Club Organisational Positions November 2015 The club management has identified a number of positions, which need to be filled. Please show the interest and come along on the night. There will be something you can do to help give something back to our club, your club. To further this issue a meeting held in the club on the 19 th November from 9.30pm sharp for a maximum of 40 minutes. Outline of roles Adult Subs-Co-Ordinator Meet with adult selectors advise of what is expected of them, agree a system for collecting subs and manage and co-ordinate the agreed system Co-ordinate with all adult team selectors (hurling, football, camogie & Ladies football) to collect all players subs Meet and communicate to players what is expected of them in terms of subs and what has been agreed with their selectors Generate a player s list of names with as much contact detail as possible (mobile number, email address etc ) Meet with the adult club registrar to ensure a full and comprehensive list of players is at hand and cross reference your list with the club registrar Have an updated list of all players subs to hand at all times Link with the adult games co-ordinator to make sure they are aware of what is being done regarding subs collection and advise what they can do to assist with collecting subs Report to the executive on a monthly basis regarding subs collection Attend the adult games meeting if requested to do so by the adult games chairperson Put in place whatever they feel is correct and necessary to collect player s subs, get agreement of this from the executive and majority agreement from adult selectors and players
PRO Officer Be the primary person responsible for managing all communication mediums available to the club including: o Website o Social media o Club notes in newspapers o Club notice boards o Any other communication mediums which they feel would be beneficial and to bring these to the attention of the executive and get agreement to use them Be the primary person responsible for communicating all activities and events within the club for example: o Fundraising events o Social events o Cultural events o Club team and individual achievements o Important games o Important club meetings o Coaching events and training camps o Parental information o Club notes And use the above mediums to communicating these best and to the widest audience Ensure effective communication of the above events (and more) by using the above mediums (and more) Generate a full and accurate database of people within the club, for example: o Adult selectors o Adult playing members o Social members o Parents o Non playing & non-social members Be the contact point for all other position holders in the club if they want to communicate a message to particular groups within the club Work with other position holders to generate lists of information and communicate information around the club Work with the club website manager and generate the content for them to improve and grow the website Agree with the website manager and the executive what the role of the website manager is and give them as much responsibility as they want and believe is correct Change and grow this position, in agreement with the executive, as much and in whatever way they feel will best help the club promote itself and its events
Fundraising Co-Ordinator Responsible for co-ordinating and planning a fundraising calendar taking into account all fundraising events in the club Evaluate fundraising events which people may propose in terms of: o Target money to be generated o Time and people resources involved to organise o Best timing of events to generate the greatest impact Any fundraising events and their details have to be communicated to this person and this person has to approve them based on their merits and plan them into the calendar Generate fundraising ideas and set up groups to organise and implement those events Meet with the executive at least once every two months (or more often if they require) to update them on events and fundraising happenings Look to build a group of fundraising assistants who will organise, manage and implement events Regularly meet with people who are managing events to ensure that: o They have the resources (people, money etc ) needed o The event is planned correctly o The event is progressing correctly o The event is being communicated correctly and timely Link in with the PRO to ensure effective and timely communication of all fundraising events This role is a pivotal role in financing the club so the more a person can grow this role the better. They will need to support different fundraising events and help maximise their potential while allowing the different managers the freedom to implement their ideas
Fundraising Assistant Bring fundraising ideas to the fundraising co-ordinator and build a case for why the event should take place, taking into account items such as: o How much money will it raise? o How much money will it cost the club? o How much money will you charge people? o How many people will it need to organise it? o How many people are already committed to help organising it? o When is the best time to hold it? OR Be a person who will manage, co-ordinate and implement an event, for example: o Jim Boggan cycle o Bag packing events o Christmas draw o Golf classic o Club dinner dance o Juvenile parties Build your own team to implement the event you a responsible for Communicate regularly with the fundraising co-ordinator as to how the event is moving along and advise if you need resources etc Link in with the PRO to make sure your event is being communicated effectively and timely The fundraising assistant will be the main person who will make an event successful or not. You may only be involved in one event which you are the leading person so it will require your main focus for the club. Lotto Co-Ordinator Investigate and implement ways of increasing the lotto sales in the club Co-ordinate a group of lotto assistants and assign roles for them to fill including: o Linking in with specific teams (crèche parents & adult teams) to sell tickets o Selling tickets on match days in O Toole park o Generate direct debits with individuals to guarantee ticket sales Link in with the group of people who carry out the Sunday evening lotto This is an important role as the lotto remains the main fundraiser in the club and every incremental addition makes a big difference. A key part will be to look at ways of generating extra ticket sales outside of how we gain sales at present
