The role of the committee

Structure and Positions Descriptions

The Management Committee (MC)

Are elected to govern the club on behalf of the membership.

A management committee must comprise at least three people, with one being the president and another being the treasurer.

Most clubs will have a:

• President: the leader
• Treasurer: the money manager
• Secretary: the administrator

You can also elect other committee positions, for example:

• Vice president: the assistant leader or, 
• General committee members. 

The secretary

Your club is required to have a secretary, but while most club’s secretaries serve on the MC they don’t have to. The secretary can either be elected or appointed (unlike the president and treasurer).

There are times when a management committee might choose to appoint a secretary based on specific skill sets or have a staff member, such as an administrator or CEO, fill the position. While these secretaries can be paid or unpaid roles, they don’t hold voting rights in committee meetings.

Committee size

While your club can choose to have more than three people on the MC, they certainly don’t need to do so, especially if the club is small. Larger clubs might need more MC members,  but it’s generally a good idea to limit this to no more than seven. Any more and decision-making becomes slow and it can be difficult to achieve a quorum for meetings.

Dual roles

A single person cannot hold both the president and treasurer positions, although some clubs merge roles like treasurer and secretary. While this reduces the number of people required to fill the roles, it’s usually best to have the main roles of president, treasurer and secretary filled by different people. 

Connections on committees

Relationships and family ties within MCs, while not illegal, can present challenges to transparency.

Consider

• A couple on a three-member MC can create an unintended power imbalance.
• Related individuals in roles like president and treasurer raises concerns about financial transparency, especially if they are both signatories on club bank accounts.
• Guidelines for managing and disclosing potential conflicts of interest must be adhered to.
• A diverse MC brings varied perspectives, reducing the chance of groupthink and encouraging holistic decision-making.

There may be instances where having related individuals on a MC makes perfect sense due to their combined expertise, commitment or history with the club. In such cases, it’s even more important to maintain transparency and open communication with the broader membership.

Volunteers

A club should also involve other volunteers outside of the management committee to take on operational roles such as registrar or canteen coordinator. Such positions do not need to be elected, but can simply be appointed as needed by the MC.

Subcommittees

Subcommittees are typically established to focus on specific operational areas or tasks such as events, fundraising or facilities. These subcommittees make recommendations to the management committee and can make decisions within delegated authority limits.

A subcommittee may include management committee members but can also involve other club members or even non-members with specific skills or knowledge. However, because the MC retains accountability for all of the club’s decision-making, they must oversee the work of subcommittees to ensure that they are contributing to the club’s goals.

The role of the management committee

Successful clubs know how to properly separate their governance from their operations.

Governance: The MC focuses on planning, strategy and informed decision-making, including financial and risk management.

Operations: The MC is supported by additional volunteers, subcommittees and paid staff (where appropriate) to deliver on the MC’s decisions.

Did you know? A strategic plan can lead to achieving your desired outcomes. Allocate timeframes and determine required budgets to help plan and prioritise the club’s future projects.

Each MC member is responsible for:

• applying the guiding principles and rules contained in the club’s constitution.
• the club’s regulatory compliance obligations as an incorporated association.
• shaping the club’s strategic direction by setting clear, long-term strategic goals.
• being an active participant in meetings and contributing to informed decision-making.
• ensuring the club’s financial health.
• maintaining active and constructive member engagement.

The role of the president

The president is the club’s leader and ambassador.

This president is not the boss of the club who does all of the work. As a member of the MC, the president has the same authority as all other committee members.

The president:

• helps drive outcomes consistent with the strategic direction of the club and in line with the constitution and the views of members
• acts as Chair and preserves order at meetings
• is the club’s ambassador and the primary contact between the club and outside contacts like your sporting peak body, Council and UQ Sport
• has an excellent working knowledge of the club’s constitution, rules and policies, including driving policy updates and governance procedures

As president, your role is to provide strategic guidance, delegating operational tasks among other helpers. Don’t jump in and say ‘yes’ to every job because it’s important to have the time and energy to steer the club towards its strategic goals.

At the start of your term set the right expectations by communicating your role and its strategic nature clearly to the committee and members. This will help ensure that operational tasks are handled by the right people, leaving you free to concentrate on bigger picture issues- ultimately benefiting the club as a whole. 

What does the president do?

Alongside the normal responsibilities and duties of all MC members, the president should take the following approach throughout the year.

At the start of the term

• Familiarise yourself with the club’s constitution, policies and strategic direction.
• Connect with members and stakeholders, like your sponsors, peak body, UQ Sport and Council.
• Consider what you would like the club to achieve in the short and long term.

During the term

• Delegate tasks as necessary and assist volunteers and MC members to achieve the club’s goals.
• Meet frequently with members and supporters throughout the year to understand their aspirations for the club.
• Chair efficient meetings and ensure the club is working towards its strategic goals. 
• Consider which members may be good future MC members and start to prepare them to take on a role.

At the end of the term

• Prepare your annual report, including successes, messages of thanks and recommendations for the next year.
• Present your report at the AGM.
• Handover to the incoming president and other MC members. Give them an overview of the strategic direction of the club and share what you’ve learned during your time in the role.

