2014 Annual General Meeting. Date: Monday 7 th July 2014 Time: 5:45pm for 6:00pm start Venue: Executive Centre, Level 4 B Block, QUT Gardens Point

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1 2014 Annual General Meeting Date: Monday 7 th July 2014 Time: 5:45pm for 6:00pm start Venue: Executive Centre, Level 4 B Block, QUT Gardens Point Nominations close: 4pm Monday 30 th June 2014 LODGE NOMINATION FORMS (p.13) BY TO:

2 Table of Contents Table of Contents... 2 Who is the Brisbane Executive Club (BEC)?... 3 The Purpose of the BEC... 3 The Role of the Management Committee... 3 The Structure of the Management Committee... 4 Committee Members Term of Office... 4 Position descriptions for the term 2013 to PRESIDENT... 4 VICE-PRESIDENT... 5 TREASURER... 6 SECRETARY... 8 NON EXECUTIVE COMMITTEE MEMBER... 8 Statement of Commitment Timetable for Management Committee Meetings Nomination Rules

3 Who is the Brisbane Executive Club (BEC)? The Brisbane Executive Club (herein referred to as BEC) is an Alumni Chapter for QUT Post Graduate Business School Alumni and Students. Its members are current and past students of postgraduate business programs. It is a non-profit unincorporated association, and no parts of its funds or property may ever be used, expended or conveyed for the personal or individual benefit of any member nor shall any member ever have any right, title, claim or interest to any such funds or property by virtue of his/her membership. The Purpose of the BEC The purpose of the BEC could be described as being as wide as the diversity of the membership, being both current Students and Graduates, local and international, therefore representing a myriad of occupations and industry types. The BEC takes a broad view of its purpose that of seeking to offer opportunities to create professional affiliations as a basis for an effective personal and commercial network. This provides one of the most valuable long term benefits from a student s time at QUT and as an alumnus subsequent to this period, a powerful network of business contacts. This is a vital component to any of the world's outstanding business schools. The BEC aims to ensure everyone benefits from networking opportunities the School offers, both during and beyond their study. Its purpose is to: Establish and maintain communication, consultation and cooperation Develop and sponsor activities, including group activities to strengthen connection between members Provide professional development opportunities, social and business networking Enhance the public image and presence of QUT through its alumni Support Student and Alumni recruitment and promote QUT's reputation Inform members about the activities of the Business School and the University. The Role of the Management Committee Committees are the work horses of any organisation. From the Management Committee through to sub-committees, we find the people that matter, the people who do the work. A committee is a group of members to who some function has been committed. This function can be one of executing the decisions of a general meeting of members, overseeing an 3

4 administrative task, investigating and reporting to a general meeting or to execute its own decisions, where this power is given. The Structure of the Management Committee The Management Committee currently consists of 8 elected persons and 2 QUT appointed persons. From those elected 4 will form the Executive Committee? Committee Members Term of Office The Term of Office for a BEC Management Committee Member elected at an AGM shall be the greater of two calendar years or the second anniversary of the AGM at which the Management Committee Member was elected. IMPORTANT NOTE: All positions are voluntary (and unpaid). Position descriptions for the term 2014 to 2016 PRESIDENT Responsible to: QUT Alumni Board and Membership Summary Description Working closely with the QUT Alumni Office, the President directs the administration of the Chapter and has primary responsibility for the development and implementation of Chapter goals and objectives in line with those of QUT. Main Duties and Responsibilities 1. Ensures the Chapter meets official QUT Alumni Chapter criteria and continues to operate in a manner consistent with QUT objectives and Chapter guidelines 2. Works with the QUT Alumni Office to develop annual goals and action plans for the Chapter and provides leadership to ensure the continued progress of the Chapter toward its objectives 3. Convenes and chairs all Chapter Committee meetings and the Annual General Meeting, arranges the meeting schedule, sets agendas and ensures their advance distribution; submits items requiring determination to the Chapter Committee; ensures all follow-up action from meetings is completed 4. Oversees the process for the election of Chapter Committee members 5. Selects portfolios that require sub-committees and appoints chairs 6. Is the key Chapter contact for the QUT Alumni Office 7. Has primary responsibility for compiling and submitting the Chapter s Annual Report to the QUT Alumni Office 4