Lotto Assistant Assisting with the administration and money etc on a Sunday evening in the club, which usually takes 2-3 hours on a Sunday but this would be rotated, so would mean one Sunday every 3-4 weeks Implementing some of the roles and new initiatives that the lotto co-ordinator would come up with including: o Linking in with specific teams (crèche parents & adult teams) to sell tickets o Selling tickets on match days in O Toole park o Generate direct debits with individuals to guarantee ticket sales Generate your own ideas in terms of how to raise new money and suggest these to the lotto co-ordinator The two roles suggested in the above are not hugely difficult or time consuming, outside of the time it takes to do them but does require somebody who will get stuck in, get the job done and use their own initiative to generate extra lotto sales Juvenile Chairperson Co-ordinate the duties of the GPO - Schools, Camps, Crèche, Coaching, Child Protection. Attend County Board Meetings CCI, CC2 and Camogie. Weekly Pass on all correspondence and fixtures from the County Board to Mentors Review club results to make sure they all have been submitted. Order buses if required. Check Senior Pitch availability for clashing fixtures. Respond to all emails from County board re Juvenile Apply for permission to play challenge matches for Insurance purposes. Attend Juvenile matches where possible Ring mentors after their matches to get update. Send Juvenile information to PRO. Arrange monthly Juvenile Meeting with mentors. Check with mentors Equipment needs. Deal with discipline and child protection. Be liaison person between team mentors and Club management Yearly Enter teams for the season and for Féile. Arrange night to collect juvenile subscriptions and then chase mentors for o/s subs. Register Camogie Teams and pass on all registration for boys teams to Adult registrar. Arrange Juvenile Presentation and liaise with mentors regarding players of the year. Obtain and renew leases for all indoor facilities for winter training.
Organise Juvenile training in Pearse Park for summer months into separate areas for each team. Recruit Mentors for teams. Arrange other functions held for Juveniles in the club. Juvenile Chairperson Assistant This role will assist the Juvenile Chairperson and help them to carry out the above tasks. The Juvenile chairperson and assistant are key roles in organising the Juvenile games and helping to develop our players for the future Adult Games Chairperson Be the person who is the first point of contact for all adult mgt teams for games related issues You will be responsible for linking with all adult mgt teams At the start of the year you will need to: o Meet with the mgt teams and discuss their plans for the coming year (e.g. training facilities, equipment, other areas of games), what they need from the club to help with those plans and seek them from the club executive o Discuss player registration and subs collection o Look to set a rule and standard that is agreed by the club exec, adult subs co-ordinator and all mgt teams regarding subs and eligibility to play o Set up a meeting with the adult subs co-ordinator, registrar and mgt teams around registration and subs etc Write up a proposal regarding the use of Pearse Park when two games are fixed for the same time and ensure the club exec and all mgt teams sign up to this Meet regularly (once a month) with the mgt teams and review all areas of games (player registration, subs, discipline, equipment, games, up-keep of dressing rooms, etc..) Meet / discuss with team mgt s as necessary if an ad hoc situation arises, e.g. player discipline, breaking of a club rule by a player or team, other item etc Receive and pass on all adult club fixtures to the mgt teams and advise them of changes as and when they are received from the county board Link in with the adult football and hurling county board reps, get relevant updates from them and pass them to the relevant mgt teams Liaise with the club secretary and other county board officials around changing of games, cancellation of games, notification of friendly games and other issues that may arise Link in with the club exec when requested to update them on adult games and the position they are in
Be the clubs representative at any county board meetings when requested e.g. disciplinary committee This is a key role in assisting adult team mgt in the preparation, organisation and success of their teams. While you cannot make them succeed you can put in place the environment, facilities etc needed for a team to succeed. You will also need to ensure club rules and standards are kept in place by adult teams and mgt. The above list of duties is not a complete one and the person who fills this role can expand on it themselves Registrar Ultimate responsibility is to have every adult player and team registered with the relevant boards by strict dates Link in with the selectors of each team as well as the adult games chairperson to ensure a full and correct list of players is made and registered Link in with the adult subs co-ordinator and adult games chairperson to ensure all three have a correct list of players so that subs can be collected correctly Use the county boards electronic services to register each player Club Shop Co-Ordinator If we get enough people to do this you will be required to be in the club shop once every second week or maybe only once a month, depending on how many people we get This is on a Thursday night in the club for 2 hours to sell club gear and merchandise You will be required to keep the shop book of sales and stock in order and pass any money made on the night to a designated person People who currently work in the shop will be able to train you on what needs to be done Social Member Co-Ordinator Look to pull together a list of social members from the club and people who do not attend the club on a regular basis with contact details e.g. telephone numbers, email addresses etc This will be used by the club and the club PRO to communicate events and activities which may be of interest to social members The numbers will not be used to communicate all club activities but selected ones such as fundraisers, social nights in the club etc
