Committee Information
All members of the Centre are welcome to submit a nomination to join the committee at the upcoming AGM in May 2026.
Please click on the link to access the nomination form-
2026/27 Committee Nomination Form
Below are the descriptions/portfolios for the current Committee positions-
Position - President
Term: Yearly – appointment following AGM
Aim- The President is responsible for ensuring its Club sets and then meets its goals and objectives in accordance with the Clubs rules, whilst completing all legal and compliance obligations.
A. The President shall preside as Chair at all Committee meetings and General Meetings at which he or she is present. In the absence of the President the Vice President shall preside as Chair at such meetings. If both the President and Vice President are unable or unwilling to preside at any such meeting the Committee shall appoint another Committee Member to preside as chair for that meeting only.
In addition to the responsibilities set out in Rule 16.1 of the Constitution (point A above), the President shall:
i) Ensure that all members of the Executive keep themselves informed of all Centre matters under their control or relevant to their area of responsibility.
ii) Perform such duties as may be required from time to time by the Centre.
iii) Represent the Centre at all functions, meetings and other occasions requiring the presence of a representative of the Centre either personally or by delegation to a member of the Executive or any other person deemed appropriate by the President.
iv) Endorse correspondence, cheques, financial reports and other documentation as appropriate.
v) In conjunction with the Secretary and Treasurer, ensure observance of the Constitution and Regulations and use all reasonable endeavours to ensure the Centre observes all legal responsibilities relevant to the Centre, including all documentation required by NSW Fair Trading.
vi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Duties:
ü Act or participate as Chairperson at the Monthly committee meetings.
ü Manage resources within the Club and reassign resources when needed.
ü Prioritise and Delegate tasks, keeping a Task list updated with all current Tasks /
projects, who is responsible, the estimated cost and the expected completion date.
ü Follow up projects and tasks focusing on meeting the required completion date and
budget constraints.
ü Communicate with the general Community, sponsors, Athletic bodies, associated
clubs and facilities and other relevant bodies.
ü Review the Club’s financial position and give guidance on revenue and expenditure
Constraints with the Treasurer and Vice President to set an operating budget.
ü Attend Zone Club Meetings and work with Zone Coordinator and other relevant stakeholders
ü Provide support to all Committee members to assist those members in achieving the
club’s goals and objectives.
ü Conduct public address system announcements during carnivals
ü Liaise with Maitland Council and Track management
ü Represent Maitland Athletics Centre at functions
ü Develop policies and procedures required for club operation
ü Develop programs for integration of AWD within the club
ü Ensure OH&S practices are observed during operations
In addition to any other responsibilities:
The President shall preside as chair at all Committee meetings and General Meetings at which he or she is present. In the absence of the President the Vice President shall preside as chair at such meetings. If both the President and Vice President are unable or unwilling to preside at any such meeting the Committee shall appoint another Committee Member to preside as chair for that meeting only.
Position - Vice President
Term: Yearly – appointment following AGM
Aim: The Vice President is responsible in supporting the President in providing strong leadership to the Club Committee. Ensuring the Club sets and meets its goals and objectives in accordance with the rules and completes all legal and compliance obligations.
B. In addition to any other responsibilities, functions and duties assigned or attaching to the office of Vice President, the Vice President shall assist the President as required and act for the President in the absence of the President.
In addition to the responsibilities set out in Rule 16.2 of the Constitution (point B. above), the Vice President shall:
i) Assist the Executive Committee Members in the discharge of their duties.
ii) Endorse correspondence, cheques, financial reports and other documentation as appropriate.
Duties:
ü Assist the President in performing the President’s duties
ü Assist the Executive Committee Members in the discharge of their duties.
ü Endorse correspondence, cheques, financial reports and other documentation as appropriate.
ü Provide support to all Committee members to assist those members in achieving the club’s goals and objectives.
ü Attend other meetings as requested by the President
ü Develop policies and procedures required for club operation
ü Conduct public address system announcements during carnivals
ü Develop the MSLAC Athlete Handbook
ü Review the Club’s financial position and give guidance on revenue and expenditure with the Treasurer to set an operating budget.
In addition to any other responsibilities, functions and duties assigned or attaching to the office of Vice President, the Vice President shall assist the President as required and act for the President in the absence of the President.
Position - Secretary
Term: Yearly – appointment following AGM
Aim:The Secretary’s position is the Centres main point of contact for members, LANSW and stakeholders. The Secretary is also the caretaker of all administration of Maitland Senior and Little Athletics Club.
