to 6 general committee members.
Various subcommittees have been set up; examples include the ‘Event Management Unit’ and the ‘Random Jam Team’. Any number of other subcommittees can be formed to assist the club to meet its aims.
If a committee position becomes vacant, it will be filled as per the guidelines included in the club constitution. Should the position not be filled, or if there is any prolonged delay, the roles of that position will be shared amongst the other members of the committee as appropriate. Committee members should therefore be prepared to share aspects of the various roles and responsibilities as required.
Note: Committee and subcommittee members are volunteers; none receive payment or other benefit.
President
The President is the figurehead of the club and provides leadership and direction to the committee.
The President is responsible for ensuring that the committee fulfils its responsibilities for the governance and success of the club. As the spokesperson for the club, the president also works to maintain key relationships within and outside of the club.
Specifically, the President will:
- Call and chair all General Meetings, including the Annual General Meeting and any extraordinary General Meetings as required.
- Ensures all committee members are clear on the roles and responsibilities and that they have the appropriate means and support to achieve the club’s aims.
- Liaise with relevant external parties (e.g. venues, music instrument retailers, media etc.) to facilitate the club meetings its aims.
- Manage the implementation and delivery of any policy and procedural needs of the club.
The President will also:
- Be a point of contact for people interested in the club.
- Assist in maintaining the clubs web site salivemusic.club.
- Assist in maintaining and checking the info@salivemusic.club email account & Inbox and any other email accounts as required.
- Assist in maintaining the clubs social media accounts (e.g. Facebook).
Vice-President
The Vice President will support the club president in providing leadership to the club overall including organising the committee and over-seeing the performance of the club. The Vice President will step into the Presidents role in their absence.
Specifically, the Vice President will:
- Chair Committee meetings in the Presidents absence.
- Support in leading the committee and ensuring strong Club governance.
- Assist in the development of partnerships with other music entities/retailers, venues, potential sponsors and funding organisations.
The Vice President will also:
- Be a point of contact for people interested in the club.
- Assist in maintaining the clubs web site salivemusic.club.
- Assist in maintaining and checking the info@salivemusic.club Account & Inbox and any other Email accounts as required.
- Assist in maintaining the clubs social media accounts (e.g. Facebook).
Vice-President
The Secretary is the Public Officer of the club and therefore the official point of contact for all parties (Department of Consumer and Business Affairs; ATO, and any other agencies). The Secretary is the primary administration officer of the committee and along with the President & Vice president provides links with the committee members, financial members and other agencies as required.
Specifically, the Secretary will:
- Coordinate the production of minutes of all meetings, including the Annual General Meeting and any extraordinary general meetings.
- Be the main point of contact for people interested in the club (including any mailing /newsletter subscription / distribution list for the club).
- Maintain a register of members that is regularly reviewed to ensure that the club has means to contact all members.
- Ensure regular contact is made with all members to advise of upcoming club events and activities; liaising with the club Events Management Unit or others to assist in the appropriate promotion of scheduled events.
- Assist other committee members with the production / content of any official club correspondence as required.
- Check and maintain the info@salivemusic.club and secretary@salivemusic.club email accounts and mailbox.
The Secretary will also:
- Be a point of contact for people interested in the club.
- Assist in maintaining the clubs web site salivemusic.club.
- Assist in maintaining and checking the info@salivemusic.club email account & Inbox and any other e-mail accounts as required.
- Assist in maintaining the clubs social media accounts (e.g. Facebook).
Treasurer
The Treasurer is responsible for the financial supervision of the club, allowing the committee to meet governance requirements of the club. The Treasurer is tasked to prepare annual budgets, plan for the club’s financial future and monitor the club’s revenue and expenditure.
Specifically, the Treasurer will:
- Ensure that all money due to the club is collected and received and that all payments authorised by the club are made. All payments may be made by either direct deposit, BPAY or PayPal or such other electronic means available or by cheque.
- 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. This includes all club bank accounts, including credit cards, transaction cards, internet banking facilities are maintained to ensure appropriate governance.
- Prepare a financial statement at the end of each year for presentation at the Annual General Meeting for ratification by club members.
- Prepare a financial statement bi-monthly for presentation at all Committee Meetings for ratification by the committee.
The Treasurer will also:
- Be a point of contact for people interested in the club.
- Assist in maintaining the clubs web site.
- Assist in maintaining and checking the info@salivemusic.club email account & Inbox and any other email accounts as required.
- Assist in maintaining the clubs social media accounts (e.g. Facebook).
Committee Members
The role of a Committee Member is to provide support to the President, Secretary, and other Committee members to ensure the ensuring the club sets and meets its goals and objectives, is administered according to the Club Rules and completes all legal and compliance obligations.
Responsibilities
The general responsibilities of committee members are wide and varied and may include, but certainly not limited to the following responsibilities.
Knowledge
To successfully undertake the role of a committee member they should:
- Be well informed of all club activities, especially those of all sub committees
- Have a good working knowledge of the constitution, club rules and by laws, policies and procedures as well as the duties of all office holders
- Have an understanding of the legal and compliance obligations of running the club
Governance
Committee members generally contribute to the development, definition and delivery of the following club activities and responsibilities:
- Culture and behaviours
- Goals and objectives and documented strategies and implementation plans on how they will be achieved
- Identification and formulation of budgets and cash flow projections for the upcoming year
- Ensuring compliance and legislative obligations are meet
- Ensure the health and safety of all club participants
- Ensure all complaints and disputes are immediately investigated and responded to according to club policies and procedures
- Volunteers are trained and supported throughout the year to undertake their roles successfully
- Assist the President and Secretary in their duties as required
- Undertake tasks at the request of the president or General Committee.
