Administration

Roles of the Committee

Within the committee every person is as important to the running of the club as any other, however there are some areas that can be described as "key areas". The areas of Leadership (Chairperson/President), Administration (Secretary) and Financial Management (Treasurer) are such areas. We will outline below some possible duties within these areas.

Leadership (The Chairperson/President)

What authority does a chairperson have and what particular duties do they carry out within their club or organisation? Are the duties of the chairperson the same as those of the President? What particular powers does the chairperson have and what are the skills necessary to fulfill this role? There are many assumptions made by both chairpersons and members about the role of this particular position.

The chairperson should:

Be well informed of all club activities
Be aware of the future directions and plans of club members
Have a good working knowledge of the club constitution, club rules and the duties of all office holders and sub-committees
Manage committee and/or executive meetings
Manage the club annual general meeting
Represent the club at local, regional and national levels
Be the supportive leader for all club members
Act as a facilitator for club activities
Ensure that planning and budgeting for the future is carried out in accordance with the wishes of the club members

Chairperson Qualities

The chairperson is the principal leader and has overall responsibility for the club's administration. The chairperson controls the discussions that take place during management committee meetings. To do this, they should give direction without being dictatorial or biased.

An effective chairperson is:

Unbiased and impartial on all issues
Well informed about the purpose of the meetings and items to be covered
A good listener who will be able to summaries the main points of discussion
Able to avoid repetition, arguments, interruptions and deviation from the matter under discussion
Well versed in the rules or procedure for the particular type of meeting being held and allow for relevant debate
Able to delegate

To be an effective chairperson always remember to be fair and decisive and to exercise good management practices. These skills come with practice and regular self-appraisal. The chairperson should be able to:

Lead without controlling
Involve club members in decisions that affect them
Stimulate balanced discussion
Time meetings to finish on time
Encourage focused discussion and keep meetings on track
Negotiate successfully between members and
LISTEN.

Administration (Secretary)

Many of the tasks in the area of administration are usually covered by the secretary. The secretary is the chief administrator of the club. This person provides the coordination link between members, the club executive committee and outside agencies, e.g. another local club.

The secretary is often someone who has a keen interest in the organisation and wants to see the club progress. They may not be actively involved in the club's activities. They may be from a member's family, a former participant or a keen spectator of club events. With good support, previously well-maintained records and clear instructions on what has to be done, many enthusiastic volunteers have become valuable assets as secretaries for their club.

Ideally an effective secretary is someone who can:

Communicate effectively
Think clearly and positively
Maintain confidentiality on relevant matters
Manage and supervise others, (in relation to secretarial duties)
Organise and delegate tasks

If there is a member of the club with enthusiasm for the position, some of the necessary skills, plenty of encouragement and committed support, they may become a valuable asset to the club. Provide them with the opportunities to develop their skills through courses run by TAFE, Technical colleges, Schools etc.

Inward & Outward Correspondence

Regularly clear the mail box
List the matters to be replied to and who wrote the matters to be replied to and who will write them
Record inwards mail received and to whom it is distributed for the Club records
Identify the main points to be covered (This serves to remind those who have forgotten)
Acknowledge each letter promptly, often clubs have a standard note of reply
Ensure that all replies to correspondence are prompt
Always clear the mail before committee meetings so that the correspondence can be distributed and dealt with at the meeting
File copies of all correspondence and replies in club records under the appropriate heading
Send an interim reply indicating progress if a letter will need further or wide consideration

Note: In recent years many clubs have ceased keeping a correspondence book and tabling all correspondence at meetings. Letters needing a decision will be separate agenda items. However, a record of inwards correspondence may be maintained to serve as for clarification of the receipt of correspondence.

Many clubs are considering the use of computers now because they enable compact storage of information in one source, such as:

Membership lists
Duty rosters
Competition dates
Standard correspondence
Financial records

Computers assist many clubs in the administrative process. If your secretary is unfamiliar with the workings of a computer, organise for them to attend an appropriate training course. Conversely, many club members are now conversant with computers and computers are certainly more "user-friendly". These members may also be able to provide the secretary with the necessary training.

