QUEENSLAND COUNCIL OF GARDEN CLUBS

Club Admin Forms

Use the web site to provide details to QCGC.  Fill out the form and post the details to QCGC.

(1) Membership Application

(2) Update Club Details

(3) Update Club Event Details

(4) Submit Newsletter Article

Committee

 

GENERAL

Committee members are the key to an organisation's success &/or failure.

  • Must be familiar with the Rules of the organisation.
  • Must be aware of the legal, financial, ethical, moral, and physical requirements of a committee.
  • Must maintain confidentiality on relevant matters.
  • Should be familiar with the duties of all office bearers.
  • Should be well informed of all organisation activities.
  • Should participate in discussions on planning, delivery & evaluation of activities.
  • Should be supportive to organisation members.
  • Should participate in making financial decisions and monitoring financial position in accordance with the wishes of the members.
  • Should support all the decisions made not just the ones they voted for.
  • Must not operate as a law unto themselves or in the interest of one specific group.                                  
 

MEETINGS AND FUNCTIONS

  • Monthly committee meeting (approx 11.30am - Ipm) follows the General Meeting (10am- 11.30am approx)
  • Venue Auditorium, Administration Centre, Brisbane Botanic Gardens Mt Coot-tha
  • Attendance at functions through the year on last Wednesday of the month
  • Presidents Day — March
  • Friendship Day — June
  • Fashion Parade — August
  • Christmas Luncheon - November.
 

Club Officers


President

President

  • Represent the organisation where required.
  • Coordinate the function of the organisation.
  • Provide leadership that encourages collective success and supports all organisation members.
  • Keep the big picture in mind.

Meetings

  • Manage committee, general and annual general meetings.
  • Liaise with Secretary as required.
  • Liaise with Assistant Secretary for meeting agenda.

Functions

  •  Coordinate planning.
  •  Compare
  •  Assist with set up and clean up.

Newsletter

  •  Prepare a report for the Newsletter Editor.
  •  Proofread Newsletter.

Vice President

Vice President

  • Represent President as required.
  • Coordinate guest speakers for Presidents Day and Friendship Day.
  • Coordinate entertainment for Christmas Luncheon when not a Biennial Awards year.
  • Coordinate annual excursion.

Functions

  •  Ring and book guest speaker/entertainer. Discuss fee/expenses.
  •  Request profile for introductions.
  •  Send confirmation email/letter.
  •  Arrange for gift/payment.
  • Contact week before to confirm/remind.
  • Meet, accompany, and attend to requirements of guest speaker/entertainer throughout event.
  • Introduce guest speaker/entertainer during event.
  • Give vote of thanks to guest speaker/entertainer.
  • Assist with set up and clean up.

Excursion

  • Coordinate excursion as required.
  • Provide details to Newsletter Editor.
  • Collect fees and give to Treasurer.
  • Arrange gift/payment for host/venue.
  • Give invoices and proceeds to Treasurer.
  •  Provide a report for Newsletter Editor.

Secretary

 

Secretary

  • Responsible for correspondence, telephone calls, membership, function venue bookings.
  • Keep records in a timely and orderly manner.
  • Liaise with President as required.
  • Liaise with other committee members as required.

Correspondence

  •  Receive and respond to all correspondence.
  • Inform delegates and committee of items for attention.
  • Forward on information about shows and events to Webmaster.
  • Keep a record of all correspondence.
  •  Keep a record of expenses.
  • Forward information to other committee members as appropriate.
  • Liaise with Webmaster for maintaining Website.

Telephone calls 

  •   Attend to phone calls as required.

Membership

  •  Maintain Membership Register.
  •  Follow up enquiries about membership.
  •  Provide Treasurer, Webmaster and Newsletter Editor with details of new and resigning members.
  •  Prepare Renewal of Membership Form with Annual Fee for mailing out in January Newsletter.
  •  Produce Register of Members annually to be included with April Newsletter.
  •  Produce Contacts brochure as required for shows eg. EKKA, QId Garden Expo

Functions

  • Book venues for meetings and functions.
  • Make and send invitations and flyers.
  • Prepare sign on sheet for attendees.
  • Prepare seating plan.
  • Provide attendance numbers and clubs for President.
  • Liaise with Treasurer for numbers attending.
  •  Assist with set up and clean up.

Newsletter 

  • Prepare an update for the Newsletter Editor. 

Assitant Secretary

 

Assistant Secretary

  • Prepare agendas and record minutes of meetings.
  • Assist Secretary as required.

Meetings

  • Convene meetings as required by Rules.
  • Prepare agenda for meetings referencing Meetings Calendar and Functions Planners in consultation with President.
  •  Record apologies at meetings.
  •  Ensure quorum is present at each meeting.
  •  Print minutes of previous meetings for distribution to members attending meetings.
  •  Maintain folder of signed Minutes.
  • Take minutes of meetings.
  • Write up minutes of meetings.
  • Maintain Meeting Attendance Records (Sign on book).
  • Forward agendas and minutes to committee members and Delegates prior to meetings.

Functions

  • Oversee attendees sign on at entry with Treasurer.
  • Provide information about seating, location of raffle, and morning tea. Assist with set up and clean up.

