Guided worksheet

Volunteer Role Planner

Identify who owns each critical job, what is vacant and where the committee is exposed.

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Question 1 of 9

Chair

The chair owns governance, meeting quality, accountability and external representation, not every operational task.

Who currently owns the chair role?Are term, availability, deputy and succession clear?

What still needs checking or deciding?

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Jordan Lee — confirmed through 2027 AGM

Question 2 of 9

Secretary

The secretary owns notices, minutes, statutory records and document control.

Who owns the secretary function?What recordkeeping workload or backup is missing?

What still needs checking or deciding?

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Sam Patel — confirmed; assistant required for membership records

Question 3 of 9

Treasurer

The treasurer owns financial records, budgets, payment controls and reporting, with committee oversight.

Who owns financial administration and reporting?Are access, controls and succession adequate?

What still needs checking or deciding?

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Morgan Chen — confirmed; monthly reporting timetable agreed

Question 4 of 9

Programme lead

This role coordinates coaches, standards, calendar and capacity; it should not automatically absorb team management.

Who owns programme delivery?What scope, hours, support and decision rights do they have?

What still needs checking or deciding?

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Taylor Brown — interim programme lead to December

Question 5 of 9

Grants lead

The role includes fit checking, evidence collection, deadlines, approvals and post-grant reporting.

Who owns grants and reporting?What deadlines or compliance exposure exists while the role is vacant?

What still needs checking or deciding?

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Vacant — chair covering temporarily; recruit by 30 September

Question 6 of 9

Gear lead

This role controls issue, returns, condition checks, replacement and storage access.

Who owns club equipment?What storage, inventory or replacement issue requires action?

What still needs checking or deciding?

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Casey Wilson — confirmed; asset register to be completed pre-season

Question 7 of 9

Officials lead

The role recruits, trains, appoints and supports game-day officials or technical volunteers.

Who owns technical officials or game-day standards?What recruitment, training or appointment gap remains?

What still needs checking or deciding?

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Jamie Singh — confirmed; two trainees required

Question 8 of 9

Team roles still vacant

Do not hide vacancies behind a general call for volunteers. State the specific role, expected time and consequence if unfilled.

Which exact roles are vacant?What does each role require and what happens if it remains empty?

What still needs checking or deciding?

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Under-12 manager, Saturday setup lead and two assistant coaches. Teams will not enter competition until coach and manager roles are filled.

Question 9 of 9

Escalation risks

Identify where one person controls too much knowledge, access, money or delivery.

Where is the club over-dependent on one person?What handover, deputy, access or workload control is required?

What still needs checking or deciding?

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Treasurer is sole online banking administrator; secretary is also membership lead. Add second bank administrator and split membership records before season start.

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