2011/12 Committee as voted at the AGM October 2012
President
Tony Charlesworth tony.charlesworth@century21.com.au
Vice President
Don Gray dongray@westnet.com.au
Secretary
Gill Eason - Admin support at Chamber Office - Weds 9am-5pm info@singletonchamber.org.au0400460412
Treasurer
Michael Minter michaelminter@farrowwyatt.com.au
Committee
- Andrew Turner - andrew.turner2@riotinto.com
- Brian Thornton - bthornton@cbtlaw.com.au
- Ben Hedley - singleton@sportspower.com.au
- Jim Gauld - jimgauld@westnet.com.au
- Gail Easton - geaston@y7mail.com
Sub Committees
- Careers, School to Work Transition
- Community Safety
- Constitution
- Infrastructure - F3, Signage etc
- Liquor Accord
- Monthly meetings
- Media, Publication and Advertising
- Membership
- Outstanding Business Awards (OBAs)
- Planning and Strategy
- Streetscape
- Tidy Towns
- Training and Support
- Singleton Womens Networking (previously Women In Business)
Chamber of Commerce Position Responsibilities
Chamber now has Administration Support one-two days per week. This will mean that the Board can take a more strategic management role, rather than an operational one. The following are a guide only and will be decided by the new Committee each year
President:
- Chair Exec & monthly meetings
- Responsible, in partnership with Executive, for achieving the Chamber’s Mission
- Organise, in consultation with Executive, agendas for meetings
- Prepare/approve monthly info for newsletter & Argus page
- Sit on Council Advisory & other representative Committees & report back
- Oversee Sub-Committees
- Facilitates yearly strategic planning and evaluation
Treasurer:
• Pay accounts• Keep financial records
• Prepare monthly report
• Reconcile accounts/statements
• Prepare annual financial statement
• Prepare annual report to Dept Fair Trading
• Keep member list up to date in MYOB, ensure membership secretary/newsletter editor informed of non financial members (after 90 days)
• Send out annual subscription renewals
• Prepare BAS as required
• Ensures development and board review of financial policies and procedures
Secretary:
• Correspondence in and out - check mailbox at least 2x per week• Prepare correspondence list for each Exec meeting
• Take minutes at Exec mtg and circulate by email to Committee by end of week
• Ensure all new membership forms are passed to membership Secretary
• Prepare and keep up to date, Calendar of events - ensure Web coordinator and Newsletter editor receive regular updates
Membership Secretary (currently done by Admin Support position)
• Keep a database of all members• Ensure new members receive a membership pack and are contacted by phone to organise free new member spot in newsletter and next meeting
• Ensure both Treasurer and Newsletter distributor are informed (Fax or Scan/email form to both) of new members
• Organise to cross check member lists with Treasurer quarterly
• Prepare & distribute (in consultation with Committee and with assistance from VIEC staff) annual member directory
Vice President:
• Stand in for President if required to chair meetings• Prepare (in conjunction with others) monthly speakers and venues
Executive Members:
• Regularly attend Board meetings• Make commitment to participate actively on Sub Committees
• Participate in member Monthly meetings and workshops where possible
• Participate in fund raising activities, events
• Encourage new membership to the association, by marketing the Chamber to associates and business contacts
• Respond promptly to email discussions and queries that will occur from time to time between meetings
• Attend the annual Strategy Planning meeting
Tasks for Committees
Committee chairperson – is responsible for calling meetings, ensuring minutes are kept and distributed to the members of the committee. Report back to the Executive meeting. They should develop an action plan, with tasks for the various members, ensuring that members have the resources to do their tasks
OBA organisation – organise venue, sponsors, nomination forms, questionnaires, judging process, catering/beverages, speaker/entertainer, tickets/pricing, liquor licence/licencee, decorations, security
Training & Support – prepare series of workshops for the year, advertise calendar on Website & newsletter, organise speakers, materials, venues, catering, marketing flyers
Strategic Planning – work with Council on strategic economic and marketing plan for Singleton LGA
Streetscape Improvement – continue to lobby for improved CBD environment, including signage, ambiance, maintenance and artwork.
Media & Advertising – responsible for website, newsletter, radio and newspaper marketing and advertising. Work with President on media releases as required. Work with membership secretary on production of membership directory
Constitution – review of current constitution to bring in line with Model Constitution
Meetings/Speakers - Book venues/caterers, organise speakers for monthly meetings
Singleton Womens Networking – organise bi-monthly meetings, venue, catering etc, speaker/mini expo, keep distribution list up to date, manage rsvp’s
Infrastructure/Events – work on strategies to enable town to make most of opportunities presented by new infrastructure or to encourage events to be held in the town/region. Lobby for new infrastructure/facilities as required
Youth education/leadership, careers, transition to work – assist in relationship building between High Schools, TAFE, Training Organisations and Business. Encourage traineeships/apprenticeships in business. Support and market Trade Training Day. Support initiatives to promote training in businesses.
Council Advisory Groups - Act as liaison – speak on behalf of Chamber and report back to monthly meeting/newsletter – written report
SVIEC Advisory Group (Singleton Enterprise Advisory Panel)Disability Advisory Group
Community Safety
Streetscape Improvement – continue to lobby for improved CBD environment,
including signage, ambiance, maintenance and artwork.
Other Committees
Tidy Towns
Liquor Accord
Chamber of Commerce Protocols
1. Maintain Chamber Values at all times.
2. Maintain Member and Commercial Confidentiality and Respect
3. Declare any Conflict of Interest to President/ Vice-President/Secretary as soon as it is known
4. Attend 70% of general monthly and Executive meetings and member meetings. Ensure that RSVPs or Apologies are sent
5. Extended leave of absence to be applied for in writing to committee
6. Respond in a timely fashion to all requests for information, meeting invitations and requests for opinions
7. Be actively engaged in discussions, agreed roles and sub-committees. Report regularly back to Executive
8. Be prepared to chair the Executive Meeting from time to time (on a roster) in consultation with President
9. Contact your member list at least once a month by either phone, email or face-to-face
10. Actively promote the benefits of joining Chamber to prospective members.
Chamber Values
• Honest – tell the truth
• Fair – treat everyone equally and justly
• Accountable – we do what we say we will, and are openly responsible for our actions to our members, community and each other
