NQUEC is a non-profit Level 3 Queensland Incorporated Association (current assets and total revenue are both less than $20,000). As an Incorporated Association, NQUEC is obligated to conduct its affairs according to the Associations Incorporations Act 1981, and other policy documents as defined by the QLD Office of Fair Trading (OFT). We use a management committee to fulfil these obligations, which comprises club members who are nominated and accepted for committee positions at each club AGM (usually held in August). Each FY, the management committee must contain office bearers for President, Secretary, and Treasurer, to maintain OFT compliance. Other committee positions will generally be determined by the prevailing membership base, or the need for a specific function to be performed. For example; a typical NQUEC management committee will also include Dive Officer, Equipment Officer, and Web Master, but other positions such as Vice President, Promotions Officer, and General Committee Members are generally used less frequently.
NQUEC management decisions are made using the concept of a quorum of members, that is; a majority (greater than 50%) is required in favour of a proposal in order for it to be accepted and enacted. Each member (full financial) is afforded one vote, regardless of whether they are a general member or a committee office bearer, and none of the NQUEC committee positions carry veto voting rights. We aim to keep club decisions transparent yet formal, by recording the details in club meeting minutes.
Having said all the boring stuff; we are a friendly and inclusive bunch at NQUEC, constantly seeking new ways to expand our membership base within the local recreational diving community, including those with a desire to help manage our club. So if you are considering taking the enjoyable and rewarding ‘giant-stride’ entry into the realm of club management, then you may find the following Position Summaries helpful:
President: The President sets the general direction for the club, acts as its figure-head when representation is required for promotional purposes, and oversees club functions. The President reviews club activities and procedures and makes amendments or corrections where unacceptable safety risks are identified. The President continually seeks new opportunities for members in terms of trips, training (through external providers), and funding, and also chairs club meetings (both general and committee).
Secretary: The Secretary performs several administrative functions for the club, such as processing and filing membership applications, taking, recording, and filing club meeting minutes, managing the club’s Contact Master List (Register of Members) and correspondence address list (Buddy Line), sending and receiving correspondence, checking the club’s post office box (two keys available), and preparing and submitting Office of Fair Trading reporting (if required).
Treasurer: The Treasurer accounts for the club’s assets and liabilities, authorises funds expenditure, provides periodical financial statements, assists the Secretary with handling correspondence (such as checking the club’s post office box), and assists the Secretary to prepare Office of Fair Trading reporting (if required).
Dive Officer: The Dive Officer is the club’s primary activity organiser, responsible for proposing, planning, and conducting club trips. The Dive Officer manages the club’s events calendar (with input from the committee and general members) and is the club’s first point-of-contact for offers of ad-hoc dive trips received in addition to the pre-planned calendar events. The Dive Officer takes the lead on safety during club trips, or delegates this function to another activity organiser in their absence.
Equipment Officer: The Equipment Officer manages the club’s equipment inventory to ensure it is safe, complete, and ready to use by members on club trips. The Equipment Officer will co-ordinate with members to allow equipment to be collected from them and returned, and will provide instructions to members on the safe and efficient use of club gear (where required). The Equipment Officer also monitors usage and wear rates for club gear, and provides recommendations to the committee on future repairs or replacements.
Web Master: The Web Master manages the club’s on-line presence by introducing, expanding, and editing web site and social media content either directly themselves, or by facilitating these functions on behalf of other members. The Web Master is responsible for overseeing the club’s digital hosting commitments, and will often be the club’s initial contact for on-line enquiries.