Community Groups & Clubs

Forming a community group can be quite simple: find people who share a common purpose and set out to take action towards that purpose.

However, there are some essential steps to take to get your group off to a good start. Volunteer Central Vic recommends these important organisations to  guide your decision process:

Justice Connect Not-For-Profit Law: Getting Started

OurCommunity: Not-for-Profit 101

Australian Tax Office: Not-For-Profit Organisations

Consumer Affairs Victoria: Running an Incorporated Association

If you are a Club or Association, you can get help here:

 

Leading a group is a big responsibility. If you are leading an incorporated organisation, you will need to follow a set of rules set out in a constitution that determine how the group is governed.

Governing Committees or Boards are made up of Office Holders with distinct responsibilities. There are certain positions on a committee that have legal responsibilities, these are known as “Office Holders”.

President/Chair

The President or Chairperson is the Committee or Board leader. It is their job to guide the Committee and ensure that strategic goals and objectives are being met.

Treasurer

The Treasurer is responsible for organisation finances, for ensuring that financial records are kept in good order and to make sure that tax statements are filed on time. The Treasurer is required to submit records annually to Consumer Affairs Victoria.

Secretary

The Secretary keeps records of meetings and actions taken by the committee. The Secretary also has legal requirements to submit records to Consumer Affairs Victoria.

Ordinary Member

These are committee members who may hold responsibility for certain group activities, but are not Office Holders.

They are required to vote on committee matters, and to contribute to the governance of the organisation.

Vices/Subs

It is a good idea to plan for succession by including Vice committee members. For instance, many organisations understand that the role of President or Chair can require support, and choose to have a Vice President who can share the leadership role. A Sub-Secretary or Vice Treasurer are also a good idea as this means your group will have a second person who can assist with the legal requirements of those roles and be trained in the role should a new Secretary or Treasurer be needed.

Useful Links & Downloads:

Our Community – Board Members and What They Do

NFPLaw – Toolkit: The Secretary’s Satchel. Everything you need to know if you are a Secretary

Template: Sample Committee Member Role Description

Clubs and Association are typically membership-based organisations.

Club members join through a registration process and may or may not have certain voting rights or other responsibilities that come with membership. Membership usually needs to be renewed annually.

If your Club or Association has Members undertaking volunteer roles, such as running a barbeque, assisting coaches, planning and running events or fundraising, then these roles should be defined as Volunteer Roles with clear role descriptions and managed accordingly.

It is a good idea to appoint a Volunteer Coordinator as part of your Club’s structure to ensure that someone is responsible for your volunteers.

Most clubs and associations run entirely on volunteer effort, so integrating a strong volunteer policy where the purpose and procedures around volunteers and members are clearly defined is a good idea.

https://www.clubhelp.org.au/club-people/volunteers

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