Committee Position Descriptions

Non Committee Positions

Chairperson

Before the event:

  • Chair all meetings prior to the event.
  • Maintain contact with all committee members between meetings.
  • Maintain contact with Vice-Chairman between meetings.
  • Proof read any correspondence (e.g. minutes, promotion flyers/advertisements) prior to distribution.
  • Distribute Minutes to committee members in a timely fashion.
  • Ensure compliance of committee members to their position description.
  • Re-allocate duties within the committee should the need arise.
  • Organise the site of the activity.
  • Organise rostering of Committee for event.
  • Attend meetings with camp committee/local organisations/stake holders prior to the event.
  • Liaise with relevant parties regarding Licenses (e.g. liquor, temporary food, temporary campsite, etc).
  • Organise insurance for the weekend where appropriate.
  • Oversee tenders (canteen, bar/ice, stubby holders, etc) & respond to any enquiries.
  • Ensure site contract is met on weekend (including safety/ noise requirements).
  • Prepare the budget for the year/event with Treasurer, Vice-Chairman & Advisors (if necessary).
  • Attend branch meetings (BRC && Chairman's meetings).
  • Visit regions & crews to promote the event.
  • Miscellaneous/other jobs as required (e.g. Liaise with Mudbash Committee to run activity at Mudbash).

During the event:

  • Oversee and Co-ordinate all committee members to ensure the smooth running of the weekend.
  • Duty Chairman.

After the event:

  • Follow up any concerns with site managers.
  • Assist Treasurer with finalisation of books
  • Send out Sponsorship letters for following event.
  • Year-in-Review Report.
  • Co-ordinate AGM

Vice Chairperson

Before the event:

  • Assist the Chairman with above tasks as requested/required.
  • Maintain contact with the chairman & other committee members as requested between meetings.
  • Maintain/Update Emergency Management Plan.
  • Organise for the presence of service organisations- Police Scouters, First Aid, etc.
  • Debrief the Committee on the contents of the Emergency Management Plan prior to the event.
  • Organise Logo competition.
  • Organise Merchandise (for event promotion at Mudbash & for the event).
  • Organise post event-fundraiser party.
  • Visit regions & crews to promote the event.

During the event:

  • Duty Chairman.
  • Assist the chairman where required.

After the event:

  • Follow up any requests from the Chairman.
  • Year-in-Review Report.

Secretary

Before the event:

  • Take clear & accurate minutes at each meeting & send out to Chairman to proof read in a timely fashion (no more than 1 week from meeting)
  • Create, maintain & distribute Committee Contact List.
  • Post/email out any other important correspondence to the committee throughout the year.

During the event:

  • Manage Head Quarters.
  • Co-ordinate PA Announcements.
  • Maintain Ticket Database.
  • Respond to Rover queries.

After the event:

  • Collate all Year-in Review Reports.
  • Year-in-Review Report.

Treasurer

Before the event:

  • Prepare the budget for the year/event with Chairman, Vice-Chairman & Advisors (if necessary).
  • Maintain financial records as per BRC treasurer.s requirements.
  • Keep a record of transactions, outstanding cheques & accounts.
  • Ensure use of payment forms.
  • Keep the committee aware of monthly account totals.
  • Liaise with departments and set financial goals.
  • Collect quotes from all departments.
  • Organise overnight safe.
  • Organise procedures for bank runs.

During the event:

  • Work on the front gate, with rover crews, to ensure the Front Gate & Ticket procedure is adhered to appropriately.
  • Oversee all money movements.

After the event:

  • Finalisation of Surfmoot books.
  • Prepare Surfmoot profit/loss statement.
  • Present books to BRC treasurer for auditing 1 month prior to AGM.

Assistant Treasurer-Tickets

Before the event:

  • Work out procedure for selling tickets and how they are distributed-allocate batches of tickets based on ticket types.
  • Maintain accurate records of all ticket types sold.
  • Maintain accurate records of all tickets posted, to be collected, etc.
  • Ensure all monies are finalised from Region Reps, Online Orders, etc for Pre-Sold tickets.
  • Work with the PR & Printing Officer to make tickets available through On-line Ticketing System.
  • Work with PR & Printing Officer to organise design & printing of tickets.

