Roles

EXECUTIVE COMMITTEE

In the last year of term it is advisable to have a member in a supportive & learning role.

President

• Member of all Committees
• To chair all WASSRA Management committee meetings
• To represent WASSRA in joint Association meetings
• Attendance at Department of Education meetings (or designate)
• Arrange and plan (on a needs basis) for Induction of new Executive/Management committee members
• Coordinate with Department of Education contact
• Unless President delegates otherwise, President only will conduct media / public interviews / debate on behalf of WASSRA
• WASSRA banner to be held by President and to be available for all functions as necessary.
• Present report at every meeting. A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• Preside over Executive meetings.

• Support to President
• Could also be involved on sub-committees
• Attendance at all WASSRA Management committee meetings
• To represent President in her absence or by delegation
• Attendance at joint Association meetings as required
• Attendance at Department of Education meetings (or designate)
• Assist with lines of communication between Executive / Management andmembers ie keep President informed of concerns and relay information

Junior Vice President (Promotional Position)

• Support to President. Could also be involved on sub-committees.
• Attendance at all WASSRA Management committee meetings
• To represent Senior Vice President in her absence
• Mirrors Senior Vice President’s duties

Secretary

• Support to President and other Executive
• Attendance at all WASSRA Management committee meetings
• To record and distribute minutes of WASSRA Management meetings (prior to following meeting)
• Attendance at joint Executive WASSRA/WAPPA meetings
• Call for agenda items (2 weeks prior to committee meeting and/or AGM)
• Compile and distribute meeting agenda (1 week prior to committee and/or AGM meeting)
• Table all correspondence both incoming and outgoing (unless specifically dealt with by relevant committee eg Convention) and respond to same as directed.
• To represent WASSRA in joint Association meetings
• Attendance at meetings if requested by President
• Assist with lines of communication between Executive / Management and members ie relaying information to President and Executive, Management and members
• Attend to matters relating to Constitution, Constitutional changes / bylaws
• Advertise for Notices of Motion according to the constitution
• Call for nominations for Management Committee according to constitution
• Minutes of any sub committee/executive meetings must be kept.
• Provide training pathway for assistant to learn role of Secretary.
• Distribute minutes to District Coordinators via Liaison Officer.

Treasurer

• Attend all monthly Management Committee meetings of WASSRA
• To take charge of all financial aspects of the Association
• To head the Finance committee
• Preparation of Annual Budget with full consultation of Finance Committee
• Receipting and payment of monies
• Preparation and reconciliation of monthly financial statements to present at committee meetings
• Invest funds with secure fund managers
• Arrange for annual audit of finances
• Presentation of annual financial report (audited) at AGM
• To represent WASSRA in joint Association meetings
• Assist with lines of communication between Executive / Management and members ie relaying information to President and Executive, Management and members
• Delegation of work to WASSRA assistant (paid through honorarium)
• Oversee data base of membership (through delegation to WASSRA assistant)

Immediate Past President

• Maximum of 12 months with an understanding that this role would be required probably for six months, depending on the new incumbent’s uptake of information.
• Assist in-coming President with related procedures
• Assist with dissemination of past and future information or commitments
• Introduction to personnel in Department of Education, WAPPA and any other bodies as necessary
• Attend invitations occurring during hand over period if necessary or relevant

 MANAGEMENT COMMITTEE

NOTE: Members should indicate interest in a portfolio at the AGM. All committees to be formed immediately following the AGM. Structures should be in place by December.

 Professional Development

• Portfolio Coordinator to attend all monthly Management meetings of WASSRA
• and present a report. A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• Provide to Management Committee a yearly plan complete with estimated budget/costs for the plans (where possible)
• Present Budget and Plan to the Management Committee for approval in February
• PD Committee should commence engaging presenters, etc. and notifying all district coordinators if a budget amount has been set aside for district PD.
• Assist district coordinators with organising speakers/workshop presenters for District presentations
• Provide AC’s with idea’s to utilize PD funds made available by WASSRA (funding can be used in conjunction with the DET District)
• Promote PD topics through Area Coordinator’s for member participation
• Minutes must be kept and a report presented to management
• Promote the Association by portraying positive image and being pro active in gaining membership

Convention

• At least one representative (apart from Portfolio Coordinator) to attend all monthly meetings of WASSRA and present a report. A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• To meet following the AGM.
• Previous Convention Coordinator to report on feedback from the past Convention. This is usually a popular committee and should be limited to 8 or 9 members (otherwise it becomes unwieldy).
• Organise and book suitable venue for Annual Convention (usually prior to current year’s convention)
• Plan and organise Annual Convention Workshops/Speakers
• Liaise with Treasurer to set costs for Convention
• Liaise with Sponsorship Coordinator regarding requirements of venue, equipment, time factors
• Prepare a submission to Department of Education for Travel Subsidy for Country members early in year, in consultation with Treasurer.
• Draw up committee duties and time line list in line with previous year
• Forward to membership Convention Registrations
• During the course of the year each committee member will take on roles as required, eg: design Convention program and registration form; and   Invitations to Life Members, Department of Education, Government and WAPPA representatives as deemed necessary (may be input from Executive)
• The theme for the following Convention should be decided at the first meeting, and promoted in the lead up year to the next convention.
• The Committee should work on the budget and present to Finance Committee by November.
• Communication with Executive on requirements for AGM
• Organise AGM facilities
• The Theme and brief outline of plan (albeit in early stage) should be presented to Management Committee by December.
• Communicate regularly with Executive/Management on plans in progress
• Networking results to be collated and presented to management committee at following meeting to allow management committee to follow up on issues
• Minutes of any sub committee meetings must be kept.
• Promote the Association by portraying positive image and being pro active in gaining membership

