Download - Geelong Jukebox Rockers Administrative Guidelines · Geelong Jukebox Rockers Administrative Guidelines Page 19 of 23 Authorised 17th August 2018 15. Guidelines Festival Sub-Committee

Geelong Jukebox Rockers Administrative Guidelines

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.



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. President’s Role ................................................................................................................... 7 4.2. Vice President’s 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



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. Club Member Duties .......................................................................................................... 18

15. Guidelines Festival Sub-Committee .......................................................................................... 19 16. Attachments / Forms ................................................................................................................. 20



1. Know the Rules 1.1. You will receive a copy of the Approved Club Rules and these Administrative

Guidelines, which contains all the aspects of running the committee. All committee members are required to read the Club Rules and this document and if there are any queries, ask an executive member to clarify or present your query at a meeting to be discussed. If we don’t know the answer we will certainly find out.

1.2. The Club Rules and these Administrative Guidelines are to be reviewed at the second meeting of the newly elected committee to ensure that all Committee members are aware of & understand the contents of these documents. The minutes of that meeting are to record each member’s acknowledgement that they have read & understand both the Club Model Rules and these Administrative guidelines and they agree to operate and manage the Club in accordance with these parameters.

1.3. All committee members are to have a copy of the Club Model Rules & these Administrative Guidelines available to them whenever attending a Club function.

2. Committee Members General Duties The following is an extract of the Club Rules, as approved by Consumer Affairs Victoria that outlines

operating parameters. 45 General Duties (1) As soon as practicable after being elected or appointed to the Committee, each committee

member must become familiar with these Rules and the Act. (2) The Committee is collectively responsible for ensuring that the Association complies with the

Act and that individual members of the Committee comply with these Rules. (3) Committee members must exercise their powers and discharge their duties with reasonable

care and diligence. (4) Committee members must exercise their powers and discharge their duties— (a) in good faith in the best interests of the Association; and (b) for a proper purpose. (5) Committee members and former committee members must not make improper use of— (a) their position; or (b) information acquired by virtue of holding their position— so as to gain an advantage for themselves or any other person or to cause detriment to the

Association. Note See also Division 3 of Part 6 of the Act which sets out the general duties of the office holders of an

incorporated association. (6) In addition to any duties imposed by these Rules, a committee member must perform any other

duties imposed from time to time by resolution at a general meeting.

3. Committee Meeting Procedures

3.1. Meetings • The committee meets once a month, usually the second Tuesday after the dance.

The President or Vice President is responsible to publish a Calendar of Events, which sets out the date, time & place of meetings and details of dances, & any other key events for the year by the first meeting after the AGM.

• At each meeting the previous meetings draft minutes must be tabled, amended as necessary and passed and accepted as a true and correct account of the last meeting.



Once passed, they are the official record of the meeting and cannot be changed. The Minutes must be accurate and it is the responsibility of each committee member to read the minutes and point out any inaccuracies so the minutes can be changed before they are confirmed.

• Minutes, once approved, are to be locked from editing, saved in PDF format along with the Agenda and any tabled documents and pasted into an official minute book signed and dated by the Chairperson or Secretary. The approved Minutes should then be distributed in PDF format to all Committee members and marked ‘Confidential’ if they contain sensitive or personal information.

3.2. Motions • A motion that has been passed at a meeting becomes a resolution which is binding on

all committee members whether they are present or not. Therefore it is important that motions put before a committee are worded in such a manner as to be clear on its intention. Once a motion has been moved and seconded, it is then open for debate. Once all members have had a say in the motion, a vote will be taken on the motion. Any member of the committee can move a motion. A motion should start with the word ‘That……’

• Committee meetings must concentrate on the issue not individuals. Every committee member has a right to have their say without interruption and should be respected by all whether they agree or not. Defamatory remarks should not be made about others.

• All committee members must respect that some of the matters discussed are confidential business of the Committee and not discuss these matters with non-committee members.

• All motions, once passed, are the decision of the Committee and all Committee members are bound to support the outcomes of the motion.

3.3. Quorum • For a normal committee meeting, a Quorum is the majority of the Committee members.

For a committee of 10, this requires 6 committee members to be present.

