Administration Committee

Rotary Club of South Queensferry – Administration Terms of Reference

Objectives or terms of reference of Club Administration

The Club Administration committee is responsible for and shall conduct activities associated with the effective operation of the club. It is the `boiler room’ of the club which works behind the scenes to ensure that meetings and meeting places are arranged, meals organized, speakers sourced, on- duty rotas drawn up and all legislation complied with. Its specific responsibilities are:

· To arrange a meeting place for the weekly Club meetings                                                                                 Admin

·       To arrange that meals are organized and to liaise with the caterers  over menus and any issues that arise there from

 Chair + Att Officer

·       To keep an attendance register              Attendance Officer

·       To inform the membership of any welfare issues affecting individual members and their families            Welfare Officer

·       To source speakers and liaise with them re requirements

                                    Speaker’s Secretary

·       To draw up lists detailing those on-duty at the weekly meetings                                                 Reception Officer

·       To draw up a Health and Safety Policy and review it annually

H&S Officer

·       To draw up, manage and review annually a Risk Register                                                                          Risk Officer

·       To draw up a Vulnerable adults and child protection policy and to review it annually                             Child Protection Officer

·       To ensure that the above policies are made known to all members and are acted on                                           Chair

·       To keep Club archives                                    Club Archivist

·       To source and conduct sales of Rotary branded goods to members and to purchase regalia                       Sales Officer

·       To ensure a copy of the Club Administration Committee minutes is given to the Admin Committee and Club Secretary timeously                                                                    Secretary

·       To review Club Standing Orders annually, ensure they are relevant and that the Club is compliant     Admin Committee

·       To ensure Council is kept abreast of all issues affecting Club Admin                                                  Chair and Secretary

·       To inform prospective new members of the aims, objects, processes and structure of Rotary           Information Officer

·       To ensure all sports activities at Club and District level are reviewed and appropriate action taken to run or enter relevant competitions                                     Sports Officer

·       To draw up a Data Protection Policy, ensure that the club is compliant with the legislation and review the policy annually

         Data Protection Officer

Composition of Club Administration

The undernoted roles have been created to fulfil specific tasks from the full list of responsibilities detailed within the Terms of Reference. For detailed operational requirements for each role please refer to the appropriate Role Profiles in the Club Admin Roles section of the Club’s web page. 

·       The President elect who shall act as Chair

·       The Junior  Vice President who traditionally acts as Secy. – This duty may be delegated to another Admin committee member

·       Treasurer who is ex officio a member of Admin. The treasurer must present a report on the financial position of the Club Account but need not be in attendance

Note For Clarity: Administration cannot discuss the Charity Account or the disbursement of charity funds except in exceptional circumstance where the Risk Register identifies some impending financial risk that must be investigated

·       Attendance Officer

·       Welfare Officer

·       Speakers Secretary

·       Reception Officer

·       Club Archivist

·       Health and Safety Officer

·       Vulnerable adults and child Protection Officer

·       Risk Officer

·       Data Protection Officer

·       Sports Officer

·       Procurement and Sales Officer

·       Information Officer

Members of the Administration Committee will be drawn from the membership of the club by the incoming President and his/her team giving full cognisance of the skill sets of the members involved.

An officer may assume more than one of the above roles

Administration.docx