To nominate for a role, please visit this page.

COMMITTEE ROLES AND RESPONSIBILITIES

2025 / 2026

The committee of Queensland Volvo & Saab Club Inc. is expected to serve the members and dedicate their role to benefit all club members, potential members, and fellow committee members.

Committee members are expected to attend all general meetings and committee meetings (and report to fellow committee members when they are unable to attend or address their role(s) for any period) as well as maintain a high level of professionalism and adequacy for the role in which they are nominated and elected.

To be eligible for each role you apply for, you must be a financial member of the club and seek nomination by two financial members of the club who endorse you in advance. These persons are referred to as “nominators” and must endorse you for each role you apply for.

It is a requirement that you have no legal convictions or personal issues that will prevent you from fulfilling the role outside of the requirements listed for each position in these pages. For more information or you are not sure about this, please contact Club Secretary at secretary@qldvolvosaab.com.au

There are a total of 12 roles (7 primary and 5 secondary)

  • President
  • Vice President
  • Club Secretary
  • Treasurer
  • Membership Secretary
  • Events Coordinator
  • Technology, Design & Communications Director
    • Text Message Communications **
  • Concessional Registration Officer *
  • Magazine Editor *
  • Social Media Manager *
  • Merchandise Manager *

* Secondary role

** Secondary role — Assistant role, optional role to fill

PRESIDENT

REQUIREMENTS AND RESPONSIBILITIES:

  • Oversee the General Management of the club.
  • Be the primary point of contact for the club.
  • Chair all executive and club meetings.
  • Represent the club in formal situations.
  • Prepare meeting agendas in consultation with Club Secretary.
  • Review reports from committee members (this can be done informally but president needs to have a knowledge of all aspects of the club).
  • Write a bi-monthly “A note from the President” for Rolling.
  • Respond to requests from all members in a prompt and professional manner.
  • To be a signatory on the club bank account.

VICE PRESIDENT

REQUIREMENTS AND RESPONSIBILITIES:

  • To fill the role of President when he/she is unavailable for any reason.
  • To support the President in the role as required.
  • To be a signatory on the club bank account.

CLUB SECRETARY

REQUIREMENTS AND RESPONSIBILITIES:

  • Assisting with the general management of the club.
  • Respond to requests from all members in a prompt and professional manner.
  • To be a signatory on the club bank account.
  • MEETINGS:
  • Prepare agenda in consultation with president. Include new members to be voted into club since previous meeting.
  • Record minutes of meetings.
  • Distribute either minutes or summary of informal meetings to all members/executive as appropriate.
  • Receive & attend to any incoming mail & emails.
  • Attend to any out-going mail as requested.
  • AGM:
  • Notify all members (by email or post) of AGM, including date & venue.
  • Prepare & send with above, nomination forms for positions.
  • Prepare agenda & take minutes & distribute. Include reports from office bearers.

TREASURER

REQUIREMENTS AND RESPONSIBILITIES:

  • Assisting with the general management of the club.
  • Respond to requests from all members in a prompt and professional manner.
  • Keep a record, balanced with bank statements, of all transactions, receipts & payments, including PayPal.
  • Notify Membership Secretary of member payments on a regular basis.
  • Write receipts for all incoming monies.
  • Keep invoice /dockets of all payments.
  • Bank funds within 1 week of receipt.
  • Pay any accounts promptly with 2 signatures on the cheque. Pre-authorisation can be made at a club meeting for known expenses.
  • On notification from Department Of Fair Trading copy of the financial statement is presented & an annual fee paid.
  • Prompt payment for Rolling Magazine when emailed account is received.
  • Ensure that club insurance is paid.
  • Preparation of financial details for Rolling magazine report (If required).
  • Preparation and Presentation of Treasurers report at all meetings.
  • Preparation and Presentation of Annual Treasurers report at AGM.
  • To be a signatory on the club bank account.

MEMBERSHIP SECRETARY

REQUIREMENTS AND RESPONSIBILITIES:

  • Assisting with the general management of the club.
  • Respond to requests from all members in a prompt and professional manner.
  • Keep a current membership list – adding new & removing resignations / non-renewals.
  • Keep an all-time membership list with membership number.
  • Accept membership application forms & record details, including car details.
  • Add new members to Rolling Magazine mailing list & notify Victorian Club prior to bi-monthly posting.
  • Provide details of new members to Concessional Registration Officer noting particularly car details.
  • Notify treasurer of new members/renewals to cross-check on payments, particularly direct deposits / PayPal / payment processors used on the website.
  • Prepare membership cards – new & annually (cross check on payment with treasurer).
  • With treasurer, personalize welcome pack & forward to new member.
  • To be a signatory on the club bank account.