Sponsorship

• At least one representative (apart from Portfolio Coordinator) to attend all monthly Management meetings of WASSRA and present a report. A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• To hold 1 position on Convention Committee
• To raise funds annually (from credible companies) to support the Association and its planned programs throughout the year.
• This may include underwriting of the Convention and other PD programs, travel for Committee representatives to travel to districts to coincide with district PD etc.
• All funds to be redirected as appropriate by the Finance committee.
• Coordinate Sponsors’ booths and needs eg lunches and dinner invitations etc at Convention.
• Submit sponsorship requirements plan to Convention Committee
• Communicate regularly with Executive/Management on plans in progress
• Minutes of any sub committee meetings must be kept
• Responsible for all sponsor advertising material being collected and forwarded to Publications representative before Voice deadline date.

PR / Publications

• Portfolio Coordinator to attend all monthly meetings of WASSRA and present a report. A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• The point of contact for all information to be published in VOICE.
• Sets publications dates. Collects photographs and relevant articles etc.
• Co-ordinate all articles for Voice Magazine from members and pass to Voice Editor by deadline date.
• Organises articles to be written in follow up to Convention. (Contact the writers prior to convention with outline of requirements.)
• All executive, management committee, district coordinators, members should contact the publications portfolio direct with articles and requests in relation to VOICE. The information is then passed on to the publications presentation person (external contractor).
• Typesets and returns to publications portfolio and President for final approval then organises printing and distribution. Voice should be in schools as early as possible in each term.
• Arrange for School Matters to print item of interest/happening relating to Registrars. It would be ideal to have an item in School Matters at least once a month. This would enable an enhancement of our position in the schools and Department of Education.
• Organise “Thank you” breakfast for Area Coordinators/Committee members in conjunction with PR Portfolio.
• Encourage AC’s write articles for the Voice on PD attended or other associated topics

Delegate Liaison Coordinator

• Portfolio Coordinator to attend all monthly Management meetings of WASSRA and present a report. A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• To be the pivotal person who communicates with Area Coordinators.
• Disburse information to all members, via the ACs.
• Forward to AC’s information on request from Executive Committee. AC’s should forward the same information on to the members in their district.
• Communicate regularly with Executive/Management on plans in progress
• Arrange meeting with AC’s at convention, primary time to capture metro & country AC’s all together.
• Area Coordinator weekend to be organized in conjunction with PD Committee.
• Organise “Thank you” breakfast for Area Coordinators/Committee members in conjunction with PR Portfolio.
• Encourage AC’s to have Morning Tea / Afternoon Tea for members / non members early term 1 with funds made available by WASSRA to encourage membership
• Maintain Area Coordinator file.
• Provide Area Coordinators with an induction package to encourage membership for new Registrars in the area.

Area Coordinators

• Provide pivotal communication tool between members and management
• After nomination is accepted by Liaison coordinator, AC should contact all members in the district to advise of their position and how structure will work.
• Provide to all members in district easy access to communication either by phone, fax or email.
• All ACs who are on email should receive and send their communications by emails
• Encourage link between district office by inviting FAO to any district PD or etworking sessions
• Refer matters to relevant portfolio coordinator or executive when and if needed.
• Be active within the district by promoting networking
• Contact Liaison Officer with details of successful/unsuccessful Professional Development.
• Encourage AC’s to have Morning/Afternoon Tea for members/non members early term 1 with funds made available by WASSRA to encourage membership
• Promote the Association by portraying positive image and being pro active in gaining membership
• Make contact with new Registrars in the area invite them to networking/mentoring sessions. Invite them to join WASSRA. Pass name on to Area Liaison Coordinator
• Provide new Registrars in the district with an induction package to encourage membership.
• Organise PD for WASSRA members in cell/area with WASSRA finds made available.
• Contact WASSRA members for Professional Development requirements

Members Services – Database Management

Members Service – Country Delegate Coordinator

• Country representative to attend at least every second monthly Management meeting of WASSRA and present a report.
• A written copy of this report should be handed to the Secretary for inclusion in the Management Committee Meeting minutes.
• Foster increased awareness of the issues facing country members throughout the WASSRA membership, eg distance and isolation, and try to overcome these issues by helping country members at all times.
• Encourage networking amongst country members offering help and support.
• Assist, wherever possible, with the organisation of mentors for new Registrars and School Officers.

Life Members

• Invited to attend AGM
• Invited to Convention Dinner

Who is responsible for . . . . . .

• Acknowledgements eg Births, deaths,
• marriages, retirements etc
• PR / Publications
• Advertising upcoming events in School Matters
• and other Publications
• PR
• AGM organisation Notices of motion etc — Secretary
• Venue — Convention Coordinator
• Annual WASSRA Committee Principal’s
• Breakfast
• Social
• Banner President
• Committee volunteers Members Services
• Constitution Secretary
• Convention Convention coordinator
• Convention Program Convention
• Correspondence In/Out Secretary
• Data Base Treasurer (through delegation)
• Distribution of newsflashes to District
• Coordinators
• District Liaison
• District visits Convention
• Investments Treasurer
• Networking at Convention Convention
• Networking Issues To be collated by convention
• Committee
• To be followed up on by Management
• Organisation of WASSRA/WAPPA meetings Secretary
• PD PD Coordinator
• Social Functions (not including Convention
• functions)
• Social
• Voice Publications Coordinator