3.4. Meeting Minutes • The minutes of the meeting should reflect the decisions taken by the committee along

with any matters raised. • Minutes are to be issued to the Committee members within 7 days of the Committee

Meeting. • The Treasurers Report is to be attached as a separate document to these Minutes • A Draft copy of the Club Committee Meeting Minutes (minus the Treasurers Report) is

to be posted on the Club web site within 10 Working days of the meeting. • Upon the minutes being accepted & made final at the subsequent Committee Meeting,

the accepted minutes (minus the Treasurers report) are to posted to the Club Web Site replacing the draft ones

3.5. Correspondence • Not all communications received by the club are correspondence. Correspondence is

written communication that relates to the Business of the Committee. For the sake of clarity, the following guidelines are provided

• Is Correspondence to / from a: o A Club Member



o A report or Minutes from a Sub Committee o A Government Department or Authority o Insurance related matter o Business related matter o Bills or accounts o Bank statements or letters

• Correspondence is not: o Any advertising Flyer o Club or Association Flyers or Newsletter

3.6. Committee Members Responsibilities • Attend monthly committee meetings • Take on role(s) of responsibility e.g. tea and coffee, memberships, public relations etc. • Support and respect decisions passed by the committee. • Assist with the setting up and packing up of the hall at monthly dances. • Where practicable, participate and assist in demos to promote the club. • Where practicable, be included in a roster to set up and pack up on a Monday social

night or be included in the roster or assist with Thursday lessons • Actively promote our club by distributing fliers to other rock and roll dances they may

attend. • Assist the Festival Committee by helping set up and pack up the Friday and Saturday

night dances and the Sunday event.

3.7. Duty of Care • Once you are elected to the committee you owe a ‘duty of care’ to the members. This

duty of care has 5 legal requirements: o A duty to act in good faith; o A duty not to gain advantage by improper use of your position; o A duty not to misuse information; o A duty to act with diligence and care; and o A duty not to trade while insolvent

• This duty of care applies particularly to the collection of personal information contained in our membership register. Under the current privacy laws we are obliged to collect information for our records. However as committee members we have a duty of care to only use the information collected for the purpose it was obtained.

• At present we use data collected to disseminate information about organized activities of the club and decisions made at committee meetings via newsletter, emails, letters and in some cases phone calls

3.8. Intention to Re-stand on the Committee • At the July Committee meeting, those committee members that are up for re-election

are to advise the committee of their intentions to stand for a position at the upcoming AGM. This is to allow the committee to canvas Association members to fill impending vacancies.



4. Committee of Responsibility

4.1. President’s Role • Represent the club at all official functions. • Preside as chairperson over all meetings • Carry out announcements at the monthly dances and any other social events. • Lead the committee in organising monthly dances, demonstrations, lessons and any

other events. • Liaise with committee members and ordinary members on any issues raised regarding

club matters. • Present to the committee any issues raised by members.

4.2. Vice President’s Role • Assist the President in their role as mentioned above. • Deputising for the President when they are not present. • The prime role of the Vice president is to ensure the administrative activities of the club

are in order. • Be the expert in the Club Rules & these administrative guidelines & to ensure that both

are followed by committee members undertaking club business

4.3. Treasurers Role • Appoint an Assistant from within the committee who has access to the accounts & the

financial records. • Be responsible for documenting all income and payments of the clubs activities.

Collecting and receive all monies due and make authorised payments for the club. • Keep accurate accounts and books showing the financial affairs of the club with full

details of all receipts and expenditure connected with the activities of the club. • Ensure two authorised members sign all Cheques. • Delegate responsibility, where appropriate, for carrying out financial activities such as

dance income and payments, membership fees, reimbursement of running costs. • Record separately income and payments for Summer Rock Festival. • Ensure the security of cash and payments in relation to the Festival. • Prepare a monthly financial report to be presented at the committee meetings, which

may include a separate dance report. • Make recommendations regarding expenditure, budgeting & investment requirements

to meet financial objectives set by the committee. • Ensure moneys are banked within 5 days of receipt (apart from the Treasurers float &

provision for impending cash payments)

4.4. Secretary Role • Collect and record mail/correspondence in and mail out. • Produce the Agenda for the Monthly meeting. • Record minutes for the monthly meetings. • Ensure all committee members are given a copy of the minutes to all meetings.

Send out correspondence as directed by the committee.