5 8. Attends QUT Alumni Chapter Leaders Meetings, or ensures chapter representation 9. Promotes Chapter membership and member involvement in Chapter planning and activities. Position Qualifications / Requirements 1. A Graduate of QUT's Post Graduate Business School (BEC Full Member) 2. Demonstrated leadership and management skills 3. Service on Chapter Committee preferred minimum 2 years, the past year as Vice- President 4. Attendance at volunteer leadership training and Alumni Leaders Meetings run by the QUT Alumni Office highly desirable 5. Computer and Internet access. VICE-PRESIDENT Responsible to: President Summary Description The Vice-President deputises for the President in all areas of the President s responsibility in effectively managing the Chapter, especially in the area of monitoring the Chapter s adherence to QUT guidelines. The Vice-President usually succeeds the President. The Vice-President also assists in identifying and recruiting volunteers and has primary responsibility for coordinating any Chapter awards and nominations for other alumni awards given by QUT. Main Duties and Responsibilities 1. Attends all Chapter Committee meetings and in the absence of the President, chairs these meetings and the Annual General Meeting 2. Acts for the President in his/her absence as requested 3. Assists the President to manage the Chapter by monitoring the Chapter s adherence to the QUT Resource Manual for Chapters and Groups (especially the requirements for maintaining Charter) and University guidelines generally 4. Assists in the identification and recruitment of volunteers for sub-committees, special events and other involvement 5. Ensures the provision of necessary support and training for volunteers 6. Coordinates recommendations and arrangements for any Chapter awards or nominations for the annual QUT Outstanding Alumni Awards 7. Accepts the role of President in circumstances where the President is no longer able to serve in that position. 5

6 Position Qualifications / Requirements 1. A Graduate of QUT's Post Graduate Business School (BEC Full Member) 2. Leadership and management skills 3. Service on the Chapter Committee for a minimum of 12 months preferred 4. Attendance at volunteer leadership training and Alumni Leaders Meetings run by the QUT Alumni Office highly desirable 5. Computer and internet access. TREASURER Reports to: President Summary Description The Treasurer is responsible for appropriate use of Chapter funds and for monitoring and maintaining the Chapter s financial accounts. The Treasurer reports regularly to the Chapter Committee on the Chapter s finances. The Treasurer also collects membership and event fees, completes post-event reconciliation of funds. The Treasurer also provides the Annual Financial Report that forms part of the Chapter Annual Report. Main Duties and Responsibilities (when finances are held at QUT) 1. Keeps the volunteer leaders focused on the responsible use of funds provided for the group s activities (either by QUT, through membership fees or through fund-raising) 2. Works with the QUT Alumni Office to ensure that funds are banked and accounts paid 3. Monitors the financial reports sent to the Chapter by QUT staff and notifies the appropriate staff member immediately if an error is found or an expected transaction does not show up 4. Attends all Chapter Committee meetings and provides reports on how the group is doing in relation to funds spent and funds available for expenditure 5. Works with the Chapter Committee and with the QUT Alumni Office and School / Faculty Office (as appropriate) to set appropriate event fees 6. Collects any outstanding fees at events or designates another appropriate person to handle the collection and arranges for the deposit of funds to the Chapter s financial institution account as soon as possible 7. Provides a reconciliation of funds after each event 8. Coordinates income and expenditure with the appropriate QUT staff member including forwarding banking to the staff member with the appropriate details, and forwarding expenditure requisitions countersigned by another Committee member 9. With the President, facilitates making written requests for funding support, if special funding is needed, either from fund-raising efforts or from QUT 6

