Composition and Roles of the Management Committee

Last reviewed: 31 October 2026

Enacted: January 2024 · Reviewed and updated: 31 October 2026

1. Management Committee Structure

The Management Committee of the association shall consist of two main components: the Executive Committee and the Non-Executive Committee. Together, these components form the Management Committee.

2. Executive Committee

The Executive Committee shall be responsible for the overall leadership and governance of the association. The members of the Executive Committee are:

President: Provides strategic leadership, chairs all general and committee meetings, and serves as the official spokesperson for the association.
Secretary: Handles all administrative functions, including keeping minutes of all meetings, maintaining records, and managing correspondence.
Treasurer: Manages the financial affairs of the association, including maintaining accurate financial records, preparing budgets, and presenting financial reports to the committee and members.

Only the members of the Executive Committee shall be signatories on the club’s bank accounts, held with an Australian financial institution. Signatories shall be declared at each AGM.

3. Non-Executive Committee

The Non-Executive Committee shall provide support and perform specialized roles as needed to ensure the effective operation of the association. The composition and specific roles of the Non-Executive Committee may be determined by the Executive Committee in consultation with members. These roles may include, but are not limited to:

Vice-President: Assists the President in their duties and assumes their responsibilities in their absence.
Registrar: Manages the registration process for players, maintains an accurate and up-to-date list of members, and ensures compliance with relevant registration policies.
Canteen Coordinator x2: Oversees the profitable operations of the club canteen. Responsible for menu setting (price setting is approved by all committee), supplier liaison, ordering of accurate stock levels, general processes within the canteen, can be responsible for catering and food preparation as required.
Coaching Coordinator: Oversees the development and implementation of coaching programs, supports and mentors coaching staff, and ensures coaching practices align with the goals of the association.
General Committee Member x3: Assists all other roles, particularly with surge tasks that may include: Event Organisation, Sourcing Grant Opportunities, Assisting in Grant Application Processes, Photo Organisation, Volunteer Coordination, Fundraising Coordination, Sponsor Liaison, Kit Allocation, and other tasks to help the committee fulfill its functions.

4. Appointment and Changes to Non-Executive Roles

The Executive Committee, in consultation with members, has the authority to establish, modify, or disband roles within the Non-Executive Committee as necessary to meet the evolving needs of the association.
Any changes to the composition of the Non-Executive Committee must be enacted through a formal amendment to this by-law.

5. Responsibilities and Reporting

All members of the Management Committee, both Executive and Non-Executive, are expected to work collaboratively to achieve the association’s objectives and uphold its values.
Members of both committees must attend regular Management Committee meetings and report on their activities and areas of responsibility.

6. Decision-Making and Voting Rights

All members of the Management Committee, including both Executive and Non-Executive members, hold voting rights on matters concerning the association, unless otherwise specified in the constitution or by-law.

7. Quorum and Voting

A quorum for a Management Committee meeting shall consist of at least three (3) or four (4) members, with a minimum of two (2) members from the Executive Committee present. Where there are vacancies among Non-Executive members, a quorum will be considered with three (3) members; if all Non-Executive positions are filled, a quorum shall be four (4).
No meeting of the Management Committee shall be considered valid or decisions binding unless a quorum is present.
All matters put to a vote at a Management Committee meeting shall be decided by a simple majority. Each member of the Management Committee, including both Executive and Non-Executive members, shall have one vote.
In the event of a tied vote, the President (or acting chairperson) shall have the casting vote to break the tie.

8. Conflict of Interest Policy

8.1 Duty to Act in Best Interests

All members of the Management Committee (Executive and Non-Executive) must act in good faith, with reasonable care and diligence, and strictly in the best interests of Robina Raptors JRLFC Inc. Committee members must prioritize the welfare and financial integrity of the association above any personal, commercial, or family interests.

8.2 Definition of Conflict of Interest

A conflict of interest arises when a committee member has a personal, business, financial, or family interest that could improperly influence—or reasonably be perceived by an objective party to influence—the performance of their official duties or decisions on behalf of the club. Conflicts may be:

Direct Financial Interest: Involvement in contracts, purchases, sponsorships, or payments where the member or an immediate family member stands to gain financially.
Personal or Family Interest: Decisions regarding team allocations, disciplinary matters, or official appointments involving a family member or close associate.
Dual Duties: Holding a role in an external organization (e.g., vendor, sponsor, district body) whose interests may compete or conflict with the club.

8.3 Mandatory Disclosure Protocol

Standing Register of Interests: Upon taking office, each committee member must disclose any ongoing business, commercial, or organizational interests that could present a conflict during their term.
Meeting Declarations: At the commencement of every Management Committee meeting, or as soon as a relevant item arises on the agenda, a committee member must verbally declare any real, potential, or perceived conflict of interest.

8.4 Recusal and Voting Restrictions

Contractual & Financial Matters: In accordance with Constitution Rule 5.6(8), a committee member who has an interest in a contract, proposed contract, or financial expenditure must not vote on, move, or second any resolution regarding that matter.
Exclusion from Discussion: The conflicted member must physically or digitally leave the meeting room while the specific matter is being discussed and voted upon, unless specifically invited by the Chairperson to answer factual questions.
Family Member Governance: Where two family members serve on the Management Committee:
- Only one family member may hold bank signatory or financial approval authority at any time, in alignment with Constitution Rule 9.1(6).
- Neither family member may vote on or participate in deliberations regarding the appointment, remuneration, or formal grievance/disciplinary matter involving the other.

8.5 Recording Disclosures in Minutes

The Secretary must ensure that all declared conflicts of interest, including the nature of the conflict, the timing of the disclosure, and the member’s recusal/abstention from voting, are formally recorded in the official meeting minutes.

8.6 Consequences of Non-Disclosure

Failure to declare a known conflict of interest constitutes a material breach of committee responsibilities and the club’s Code of Conduct. Any alleged breach will be referred to the Executive Committee for investigation and may result in removal from the Management Committee under Constitution Rule 5.3 or referral to the Disciplinary Subcommittee.

8.7 Executive Committee Coaching Restrictions

(a) Principle: To ensure impartiality and avoid actual or perceived conflicts of interest in club governance, player grading, and resource allocation, members of the Executive Committee (President, Secretary, Treasurer) shall not hold the position of Head Coach for any team in a Competition Age Group (Under 13 to Senior grades) during their term of office. Other team staff positions are acceptable.

(b) Non-Competition Exemption: Executive Committee members may hold coaching or team staff positions in Non-Competition Age Groups (Under 6 to Under 12), provided all standard coaching accreditation and volunteer registration requirements under QRL rules are satisfied.

(c) Conditional Waiver: If no suitable or accredited coach can be appointed for a Competition Age Group team, the Management Committee may approve an Executive Committee member to act as Head Coach by a two-thirds (2/3) majority vote, subject to the following mandatory conditions:

Recusal from Grading: The Executive member must recuse themselves from all Management Committee decisions, discussions, or approvals regarding player grading, core/non-core player lists, and division allocations for that entire age group.
Recusal from Disciplinary Matters: The Executive member cannot sit on any Disciplinary Review Panel or appeal process involving teams, players, or coaching staff within their team’s division or age group.
Coaching Coordinator Oversight: The Coaching Coordinator shall handle all direct oversight and team-related evaluation for that specific squad.

Review of By-Law

This by-law shall be reviewed annually by the Executive Committee to ensure its continued effectiveness and relevance. Amendments to this by-law may be proposed by any member of the Management Committee and must be approved by a majority vote of the Management Committee.