• Ensure the members are notified of AGM no later than 1 month before the scheduled date of meeting.

• Ensure the completion and submission of the Annual Statement for Consumer Affairs together with a Cheque for payment of the appropriate fee is sent not less than one month after the AGM.

5. Committee Members Delegation of Authority

5.1. Committee o Authorise expenditure for Asset Purchases with out reference to the Association

Members up to $2,500 or 20% of the clubs cash assets, whichever is the lesser.

5.2. President o Sign Cheques on behalf of the Association o Authorise expenditure up to $200 without prior reference to the Committee o Cast a deciding vote where the committee is deadlocked on a matter.

5.3. Vice President o Sign Cheques on behalf of the Association if nominated o Authorise expenditure up to $100 without prior reference to the Committee

5.4. Treasurer o Sign Cheques on behalf of the Association o Authorise expenditure up to $200 without prior reference to the Committee o Hold a Treasurers Petty Cash float up to $300

5.5. Secretary o Sign Cheques on behalf of the Association if nominated o Authorise expenditure up to $100 without prior reference to the Committee

6. Other Duties undertaken by Committee Members

6.1. Memberships This position is attached to the Secretary’s role but can be delegated to one of the ordinary members. • Assist in acceptance of payment for new and renewing memberships. • Ensure new members nominations are presented at the next monthly meetings for

approval. • Ensure the Club Membership records are up to date on the Club Computer for all

members at all times. • Ensure the President, Vice President, Treasurer and Secretary has an up to date

membership list. • Print AGM letters for all financial members to be sent out at least 1 month prior to AGM. • Send “Welcome to the Club written notification” to all new members either by email or

snail mail.



6.2. Demonstrations Co-ordinator • To communicate with organisations requesting GJBR’s to perform demo’s. • Present demonstration requests at monthly meetings for approval. • Organise a team of people to attend the demo’s. • Ensure Stereo equipment and music is maintained and taken to venues. • Organise the dance floor to be erected and dismantled at venues. • Organise for refreshments for the demo team at each venue. • Ensure shade is available for participants at outside events.

6.3. Merchandise • Sell and promote Club merchandise materials, including the ordering of shirts and

taking orders for printing of the club logo on items at the request of members. • Ensure merchandise is appropriately stored and included in a stock register for stock in

and stock out. • Perform a stock take

o Prior to and after the Festival o At the end of the financial year 30th June

• Submit a report of Stock on Hand to the committee for inclusion in the AGM reports. Initiate and cost any new promotional items and present to the committee for approval.

6.4. Tea and Coffee / Catering • Ensure tea and coffee is set up for each dance and lesson social nights. • Purchase tea, coffee, milk, sugar, cups, biscuits and any other items necessary for

these facilities. • Purchase special items such as Christmas cake for the Christmas dance and the last

Monday social night of the year. • Arrange for sweets to be purchased as required for dances.

6.5. Lighting • Ensure all decorations that incorporate lights are set up and stored correctly. • Maintain lights, purchase new lights when required. • Ensure the hall lights are turned on to create the appropriate ambience for the night. • Check the function of the lights in the hall prior to every dance • Liaise with White Eagle House to replace blown bulbs as necessary. • Turn lights on when announcements and raffle is being drawn at the dance.

6.6. Bands (Dance Committee) • Between September & November, contact a range of bands & tentatively book them for

the following years dances. Present this list to the Committee at the November meeting.

• After approval book bands and confirm bookings one month prior to the dance. Negotiate with bands the price and conditions and any extra requirements for e.g. accommodation for interstate bands for Festival etc.

• Communicate with bands the arrangements for setting up and timing of breaks for the dances.



6.7. Newsletter Editor • Accept and vet articles sent for inclusion in the monthly newsletter. • Create a monthly newsletter to be emailed or some posted out 2 weeks before a dance. • Arrange hardcopy mail out to those members who request this method.

6.8. Photos • Take photos of our dances and social events to be included in the newsletter. • Give a copy of photos to Committee members responsible for the Club Newsletter &

Facebook Page

6.9. Decorations • Ensure decoration materials are stored correctly and submit to the committee when

new stock needs to be purchased. • Ensure decorations for themed dances are arranged around the hall to create a special

atmosphere. • Make suggestions to the committee regarding the changing of decorations. • Arrange for flowers to be purchased for Mothers Day special dance.

