MINCHINHAMPTON TENNIS CLUB – COMMITTEE JOB DESCRIPTIONS 

These job descriptions are by no means proscriptive and are simply designed to assist committee members in carrying out their duties, and advising prospective members on the requirements of each post.  They will be reviewed annually. 

Prospective members should also read the Club's Volunteer Recruitment and Retention Policy.  A criminal records check will be made if the role involves working with children.  All jobs have been arranged such that they can be completed by individuals in full time work, and there is always scope to spread the workload when circumstances dictate.  Committee members are not expected to be out of pocket for their efforts, and they receive a small reduction in their subscriptions to help defray their costs.  

COMMITTEE MEMBERS 

As the name implies, these members are required to attend committee meetings. 

CHAIRMAN 

The Club Chairman has responsibility for the smooth running of all aspects of the club.  In particular, he/she is required to:    

• Chair Committee Meetings:  

Determine the frequency, venue and agenda items.  Produce agendas and minutes of meetings.  

• Chair the AGM:  

Determine the date, venue and agenda items.  Produce agenda and minutes.  

Encourage members to stand for vacant positions 

Consider whether constitutional changes are required.  

• Represent the club on the Minchinhampton Sports Association committee, which manages the Stuart Playing Field. The football, cricket and tennis clubs pay a 'per head' capitation to finance it.  

• Liaise with the Glos LTA, Police and Parish Council as required. 

• Arrange for the provision of tennis balls. 

 

SECRETARY 

The Secretary is responsible for initiating and coordinating all aspects of the club's administration.  It is a role requiring a constant overview of all club activities.  In particular, he/she is required to: 

• Maintain the currency of club affiliations. 

• Deal with club correspondence as necessary. 

• Maintain club records. 

• Maintain court booking sheets. 

• Maintain distribution lists. 
   

MEMBERSHIP SECRETARY 

The role of the Membership Secretary is to: 

• Act as the first point of call for potential new members. 

• Maintain subscription renewal, new member forms and welcome leaflets. 

• Send out renewal reminders.  

• Send welcome leaflets to new members. 

• Receive and confirm subscriptions from members. 

• Maintain the membership spreadsheet (including juniors). 

• Regularly advise Secretary of membership and changes for distribution lists.  

• Remind those who have not renewed by March each year.. 

• Display membership list with contact details in clubhouse. 

• Liaise with Coach about junior membership.  

• Purchase and distribute keys and shoe tags as required. 

• Request return of keys from former members. 

 

FIXTURES SECRETARY 

The role of the Fixtures Secretary is to determine the dates of all club team fixtures in liaison with other clubs, taking into account all other demands on court time, egCoaching and Club Nights, and in the best interests of both members and team players.  It is a challenging role, but it can be simplified by liaison with other clubs prior to Fixtures meetings.  It is necessary to: 

• Attend the fixtures meeting to finalise the Summer League (usually the first Friday in March). 

• Liaise with the tournament organiser of the Winter Floodlit League. Check the proposed fixture dates and rearrange as necessary. 

• Attend the fixtures meeting for the Stroud Winter Sunday Morning League. 

• Send spreadsheets for fixtures and team contacts to team captains. 

• Display all fixtures on the clubhouse notice board.  Arrange to have them entered into booking sheets.  

• Co-ordinate availability of courts for all re-arranged home matches, and update fixtures spreadsheet for on club noticeboard.  

 

MEN'S AND LADIES’ CAPTAINS 

The Captains are responsible for the smooth running of all tennis activities.  They should aim to ensure that all members have an enjoyable tennis experience and that the club is well represented and reasonably successful in the various leagues.  In particular, it is important that the club is seen in a good light by other clubs.  In order to achieve this, it is necessary to: 

• Obtain committee approval for the number of teams competing in the leagues. 

• Select team captains and players, having taken advice from experienced players.  

• Attend the summer league fixture evening with Fixtures Sec. (usually 1st Fri in Mar) to assist in  finalising fixtures.   

• Liaise with Fixtures Secretary for any changes to fixtures. 

• Ensure that all team members have paid their subscriptions before the first fixtures. 