C. The secretary of the Centre must, as soon as practicable after being appointed as secretary, lodge notice with the Centre of his or her address.
It is the duty of the secretary to keep minutes of:
-All appointments of office-bearers and members of the Committee;
-The names of members of the Committee present at a Committee Meeting or a General Meeting of the Centre; and
-All proceedings at Committee meetings and General Meetings of the Centre.
In the absence of the secretary, the chair of the meeting may appoint another member of the Committee to take minutes of proceedings. Minutes of proceedings at a meeting must be signed by the Chair of the next succeeding meeting.
In addition to the responsibilities set out in Rule 16.3 of the Constitution (point C above), the Secretary shall:
i) Take detailed minutes of the business from all Committee and General Meetings and distribute copies to all Committee Members.
ii) Record all disclosures of interests in the minutes as required under Rule 18.10 of the Constitution.
iii) Compile all agendas for meetings with the assistance from the Executive.
iv) Assist all members of the Committee where required.
v) Keep on file, all material that may assist the organisation of Little Athletics and the general management and operation of the Centre.
vi) Forward notices of Committee meetings as required under Rule 18.5 of the Constitution.
vii) Forward notices of General meetings as required under Rule 23 of the Constitution.
viii) Keep on file, all significant correspondence received and a copy of all significant correspondence forwarded on behalf of the Centre by each member of the Executive.
ix) Endorse correspondence, cheques, financial reports and other documentation as appropriate.
x) Receive and respond to general enquiries from members of the Centre, the general public and LANSW in relation to the operation of the Centre and delegate any such queries to the appropriate member of the Committee for further responses where appropriate.
xi) In conjunction with the President and Treasurer, ensure observance of the Constitution and Regulations and use all reasonable endeavours to ensure the Centre observes all legal responsibilities relevant to the Centre, including all documentation required by NSW Fair Trading. Act on behalf of the Centre as reasonably directed by the Executive.
xii) Coordinate the preparation of the Annual Report.
xiii) Submit a written report to for inclusion in the Annual Report of the Centre.
Duties:
ü Attend and take minutes at all Committee and Executive Meetings. Forward the minutes of the meeting to the Chairperson for approval as soon as practical. After approval, send the previous minutes to all Committee members and call for new Agenda items for the next meeting. Pass responses onto Chairperson.
ü Table previous minutes at the Following Meeting for committee approval
ü Assisting all members of the Committee where required.
ü Keep on file, all material that may assist the organisation of Little Athletics and the general management and operation of the Club.
ü Forward notices of Committee meetings as required under Rule 18.5 of the Constitution.
ü Forward notices of General meetings as required under Rule 23 of the Constitution.
ü Keep on file, all significant correspondence received, and a copy of all significant correspondence forwarded on behalf of the Club by each member of the Executive.
ü Endorse correspondence, cheques, financial reports, and other documentation as appropriate.
ü Receive and respond to general enquiries from members of the Centre, the general public and LANSW in relation to the operation of the Centre and delegate any such queries to the appropriate member of the Committee for further responses where appropriate.
ü In conjunction with the President and Treasurer, ensure observance of the Constitution and Regulations and use all reasonable endeavors to ensure the Centre observes all legal responsibilities relevant to the Centre, including all documentation required by NSW Fair Trading.
ü Coordinate the preparation of the Annual Report.
ü Submit a written report for inclusion in the Annual Report of the Centre.
Position - Treasurer
Term: Yearly – appointment following AGM
Aim: The Treasurer is responsible for the financial supervision and management of the Club. Must ensure all financial transactions are recorded and required to provide regular reports on the Clubs financial status to both the Committee and members.
D. It is the duty of the treasurer of the Centre to ensure:
(a) That all money due to the Centre is collected and received and that all payments authorised by the Centre are made;
(b) That correct books and accounts are kept showing the financial affairs of the Centre, including full details of all receipts and expenditure connected with the activities of the Centre.
