“ A Club Chairperson has been entrusted with responsibility for ‘leading’ the Club. A Chairpersons leadership should encourage participation by all club volunteers in club decision making and aknowledge the roles of others.
Ideally the Chairperson should be someone who has time to put genuine effort into the job, has a clear understanding of the importance of the GAA in the local community and has the necessary knowledge of the administration and workings of the GAA at Club, County, Provincial and Central level.
It is vitally important that the Chairperson acts with integrity at all times and ensures that he/she has the respect of their fellow officers and club members.
The Chairperson needs to develop an overview of the committee and the club’s objective over their term of office so that he/she can facilitate good decision making and identify and address conflict if it arises with the club.”
The Chairperson is a leader and a manager. He/she must have :-
Dedication – the GAA and the Club must come high in his/her priorities.
Knowledge – he/she must prepare themselves by knowing what the GAA is all about. If they are not experts on meetings they should make themselves experts. They must become familiar with the Official Guide.
Fortitude – he/she must be able to stand up to opposition and criticism.
Power of persuasion – he/she is not a dictator – he/she must be able to motivate and handle people.
Integrity – he/she drives authority from the position as Club chairman but must use it for the good of the Club in a dignified and restrained attitude to controversy, sportsmanship, discipline problems. He/she is the symbol of the Club and must regard its reputation jealously.
• To uphold the constitution of the association. This of course means he/she must know it thoroughly – he/she must also know the Club Constitution and Regulations.
• Chairing all Club Executive committee meeting, General Club meetings, Emergency General meetings and Annual General meetings. In the event of tied vote at any of the above meetings the Chair shall have a castng vote.
• To strieve continuously to improve the Club ; this involves the full co-operation with the other officers.
• To represent the Club at various functions.
• To act on behalf of the Club in the interval between meetings.
The chairman may serve no more than five years in office.
VICE – CHAIR (leas cathaoirleach)
• Stands in for the chair when necessary
• Plays a prominent role in the Club
• Usually chairs an important Sub-Committee
• Is usually seen as the Chair-in-waiting
• Contributes at County level as appropriate
The post of Vice-Chairperson should be regarded as a training post of a future Cathaoirleach. The Vice-Chairperson should be given specific duties apart from the obvious one of taking the place of an absent Cathaoirleach, such as being nominated Cathaoirleach of a Sub-Committee or taking responsibility for assisting the Chairperson in developing links with other local community groups.
The Treasurer has responsibility for all Club finance which includes Cash; Assets; Games Equipment; Fittings/Fixtures; etc. In corpoate language, the Treasurer is the Chief Financial Controller of the Club.
The primary responsibility for efficient use of the Clubs funds lies with the treasurer. The treasurer should have at least a knowledge of basic accounting procedures and should be chairman of the finance committee.
The treasurer must not commit the Club to any expenditure for which prior approval has not been given by the Club Executive Committee
Planner – to encourage and co-operate with the finance committee in its planning function.
Organiser – to assist in organising fund raising.
Recorder – to record all financial transactions properly.
Reporter – to provide the Club committee with financial information. In addition, he is an officer of the Club committee helping to plan and make decisions.
• Give receipts for all money received.
• Enter into books an account of all money received.
• Get invoices(where possible) and receipts for all money paid-out(cancelled cheques are sufficent)
• Enter into books an account of all money paid out
• All payments should be made by cheque where possible.
• Prepare Annual Statement and Balance Sheet and present it to the Annual General Meeting of the Club, Annual Accounts should be audited.
• Have the following books : Income analysis book – Expenditure Analysis book – Invoice Book – Receipt Book
• Draw up a budget for the year – Identify financial needs – Set targets – Initiate Fund-raising
• Keep the Executive Committee up to date on all financial matters to include: Income; Expediture; Bank Balance(s); List of accruals & prepayments; Details of investments & bank loans; Financial Commitments
The Treasurer may serve no more than five years in office.
The main purpose of the Club Secretary is that of principal administrator for the Club.
The post of secretary is one of the vital links and his duties are many and varied and call for a high degree of dedication.
The Secretary carries out or delegates all of the administrative duties that enable the club and its members to function effectively.
The duties dovetail with those of the chairman and Treasurer and it is essential that they work as a team of which the secretary will often be the more active one.
• The secretary has more to do with practical running of the Club than any other member.
• A good Club Secretary means there is good management of administration of the Club.
• The role of the Secretary includes good communication skills and a good knowledge of the Official Guide, County Bye-laws, Club Constitution and Club Regulations.
• A good secretary is vital to the successful management of the Club, as the pricipal administration officer the secretary provides a link between the Members, the Executive Committee, the Players, team Management, County Board, and other clubs.
