bocce@boccesport.com

The Club Board of Directors, when elected, has the responsibility to:

Plan activities,
Carry out the recommendations of members as expressed at the annual general meeting,
Provide members with detailed information about the running of the club,
Plan and budget for the future.

THE PRESIDENT has overall responsibility for the club's administration. He or she controls the discussions that take place during Board of Directors and members’ meetings.

The president should be well informed, a clear thinker who is able to make decisions; she/he should also be good at delegation.

During a debate, he/she should have a good grasp of key issues, be able to summarize them for members, and be able to steer the debate away from repetition, petty argument, and deviation from the topic.

Before a meeting, it's the president's responsibility to contact the secretary and put together an agenda, which should be circulated in advance of the meeting.

Preparing an Agenda:

The agenda is an important management tool to ensure that the club business is handled properly and promptly. Items on the agenda should be in the order of importance.

Minutes of the previous meeting
Matters arising from the minutes, not on the agenda
Correspondence (only important matters need to be discussed)
Treasurer's report
Board of Directors report
Other reports
Motions before the meeting
General business
Date, time, and place of next meeting

THE VICE PRESIDENT helps the president and has the president’s responsibilities in his absence. 

THE SECRETARY is the busiest administration officer, partly because all club correspondence passes through the secretary's hands. A good secretary works closely with the president and is highly organized and meticulous. He or she should be dedicated to the club, be well informed, and when asked to comment, express unbiased opinions.

Before a meeting, it's the secretary's responsibility to arrange the meeting and ensure that the facilities are adequate - chairs, tables, stationery, etc.

Also, the secretary should send notice of the meeting to relevant people. The notice should outline the time, date, and place. Minutes of the previous meeting, an agenda for the forthcoming meeting, and reports for discussion should be included with the notice of the meeting.

The secretary and president should discuss what matters should be considered at the meeting and include these on the agenda. The agenda should be detailed enough to allow all those attending the meeting to arrive fully informed and prepared. Where possible, ensure supporting papers and documents accompany the agenda.

In some cases, the president might wish to be provided with a fuller agenda that notes important details related to the minutes of the previous meeting.

Taking Minutes of a Meeting

During the meeting, it's the duty of the secretary to take minutes. He or she should:

List those present.
Make sure the meeting follows the agenda.
Write in the third person, making sure names are clear and correctly attributed.
State the main issues and decisions made without bias.
Ensure all motions moved are recorded in full and read to the meeting. It must be clear exactly what is being put to the vote.
Make a list of accounts requiring approval for payment. List reports received and the main points of answers needed for correspondence. (Treasurer should provide a list prior to the meeting).
Take extra notes to provide the president with as much detail as possible. Listening and writing are the main tasks of the secretary. They rarely become fully involved in debating issues.

THE TREASURER oversees club finances and should, therefore, have at least a basic knowledge of bookkeeping procedures.  

Some duties of a treasurer are:

Preparing and presenting financial statements to the Board of Directors meetings and for the annual report.
Being fully informed about the financial position of the club at all times.
Issuing receipts and promptly depositing all monies.
Making all payments.
Preparing the monthly cash flows, drafting an annual budget, annual statement of accounts, and the balance sheet.