Treasurer

 

Treasurer

  • Responsible for recording, maintaining, and reporting financial and resource data.

Records

  • Keep clear records of all income and expenditure.
  • Receive, receipt, and bank all monies.
  • Maintain record of all assets, equipment, and property.
  • Give receipts to Secretary for mailing.
  • Make recommendation for annual membership fee.
  • Reimburse committee members for expenses incurred.

Meetings 

  • Present accounts to committee to be passed.
  • Pay accounts as instructed by committee.
  • Prepare financial statement for committee meetings.
  • Report summary of statement to Delegates at General Meetings.

Annual report 

  • Prepare information for Auditor for Annual Report and Balance sheet.
  • Provide information about depreciation and value of assets.
  •  Provide a report for the Newsletter Editor for April Newsletter.

Functions 

  • Liaise with Secretary for numbers attending.
  • Take monies (cash, square reader deposits) at entry with Assistant Secretary.
  • Check attendees against lists with Assistant Secretary.
  • Provide float monies for raffle.
  • Receive and receipt monies taken from raffles and other sources.
  •  Assist with set up and clean up.

 

Publicity and Media

 

Publicity and Media 

  • Prepare and distribute media statements.
  • Prepare and distribute media statements for Plant and Floral Spectacular.
  • Coordinate brochures for shows.
  • Coordinate between Facebook and website.

Functions 

  • Prepare and distribute media statements for Plant and Floral Spectacular.
  • Organise flyer distribution for Plant and Floral Spectacular.
  • Take photos at functions and send copies to Archivist, Newsletter Editor and Webmaster.
  • Write a report of each function and send to Newsletter Editor and Webmaster. Assist with set up and clean up.

Club brochures 

  • Maintain numbers of QCGC Contacts brochures and member club brochures.
  • Request supplies from clubs where required.
  • Give to Coordinator of events where required, eg QId Garden Expo

Social Media

  • Coordinate social media posts. 

Newsletter

 

Newsletter

  • Prepare, arrange printing and distribution of the Quarterly Newsletter.
  • Obtain information/article from President, Secretary, Guest Speakers and Excursions, Environment, Publicity, Treasurer (Annual Report), Vice President (Excursion)
  • Obtain reports from clubs Prepare Newsletter.
  •  Send to President for proof reading.

 Arrange for printing

  • Arrange for envelopes to be printed.
  • Coordinate collation and posting.
  • Obtain sponsorship, advertising (guidelines to be decided by committee) 

Catering

 

Catering

  • Coordinate catering for meetings and functions.
  • Maintain tea, coffee, sugar supplies.
  • Maintain linen.

Functions 

  • Presidents Day, Friendship Day, Fashion Parade, Christmas Luncheon
  • Liaise with catering company for catered functions.
  • Ask for volunteers to help.
  • Coordinate volunteers for food preparation and serving.
  • Purchase disposables, plates, serviettes, cups etc, as required.
  • Coordinate setting up and clearing away drink stations, food tables.
  • Coordinate assembling of food on plates/packages.
  • Hand receipts of purchases to Treasurer for reimbursement

Meetings 

  • Delegates and committee
  • Purchase milk, biscuits.
  • Set up and clean up morning tea
  • Hand receipts of purchases to Treasurer for reimbursement
  • Plant & Floral Spectacular
  • Coordinate refreshments as determined by committee.
  • Purchase food supplies and disposables.
  • Coordinate volunteers for food preparation and serving.  
  • Serve customers as required.

Linen

  • Arrange storage of linen.
  • Take linen etc. to functions as required.
  • Arrange for laundering of used linen

 

Webmaster

Webmaster 

  • Maintain website.
  • Obtain information from President, Secretary, Publicity Officer.
  • Obtain reports and photos from Publicity, Environment.
  • Obtain membership list from Secretary.

 

Guest Speakers and Excursions

 

Guest Speaker 

  • Maintain Guest Speaker list.
  • Send registration forms to prospective guest speakers and record in list.
  • Give a report at General Meetings of new registrations and removals.
  • Give details of new guest speakers to Newsletter Editor for Newsletter.
  • Arrange printing of list as required.
  • Biennially, contact all persons for accuracy of information - shared amongst committee.

Excursions 

  • Maintain lists of Excursions
  • Follow up suggestions of destinations.
  • Give a report at General Meetings of new venues and removals.
  • Give details of new excursion destinations to Newsletter Editor for Newsletter
  • Arrange printing of list as required.

Raffles

Raffles

  • Coordinate raffles for functions
  • Organise prizes.
  • Make signs advising price.
  • Organise raffle assistants.
  • Receipt all income with Treasurer.
  • Assist drawing of raffle and lucky door.
  • Record raffle winners at functions and give to Publicity for report for Newsletter.
  • Contact winners if not present.
  • Record donations from clubs and give list to President..

 

Disclaimer

Whilst every effort is made to publish accurate information, QCGC accepts no responsibility for statements made, opinions expressed or mention of commercial products by contributors

Authors and speakers are responsible for the accuracy of all information in their media articles in any form of public communication.  These articles do not necessarily express the viewpoint of the executive and working officers of QCGC or its committees.

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