7 10. Approves any expense reimbursements and ensures that they are delivered to the appropriate QUT staff member 11. Provides the Annual Financial Report that forms part of the Chapter Annual Report. Main Duties and Responsibilities (when finances are not held at QUT) 1. Keeps the volunteer leaders focused on the responsible use of funds provided for the group s activities (either by QUT, through membership fees or through fund-raising) 2. Ensures that adequate accounts and records are maintained of the Chapter s financial transactions. Including accurate and up-to-date records of all income and expenditure and manages the Chapter s cash flow 3. Attends all Chapter Committee meetings and reports on how the group is doing in relation to funds spent and funds available for expenditure 4. Be fully informed about the financial position of the Chapter at all times 5. Works with the Chapter Committee and with the QUT Alumni Office and School / Faculty Office (as appropriate) to set appropriate event fees 6. Collects any outstanding fees at events or designates another appropriate person to handle the collection and arranges for the deposit of funds to the Chapter s financial institution account as soon as possible 7. Provides a reconciliation of funds after each event 8. Coordinate the preparation of budgets for the forthcoming year, describing potential sources of income and expenditure 9. With the President, facilitates making written requests for funding support, if special funding is needed, either from fund-raising efforts or from QUT 10. Make all approved payments promptly 11. Prepare financial accounts for annual or more frequent auditing, providing the auditor with information as required 12. Provides the Annual Financial Report that forms part of the Chapter Annual Report 13. If incorporated, ensure annual returns and audited financial statements are filed with the relevant government department as required by the Associations Incorporation Act, Position Qualifications / Requirements 1. A Graduate of QUT's Post Graduate Business School (BEC Full Member) 2. Excellent organisational skills and attention to detail 3. Familiarity with financial spreadsheets, computer and Internet access. 7

8 SECRETARY Responsible to: President Summary Description The Secretary works with the President to prepare and distribute meeting agendas, takes the minutes of Chapter Committee meetings, maintains Chapter Committee records and sends a copy of the agenda and minutes to the QUT Alumni Office. Main Duties and Responsibilities 1. Works with the President to prepare and distribute meeting agendas for Chapter Committee meetings and the Annual General Meeting 2. Attends all Chapter Committee meetings and accurately records minutes. Once approved by the Chair, distributes completed minutes to Chapter Committee members 3. Forwards copies of meeting papers and minutes to members absent from meetings 4. Prepares official Chapter correspondence 5. Maintains and distributes stationery supplies to Chapter Committee members as appropriate 6. Maintains Chapter Committee records regarding all Chapter meetings and activities 7. Under the direction of the President, conducts the process for the election of Chapter Committee members. Position Qualifications / Requirements 1. A graduate of QUT's Post Graduate Business School (BEC Full Member) 2. Excellent organisational skills and attention to detail 3. Knowledge of meeting procedure 4. Familiarity with word processing and related software, word processing capability, computer and Internet access. NON EXECUTIVE COMMITTEE MEMBER Reports to: President Summary Description The Non-Executive committee positions are critical to the effectiveness of the Management Committee in achieving the Chapters objectives. Non-Executive committee members may join a focus sub-committee/working party to work toward the achievement of Chapter objectives in that focus area. Main Duties and Responsibilities 8

9 1. Attend all Chapter Management Committee meetings and relevant sub-committee meetings 2. May convene, set agendas and chair a Communications Sub-committee to assist with the production and distribution of publications and communications members may specialise in a particular communications function (eg. publications, media relations, newsletter editor, phone calling) but all efforts are coordinated by the Chair 3. Working with Chapter Management Committee colleagues, assists in establishing an execution program for their area of interest and is responsible for carrying it out in a timely and effective manner 4. In conjunction with Chapter Management Committee direction, works with the QUT Alumni Office in the design and production of printed material 5. In consultation with the Chapter Management Committee and QUT Alumni Office, produces or arranges for production of appropriate media releases, public service announcements and news articles, and distributes them to appropriate local media to inform the community about Chapter events and activities and to promote QUT to the public 6. Works with Chapter Management Committee colleagues to develop communications to members and material to promote the Chapter and recruit members 7. Working with Chapter Management Committee colleagues in organising and delivering chapter events 8. Attend and support BEC and QUT at functions, events and orientations 9. Generally work to achieve the Chapter s aims and objectives. Position Qualifications / Requirements 1. A current student or graduate of QUT's Post Graduate Business School (BEC Associate Member or BEC Full Member) 2. Excellent communication skills; friendly, personable style 3. Excellent organisational skills and attention to detail 4. An understanding of the importance of personal contacts in communication to deliver the Chapter s objectives and message to alumni 5. Computer and Internet access 6. Previous experience / training in volunteer leadership / committee work highly desirable. 9

