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Geelong Jukebox Rockers Administrative Guidelines

Page 1 of 23 Authorised 17th August 2018

These Administrative guidelines are designed to assist Committee Members in understanding their roles, the procedures, expectations and responsibilities of being a member of our Club Committee. They can only be altered by an absolute majority of the Committee with all members of the Committee present. Any changes are to be advised to the Association members via the Club Website & Newsletter.

Geelong Jukebox Rockers Administrative Guidelines

Page 2 of 23 Authorised 17th August 2018

1. Know the Rules ........................................................................................................................... 4 2. Committee Members General Duties .......................................................................................... 4 3. Committee Meeting Procedures ................................................................................................. 4

3.1. Meetings .............................................................................................................................. 4 3.2. Motions ................................................................................................................................ 5 3.3. Quorum ................................................................................................................................ 5 3.4. Meeting Minutes................................................................................................................... 5 3.5. Correspondence .................................................................................................................. 5 3.6. Committee Members Responsibilities.................................................................................. 6 3.7. Duty of Care ......................................................................................................................... 6 3.8. Intention to Re-stand on the Committee .............................................................................. 6

4. Committee of Responsibility ....................................................................................................... 7 4.1. Presidents Role ................................................................................................................... 7 4.2. Vice Presidents Role ........................................................................................................... 7 4.3. Treasurers Role ................................................................................................................... 7 4.4. Secretary Role ..................................................................................................................... 7

5. Committee Members Delegation of Authority ............................................................................. 8 5.1. Committee ............................................................................................................................ 8 5.2. President .............................................................................................................................. 8 5.3. Vice President ...................................................................................................................... 8 5.4. Treasurer ............................................................................................................................. 8 5.5. Secretary .............................................................................................................................. 8

6. Other Duties undertaken by Committee Members ...................................................................... 8 6.1. Memberships ....................................................................................................................... 8 6.2. Demonstrations Co-ordinator ............................................................................................... 9 6.3. Merchandise ........................................................................................................................ 9 6.4. Tea and Coffee / Catering ................................................................................................... 9 6.5. Lighting ................................................................................................................................ 9 6.6. Bands (Dance Committee)................................................................................................... 9 6.7. Newsletter Editor ................................................................................................................ 10 6.8. Photos ................................................................................................................................ 10 6.9. Decorations ........................................................................................................................ 10 6.10. Raffle prizes ....................................................................................................................... 10 6.11. Festival Representative(s) ................................................................................................. 10 6.12. Public Relations ................................................................................................................. 10 6.13. Table cloths ........................................................................................................................ 10 6.14. Floor at WEH ..................................................................................................................... 11 6.15. Container and Storage room ............................................................................................. 11 6.16. Social Committee Representative ..................................................................................... 11 6.17. Clothing Stall contact person (Dance Sub Committee) ..................................................... 11 6.18. Bookings and Seating (Dance Sub Committee) ................................................................ 11 6.19. Floorshows ......................................................................................................................... 11 6.20. Charity Dance .................................................................................................................... 12

7. Committee Member Benefits..................................................................................................... 12 8. Membership .............................................................................................................................. 12 9. Available Records ..................................................................................................................... 12 10. The Annual General Meeting .................................................................................................... 13

10.1. Club Rules ......................................................................................................................... 13 10.2. Nominations for an Executive Position .............................................................................. 13

11. General Matters ........................................................................................................................ 13 11.1. Expressing Sympathy ........................................................................................................ 13 11.2. General Admission Fees ................................................................................................... 14 11.3. Life Members ..................................................................................................................... 14 11.4. Sponsors ............................................................................................................................ 14 11.5. Birthday Dance on Mondays .............................................................................................. 15 11.6. Hiring the Dance Floor ....................................................................................................... 15

12. Running a Dance ...................................................................................................................... 15 12.1. Pre Preparation .................................................................................................................. 15 12.2. Preparation on the day ...................................................................................................... 15 12.3. Running the Dance ............................................................................................................ 16 12.4. Members Draw ................................................................................................................... 16 12.5. Packing / Cleaning Up ....................................................................................................... 17

13. Monday Night (Club Night) ........................................................................................................ 17

Geelong Jukebox Rockers Administrative Guidelines

Page 3 of 23 Authorised 17th August 2018

13.1. Club Member Duties .......................................................................................................... 17 13.2. Committee Member Duties ................................................................................................ 17

14. Admin Guidelines - Thursday Night Lessons ............................................................................ 18 14.1. Committee Duties .............................................................................................................. 18 14.2. Cl