6.10. Raffle prizes • Be responsible for the purchasing of raffle prizes as budgeted by the committee. • Ensure raffle prizes are stored safely and select appropriate prizes to be raffled at each

dance, lessons, and Social nights.

6.11. Festival Representative(s) • Attend all Festival meetings and report back to the general committee with the Meeting

Minutes of the progress of the festival preparations. • President must be a representative on the Festival Committee as they have total

responsibility for the event;

6.12. Public Relations • Contact local radio stations and newspapers to promote any special events GJBR’s are

carrying out e.g. Charity Dance, Festival, and special. • Create Fliers for dances, special events to be included in the monthly newsletter. • Signage to promote the club at school fetes or other special events. • Send flier via email to advertisers (Vic Rock, Rock n Roll News etc.) for our monthly

dances. • Update the Facebook page with Club details & photos from dances / activities

6.13. Table cloths • Each Committee member attending the dance is to take home 2-3 Tablecloths to wash

& iron as necessary. • Ensure that tablecloths are cleaned after each dance. • Old tablecloths are discarded and new tablecloths purchased.



6.14. Floor at WEH • Arrange for special polish of floor when needed, usually before a big dance such as

festival. • Liaise with White Eagle house week before the dance to request WEH wash floor for

dance.

6.15. Container and Storage room • Be responsible for the annual clean up & tidy of the container to keep the Storage

Room & Container in an orderly state. • Design a document locating items that are stored in the container especially any

special decorations for festival and themed dances. • Arrange for items that are not frequently used to be stored in the container rather than

the storage room. • Arrange a working bee to assist / rearrange as the need arises.

6.16. Social Committee Representative • Be responsible for organising extra activities such as, bowling nights, film nights, BBQ’s

etc. • Follow guidelines set down by main committee for the conduct of social events. • Arrange a table of GJBR’s at other clubs dances and organise a booking sheet, collect

money and confirm booking. • Welcome new people to the club and introduce to people.

6.17. Clothing Stall contact person (Dance Sub Committee) • Responsible for creating a roster for Clothing stalls to attend dances and festival. • Ensure White Eagle House Management is contacted prior to dance and appropriate

room is booked and any reasonable needs are attended to.

6.18. Bookings and Seating (Dance Sub Committee) • Responsible for the club phone and taking bookings over the phone. • Ensure club phone is recharged and has adequate credit to be able to perform the

requirements of contacting people. • Create a seating list for each dance and arrange tables to accommodate attendees. • Make a recommendation to open up the hall if bookings are reaching the 200 limit for

the main hall. • Negotiate with management of WEH to open hall up if required. • Arrange for an extra door person when hall is being opened up due to large numbers of

attendees. • Ensure TryBooking is set up & open for bookings the Monday after a dance and closing

at 6:00 pm on the Friday preceding the Dance

6.19. Floorshows • Organise special events floorshows. E.g. Christmas dance, Birthday dance, Festival

etc. • Initiate and present plans with Budget to committee for approval.



6.20. Charity Dance • Be responsible for approaching sponsors and businesses to donate goods or services

to our annual charity dance. • Initiate the format of the night to obtain the most benefit to the charity. • Organise with the charity representative to attend the next available dance to be

presented with the proceeds of the night.

7. Committee Member Benefits Benefits • Committee members are granted free admittance to a normal dance. • Committee members are granted free admittance to the Summer Rock & Roll Festival

dances. Exclusions • No free admittance to any charity dance. • No free admittance to the Cabaret dance. • No free issue of Club Merchandise or shirts. • No free admittance to Monday Nights

8. Membership • A person who requests to become a member of the club must be proposed by a current

financial member & be voted on at the next Committee meeting. Once they have been approved by the committee & have paid their Joining & Membership fee, their details can be entered into the Clubs records of Members. Upon the completion of this process, the member is to be provided with written confirmation of their acceptance into the Club. Advice of where to find information about the club, the Club Rules & these administrative guidelines should be included in this communication

• Members are given a grace period of one calendar month after the due date to pay their club membership. During this time they do not have the rights of a member but can receive discount entry to a dance however they cannot vote at any club meetings until the membership fee is paid in full.

