Home  Committee Roles and Responsibilities
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Roles and Responsibilties |
1 Chairman and Vice Chairman
The chairman and vice will act as the external face of the club in all official matters maintaining key club relationships. They will instigate policies to set the direction of the club. Specific areas of responsibility will include:
• Attend, set the agenda and lead executive committee meetings.
• Identify new and maintain existing sponsorship opportunities.
• Develop a club constitution and ensure it’s adhered to.
• Maintain key external relationships with: pitch providers, suppliers, pool umpires, coaches, clubhouse owners.
• Attend trials day and other key social events. Engage with the membership to ensure the club direction is consistent with a broad spectrum of their views.
• Develop and maintain a 1-3-5 year plan document.
• Lead the AGM.
• Ensure that elections are conducted according to the constitution.
• Organise sub-committees and task delegates as appropriate.
Note these positions will be elected by the outgoing full committee only. Suitable candidates will be identified by the outgoing executive committee – with preference being given to those with existing committee experience. If necessary the full committee will vote to choose a candidate for each role. This should be completed in advance of the AGM to allow ratification of the candidates at the AGM.
2 Treasurer
The treasurer will ensure that the club’s finances remains sound. Exposure to basic accounting practices is preferable but not essential. More specifically they will:
• Produce a budget for the AGM and maintain such.
• Prepare financial reporting against the budget for the AGM, and summary financial reporting in advance of executive committee meetings.
• Manage the club bank account.
• Together with their assistants be responsible for the collection of all monies:
• Annual subscriptions.
• Match fees.
• Money in relation to kit, tours and any other club funded expenditure.
• They will maintain a list of club debtors.
• Be responsible for the monitoring and payment of all costs incurred by the club. They will maintain a list of creditors.
• Manage the procurement and sale of kit and all other materials needed by the club including goal keeping equipment. An inventory of club assets (mainly kit) will be maintained.
• Manage, delegate and coordinate activities with their assistants.
• Attend executive committee meetings.
• Liaise with the social treasurer to ensure a complete picture of the club’s funds is maintained. Particularly for the AGM financial reporting.
2.1. Men’s and Ladies’ Treasury Assistants
Working with the treasurer the two assistants will aid the treasurer in all matters financial. Specific responsibilities may include:
• Management of club kit and equipment.
• Collection and tracking of annual subscriptions.
• Collection and tracking of match fees.
• Participation in subcommittees in a treasury capacity: tour treasurer (for Worthing), summer league treasurer.
• Management of external financial relationships where the club acts as an agent.
2.2. Membership Secretary
Working with the treasurer and club captains, actively monitor and manage the membership. Specific responsibilities will include:
• Maintenance of the membership database, particularly for active members. Including tracking of subscriptions payments and recording number of league matches played.
• Act as initial point of contact for new and existing members to answer questions and provide advice on membership issues.
• Organising campaigns to recruit new members to fill vacancies as agreed with the club captains.
• Ensure that all members are registered on the website
2.3. Sponsorship Secretary
Working with the club treasurer, Chairman and Vice, seek sponsorship deals which will help the club achieve its short and long term plans. More specifically:
• Act as an initial point of contact for new and existing sponsors.
• Produce relevant materials to promote the club with potential sponsors.
• Define and maintain a sponsorship plan for the current and future seasons.
• Actively recruit sponsors consistent with the plan.
• Ensure the club fulfils the terms and conditions of its sponsorship deals.
3 Club Secretary
The secretary is the organiser, cajoler and general chaser of the committee and club. Responsibilities cover:
• Act as a general contact for external communication with league officials, other clubs and general enquiries.
• Act as a reporting line for their associated committee positions: Fixtures, Umpiring and Press. Coordinate and organise sub-committee meetings as required.
• Attend, schedule and minute (or delegate) executive committee meetings. They will also be responsible for publishing the minutes and schedule via the website and chasing specific action items and circulating the agenda (via the website).
• Ensure that all members are registered on the website.
• Organise a committee to run the summer league.
3.1. Fixtures Secretary
Responsible for all aspects of the fixtures planning and coordination. Specifically responsible for:
• Will act as a central point of contact for all fixtures enquiries both internal and external.
• Production of a fixtures card, publication of such via the website and sending it to the leagues. Loading of fixtures data onto the website in conjunction with the web officer.
• Acting as central point of coordination for all pitch bookings including training and adhoc requests. Owns the relationships with our pitch suppliers.
• Work with the treasury team to reconcile financials with the pitch suppliers.
3.2. Umpire Secretary
Responsible for all matters in relation to umpiring and club discipline.
• Maintain a register of all club umpires: contact details, qualifications.
• Work with the club and team captains to encourage at least two qualified umpires per squad.
• Ensure that all umpires are appropriately registered with the leagues.
