COMMITTEE

NORTH DOWN PETANQUE CLUB 

COMMITTEE ROLE AND RESPONSIBILITIES 

  1. BACKGROUND 

Paras. 6, 7 and 8 of the Club’s Constitution and Rules (C&R) state that the business affairs of the Club shall be under the management of the Officers and Committee of the Club. The Officers are the President, the Hon. Secretary and the Hon. Treasurer. These Officers with 4 members of the Club constitute the Committee. 

  1. ROLE 

In broad terms, the Committee’s role is to create an environment where the game can be enjoyed by all and the Aims and Objects of the Club (Para.2 of the C & R) are met. As such, it will seek to 

(i) Set objectives for the Club; 

 (ii) Develop policies which assist with meeting (i) above: 

(iii) Develop good communication channels internal and external to the Club; 

(iv)  Arrange and implement a competition programme; 

 (v)  Set out standards of behaviour; 

(vi) Create a healthy and safe playing environment; 

(vii)Monitor compliance with standards, policies and practices;                             

(viii) Consider changes to standards, policies and practices in the light of changes to law, technological changes, members’ proposals * and other internal or external events and pressures; 

(ix) Safeguard the Club’s finances and other assets; 

(x)  Deal with complaints and exercise discipline in line with the requirements of Paras 12 and 15 of the C&R; 

 (xi) Confirm the acceptance of new members in line with Para. 14 of the C&R; 

(xii) Arrange for the maintenance of good, financial, business and membership records; 

(xiii) Arrange insurance cover; 

 (xiv) Recommend annual subscription rates; 

(xv) Liaise with the Club’s ‘landlord’ and petanque-related organisations; and 

(xvi) Hold AGMs, Extraordinary, General and Committee meetings in line with the requirements of the C&R. 

Note: It has been the general practice that the President calls for, and determines, the time/date and place of meetings. 

  1. *PROPOSALS FOR CHANGE AND OTHER EVENTS 

Where members wish to submit proposals for change to eg. Policies, practices or procedures or, the holding of events, the Committee has developed a framework within which those proposals must be submitted to it. The purpose is to ensure a consistent approach to proposals and to ensure that the proposer(s) can show that proposals are well founded, well researched and persuasive. The framework is set out below. 

NORTH DOWN PETANQUE CLUB 

FRAMEWORK FOR PROPOSALS TO COMMITTEE 

THIS FORM (AVAILABLE FROM THE HON.SEC.) MUST BE USED WHERE COMMITTEE APPROVAL IS BEING SOUGHT FOR CHANGE TO ESTABLISHED ‘WORKINGS’ OR THE HOLDING OF EVENTS. 

What is the proposal? 

Describe the problem (with evidence) which the proposal is designed to address  

e.g.non-compliance with laws, rules, policies, practices, lack of funds within the Club, provision of essential information to Club members. 

What are the ‘pros’ and ‘cons’ of implementation e.g.impact on (i) members (ii) the Club as an entity (iii) Club funds (iv) others external to the Club? 

If an ‘event’ is proposed, describe (i) the underlying rationale (ii) the research done (iii) the venue (iv) costs (v) invitees (vi) the impact on the Club and external entities. 

PROPOSER(S) (Name(s) 

NOTE: THE ABOVE ARE ONLY EXAMPLES OF THE ISSUES TO BE ADDRESSED. PROPOSERS ARE EXPECTED FULLY TO RESEARCH THE MATTER IN HAND TO THE EXTENT THAT THE COMMITTEE IS PERSUADED ON THE NEED FOR IMPLEMENTATION. THE AIM SHOULD BE THAT THE COMMITTEE CAN, BASICALLY, ‘RUBBER STAMP’ THE PROPOSAL.