Template

Club officers meeting template

The officers of a club or society plan the next stretch: events, money, members, and who does what — so the club runs on a plan, not on whoever volunteers on the day.

45 minutesFor The president, secretary, treasurer and other officersAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Since last time5 min
    • What happened, and what did not?
  2. Money8 min
    • What came in, what went out, and what is left?
  3. Members8 min
    • How many active members, and who have we not seen lately?
  4. Upcoming events15 min
    • What is next, and what does each need?
  5. Who does what9 min
    • Who owns each task, by when?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Money. $1,240 in the account; $300 due for the hall.

Members. 38 on the list; 22 active; 6 not seen since September — Ana messages them.

Event. Winter tournament on 12 December: hall booked; prizes (Leo); sign-ups (Mia).

Next meeting. After the tournament.

Running it well

Ways to change it

Start of yearAdd the year's calendar and budget.
HandoverAt the end of a term of office, add a handover to the new officers.

When to skip it. In quiet weeks — share updates in the officers' chat.

Questions

What do club officers do?

Typically the president leads, the secretary keeps records and handles communication, and the treasurer manages money; other officers run events or membership.

How often should club officers meet?

Often monthly, and before big events.

How do you keep club members involved?

Plan regular events, follow up with members who stop coming, and give people small roles.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

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