The role of the vice president

The vice president is the club’s assistant leader

Your role is more than just standing in for the president when they’re unavailable. You’re also an integral part of the club’s leadership team, contributing to its strategic direction and functioning. 

What does the vice president do?

Along with the responsibilities and duties of all committee members, the following roadmap shows the steps the vice president should take throughout the year.

At the start of the term

• Familiarise yourself with the club’s constitution and policies.
• Meet with the president to learn about the strategic plan and how you can assist in keeping the club moving in the right direction.
• Become familiar with the president’s duties, for example chairing meetings.
• Assist other MC members where needed, listen to their ideas and help resolve conflicts that may arise. Your ability to work collaboratively and supportively will greatly contribute to the overall effectiveness of the MC.

During the term

• Monitor the club’s activities to ensure the club is moving in the right direction.
• Provide a sounding board for the president to share ideas and challenges. 
• Assist the president where needed and carry out their duties in their absence, including chairing meetings.

At the end of the term

• Assist the president to prepare their annual report and help prepare for the AGM.
• If you are ready and interested in the role of president, submit a nomination to be elected.
• Provide a handover to the incoming vice president. Give an overview of the strategic direction of the club and share what you’ve learned from your time in the role.

The role of the treasurer

The treasurer is the club’s financial overseer.

The treasurer is responsible for managing the club’s financial records and bank accounts but the entire MC shares accountability for the club’s financial performance and solvency.

Key responsibilities of the treasurer include:

• Keeping financial records and ensuring the MC and membership clearly understand how club funds are allocated.
• Preparing the club’s budget.
• Monitoring and regularly reporting on the club’s financial health. All funds must be accounted for and any irregularities or potential issues should be flagged with the rest of the management committee immediately. If something doesn’t seem right or you are not sure, ask questions.
• Establishing effective financial controls to protect the club’s funds from fraud and mismanagement.
• Having a good working knowledge of the club’s constitution, rules and policies. 

What does the treasurer do?

Along with the responsibilities and duties of all committee members, the following roadmap shows the steps the treasurer should take throughout the year.

At the start of the term

• Familiarise yourself with the club’s financial systems, processes and procedures. This includes understanding how to use the club’s financial software, knowing the procedures for making payments and recording income.
• Review the club’s previous financial reports, audits and budgets.
• Work with the rest of the MC to prepare the club’s annual budget.

During the term

• Monitor the club’s financial performance, reporting actual performance against your budget projections, and remain diligent in the protection of the club’s finances from misuse, fraud or misappropriation.
• Keep the club’s financial records up to date.
• Attend MC meetings and general meetings and provide updates on the club’s financial position at each meeting. A clear understanding of the club’s financial status allows the MC to make informed decisions about future activities and your long-term strategic direction.

At the end of the term

• Prepare a concise annual report, understandable even by members without a financial background.
• Present your annual report to members at the AGM, including any recommendations for the next year.
• Provide a handover to the incoming treasurer. Provide an overview of the club’s financial management systems and processes and share what you’ve learned from the role.

The role of the secretary

The secretary is the administrator of the club.

The secretary’s role is to manage meetings and correspondence. The secretary will prepare notices, agendas and minutes and follow-up on action items collaboratively with other committee members.

Key responsibilities of the secretary:

• Assist the president, vice president and treasurer in carrying out their duties.
• Coordinate meetings of the committee and members, including the AGM. Work with the president to draft the agenda, distribute notices and take formal minutes.
• Attend to correspondence on behalf of the MC and assist in managing the club’s communication channels. For example, the MC can appoint non-committee volunteers, or even staff or contractors, to assist with social media, managing the club’s branding and web presence and producing member communications.
• Have a good working knowledge of the club’s constitution, rules and policies. Assist the president in driving the implementation of policy updates and good governance procedures.

What does the secretary do?

Along with the responsibilities and duties of all committee members, the following roadmap shows the steps the secretary should take throughout the year.

At the start of the term

• Familiarise yourself with good meeting procedures and agenda and minutes templates. 
• Familiarise yourself with the club’s previous meeting minutes, negotiate suitable locations and frequencies for MC meetings and general meetings.
• Make sure members are well-informed about meetings, events and club news. Prompt replies to inquiries, clear dissemination of information and an open line of communication with members and the committee will make your job easier and help to keep the club running smoothly.

During the term

• Coordinate all meetings by issuing meeting notices, preparing agendas (in collaboration with the president), taking minutes during meetings and following up on action items between meetings.
• Maintain club records, including the membership register, as well as important information such as meeting minutes, and keep the club’s compliance documentation up to date.
• Oversee effective communication with members and conduct official correspondence on behalf of the MC.

At the end of the term

• Work with the president to draft the AGM notice and agenda and distribute them to members. Organise the AGM location and prepare relevant AGM documents.
• Ensure the AGM runs according to good meeting procedures, including the committee election process.
• Provide a handover to the incoming secretary. Share what you’ve learned from the role and assist the incoming secretary in lodging the club’s annual return with the Office of Fair Trading.