• A member who is un-financial for one year is deemed to have resigned from the club and must pay a rejoining fee.

• A new member who joins the club in the last quarter of the financial year (between 1st April & the 30th June) is granted membership to the 30th June of the following year.

9. Available Records • If a Club member requests access to the Club membership register, the request must

be in writing with supporting reasons for the access. This request will be tabled at the next Committee meeting & considered in line with the Club Rules. The Member requesting the access it is to be advised in writing of the outcome of their request

• The following is the limit of the data made available o Name o Email Address o Phone number



10. The Annual General Meeting

10.1. Club Rules Must be held within 5 months of the end of the financial year. • The minutes of the meeting must comply with rule 41 of the Club Rules below:

Minutes of general meeting

(1)The Committee must ensure that minutes are taken and kept of each general meeting.

(2)The minutes must record the business considered at the meeting, any resolution on which a vote is taken and the result of the vote.

(3)In addition, the minutes of each annual general meeting must include—

(a) the names of the members attending the meeting; and

(b) proxy forms given to the Chairperson of the meeting under rule 34(6); and

(c) the financial statements submitted to the members in accordance with rule 30(4)(b)(ii); and

(d) the certificate signed by two committee members certifying that the financial statements give a true and fair view of the financial position and performance of the Association; and

(e) any audited accounts and auditor's report or report of a review accompanying the financial statements that are required under the Act.

10.2. Nominations for an Executive Position • Upon nomination for a role on the Executive, each nominee is to provide a paper of no

more than two pages outlining o Their Name o Position Nominating for o Their previous Experience in a similar position in a Social Club o Their Experience that they have in a similar position in a Business area. o A brief outline of their Financial / Business Acumen o An assessment of their Computer Skills o An assessment of their Liaison Skills o A statement that there is no conflict of interest existing between the individual &

any of the Clubs normal activities o Their aspirations & intentions for the position during their term.

• This document is to be sent to the Secretary along with their nomination form to be circulated to the financial Club members one week before the AGM to assist them in their decision in casting their vote.

11. General Matters

11.1. Expressing Sympathy Member Acknowledgement - gift of flowers or gift. • For members who have been on the committee and are still actively participating in

extra activities such as demonstrations, and committee delegated tasks. • This acknowledgement extends to the member, the members spouse, partner or

immediate family. In other circumstances a sympathy card is appropriate.



Member Acknowledgement - card to members • For members who are participating in club activities.

Non Member Acknowledgement • For non-members who have made a significant contribution over a long period of time. These are guidelines only and there will in some cases be an exception to the rule, whereby the President in consultation with the Vice-President shall make an executive decision on the appropriate acknowledgement to be sent.

11.2. General Admission Fees • Adult joining fee of $10 per member plus an annual membership fee of $10. • Child joining fee of $0 per child plus an annual membership fee of $2. • Children 16 and under are admitted free to our dances except the Cabaret dinner

dance which will be decided on an annual basis. • Children must be booked into the dance. • There will be a $5 admission charge for students from 16 to 18 years of age (presenting

a current student card) to dances with the exception of the Cabaret dance, which will be decided on an annual basis.

11.3. Life Members The following are the guidelines for the nomination of a Life Member to the Committee • All members of the Association are eligible for nomination as a Life member • Minimum of 10 years membership in the Club • Contributes to the activities of the Committee such as running Demos, or Public

relations etc. • Regularly acts on a sub-committee. • Have provided a significant contribution to the welfare of the Club. • Significant can be described as far above & beyond what the normal member

contributes to the Club • Regularly attends Club Functions & Dances & assists wherever possible • Benefits

o Free membership to the Club o Free entry to a normal Dance

• Exclusions o No free admittance to any charity dance or activity o No free issue of Club Merchandise or shirts o No free admittance to Monday Nights o No free admittance to the Cabaret

11.4. Sponsors • There are some sponsors that regularly support the activities of the Club. These

sponsors, in recognition of their support are granted free admittance to a normal Club Dance



11.5. Birthday Dance on Mondays • If a Financial Club members does their Birthday Dance on a Monday night function,

the Committee has approved that they will be granted a free pass to a future normal dance.

11.6. Hiring the Dance Floor • From time to time, the Committee is approached to lend / hire out part of the Portable

Dance Floor. The committee current policy is that the Floor is not available for hire.

