Below is a list of all the Committee Members and their contacts details. Executive committee can be reached via a single email contact.
For information on what is involved in each of the committee positions, click on the position titles:
General Description of the Role: Manage all finances for the club
Ensuring upkeep of books
Receipting cash on trips
Assisting with preparation of budget
Liaise with RMIT Student Life on financial matters
Report on financial standing of the club at committee meetings
As you are the person that writes the thing, usually with help from another exec member, you should collect everything from the convenors and be on their back about getting submissions to you.
All items purchased using RMIT Student Life grants must include a proper tax invoice.
The invoice must list company name and ABN (or equivalent for overseas companies). Printed Invoices can be submitted via email (scans are OK). For Hand-written invoices, original copy must be submitted to RMIT Student Life office.
Invoices paid directly by RMIT Student Life will take 30 days to be processed. Otherwise we can apply for reimbursement of funds into the club account, if invoice has already been paid in full by us.
Events: There are a few major events that need to be kept up to date throughout the year.
Making sure all allocated money for equipment purchases from RMIT Student Life is spent.
Making sure that big ticket trips and expenses like orientation day, intro night, intro trip and Easter trips don’t go over budget and if they do make sure the money is there to soak it up.
Making sure that the mid year report is done.
Making sure all allocated money for training from RMIT Student Life is spent.
Keeping everything running smoothly and cutting people’s “grand plans” down to size when they ask for money by simply saying NO!
Make sure that 50% of all training that the club sends it members through is paid for by the member before the departure of the training trip.
Ensure there is enough money in the bank at the end of the year to cope with emergency repairs, hire, T-shirts for the following year etc.
Competitions: In the past the club has subsidised about three competitions each year (ranging from 10% – 50%), however, due to people catching onto this, there has been an influx of people wanting to claim this subsidisation. In 2002 and 2003 we referred people to RMIT Student Life for subsidies as it is RMIT Student Life that want the publicity.
Budgets for the following year are due after the AGM, so that you and the new treasurer can work on them together.
BIG TICKET DAYS
Orientation Day – Make sure there is enough money in the kitty for an influx of big notes at orientation day. At the end of it all makes sure that all this money is then banked ASAP.
Intro Night – Make sure that the plans for the intro night aren’t too extravagant and that we stay within budget, even if means you say right that’s it no more beer.
Intro Trip – Make sure that the price for bother participants and leaders is adequate and that the trip doesn’t run at a major loss. I believe that it is up to the trip leader however.
Easter Trip – Help out where possible, preferably by being the bitch that collects money off everyone, don’t worry, I was once a money collecting bitch. I hate the job but hey.
Determine necessary purchases to be made – convenors should be responsible for the activity specific gear (racks, ropes, MTB), you have responsibility for general gear (tents, sleeping bags, etc).
Look after the keys. You are the primary contact for gear room access. ONLY gear officers, executive committee, and other members specifically named on the key list should have access to the keys.
Deposit money from the safe when it gets over $500.
Don’t EVER leave the laminator, computer or lights on. At least one of these is a fire hazard and we seriously don’t want to be responsible for burning down RMIT.
Don’t EVER forget to check that the gear room doors, locking cabinet and safe are locked. Check twice. No really, go check again.
Go to heaps of parties and on heaps of trips; you are the face of the club! Read ‘People Skills from Robert Bolton’, ‘How to Win Friends And Influence People by Dale Carnegie’, 40+ push ups, 100+ sit-ups every day. Drink more beer than anyone else. Learn German and all about the Great Ocean Road.
Promotions and Sponsorships Officer
Promotions and Sponsorships Officer
General Description of the Role: Confirm once a year that the deals advertised on the website are still valid (good idea to talk to management, not just random employees).
Try and obtain new discounts for the club (ask other members to suggest companies/ shops they would want a discount from)
Handy hints: Confirm all the details of the deal offered (e.g. check whether gear hire is included in the entry price at climbing gyms).
Also, shops/ gyms assume that anyone at ROC is a student and that it’s therefore enough to show a student card. Some people have been refused discounts because they didn’t have a student card, even though they had a ROC card. Make sure you confirm with the manager that they should accept a ROC card, not just an RMIT student card.