TECHNOLOGY, DESIGN & COMMUNICATIONS DIRECTOR

REQUIREMENTS AND RESPONSIBILITIES:

  • Monitor the support emails and addressing any concerns or issues members and committee may have with the website.
  • Brand Management and Design Across Club Assets and Materials
  • Design of any club materials for digital release and print.
  • Ensuring the club visuals across all physical and digital platforms are recognisable etc.
  • Maintaining Membership benefits and promotions.
  • Ensuring all contact details and club access is up to date across online club listings, Google Business listings and so on.
  • Tech Administration i.e., Server backend work such as email accounts and ensuring committee has access to adequate tech facilities
  • Digital Communications (Email, social media, phones)
  • Technology support and installation across committee and club (e.g., label printers, portable devices, and similar club-owned and operated property)
  • Access to a personal Facebook account without restrictions.
  • TECHNICAL SKILLS:
  • Coding knowledge in HTML, CSS, PHP, ASP.NET,
  • Proficiency in web design platforms such as WordPress and WooCommerce Extension, and other in-use technologies.
  • Proficiency in Mailchimp and Facebook Business Suite.
  • Proficiency in Domain Management and SSL Certificate Installation and Maintenance.
  • Experience using cPanel server control panel, MySQL, and related technologies in use on club server.
  • Access to the necessary hardware and software to ensure role responsibilities are met and previously established files are compatible.

COMMUNICATIONS: TEXT MESSAGES

This is an optional role available to members interested in assisting with the club’s communications. If not filled, the responsibilities will be absorbed by the Technology, Design, and Communications role.

Key responsibilities include managing the club’s mobile phone and sending text messages as requested. You will also respond to inquiries from members, particularly regarding their attendance at events and meetings. The role is essential for tracking RSVPs and ensuring smooth event coordination.

You will also be given access to the club’s Google account for the sake of using Google Contacts (which has access to an online messaging tool should you prefer) and removing any contacts who reply that they no longer wish to receive the text messages.

Messages are sent in bulk, with a suggestion of sending to 10 contacts at a time to prevent any possible spam detection or throttling from the network provider.

EVENTS COORDINATOR

REQUIREMENTS AND RESPONSIBILITIES:

  • Assisting with the general management of the club
  • Respond to requests from all members in a prompt and professional manner.
  • Prepare an annual program of events / meetings for the club.
  • Prepare a bi-monthly program of events / meetings for the club.
  • Source ideas from all members to cover the various ages & interests of members.
  • Keep a liaison with other clubs & interests.
  • Submit forward program to Rolling via Magazine Editor
  • Prepare &/or delegate, details of a club event such as time, meeting places etc.
  • Lead or organise/delegate a leader for each event as required.
  • Notify (via email, web) all members of event details with the assistance of the webmaster/secretary as required (including direct creation of events on Facebook)

CONCESSIONAL REGISTRATION OFFICER

REQUIREMENTS AND RESPONSIBILITIES:

  • Respond to requests from all members in a prompt and professional manner.
  • Understand the requirements of the SIV scheme and adjust as rules change.
  • Explain these requirements to members/potential members as requested.
  • Keep record of model & year of all registered club cars (as per membership forms)
  • Keep a record of CLUB REGISTERED VEHICLES if required.
  • Verify age of cars applying for Club Registration if required according to TMR requirements.
  • Prepare and present club registration paperwork to members as requested
  • Report all issued documents to the committee.

MAGAZINE EDITOR

REQUIREMENTS AND RESPONSIBILITIES:

  • A good understanding of publishing software.
  • Access to suitable software/hardware to prepare the magazine submission.
  • Good grammatical and spelling skills and attention to detail.
  • Respond to requests from all members in a prompt and professional manner.
  • Collect items from members for Queensland Club pages.
  • Work closely with Events Coordinator.
  • Obtain up-to-date list of new members from membership secretary.
  • Arrange specified pages and content and send to Rolling Editor by closing date.
  • Content is uploaded to a Dropbox folder prior to the deadline for each issue.
  • You will receive access to this folder and an account creation link if required.

SOCIAL MEDIA MANAGER

REQUIREMENTS AND RESPONSIBILITIES:

  • Access to a personal Facebook account without restrictions.
  • Take photos at events.
  • Upload photos, event report summaries and content to Facebook and/or Instagram (Instagram is linked to automatically update Facebook)
  • Upload relevant material on club social media pages to encourage social interactions.
  • Moderate and respond to any comments, questions, or messages if necessary.
  • Submit full quality photos to the club magazine either via the club’s magazine Dropbox folder or email.
  • You will be added as an admin or content manager to the Club’s social media pages and groups. You will also be given access to the Club Instagram profile.

MERCHANDISE MANAGER

REQUIREMENTS AND RESPONSIBILITIES:

  • Maintain a stock of merchandise to be sold via the Club meetings and web store. This includes shirts, mugs, hats, and any welcome packs or future offerings.
  • Receive emails from web store whenever an order is made for merchandise.
  • Package and post items from web orders appropriately and in a timely manner.
  • Respond to enquiries regarding potential and processed orders.
  • Carry merchandise at events and meetings and note down the purchaser and total costs, then forward that information and funds to the Treasurer.
  • You will be given access to the Club’s online shop management platform. This is not required for the role, but it will make your job a lot easier!