12. Running a Dance The dance is organised by the Dance Subcommittee with the Main Committee members undertaking the work.

12.1. Pre Preparation • The upcoming dance is to be discussed at the preceding Subcommittee meeting. • Tasks are allocated as per the “Dance Coordination Sheet” • Ensure sufficient supplies of raffle tickets are available . • Purchase Raffle Prizes • Arrange for a door checker (Security) to be available • Lucky Door Prize & Members draw

o After compiling the seating list two lists are generated to facilitate the “lucky draws.

§ The first listing is of the members who are attending the dance. The list is sequentially numbered from one to the last one.

§ The second listing is of attendees at the dance. Again, this is sequential numbered from one to the last one attending.

§ These lists are given to the committee members who are on the door § Any “walk ups” are added to the appropriate lists. (members on both

lists whilst non-members only go on the attendees list)

12.2. Preparation on the day • The hall is decorated & prepared on the day of the dance commencing at 10:00 am • Check that all the lights are working in the hall & the toilets • Check that the floor has been cleaned & is OK to dance on • Put out the tablecloths, decorations, table numbers • Inflation & Installation of Balloons with Ribbon on the tables • Inflation & Installation of Balloons with Ribbon above the stage • Putting out the sweets on the pamphlet table • Putting out the Jukebox, install the Computer & set the power point presentation

going • Put up the posters on the walls • Put out the prizes for the Raffle • Set up tea & Coffee with biscuits



12.3. Running the Dance • The hall is opened up for patrons at 7:15 pm • Committee members who are “On the Door” are to be there from 7:00pm to no later

than 8:15pm. After that, any remaining presold tickets are passed to the Door Checker to manage along with any “walk ups”

• Door Checker is there from 7:00pm to 11:00 pm. The Door Checker is not security & any “security” issues are to be referred to the WEH Management / security

• The coordinator of the Dance Subcommittee is to talk with the band & ensure they understand the timing of events on the night in particular, Starting, the raffle & the finishing time.

• Ensure the club volunteers regularly checks of the Tea / Coffee area to ensure the area is clean and adequately stocked

• Photographs are to be taken throughout the night. Any children at the dance should not be photographed without parents’ permission. Permission must be obtained from parent/guardian before children’s photos are uploaded to the internet.

• At the beginning of each break, announce that raffle tickets are for sale & a rough time when the raffle will be drawn

• Draw the raffles later in the night, in a dance break close to 11:00 pm • Raffle

o Committee members are to assist in the Raffle o Lucky Door / Members Prize Draw

§ The numbers (as amended by the Door staff as necessary) are input to the random number generator & the winner is drawn.

§ The person must be in the hall for the draw. § If the prize is not claimed, then a redraw is undertaken until the prize

is won. o Announcements

§ Welcome all there & thank the Band & get a round of Applause § Welcome any other visiting clubs § Announce the next dance § Mention lessons & who is doing the teaching

• End of the dance o Thank the band o Thank people for attending o Remind them of our next dance o Wish them a safe trip home o Shut down the music & turn on the lights

12.4. Members Draw • All club members in attendance at the dance are eligible for the members draw of

$50. • This is undertaken as part of the Raffle draw and announcements • The member must be a financial member of the club & must be in the hall when the

draw is undertaken • The Committee can review this policy depending on the financial state of the club on

an as required basis.



• The new Committee, at it’s second meeting after being elected, must confirm the continuance of this prize for the following year.

12.5. Packing / Cleaning Up • All committee members are expected to remain behind & pack up the Club property

& generally leave the hall in a good condition. • Efforts are to be made to “encourage” people to leave in a reasonable time so clean

up can be completed • Ensure the Computer & PA are packed properly & locked away • Committee members and helpers should not start packing up until the end of the night

and be mindful of those people who have been dancing the last bracket that drinks on the table are not cleared until they are finished.

