Transcript WELCOME [www.brecknockyfc.co.uk]

WELCOME
What skills and qualities do
you require to be a club
officer?
Club Chairman/Vice Chairman
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Punctual
Tolerant
Good Communicator
Consistent
Role Model
Good Leader
Firm but Fair
Encouraging
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A team player
Focused
Organised
Supportive
Approachable
Clear and to the point
Club Secretary
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Organised
Punctual
Good Communicator
A Team player
Approachable
Supportive
Tolerant
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Focused
Supportive
Firm but Fair
Delegate
Minute Secretary
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Punctual
Good Communicator
Consistent
Organised
Supportive
Nice Neat hand writing
Club Treasurer
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Good Communicator
Consistent
Firm but Fair
A Team player
Focused
Organised
Supportive
Approachable
• Good record keeper
• Good with numbers
• Honest/trustworthy
What duties will you undertake
as a club officer?
Club Chairman/Vice Chairman
• Chair Club Meetings
• Agree agenda beforehand with
club secretary
• Keep control of the club during
meetings, activities and trips
• Make any announcements
during club
• Welcome any guest/visitors
• Make sure any new members
feel welcome
• Promote the club along with
other members and club
officials within the community
• Give vote of thanks to
visitors/speakers
• Represent club at
community/County meetings
and feedback to club
• Encourage members to
participate
• Be the driving force when club
host any event
• Work with other club officials to
make sure items discussed in
meetings are acted upon
• Along with club leaders make
sure the club is acting within
the law
Club Secretary
• Deal with club correspondence
sort before meetings and
respond
• Support club chairman in
agreeing agenda for club
meetings
• Keep members informed of
club activities
• Act as the main link between
the club and County office
• Submit competition entries to
office on time
• Send out any letters required
e.g thank you letters or vice
president letters
• Book venues and club
activities for weekly meetings
• Remind members of County
events/competitions
• Ask members to complete
membership forms and send to
YFC Office
Club Minute Secretary
• Make notes during club meetings
• Write minutes up neatly in club minute
book on a weekly basis
• Bring minute book to every club meeting
for minutes to be read out
• Support club secretary
Club Treasurer
• Collect club
membership
• Keep a record of
money collected and
money paid out
• Pay money into the
bank on a regular
basis
• Pay all bills promptly
• Keep the cheque
book, paying in book
and all financial
details belonging to
the club safe
• Check bank
statements on a
regular basis
• At the end of the year
comply accounts and
get them audited
How and when do you put
these skills and duties into
practice?
Club Business Meeting with a
Guest Speaker to Follow
Beforehand
During
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Club secretary to book venue
Write or telephone the guest
speaker inviting them to attend
Inform members
Organise refreshments if required
Sort through any correspondence
which needs to be discussed
Comply agenda with chairman
making sure all items which need
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to discussed are listed
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Risk assessment officer to
complete risk assessment
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Arrive early and get room ready
Chairman and Secretary to sit
down before meeting starts to go
over business which needs to be
discussed
Chairman to welcome guest
speaker and members to meeting
Minute secretary should make
notes throughout meeting
Attendance sheets to be
completed
After the guest speaker has spoke
Chairman or Vice chairman should
give a vote of thanks
Club Business Meeting with a
Guest Speaker to Follow
Agenda
After
• Apologies
• Minutes of the last meeting
• Matters arising from the
minutes
• Correspondence
• To receive any reports e.g from
County meetings
• Any other Business
• Date of next meeting
• Secretary to write a thank you
letter to guest speaker
• Minute secretary to write up
minutes neatly in minute book
ready to read out at the next
meeting
• Treasurer to pay any
outstanding invoices from
meeting etc.
• All officers to work together to
make arrangements for the
next meeting/activity
Club Trip to Cardiff Ice Skating
Before
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Inform members/parents of when,
where trip will be taking place and
how the club will be travelling
Agree on a set date that members
will need to confirm attendance
Get consent forms for all members
under 18 years
Treasurer to collect payment
before trip from all members and
keep a record of this
Treasurer or Secretary keep a list
of who will be attending
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Book suitable transport and agree
on pick up points
Book beforehand with Ice Rink
and ask for confirmation in writing
Make sure you have 1 adult to
every 10 under 18 year old
members
Make sure everyone attending is a
fully signed up member – to be
covered by insurance
Risk assessment officer to
complete risk assessment
Club Trip to Cardiff Ice Skating
During
After
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• Treasurer to collect any
outstanding money owed
• Make sure all invoices such as
the bus company have been
paid
• Minute secretary will need to
state in minute book that no
formal business was discussed
but the club enjoyed a trip ice
skating in Cardiff
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Make sure an up to date list of
members attending is taken on the
trip complete with emergency
contact numbers
Count members onto the bus
Make sure everyone travels with
their seat belt on
Make sure members put any
rubbish in the bin
Make sure everyone is clear of the
pick up time and point
Make sure members do not
wonder off
When arriving home make sure
everyone is picked up and do not
leave until the last member has
left
Club Fundraiser
Before
During
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Discuss in club meeting where,
when and what time event will
start
Book venue
Agree on prices and prizes
Invite MC or bingo caller
Circulate posters in local area
Get as many members involved in
the organising
Get raffle books and prizes
Treasurer to get floats
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Arrive early to set room up
Ask members to help with
admission and raffle ticket selling
Club chairman to welcome
everyone and make any general
announcements throughout the
evening
Club treasurer to manage floats
Ask members to assist with
refreshments
Vice Chairman or chairman to give
a vote of thanks
Club Fundraiser
After
• Make sure venue is clean and
tidy and put back as found
• Dispose of any rubbish
• Treasurer to count takings, pay
float back in separate to any
money made
• Treasurer to ask for any
receipts from members who
incurred costs. Pay by cheque
rather than cash
• Bank money as soon as
possible
• Secretary to write thank you
letters to anyone other than
club members who assisted
• Secretary to write thank you
letters to anyone who donated
prizes
• Make sure all prizes and
handed out
• Minute secretary to write in
minute book that there was no
formal business but members
assisted with a fundraising
event
Club Dinner
Before
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Discuss in meeting with members
possible venues
Secretary to contact with support of
other officers and ask for quotes from
suggested venues
Quotes to be taken to club meeting for
further discussion and decision made
on venue, date and time
Decide in club meeting on ticket price
Decide in club meeting on guest
speaker
Circulate menu choices, date, times
and venue
Agree with venue on a suitable
date when money needs to be in
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Comply a list of people attending
along with menu choices if
required
Secretary to write to guest
speaker inviting him/her to speak
Secretary to send invite to club
president
Book disco/band
Treasurer to get float encase
people pay on the night or for
raffle
Ask members to bring raffle prizes
Club officers to agree on format of
evening
Complete risk assessment
Confirm with venue numbers and
menu choices
Club Dinner
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After
• Club officers to arrive early to
make sure room has been laid
out suitably
• Chairman to welcome
everyone and run the evening
• Club officers to look after club
president and guest speaker
• Vice chairman to say a vote of
thanks
• Treasurer to collect any
outstanding money owing
• Ask members to sell raffle
tickets
• Treasurer to pay any
outstanding bills
• Treasurer to bank money as
soon as possible
• Treasurer to bank float
separately to dinner money
and raffle money
• Secretary to write a thank you
letter to the guest speaker
• Minute secretary to write in
minute book that there was no
formal business but members
enjoyed the club annual dinner
Any Questions?