• Send confirmation of team members to LTA secretary (on form supplied). 

• Provide team captains with written advice on their responsibilities. 

• Supply team captains with score cards and cancellation cards, fixture lists and team contacts, and contact for balls. 

• Represent the club at the LTA AGM in December.  

• Ensure team captains collect match fees from their teams. 

• Organise all club tournaments. 

TREASURER 

The role of the Treasurer is to: 

• Maintain accurate and up to date financial records for the club. 

• Establish and maintain club banking arrangements. 

• Collect and deposit all monies, issue receipts as necessary, and pay bills. 

• Ensure that payments are authorised appropriately. 

• Liaise closely with the Finance member. 

 

FINANCE MEMBER 

The Finance member is required to: 

• Produce and monitor the annual budget, regularly advising the committee of the current financial position. 

• Determine appropriate annual Sinking Fund transfers. 

• Act as a signatory on cheques. 

• Monitor club expenditure, particularly electricity consumption. 

• Recommend investment options.  

• Deliver the end of year financial report for ratification at the AGM. 

• Recommend the level of subscriptions for the following year. 

• Liaise closely with the Treasurer. 

 

SOCIAL SECRETARY 

The specific responsibilities of the Social Secretary as are follows: 

• To determine an annual social programme, to seek committee approval, and to publicise it widely at the beginning of the year. 

• To organise each function, booking the venue, arranging for deposits to be paid, promoting each function and receiving payments from members.   

• Functions are to be self-supporting unless a decision has been made by the committee to permit a subsidy.  This should be stated in the committee meeting minutes. 

• The social programme is to include, as a minimum, an informal function in the spring, an informal Finals Day function, an Awards Presentation evening in the autumn, and a Christmas party.  Additional functions should be subject to committee approval. 

• Arranging for the collection and engraving of trophies in preparation for the Awards Presentation evening. 

 EX-OFFICIO MEMBERS 

Ex-Officio members are only required to attend committee meetings when there are decisions to be made with regard to their area of responsibility.  However, they will be requested to provide an update via the Secretary prior to each meeting. 

CLUB COACH 

The Club Coach should be fully qualified with a LTA licence.  He/she is required to run the club’s junior coaching programme, and offer adult coaching.  In particular, he/she is required to: 

• To lead junior club development work. 

• Establish links with local schools (primary and secondary) identifying a key contact in each school and organising promotion of activities at the club through schools. 

• To organise junior tournaments and events. 

• To ensure effective progression of talented players from the club development programme and local schools in partnership with the LTA county office. 

• Ensure that all juniors receiving coaching are club members. 

• Supervise volunteers assisting with juniors, and inform the Child Protection Officer accordingly. 

MAINTENANCE MEMBER 

The Maintenance member is required to: 

• Identify and resolve any maintenance issues, having sought financial authorisation. 

• Liaise with the Clubhouse member with regard to Clubhouse improvements.   

• Oversee the annual moss and weed killing of the courts. 

• Oversee hedge trimming and perimeter tidying.  

CLUBHOUSE MEMBER 

The Clubhouse member is required to: 

• Ensure that the Clubhouse is maintained in a clean and tidy condition. 

• Maintain clean towels and dishcloths. 

• Report any damage to the Maintenance member. 

• Monitor the Clubhouse cleanliness responsibilities of Team Captains. 

• Purchase provisions as necessary. 

 

WELFARE OFFICER 

The Welfare Officer is required to: 

• Ensure that appropriate policies and guidelines are in place for junior members and those people working with juniors. 

• Understand the LTA requirements by attending the Safeguarding Children in Tennis Workshop. 

• Maintain and promote the club child protection policy and procedures. 

• Ensure that all volunteers receive the appropriate information and checks. 

• Represent the interests of junior members and manage issues arising from the junior section. 

AUTHORISED SIGNATORIES 

Two members are required to assist the Treasurer. An Authorised Signatory is required to:  

• Countersign any cheques issued. 

• Ensure that all financial transactions are appropriate. 

• Assist the Treasurer in producing the annual budget. 

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