MEETINGS PROCEDURE

1.         Purpose

 

To define the system whereby meetings are held to ensure the smooth running of the club.

 

 

2.         Responsibilities

 

The President and the Secretary shall ensure that committee meeting are held monthly unless decided at the previous meeting. The secretary will arrange an Annual General meeting to be held on the last competition day of the season unless this is prior to the 28th February.

 

 

3.         Procedure

 

3.1       Committee meetings

 

The Committee shall meet as often as is deemed necessary in every calendar year for the dispatch of business (but on at least six (6) occasions) but usually monthly and may adjourn, and subject to the Constitution otherwise regulate its meetings as it thinks fit.

 

A quorum for the meeting is 4 members of the committee.

 

The Secretary will take the minutes of the meeting. These minutes are to record decisions and action points (with time frames and personnel responsible).

 

An agenda is to be circulated no less than 7 days prior to the meeting and the minutes are to be circulated no later than 7 day following a meeting.

 

Copies of the minutes are to be posted on the clubs website.

 

3.1.1    Committee Meeting Protocols

           

            Any committee member has the right to speak on any subject raised.

 

            A committee member once has spoken on a subject may only comment again once everyone else at the meeting has had the chance to be heard.

 

            All comment must be made through the President and no cross table conversations will be permitted.

 

            Only the President may allow a committee member to comment.

 

            Any member no complying with the above will need to leave the meeting or the meeting will be closed.

 

 

  1. Annual General meetings

 

An Annual General meeting will be held on the last competition day of the season.

 

The meeting will be run in accordance with the constitution. The Agenda will be set 7 days prior to the date.

 

The Secretary will ensure compliance with the constitution in regard to positions vacant and general notice for the meeting.

 

  1. Coaches Meeting

 

A Coaches Meeting will be held to hand out the following information to the coaches:

  • Team Lists

  • Prohibited Employment Declaration

  • Coaching Code of Conduct

  • Any relevant rule changes

  • Upcoming training courses

  • Committee list

 

The meeting will be attended by the Coaches, Coaches Adviser, President and Deputy President, Child Protection Officer.

 

A Coaches Handbook is available on our webpage and coaches are encouraged to read the document.

 

The information and forms are to be returned to the relevant person as the need arises.

 

 

  1. Managers Meeting

 

A Managers Meeting will be held if necessary to hand out the following information to the coaches:

  • Prohibited Employment Declaration (To be filled in by anyone working closely with the players)

  • Players Code of Conduct (to be filled in by player and returned)

  • Any relevant rule changes

  • Upcoming training courses

  • Committee list

 

The meeting will be attended by the Coaches, Managers Co-ordinator, President and Vice President.

 

A Managers Handbook is available on our webpage and coaches are encouraged to read the document.

 

The information and forms are to be returned to the relevant person as the need arises.

 

 

 

4.         Records

 

Form 11.1       Agenda

Form 11.2       Minutes

Form 11.3       Nomination Form - AGM