The Club Committee is the body elected by the members for the management of the business and activities of the club.
Mandatory committee roles are:
Additional roles may include but not be restricted to Vice Chairperson, Public Relations Officer, Junior Coordinator, Head Coach, Fundraising Officer, Facility Manager.
Officers are elected annually at the AGM. Description of roles and responsibilities should be provided to the public at any time and a job description shared at the moment of candidature and election.
Committee members must be known among members. All parents and juniors must be aware of who the Children Officer is and how to get in contact with them in case of Safeguarding concerns.
The AGM is an annual meeting for members to get updated on club affairs and activities, vote a new committee and express their queries and suggestions. Members must be notified of the date, time, location, and agenda of the AGM at least 21 days before the meeting.
During the AGM, the annual report is presented, which includes the Chairperson’s report, Treasurer’s report, and any other committee member’s report relevant to the club’s activities.
Resolution to amend the club’s constitution can be presented and voted at AGMs. Members must be informed of any changes or updates to the club constitution or club rules within 3 days following the AGM.
Nominations for officers of the Club Committee must be submitted to the Secretary prior to the AGM and will be voted on during the meeting.
All members over 18 years of age with full membership are entitled to vote at the AGM.
An Extraordinary General Meeting is called at any time in the following circumstances:
A club EGM must be held within 14 days of receiving such a request and must allow for 7 days’ notice to all club members. Only the specific matter outlined in the submitted EGM notice may be dealt with at the EGM. Procedures for EGMs are the same as for the AGM.
All clubs should establish a dedicated Club Bank Account to ensure that all financial transactions are accurately recorded and transparent. When selecting a bank, consider factors such as the location’s convenience for the club, the bank’s fees (some banks offer free banking specifically for Sports Club Accounts), and the requirements for opening an account.
Typically, the following documents and information are required:
Once the account is open, it’s important to regularly deposit all incoming funds, including membership fees, sponsorships, and other income. Obtain monthly bank statements and ensure they align with the Treasurer’s records for accuracy and accountability.
The committee should prepare an annual operating budget to guide the club’s financial management. When forecasting revenue, it is important to remain cautious and avoid overestimating potential income. Expenses should be calculated realistically, factoring in all anticipated costs. To account for unforeseen expenses, it is advisable to include a contingency fund of 5–10% of the total budget. This ensures the club is prepared for unexpected financial challenges during the year.
Define short-term and long-term financial goals, such as funding for new facilities or increasing membership.
Consider launching new programmes to increase membership. Programmes must be financially sustainable in the long term (ie. costs are covered from revenue of the programme).
Fundraising is crucial for ensuring the sustainability and success of your club, enabling you to improve facilities, organize events, and expand programs.
It is required that every club with underage and vulnerable players involved follows Sport Ireland guidelines and requirements on Child Welfare. These requirements are applicable for any club that has a at least one minor in their club.
In our Insurance section, you’ll find essential information on the insurance cover provided to members and affiliated clubs, including public liability and personal indemnity cover offered by Squash Ireland.
Effective communication and marketing are crucial for the success and growth of a sports club. Here are some best practices that cover press releases, social media, and website management.
The Club Development section is designed to guide you through the essential steps of building and enhancing your sports club.
