Terms of Reference for Club Administration

Club Administration Terms of Reference 

Objectives or Terms of Reference of Club Administration

The Club Administration committee is responsible for, and shall conduct activities associated with the effective operation of the club. It is the `boiler room' of the club which works behind the scenes to ensure that meetings and meeting places are arranged, meals organized, speakers sourced, on- duty rotas drawn up and all legislation complied with. Its specific responsibilities are.

• To arrange a meeting place for the weekly Club meetings Admin
• To arrange that meals are organized and to liaise with the caterers over menus and any issues that arise there from Chair and Attendance Officer                
• To keep an attendance register Attendance Officer
• To inform the membership of any welfare issues affecting individual members and their families Welfare Officer  
• To source speakers and liaise with them re requirements Speaker Secretary   
• To draw up lists detailing those on-duty at the weekly meetings Reception Officer  
• To draw up a Health and Safety Policy and review it annually Health and Safety Officer
• To draw up, manage and review annually a Risk Register Risk Officer
• To draw up a Vulnerable adults and child protection policy and to review it annually Child Protection Officer
• To ensure that the above policies are made known to all members and are acted upon Chair
• To keep Club archives Club Archivist
• To source and conduct sales of Rotary branded goods to members and to purchase regalia Sales Officer
• To ensure a copy of the Club Administration Committee minutes is given to the Admin Committee and Club Secretary timeously Secretary
• To review Club Standing Orders annually, ensure they are relevant and that the Club is compliant Admin Committee
• To ensure Council is kept abreast of all issues affecting Club Admin Chair and Secretary
• To inform prospective new members of the aims, objects, processes and structure of Rotary Information Officer
• To ensure all sports activities at Club and District level are reviewed and appropriate action taken to run or enter relevant competitions Sports Officer
• To draw up a Data Protection Policy, ensure that the club is compliant with the legislation and review the policy annually Data Protection Officer

Composition of Club Administration 

The undernoted roles have been created to fulfil specific tasks from the full list of responsibilities detailed within the Terms of Reference. For detailed operational requirements for each role please refer to the appropriate Role Profile Sections.   

• President-Elect who shall act as Chair
• Junior Vice-President who traditionally acts as Secretary. This duty may be delegated to another Admin committee member  
• Treasurer who is ex officio a member of Admin. The Treasurer must present a report on the financial position of the Club Account but need not be in attendance

Note for Clarity
Administration cannot discuss the Charity Account or the disbursement of charity funds except in exceptional circumstance where the Risk Register identifies some impending financial risk that must be investigated

• Attendance Officer
• Welfare Officer
• Speaker Secretary
• Reception Officer
• Club Archivist
• Health and Safety Officer
• Vulnerable Adults and Child Protection Officer
• Risk Officer   
• Data Protection Officer
• Sports Officer
• Procurement and Sales Officer
• Information Officer

Members of the Administration Committee will be drawn from the membership of the club by the incoming President and his/her team giving full cognisance of the skill sets of the members involved. 

An officer may assume more than one of the above roles    

Profiles for key Administration Roles

Chair

Secretary

Attendance Officer 

Welfare Officer  

Archivist 

Speaker Secretary 

Reception Officer   

Vulnerable Adult and Child Protection Office

Health and Safety Officer

Risk Officer  

Data Protection and Privacy Officer 

Sports Officer 

Procurement and Sales Officer

Information Officer 

Chair    

• The Chair will take control of the conduct of all meetings. If the President-Elect is unable to attend, the chair will pass to the Junior Vice President, failing whom, a Chair shall be drawn from the members present.
• A quorum for Admin shall be three members
• The Chair shall report on the findings and recommendations of Club Admin to Council. If the Chair is unable to attend a council meeting, The Junior VP should report instead.
• It will be the responsibility of the Chair to ensure that all relevant Policies are in place and up to date and that the Club Members are made fully aware of, and are compliant with, the policies.
• It is the Chair's responsibility to advise Council accordingly
• The Chair will liaise with the Secretary to produce an agenda for each meeting The Chair will oversee the duties of the committee and ensure that, where any member needs assistance in carrying out their role, help is given 

Secretary   

• The secretary shall record full and accurate minutes of each Admin Committee meeting. The minutes shall be prepared in good time following each meeting so that they are in the hands of the committee members and the Club Secretary at least seven days before Council meets
• The Secretary will prepare an agenda for each meeting in collaboration with the Chair.
• Notice of each meeting to be given by email, along with the agenda, a minimum of 7 days before the date of the forthcoming Admin meeting

