Running a Club Committee
Setting up the committee
One of the first jobs of any new club is to elect a committee at the very first meeting. This may sound official and off-putting, but it is relatively straightforward!
It is helpful if people have been identified and shown an interest in one of the roles before the meeting starts, this avoids any embarrassing situations when committee members are asked for.
The election process is as follows:
- A person is nominated
- A person agreeing with the nomination seconds this nomination
- A vote, normally a show of hands from the audience, is taken to show that they agree
- The results of all the votes and those who nominated (and 'seconders') should be recorded in the minutes
Every committee should have at least 3 elected members:
- The Chairperson
- The Treasurer
- The Secretary
The other roles and members of the committee are as laid out in the club constitution.
Other potential members could include:
- Vice Chairperson
- Youth/Junior section co-ordinator
- Team/section co-ordinator
- Head Coach
- Welfare Officer
- Press Officer
- Maintenance/Grounds person
- Catering/bar
You will want to keep membership to a minimum level so that the group can be productive in making decisions.
The committee exists to serve the club and to ensure the best possible service is given to the members. A committee must keep reminding itself why it is there.
Role of the Chairperson
To make sure that the committee runs as a team.
To ensure that the committee is able to manage and oversee the running of the club
Chairperson's duties at meetings include:
- Prepare agendas in consultation with the Secretary
- Conduct the meeting in a manner that enables everyone to have his or her say
- Conduct the meeting in a way that ensures business is dealt with effectively
- Steer the meeting through the agenda
- Summarise what has been said
- Move to a vote if necessary
Chairperson's duties outside of the meetings include:
- Represent the organisation
- Ensure that the decisions made by the committee are carried out
- Keep in contact with the organisations finances through the Treasurer
Role of the Secretary
To help the Chairperson plan meetings and to deal with the club’s correspondence
Duties of the Secretary:
- To ensure that notice of meetings/agenda are drawn up and sent out in advance
- To take and distribute minutes of the meetings
- To deal with correspondence
- To be able to send out publicity and any other information
Qualities of a good Secretary:
- Keen to do the job!
- Well organised and conscientious
- Have tact and discretion
- Be able to communicate effectively
- Be able to maintain confidentiality
- Be able to delegate tasks
- Be able to react to opportunities and make decisions
- Promptly deals with correspondence
- Keeps records up-to-date and is able to find information easily and quickly
Role of the Treasurer
The Treasurer is responsible for all income and expenditure affecting the organisation and for the presentation of accounts and balance sheets.
Duties of the Treasurer:
- Record all transactions
- To give receipts for all monies received
- To give the committee regular financial reports
- Budgeting
- To arrange for an audit to take place annually (if required)
Cash Book
To record any transaction made (ie money paid in to the bank, cheques drawn or direct debits paid).
Petty Cash Book
To record small transactions in the float system. The club estimates how much cash it will need each month (eg £30) and then draws that amount from the bank. When most of that money has been spent, it is topped up by drawing cash from the bank to equal the last month’s expenditure.
Paying bills
Bills should normally be paid within one month in order to maintain goodwill towards the club from its creditors. It is also as important to pay volunteers any out-of-pocket expenses. No payment should be make without written documentation or invoice.
Collecting monies
Always keep club monies separate from personal money. It is important to have duplicates of receipts; give one to the payee, and the other the club keeps. It is a good idea to deposit any money as soon as possible.
Invoicing
If the club sends out any invoices to collect money, it is likely that they will need a ledger to record the details and enables the club to monitor the receipt of payments.