During the event:

  • Helping out with front gate, provide list of tickets to be picked up at gate.
  • Maintain list of ticket types & ticket numbers sold at the front gate.
  • Work on the front gate, with rover crews, to ensure Front Gate & Ticket procedures are adhered to.

After the event:

  • Provide finalised ticket numbers to Treasurer.
  • Assist the treasurer with following up outstanding invoices.

Assistant Treasurer-Gate Co-ordinator

Before the event:

  • Work out procedure for Front Gate & Middle Gates.
  • Co-ordinate with Region Chairperson/s regarding Gate Duty for the event.
  • Work with the PR & Printing Officer to publicise Gate Procedures.
  • Ensure all required materials & facilities are sourced for the smooth operation of front & middle gate.

During the event:

  • Work on the front gate, with rover crews, to ensure Front Gate & Ticket procedures are adhered to.

After the event:

  • Ensure all required materials & facilities are returned.
  • Assist the treasurer with following up outstanding invoices.

PR & Printing

Before the event:

  • Organise all printing for the event (including the program, tickets, monthly region flyers)
  • Work closely with the Activities & Entertainment team & other committee members that require space in the program (e.g. Emergency Services, Chairman, etc).
  • Maintain & Update the Surfmoot website, keeping it up to date with current information relevant to the event
  • Work with the Assistant Treasurer-Tickets to ensure the online ticketing system is available
  • Upload & maintain Galleries of appropriate photos from the event.
  • Advertising in Scout magazine, Interchange, Mudbash, send out fliers to individual crews, promote at different rover events (especially Mudbash & MARB).
  • Source sponsorship & advertisements for the Surfmoot program.
  • Work with region reps to source the above.

During the event:

  • Assist the Secretary with any enquiries in HQ, especially those relating to activities.

After the event:

  • Maintain & Update the Surfmoot website, keeping it up to date with current information
  • Upload & maintain Galleries of appropriate photos from the event.
  • Year-in Review Report.

Sponsorship

Before the event:

  • Vital role is finding sponsors for the weekend to provide prizes for activities, showbags, content for showbags & advertising in program, beer for beer garden, etc

During the event:

  • Assist other committee members when/where required

After the event:

  • Continue finding sponsors for the weekend to provide prizes for activities, money for advertising in program, beer for beer garden, etc
  • Pass on current information to the outgoing Chairman, so sponsorship letter can be sent out ASAP.

Activities Co-ordinator

Before the event:

  • Organise for the hire of Buses for off-site activities
  • Organise for the hire of Shuttle Buses to run to Torquay & Anglesea
  • Organise dedicated drivers of buses
  • Promote activities to Rovers beforehand
  • Co-ordinate Support Staff

During the event:

  • Oversee the running of activities at the event.
  • Co-ordinate Support Staff

After the event:

  • Year-in-Review Report

Assistant Activities - On-site/Beach

Before the event:

  • Organise all Surfmoot activities occurring on-site.
  • Organise all Surfmoot activities occurring at the beach.
  • Organise trophies & prizes for activities.
  • Promote activities to Rovers beforehand

During the event:

  • Oversee the running of activities at the event.

After the event:

  • Year-in-Review Report

Assistant Activites - Off-Site

Before the event:

  • Liaise with Co-ordinator for the hire of buses for off-site activities
  • Organise all Surfmoot activities occurring off-site.

During the event:

  • Oversee the running of off-site activities at the event.