Attendance Officer 

• Will ensure accurate records are kept of members' attendance at the weekly Rotary meetings
• Will ensure that `make-up' visits to other clubs are recorded as are members presence at stated community projects, District, National and International Rotary events
• Will report annually to Rotary District an accurate record of members attending each club meeting
• Will report to each Admin meeting on attendance in the preceding months and compare with the previous year
• Will present each member, twice yearly, with their personal record of attendance
• Will be responsible for overseeing the payment by the members of their meal o Will pay the hotel for the meal and account for any surplus to the Treasurer

To do this the attendance officer maintains a register of the club members and records the attendance at meetings, make-ups etc. on a continuing basis throughout the Rotary year. It is this officer's duty to liaise, along with the President elect, with the hotel over menus and any concerns of members with the meals. The officer ensures the hotel is paid and accounts to the treasurer for any surplus from the meals. The officer also keeps a note of menu choices for the following week and relays numbers to the hotel by 10am on the Tuesday prior to the weekly meeting - with confirmation on the Thursday morning. 

Annually, a report on attendance is prepared for District 

Welfare Officer 

• Will report on the any health or welfare issues affecting members, partners, honorary members and past members of the Club

Any issues will be brought to the notice of the club at the next Club meeting. For more pressing issues, eg deaths and funerals, the welfare officer will contact the Secretary who will email all members to alert them 

Archive Officer

• To ensure a true historical record is kept of the Club from its formation to the present day
• To ensure the Club Charter and all important historical items belonging to the Club are stored safely and preserved
• To ensure a pictorial record is kept of each presidential year including a photograph of all the members in that year and photographs of all key events

To achieve this

• All materials collected to be kept in dry, secure storage
• Keep an inventory of these materials and any additions to them
• Keep asking members to submit any photographs of club events that they have taken during the year - preferably by electronic means
• Obtain a photograph of the president (wearing the chain of office) in the Rotary year
• Obtain a club photo in the Rotary year
• Scan the club website and the Rotary magazines regularly for interesting articles featuring the club
• At least once a year have a display of archival material on show at a club meeting Check data kept electronically to make sure it is in a form that can still be read, e.g. floppy disc cannot be read by most modern computers. If there is an obvious change in technology, ensure archived material is updated to meet the new format. 

Speaker Secretary/Reception Officer Co-ordinator

Function

To ensure that the meetings scheduled as 'Speakers' Nights' have a speaker arranged.

Process    

1. Following receipt of the schedule of Business Meetings and other special events date from the incoming Club President, an Excel Spreadsheet is prepared containing the following information
2. A list of dates for meetings from July to the following June
3. Scheduled Business meetings are identified
4. Festive holiday dates (for a two week period) are identified
5. Other specific dates are identified e.g. switch on of Christmas lights, District quiz, other events such as the Peter Smith trophy (versus Murrayfield/Cramond Rotary Club), fellowship nights etc.
6. The remaining dates on the list are specified as 'speakers' nights' and allocated to Club members, normally in alphabetical order.
7. Club members are expected to arrange a speaker for the date allocated.
8. In the event that a Club member is unable to nominate a speaker, the Speaker Secretary will either a) Arrange a speaker or b) Approach Club members with a view to obtaining a replacement speaker
9. Ensure the Club members provide contact details for the speakers in order that a 'Speaker's Briefing Note' including information about Rotary, the Club, meeting venue, availability of equipment (laptop, PowerPoint projector and screen) and duration of talk expected etc. can be forwarded to the nominated speaker by e-mail.
10. Endeavour to circulate partially completed speakers' schedules to all members by e-mail with approximately 4 to 8 weeks of speakers scheduled.
11. Be prepared to change and adjust the speakers' schedule to suit Club/member requirements - sometimes at short notice.
12. Report to Club Administration Meetings on speaker arrangements

Reception Duties 

Recently arrangements have been made to include a column with details of the two Club members scheduled for Reception Duty against each weekly meeting date for the whole Rotary year. 

At the end of each Rotary meeting, the Club President will announce the details of the following week's speaker and the Club members scheduled for Reception duties.  It is at this time that volunteers can be arranged to cover for those members who are unavailable to carry out their Reception duties the following week. 

Members will receive a briefing at least once a year to remind them of their obligations when on Reception Duties 

Foundation Raffle 

The Speakers' Schedule now includes a column which specifies the Club member responsible for providing a raffle prize on the date identified. 

