moca 2014 committee election information

MOCA 2014 Committee election information

Mannix Old Collegians Association

Information for the 2014 Committee elections

What is MOCA? The Mannix Old Collegians Association is the official alumni organisation of Mannix College. All former residents are automatic members having paid a membership subscription as part of their Fresher Fee.

MOCA's primary aims are:

1. To provide opportunities for former residents of the College to meet through social events and reunions.

2. To maintain a link between the College and its former residents.

3. To provide support to the College by encouraging its development, and perpetuation.

4. To represent the interests of Old Collegians in any College related matters.

The elected Committee ensures these aims are achieved and proactively seeks new opportunities to grow the Association.

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Want to find out more? Join us on:

The inaugural Presidents Dinner

MOCA Careers Breakfast

Some benefits of being a Committee member

• Help MOCA achieve its aims by giving alumni quality events and opportunities

• Ensure your generation has a ‘voice’ amongst the alumni

• Represent one of the fastest growing alumni organizations in Victoria (44% growth in 2013)

• Gain valuable volunteer experience as part of a high-functioning and highly-effective team

• Get to know alumni from other years

• Occasional invitations to return to the College for special dinners

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MOCA Committee Positions

Nomination guidelines (it’s easier than it looks!)

MOCA Cricket The Old Collegians Gold Collegian Award Social functions

Executive Ordinary Committee Members

Nominations for election as Executive or as Ordinary Committee members:

1. shall be made in writing, signed by two Association members and accompanied by the written consent of the candidate; and

2. shall be delivered to [email protected] no less than 7 days before the AGM

You may only be nominated for one Executive position but may also choose to be nominated for an Ordinary Committee member position where you may select up to two portfolio preferences. For example, you may run for Secretary AND Ordinary Committee Communications AND Ordinary Committee Reunions, or you may run for Ordinary Committee Communications AND Ordinary Committee Social Events.

• If insufficient nominations are received to fill all vacancies, the candidates nominated shall be deemed elected and further nominations will be sought from the floor for the remaining vacant positions

• If the number of nominations is equal to the number of vacancies, the persons nominated shall be deemed to be elected

• If the number of nominations exceeds the number of vacancies to be filled a ballot shall be held by show of hands • If a portfolio receives no nominations at the AGM the incoming committee shall assess which committee members

are best positioned to manage it. • The committee may, at any point, appoint a Member of the Association to fill such vacancies, or may appoint existing

committee member(s) to manage it If you have any questions please email [email protected]

President

Vice-President

Secretary

Treasurer

Communications Portfolio

Social Events Portfolio

Reunions Portfolio

Member Engagement and Recruitment Portfolio

Professional Development and Career Opportunities Portfolio

General Committee

How to nominate 1. Read nomination guidelines

below

2. Read the position description of the position you’re nominating for

3. Complete and return the nomination form at the back of this document to [email protected] by Nov 14th

4. Attend the AGM at 7pm Nov 21st at Mannix College


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The role of the President is to provide the principle leadership and responsibility for the Association, and the committee’s achievement of its stated goals.

Desirable Attributes

The President should:

• Be well informed of all Association activities and able to provide oversight • Be a person who can develop good relationships with all members of the Mannix and alumni community • Be forward thinking and committed to meeting the overall goals of the Association • Have a good working knowledge of the constitution, rules and duties of office bearers • Be able to work collaboratively with other committee members • Be a good listener and attuned to the interests of members and other interest groups • Be a good role model and a positive representative of the Association • Be a competent public speaker

Specific duties include but are not limited to:

1. Convene and chair committee meetings ensuring that they are run efficiently and effectively 2. Periodically consult with committee members on their role, to see how they are going and help them to optimize their

contribution 3. Work with the committee to ensure:

i. The necessary skills are represented on the committee and that a succession plan is in place to help find new committee members when required

ii. Goals and relevant strategic plans are developed in order to achieve the goals of the Association iii. Tasks are suitably delegated and executed

4. Serve as a spokesperson for the Association when required 5. Present the Association Annual Report at the Annual General Meeting 6. Other responsibilities as may be determined by the committee from time to time

Commitment

The successful candidate:

• shall hold office until the conclusion of the next annual general meeting but is eligible for re-‐election • should expect to commit no less than 8 hours per month to this role • must attend a planning and strategy session in January 2014

If the successful candidate is absent from three consecutive committee meetings without giving an apology on each occasion they may be removed from their position.

Executive Position

President


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The role of the Vice President is to support the President in providing leadership and responsibility for the organisation and the committee and to step into the President’s roles where needed.