Financial Management (Treasurer)

This area oversees the financial side for the club. Be it in the preparation of budgets, planning for the club's financial future, or assisting other committee areas with matters relating to finance. A strong club is usually one with a strong financial background. Make sure that the members assisting in the area of financial management have the skills to complete the tasks. If not ensure that they are provided with training relevant to their area of capability.

Treasurer's Duties

The volume and nature of the work will depend on the size of the club, the activities you are involved in and whether the club owns its own facilities and/or employs staff. Generally larger clubs have a finance committee to assist the treasurer.

The treasurer is responsible for the financial management of the club and may be expected to carry out the following duties:

Maintain a working level of petty cash
Ensure money received is banked promptly
Invoice groups/members for rentals, e.g. Building, equipment, uniforms etc
Prepare budgets for the forthcoming year describing all sources of income and payment, expenditure
Prepare and present monthly (or bi-monthly) accounts for approval by the committee
Prepare annual financial accounts for auditing and provide the auditor with information as required
Ensure annual returns are filed with government bodies as required
Maintain accurate records of current income and expenditure
Be the signatory on club cheques (with at least one other person)
File tax returns and income tax payments for employees as required
Manage club investment programs

The treasurer may also need to ensure that the club's financial year is in line with those of its Funding body, Sponsors and League/Association.

An effective club treasurer needs to be:

Well organised
Able to allocate regular time periods to maintain the books
Able to keep good records
Careful handling money and cheques
Able to work in a logical orderly manner
Be aware of information needing to be kept for the annual audit

The three areas mentioned above can be described as "key" areas in the functioning of any club. However there are, depending on the size and structure of your committee, many more areas that can be covered and roles filled. The following lists give a summary of other roles and tasks that might apply to your club.

Club Coach - Roles and responsibilities

Update qualifications
Develop an understanding of the role Sports Science in coaching
Ensure the enjoyment of activities for both coaches and athletes
Arrange appropriate training locations, day and times
Foster team spirit amongst all players and encourage them to participate in a sporting manner
Abide by the laws and rules at all times
Set high but realistic goals for the participants so that they are always working toward something
Enhance feelings of self-confidence and self-esteem within the participants, promoting through enjoyment of the sport
Ensure that the participants perceive that they are in control of their own performances
Encourage maximum participation
Liaise with other committee members regularly

Coordinator of Volunteers - Roles and responsibilities

Seek out and recruit volunteers for the association
Determine where the volunteers are needed
Providing job descriptions for all tasks
Plan the recruitment strategy
Prepare written material for posters, newsletters etc
Organise interviews with volunteers
Hold regular meetings with volunteers
Supervise volunteers or find other members to supervise volunteers
Keep up-to-date records of volunteers
Keep volunteers motivated and enthusiastic ensuring that each volunteer has training and help to carry out their designated tasks
Making volunteers feel "special" by public and personal acknowledgments
Ensuring that the right person is found for the particular job and that where there is a mismatch that the volunteer's feelings are considered and valued
Revise volunteer duties
Liaise with other committee members regularly

Club Captain - Roles and responsibilities

Being in touch with all club activities and automatically appointed to the management committee
Being the link between administration and the members, assisting communication within the club, and with the media and other organisations
Providing support and advice to members
Ensuring fair and equitable selection procedure for team members and team management/coaching etc
Being a part of the club selection panel, which ideally includes a coach and a competitor
Meeting and welcoming new members. Ensure all members are involved in club activities
Setting up a club training program, in consultation with the Coordinator of Volunteers, for pre-season briefing of coaches and officials
Liaise with coaches and officials to see that club training sessions run smoothly and to ensure that time and available facilities are utilised in the best interests of all members
Liaise with the community to promote the club and its activities
Liaise with other committee members regularly