Club Committee Roles
ADMINISTRATION TEAM
Chairman - Organiser, chief dog's body and provider of jaffa cakes.
Secretary - Records minutes of Committee meetings and deals with inter-club correspondence.
Treasurer - Looks after the finances of the Club and ensures the Club's money is wisely spent.
MEMBERSHIP AND PUBLICITY TEAM
Membership Secretary - Holds records of membership, handles renewals, produces address labels.
Publicity Officer - In control of Club advertising and local promotions.
New Members - Provides literature to potential members and introduces them to the Club.
ACTIVITIES TEAM
AIVC Liaison - Holds other Club's Bulletins and addresses and access to Assocation members.
Activities Officer - Gathers all members events into date order and prepares information for the Bulletin.
Activities Initiator - Provides advice and encouragement to members wishing to hold an event.
General Notes for all IVC Committee Members
(to be read in conjunction with individual job descriptions)
The following job description general notes are for a sample Club that has its Annual General Meeting set for November. The use of either male or female gender (including the legal title of Chairman) anywhere in this document is taken to include both men and women.
Every IVC acts in accordance with the Constitution.
Each committee member should have a copy of the Constitution to which they can refer when required.
A committee meeting is convened once a month.
All committee members should attend at all times. To ensure that attendance can be maintained, the next two committee meeting dates are ideally set in advance at a committee meeting. Apologies for absence prior to the night of the committee meeting should be made to the Secretary, while apologies on the night should be made to the host. All committee members are to be aware of the agenda for committee meetings and ensure that points are raised at the appropriate agenda item. As an aim, committee meetings should last no longer than 2 hours.
Several events occur each month which require committee support.
These include New Members Evenings / Afternoons and club nights. A minimum of 2 committee members (ideally one female & one male) should attend each event with individuals committing themselves to such attendance at the committee meeting. Each committee member should attend at least one such event per month. If a committee member is unable to attend such an event once committed, it is their responsibility to ensure that another committee member is present. In general, committee members should actively attend events, particularly in their area, and are expected not only to host significantly more than the 'one or two events per year' minimum, but to actively encourage members to host events.
Each prospective member receives an application form which requires the signatures of either one or two committee members.
One or two signatures (as required) can be gained at a single event on the basis that the prospective member attends at least three events prior to application for membership. As a minimum, the application form should have the name, address and date of birth completed prior to signature. The name and telephone number of any prospective under the age of ?? or over the age of ?? should be noted and communicated to the chairman without delay. It is the responsibility of each committee member to talk to the prospective prior to signing the application form and to observe how they fit in so that their suitability for the club can be assessed. Each committee member should be familiar with the content of the standard information sheet for prospectives and the information sheet for local publicity contacts. Note that reasons for non-acceptance of a prospective for membership are not given and the subject should not be discussed outside committee meetings.
In the above, the appropriate values for ?? should be substituted if the club operates a minimum and/or maximum age on joining policy.
Where a prospective member has had their application declined by the Committee.
It is generally the responsibility of the Chairman to convey the decision of the Committee to the prospective member concerned. Most Club constitutions state that the Club does not need to provide a reason for declining an application. However, the task of passing on the results of the decision to the prospective member can often be difficult for all concerned. It is therefore advised that the matter should be dealt with using suitable tact and diplomacy and it is well the keep in mind the following advice: "Treat others as you would wish to be treated".
Clubs should make sure Committee Members expenses are reimbursed for all of the following:
- Travel refunds at agreed mileage rate to cover attendance at committee meetings, bulletin typing and bulleting delivery to / collection from printers.
- Telephone cost for committee business.
- Stamps (receipted) - second class normally adequate.
- Stationery (receipted) - envelopes.
- Note that IVC headed A4 paper & compliment slips are available to any committee member.
- Any bulk photocopying should be receipted or included with the bulletin print run. Do not endanger your job position by abusing the facilities at your workplace.
Sometimes, all committee members are expected to contribute to the production of the bulletin.
If this is the case, then two committee members will normally be required each month (implies involvement approximately 3 times a year). Dependent upon the combined experience of the committee at the time, the pairing should comprise one person with computer / wordprocessor experience plus one person for dictating / chasing hosts for clarification / proof reading / sticking graphics / making cups of coffee. Additionally a number of ordinary members may be available to volunteer to assist in bulletin production - they can provide a significant contribution for one evening's work, but don't abuse their offer of help. Detailed instructions on bulletin production follow the computer wherever it goes. A committee member should collect the printed sheets from the printer on the bulletin distribution evening having purchased the appropriate number of stamps.