moca committee info handbook 2014-15

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WHAT IS MOCA? 4 WHY JOIN MOCAC? 4 MOCAC POSITIONS 4 HOW TO NOMINATE 5 NOMINATION GUIDELINES 5 POSITION DESCRIPTIONS 6 PRESIDENT 6 VICE-PRESIDENT 7 SECRETARY 8 TREASURER 9 COMMUNICATIONS PORTFOLIO 10 SOCIAL EVENTS PORTFOLIO 11 CAREERS PORTFOLIO 12 SPORTS PORTFOLIO 13 COMMUNITY AND WELLBEING PORTFOLIO 14 GENERAL COMMITTEE MEMBER 15 2015 MOCAC NOMINATION FORM 16

Table of contents

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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 Mannix Old Collegians’ Association Committee (MOCAC) ensures these aims are achieved and proactively seeks new opportunities to grow the Association.

For more information click here.

Why join MOCAC? • 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 • Be invited to special dinner at the College • Have a lot of fun!

MOCAC Positions Executive

1. President 2. Vice President 3. Secretary 4. Treasurer

Ordinary Committee

5. Communications Portfolio 6. Social Events Portfolio 7. Careers Portfolio 8. Sports Portfolio 9. Community and Wellbeing Portfolio 10. General Committee

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How to nominate 1. Read nomination guidelines below 2. Read the position description of the position(s) you’re nominating for 3. Complete and return the nomination form at the back of this document to

[email protected] by 9pm Nov 11th 4. Attend the AGM at 6:30pm Nov 18th at Mannix College

Nomination guidelines 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 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].

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Position Descriptions

President The role of the President is to provide the principal 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:

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

b. Goals and relevant strategic plans are developed in order to achieve the goals of the Association

c. 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.

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Vice-President 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 • 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


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





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Secretary 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


• Attend all scheduled committee meetings • Maintain records of the committee and ensure effective management and storage of the

Association’s records, • Work closely with Mannix administration to obtain contact details of all new members and

securely store the membership database • Keep minutes of the resolutions and proceedings of each committee meeting together with a

record of the names of those person present • Distribute committee meeting minutes to committee members shortly after each meeting and

no later than 7 days • Develop the agenda in consultation with the President and other committee members, and

distribute it no later than 2 days prior to the meeting • Provide an up-to-date copy of the constitution at all meetings • Ensure that proper notification is given of committee and Association meetings as specified in

the bylaws • Provide a summary of committee minutes for distribution to all Association members via the

MOCA website • Other duties as nominated by the President and / or committee from time to time

Commitment





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Treasurer 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 • Have a good working knowledge of the constitution, rules and duties of office bearers • Be able to work collaboratively with other committee members • 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


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





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Communications Portfolio The Communications Portfolio is responsible for the execution and ongoing management of the Association’s overarching marketing and communications plan to encourage maximum member engagement and awareness of Association activities.


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 • Have general knowledge and awareness of branding, style, and content policies and guides


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

all social media mediums with the purpose of maximizing audience size and engagement 3. Provide communications advice and support to event organisers and task runners with

particular regard to writing, editing, and publishing of digital events/activity invitations 4. Manage and plug the content created by organisers and runner into the various

communications channels and applications 5. Evaluate the effectiveness of all primary marketing/communications tactics 6. Design and distribute feedback surveys, and derive recommendations for committee

consideration 7. Delegate portfolio duties as required to willing general committee members, with a lower

threshold than other portfolio holders 8. Other duties as nominated by the President and / or committee from time to time

Commitment





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Social Events Portfolio 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 a minimum of two 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. Calendar, 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





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Careers Portfolio 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 proactive about engaging alumni and students • 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. Develop and execute a strategic growth plan for the MOCA Careers Network 3. Work closely with the Communications and Member Engagement and Recruitment Portfolios

to execute, measure and evaluate effective MOCA Careers Network related marketing/communications tactics

4. Calendar, plan, promote, execute and evaluate the MOCA Careers Breakfast, approved and supported by the committee

5. Calendar, plan, promote, execute, evaluate and archive industry based satellite events for professional development and career opportunities

6. Manage and actively promote the MOCA Mentor program 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





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Sports Portfolio The Sport Portfolio is responsible for the creation, administration and organisation of sporting events and programs for alumni.