The secretary should be a good :-
Organiser – Tidy – Methodical – Tactful – Friendly – and above all – Reliable
• Meetings – the work done before, during and arising out of meetings, including the A.G.M.
Include taking and distributing minutes and maintaining accurate records and ensuring
meeting action points are carried out.
• Records – responsible for keeping records of matches, venues, dates, winners – Simple files about the various club activities should be kept – A petty cash book is necessary for recording payments of small cash amounts, i.e. postage, telephone calls, etc.
• Correspondence – the secretary will be the main link with the Divisional and Co.Committee’s – all correspondence should be dealt with expeditiously, if necessary after consulting with the chairman – Club letterhead should be used and copies kept of all important letters.
• Irish Language – The Club secretary, if he/she has a good knowledge of Irish, can do a great deal to promote it in simple ways, both oral and written.
• Treorai Oifigiuil – The Club secretary must always have a current copy of the Official Guide. He/She should be familiar with the provisions dealing with Club activities.
• Annual Report – The Secretary’s Annual Report is probably the most important item on the agenda at the A.G.M., written under various headings.
The secretary may serve no more than five years in office.
ASSISTANT TREASURER (leas-cisteoir)
• Assists the treasurer with the day-to-day financial responsibilities.
• Ensures that all cash income is checked and lodged weekly in the bank using an appropriate lodgement book.
• Arranges with the bank for all changes used by the bar or at Club events
• Responsible for the audit and control of all Club games equipment
• Acts a a signatory on all Club bank accounts.
• Ensuring at all times that the personal property of the Club is protected.
ASSISTANT SECRETARY (leas-runai)
• Assists the secretary with administrative duties that enable the Club and its members to function effectively.
• The first point of contact in relation to teams and games requirements.
• Have a good knowledge of the Official Guide, County & Club bye-laws.
• Responsible for the management of Club pitches/facilities.
• Working with the chairman and secretary and if required make important decisions between Executive Committee meetings.
• Should be proficient in the use of ICT and all correspondence/communication where possible be done by e-mail.
The Club Registrar is in charge of Club Registrations. His/Her effectiveness in ensuring that initial and subsequent registrations are in order is of vital importance to the smooth running of the Club.
• Registration Forms – Receive from the Co. Secretary the annual Membership/ Registration forms.
• Registration – must be on the Official Registration Forms in triplicate and signed by the Club Secretary.
• Submit – annually to An Coiste Contae, a list of Full Members registered with the Club.
• Additions – and alterations to the initial club lists must be properly submitted to An Coiste Contae. This must be done electronically in accordance with the Official Guide.
• Check – team lists to ensure that all players are properly registered and keep the committee fully informed.
• Provide – statistics as required annually by Ard-Chomhairle for various purposes.
• Brings any player issues to the Executive Committee
• Feeds back on overall Club issues to players
• Encourages players to become involved in other non-playing aspects of the Club.
• The Development Officer is responsible to oversee all Club development issues
• Leads on producing and monitoring the Club’s physical development plan
• Leads on major projects, e.g. new pitch; stand; etc.
• Keeps up-to-date on other’s plans (eg local authorities & Sports Councils)
• Keep up-to-date regarding funding programmes, GAA and other.
• Takes responsibility for all up-dates for the Club Maith programme
SCHOOL LIASON OFFICER
• Help co-ordinate the Club Nursery/Primary school coaching programme
• Liaise with the Club Coaching/Youth Officer, where appropriate, to ensure that appropriate coaching programmes are being developed.
• Act as the Club-Schools Liaison, linking with the school principals, teachers and governors to ensure that Gaelic Games are being promoted in the local schools and assist where appropriate in Cumann na mBunscol competitions.
• Ensure that the Club has a dedicated, regularly updated, notice board in each school promoting Club activities and encouraging children to get involved in Gaelic Games.
• Establish and Chair a Parents Forum in the Club, which will meet four times a year. The role of the Forum is to receive feedback and encourage involvement from the parents in Club activities.
PUBLIC RELATIONS OFFICER(PRO)
The job of PRO is one of the most important positions in the Club. The main function of the PRO is to present a good image of the Club and Cumann Luithchleas Gael in the local community and beyond. The PRO is the official spokesperson for the Club, all dealings with the media should be co-ordinated through him /her.
The PRO must be well informed of all Club activities and keep a constant link with officers and team mentors. If a controversial issue arises it should only be dealt with in consultation with other officers(particularily An Cathaoirleach).
Good communications in a Club is essential to ensure that the Club operates effectively. Players, Mentors, Officers, Parents, Members, Sponsors and the wider Community need to be aware of all activities in the Club. The Club needs to be seen as ‘Active’ and ‘Alive’ in the local community. A breakdown in communications means that the club cannot operate as it should.