You will need to link in with the PRO and fundraising co-ordinator on generation of the list and help promote events to this group if requested to do so by the PRO or fundraising co-ordinator Irish Cultural Officer This is a new role required within all GAA clubs as of 2016. We do not have an exact description of what it entails only to say the person will be responsible for promoting all things Irish (language, culture, history etc ) within the club. This could be an interesting role for somebody who has an interest in the Irish language and culture, especially considering the upcoming 100 year anniversary celebrations in 2016 H&S Officer Again a new role required within all GAA clubs for 2016. More details of the role will be available on the 19 th. Anybody who has an interest in H&S are works within a similar role in their professional life might regard this of interest to them. Pearse Park Helpers A simple but important role to help with the mgt and upkeep of Pearse Park in terms of dressing rooms, setting up pitches with nets and flags etc Treasurer The Club Treasurer has responsibility for the safe-keeping of the funds of the Club They are responsible for recording all income and expenditure and for reporting on the financial position of the Club to the Club Executive on an on-going basis. It is important to note that the Treasurer does not have to be an accountant to perform this role, however, they must have the ability to record all financial transactions, control expenditure in the Club and provide regular reports to the Club Executive. The Treasurer must not commit the Club to any expenditure for which prior approval has not been given and should also be in a position to give ample warning to the Club should funds be dwindling. The main duties of the Treasurer can be summarised as follows: Management of Club accounts Keep accurate and up to date records of all financial transactions Assess the financial performance of the club on a monthly basis, report issues and areas of concern to the exec and highlight areas for improvement and success Preparation of financial statements Preparing a financial budget for the Club Receive and pay out money on behalf of the club and lodge all monies to club accounts
Link in with the all roles (fundraising co-ordinator, lotto co-ordinator, adult subs co-ordinator, juvenile games chairperson, club shop, GPO and others) relating to the raising and collection of monies for the club to understand financial performance and manage the collection of monies Be involved with the mgt of the club bar and work with the other members of the club exec in managing and looking for areas of improvement Assistant Treasurer This role will assist the Treasurer performing the above tasks. Ideally the assistant secretary would be somebody who might be interested in taking on the secretary s job in 1-2 years and this is a learning opportunity for them to understand the role while not assuming complete responsibility for it. Secretary Responsibility for all legal matters concerning club Main person responsible to County board All communications from county board directed to secretary s e-mail All communications to outside bodies should come through secretary To organise management meetings & to have agenda Record meetings Club affiliations to county board General Admin for club Assist in development of club The role of the Secretary has become bigger and taken on more responsibility in recent years than it should have because we have not had people fulfilling the other roles, which are now looking for people to take on. The Secretary s role should be to link with all other position holders and make sure each area is performing properly and assist and advise as necessary Assistant Secretary The role will assist the Secretary in carrying out the above tasks. Ideally the assistant secretary would be somebody who might be interested in taking on the secretary s job in 1-2 years and this is a learning opportunity for them to understand the role while not assuming complete responsibility for it.
Chairperson To provide strong leadership To delegate tasks to various members To encourage new people to get involved in club To lead meetings of management & other committee s To uphold club constitution To encourage the development of a plan for the club To be available to mediate disputes that may arise At all times to be impartial in their duties in the club Similar to the Secretary, the role of the Chairperson has become bigger and taken on more responsibility in recent years than it should have because we have not had people fulfilling the other roles, which are now looking for people to take on. The Chairperson role is to provide a vision for the club and ensure that all actions and position holders do not compromise the club and present it in a good light both internally and externally. Vice Chairperson The role will assist the Chairperson in carrying out the above tasks. Ideally the assistant secretary would be somebody who might be interested in taking on the secretary s job in 1-2 years and this is a learning opportunity for them to understand the role while not assuming complete responsibility for it.