Protection Officer

The main responsibility of the Club Protection Officer is to manage Diversity and Equality, and Child and Vulnerable Adult Protection issues on behalf of the club and will

• Ensure that the club has clearly defined and documented Child and Vulnerable Adult (C&VP) Protection policies and procedures that are fully aligned with Rotary GB&I policies and procedures   
• Ensure that the club has clearly defined and documented Diversity and Equality Protection policies and procedures that are fully aligned with Rotary GB&I policies and procedures
• Ensure that these policies are presented to the Club and signed off by the President before 31st July - the signed document then forwarded to the District Protection Officer
• Ensure that club members are made aware of the need to maintain a culture of equality, fairness and respect and highlight any situations where this is not being followed.
• Ensure that there is a Role Description for any member whose duties within the club involves regular contact with children and vulnerable adults 

This will be achieved by 

• Adopting the Rotary GB&I Diversity, Equality, Child and Vulnerable Adult policies as the basis for the Club's own policies
• Acting as the main contact within the club for the above issues
• Keeping abreast of developments and understanding the latest information on data protection, confidentiality and other legal issues that impact on the protection of children and vulnerable adults & reporting any changes in the above to the membership at the next business meeting
• Attending training on the protection of children and vulnerable adults and diversity and equality issues
• Establishing and maintaining contact with the local statutory agencies, including the Social Services and Police
• Maintaining a data base of all members who have, or are likely to have regular interface with children and vulnerable adults and ensuring that CRO Disclosures are obtained for all members on this data base (before they have regular interaction with children or vulnerable adults
• Receiving applications for disclosure, checking they have been completed correctly and verifying the applicant's identity before sending the endorsed application to the District Protection Officer
• Monitoring and regularly reviewing the Diversity, Chid and Vulnerable Adult Policy and Procedures within the club, and, each May, after making any required adjustments to the policy and procedures, presenting the updated policy and procedures to the Admin committee for ratification.  
• Undertaking compliance checks at least annually to ensure the club is fully compliant with the club's policies and procedures
• Encouraging good practice and supporting procedures to protect children and vulnerable adults through ensuring that all members are made aware of the Rotary GB&I District 1020 C&VP Code of Practice (See appendix)
• Reporting regularly to the Club Council on any issues
• Making a brief presentation to the members of their Child and Vulnerable Adult responsibilities twice yearly - Autumn and Spring  
• Ensuring that new members are made aware of their responsibilities through appropriate 1:1 briefings
• Reporting cases/concerns to the Club Officers and, if necessary, to the authorities and, subsequently, reporting on these cases and actions taken to the District Protection Officer. (As part of this, confidential records of reported cases and actions taken must be logged and maintained so that, if needed, the club has the full facts to present to the statutory authorities
• Communicating regularly with the District Protection Officer 

Health and Safety Officer

The main responsibility of the Club Health and Safety Officer is to manage Health and Safety issues on behalf of the club at meetings and events organised and run by the club and will

• Ensure that the club has a clearly defined and documented Health and Safety policy, fully aligned with Rotary GB&I policies and procedures.
• Ensure that this policy is presented to the Club and signed off by the president before 31st July - the signed document then forwarded to the District Health and Safety Officer
• Ensure that club members are made aware of the need to maintain a culture of safe working at all times when involved in Rotary projects

This will be achieved by    

• Adopting the Rotary GB&I Diversity, Health and Safety policy as the basis for the Club's own policies
• Acting as the main contact within the club for all H&S issues
• Keeping abreast of developments and understanding the latest information on H&S and other legal issues that impact on wellbeing of members involved in club projects & reporting any changes in the above to the membership at the next business meeting
• Attending training on H&S issues
• Ensuring that a health and safety audit is carried out in respect of each and every event the club is involved in. The H&S Officer may delegate the audit to the convenor of the committee organising a specific event but will remain overall in charge.
• Ensure all new members are briefed on the H&S policy of the club by appropriate 1:1 meetings
• Making a brief presentation to the members of their H&S responsibilities twice yearly - Autumn & Spring 
• Undertaking compliance checks at least annually to ensure the club is fully compliant with the club's policies and procedures
• Encouraging good practice and ensuring that all members are made aware of the Rotary GB&I District 1020 H&S Code of Practice
• Reporting regularly to the Club Council on any issues  
• Reporting directly to the authorities in the event of a major incident or breach of Health and Safety Regulations

Note
In the case of any serious incident occurring at an event organised by, or under the control of the Rotary Club of South Queensferry, it is imperative that full documented notes are taken of the incident, the time of the incident, who is involved and any witnesses to the incident. The President and officers of the club must be informed without delay and the District H&S Officer informed 

Addendum

Health and Safety Policy Health  and Safety Event Form 

Risk Officer

• To develop a Risk Register by ` round table' discussion within the Admin Committee  
• To maintain the risk register as an ongoing process

The areas to be focused on include 

• Availability of leadership
• Financial problems
• Membership issues
• Unwillingness to assume leadership positions
• Availability of meeting place

