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Dr Katie Jones

Research Associate

Dear Proprietor

Dr Katie Jones

Research Associate
Appendix X: BSA guidance about forming a surf club
How to Form a Surf Club

Introduction

Sport in Britain is organised by an army of volunteers, men and women. Every year some fifty million hours are devoted by unpaid administrators to the organisation of sport.

This leaflet has been produced to meet a need. The increase in leisure time available to society generally has led to a demand for the community to be served by a growing number of clubs for sporting and recreational activities. The mechanics of club organisation can be daunting to the would-be administrator who, with the best will in the world, is often deterred by what he/she perceives to be the scale of the take. It is the aim of this leaflet to show that the problems are by no means insurmountable.

Trial and error is one method of learning how to run a club, but it is an inefficient and frustrating way of going about it. It is far better to have a basic set of rules and references.

Before taking any formal measures, the individuals who are considering setting up a club would do well to establish a steering committee, responsible for suggesting the general aims, objectives and strategy of the proposed club. A preliminary list of executive officers to carry out the essential organisation, pending their official election at the Clubs inaugural Annual General Meeting should be drawn up. A typical management committee would initially comprise: Chairman; Secretary; Treasurer and a small number, possibly two, members.

Next to person to person contact, the most effective way of reaching potential members is to use the areas advertising facilities. Announcements in newspapers and locally distributed advertising journals and local radio will reach a wide audience.

A well produced leaflet, giving essential information and containing a returnable membership application form, could be distributed to: Schools; libraries; youth clubs; community centres and surf shops.

The leaflet should give prominent place to the name and address of the acting membership secretary, with whom interested parties should be invited to make contact.

The standard procedure is to ask the new member to complete a simple application form and to submit it, together with the appropriate subscription, to the membership secretary.

To ease the work of the treasurer and membership secretary, it should be clearly stated on the application form that membership is not valid until the subscription has been paid.

By far the greatest numbers of clubs are members clubs, that is, organisations run by their members in accordance with the rules and terms stipulated in the club constitution. It is a way of defining the aims of the club and preventing difficulties from arising in the future. The constitution need not be a complicated document, but it must be flexible enough to allow for subsequent adjustment and, at the same time, include sufficient detail to clarify such essential matters as the rights and voting powers of members. The duties and responsibilities of the various officers who will be running the club should be clearly defined. Attention to detail in the early stage of organisation spreads the work load evenly and helps create efficiency.

1. 
   NAME - The name of the club shall be
   

2. 
   DEFINITION - Surfing is defined as those sporting activities taking place within the surf line, but excluding those activities that incorporate the use of sails or motor power.
   

3. 
   AIMS OF THE CLUB -
   

1. 
   To promote, maintain, safeguard and improve surfing locally and further a field and encourage friendly and sportsmanlike co-operation between surfers of all ages.
   
2. 
   To represent the interests of club surfers.
   
3. 
   To provide a focal point for members by holding regular contests and social events.
   
4. 
   To liaise with the appropriate bodies to gain adequate protection of beaches and other such places of the sport of surfing (i.e. reefs, points and river mouths), and to assist those bodies whose stated aims are the protection of the surfing environment.
   

4. 
   STRUCTURE -
   

1. 
   The club will be administered by an elected committee consisting of Chairperson; Secretary; Treasurer and at least two other officers.
   
2. 
   Voting at elections shall be by paid up members.
   
3. 
   The committee shall have powers to co-opt additional members to the committee.
   
4. 
   Any club member is eligible for election to the committee.
   
5. 
   Any club member is eligible to observe at committee meetings.
   
6. 
   The committee shall have powers to suspend membership or take other appropriate action if members do not comply with club rules. No member will be expelled however without the opportunity to appeal to the committee to answer complaints.
   
7. 
   A general meeting shall be held annually for the election of the committee and to decide club membership fees. Nominations, proposed, seconded and agreed to, should preferably be received by the secretary prior to the start of the meeting.
   
8. 
   Any member who has the written support of 5 other members shall be able to call and extraordinary meeting for urgent matters by informing the Secretary then allowing 48 hours for adequate notice to be given to members.
   

5. 
   MEMBERSHIP-
   

1. 
   Membership is open to any individual regardless of age, gender, race or creed.
   
2. 
   Junior membership is open to those persons above who are under 18 years of age on 1^st January in the year of membership.
   
3. 
   The subscriptions rate will be set by the committee.
   
4. 
   Honorary life members of the club may be proposed from time to time. This honour given for outstanding achievement which has benefited the club. The proposal must receive a 2/3 majority at an AGM and will receive all the benefits of the club without a yearly subscription.
   

6. 
   FINANCE-
   

1. 
   The treasurer shall maintain adequate records of finance and transactions thereof for inspection by members. Cheques will be signed by 2 of the elected officers of the club.
   

7. DISSOLUTION - If upon winding up of the club there remains (after satisfactory settlement of debts and liabilities, and return of any unused grants to the donor) any money or property whatsoever, then this shall be given to another organisation with similar aims or objectives to that of the club. The said property shall not be paid to or distributed amongst the members of the club.

1. 
   Members shall hold a current personal liability policy for surfing for the sum of £5,000,000 (non surfing members excepted).
   

2. 
   Members signing the application form shall abide by the current rules and constitution, including additions and alterations made by the committee, and those rules of the BSA
   

3. 
   The rules will be available on demand to any members from the secretary.
   

4. 
   Members will conduct their surfing activities with consideration of, and in a safe manner to, others, with due notice of local beach regulations.
   

Where possible this position should be filled by person of note in the locality or by someone who has a special association with the sport. It is largely an honorary position and is usually offered to an individual who can command respect of the club members and who is able to give the club a good public image. The president will normally chair the AGM and be asked to address the club on special occasions.

These are usually honorary non-voting positions offered as means of raising income or extended in public recognition of any individual’s services to the club. The position does not carry an entitlement to attend management committee meetings.

This is a key position. The chairman leads by example and, in addition to chairing meetings, is responsible for the general direction of club affairs. The person elected needs to be knowledgeable and able to represent the club in public relations aspects of its activities. Since the Chairman will be called upon to give rulings and direct committee procedure, he/she should remain detached and objective in any discussions or disputes. The Chairman will often be required to explain club policy to members and officials. In effect, it is the Chairman who sets the tone and atmosphere in which meetings and formal business are conducted, thus playing a major role in maintaining the well-being and good name of the club. A club may also wish to nominate a Vice-Chairman.

The tasks of the Secretary includes the preparation of agendas, the recording of official club business, providing officers and members with up to date notices and information, regularly attending to club correspondence and generally making sure that the clubs administration is functioning adequately. These duties are time-consuming and require a person of particular dedication and aptitude to carry them out.

The basic responsibility of the treasurer is the maintenance of up to date accounts of income and expenditure, which should provide immediately accessible information on the state of the club finances. The treasurer will have to provide a financial statement at the time of the AGM. The Treasurer is concerned with the collection of the subscriptions of members. While the treasurer need not be trained in finance, it is advisable he/she is capable of dealing with figures.

Most clubs take the precaution of having at least two counter-signatories of club cheques, one of whom is necessarily the Treasurer.

Depending upon the size of the club other club officers could be appointed such as Social Secretary; Press Officer and Events Secretary.