Leave the next committee a proper handover.
Minutes, assigned jobs, policies and qualification renewals belong with the club. Keep them together, share the volunteer rota and give the next secretary or chair a record they can pick up.
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Know what was agreed at the last meeting
Keep the decision, the papers behind it and the next action together, ready for the committee to use.
Keep the minutes and the reason for the decision
Store agendas, minutes and supporting papers together, so the next secretary can find what was agreed and why.
Put a name and date against each action
Assign the job during the meeting. Check what’s done and follow up with the person responsible before the next one.
Prepare the handover before the AGM
Record each officer’s role, term dates and handover notes, ready for whoever takes the job next.
Share the jobs beyond the usual few
Offer a clear task, track who takes it and see the hours people give across the season.
Ask for an hour on the gate
Post a specific shift or job with the time, place and work involved. Members can see what they’re signing up for.
See when the same names fill every rota
Track volunteer hours across the club and use the record when you share out the next set of jobs.
Keep a record of the work people give
Thank the people who helped, and use participation records when preparing grant evidence and committee reports.
Keep renewals off the last-minute list
Check upcoming dates, team cover and policy acknowledgements from the club records.
Check the next qualification renewals
See recorded DBS, first-aid, safeguarding and coaching renewal dates, with reminders to arrange the next check or course.
Spot gaps in each team’s recorded cover
Review recorded first-aid, coaching and safeguarding cover by team, and follow up where a role or qualification is missing.
Send the policy to the people it affects
Publish the current version, request acknowledgements and see which members still need a reminder.
Get the papers out and the votes counted
Send the notice and papers to voting members, offer a remote ballot and record the quorum and results with the minutes. The secretary has a record of the meeting to hand over.
- Send the notice and papers to every voting member
- Offer remote voting to eligible members
- Keep the quorum and results with the minutes
Give each officer access for their role
Manage permissions through club roles and remove that access when the role ends. Welfare records have separate access controls. Assign responsibility for retention dates and member data requests. Ruckr records qualification dates; DBS checks still go through your governing body’s process.
Committee and volunteer tools are included with memberships, coaching and the club website. See the club plans and everything included.
More of the club, taken care of.
Give the committee a record it can work from
Try the committee, volunteer and club administration tools free for 30 days. We’ll help you get your club set up.
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