Club Committee Structure – Houston United

Chairman

Take responsibility for managing the Committee and the affairs of the club
Chair committee meetings in a way that allows everyone to present their views
Ensure business is completed and that all decisions are properly understood and recorded
Oversee and guide all decisions taken by the Committee and sub-committees
In liaison with the Committee oversee the work of all officers/members
In conjunction with the Secretary, prepare and present the Annual Report
Liaise with the Secretary over the agenda for each meeting and approve the minutes before they are circulated
Be completely familiar with the constitution, club rules, committee procedures and the National Governing Body rules and regulations
Liaise with the Treasurer to ensure that funds are spent properly and in the best interests of the club
Help to prepare and submit any statutory documents that are required
Represent the club at local, regional and national level
If unable to attend any Committee meetings, a written report should be sent and the Vice-Chairperson briefed on the Agenda
Being a point of contact for all club players and officials
To ensure that all SYFA Protection Policies and Disciplinary Procedures are implemented and adhered to

Vice-Chairman

Support the Chairman in managing the Committee and the affairs of the club
Support all decisions taken by the Committee and sub-committees
Be completely familiar with the constitution, club rules, committee procedures and the National Governing Body rules and regulations
Help to prepare and submit any statutory documents that are required
Represent the club at local, regional and national level
Deputise at Committee meeting when the Chairman is unavailable
Liaise with the Secretary over the agenda for each meeting and approve the minutes before they are circulated
Being a point of contact for all club players and officials
To ensure that all SYFA Protection Policies and Disciplinary Procedures are implemented and adhered to

Secretary

In conjunction with the Chairman, prepare and present the Annual Report
Produce the agenda for each meeting and ensure approval of minutes by the Chairman before they are circulated
Ensure the club is meeting all registration and local league requirements in association with the Player Protection Officer
Issue regular communication of action required by other post-holders within the club in respect of fulfilling their requirements
Be completely familiar with the constitution, club rules, committee procedures and the National Governing Body rules and regulations
Help to prepare and submit any statutory documents that are required
Work closely with the year group secretaries to ensure their duties are being fulfilled
Represent the club at local, regional and national level
To ensure that all SYFA Protection Policies and Disciplinary Procedures are implemented and adhered to

Treasurer

Manage all club finances including income and expenditure
Organise the club bank accounts
Ensure that all spend, invoices and bills authorised by the club are paid
Prepare a club budget report for the approval of the club’s Executive Committee
Monitor club expenditure against the club’s budget report
Submit a written application for grants
Submit a written fundraising plan with set targets
Carry out fundraising activities on behalf of the Club and to meet the targets set in the plan
Liaise with players and officials to arrange collection of club fees e.g. membership, training and match fees
Prepare the club’s accounts and present the accounts to every club meeting or when instructed by the Executive Committee
Prepare the club’s accounts and present the accounts to the club’s Annual General Meeting

Player Protection Officer

To ensure that all SYFA Protection Policies and Disciplinary Procedures are implemented and adhered to
Club-wide point of contact for players or parents in respect of any child welfare matters
Ensure that new coaches are registered with the SYFA within a suitable timeframe
Responsible for ensuring all new coaches are properly PVG checked in a timely manner in association with Year Group Secretaries
Ensure the club is meeting all registration and local league requirements in association with the Secretary
Assist year group secretaries in registering players both with the club and with the SYFA
Remain up to date with all new regulations in respect of child welfare, attending training courses as necessary
Ensure all Year Group Secretaries are kept abreast of their responsibilities regarding child protection
Represent the club at local, regional and national level

Development Officer

Be responsible for the management and operation of the Player Development Sub-Committee
Fully understand and implement the SYFA Player Pathway in alliance with the Head Coaches of each year group
Ensure the needs of all players, regardless of ability, are being properly addressed
Work with coaches across the club to document training methods used and obtain feedback on those
Create and maintain a central repository of training resources for use by all year groups
Regularly attend training sessions at all levels of the club to:
- Evaluate the training plans in action and provide feedback on those
- Identify areas of best practise which can then be rolled out across the club
Point of contact for all coaching needs

Club Togetherness Officer

Promotion of the club as a whole using all methods available
Management of relationship with website provider and responsibility for maintaining the content of the website
The administrator of social media platforms including, but not limited to, Facebook, Instagram, Twitter
Owner of registration packs and other consumable media to ensure consistency across year groups
Management of relationship with Puma with regards the club shop and merchandise available therein
School liaison officer who is responsible for annual sports week visits and recruitment of new players
Operating across all facets of the club to ensure all players, parents, coaches feel involved
Monitoring of equipment needs for the club as a whole and investigating the use of shared equipment as necessary
Work with the Treasurer to identify areas of spend with regards equipment and ensure funding is appropriately applied
Responsible for maintenance of Ardgryffe Park facilities

Fundraising and Administration Officer Parent Position

Identification of fundraising opportunities for individual year groups or the club as a whole
Manage or support such events as necessary
Work with the Club Togetherness Officer to promote these events appropriately
Actively seek out sponsorship opportunities for the club
Support the annual awards events and other festivals to ensure they meet their aim
Work with the Treasurer to set out an annual budget for fundraising and report on progress against this at the AGM
Capture all minutes and discussion points at committee meetings, document, store and publish as appropriate.
Manage the process of lets for Ardgryffe Park and any subsequent venues
Collate lets information across the year groups for other venues to support our applications for land transfer opportunities
Assist the Executive Committee and Year Group Secretaries with administrative support as necessary

Year-Group Secretary Various

To attend Club, Sub Committee and Committee Meetings as necessary
To contribute to the strategic direction of the Club
To represent the views of your year group in the context of the Club’s wider governance and strategic aims
Accept appropriate delegated tasks, commensurate with the volunteer role
Actively participate in the Committee and the affairs of the club
Ensure that all Committee decisions are acted on appropriately and that determinations are communicated within your year group
Provide quantitative and qualitative information from your year group to the Club Committee
On behalf of the Committee overseeing the work of all officers/members, within your year group
Represent the club at local, regional and national level
Be completely familiar with the constitution, club rules, committee procedures and the National Governing Body rules and regulations
Liaise with the Treasurer to ensure that funds are collected and spent within your area of business are reported and auditable