LHC Annual General Meeting (AGM)
Leicester's AGM will take place on Tuesday 24th July 6:30pm Ellesmere College, 40 Braunstone Lane East, Leicester, LE3 2FD.
All club members are welcome to attend and have their say on club matters.
We also have a number of vacant club committee positions that will be voted on- Media Officer, Club Secretary, Welfare Officer and Club Treasurer.
If you are interesting in taking on a committee role please email This email address is being protected from spambots. You need JavaScript enabled to view it.to express your interest or if you have any further questions
Secretary
Who will I be responsible to?
The Club Committee
What is my role?
1. To be the ‘principal administrator’ for the club, dealing with all club correspondence, distributing to relevant officers for response where required
2. To prepare and distribute the Committee meeting Agendas
3. Keep the Minutes of all Club Committee meetings and distribute copies
4. Keep signed copies of all meeting minutes on file
5. To carry out or delegate all of the administrative duties thereby enabling the club and its members to function effectively
6. To work alongside the treasurer to see that all affiliation/registration documents are accurate and are paid on time
7. To ensure that all members have a copy of the club handbook, insurance details and officers contacts etc
What else can you tell me about the role?
The Club Secretary is a pivotal role within the club and with the assistance of the Club Development Officer should provide the main points of contact for people within and outside the club on just about every aspect of the club’s activities. It is a demanding, high profile role that has a major impact on the efficient and effective management of the club.
As the first point of contact for the club, it is helpful if the Secretary is available to take phone calls during the working day.
Training needed
EHB’s online Safeguarding training
How much time will I need to give to the role?
Approximately 6-8 hours each week
What tasks are involved?
Tasks will include:
1. Dealing with correspondence
2. Organising and attending the club AGM and other club meetings
3. Representing the club at outside meetings at the direction of the main committee
Treasurer
Who will I be responsible to?
The Club Committee
What is my role?
1. To look after the finances of the club
2. Keep detailed written records of all accounts and make sure that the club operates within the annual budget.
3. Attend the Committee meetings and AGM
4. Hold bank account in the name of the club
5. Act as a primary signatory on the club account (and appoint 3 others as agreed by the Club Committee)
6. Prepare annual balance and profit & loss sheets for AGM
What else can you tell me about the role?
The Treasurer must be well organised, able to keep records, careful when handling money and cheques, scrupulously honest, able to answer questions in meetings, confident handling figures, prepared to take instant decisions when necessary.
Training recommended
Required to be a qualified Book Keeper
How much time will I need to give to the role?
Approximately 2 – 3 hours per week.
What tasks are involved?
1. Collecting subscriptions and all money due to the organisation
2. Affiliating the club to the County Hockey Association and England Hockey Board and to the league(s) and working with the Secretary to register players
3. Keeping up date records of all financial transactions
4. Ensuring that all cash and cheques are promptly deposited in the bank
5. Paying bills and recording information, ensuring that funds are spent properly
6. Issuing receipts for all money received and recording this information
7. Reporting regularly to the committee and at AGM on the financial position
8. Preparing and arranging for yearend statement of accounts to be Audited
9. Helping to prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE and NI returns, grant aid reports)
10. Even if these duties are delegated to a professional officer, the Treasurer is still ultimately responsible. It is up to the Treasurer to make sure that any delegated work is done properly.
Welfare Officer
Who will I be responsible to?
The Club Committee
Who will I be responsible for?
All club members under 18 (including players, umpires, volunteers and coaches). It is the responsibility of all Clubs providing hockey for children and young people under 18 years of age to have a nominated Club Welfare Officer.
What is my role?
1. Assist the club to fulfil its responsibilities to safeguard children and young people
2. Assist the club to implement the child welfare section (including training) of the development plan
3. To be the first point of contact for staff, volunteers, parents and children/young people where concerns about children’s welfare, poor practice or child abuse are identified
4. Be the first point of contact with the EHB’s Child Welfare Officer
5. Implement the EHB’s reporting and recording procedures
6. Maintain contact details for local social services, police and the Area Child Protection Committee
7. Promote EHB’s best practice guidance/code of ethics & behaviour within the club and anti-discriminatory practice
8. Ensure confidentiality is maintained
1. To be the main contact with EHB regarding to DBS checks.
2. To ensure the club is registered with EHB’s DBS checking service
3. To ensure all relevant volunteers new volunteers are DBS checked and existing volunteers every 3 years
4. To sign off volunteer evidence for DBS checks
What else can you tell me about the role?
The Club Welfare Officer is expected to have knowledge of the following:
1. EHB’s ‘Safe D’ Child Welfare Policy & Procedures
2. Core legislation, government guidance and national framework for child protection
3. Basic knowledge of roles and responsibilities of local statutory agencies (social services, police and Area Child Protection Committees).
4. EHB’s and the club’s role and responsibilities to safeguard the welfare of children and young people and the boundaries of the club welfare officer role
5. Awareness of equalities issues and child protection.
6. Knowledge of DBS processes
7. Be DBS checked through EHB
The post holder should also have basic administration skills, be able to maintain records, be able to provide basic advice and support provision. They must have a child focused approach and good communication skills.
How much time will I need to give to the role?
Approximately 1– 2 hours per week.
Training needed
Completion of EHB online Safeguarding and Protecting Young People in Hockey Course, it is advisable for you to attend a Sports Coach UK Safeguarding and Protecting Children workshop and EHB Time to Listen Workshop
Media Officer
Who will I be responsible to?
The Club Committee
What is my role?
1. To raise the profile of the club locally (in the community), nationally and internationally
2. To be available to talk to / build a relationship with the local media
3. Be responsible for the club Facebook, Twitter and Instagram social media platforms
4. Presenting an end of year report to the AGM
5. Attend committee meetings.
What else can you tell me about the role?
1. It is essential to have good communication skills and an ability to produce informative and interesting content
2. Regular access to a fax, telephone and computer are necessary
3. Knowledge of local media, marketing and communications.
4. Organisational, IT and management skills.
How much time will I need to give to the role?
Minimum of three hours per week but can be more depending on your interest in the job- it can be really rewarding!
Training needed/recommended
Required to research inclusive communications if no prior knowlegde