13. Monday Night (Club Night)

13.1. Club Member Duties • Organise the tub with ice for water and cups • Set out pamphlets on table • Get out sign in book and pen • Put tin for money at the front table • Set up the music for the night • An arrangement of rock and roll songs and our favorite line dances. • Count the money at approx. 8.45 and give to rostered Committee member. • Check with the rostered Committee member for items to be announced • Check in the Announcements book • At 9pm make the announcements

o What's coming up (dances, outing etc) o Committee announcements o Lucky Draw (they must be in the room). Write the winners of the draw in the

book for the dinners • Organise music for birthday dance. Hand out the Birthday voucher as approved by

the committee • At 9.30pm play “Goodnight Sweetheart” or other appropriate song and start packing

things away. Note: The Committee is to seek volunteers for the club members to run the Monday Night in February each year. The President is responsible to ensure that any new members are properly trained in the setting up & use of the equipment

13.2. Committee Member Duties The Committee member is to ensure the safe keeping & security of the Club Equipment & the effective communication of news to those attending Club Night.

• The Committee member is to be at the club by 6:45 pm to open up the Club Storage area & assist with the setting up of the PA System & Music Computer / iPad.

• Assist the Rostered Club member to set up the money tin & the various pamphlets



• Ensure you are available throughout the night to assist if needed. • Assist with the recording of the various announcements in the Monday Night Book. • Ensure the money collected is safely deposited & in the safe & the safe is locked at

the end of the night • Ensure the PA & Music Computer are put away properly with all cables. • Ensure the PA & Computer are securely locked away in the cupboard and the Club

Storage area is locked at the end of the night. • Ensure the hall is left clean & tidy & the lights are turned off.

14. Admin Guidelines - Thursday Night Lessons

14.1. Committee Duties • Arrive approx. 6.15pm - 6:30pm to set up. • Open up storeroom & assist Club Member with set up • Get out sign in book and pens • Set up the music amp, microphones & computer/Ipad for the night • Liaise with Teachers as required. • After beginners has finished at 7.45pm, make any announcements:

o What's coming up (Dances etc) o Committee announcements

• There is then 15 mins of free practice time for the Beginners until 8.00pm. • Intermediate class will commence at 8.00pm. After it has commenced, at about

8.15pm oversee the counting of the money by the Club Member, verify the count then give the teachers their payment and place the Club's money bag into the safe and lock it.

• After the Intermediate class has finished (at 8.45pm), make any announcements: o What's coming up (dances etc) o Committee announcements

• Put on some dance music and commence packing up. The music must be turned off at 9.00pm

• At 9.00pm, pack away the music microphones, amp & computer/Ipad • Check the hall is clean & tidy. • Check all items have been put away correctly and the cupboards locked. • Lock Store Room & turn out the lights

14.2. Club Member Duties • Arrive approx. 6.15 - 6:30pm to set up. • Fill esky with ice (from front Bar) and fill with Water from the Kitchen • Put out cups • Set out pamphlets on table • Set up front table with name tags, register and money box • Take money & register attendees as they arrive • At 8:15pm, count the money and divide as follows –

o Hall hire in one money bag - $90.00 o Halve the remainder and put in 2 money bags (as provided) together with the

advice slips, give to Committee Member on duty. • Assist Committee Member with final pack up & check of hall.



15. Guidelines Festival Sub-Committee • The Festival Organising Sub-Committee is a sub-committee of the Geelong Jukebox

Rockers Committee and is responsible for the planning and organising of the Annual Rock and Roll Festival. Expressions of interest will be sought in March from Club Members.

• The Sub-committee is formed in April and disbanded at the final meeting in February the following year.

• The Festival Organising Sub-Committee is to consist of between 5-8 members including at least 2 General Committee members, one of which must be the Club President. All members must be financial members of the Geelong Jukebox Rockers.

• The General Committee must approve all Festival Organising Sub-Committee members.

• Members of the Festival Sub Committee have no voting rights. • All General Committee members are expected to support the Festival Organising Sub-

Committee and give assistance when required. • Festival Organising Sub-Committee is to determine specific roles for each member and

notify the General Committee in writing no later than 3 months prior to the Festival. • A draft budget must be submitted to the General Committee prior to the July Committee

Meeting for approval. • A final budget must be submitted to the General Committee prior to the September

Committee Meeting for approval. • A written copy of the minutes including a financial report on expected payments and

income must be submitted to the General Committee after each Sub Committee meeting.

• Any legal requirements, formal correspondence and external submissions for funding must be submitted via the General Committee for issue by the Secretary.

• All food stalls to supply a copy of their current Food Handlers Certificate at the time of application and sighted again on the day. All food stalls to be notified that they will be monitored for their food handling procedures throughout the day.