The Sports Portfolio should:

• Have strong initiative and creativity to further develop and execute the MOCA Sport strategy (see MOCA Sport proposal)

• Be able to manage and coordinate the growing number of MOCA Sport teams and activities • 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. Further develop and execute the MOCA Sport strategy 3. Write and implement a strategic growth plan for the MOCA Sport 4. Work alongside the Treasurer to develop the potential finances of MOCA Sport 5. Work alongside the Social Events rep to host one to two MOCA Sport related functions 6. Oversee the management of the growing number of MOCA Sport teams 7. Elect a manager for each of the MOCA Sport teams 8. Work closely with the Communications and Member Engagement and Recruitment Portfolios

to execute, measure and evaluate effective MOCA Sport related marketing/communications tactics

9. Calendar, plan, promote, execute and evaluate the MOCA Sport 10. Delegate portfolio duties as required to willing general committee members 11. Other duties as nominated by the President and / or committee from time to time

Commitment





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Community and Wellbeing Portfolio The Community and Wellbeing Portfolio is responsible for planning, delivering and evaluating events and opportunities for the alumni to further their mental and physical well being, and to become engaged with the wider community through charitable endeavours.


The Community and Wellbeing Portfolio should:

• Be organized • Be able to work collaboratively with other committee members • Understand the importance of social support and professional development as adjuncts in

personal improvement • 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. Work closely with the Sports portfolio to plan and develop an ongoing running network for

MOCA alumni 3. Co-ordinate the Movember team for MOCA alumni 4. Work closely with the Communications Portfolio to implement, promote and administer the

MOCA Footy Tipping Competition 5. Evaluate the alumni interest for a future MOCA Mindfulness program. 6. Write and implement a proposed plan for the growth of MOCA Community and Wellbeing. 7. Liaise with MCSS Community Representative and discuss the option of personal MOCA-

MCSS mentoring program for implementation post-2015. 8. Delegate portfolio duties as required to willing general committee members 9. Other duties as nominated by the President and / or committee from time to time

Commitment





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General Committee Member 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 15 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



• should expect to commit approximately 2 hours per month to this role • may 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

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2015 MOCAC Nomination Form FOR ELECTION AT THE 2014 ANNUAL GENERAL MEETING TO BE HELD AT 6:30PM

ON TUESDAY 18 NOVEMBER AT MANNIX COLLEGE, CLAYTON.

I _________________________ would like to nominate for the following position(s) (please tick)

Note: you may only nominate for one Executive position. You may only nominate for two Ordinary Committee Portfolios. Candidates may be required to speak briefly at the meeting supporting their nomination, should an election for that position be necessary.

Executive Ordinary Committee

President Communications Portfolio

Vice President Social Events Portfolio

Secretary AND/OR Careers Portfolio

Treasurer Sports Portfolio

Community and Wellbeing Portfolio

General Committee

Name of nominee: Fresher Year:

Signature: Date:

Name of nominator: Fresher Year:

Signature: Date:

Name of seconder: Fresher Year:

Signature: Date:

Note: nominees, nominators and seconders must all be eligible voting members of the Association

THIS COMPLETED FORM MUST BE SUBMITTED TO [email protected] BY 9PM ON TUESDAY 11TH NOVEMBER FOR THE

CANDIDATE TO BE ELIGIBLE FOR ELECTION

Nominees Agreement: I agree to abide by the MOCA Constitution and to serve the interests of the Mannix alumni community by completing the tasks outlined in the position description(s) of the role(s) for which I have applied (please tick)

moca committee info handbook 2014-15

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