NOTICE OF ANNUAL GENERAL MEETING
The Denmark Mountain Bike Club invites all current and financial members to attend the 2025 Annual General Meeting. The AGM will be held after the social ride and alongside the airbag session.
When: Sunday 19th October, 12pm
Where: 711 Scotsdale Road, Denmark
Purpose: The purpose of this general meeting is to inform members of the current financial and membership state of the club, a summary of the past year and to nominate/vote for the 2025/2026 Committee.
All positions on the Committee are open for nomination.
Club Roles and Responsibilities
President
- Represent the Club as the first person of contact with other organisations
- President’s Report for Monthly Committee Meeting
- Oversee all other roles
- Liaise with sponsors
Vice President
- Assisting the President and standing in when not available
- Back up to all other roles
- Secondary Bank Account Access
Secretary
- AGM and Committee Meeting Minutes and Agendas. Agenda and previous meeting minutes to be sent out 1 week before a meeting
- Event Platforms documentation and administration
- Management of club insurances
- Management of Club documentation within Google Drive
- Checking the mailbox at least once a month
- Checking, actioning and labelling emails, forwarding to other members as necessary
Treasurer
- Primary person for banking and maintain relationship with bank
- Responsible for Petty Cash and EFTPOS (Square) for events
- Maintain suitable records and provide monthly Committee Meeting report
- Event purchasing, receipting and reporting
- Grant applications
- Paying ongoing bills
- Assist Secretary with club Insurances (AusCycling)
Event Coordinator (State Downhill and other events)
- Co-ordinator to be nominated for each club event. ie State Downhill , XC
- Lead the event planning
- Ensure suitable sub-committee for organising events
- Liaise with President on event organisation
Public Relations Coordinator
- Newsletter coordination and publishing
- Keep mail out list up to date in Mailchimp
- Social Media coordination – Events and Posts
- Assist in the maintenance of club website
Sponsorship Coordinator
- Maintain sponsorship documentation
- Regular communication with sponsors
- Ensure promotion of sponsors at events, social media and collateral (shirts, signs, etc)
- In conjucntion with the President, source new sponsors, build and maintain working rapport
Coaching Coordinator
- Create a calendar of courses for the year
- Organise coaches
Membership Coordinator
- Contact people who take out free trial membership
- Contact people who do social rides
- Help people take out memberships
- Maintain membership records
- Send monthly reminder emails to expiring memberships
- Send monthly welcoming emails to new members
- Process kidsport applications, in conjunction with the Treasurer
- Assist members with kidsport registrations
Property / Asset Coordinator
- Keep a register of all equipment
- Identify and arrange any required maintenance and repairs
- Manage, order and distribute club merchandise
- Coordinate maintenance and management of sanctioned trails
Committee members are required to attend monthly meetings and report to the executive.
If you would like to nominate for a position on the committee please email admin@denmarkmtb.com.au
Nominations will also be taken on the day.
Whether you’re a long- time member or newly involved, your contribution can make a real difference.
See you on the trails!