Gidgegannup Equestrian Association 

GEA PRESIDENT & VICE PRESIDENT– ROLES AND RESPONSIBILITIES

1. Subject to this rule, the President must preside over all general meetings and committee

meetings.

2. In the event of the absence from a general meeting of-

- (a) the President, the Vice-President; or

- (b) both the President and the Vice-President, a committee member elected by the

other members present at the general meeting, must preside at the general

meeting.

3. In the event of the absence from a committee meeting of

- (a) the President, the Vice-President; or

- (b) both the President and the Vice-President, a committee member elected by the

other committee members present at the committee meeting, must preside at the

committee meeting.

4. In addition to rule (1), other duties of the President and Vice-President include-

- (a) To consult with the Secretary regarding the business to be conducted at each

committee meeting and general meeting.

- (b) To liaise with the other clubs using the same grounds, known as the Gidgegannup

Showgrounds.

- (c) To liaise with the local shire on relevant matters.

- (d) To be the spokesperson for the Association on such occasions as a spokesperson

is required.

- (e) To enforce the rules and regulations of the Association as laid down from time to

time.

5. To coordinate the allocation of responsibilities to committee members / sub-committee,

such as:

a) Rally coordinators

b) Instructor/judge bookings

c) Rally/event groups coordinator (incl Jobs and stable allocations)

d) Communications – Website/Social Media/Newsletter

e) Uniform coordinator

f) ARCA representative

g) CoS liaison

h) Handyman

i) Catering Liaison

GEA SECRETARY’S ROLE & RESPONSIBILITIES

1. Coordinating the correspondence of the Association;

2. Consulting with the President regarding the business to be conducted at each committee

meeting and general meeting;

3. Preparing the notices required for meetings and for the business to be conducted at meetings;

4. Maintaining full and accurate minutes of committee meetings and general meetings;

5. Complying on behalf of the Association, unless another member is uthorized by the committee

to do so, with

(b) section 53 of the Act with respect to the register of members of the Association, as

referred to in rule

I section 35 of the Act by keeping and maintaining an up-to-date copy of these rules;

(d) section 58 of the Act by maintaining a record of

(i) the names and addresses (including email addresses where applicable) of the persons

who hold the offices of the Association provided for by these rules, including all offices

held by the persons who constitute the committee and persons who are uthorized to

use the common seal of the Association under rule 24; and

(ii) the names and addresses (including email addresses where applicable) of any

persons who are appointed or act as trustees on behalf of the Association, and must,

upon the request of a member of the Association, make available the record for the

inspection of the member and the member may make a copy of or take an extract from

the record but does not have a right to remove the record for that purpose;

6. Ensuring the safe custody of the books of the Association, other than the financial records,

financial statements and financial reports, as applicable to the Association and required by rule

13 to be kept and maintained by, or in the custody of, the Treasurer, and which must be

retained for at least 7 years;

7. Performing any other duty given to the secretary under these rules or by the committee

8. Maintain Club Laptop with Anitvirus and Microsoft subscriptions

9. Manage Associations Online account and submit the annual Information Statement

10. Maintaining Insurance Policies

11. Maintaining Affiliations with ARCA and EWA

GEA TREASURER - ROLES AND RESPONSIBILITIES

1. Maintain the bank accounts in the name of the Association with a financial institution from

which expenditure of the Association is made and ensuring that any funds received by the

Association are credited to the appropriate account of the Association, as directed by the

committee;

2. Responsible for collecting any amounts payable to the Association and issuing receipts in the

name of the Association for those amounts presented in the form of cash;

3. Make payments from the funds of the Association with the authority the committee or a

general meeting, and when required ensure that all cheques or direct debit payments are

signed or authorised by at least two (2) committee members of which one (1) should

preferably be the Treasurer;

4. Subject to any restrictions imposed at a general meeting, the committee may approve

expenditure on behalf of the Association and may authorise the Treasurer to expend funds

on behalf of the Association up to a specified limit without requiring approval from the

committee for each item on which the funds are expended.

5. Ensuring that the Association complies with the relevant requirements of Part 5 of the Act;

Final 30 August 2019 - 11 –

6. Ensuring the safe custody of the Association’s financial records, financial statements and

financial reports, as applicable to the Association under sections 66 and 67 of the Act,

including retaining financial records for at least 7 years after the transactions covered by the

records are completed;

7. Coordinating the preparation of the Association’s financial statements, that give a true and

fair view of the financial position and performance of the association in respect of the last

financial year, before their submission to the Association’s annual general meeting under

sections 68 and 70 of the Act;

8. Ensuring that the Association’s financial statements for the financial year are reviewed or

audited in accordance with Part 5 Division 5 of the Act before being submitted to the annual

general meeting of the Association, if under section 69 of the Act — (a) a majority of the

members present at a general meeting of the Association pass a resolution to that effect; or

(b) the Association is directed by the Commissioner to do so.

9. Whenever directed to do so by the President, submit to the committee a report, balance

sheet or financial statement in accordance with that direction;

10. Performing any other duty given to the secretary under these rules or by the committee.