OFFICE BEARERS
President
• act as a leader for NOC, coordinate executive responsibilities, chair NOC meetings
• in conjunction with NOC's ONSW Delegates, act as liaison between ONSW and NOC
• ensure OA/ONSW policies are implemented at Club level (e.g. Risk Management, Child Protection)
• represent Club and its interests at meetings or functions with outside agencies or companies.
Vice President - Development
• assist President with above duties, fill in when/where necessary
• coordinate development activities within the Club environment e.g. act as contact point for ONSW, outside groups (scouts, schools, social groups etc)
• sub-committee involvement e.g. act as President proxy on sub-committees, act as Chair(or secretary) on sub-committee to free up sub-committee members
• coordinate Club/member development activities - social, coaching, training
• instigate member engagement activities, in concert with other Executive and Committee members.
Vice President - Technical Advancement
• assist President with above duties, fill in when/where necessary
• present ideas for continued incorporation of electronic advancement in timing and scoring systems
• liaise with other position holders on technical advancement possibilities
• continue any necessary development of NOC event holding guidelines across the various series.
Secretary
• provide notice of meetings and agenda items, including elections and special matters
• take minutes of all Club meetings (Committee, Annual General, Special) and disseminate to Committee members, ensure a copy is kept for ongoing records
• report any external correspondence to the Committee and respond to this where appropriate
• maintain communication between NOC and outside agencies
• maintain hard copy of records for required time periods
• ensure secretary email account is monitored.
Treasurer
• ensure money paid to the Club is collected and deposited into Club bank account
• make payments as authorised by the Committee
• maintain a set of records that reflect incomings/outgoings and current bank balance
• present a statement of Club finances to general and annual meetings
• seek assistance of others to help formulate an annual budget for adoption at AGM
• ensure fee for Incorporation is paid annually
• undertake a reconciliation of event competitors against Eventor income and EOD income.
PORTFOLIOS
Land Access Liaison
• liaise with landholders/authorities to facilitate access for events and mapping
• submit required documentation as required by landholders/authorities
• liaise with series coordinators in regard to land access for event programs
• maintain records of landholder details
• liaise with Public Officer to ensure any necessary lease arrangements are organised
• liaise with treasurer to ensure event access and lease registration fees are paid.
Printing Officer
• maintain records, printing equipment and supplies
• liaise with course planners and establish printing timeframes
• receive map files and ensure completeness and quality printing
• estimate print numbers, print maps, and produce control descriptions
• send print files to the reserve printer when necessary
• supply printed copies to the planner prior to the event
• supply SI files to SI Coordinator
• supply files for preparation of Livelox
• return printed map files for inclusion in the NOC Map Archives
• send map print costs to Treasurer.
Mapping Officer (separate Mapping Officers for Bush, Street, Urban/Sprint, BOSS/MTBO maps)
• maintain access to the NOC map archive for for nominated discipline
• manage the mapping and updating of maps for nominated discipline
• provide advice to relevant Series Coordinator/s regarding currency & suitablity of available maps
• liaise with NOC Technical Officer in relation to mapping standards.
Gear Steward
• maintain general status of Club equipment including the Club van, eg. arrange repair/replacement/maintenance
• maintain SPORTident units including synchronisation of unit clocks
• provide control stand codes to course planners
• assist course planners with access to course equipment (control stands, flags, tethers, signs, bunting, survey tape etc)
• assist event organisers to gain access to Club equipment (tables, chairs, tents results hardware etc)
• maintain supply of event consumables (e.g. survey tape, electrical tape, paper cups etc)
• recommend equipment changes to NOC Committee
• make recommendations to NOC Committee on how to store Club equipment.
Event Registration
• ensure someone is available on the registration desk at events to facilitate correct registration of entrants, welcoming newcomers etc.
• co-ordinate hiring/lending of Club SI sticks, compasses etc
• ensure event takings are tallied and passed on for banking
• maintain supply of registration desk consumables.
