Roles and Responsibilities

Purpose: The purpose of this document is to outline the roles and responsibilities of all members at North Western Bee Club Inc.

Scope: All members at North Western Bee Club Inc.

References: NWBC � 01 Constitution, NWBC � 03 Member Code of Conduct, NWBC � 04 Committee Code of Conduct, NWBC � 05 Apiary Management

Definitions: Nil

Procedure

NWBC is incorporated as North Western Bee Club. Its ABN is 67 590 698 695. It is governed by an elected committee of approximately 14 members who manage the business of the association. The club has approximately 40 members in total.

• Office Bearer Positions:
• President
• Vice-President
• Secretary
• Treasurer
• Committee members
• Other nominated club positions:
• Coordinator of the club�s apiary
• Stores Manager
• Librarian
• IT/Website Coordinator
• Members

The day to day management of the organisation is delegated to the secretary under the direction of the president.

The success of the club ultimately rests on the willingness of everyone to co-operate and work collectively towards the purpose of the NWBC as outlined in the constitution (See NWBC � 01 Constitution).

Responsibilities

President:

• Ensure mechanisms are in place to allow effective consultation between the committee and members of the club.
• Work with the secretary to prepare an agenda for all meetings and keep track of all ongoing matters.
• Chair committee meetings.
• Assign actions to office bearers, committee members and club members.
• Work with the secretary to prepare status reports (monthly and annually), on what has occurred and what is planned, that can be accessed by members.
• Ensure club activities are in line with the club�s purpose.

Vice-President:

• Support the president in their role.
• Act as the president when they are not available.

Secretary:

• Update Consumer Affairs Victoria whenever there is a new secretary appointed (must be done within 14 days).
• Maintain the register of NWBC members and provide members with access.
• Lodge documents as required with the Registrar as outlined in the Associations Incorporation Reform Act.
• Work with the president to prepare an agenda for all meetings and keep track of all ongoing matters.
• Take minutes of committee meetings and make these minutes available to all members.
• Work with the president to prepare status reports (monthly and annually), on what has occurred and what is planned, that can be accessed by members.
• Ensure all reoccurring payments are authorised by the committee and forwarded to the treasurer for payment. These include � website hosting, club personal liability insurance, member personal liability insurance, Zoom and the Beekeepers Club Inc newsletter subscription.
• Compose and distribute the club�s newsletter among members.

Treasurer:

• Receive all moneys paid to the club and issue receipts in the name of the club.
• Ensure all moneys received are paid into the account of the club within five days after receipt.
• Only make payments authorised by the committee.
• Ensure outgoing payments are authorised by at least two committee members � (over $200?)
• Ensure the financial records of the club are kept in accordance with the Associations Incorporation Reform Act.
• Coordinate the preparation of financial statements of the club and their certification by the committee prior to their submission to the monthly and annual general meetings of the club. Ensure these statements can be accessed by members.

Committee Members:

• Become familiar with the NWBC Constitution.
• Comply with the NWBC Committee Code of Conduct.
• Attend and participate in all committee meetings, or provide advance apologies when attendance is not possible.
• Bear collective responsibility for ensuring the actions of the committee align with the purpose of the club as outlined in the constitution.
• Be willing to step into other office bearers� roles when they are absent.

Coordinator of the club�s apiary:

• Overall oversight of the management of the hives at the community centre. (See NWBC � 05 Apiary Management).
• Maintain records of inspections of the hives.
• Report hive activity at committee meetings and to members at the club�s monthly meetings.
• Manage tools, stock and other equipment to safely manage hives and the apiary environment, including safety warnings, fencing and any plants within the apiary.

Stores Manager:

• Store all bee-related equipment in a secure and appropriate place.
• Assemble bee-related equipment for sale as required � this work is paid by the club ?how
• Order bee equipment / pay for it / sell to members at cost or at a mark-up of no more than 5 per cent.
• Maintain an up-to-date online price list � showing stock levels.
• Record keeping, showing the cost of items at purchase and sale price to members.
• Report to committee showing purchases, sales and stock levels for the previous month.

Librarian:

• Manage the lending of library books, DVDs and other publications to club members.
• Keep records of the library lending system.
• Purchase new books/journals within an allocated budget � to be determined

IT / Website Coordinator(s):

• Maintain a safe and protected on-line presence.
• Ensuring members� personal data is protected.
• Deliver a vibrant on-line presence that is intuitive to use and offers valuable. information to members and potential new members.
• Maintain an up-to-date ordering system for beekeeping materials and equipment.
• Deliver a range of online services to members, in a members-only area.
• Maintain a social media presence (Facebook, Instagram etc.)

Members:

• Comply with the Member Code of Conduct.
• Participate in club activities when able to do so.

Documentation: Nil