A club Committee is a group of people who are formally responsible for the governance of the club. A Club’s success will be greatly down to the work of the Committee. Establishing a Committee with clearly defined roles helps to identify who does what in the club, spreads the workload and ensures that the club is not entirely dependent on one or two people.
It can be difficult for clubs to attract people onto the committee and as a result, clubs may need to start with a small committee which can fill the core positions. From there, the club may decide to add various other roles dependent on its size and requirements.
A Secretary, Chairperson, Treasurer and Children’s Officer (if there are under 18 years old players in the club) are the minimum required. These roles will need to be elected. Before the election meeting, it is advisable to gather names and information of those that could be interested in these roles. People with particular skills should be assigned as much as possible to appropriate roles, e.g. an accountant or bookkeeper may make a good treasurer.
The club needs at least three elected members onto the committee. Many clubs will have other roles that people in the club volunteer to carry out outside the formal club positions, such as new members co-ordinator, Public Relations Officer, social secretary etc.
The Committee should meet at least quarterly, some meet monthly. It might be useful to establish basic role descriptions so that everyone knows what is expected from them and others. You can find a complete role description of committee roles here.
It might be useful to establish basic role descriptions so that everyone knows what is expected from them and others. You can find a complete role description of committee roles here.
The role of the Chairperson is to manage the club in an efficient and effective manner, while at all times keeping in mind the club constitution. They have overall control, giving direction, keeping focus and provide guidance. The chairperson should be elected at the AGM. The chairperson takes charge of the meetings and ensures that those present are heard in a fair and equal manner.
The efficiency of the club will greatly depend on the efficiency of the secretary to carry out his/her duties. The Secretary is the mediator between Club Committee and everybody else. All of the written communication that the club receives will go to the Club Secretary. To ensure optimal efficiency, appropriate measures should be put in place to deal with this communication.
It is absolutely paramount that reliable and accurate financial records on all transactions are kept. This responsibility falls directly onto the Club Treasurer. The Treasurer is responsible for the safe keeping of the club funds and also the collection of subscriptions, depositing monies, paying the bills, issuing receipts, preparing year end accounts and keeping up-to-date records of all financial transactions. The treasurer must not commit the club to any expenditure for which prior approval has not been given.
The agenda is a list of topics to be discussed at a meeting, which should be sent out in advance along with any information that is needed in order to participate actively in the meeting. An Agenda gives structure to a meeting and gives members a chance to prepare in advance. The club secretary is responsible for preparing and circulating the agenda prior to club meetings and the club AGM.
Any committee member may suggest an item for the agenda. Any such proposal must be submitted at least five days prior to the meeting’s date. If the proposal is rejected, the member should be notified as to why the item suggested for the agenda is unsuitable, as well as where and when the issue can be discussed.
The set agenda is followed in the order that topics are placed on the list and each issue must be resolved before moving on to the next.
A list of easy ground rules and principles should be developed in order to run meetings productively. Guidelines support the conduct of meetings and foster a positive environment.
E.g. the opinions of all committee members will be respected
Minutes are written records of the business done and decisions made at a meeting. Minutes formalise decisions made at meetings. Minutes of a meeting should contain the following:
- Date and location of the meeting
- Attendance and Apologies
- The main points in discussions held and any decisions taken.
- What was discussed
- What was decided
- Why it was decided
- What actions are to be taken, by whom and when
The secretary always notes the proposer and seconder of a motion put and the result of the subsequent vote taken. At every meeting the first item on the agenda after the meeting is opened is the minutes of the previous meeting are read and agreed to be true and accurate.