The Vice President should:

• Be primarily responsible for ensuring tasks delegated to committee members are executed as planned • Be well informed of all Association activities and able to provide oversight • Be a person who can develop good relationships with all members of the Mannix and alumni community • Be willing to step in for the President where needed, including chairing meetings • Be forward thinking and committed to meeting the overall goals of the Association • Have a good working knowledge of the constitution, rules and duties of office bearers • Be able to work collaboratively with other committee members • Be a good listener and attuned to the interests of members and other interest groups • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Attend all scheduled committee meetings 2. In the event of the President being unable to fulfill his/her duties to step into that role 3. Assist in the development of partnerships with sponsors, funding agencies, shared facility users and organisations that are

relevant to the goals of the Association eg Monash University Alumni Department 4. Be the primary point of contact between the MOCA and the MCSS, and develop a strong, fruitful and effective relationship with

the MCSS Committee. This will include acting as the primary lead on all MCSS events including MOCA vs MCSS debating, Old Collegians Gold Collegian and the Mannix play evening for alumni

5. Lead the planning and delivery of the Old Collegians Gold Collegian Award 6. Other duties as nominated by the President and / or committee from time to time

Commitment



If the successful candidate is absent from three consecutive committee meetings without giving an apology on each occasion they may be removed from their position.

Executive Position

Vice-President


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The Secretary is responsible for the documentation and communication of the activities of the committee.


The Secretary should:

• Be organized • Have computer skills • Be a good communicator • Be able to work collaboratively with other committee members • Be a good listener and attuned to the interests of members and other interest groups • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Attend all scheduled committee meetings 2. Maintain records of the committee and ensure effective management and storage of the Association’s records 3. Keep minutes of the resolutions and proceedings of each committee meeting together with a record of the names of those

person present 4. Distribute committee meeting minutes to committee members shortly after each meeting and no later than 7 days 5. Develop the agenda in consultation with the President and other committee members, and distribute it no later than 2 days

prior to the meeting 6. Provide an up-‐to-‐date copy of the constitution at all meetings 7. Ensure that proper notification is given of committee and Association meetings as specified in the bylaws 8. Provide a summary of committee minutes for distribution to all Association members via the MOCA website 9. Other duties as nominated by the President and / or committee from time to time

Commitment



If the successful candidate is absent from three consecutive committee meetings without giving an apology on each occasion they may be removed from their position

Executive Position

Secretary


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The Treasurer is responsible for the financial supervision of the Association to allow the committee to execute good governance.


The Treasurer should:

• Be organized • Have computer skills • Have some financial expertise


1. Attend all scheduled committee meetings and present a financial report 2. Provide advice to the committee in their management of the Association finances 3. Administer all financial affairs of the Association, including the collection and receipt of all monies due to the Association

especially those from membership fees 4. Make all payments authorized by the Association 5. Establish a good working relationship and maintain frequent communication with the Mannix Business Manager 6. Lead the annual budget process and ensure an appropriate annual budget is provided to the committee for approval 7. Ensure development and committee review of financial policies and procedures 8. Maintain accurate records of all income and expenditure with full details of all receipts and expenditure connected with

activities of the Association 9. Ensure that all receipts and payments concur with bank deposits and withdrawals 10. Be solely responsible for the marketing/sale of MOCA merchandise and manage all received monies for sales

Commitment




Executive Position

Treasurer


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The Social Events Portfolio is responsible for the planning and provision of all social events not including year-‐specific reunions.


The Social Events Portfolio should:

• Be organized • Be able to build and stick to an event budget • Be able to effectively plan, promote and evaluate social events • Be able to work collaboratively with other committee members • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Attend all scheduled committee meetings and present activity reports 2. Schedule, plan, promote, execute and evaluate a minimum of two social alumni events as approved by the committee 3. Working closely with Mannix administration and the MCSS Cultural Representative, calendar, plan, promote, execute and

evaluate the MOCA Formal Dinner 4. Delegate portfolio duties as required to willing general committee members 5. Other duties as nominated by the President and / or committee from time to time

Commitment


• shall hold office until the conclusion of the next annual general meeting but is eligible for re-‐election • should expect to commit approximately 4 hours per month to this role • should attend a planning and strategy session in January 2014


Ordinary Committee

Social Events Portfolio


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The Reunions Portfolio is responsible for planning and hosting one official, year-‐specific alumni reunion.


