Nuneaton Lawn Tennis Club is a Charitable Incorporated Organisation (CIO) which is registered with the UK Charity Commission. - reference number 1203237. Click Constitution to download and view a copy of the NTC Constitution
 

NTC Committee Roles and Responsibilities

Each Club official & Committee member has the following responsibilities:

• To fulfil their specific Roles & Responsibilities as defined in subsequent sections
• To attend regular Committee meetings
• To participate in the decision-making process as part of the committee and ensure club rules, regulations and policies are followed
• To promote the Club wherever possible to encourage new members and to ensure they feel welcome regardless of ethnic origin, religion, sex or age
• To attend the AGM and provide a report of the year’s activities
• To take the lead role on improvement projects from time to time

Chairperson Role

• The role of the Chairperson is to guide, lead, and represent the club, assisting and encouraging other Officers
• To chair annual or specific general meetings, and Committee meetings
• To oversee the Club’s activities to ensure that they are well run, safe, and that an appropriate range of activities takes place
• To oversee the management of the Club to ensure value for money and proper financial controls are in place
• To advise, assist and support other Officers as necessary
• To handle and resolve disputes or complaints
• To organise the draw for Wimbledon tickets and process paperwork

Secretary Role

• The role of the Secretary is to manage the administration of the Club, ensuring that information is maintained and distributed in a timely, professionally presented manner. This includes the distribution of information to other committee members and ordinary members
• To convene annual or specific general meetings and monthly committee meetings, ensuring that all necessary papers are available in advance
• To ensure that minutes are taken effectively at all meetings, and that a typed version is produced & distributed by e-mail promptly to all relevant parties
• To receive and deal with incoming correspondence, whether on paper or by e-mail, actioning it with the necessary level of urgency, liaising with other officers as necessary
• To retain and file original copies of all relevant correspondence, minutes and other documentation

Treasurer Role

• The role of the Treasurer is to manage the club’s accounts, including financial planning, preparation of estimates and forecasts, and liaison with other officers to promote effective financial control
• To maintain an accurate and up-to-date record of all financial transactions – keeping cash, cheques, paying-in books and records secure at all times
• To bank all income and pay all bills promptly, ensuring that all bills are properly documented, verified for accuracy and certified before paying
• To prepare a financial statement for the Annual General Meeting, ensuring that all accounts are accurate and balanced
• To make available all books, records and statements for annual or other audit checks
• To provide financial information for planning & forecasting purposes

Welfare Officer Role

• The role of the Welfare Officer is to take specific responsibility for child safety at the Club and act as a point of contact for parents, children and any outside agencies
• To maintain a Child Protection policy for the Club and ensure that it is reviewed annually and is available to members
• To ensure that parents of junior members are aware of the role and policy and how to contact the Child Protection Officer in the event of any concerns
• To ensure that any concerns raised are dealt with appropriately and promptly
• To ensure that CRB checks (Criminal Records Bureau) are carried out for all volunteers directly involved with junior members at the Club
• To request appropriate confidential information from the parents or guardian of junior members for use in the event of an emergency

Membership Secretary

• To keep an up to date record of NTC membership using the ClubSpark database and keep the committee informed of membership and revenue on a monthly basis
• To prepare the ClubSpark membership packages for renewals for existing members on April 1st each year
• To propose the membership fee structure for each year to the committee and, once agreed,  to implement this fee structure on the NTC website
• To monitor renewals and new memberships and deal with any problems or questions from existing and new members
• To acknowledge new memberships and refer them to a designated committee member who will contact the new member to ‘meet and greet’