CLUB ROLES AND COMMITTEES OF CARLISLE HOCKEY CLUB
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This document itself explains the potential structure of Carlisle Hockey Club (the "Club") and explains who does what.

We welcome volunteers from across the membership and anyone with a connection to the Club who would like to help in any way.
Members

Carlisle Hockey Club (the “Company”) is a company limited by guarantee. It has no shareholders. Each member agrees to guarantee the obligations of the Club up to £10.00.
The Company runs the hockey activities of the members.

Board of Directors
The business of the Club is managed by four directors of the Company and Services (“Directors”) who are advised by a management committee formed of elected officers (“Management Committee”).
There should always be one Director from both the Women’s section and Men’s section of the Club. Directors are appointed by the members of the Company ("Members") by ordinary resolution (majority vote). The Directors are statutory officers of the Club.
The other statutory officer is the Company Secretary.

Management Committee
The Directors delegate the conduct of routine business of the Club to the Management Committee. Unless otherwise agreed by the Directors:
(a) the President ;
(b) the Chairperson ;
(c) the Company Secretary ;
(d) the Finance Officer ;
(e) the Women’s Club Captain ;
(f) the Men’s Club Captain ;
(g) the Membership Secretary ;
(h) the Playing and Performance Officer ;
(i) the Welfare and Safeguarding Officer,
as well as
(j) such other Member(s) as the Directors agree in writing known as “Co-opted Members”.
Directors and Management Committee members (other than Co-opted Members) are elected and re-elected annually by the Members. All these roles are set out in the Club’s articles of association (the “Articles”) which govern the Club.

There are also a number of other key roles which Members volunteer to help with namely;
(a) the Communications Officer ;
(b) the Data Protection Officer ;
(c) Social Secretary(ies) ;
(d) Sponsorship and Fundraising Officer ;
(e) the Umpires Secretary ;
(f) the Vice Chairperson ;
(g) The Equality, Diversity, Inclusivity & Belonging (EDIB) Officer;

The Directors appoint all of these officers. They are not elected by the Members.
Team captains are appointed by the Management Committee unless there is more than one volunteer in which case the Members vote.

Sub-committees
The Directors and Management Committee can (and do) delegate some matters to sub-committees for specific help, for example Fundraising Committee.
In addition there are the following formal committees' namely:
(a) the Finance and General Purposes Committee;
(b) the Playing and Coaching Committee;
(c) the Welfare Committee.
Each of these has bespoke subcommittees such as (for example) the Women’s Section selection committee under Playing and Coaching or the EDIB committee under Welfare.
Additional Roles
The Directors can also appoint individual Members to take on other roles not covered by the Articles as well as appointing paid staff to carry out certain functions.

The Schedule
This schedule gives some guidance on the scope of the Club roles.
Management Committee:

(a) President
The role of President is an Honorary role. The President is a member of the Management Committee. The President represents the Club at hockey events and hosts events at the Club.
(b) Chairperson

Acts as chairperson of meetings of the Members, Directors and Management Committee and is primarily responsible for overseeing the management of the running of the activities of the Club, supervising staff and co-ordinating the development of the Club. The Chairperson sets the agenda for meetings of Directors and the Management Committee and is responsible for co-ordinating agreed actions and the implementation of the Club's development plan and action plan.

(c) Company Secretary
This is a statutory role with responsibilities governed by the Companies Acts. The Company Secretary is responsible for the upkeep of company registers, filing at Companies House and for convening and recording meetings of Members. Is the first point of contact for the club and the ‘principal administrator’, carries out or delegates all of the administrative duties thereby enabling the club and its members to function effectively.
Including; covid returns and Data Protection.

(d) Finance Officer
This is a key role for the Club. The Finance Officer works closely with the Chairperson and is primarily responsible for setting budgets, monitoring and approving spending, compliance with the finance manual and finance procedures and the production of management accounts and year end accounts. The Finance Officer is supported by an accounts clerk.

(e) Women’s Club Captain
The Women’s Captain is responsible for the co-ordination of the Women’s section and works with the captains, coaches and umpires to deal with all playing, selection and related matters. A member of the Management Committee who liaises between the captains, managers and the Management Committee.

(f) Men’s Club Captain
The Men’s Captain is responsible for the co-ordination of the Men’s section and works with the captains, coaches and umpires to deal with all playing, selection and related matters. A member of the Management Committee who liaises between the captains, managers and the Management Committee.

(g) The Membership Secretary
This is one of the most important roles for the Club and involves the setting of annual fees for approval by the Members, the allocation of membership categories to all Members, the allocation of players to age group squads, the registration of all Club Members, the collection of fees and the guidance to Members on registration and the reporting to captains, coaches on the status of registration for eligibility purposes. They also allocate shirt numbers to players.

(h) Playing and Performance Officer
The Playing and Performance Officer works with the Playing and Coaching committee and is responsible for the overall performance of the men's, women’s and junior sections and has the specific role of working with captains, coaches and managers to co-ordinate the development of players and their progression through the Club's teams.

(i) Welfare and Safeguarding Officer
This safeguarding role is vitally important for the club. Assist the club to fulfil its responsibilities to safeguard children and young people. Assist the club to implement its child welfare implementation plan. To be the first point of contact for staff, volunteers, parents and children/young people. Promote the club’s best practice guidance and code of conduct within the club. Please see the Safeguarding page for more information.

Other Officers of the Club:

(a) Communications Officer
Responsible for raising the profile of the club locally (in the community) and in the county; through distributing results and match reports, seeking press coverage, targeted recruitment initiatives. Advertising and promoting fixtures, tournaments and functions. Giving exposure to our sponsors and enticing new sponsors.
Using social media to promote what the club is doing and plans to do
Adding articles and things of interest to the club website to optimise the profile and information available. Develop the interactive use of the club website.

(b) Covid Officer (can be incorporated in the Company Secretary role)
This is a role which we have had to create during the Covid pandemic. The Covid Officer has been responsible for the Club's compliance with Covid rules following the return to participation.

(c) Data Protection Officer (can be incorporated in the Company Secretary role)
This is a statutory role. Each company must have a designated data protection officer. The officer is responsible for the Club's compliance with its privacy policy and the training of those with access to Club data.

(d) Social Secretary(ies)
The main purpose of this role is to organise social events to bring the players, officials and parents together in a social setting to enhance relationships within the club. Working closely with the Communications and Sponsorship and Fundraising Officers.

(e) Sponsorship and Fundraising Officer
The main purpose of this role is to lead a team whose main task is to generate funds for the club. You will help develop the Club's sponsorship opportunities, finding innovative ways to encourage potential sponsors to support the Club and managing the relationship with the club sponsors. Organise projects to raise funds, working with the social secretary to ascertain what opportunities are available at functions and events. Identify and apply for grants and other forms of financial assistance.

(f) The Umpire Secretary
The Umpire Secretary is responsible for arranging for umpires to be available for all teams as well as the recruitment, training and development of new umpires on behalf of the Club.

(g) The Vice Chairperson;
This is an honorary title with no specific responsibilities and intended to designate a Member without portfolio as an officer of the Club when representing the Club. The Vice Chairperson primarily supports the work of the Chairperson.

(h) Equality, Diversity, Inclusivity & Belonging (EDIB) Officer
The EDIB Officer chairs the EDIB committee and sits on the Welfare committee and advises the Management Committee on best practice.