The register is to be updated annually and presented to the club and signed off by the President 

Addendum

The Register 

Data Protection Officer 

• To develop and maintain a data protection policy which meets current standards with regards to the legislation on the subject
• To develop a privacy policy for the club
• To make the membership aware of the implications of these policies and their contents
• To update the policy annually, present it to the club and have it signed off by the PresidenTo ensure the club adheres to the policies, to investigate any transgressions, reporting to these to Council and, where necessary reporting to the Commissioner

Addendum  

Procurement and Sales Officer

Overall Objectives of the Role     

• To be responsible for the purchase of branded goods and equipment required by the Club (and authorised to do so by Council at a business meeting. Personal items for individual members e.g. polo shirts do not need to be authorised - the sales officer only to act on a simple request from the purchaser. However, if a bulk purchase is to be made, though individual members will pay cost plus postage for their own item, the Sales Officer must check with the treasurer that there are enough funds in the Club Account to meet the bulk purchase price. Such purchases will have been agreed at a business meeting)   
• To hold supplies of badges, banners and car stickers   
• To purchase of Rotary branded clothing e.g. sweatshirts, tabards, caps   
• To purchase end of Rotary year Regalia (February order of President's year medal and Past President Badge)
• It is the responsibility of the Sales Officer to ensure he/she has an adequate stock of everyday items such as badges 

Suppliers of Rotary regalia:  Goods can be viewed on the company website 

• AW Mathews, 54 High St., Gillingham, Kent ME7 1BA 01634 853020
• Toye Kenning & Spencer, Regalia House, Newtown Road, Bedworth, Warwicks 02476 848800

Suppliers of personalised caps ties, waistcoats, fleeces, etc 

• Logosew - www.logosew.co.uk tel 01283 542271
• Jacquard Weaving tel. 00 44 1254 830681 email info@jacquard.co.uk

Shelters were bought from

•  Surf and Turf Instant Shelters Ltd, Unit 7 Tatton Court, Kingsland Grange, Warrington, Cheshire WA1 4RR  Tel 01925 819608

New Member packs are obtained from Rotary GB&I 

Bannerettes from  

• Sporting Pennants Ltd, Unit 2C Coylton Business Park, Wheelers Yard, Coylton Devon EEX24 6DT Tel 01297 551467

Members will be responsible for the payment of all goods purchased from the Sales Officer

Details of other stakeholders who need to be contacted and their roles

• Notify Secretary that end of year Regalia have been ordered/received
• Liaise with Secretary/President re induction of New Members as Rotary pin badges and New Member packs are required for the prospective new members

Standing orders suggest that Sales goods/ catalogues be on display at business meetings

 

Sports Officer
Overall Objectives of the Role   

• To be responsible for a sports programme for the club members
• To review the needs of members annually
• To organise (may delegate) and run such activities within the club  
• To organise and enter teams/members for inter club and District events   
• To ensure prompt payment of all entry fees by members

A survey of club members' opinions should be sought early in the new Rotary year to gauge whether the existing sports programme meets the members' needs 
Most notices of sporting events, outside the club, will come via the Club Secretary so it is important to liaise regularly with the secretary to check for forthcoming events at other clubs and district 

The forward event calendar should always be checked before arranging any event 

Information Officer (IO):  

• To ensure that prospective candidates for membership understand what the Rotary is, its aims and objectives and the commitment expected of members
• To ensure that prospective candidates understand the club structure of Rotary and where South Queensferry fits in   
• To ensure Potential candidates for membership understand the induction process
• To ensure the Club members are informed of any major policy changes mooted in the RI or Rotary GB&I constitution & byelaws How this can be achieved

Once an application form, duly signed, has been passed to the secretary, the secretary informs the Information Officer(IO). The IO then arranges a meeting between the candidate, the candidate's sponsor and the IO(s) 
If more than one candidate being proposed, they should be interviewed separately 

The purpose of the meeting is to make sure that the candidate for membership understands the aims and charitable purposes of Rotary before the final decision to become a member and ample opportunity will be given during the meeting for the candidate to ask questions on any point that is not clear.    

• The IO will explain the induction process in detail  
• The IO will outline the history of Rotary, the structure of the Club, District, Rotary GB&I, RI - their officers and committees   
• The IO will outline the financial commitment ie joining fee, membership fees, Foundation giving and meal charges.
• The IO will then inform the Secretary that the information meeting has been held  
• The IO will keep a watching brief on RI, Rotary GB&I web sites, magazines etc. for impending changes to the constitution/byelaws and will so inform the club  

Aids to above 
Application form
RB's New Member Information Document