The Reunions Portfolio should:

• Be organized • Be able to work collaboratively with other committee members • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Attend all scheduled committee meetings and present activity reports 2. Schedule, plan, promote, execute and evaluate a 2004 10 year reunion, approved and supported by the committee 3. Delegate portfolio duties as required to willing general committee members 4. Recruit and organize a reunion sub-‐committee of alumni from the target year eg. 2004 5. Other duties as nominated by the President and / or committee from time to time

Commitment




Ordinary Committee

Reunions Portfolio


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The Communications Portfolio is responsible for designing and executing the Association’s marketing and communications plan to encourage maximum member engagement and awareness of Association activities. Desirable Attributes

The Communications Portfolio should:

• Be organized • Have exceptional communication skills • Have social media and website management expertise • Be able to work collaboratively with other committee members • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Attend all scheduled committee meetings and present activity reports 2. Manage and develop the Association’s communications channels and applications, including Facebook and LinkedIn with the

purpose of maximizing audience size and engagement 3. Prepare and disseminate promotional materials for all Association events and activities 4. Build and send a monthly newsletter that summarizes Association news and events 5. Work closely with the Member Engagement and Recruitment Portfolio to measure and evaluate the effectiveness of all primary

marketing/communications tactics 6. Delegate portfolio duties as required to willing general committee members 7. Other duties as nominated by the President and / or committee from time to time

Commitment


• shall hold office until the conclusion of the next annual general meeting but is eligible for re-‐election • should expect to commit approximately 6 hours per month to this role • must attend a planning and strategy session in January 2014


Ordinary Committee

Communications Portfolio


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The Member Engagement and Recruitment Portfolio is responsible for recording and evaluating member engagement with Association events and marketing/communications, and to lead the proactive recruitment of alumni into the membership database.


The Member Engagement and Recruitment Portfolio should:

• Be organized • Be familiar and competent with communications/marketing reporting • Be able to work collaboratively with other committee members • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Attend all scheduled committee meetings and present activity reports that includes database size and composition, and social media statistics

2. Work closely with the Communications Portfolio to measure and evaluate the effectiveness of all primary marketing/communications tactics

3. Work closely with the Communications Portfolio to implement, promote and administer the MOCA Footy Tipping Competition 4. Work closely with the Secretary to update and securely store the membership database 5. Work closely with Mannix administration to obtain contact details of all new members 6. Design and distribute feedback surveys, and derive recommendations for committee consideration 7. Delegate portfolio duties as required to willing general committee members 8. Other duties as nominated by the President and / or committee from time to time

Commitment


• shall hold office until the conclusion of the next annual general meeting but is eligible for re-‐election • should expect to commit approximately 4 hours per month to this role • must attend a planning and strategy session in January 2014


Ordinary Committee

Member Engagement and Recruitment Portfolio


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The Professional Development and Career Opportunities Portfolio is responsible for planning, delivering and evaluating the MOCA Careers Network that aims to connect alumni and current Mannix residents through events and online forums that offer professional development, progression and advice.


The Professional Development and Career Opportunities Portfolio should:

• Be organized • Be familiar with LinkedIn • Be able to work collaboratively with other committee members • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Build a strategic growth plan for the MOCA Careers Network 2. Work closely with the Communications and Member Engagement and Recruitment Portfolios to execute, measure and

evaluate effective MOCA Careers Network related marketing/communications tactics 3. Schedule, plan, promote, execute and evaluate the MOCA Careers Breakfast, as approved and supported by the committee 4. Delegate portfolio duties as required to willing general committee members 5. Other duties as nominated by the President and / or committee from time to time

Commitment




Ordinary Committee

Professional Development and Careers Portfolio


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General Committee Members do not have pre-‐allocated duties but commit themselves to proactively lend their assistance to tasks, portfolios or activities that most interest them or as are required by the committee. A total of 14 General Committee Members are permitted.


General Committee Members should:

• Be organized • Be able to work collaboratively with other committee members • Be a good role model and a positive representative of the Association • Be able to raise concerns with the President where they arise


1. Proactively engage Portfolio holders to offer support and advice 2. If a Portfolio is without an owner, a General Committee Member may be appointed to it if they are in a position to accept 3. Other duties as nominated by the President and / or committee from time to time

Commitment


• shall hold office until the conclusion of the next annual general meeting but is eligible for re-‐election • should expect to commit approximately 2 hours per month to this role • may attend a planning and strategy session in January 2014


Ordinary Committee

General Committee Member


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2014 MOCA COMMITTEE

NOMINATION FORM


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moca 2014 committee election information

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