Series Coordinator (separate coordinators for Bush, Street, Urban & BOSS series)
• in conjunction with the Committee, Land Access Liaison and President, coordinate series event calendar in a timely fashion
• advise on suitability of areas for specific events
• coordinate recruitment of course planners and vetters for events on the series calendar
•assist course planners in filling the other roles required to conduct events
• advise event officials of the requirements and expectations of running an NOC event
• ensure event planners/vetters have access to event guidelines and other relevant documentation
• ensure appropriate permissions have been obtained for planned events
• liaise with mapping officer and course planners to ensure proposed maps are at current standard and as up to date as possible
• ensure event information is published on Eventor and available for entries in a timely manner
• ensure event information is forwarded for publication on Club website and Facebook page in a timely manner.
• arrange correction of results if necessary
• ensure that guidelines for events are current and based on any changes made in annual report and recommendations
• provide an end of season summary report of basic stats and recommendations for the following season
• oversee the provision and presentation of awards at ceremonies
Website Manager
• manage technical aspects and content of the NOC website so as to present an accurate and up-to-date picture of Club activity, with a focus on the website being the primary public entry point to orienteering in the Newcastle region
• publish, and maintain where required, website content including event calendars & notifications, results history, event reports & news, Club notifications, technical updates, membership information, links, contacts, and technical resources.
• liaise with event series coordinators and others to ensure event information and other content on the website is correct, up to date and published in a timely manner.
Facebook Manager
• manage the NOC facebook page and publish relevant content in a timely manner.
Technical Officer
• ensure current Club/ONSW standards are available and communicated as required
• ensure relevant information regarding technical areas of the sport is conveyed to the Committee and/or mapping officers
• work with relevant people to ensure mapping and administration standards are maintained and are commensurate with OA and ONSW requirements
• work with State League and major event planners/organisers/controllers when necessary to ensure courses and event meet the required standard.
Club Coach
• periodically provide or arrange coaching activities for Club members and non-members
• act as a mentor for both individual competitors and for other coaches.
Publicity Officer
• liaise with Series Coordinators/Event Organisers to publicise events and orienteering in general in the Newcastle area
• liaise with media to publicise NOC events or significant achievements
• liaise with ONSW Promotions Officer to promote events in Newcastle/Hunter area.
Junior Diary Coordinator
• liaise with sub-juniors and juniors in encouraging them to maintain a Junior Diary
• record and report information to Junior Diary ONSW contact as required.
ONSW Delegate
• attend virtually or in person and represent the Club, or appoint a proxy, at ONSW General Meetings
• seek advice from the NOC Committee on how to best represent the decision and interests of NOC where there are matters which will be voted upon at an ONSW General Meeting
• note that the expression of voting or presentation of matters at an ONSW Meeting is not necessarily that of the individual delegate, but of the Committee in the Club's best interests
• present to the NOC Committee matters of importance from ONSW General Meetings and ONSW Board Meetings (if no report is available from a sitting Board member).
SI Coordinator
• ensure computer and associated equipment is available at events to facilitate SPORTident (SI) timing
• facilitate the input of course data for events into SI timing software
• facilitate the running of SI timing software at events, including competitor entry, downloading of competitors results and printing of results (if required)
• facilitate upload of event results to Eventor
• manage maintenance of SI timing computer and associated equipment and supplies.
First Aid Coordinator
• ensure Club first aids kits are available at events
• ensure contents of the Club first aids kits and related equipment (eg. defribillator) are maintained
• maintain a list of Club members that are qualified and available to provide first aid at events
• ensure other related documentation is maintained and available (eg. Search and Rescue procedures)
Public Officer
• ensure the Club meets requirements of NSW Fair Trading in regard to the Club being an Incorporated Association
• be listed as the primary Club contact for government agencies (such as Fair Trading, AMSA, ASIC)
• act as one of the Club signatories for permission/lease arrangements with organisations such as Crown Lands, State Forests, NPWS, HDLC
• actively contribute to discussions on Club ethical behaviour, safety and inclusion policies.