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
• liaise with NOC Technical and other position holders on technical advancement possibilities
• present ideas for continued incorporation of electronic advancement in timing and scoring systems
• 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
• maintain records of landholder details to enable annual events program without access issues
• liaise with Public Officer to ensure any necessary lease arrangements are organised
• liaise with treasurer to ensure lease registration and event fees are paid.
Mapping Officer
• maintain access to the NOC map archive for nominated discipline
• liaise with Technical Officer in relation to the implementation of mapping procedures.
Printing Officer
• maintain records, printing equipment and supplies
• liaise with course planners and establish printing timeframe
• 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 computer operator
• supply files for preparation of RouteGadget or Livelox
• return printed map files for inclusion in the NOC Map Archives
• send map print costs to Treasurer.
Gear Steward
• maintain general status of Club equipment e.g. arrange repair/replacement/maintenance
• maintain supply of event consumables e.g. water bottles, paper cups
• assist course setters with access to course equipment (control stands, flags, tethers, signs etc)
• assist event organisers to gain access to Club equipment (tables, chairs, tents results hardware etc)
• recommend equipment changes to NOC Committee
• make recommendations to NOC Committee how to store and transport Club equipment.
Event Registration
• ensure someone is available on the registration desk at events
• maintain supply of registration desk consumables
• co-ordinate lending of Club SI sticks
• ensure event takings are tallied and passed on for banking
Series Coordinator (separate coordinators for Bush, Street, Urban, BOSS series)
• in conjunction with Committee and President, coordinate event calendar in a timely fashion
• ensure that guidelines for events are current and based on any changes made in annual report and recommendations
• assist course planners in filling the other roles required to conduct an event
• advise on suitability of areas for specific events
• liaise with mapping coordinator to ensure proposed maps are at current standard
• ensure appropriate permissions are obtained and/or guide course planners to do so
• advise event officials of the requirements and expectations of running an NOC event
• correct/modify results if necessary
• oversee the provision and presentation of awards at ceremonies
• provide an end of season summary report of basic stats and recommendations for the following season
• co-ordinate with organisers and mapping officer the course map and printing
• ensure equipment is in working order (if applicable)
• ensure event setters have access to event guidelines
• ensure event information is forwarded for publication on Club website and Facebook page in a timely manner.
Website Manager
• manage technical aspects and content to maintain NOC website in such a manner as to present an accurate and up-to-date picture of Club activity and orienteering in the area 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 website content is correct, up to date and published in a timely.
Facebook Manager
• manage NOC facebook page
Technical Officer
• ensure current ONSW/Club standards are available and communicated as required
• receive information regarding technical areas of the sport and convey to the Committee
• work with relevant people to ensure mapping and administration standards are maintained and are commensurate with OA and ONSW requirements
• work with State League planners/organisers when necessary to ensure courses and event meet the required standard
Club Coach
• periodically provide coaching activities to Club members and non-members
• acts as mentor for both individual competitors and for other coaches.
Publicity Officer
• act as liaison with media to publicise NOC events or significant achievements
• act as liaison with Event Organisers to publicise major local events
• act as liaison with ONSW Promotions Officer to promote events in Hunter area.
Junior Diary Coordinator
• act as liaison 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
• present to the NOC Committee matters of importance from ONSW General Meetings
• where there are matters which will be voted upon at an ONSW General Meeting, the delegate seeks advice from the NOC Committee on the voting preference to best represent the decision and interests of NOC
• notes 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
• presents to the NOC Committee any matters of importance noted from ONSW Board Meetings (if no report is available from a sitting Board member).
SI Coordinator
First Aid Coordinator
Public Officer
• willing to be listed as the primary Club contact for government agencies (such as ASIC, EPIRB )
• maintain the Club seal
• 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.