Club Management

Club Leadership Roles

For a full list of roles please go to the Club Leadership Roles page.

Holding Meetings

There are generally two types of meetings:

  1. AGM (Annual General Meeting): An AGM is held every year to elect the Club Executives and inform their members of previous and future activities. Shareholders and partners are given copies of the company’s accounts, and have the opportunity to ask any questions regarding the club’s directions in the future.
  2. Executive/Committee Meetings: It is recommended these meetings are held at least once a month to discuss general updates around the club such as activities, events, facilities, fundraising opportunities and any other business.

Tips on Club Meetings:

  • Establish ground rules: final decision process (is it majority rules?), meeting day and times (be consistent! e.g. first Thursday of each month at 5pm), comments allowed need to be objective and non-judgmental (don’t get distracted with conversations about the weekend), etc.
  • Have an Agenda: the purpose of an agenda is to inform attendees what will be covered during the meeting. It helps members who are presenting prepare data for the meeting. All items on an Agenda should be addressed in the time allocated for the meeting, and matters on the Agenda should be noted in order of priority. A basic Agenda includes Minutes, Matters (arising from those minutes), Reports & Updates from each Executive, Discussion Items and Other Business.
  • Recording The Minutes: One of the Secretary’s duties is to record the minutes of a meeting and note the main points of discussion. The minutes from the previous meeting must be approved at each meeting and signed off as accurate.
  • Keep it succinct: encourage productive discussions and contributions. Try not to let a few members dominate the meeting or interrupt others – ask for contributions from quieter members. Keep meetings short and concise, and outcomes clear and actionable!

Club Handover

A formal and efficient handover is pivotal in the continuity and progression of your club. The objective is to assure that all essential information is given to the incoming committee in a methodical and comprehensive way. By being aware of what’s involved, the new Executives can then be accountable and perform their duties accordingly.

The outgoing committee should prepare a handover document which includes:

  • Description of the roles and responsibilities
  • Formal procedures and processes
  • Links to files and emails; usernames and passwords for logins
  • Current projects and outstanding issues to be handled
  • A calendar of events and deadlines
  • Names and details of important contacts
  • Ideas for improvement and general advice about the role

To complete the handover process, the incoming and outgoing committee can engage in the following exercises:

  • Participation in committee meetings
  • One-on-one meetings to allow for uninterrupted Q&A’s
  • Shadowing the outgoing committee and observing
  • Allow a grace period where the incoming committee can contact the outgoing committee for difficult questions or emergency situations

Funding

Funding Opportunities for Murdoch Guild Clubs in 2017 can be found on the Club Grants page.

Constitution

The largest and longest running clubs at Murdoch have constitutions that govern their structure and function. They are instrumental in helping new people take over running a club when the founders have graduated. To assist clubs in coming up with their own constitution, we’ve provided an easily editable blank constitution in Microsoft Word.

Branding

As you will discover, it’s important to promote your club and all the great events and incentives you’re doing. Perhaps you would even like to create your own logo. If you choose to do so, please make sure that you’re in alignment with copyright rules. You should be especially careful not to utilise, alter or otherwise borrow Murdoch University’s logo and branding.

More information can be found on the Australian Copyright Council’s website. Additionally Murdoch University provides copyright information on their Library page.