11. Management Committee job descriptions

Management Committee job descriptions

Chair

• Determine and promote overall strategy and direction of the Club
• Chair, lead and contribute to meetings to facilitate decisions
• Propose developments
• Negotiate and plan for change
• Delegate responsibilities and monitor same
• Control costs and enhance value
• Mediate where disagreements arise
• Ensure the Club is operating within its rules
• Identify opportunities for quality improvement
• Understand the market and the Club’s positioning within it
• Ensure that national and LTA guidelines are adhered to
• Liaise with external decision makers including Surrey LTA as and when required
• Ensure that insurance and licenses are in place

Secretary

• Arrange and minute Management Committee meetings and Policy and Strategy meetings
• Arrange and give notice of Annual General Meeting, prepare necessary papers (including Annual Report) and minute meeting
• Carry out general secretarial work, including dealing with correspondence relating to Club matters
• Ensure the Club's Rules, policies and Bye-Laws are updated as required
• Administer Wimbledon ticket application and allocation
• Liaise with the LTA / Surrey LTA and advise the Management Committee of relevant new policies and information
• Maintain notice boards in the Clubhouse
• Check the post box on a regular basis

Treasurer

• Manage treasury and report to the Management Committee
• Develop and maintain financial controls
• Advise the Management Committee on areas of financial risk
• Liaise with the Assistant Treasurer
• Draw up and monitor annual budget, including the setting of subscription rates in conjunction with the Management Committee
• Complete and submit Corporation Tax return
• Ensure Performing Rights Society and PPL licenses are renewed as required
• Manage application for business rates exemption
• Prepare Annual Report and Accounts for members
• Assist with strategic issues and capital development projects

Membership Secretary

• Keep database of members
• Issue entry fobs to new members
• De-activate fobs of non-payers
• Provide labels for mailings to non-email members
• Provide details for the membership list
• Process renewals and subscription cheques
• Take enquiries from potential new members
• Advise the Management Committee of applications for membership
• Send out reminder emails
• Order entry fobs
• Encourage membership of British Tennis
• Prepare and arrange emailing / printing of all membership mail-outs, renewals and lists
• Liaise with webmaster regarding renewals made through the Club website
• Liaise with the Assistant Treasurer to reconcile membership records with income received

House and Grounds Sub-Committee Chair

• Manage and routinely maintain courts, floodlights, grounds, clubhouse and changing rooms
• Monitor health and safety matters, keeping records of any incident
• Manage cleaner / caretaker
• Monitor entry system
• Keep a register of bar fob holders and issue / retrieve fobs
• Maintain clock in clock tower
• Organise regular electrical checks
• Organise regular annual checks on fire safety equipment and fire alarm system
• Undertake annual risk assessment of facilities
• Monitor the water supply
• Monitor performance of heating and hot water systems, and order oil when required
• Contribute on a regular basis to Club newsletter and other communications as required
• Submit requirement for inclusion in annual budget, and administer budget following approval
• Project manage major developments

Tennis Sub-Committee Chair

• In liaison with the Chair, manage coaches and ensure all insurance / Disclosure and Barring Services clearances and licenses are in place
• Organise Club tournaments
• Ensure court etiquette is maintained in accordance with the Club's Bye-Laws
• Administer teams, allocate match court bookings and agree match fees
• Organise social tennis programme
• Set out court allocation
• Monitor new members and oversee playing assessments where required
• Ensure match practice sessions take place
• Keep tennis programme under review and develop as appropriate

Social Sub-Committee Chair

• Organise social functions and advise members
• Oversee Saturday afternoon teas and Thursday evening suppers
• Be responsible for hiring out of Clubhouse
• Manage running of bar
• Maintain kitchen stock, including tea towels and table cloths

Junior Sub-Committee Chair

• Organise junior coaching, tournaments, matches and submit results
• Organise and manage junior club sessions
• Monitor and report all junior activities to the Management Committee
• Ensure conduct and dress of juniors is in accordance with the Club's Rules and Bye-Laws
• Liaise with coaches on medical issues affecting juniors

Ladies' and Men's Captains

• Manage match practice sessions
• Co-ordinate teams
• Encourage new potential team members
• Liaise with coaches to organise practice sessions and their content.
• Take part in playing assessments of new members as required

Assistant Treasurer (non-Committee post)

• Liaise with Treasurer
• Support Treasurer in maintaining financial records and carrying out other financial-related duties
• Liaise with Membership Secretary to reconcile membership records with income received

Marketing and Communications Officer (non-Committee post)

• Create and execute internal and external communications strategy
• Promote specific Club events
• Ensure the Club has a presence on Facebook and Twitter
• Create and issue a regular Club newsletter
• Assist and advise the Management Committee on public relations issues