Committee Position Descriptions

Please Note:  These positions will be required to attend the monthly executive committee meetings, however, these descriptions are only a guide and may change with people available to do other duties.

President

  • Run monthly meetings

  • Presidents report for Racing Queensland & AGM

  • Presidents Prattle for race books May & July

  • Arrange and ensure all executive committee members have current National Police Checks

  • Order Race Prizes – 5 races

  • Arrange for independent chair for AGM

 

Vice President

  • Arrange gate people (require 2 + 2 extra for raffles/tickets)

  • Photographer for race day

  • Bus Drivers

  • Arrange gate raffle or lucky entry prize

  • Arrange and run Calcutta or last man standing

    • Includes tickets, last man standing board

    • Presale of tickets if possible

    • Make sure prize money is ready with Treasurer for the day

    • Bingo numbers for draw – usually borrow bowls club one – double check 1 – 100 is there

  • Arrange announcer for the day – to thank sponsors etc

  • Arrange entertainment quotes – kids entertainment, music if required for night time

 

Secretary

  • Meeting Notice on Facebook and email to members

  • Monthly meeting agenda

  • Monthly meeting minutes

  • Correspondence inwards and out wards

  • Emails

  • Update Event Plan with all for each race meet

  • Pick up mail from post office

  • Book Bus for race day

  • Race book for race days

    • Ensure all sponsors and advertising is as per sponsorship packages

    • Create and insert fields from Racing Queensland

    • Arrange printing of books at Info Centre or Library with sponsors for public without sponsors for Jockeys’ and trainers

    • Page numbers must be dividable by 4

    • Print fields and put up on the wall in Jockey area – A3

  • Race day support – Stewards

  • Check and order if required paper hand towels and toilet paper

  • Coordinate & order for disposable cups etc required for bar and canteen – check with conveners as to what they want

  • Print off Race prize tags

  • Print off and display and requirements of COVID 19 – if required

  • Maintain membership register

  • Keep signed minutes of each meeting for Treasurer for Audit

Treasurer

  • Monthly book keeping and balancing

  • Payment of bills

  • All invoicing to sponsors etc

  • BAS Returns

  • Monthly reports to committee meetings

  • Preparation of books for auditing, ensure the accountants complete or the treasurer completes the Profit and Loss for Race Cube on their template

  • Change for Race Day for canteen, bar, gate, Calcutta, raffle etc

  • Have ready cash for Fashions on the Field Prizes

  • Have ready cash for Jockey of the Year and Trainer of the Year (July Races)

  • Cash for Last Man Standing if being held

  • Compile annual budget for reporting to Racing Queensland

  • Compile and maintain membership register & invoices

  • Membership invoice to all members

 

Plus 2 committee member positions who may be form the following positions.

The following positions will not be required to attend monthly meetings unless they have been elected to the executive committee:

Race Convener

  • Book and ensue they are there for each race meet – make sure you confirm closer to race day

    • Race Caller

    • Race Starter

    • Video People (2 required)

    • Photo finish – stewards bring photo finish equipment with them

    • Barrier Attendants (usually need 6 +) Don’t forget helmets and vests

    • Clerks of the Course (require 2)

    • Judges (require 2)

    • Timekeeper

    • Book Vet

    • Farrier contact if needed

    • Book Ambulance

    • Make sure saddle cloths are ready for race day – wash and return after race day

Bar Convener

  • Liaise with Sponsorship person about a bar sponsor

  • Arrange License if required, if not, advise local police of event and times for bar

  • Order bar requirements for race day including alcohol and soft drinks for mixes

    • Keep an eye open for soft drinks as they come on special… saves a lot of money

  • Check cups etc required for serving- let Secretary know so they can be ordered

  • Collect and freeze ice weeks prior to race day – this can be done through council at the showground ice machine – will need to get key from council

  • Arrange volunteers for serving and drink ticket sales

  • Order bar tickets – Hughenden Agencies can order printed tickets with HJC on them

  • Pick up order from Great Western on the Friday or prior and put in cold room at Racecourse

