Free Tools & Resources / The committee handover pack
FREE TO READ AND PRINT
The committee handover pack
What the next president, secretary or treasurer needs on day one. Fill it in once and update it at each annual meeting.
How to use it
Print these pages or copy them into a document the committee shares. The person leaving a role fills them in before the annual meeting. Never write passwords on it: record where each one is kept and who can reset it.
1. Accounts and access
| What | Details | Who else knows |
|---|---|---|
| Club email accounts | ||
| Bank and payment accounts | ||
| Member system administrator | ||
| Website and domain name | ||
| Social media accounts | ||
| Alarm, keys and access cards | ||
| Insurance policies and renewal dates | ||
| Liquor licence and its named person |
2. The club’s year
Renewals, the annual meeting, federation affiliation, insurance, licence renewals, grant deadlines, the club championship.
| Month | What falls due | Who does it |
|---|---|---|
| January | ||
| February | ||
| March | ||
| April | ||
| May | ||
| June | ||
| July | ||
| August | ||
| September | ||
| October | ||
| November | ||
| December |
3. People and suppliers
- Federation and association contacts
- Council or landlord contact, and the lease or licence end date
- Bookkeeper or auditor
- Coaches and their agreements
- Cleaner, grounds, bar suppliers and maintenance
- Software suppliers, what each costs and when each renews
4. What is in progress
- Decisions made but not yet carried out
- Grants applied for or being spent
- Disputes, complaints or insurance claims
- Anything promised to a member, sponsor or hirer
5. What I wish I had known
Half a page, in your own words. It is the part the next person will read twice.
THE CLUB SYSTEM
Club records in Sports Club OS
In Sports Club OS each role sees only its part of the club, and passing a role on is changing one setting. The records stay with the club.