- Undertake club portfolios specified by the President or Committee members
Participating in Meetings
Attending and actively participating and contributing in committee meetings is a core function of a committee member.
Essential Skills and Requirements
- Dedicated club person
- Ability to provide calculated opinion in group discussions at committee meetings
- Outgoing personality
- Effective communicator
- Be discreet and able to maintain confidentiality on relevant matters
Requirements
General Committee members are expected to:
- Act in the best interest of the members at all times
- Attend all Committee members
- Undertake the role in good faith and honesty
If at any stage the committee member becomes aware of a personal conflict of interest, real or perceived between themselves and the club, they should immediately notify the President of the conflict who will immediately inform all other committee members.
Roles of other committee members / sub-committee members
The club committee may elect from within its membership any number of ‘sub-committee officers’ to fulfil any additional roles that may be required (NB: committee member may have several roles). If these roles cannot be filled from within the existing committee membership then the roles will be advertised to the broader membership and filled as per guidelines outlined in the club constitution.
The Membership Officer is responsible for the recording and maintenance of all members of the club.
Specifically, the Membership Officer will:
- Maintain a register of members that is regularly reviewed to ensure that the club has means to contact all members.
- Ensure regular contact is made with all members to advise of upcoming club events and activities; liaising with the club Secretary, Events Management Unit or others, to assist in the appropriate promotion of scheduled events.
- All things necessary to help retain and increase membership including processing applications for membership, issuing reminder notices and processing renewals
- Communicate membership details and other relevant information to authorised officers of the Association to the extent that such information is required for them to carry out their duties in accordance with the rules of the club.
The Events Management Unit is responsible for the coordination of the events held by the club; this includes the development of an annual event calendar to advertise the activities of the club to members and non-members.
Specifically the Events Management Unit will:
- Oversee all club events, ensuring that they are run as smoothly as possible for the maximum benefit of participants (both members and non-members).
- Enlist the assistance of other committee or club members to ensure that the various roles required to effectively run an event are filled.
- Ensure each member of any subcommittee developed understands their role/s for each event and that roles are shared amongst members fairly.
- Provide an opportunity to every member to perform
- Develop and maintaining the Guidelines for Band Selection such that it ensures that bands, duets, ensembles and/or individuals is fair, and without prejudice, bias and/or discrimination.
- “Make the call” in partnership with any delegated event management unit member should weather or other incident warrant the cancellation, postponement or cessation of an event.
- Liaise with the secretary or publicity officer or appropriate others to promote the scheduled event/s.
The Events Management Unit will also:
- Be a point of contact for people interested in the club.
- Assist in maintaining the clubs web site.
- Assist in maintaining and checking the info@salivemusic.club account & Inbox and any other e-mail accounts as required.
- Assist in maintaining the clubs social media accounts (e.g. Facebook).
Note: The EMU can include non-Committee members as needed from time to time.
If you are interested in helping with events in any way, please let us know info@salivemusic.club
The Equipment Officer is to maintain the safe operation and longevity of club equipment. The role generally encompasses the acquisition, management, and protection of club equipment.
The Equipment Officer is responsible for:
- Conducting an annual audit of all club equipment and identify the club’s equipment needs.
- Review all club equipment from an operational and safety perspective. Repair equipment as required and disposing of equipment no longer usable.
- Identify new equipment needs, obtain quotes and seek approval from the committee to purchase the equipment.
- Ensure the equipment register is updated for equipment no longer being used or new equipment purchased.
- Advise the club Treasurer of any purchase or disposal of club equipment.
The Random Jam Unit is responsible for the provision of opportunities of both members and public (guests) to play in a friendly environment.
Random Jam is primarily for members, however guests (public) are welcome. Guests may be encouraged to become members thereafter.
Specifically, the Random Jam Unit:
- Liaise with a venue to organise and run jam sessions on a bi-monthly basis.
- Plan all regular events and provide a calendar and any information to the committee.
- Provide an opportunity to every person to perform.
- Supply any necessary equipment to the jam as needed eg. Amps, drums, PA, etc.
- Maintain and provide songbooks to the participants.
- Advertise events by contacting members and previous guests, providing content to the newsletter, other agencies eg. Venues, and create posts on social media (eg. Facebook).
Note: The Random Jam Unit is not limited in number, must be a member, and can include non-Committee members as needed from time to time.
The Random Jam Coordinator will also:
- Be a point of contact for people interested in the club.
- Assist in maintaining the clubs web site.
- Assist in maintaining and checking the info@salivemusic.club account & Inbox and any other e-mail accounts as required.
- Assist in maintaining the clubs social media accounts (e.g. Facebook).
The webmaster is responsible for the online communications. Effective use of the club website and email newsletter to support and drive the achievement of many of the club’s goals and objectives.
The key objectives of any communication should include the following:
- Build the clubs audience of people who genuinely follow and have an interest in the club
- Build the sense of belonging for the members of the club and its supporters and followers
- Support the achievement of club goals and objectives (e.g. good attendances to gigs)
- Relay important “operational” information to relevant people within the club (i.e. committee, newsletters, membership renewals, etc.)
The Webmaster is responsible for:
- The website must be maintained and kept up to date.
- Having current knowledge and standards with online technologies.
- Ensure a secure and consistent online environment.
- Liaise with committee members to procure input to emails and newsletters so they are regularly produced and distributed.
- Maintain documentation of all web, email, and online activities and procedures.