Committee Positions – Information
Carraig Tennis Club
Committee Roles and Responsibilities
1. Chair:
Promotes public image of club.
Ensures that committee meetings take place.
Oversees the state of the club facilities and takes responsibility for action as required.
Proposes strategy for development of club.
Liaises with Dun Laoghaire Rathdown County Council.
2. Secretary
- I. Honorary Secretary: this is the person who is identified to Tennis Ireland and DLTC and all other relevant external contacts as the ‘secretary’ of the club. It is the person whose name is available to other clubs for communication concerning league involvement.
II. Internal or Assistant Secretary: this person shares the load of administration with the Honorary Secretary. The exact manner of the split of the work-load is discretionary, but the honorary secretary must be identified as described above.
Breakdown of tasks:
Hon. Secretary (Members’/External Sec) | Assistant Sec (Internal Sec) |
Adds new posts to the members’ area of the website | |
Passes on correspondence from T.I., DLTC, Charity league organisers, and schools.etc to relevant committee member. | Sends out all e-mail to members as required by Chair, Hon. Sec, Captains, and Coaches. |
Processes membership applications and maintains database of members. | Looks after Carraig mobile and deals with queries received |
Sends out all e-mail to members as required by Chair, Hon. Sec, Captains, and Coaches. | Sends out web texts to members as required by Chair, Hon. Sec, Captains, and Coaches. |
Is currently the DLTC league manager for Carraig, maintaining all league scores and submitting results online, submitting teams and substitutes online and answering queries re leagues from DLTC | Liaises with Chair for drafting agenda for meetings; sends out notice of meetings and agenda; records minutes of meetings and posts to committee members. |
Maintains Carraig e-mail |
Maintains Carraig e-mail
|
Updates Webmail with new members details | Updates Webmail/Webtext with new members details |
Receives membership cheques | |
Processes payments through EPP |
3. Treasurer:
a) Keeps the records of all income and expenditure of the club;
b) Writes cheques as required by committee. Has power to sign (co-sign- there must always be 2 signatures) cheques.
c) Lodges cheques and cash received by club.
d) Looks after the annually recurring large bills: Tennis Ireland, Insurance, Dun Laoghaire Rathdown Co. Co. (A timetable for these is available and templates for covering letters).
e) Sends out invoices: (A timetable and templates for these is available).
f) Does the reconciliation of the Bank statements at the year end.
4. Playing Captains:
I. Ladies Captain
II. Men’s Captain
Look after entry of teams into leagues.
Liaise with coaches concerning and practice and play-offs leading up to
selection of teams for league play.
Liaise with coaches concerning internal leagues and tournaments.
5. Coaches:
Provide coaching to all members and contribute to the development of play as per contract.
Develop & advise league teams (DLTC and also charity leagues).
Organise inter club matches for beginner and intermediate players.
Develop juniors to include squad players and organise inter club matches for them.
Liaise with committee concerning social activities and events.
Develop internal club competitions e.g. Rockies & Club Championships.
Act as ‘ambassadors’ of the club at all times.
Promote the club to non members.
6. Building and Grounds Maintenance Officer:
Looks after clubhouse cleaning and ensures stocks of consumables.
Employs cleaner as required.
If a Tus worker is available, looks after this person.
Looks after the courts: employs regular sweeper of courts and arranges twice-yearly major courts maintenance.
Looks after windbreaks, kick-boards, nets and nets height.
7. Social:
Manages the catering at major events (National Tennis Day, Club Championships Finals Day, Turkey Tournament …. engages other non-committee members to assist).
Looks after purchase of prizes for events.
Arranges off-site social evenings for club members.
Looks after photographing at events.
8. Events Co-ordinator
Plans internal tournaments and ladders and special event days. Particularly, organises Club Championships in collaboration with coaches, organises Turkey Tournament. Liaises with Website Manager to ensure draws posted and scores updated.
Junior Co-ordinator
Liaise with coaches to develop a junior squad.
Organise internal tournaments (Rockies) for beginner and intermediate players.
Organise inter club matches for juniors.
9. Website Manager
Maintain the Carraig website.
Update the calendar of events.
Install a link to software to allow a running record of play during internal tournaments.
Post information as requested by chairperson and secretary.