In addition to the responsibilities set out in Rule 16.4 of the Constitution (point D above), the Treasurer shall:
i) Keep a detailed ledger of all receipts and payments transacted for the Centre.
ii) Draft an annual budget for the Centre for consideration by the Committee.
iii) Issue receipts for all monies received, this is to include internal income e.g. canteen, fundraising etc.
iv) Present at each Committee meeting, a full summary of receipts and expenses, the bank balance, and anticipated expenses for review and ratification by the Committee.
v) Present to each meeting of the Committee, accounts received by the Centre since the previous meeting to be passed for payment.
vi) Pay on invoice only (unless otherwise approved by the Committee), all accounts passed by the Committee for payment.
vii) Arrange for the President, Secretary and Treasurer or other Committee member as approved by the Committee to act as signatories, with any two to sign on all Centre cheques.
viii) Collect all competition and miscellaneous fees owing to the Centre and arrange for banking as soon as reasonably possible after receipt.
ix) Plan and implement all financial arrangements for Championships, Special Meetings and any other promotions organised by the Centre.
x) Present to the Annual General Meeting a detailed Financial Statement of Income and Expenditure for the preceding twelve (12) months.
xi) At the completion of each financial year arrange for the financial statements to be audited if required under the Associations Incorporation Act 2009 or independently reviewed as required under Rule 30 of the Constitution.
xii) In conjunction with the President and Secretary, ensure observance of the Constitution and Regulations and use all reasonable endeavours to ensure the Centre observes all legal responsibilities relevant to the Centre, including all documentation required by NSW Fair Trading.
xiii) Endorse correspondence, cheques, financial reports and other documentation as appropriate.
xiv) Investigate and review all insurance policies required for the Centre and equipment.
xv) Establish an account or accounts with a suitable Bank or Financial Institution.
xvi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Duties:
ü Keep a detailed ledger of all receipts and payments transacted for the Centre.
ü Draft an annual budget for the Centre for consideration by the Committee.
ü Issue receipts for all monies received, this is to include internal income e.g., canteen, fundraising etc.
ü Present at each Committee meeting, a full summary of receipts and expenses, the bank balance, and anticipated expenses for review and ratification by the Committee.
ü Present to each meeting of the Committee, accounts received by the Centre since the previous meeting to be passed for payment.
ü Pay on invoice only (unless otherwise approved by the Committee), all accounts passed by the Committee for payment.
ü Arrange for the President, Secretary and Treasurer or other Committee member as approved by the Committee to act as signatories, with any two to sign on all Centre cheques.
ü Collect all competition and miscellaneous fees owing to the Centre and arrange for banking as soon as reasonably possible after receipt.
ü Plan and implement all financial arrangements for Championships, Special Meetings and any other promotions organised by the Centre.
ü Present to the Annual General Meeting a detailed Financial Statement of Income and Expenditure for the preceding twelve (12) months.
ü At the completion of each financial year arrange for the financial statements to be audited if required
ü Endorse correspondence, cheques, financial reports and other documentation as appropriate.
ü Establish an account or accounts with a suitable Bank or Financial Institution.
ü Submit a written report to the Secretary for inclusion in the Annual Report.
Position - Registrar
Term: Yearly – appointment following AGM
Aim: The Registrar is responsible for all aspects of member registrations at the Centre. They plan, supervise, and keep accurate records of all registrations.
E. It is the duty of the Registrar to maintain the register of members.
In addition to the responsibilities set out in Rule 16.5 of the Constitution (point E. above), the Registrar shall:
i) Coordinate the conduct of registration day or days of the Centre in conjunction with other Committee members.
ii) Obtain and make available to persons, by internet, or otherwise, registration forms for completion in accordance with LANSW rules.
iii) Receive each correctly completed registration form, accompanied by the fee and proof of age of all new members.
iv) Distribute Centre registration and age numbers to each child upon registration, and other material as required from time to time.
v) Forward all registrations, together with appropriate fees, to LANSW, within the time period specified by LANSW after receiving the registration.
vi) Maintain a complete register of each junior and non-voting member, showing registration number, name, age group, date of birth, proof of age, plus any other detail deemed to be required by either LAANSW or the Centre.
vii) Ensure an updated register list is made available to the Officer for Results/Records.
viii) Respond to enquiries from existing or prospective members and their families in relation to registration with the Centre and LANSW in general.
ix) Endorse correspondence, cheques, financial reports and other documentation as appropriate.
x) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Duties:
ü Coordinate the conduct of registration day or days of the Centre in conjunction with other Committee members.
ü Obtain and make available to persons, by internet, or otherwise, registration forms for completion in accordance with LANSW rules.
ü Receive each correctly completed registration form, accompanied by the fee and proof of age of all new members.