• All sites requiring power to be charged extra for site. • Any complaints regarding the Festival must be submitted in writing and be presented to

the General Committee for discussion and resolution. • A written contingency plan must be put in place in the event of rain or severe heat and

submitted to the General Committee prior to the September Committee Meeting for approval.

• An overview and feedback of the Festival must be documented at the last Sub Committee meeting in late January / early February and tabled at the following General Committee meeting.

Dance Coordination Sheet


16. Attachments / Forms The following attachments are: • AGM Agenda • Committee Nomination Form • Proxy Form



3 February 2019 Dear Member,

NOTICE of 2018 ANNUAL GENERAL MEETING

I am pleased to advise that the Annual General Meeting of Geelong Jukebox Rockers Inc will be held at 7pm on 17th September 2018 at the club rooms, White Eagle House, Fellmongers Road Whittington, Victoria. The following Business will be conducted at this meeting.

1. Confirm Minutes of 2017 General Meetings 2. To receive the President’s report on the clubs activities for the year ending 30th June 2018. 3. To receive the Operating Statement and the Balance sheet in respect of the year ending 30th

June 2018 4. Election of Executive Committee Members:

a. President & Treasurer for a two-year term. i. Short Speech may be made by each nominee ii. Election by Ballot (if more than one nominee for each position)

5. Election of Ordinary Members for a one-year term. a. Establish the Number of Ordinary Member Positions on the Committee. b. Call for nominations for Ordinary Members Positions. c. Election of Ordinary Committee members.

6. Set the Annual Joining & Subscription Fees. 7. Set the date that Memberships Fees are due for the next membership period. 8. Life Members. 9. To deal with any further business of which due notice has been received.

If you wish to nominate for a position, you may complete and return the enclosed nomination form to the Secretary at either the above postal or email address. Nominees may also submit a brief outline of their skills, abilities and their plans for the club’s future of no more than 2 pages in length. Nominations may also be made on the night of the AGM. Nominees submissions will be circulated to all financial members on or before 14th September 2018. If you are unable to attend the AGM, you may choose to nominate a proxy to vote on your behalf on the attached/enclosed form. Please note the proxy form must be submitted to the Chairperson before or at the beginning of the meeting to be counted. Our normal Monday social gathering for the remainder of the night will follow the Annual General Meeting.

Yours faithfully

Paul Shadbolt Secretary

Geelong Jukebox Rockers Postal: PO Box 2046 Geelong, Vic 3220 Email: [email protected]



Nomination For Position On The Committee

Geelong Jukebox Rockers Inc. Note: This form must be completed & returned to the Secretary by the advised date. I_________________________________________ Member No______________ being a financial member of Geelong Jukebox Rockers Inc, hereby nominate: (Name)_____________________________________Member No_____________ being a financial member of Geelong Jukebox Rockers Inc, for the position of Signed by: __________________Print Name & Member No. ________________ Seconded by _________________ Print Name & Member No ___________ _________________________________________________________________ Declaration In accepting a position on the Committee of Management I declare that I am not a current bankrupt and have no conflict of interest with any of the activities of the club I ________________________(Print Name) hereby agree to the above nomination: Signed___________________________ Dated:_________________ Note: Nominees may submit a brief summary (no more than two pages) outlining their skills & abilities to undertake this position along with an outline of their aspirations for the Club along with their nomination.



GJBR General Meeting Appointment of Proxy

I, ______________________________________________ Membership No :_________ (name) of ______________________________________________________________________ (address) being a financial member of Geelong Jukebox Rockers hereby appoint _________________________________________________ Membership No :_________ (name of proxy) of ______________________________________________________________________ (address of proxy holder) being a financial member of the Geelong Jukebox Rockers as my proxy to vote on my behalf at the annual / special general meeting of the Association to be held on ____________ (date of meeting) and at any adjournment of that meeting. Members may indicate below how they want their vote cast.

Proxy Vote Direction Position Name

President

Treasurer

Ordinary

Other Directions

Signed ______________________ Date ______________________ Note

This proxy must be submitted to the Chairperson before or at the beginning of the meeting. If sent by post or electronically, then the proxy form must be submitted to the Club no later than 24 hours before the commencement of the meeting