10 Brisbane Executive Club Statement of Commitment Directions: Please read this Statement of Commitment, sign it and return it to the President. If you have any questions about the responsibilities you will be assuming, discuss them with the President before signing. I, the undersigned, will exercise the duties and responsibilities of my appointment with integrity, respect, collegiality, and due care and diligence. I pledge: 1. To always act for the good and in the best interests of the Brisbane Executive Club and its members; 2. To establish as a high priority my attendance at all Committee meetings; 3. To come prepared to discuss the issues and business to be addressed at scheduled Committee meetings, having read the agenda and relevant reports and background material; 4. To work with and respect the opinions of my peers who serve on this Committee, and to leave my personal prejudices out of all Committee discussions; 5. To ensure the confidentiality of all information, matters, discussions, opinions and decisions within the committee by refraining from discussing same with non committee members; 6. To represent the Brisbane Executive Club in a positive and supportive manner at all times and at all Brisbane Executive Club and/or QUT events and functions; 7. To observe the meeting procedures, and display courteous, respectful conduct in all Committee meetings; 8. To avoid conflicts of interest between my position as a Committee member and my personal interests whether philosophical or economic. If such a conflict does arise, in accordance with Rule 18(8) I will declare that conflict before the Committee discusses the matter giving rise to the conflict; 9. To support in a positive manner all decisions and actions taken by the Committee even when I am in a minority position on such decisions and actions; 10. If I chair a Sub Committee meeting, I will: Call meetings as necessary until objectives are met; Ensure that the agenda and support materials are made available to members before meetings; Conduct the meetings in an orderly, fair, open and efficient manner; and Provide sub committee progress reports/minutes to the Committee at its scheduled meetings. 10

11 Brisbane Executive Club 11. To participate in the following activities as a matter of high priority: Annual strategic planning workshop; Committee events; and Fund raising to ensure the Brisbane Executive Club has adequate funding for its programs. If, for any reason, I find myself unable to carry out the above duties to the best of my abilities, I agree to resign my position as a Committee member in the best interests of the Brisbane Executive Club and its members. Signature Name.. Date /. /.. Position. 11

12 Brisbane Executive Club Timetable for Management Committee Meetings The Management Committee meets at 6 week intervals. Non-executive members also attend their working group sub-committee meetings in accordance with the meeting timetable determined by that group. The current year s timetable is provided below /08/2014 BEC Management Committee Meeting 2. 29/09/2014 BEC Management Committee Meeting 3. 10/11/2014 BEC Management Committee Meeting 4. TBA BEC Strategic Planning Session for 2014 Nomination Rules Eligibility for Nomination To be eligible for Nomination, both the Nominee and the Nominator must be either a current student or a graduate of QUT's Post Graduate Business School (BEC Associate Member or BEC Full Member). All nominations will be checked against records for validity. Invalid nominations will be disqualified. Nominations are to be on the official nomination form, signed by both the Nominee and the Nominator, and are to be submitted as directed to the Secretary by the closing date nominated. Should insufficient nominations be received by this date then nominations will remain open until the commencement of the annual general meeting at which the election is to be held or made. Should insufficient nominations be received at the commencement of the annual general meeting at which the election is to be held or made and then nominations may be called for from the floor? Each Full and Associate member present at the annual general meeting may vote for any number of candidates not more than the number of vacancies. NOTE: Self nominations will not be accepted. Lodgement of Nomination Forms First round Nominations are to be received by to by 4pm Monday 30 th July

13 Brisbane Executive Club NOMINATION FORM For the term of office commencing July 2014 for a period of 2 years The Brisbane Executive Club facilitates social, networking and professional development activities for students and graduates of QUT's Post Graduate Business School. Through your participation we aim to strengthen links between QUT, Alumni and the business community. NOMINATOR (Must be a current student or alumnus of QUT's Post Graduate Business School) I hereby nominate the following person for election to the Brisbane Executive Club (BEC) Management Committee. Full Name: Status Current Student / Graduate Year Graduated: Student Number: Telephone: NOMINEE (Must be a current student or alumnus of QUT's Post Graduate Business School). Self nominations will not be accepted. I agree to stand for election to the Brisbane Executive Club (BEC) Management Committee. Full Name: Status: Current Student / Graduate Year Graduated: Student Number: Telephone: Please provide a statement of not more than 100 words of how you would add value to the BEC. This statement will be published prior to the AGM. Note: where submissions are in excess of 100 words only the first 100 words will be published. Signature of NOMINEE: Signature of NOMINATOR: Date: Date: Nominations must be lodged by to by 4pm Monday 30 th June

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