  • Set up bar for serving – eskies for beer, spirits and cup holders for mixes, wine buckets

  • Ensure nip pourers are there

  • Fill up eskies with ice without using what is in freezer as you will need that for drinks

  • Clean up of bar and pack away drinks after race day

  • Stocktake leftovers for consideration of next meeting, if July meeting sell off extra stock at cost price

  • If going past 8-hour license and having entertainment that night you will need to arrange security – get quotes to present to committee meeting

 

 

Canteen Convener

  • Stock take disposable items – coffee cups, paper bags, serviettes, sandwich containers, smoko pack containers- let secretary know what need to be ordered

  • Stocktake all requirement e.g. sauces, gravox

  • Stocktake leftovers after race day – reorder after May for July

  • If stock left over after July races arrange to sell excess e.g. pies, sausage rolls etc.

  • Order soft drinks, poppers, sports drinks for Canteen– liaise with bar convener

  • Rolls and drinks for Jockey area – tea and coffee as well

  • Check all cutlery and utensils and cooking equipment are there for use

  • Check all cleaning products

  • Running Canteen by committee volunteers

    • Arrange volunteers for making sandwiches

    • Arrange volunteers for serving throughout day

    • BBQ

    • Order all food requirements

      • Bakery Order

      • Supermarket Order – Ribenleigh/Bidvest order

      • Butchers Order

    • Pick up all orders

  • If Paying another committee to run the Canteen

    • Order all food requirements

      • Bakery Order

      • Supermarket Order – Ribenleigh/Bidvest order

      • Butchers Order

    • List all jobs for other committee

    • Arrange them to pick up orders

 

Fashions on the Field Convener

  • Set up categories and criteria

  • Choose theme for May Races if you want one eg. Derby Day with a splash of colour

  • Develop marketing materials for Fashions

  • Pass all marketing materials above onto Marketing & Sponsorship Convener

  • Submit budget request for each race meet

  • Order Sashes for Fashions – Australian Show Ribbons

  • Order Flowers for presentation on race days and to have them delivered to Hughenden

  • Arrange for 2 judges – best to have people away from Hughenden to judge

  • Arrange and set up decorations for stage and background

  • Print all categories lists for nominations

  • Help Marketing and Sponsorship Convener to update website and online registrations for Fashions

  • Arrange announcer for Fashions

  • Ensure any sponsors for fashions are there to present to winners

  • On race day man fashions registration area, ensure each category have paddles

  • Set times for judging between races

  • Ensure judges have reserved seating

  • Arrange photographer for fashions

 

Reserved Seating Convener

  • Set up pricing for Reserved Seating

  • Catering for tables – we have previously done grazing platters for 10

  • Set up Trybooking for online reservations – link required for advertising

  • Supply updated details for website to Marketing & Sponsorship Convener

  • Print off list for gate people of reserved table seating

  • Coordinate with Sponsor Convener seats required for sponsors

  • Arrange table decorations, chairs etc for race day

  • Set up reserved seating and table decorations

  • Table name reservations on tables

  • Ensure if promising complimentary drinks tickets are there

  • If offering drink coolers – must be on tables

  • As well as race books for table – advise secretary of how many required

  • Clean up after race day will include washing of all table cloths and chair covers to go back into storage for next race day

  • Transfer money from Trybooking to Jockey Club account after races form table bookings

 

Marketing & Sponsorship Convener

  • Social Media Posts for advertising

  • Website Management

  • Keep and maintain sponsorship register for Race Cube compliance

  • Sponsorship

    • Development of Packages & Printing up booklets

    • Post out to prospective sponsors – post is best to easy to delete and email

    • Receiving of sponsorship

    • Pass on invoicing requirements to Treasurer to do up invoices

    • Coordinate with Reserved Seating Convener seats required for sponsors

    • Update sponsorship details on website as well as current sponsors logos

    • Order marketing materials for sponsors e.g., banners

    • Deliver sponsor tickets etc for race day as part of their packages