• Work as part of a team along with the other Club Officers, team mentors and the various sub-committees in the Club.
• Consult widely with relevant people in the Club regarding the public perception of the Club.
• Ensure weekly Club notes appear in the local press
• Oversee the Club website
• Draw together Club news-sheets
• Deal with the media re- Club affairs, eg major games; Club events; successes; etc.
• Take the lead re- publications such as programmes, yearbooks, etc.
• Ensure that the Club has a high status in the community.
• Effective internal communication ensures that people know their roles and responsibilities and everyone knows the details of the Club plan and the direction the Club is taking.
• Contribute at County level as appropriate.
COACHING OFFICER / YOUTH OFFICER
• The Coaching/Youth Officer is central to the development of any good Club. The officer should have a good knowledge of the GAA coaching structures and have a clear understanding of Club Child Protection policy and procedure.
• The officer should be an enthusiastic, well-organised person who has the capacity to deal with children of all ages in addition to parents and teachers.
• The Coaching/Youth Officer is a leader in the Club, a strategic thinker who is always aware that he/she is responsible for the future development of the Club.
• Ideally, this officer should have responsibility for all administration and organisation of all coaching and youth activity for any member less than 18 years of age.
• The Coaching/Youth Officer should chair the Club Youth committee and should work closely with the following Club personnel who should form the Club Youth Committee – Child Protection Officer; Club-School Link; Mentors of all teams from Nursery level to Minor level
• Act as a member of the Club Executive committee
• Chair the Club Youth committee and appoint (with Executive committee approval) members to the Youth committee.
• Develop a structured Youth development plan with other relevant Club members.
• Appoint appropriely qualified Coaches/Mentors to all Youth teams.
• Organise all internal Club blitzes/Youth events
• Co-ordinate the Club Nursery/Primary school coaching programme
• Ensure that appropriate coaching programmes are being developed at Club level.
• Liaise with the Child Protection officer to ensure that all Club members who are involved in Youth activities have taken the GAA code of ethics course and are properly vetted by the appropriate authorities.
• Ensure that the Club is adhering to rules regarding eligibility
• Represent the Club at meetings of the County Bord na nOg if appropriate
• Organise at least 4 Youth committee meeting per annum and deliver reports of the Youth committee’s activities to the Club Executive committee
• The Cultural Officer leads on all aspects of gaelic culture within the Club.
• Oversees the Club’s involvement in Scor competitions.
• Rolls out the use/visibility of Irish within the Club and its premises.
• Ensures a gaelic dimension to all Club events
• Contributes at County level as appropriate
CHILD PROTECTION OFFICER
All clubs should have a designated person who commands the trust and respect of the entire Club membership to assume the role of the designated Child Protection Officer. The Officer should sit as a member of the Club Executive committee and be vetted through Access NI. In an ideal situation each club would have, a deputy designated Child Protection Officer from the opposite gender.
• Approachable with friendly manner
• Good listener
• Well organised
• Prepared to pass on concerns to the Provincial Council/Central Council and Professional agencies if necessay
• Ensure that the Child Protection procedures are understood and adhered to by all members.
• Establish and maintain the complaints procedures.
• Attend the GAA workshop ‘Good Practice & Child Protection’ renewable every three years.
• Be familiar with current child protection legislation and The Childrens Act 1989.
• Understand the GAA Code of Ethics, child protection procedures, and rules regulations.
• In the event of a complaint being made ensure that the complaints procedures are met and see the procedures through to the final decision.
• If unable to attend any Executive committee meeting, a report/apologies should be sent to the secretary.Attending meetings of the Club youth committee as appropriate.
HEALTH & WELLBEING OFFICER
GAA Clubs are in an ideal position to help players, members and others in the community improve their Health & Wellbeing. Creating an environment which promotes good health and which addresses behaviour around nutrition, physical activity, smoking, alcohal and drugs, etc. will help the club address this agenda. It should be a basic principle that every player is ‘Fit-for-Purpose’ in terms of playing gaelic games.
• Develop and adopt an overall Health & Wellbeing Policy so that everybody knows it’s a core part of the Club’s business.
• Put in place a clear policy on Alcohol & Drugs.
• Organise Health Education talks which are relevant to the needs of members.
• Display posters promoting relevant health messages in Club premises
• Ensure that all players 14 year-old upwards have been cardiac screened using the GAA’s Cardiac Screening Questionaire.
• Ensure that the Club have in place an easy-to-access defibrillator, which is regularily maintained and have a team of known,trained operators.
• Organise courses to allow Club members to get trained in First Aid and /or CPR
• Advise coaches the need to educate their players on the basics of good hydration and nutrition in sport.
• Ensure that all Club teams have a suitable First Aid Kit.