• Manage the relationship with league umpiring secretaries: pool umpires, disciplinary matters, umpiring communications.
• In conjunction with the Men’s and Ladies’ club captains act as the club’s discipline officer by keeping records of cards and suspensions.
• Coordinate allocation of umpires to games on a weekly basis. Ensure optimal allocation through publication of an umpiring schedule (via email and on the website). Maintain records of this data and field enquiries.
• Act as a single point of contact for all umpiring matters both internally and externally.
• Publish a schedule of umpiring training courses (via the website) and keep records of attendance.
3.3. Press Secretary
Responsible for promoting the club internally and externally via the website and other channels.
• Manage website content, including chasing and editorial of
• Events calendar and reports
• Weekly match reports
• Season summaries
• Deal with day-to-day requests from existing sponsors.
• Act as point of contact for external promotion of the club.
3.4. Web Officer
Manage all technical aspects of the website.
• Respond to adhoc technical queries and support requests.
• Ensure the availability and quality of the website.
• Manage external providers engaged to provide services in relation to the website: support and or development.
• Responsible for technical direction and standards of the website.
• Ensure data integrity and security on the website.
4 Social Secretary
The social secretary, together with their committee, will be responsible for organising the club social calendar. They will also support the mixed hockey captains. Specific responsibilities will include:
• Recruitment of the social treasurer and committee.
• Scheduling, planning, budgeting and organisation of the social calendar to include but not limited to the following events:
• Trials day social event
• Start of season event
• Halloween party
• Christmas party
• Alternative valentines party
• End of season dinner
• Publish the social calendar via the website.
• Working with the social treasurer and main treasurer to ensure the social side of the club is financed appropriately.
• Working with the mixed captains, ensure that a regular programme of mixed hockey is available to all members.
• Put in place a sub-committee to organise at least one annual mixed tournament (usually the Worthing hockey festival) open to all club members.
• Identify captains for Wapping teams in the mixed summer league.
• Deal with matters in relation to the clubhouse.
4.1. Social Treasurer
In conjunction with the social secretary manage all financial aspects of the social side of the cub:
• Manage the social bank account.
• Set the budget for social events.
• Collect and manage monies from social events.
• Produce a summary of the social account for the AGM.
4.2. Social Committee
Work with the social secretary to organise the social calendar. Involves planning, negotiating, promoting, selling tickets for and running the social events.
4.3. Mixed Hockey Captains
Run all aspects of the mixed side of the club:
• In conjunction with the fixtures secretary organise games on a regular basis (every 2 to 3 weeks).
• Recruit and manage the mixed squad.
• Select the team and communicate this to the squad.
• Collect match fees.
• Work with the treasury team to ensure that regular mixed players have paid at least a social subscription.
5 Men’s and Ladies’ Club Captains
The men’s and ladies’ club captains are responsible for all hockey-related matters in their section of the club.
• Act as an initial point of contact for all new players.
• Work with the team captains to collate availabilities of all club members and publish these on a weekly basis.
• Organise and run selection meetings on an appropriate frequency (at least four times per season). Determine selection policy. Ensure that all players are allocated to squads.
• Ensure that team entries into the leagues are completed.
• Manage the relationship with the league. Act as point of contact for all team and league matters.
• Act as an alternative channel to team captains for players to raise issues and concerns.
• Together with the team captains, organise the hockey aspects of trials day.
• Attend and deal with all matters in relation to training: communications, coaches. Coordinate with team captains.
• Will conduct an annual survey on training.
• In conjunction with team captains be responsible for recruitment of coaches. Will be involved in financial negotiations and ongoing relationship including feedback.
• Determine and organise a programme of summer hockey. Identify individuals to captain the teams.
• Act as disciplinary officer for their section.
5.1. Men’s and Ladies Team Captains
The team captains will be responsible for all day-to-day aspects of their respective teams:
• In conjunction with the club captains, select and manage their squad of players.
• Select a team from their squad each week according to the selection policy. Communicate this to the squad weekly.
• Work with their fellow captains and club captain to ensure available players are optimally allocated each week.
• Check umpiring allocation on a weekly basis.
• Collect match fees on a weekly basis to cover fixed costs (pitch hire) and variable costs (coaching). Ensure that this money is transferred promptly to the treasury team.
• Ensure that all squad members have paid their annual subscriptions and assist the treasury team with collection of subscriptions.
• Ensure that squad members purchase appropriate kit and assist the treasury team in collection of payment.
• Ensure that weekly match reports are published on the website (this task should be shared amongst the team).
• Attend selection meetings.
• In conjunction with the team captains work with the coaches to optimise their use.
• League results submission and update to the WHC website.
• Organise friendly fixture and pre-season games.
General responsibilities of Exec Committee
• Organise a committee to run the summer league
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