ü Distribute Centre registration and age numbers to each child upon registration, and other material as required from time to time.
ü Forward all registrations, together with appropriate fees, to LANSW, within the time period specified by LANSW after receiving the registration.
ü Maintain a complete register of each junior and non-voting member, showing registration number, name, age group, date of birth, proof of age, plus any other detail deemed to be required by either LAANSW or the Centre.
ü Ensure an updated register list is made available to the Officer for Results/Records.
ü Respond to enquiries from existing or prospective members and their families in relation to registration with the Centre and LANSW in general.
ü Endorse correspondence, cheques, financial reports and other documentation as appropriate.
ü Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Position - General Committee Member and other Roles
Term: Yearly – appointment following AGM
Member of: General Committee
Aim: To facilitate the club’s operations and assist the General Committee in achieving the club’s goals and objectives for the season
Duties:
ü Attend Monthly Committee Meeting
ü Provide Guidance and Support to the Committee
ü Support other Committee members in achieving their tasks
ü Perform any other Duties as requested by the President or Secretary
Officer for Championships – Duties of The Officer for Championships shall include:-
i) Advertise all programs and timetables for carnivals, special events and gala days.
ii) Collate the entries for championships and events in which members participate, including the preparation of entry forms and program printing. Select athletes to represent the Centre at carnivals where a selection criteria is required.
iii) Encourage athletes to correctly nominate in their events, to participate in LANSW or other Centres’ events by the closing date.
iv) Use reasonable efforts to ensure that athletes report to the call room or the event (as applicable) for their events on time at LANSW Carnivals.
v) Represent the Centre as Team Manager at all LANSW Carnivals or by delegation to a member.
vi) Where the Centre provides awards at the end of, or during the year, together with the Officer for Results/Records, assist in the collation of results to facilitate the giving of those awards.
vii) In conjunction with the Committee arrange the purchase of trophies and awards for any presentation day, or by delegation to a member.
viii) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Results/Records- Duties of The Officer for Results/Records shall include:-
i) Record all athlete performances at Centre carnivals in a suitably prepared set of books or computer program (Results HQ).
ii) Compile and maintain weekly result summaries.
iii) Where the Centre maintains records, compile and maintain records of each event for which the Centre holds records.
iv) Ensure that correct recording paperwork is printed for each Centre competition.
v) Where the Centre provides awards at the end of or during the year, together with the Officer for Championships, assist in the collation of results to facilitate the giving of those awards.
vi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Coaching & Training- Duties of The Officer for Coaching shall include:-
i) Plan and implement coaching seminars for the education of coaches and athletes.
ii) Plan and implement a training system for coaches.
iii) Plan and implement a coordinated panel of coaches to organise the coaching sessions which will be available to athletes of the Centre.
iv) Encourage and foster the education and training of new coaches at the Centre.
v) Assist the Officer for Championships to select athletes to represent the Centre at carnivals where a selection criteria is required.
vi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Equipment and Grounds- Duties of The Officer for Equipment and Grounds shall include:-
i) Monitor the condition of the grounds and liaise with the ground’s owner regarding maintenance of the grounds in a safe condition.
ii) Be responsible for the distribution and collection of all equipment at all competitions at the ground conducted by the Centre or on the Centre’s behalf.
iii) Recommend the purchase and or repair of all equipment.
iv) Ensure all equipment is maintained in an organised manner and in safe and good working order.
v) Ensure all equipment meets the all technical requirements.
vi) Conduct a regular stock-take of all Centre equipment and keep an up-to-date inventory.
vii) Provide details of equipment to the Treasurer for insurance purposes.
viii) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Track and Field- Duties of The Officer for Track and Field shall include:-
i) Plan and implement the rules for weekly track and field competition in conjunction with the Committee.
ii) Plan and implement the weekly competition programs and timetables.
iii) Plan and implement the allocation of age groups to track and field events.
iv) In conjunction with the Officer for Health and Safety determine whether events will be cancelled, replaced or run in a different sequence in the event of inclement or exceptionally hot or unusual conditions.
v) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Age Managers, Parent Helpers & Officials- Duties of The Officer for Age Managers shall include:-
i) Arrange for the appointment of Age Group Managers to each age group at the Centre.
ii) Assist the new and returning Age Group Managers in their responsibilities.
iii) Ensure the Age Group Managers are aware of and apply the rules of competition of the LANSW and the Centre.
