Managing a Club

Club Meetings

The Captain/Chairperson of a Club chairs all meetings of the Club - both committee and general. Often Club meetings are relatively informal. The Captain/Chairperson makes sure the meeting starts on time and runs well, often this means keeping order.

Captain/Chairperson may or may not have an agenda for the meeting. But they should make out a list of issues to deal with so that the meeting runs efficiently. Committee meetings should be under an hour, as long meetings are unlikely to get much work done. The Captain/Chairperson needs to run the meeting fairly making sure all those how want to speak get a chance and in a fair order, but also making sure that the meeting does not run in circles. Personal attacks and other inappropriate actions should be stopped by the Captain/Chairperson.

It is generally in the best interests of the committee if agreed rules are made, so that committee meetings can take place in the shortest possible times, in a serious but friendly atmosphere.

Some committees run many major functions during the year, some of these functions are large enough to justify setting up a separate committee, which take on the particular event and see it through to completion, we call this a sub-committee.

Only one person talks at a time. That each speaker will address the person chairing the meeting Start meetings promptly Courtesy and politeness helps the meeting proceed formally and speedily. The ordinary members of the club should know what goes on in the committee meetings, secrecy may be necessary on occasions, but where possible information should be divulged.

Annual General Meeting

This is your Annual General Meeting. At the AGM your club committee must present reports of the year. Your club treasurer must also go through the finances for the year. The reports must be voted upon and passed. These are also very important meetings because they decide next year’s committee. The new committee is voted in by the members present at the meeting. You can also vote on other matters such as changes to the club constitution, policies and any other matters of club importance.

You must inform all club members (put up posters, send emails, texts) of the meeting. It is very easy to book a room on campus to host your AGM. Follow this guide if you don’t know how… How to book a room on campus.

These are Extraordinary General Meetings. They are meetings of club members that occur at an irregular time. The term is usually used where a club would ordinarily hold an AGM, but where an issue arises which requires the imput of the entire club membership and is too serious or urgent to wait until the next AGM.

Committee Roles Defined

Captain

The Captain of the club is in charge of the club. The responsibility of the club lies with them and they should try to get the best for the club in all situations. They should have a clear view of what they want the club to do for the year. They should decide how/when/where to train, have meetings and go to social events etc. They should be able to answer any question or query on the club. The most important word is ‘delegate’; a club captain should always delegate work fairly and equally. The committee is there for a reason and its not for the captain to do all the work.

Secretary

The role of secretary varies from committee to committee. The secretary should keep a record of everything the club does during the year. They should book rooms for meetings, keep minutes, make sure all information is provided at meetings. They should assist other committee members in organising events. They should fill out forms that aren’t specific to any other committee member. They should check the Club email and send correspondence with the permission of the captain.

• NB Forms

• Coaches Reg Form

• Book Clubs Socs Day

• Committee lists

Treasurer

The Treasurer’s role is very easy. If it has to do with money/finances the treasurer does it. Filling out forms, fundraising, collecting money, paying for things – the treasurer does it all. The treasurer has all the access to the accounts and can take out money for the club via the PE Office. The treasurer should keep receipts, give a copy to the PE Office and be able to present them to the PE Office if asked.

• NB Forms

• See Finance Section

Public Relations Officer

The PRO is the public face of the club. They should promote the club to the best of there ability. They are responsible for making the posters, flyers, displays etc for the Club. They should also organise events on campus/in town to boost the visibility of the Club. They should be the happy and friendly face of the Committee and Club.

Equipments Officer

Someone’s got to look after all that expensive equipment. The Equipment Officer is responsible for all the equipment managed by the Club. They must make sure it is taken out/put away properly and safely. They must also transport equipment to and from an event/training. They should keep a record of all the clubs equipment and make future predictions as to what the Club will need.

First Year Rep

You will need someone to be nice to Freshers in the Club; remember they are the future of the club. This rep makes sure the Freshers are coming to events/socials/training and should be able to answer any question that they have about the Club. This person is a Fresher themselves so that they can relate better to first years and it’s a chance for them to get committee experience.

Other Positions

This would be the bones of a committee. Other positions you can have are:

• Vice-Captain

• Events Officer

• Entertainments Officer

• Safety Officer

• Fixtures Officer

• Webmaster