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There are a substantial number of roles to be filled within a football club. The majority of these roles are done on a voluntary basis by committed people who ensure the livelihood of Australian Football at all levels.
Adapt these job descriptions to outline the requirements of various roles within your club and help guide people who are new to a role.
Does your club struggle with any of these common problem areas?
• Planning, short and long-term
• Committee structure and effectiveness
• Volunteer program
• Financial management
• Revenue management
• Membership and sponsorship
• Succession planning
TD Solutions can help volunteer administrators create a successful future for their club. Our simple solution offers a club health review, online committee education, new-age revenue model, strategic planning guidance, ongoing support and much more.
Health - Energy - Administration - Direction
Complete our online HEAD Check survey to find out how your club is really going, and what you need to do next.
BUY NOWVideos, document templates & advice
Learn how to run a better and more enjoyable club with online learning on the ten key club administration areas.
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A 2.5 hour workshop to create a unique plan to guide your club's success and enjoy expert support to help you achieve it
We have partnered with the leading leagues and peak bodies to provide better engagement between administrators at all levels.
This mutual support will only further strengthen and grow the sharing of knowledge to improve football.
We have put together a series of videos based on others experiences and tips with running successful clubs.
It is also the time to revitalise the organisation through the official engagement of members into key elected positions.
Most importantly, the organisation should try to make the AGM a positive experience, ensuring that people go away firmly committed to the organisation and its goals.
The Annual General meeting (AGM) is an important event for every organisation and an essential requirement for incorporated organisations. It gives its members, the general public and the committee a broad overview of the organisation's current directions and financial health and confirms its purpose.
Set the date: as per your constitution, usually xx days after the season ends.
Announce: you need to advertise or communicate to the broader community that you are running an AGM. Check with your constitution as to the number of days and if you have a required methodology for communicating the announcement.
Board Members and Office Bearers: Confirm which of your current members and office bearers (Chair, Deputy Chair, President, Secretary, Treasurer) will be re-nominating for the coming year and who will be retiring. Most importantly, try to ensure that you have enough good nominations to fill the available positions.
If you are required or decide to present an audit of your accounts at the AGM, leave enough time for the auditor to go through your books and prepare your accounts. Make an appointment well in advance; this is a busy time for auditors. Ensure that the auditor knows the exact date of the AGM.
Prepare the following documents and post them out to all members and office bearers in advance of the meeting:
A set of accounts (balance sheet and financial statement) in the required format. (Tip: you can share the TidyHQ Cash Report if you have been using TidyHQ to track your financial progress)
The Annual Report, containing:
The accounts
・a summary of the year's activities
・a record of the year's achievements
・a preview of what is planned for the next year
・a re-statement of the organization's vision.
A Agenda consisting of:
1.Welcome by chairperson
2.Apologies
3.Confirmation of minutes of the previous AGM
4.Business arising from the minutes
The procedures at the AGM are basically the same as those at an ordinary committee meeting.Motions that must be moved:
・to accept the minutes of the last AGM
・to approve the Chair's report (the Annual Report)
・to approve the Treasurer's report (the Financial Statement- to appoint ... as an auditor for next year
・Motions must be seconded, and a vote (generally a show of hands) taken.
Nominations for Board members and office bearers must be called for from the floor. (tip: use the TidyHQ Roles to write down your organization's positions, print out the Roles for your AGM. Allocate tasks to Roles to provide the handover)
If more than one person nominates for any position, or if there are more nominations than there are places on the Board, there must be an election.
An election can take place through a show of hands or by secret ballot.
The only special procedural provisions at an AGM are that:
the quorum may be different (consult your constitution). A quorum is the minimum number of members necessary to conduct the business of your organization.If the position of Chair is being contested, the Chair should stand down during the election and be replaced by an acting Chair (someone who is not standing for any position) specially elected just for the period of the election.
Make sure that the minutes are written up shortly after the meeting (or they were being done in real-time with the TidyHQ Meetings App!).
If (as sometimes happens) they are left to the evening before the mail-out for the new meeting, the Secretary may have difficulty finding last year's notes.
Ensure that you send any necessary documentation, for example, the audited statement and change of public officer, to the appropriate peak body or local/state/territory government department (if required).
