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Chipstead Place Lawn Tennis Club

4.1.3 - Roles and responsibilities within the club for volunteers







·         Act as an ambassador for the club

·         Call meetings when appropriate

·         Identify other key committee roles

·         Chair committee meetings and AGMs

·         May be called on to act as mediator.

Child Protection Officer

·         Promote the welfare and safety of children in connection with club activities

·         Attend appropriate training course(s)

·         Liaise closely with the LTA and club committee in all child protection issues arising at the club or in connection with club activities

Club Secretary

·         Ensure club affiliations

·         Deal with all outgoing and incoming correspondence

·         Keep club/organisation records accurate and up to date

·         Liaise with Chair to arrange meetings

·         Prepare agendas and take minutes from committee meetings and AGMs

·         Ensure that all club/organisation members have relevant information before and after meetings


·         Set out in Contract


Committee Member

·         Contribute ideas and opinions at committee meetings as a representative for the best interests of club members and for the general operation of the club

·         Offer occasional voluntary assistance in following through committee proposals

Courts Secretary

·         Identify and report to the club committee on all matters of maintenance in connection with the courts, clubhouse and grounds

·         Obtain as necessary any quotes/estimates for work that needs doing

·         Organise work parties for club members, as necessary.

Junior Events Co-ordinator

·         Organise matchplays at the club

·         Enter teams and organise matches for inter-club competition

·         Liaise with Club coach over junior team selection

·         Liaise with parents over match fixtures and travel arrangements

·         Assist club coach with administrative functions associated with coaching programme, including mainting attendance registers

Match Secretary

·         Attend two Kent Fixture meetings a year

·         Organise and confirm match fixtures with opposing teams

·         Provide fixture list to team captains

·         Re-confirm fixtures with opposing teams the week before

·         Act as first contact point for opposing teams

Membership Secretary

·         Act as the first point of call for those looking to join or seeking information about the club

·         Deal with all club membership issues

·         Be present at Club Open Days to promote membership and to follow-up with prospective new members

·         Liaise with treasurer in all issues of membership subscriptions

Press Officer

·         Liaise with coach(es) and team captains at committee meetings for newsworthy items

·         Provide press releases to local papers as and when required

·         Ensure that photo consent is obtained when using pictures of children and young people

Social Secretary

·         Organise and promote social events for club members in liaison with the committee

·         Organise annual Summer tournament

·         Identify and seek potential funding opportunities

·         Organise fund raising events


Team Captains

·         Organise teams for fixtures

·         Ensure all players have details of matches and venues and are aware of travel arrangements

·         Ensure that all necessary equipment is available for home fixtures and, where necessary, food is provided

·         Complete all match paper work immediately after match finishes

·         Inform Press Officer of results as required


·         Maintain accurate and up-to-date financial records for the club

·         Establish and maintain club bank/building society accounts and banking arrangements

·         Report financial position to the committee

·         Collect and deposit all fees, subscriptions and funds

·         Prepare and issue receipts for monies received

·         Ensure that funds are spent appropriately

·         Explore funding opportunities for the club/organisation

·         Pay any bills occurring

·         Prepare end of year financial report for AGM



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