After the event:

  • Year-in-Review Report

Entertainment

Before the event:

  • Organise the Band/s & any other Entertainment (e.g. DJ, Comedian, etc)
  • Organise staging (lights, audio, etc)
  • Organise the hire & delivery of the stage (e.g. safe and certified scaffolding, tarps, carpet, etc).
  • Source a compere for all night events
  • Organise .Surfmoot FM.
  • With Chairman (& advisors), draw up contract for entertainment services
  • Liaise with Chairman regarding accommodation for band/s & entertainment services

During the event:

  • Oversee all Stage Use
  • Meet & Greet Band and Entertainment Group
  • Finalise payments with Treasurer
  • Assist other committee members when/where required

After the event:

  • Year-in-Review Report

Power & Communications

Before the event:

  • Organise quotes for all required equipment for the power and communications on the weekend of Surfmoot
    This includes:
    - Lighting to the campsite, toilet/shower and stage areas.
    - PA system.
    - Generators for car parks, Front/Middle Gates, etc.
    - Radio-communications system for the committee, HQ and emergency services at Surfmoot etc.
  • Organise use of Rover resources for the event
  • Plan out location of power & communications equipment for the event.
  • Oversee Support Staff

During the event:

  • Oversee Support Staff
  • Responsible for the maintenance of power and communications on the weekend of Surfmoot.

After the event:

  • Ensure all equipment is returned within the specified time.
  • Year-in-Review Report

Power And Communications Assistant

Assists the Power and Communications person during the event with the above.

Works & Services

Before the event:

  • Organise quotes for the hire of amenities (e.g. Toilets, Showers, Bins, etc)
  • Organise bunting, etc for the set up of the event
  • Organise use of Rover resources for the event
  • Oversee Support Staff

During the event:

  • Ensure that all amenities & facilities are maintained to a high standard
  • Oversee Support Staff

After the event:

  • Year-in-Review Report

Assistant Works and Services

Assists the Works and Services person during the event with the above.

Minor Works Officer

Before the event:

  • Organise working bees in conjunction with the Chairman & the Camp Board.
  • Organise "The Shed" & create/maintain an inventory of Equipment

During the event:

  • Assist the Works & Services Team, when & where required.
  • Assist the Activities Team, when & where required.

After the event:

  • Ensure all equipment from the shed is returned at the end of the event.
  • Year-in-Review Report

Assistant Minor Works

Assists the Minor Works person during the event with the above.

Past Chairman

Before the event:

  • Assist the current chairman when & where required
  • Visit regions & crews to promote the event
  • Interstate/international liaison

During the event:

  • Assist the current chairman when & where required

After the event:

  • Year-in Review Report.
  • Assist the current chairman when & where required

Non Committee Positions

Region Representatives (voted on by individual regions, preferably not Committee members)

Before the event:

  • Reports back to the regions to keep them informed about the event
  • Provide feedback to committee regarding ideas for the event
  • If their region is doing Gate Duty, also acts as an initial contact point between the region & the

During the event:

  • Optional to become Support Staff.

After the event:

  • Provide feedback from regions to committee regarding the event.

Support Staff-Activities

Before the event:

  • Sign up prior to final working bee, preferably at a monthly Surfmoot meeting.
  • Attend Activities meetings when/where required.
  • Attend at least one Surfmoot Working Bee.

During the event:

  • Entitled to a discounted ticket (not guaranteed .committee bunkhouse. privilege, possible option only if space permits).
  • Receives a "Surfmoot Staff" t-shirt (no charge).
  • Assist the Activities team during the event.

After the event:

  • Provide feedback to the Activities team for end of year report.

Support Staff-Services

Before the event:

  • Sign up prior to final working bee, preferably at a monthly Surfmoot meeting.
  • Attend at least one Surfmoot Working Bee.
  • Assist with site set up in the week prior to the event.

During the event:

  • Entitled to a discounted ticket (not guaranteed .committee bunkhouse. privilege, possible option only if space permits).
  • Receives a "Surfmoot Staff" t-shirt (no charge).
  • Assist the Works & Services team during the event.
  • Assist the Power & Communications team during the event.

After the event:

  • Provide feedback to the Works & Services and Power & Communications team for end of year report
  • Provide feedback to the team for end of year report
  • Assist with site pack up

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