Committee Positions
President: Preside at Committee meetings and any other meetings organised by the Centre. Work with Committee members and volunteers to ensure the effective management and running of the Centre. Represent the Centre as required, including at Association meetings. Complete and submit association affiliation requirements. Liaise with Heathfield High School in the completion of annual lease agreement and general communication. Present the President’s report at the Annual General Meeting. Also, fulfils the role of Public Officer of behalf of the Centre.
Vice President: Support the President in overseeing the operations of the Centre. Perform all duties of the President in the absence of the President or as directed by the President.
Secretary: Manage communication between the Association and the Centre. Prepare minutes and agendas for Committee Meetings, AGMs and Special General Meetings. Other duties as agreed from time to time.
Treasurer: Maintain a detailed ledger of all receipts and payments transacted for the Centre. Present at each Committee meeting a full summary of receipts and expenses, including the bank balance and inventory and stock levels. Pay, on invoice only, all accounts passed by the Committee. Present to the Annual General Meeting a detailed Financial Statement of Income and Expenditure for the past 12 months.
Registrar: Respond to all registration and Come and Try enquiries. Manage collation and distribution of registration packs for registered athletes. Manage Registration Desk at all Home Meets. Liaise with SALAA as required. Provide details of registration numbers and registration issues at monthly Committee meetings.
Boys Recorder: In cooperation with Girls’ Recorder, set up season program in ResultsHQ prior to commencement of summer season. Enter the boys’ weekly results into the recording software as necessary, checking manual recording sheets to ensure chaperones and/or timing systems have loaded complete and correct results. Print manual recording sheets manually and place in the age group folders. Provide athletes’ results for championship qualification confirmations. Track/organise/present athlete awards at home meets (attendance, personal bests, Centre best performances). Liaise with Girls’ Recorder to ensure consistency of results. In cooperation with Girls’ Recorder and HLAC Committee, organise trophies and awards for end of season presentation.
Girls Recorder: In cooperation with Boys’ Recorder, set up season program in ResultsHQ prior to commencement of summer season. Enter the girls’weekly results into the recording software as necessary, checking manual recording sheets to ensure chaperones and/or timing systems have loaded complete and correct results. Print manual recording sheets manually and place in the age group folders. Provide athletes’ results for championship qualification confirmations. Track/organise/present athlete awards at home meets (attendance, personal bests, Centre best performances). Liaise with Boys’ Recorder to ensure consistency of results. In cooperation with Girls’ Recorder and HLAC Committee, organise trophies and awards for end of season presentation.
Tiny Tots Co-Ordinator: Coordinate the Tiny Tot activities at each Home Meet. Maintain attendance records and advise Recorders on attendance ribbons.
Uniforms Co-Ordinator: Purchase, storage and sale of Centre uniforms. Obtain quotes and arrange supply of any items of Centre uniform, in negotiation with the Committee. Manage the Uniform Desk at all home meets and issue receipts for uniform purchases. Present all sales receipts to the Treasurer for reconciliation. Conduct end of year stocktake.
Cross Country Co-Ordinator: Organise the cross country meet hosted by Hills LAC. Maintain records of Hills athletes who compete in the cross country meet. Advise the Committee the winners/runners-up of the Boys and Girls trophies (based on points formula). Organise trophies and awards for all athletes who meet the attendance criteria.
Marketing and Public Relations: Promote HLAC through all channels (traditional, social media etc.) and arrange marketing material, liaising with SALAA as applicable. Maintain the Centre website, Facebook and Instagram pages. Liaise with recorders for statistical information for publication; produce season handbook and weekly newsletter. Write articles for publication in the Hills Courier (where applicable). Author, publish and arrange printing of season handbook.
Fund Raising Sponsorship and Grants Officer: Coordinate fund raising for HLAC through grants, sponsorship and other fundraising activities.
Child Safety Officer: Ensure the Centre complies with all legislative requirements for child safety. Maintain police check and Working With Children Check register for all HLAC volunteers and file with the Association.
Team Manager: Direct, plan and coordinate all championship events for the Centre, including assign and communicate officials’ duties rosters in accordance with SALAA allocations. Complete and submit any entry forms for athletes to participate in Association events. Represent the club at championship events. Ensure athletes report to marshalling area for their events on time. Ensure parents or guardians report for assigned duties on time. Represent athletes in lodging official protests at Championship events.
Home Meet Roles
Arena Manager: Manages the initial measuring and marking of the track layout prior to the beginning of each summer season. Maintains marking for start lines, field events and hurdles throughout the season. Leads setup and pack up of equipment at Home Meets. Advises the Committee on maintenance and/or replacement of centre equipment.
Arena Assistants (multiple – ideally 5 – 8): Assist with the setup and pack up of the equipment for home meets throughout the Summer Season and one Cross Country meet. Vehicle with towing capacity desirable but not essential. Multiple arena assistants are required to expedite set up/pack up flexibility as we recognise not everyone can be available for every home meet.
Line Markers: Measure and mark track layout. Throughout the summer season, after the initial measuring and marking of the track layout, the Line marking then needs to be maintained fortnightly (outside of school hours).
BBQ Co-Ordinator: Oversees the purchase and collection of food supplies, utensils and equipment necessary for the BBQ, including gas bottle refills. Ensure weekly volunteers receive appropriate instruction to enable them to operate the BBQ.
First Aid Officers (multiple): Must have an accredited certificate in first aid or above; must be on call at Home meets and attend to any injuries or illness sustained by the athletes or spectators; shall report/log any injuries; shall notify the parent or guardian of an injured athlete.
Starters (multiple – ideally 6 or more): Conduct the starting function at home meets, including cross country. Multiple starters are required on a rotating roster to allow for absences and to ensure sufficient coverage for both inside and outside tracks throughout the season.
Timekeepers (multiple – ideally 4): Oversee the set up and pack up of timing equipment for each home meet. Operate the outside timing equipment during home meets, including placing lane number markers on the tracks for the athletes to pick up on completion of races. Adjust the gates to cater for distance races. Ring the bell as athletes pass through the gates for races greater than 1 lap. Ensure track results are uploaded to ResultsHQ and recorders are made aware of any discrepancies or concerns. Ensure laptops are charged and ready for use at the next home meet. NB: ideally, 2 volunteers are required for the effective operation of the outside track.