Extraordinary General Meetings (EGM)

This meeting is called if at least a third of the club’s members (or the proportion specified in the club constitution) wishes to amend a club rule, amend the constitution or discuss any other important, and/or urgent matters which cannot wait until the AGM.

Committee meetings

Committee meetings are organised by the elected officers of the club to manage the day to day running of the club. Regular meetings are important to make sure that the club has a process in place to plan, communicate and monitor progress.

Key to these meetings is TIME.  Volunteers do not want to spend an entire evening once a month in a club meeting.  It is vital (to keep your volunteers in post) to make sure that these meetings are kept short, to the point and that all issues raised are completely necessary.  Running Sport: The Role of the Chairperson booklet is an excellent guide for club Chairs.  You may want to take it a step further and draw up and agree a process setting out how a committee meeting should be conducted.

The role of ‘officers’ on the club’s committee will vary from club to club, depending on the sport and the size of the club. Some clubs only need to have one main committee whilst other larger clubs may have a series of sub-committees e.g. fixtures committee, junior committee, performance committee and/or coaches committee which are all overseen by the Executive committee.

Workloads for these officers will vary from club to club but just like coaches, these volunteers need to be rewarded and recognised.  In too many clubs a few committed officers are relied upon to take on the majority of the club’s work.  If these tasks were to be shared equally, retaining these volunteers’ commitment and services would be far easier as the workload would be much less onerous.

Visit the volunteers section to find out more information regarding the different volunteer roles within a club.