Dive Club Committee roles and expectations  
October 30th AGM, 2020

The whole committee needs to be active in promoting the club and its activities, this will generally entail 3-4 hours a week of involvement, with more work some weeks, including compulsory attendance at fortnightly committee meetings, the weekly dive desk, and other dive club activities. Staff spots on trips are allocated by a combination of the type of staff required and attendance/involvement in running the club. 

​President 
  • Oversee, coordinate, and assist with JCU Dive Club activities. 
  • Ensure and assist with the successful execution of dive-club activities by respective committee members and develop alternative solutions in case of activity cancellation. 
  • Structure and chair JCU Dive Club meetings, ensuring a minimum of half the committee is present for meetings to be valid. 
  • Positively promote the dive-club. 
  • Organize, structure and represent the JCU Dive Club in meetings with work partners and professional institutions e.g. dive operators, the university departments and social clubs. 
  • Ensure club members abide by the JCU Dive Club Code of Practices and Procedures.
  • Mediate disputes and queries within the committee and/or club members whilst abiding by the JCU Dive Club Code of Practices and Procedures.
  • Assist in previous years financial audits.
  • Monitor products list, trip manifests, and emails to ensure smooth operations
 
Vice-President 
  • Assist with presidential commitments. 
  • Represent the president in case of absence. 
  • Structure and chair dive-club meetings. 
  • Oversee and coordinate dive-club activities. 
  • positively promote the dive-club. 
  • Organize, structure and represent the dive-club in meetings with work partners and professional institutions e.g. dive operators, the university departments and social clubs.
  • Assist in previously years financial audits 
  • overview and monitor over product list  
 
Treasurer 
  • Ensure accurate record taking of dive club expenditures and incomes i.e. structured receipt book system. 
  • Ensure annual dive-insurance and dive store membership renewal and payment. 
  • Accurate financial book-keeping, structured according to end-of financial year auditing process. 
  • Bank management (Paypal and Bank accounts). 
  • Financial reports to be presented at every AGM and at committee meetings as requested.
  • Manage XERO
  • Must give an update of account status twice a semester.
  • Assist in previously years financial audits 
  • Keep track on stock value of the club 

Secretary 
  • Collect agenda items from committee members, and structure agenda for dive club meetings. - Templates can be found on the JCUDC google drive
  • Record minutes during dive club meetings 
  • Publish minutes to committee members via the JCUDC google drive folder, under ‘Agenda & Minutes’. 
  • assist with payments, including bank deposits, paypal transfers, Xero (with treasurer)
  • Handle correspondence with mail, e-mail, to club members and working partners (Dive operators, Dive retailers) 
  • Monitor Gmail and facebook account to structure incoming queries and re-direct to appropriate officer 
  • Responsible for all dive club documentation ( Hard copy & digital)
  • Note all payments in products lists to track customer purchases and trip availability
 
Social Officer 
  • Plan social events (eg. Pub crawls, Doco nights, Shed parties, sports events)
  • submitting risk assessments through RiskWare
  • Monitor and answer facebook messages relating to social events
  • preparing budget and liaising with treasurer regarding available budget
  • organising the purchase of food, drink, or other items for social events 
  • Must work with marketing and treasurer.
  • Must provide budget before every event.
 
​Marketing/Social Media 
  • Promote the club & its trips/activities through Social Media (Instagram/Facebook/Newsletter).
  • Monitor and answer messages on facebook and instagram, relaying to appropriate committee members as needed
  • Create/upload/distribute posters for social events
  • Create the semesterly calendar
  • Work with social officer to plan and promote events.
  • Other Misc.
 
Equipment officer 
  • Source the best deals and keep up-to date documentation for purchasing dive-equipment and accessories 
  • Monitor Emails relating to equipment 
  • Monitor messages on facebook relating to equipment
  • Organize annual service and maintenance of dive equipment 
  • General equipment maintenance to ensure fully in-service inventory of club equipment (not including regulator service unless properly certified as regulator technician) 
  • Keep and uphold monthly inventory checks of all dive equipment 
  • Accurate monitoring of gear rentals and returns 
  • Maintain equipment box stock
  • Equipment sales
  • Compressor and tank maintenance (not including service) e.g. accurate log-book keeping, filter changes, fuel provision
 
Day trip Officer
  • Work with Yongala Dive to run fortnightly Yongala Day trips 
  • Organise other day trips/excursions run by JCU Dive Club such as magnetic island/ Bowen etc
  • Monitor emails relating to day trips, keeping products list up to date
  • Monitor messages on facebook relating to trips/courses
  • Organising and completing PADI certifications of students
  • Send out trip emails and collect customer details to prepare manifests 
  • Organise staff, manifests, and passenger information for the trips
  • Organise gear rental and cleaning for day trips
 
Liveaboard Officer 
  • Organise the Liveaboard trips for the year including End of Year trip
  • Monitor emails relating to day trips, keeping products list up to date
  • Monitor messages on facebook relating to trips/courses
  • Organising and completing PADI certifications of students
  • Send out trip email and collect customer details to prepare manifest
  • Organise staff, manifests, and passenger information for trips
  • Ensure all staff have up to date certifications and credentials
  • Maintain working relations with captains and owners of other dive businesses 

General Retail Operations Manager (GROM)
  • Weekly operation of Dive Desk and market day stalls  
  • Promote the club and assist with running day to day activities
  • Merchandise sales, organisation, and restocking
  • Manage and update list of members

All committee members

As committee members, it is your duty to assist in the promotion of all club events and activities. This is to be taken into account when applying for a role as an executive member of the JCU Dive Club for 2021.

  • Attend dive desk and committee meetings when available. To be communicated to the GROM minimum day before.
  • Attend dive club social events
  • Respond to member enquiries relating to their position or expertise, as directed by secretary
  • Positively represent JCU Dive Club in public whether they be club-related or not.