3/06/2024
Leads executive group. Directs club activities and runs meetings. Acts as principal offi cer throughout the year, making decisions in consultation with other committee members whenever the need arises. Plans agenda for meetings. Guides conduct during meetings. Ensure there is suffi cient consideration of issues. Promotes consensus. Prevents anyone dominating discussions and makes sure everyone who wants to has a chance to make a point. Makes sure agreed tasks are carried out.
Takes minutes of meetings and makes them available. Arranges venue for meetings. Sends notice and makes agenda available to committee members (does this need a timeframe?). Keeps agendas and minutes in fi ling system. Attends to incoming and outgoing correspondence. Keeps diary of forthcoming events. Keeps record of everyone attending meeting and of apologies received. Ensures the meeting is quorate before business is done. At meeting, reads minutes of previous meeting (unless sent out previously) and seeks approval; reads out any correspondence received and reports any action taken since last meeting. Ensure Chair is supplied with relevant information and material ready for the meeting.
Keeps record of finances up to date by keeping a record of income and expenditure. Maintains record of receipts and bank statements and compiles financial reports detailing income and expenditure for delivery at meetings. Prepares annual financial accounts for independent checking. Is one of two club signatories for expenditure. Makes sure members have paid their subs, sending two reminders and cancelling membership in case of non-payment (informing the membership secretary).
Looks after backend of website. Uses web tech to aggregate other online facilities that the club uses. Maintains website access for club members. Helps to train club members to add posts to website and liaise with the Marketing/PR officer and other committee members for what content to put on website.
Working in conjunction with the Webmaster. maintains a positive and cheerful web presence to inform and attract new members. Maintains contact with partners at other clubs.
Maintain club scenery/terrain in a good condition. Complete or commission repairs as required. Identify the need for new scenery or terrain and present a case for it to the committee for consideration of purchase. Keep an overview of the maintenance of order of stored kit.
Maintain a system for table bookings. Apply a hierarchy to bookings that takes account of numbers playing and accommodating paid-up members in favour of nonmembers. Inform players of their confirmed bookings or, if the need arises, of any changes to their booking. Try to keep bookings equitable so that nobody can make a block booking of more than three weeks.
Reports to each meeting on any matters arising since the last meeting and any ongoing matters. Maintains club's safeguarding policy and ensures that procedures are followed. Ensures that club members are aware of the policy and any procedures for reporting incidents. Maintains links with authorities when necessary.
Respond to all new member enquiries in a timely and efficient manner, ensuring that potential members are directed to the website and given all the information required to satisfy their requests. The membership secretary will also encourage potential new members to attend their first four free sessions in order to evaluate the Club. The Membership Secretary will liaise with the Treasurer to accept new and renewing membership payments, keep accurate records and ensure that payments are paid directly into the bank in a timely and regular manner. Finally, the role also involves activities toward membership retention.
To coordinate and book club events including weekend games, workshops and demonstration games at other venues. Ensure coordination with Table Bookings Officer to ensure venue is appropriately available.
Maintain the levels of supply in the tuck shop. Respond to requests for new items.
Maintain the club in a pleasant condition for playing games in. This may involve vacuuming, dusting and dealing with the pile of recycling and emptying bins when you notice it needs doing. Join the keyholder rota for opening and locking-up on Monday and Friday club nights, and any other times that might arise. Present the club in a positive light at all times. Welcome new members and encourage them to play games. Support the activities of the club as much as you can. Be prepared to respond to requests from club members to open up, and potentially supervise while they are at the club, locking up when they leave.