iv) Maintain regular contact with all Age Group Managers for the purpose of advising the managers of any Committee decisions taken, changes to program, LANSW directives and information and other relevant matters effecting the operation of the Centre and its members.
v) Discuss any comments and recommendations for improving the Centre with the Age Group Managers.
vi) Convey their comments and recommendations to the Committee for consideration.
vii) Recruit and organise and arrange training of officials for the safe and efficient conduct of Centre meetings.
viii) Check that officials are carrying out their role in the best manner to assist to athletes.
ix) Ensure that correct recording paperwork is allocated for each competition.
x) Organise officials for participation in instruction, training and examinations and maintain a list of their corresponding accreditation.
xi) Maintain a list of all officials who assist at competitions in which the Centre participates.
xii) Organise officials from the Centre for events conducted by LANSW and other Centres, in which the Centre participates or by delegation to a member.
xiii) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Sponsorship & Fundraising- Duties of The Officer for Fundraising shall include:-
i) Plan and implement the raising of finance when required.
ii) Organise and finalise the collection of all monies of the Centres’ sponsorship and fundraising activities.
iii) Count proceeds after each competition and receive a receipt from the Treasurer.
iv) Keep an accurate record of all sponsors and fundraising activities.
v) Liaise with all of the Centre sponsors and prepare letters and proposals for the request of sponsorship.
vi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Uniforms- Duties of The Officer for Uniforms shall include:-
i) Purchase, store and sell the Centre uniforms.
ii) Account to the Treasurer prior to the purchase of and following the sale of uniforms.
iii) Obtain quotes and arrange supply of any items of Centre uniform as requested and approved by the Committee.
iv) Arrange for the design and purchase of apparel for special carnivals.
v) Conduct a regular stock-take of all Centre uniforms and keep an up-to-date inventory.
vi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Health and Safety/Child Protection- Duties of The Officer for Health and Safety shall include:-
i) The Officer for Health and Safety must have an accredited certificate in first aid or above.
ii) Maintain a first aid kit adequate to treat first aid for injuries at the Centre.
iii) Be on call at the Centre competition meetings, or delegate such attendance to a suitably qualified person, to attend to any injuries or illness sustained by athletes, officials or spectators.
iv) List any injuries in the First Aid Register and forward this list to LANSW at the end of the summer season.
v) Notify the parent or guardian of any injured athlete immediately.
vi) Advise the Committee as soon as reasonably practicable of any serious injury that may occur.
vii) Complete venue risk inspections and assessments prior to each competition conducted by the Centre.
viii) Ensure compliance with all LANSW risk management policies.
ix) In conjunction with the Officer for Track and Field determine whether events will be cancelled, replaced or run in a different sequence in the event of inclement or exceptionally hot or unusual conditions.
x) Ensure completion of any required Working with Children documentation and maintain a register securely.
xi) Understand and follow Centre and LANSW policies and procedures in relation to member protection.
xii) Assist with annual risk assessment
xiii) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Grievance- Duties of The Officer for Member Protection/Grievance shall include:-
i) Listen to complaints and concerns from members and visitors.
ii) Act as an impartial body, offering a sounding board for concerns and/or suggestions.
iii) Identify options for early resolution of conflicts and grievances.
iv) Maintain confidentiality.
v) Monitor compliance with behavioural guidelines and codes of conduct.
vi) Ensure compliance with the Centre’s grievance and disciplinary procedures.
vii) Keep up-to-date with information on harassment, discrimination and other forms of inappropriate behaviour.
viii) Support and provide information to the committee as required.
ix) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Website & IT- Duties of The Officer for Website Administration shall include:-
i) Maintain the Centre’s website to ensure all information on the site is accurate and add new information as advised by any authorised member of the Committee.
ii) Maintain and implement required IT systems and programs to assist club operations.
iii) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Officer for Communications & Social Media- Duties of The Officer for Social Media shall include:-
i) Maintain the Centre’s social media sites/channels to ensure all posts are accurate and appropriate and add new information as advised by any authorised member of the Committee.
ii) Maintain and implement communication channels/apps for communication with members.
iii) Plan and implement local media coverage of the Centre’s activities and arrange media coverage through local business displays.
iv) Prepare and distribute a newsletter regularly to all members.
v) Keep sponsors informed of the Centre’s activities.
vi) Submit a written report to the Secretary for inclusion in the Annual Report of the Centre.
Sponsors
We Support
