Sports Club Meeting Agenda

I. Call to Order

A. Welcome by the Chairperson

The meeting will be called to order by [Chairperson's Name], who will begin by welcoming all attendees and thanking them for their commitment to the club. The Chair will outline the meeting's purpose, highlighting key focus areas like upcoming event planning.

B. Confirmation of Quorum

The Secretary, [Secretary's Name], will verify the number of attendees present and confirm if a quorum has been met as per the club’s bylaws. If there's a quorum, the Chairperson will follow the agenda; if not, they'll discuss rescheduling or format changes.

II. Roll Call and Apologies

A. Attendance Check

The following members are present:

• [Club President's Name], Club President

• [Secretary's Name], Club Secretary

• [Treasurer's Name], Club Treasurer

• [Event Coordinator's Name], Event Coordinator

• [Head Coach's Name], Head Coach

B. Apologies for Absence

The following members have submitted their apologies for not attending:

• [Membership Officer's Name], Membership Officer

• [Equipment Manager's Name], Equipment Manager

• [Youth Program Coordinator's Name], Youth Program Coordinator

III. Approval of Previous Meeting Minutes

A. Review of Minutes from [Date of Last Meeting]

The minutes from the previous meeting, prepared by [Secretary’s Name], will be reviewed. Key points from the last meeting include [decisions on upcoming events, budget approvals, and policy updates]. Members are encouraged to provide feedback or highlight any discrepancies in the recorded minutes.

B. Motion to Approve Minutes

A motion to approve the minutes as an accurate record of the last meeting will be called. The motion will be proposed by [Member A] and seconded by [Member B]. If amendments are required, the Secretary will document the changes before approval.

IV. Reports and Updates

A. President’s Report

Overview of Recent Activities

The club recently participated in [Event Name], which showcased our team’s skills and increased community engagement. Feedback from attendees was overwhelmingly positive, reflecting well on our efforts.

Achievements

Membership has grown by [00]% over the past quarter, and we successfully secured a [recognition award].

B. Treasurer’s Report

Financial Overview

The current club balance stands at [$00], reflecting [an increase from successful fundraising efforts]. Key expenses this month included:

Facility Rent	$1,500
Equipment Purchases
Event Costs (e.g., venue, permits, refreshments)
Coaching Fees
Marketing & Promotion (e.g., flyers, social media ads)
Insurance
Membership Benefits (e.g., swag, discounts for members)

Budget Updates

The proposed budget for [Upcoming Event Name] has been drafted and includes allocations for [equipment and transportation]. Members are encouraged to review the breakdown before final approval.

C. Subcommittee Reports

Events and Fundraising

Planning is underway for [charity tournament], with tasks assigned to ensure its success. Fundraising efforts from [Past Event Name] brought in [$00], which will support [Initiative].

Coaching and Training

The coaching team has implemented a new training schedule to enhance team performance. Special focus has been placed on [endurance training].

Membership and Recruitment

The membership drive resulted in [00] new members joining, with a targeted outreach planned for [volunteers]. Suggestions for improving member retention are welcome.

V. Old Business

A. Update on [Pending Project Name]

The progress of the [New Training Program Name] will be reviewed. [Project Lead's Name] will provide an update on current milestones, challenges faced, and the anticipated completion date.

B. Discussion on [Facility Repairs]

An update will be provided on the status of the facility repairs discussed in the previous meeting. [Maintenance Manager’s Name] will report on any completed work, pending tasks, and any impact on club activities or scheduling.

VI. New Business

A. Proposal for [Upcoming Event Name]

[Event Coordinator's Name] will present a proposal for the upcoming [Annual Charity Run], including the event’s objectives, budget estimates, and potential sponsors. Feedback and approval will be sought from the members.

B. Discussion on Purchasing [New Equipment]

A discussion will be held regarding the need for new equipment, such as [training gear, uniforms, and field maintenance tools]. The purchase proposal, including cost estimates and possible suppliers, will be presented by [Equipment Manager's Name].

C. Proposal to Amend [Membership Policy or Rule]

A proposed amendment to the [membership fee structure] will be discussed. [Policy Chair's Name] will explain the rationale behind the change, and members will have the opportunity to ask questions or suggest revisions.

VII. Open Forum

A. Member Feedback

An open discussion will be held to gather feedback from club members on recent events, activities, and club operations. This is an opportunity for members to voice suggestions, concerns, or ideas for improvement.

B. Questions and Suggestions

Members will be encouraged to ask questions regarding any ongoing initiatives or bring up any new topics for future consideration. [Staff Name] will facilitate the session and ensure all points are recorded for future follow-up.

VIII. Action Items and Assignments

A. Summary of Assigned Tasks

A brief review of tasks assigned during the meeting will be conducted, including deadlines and responsible parties. [Member C] will ensure clarity on each item and confirm that everyone understands their responsibilities.

B. Follow-ups for Specific Issues or Topics

Any unresolved issues or topics requiring further discussion will be summarized, with clear next steps and designated follow-up points. For example, [Member D] will be responsible for contacting [Organization] to finalize the event logistics.

IX. Announcements

A. Reminder: Upcoming [Event Name and Date]

A reminder will be given about the upcoming [Annual Golf Tournament] scheduled for [Date]. Members are encouraged to register and participate. Any last-minute details will also be shared, such as [venue changes or sponsorship updates].

B. Next Meeting: Scheduled for [Date, Time, and Location]

The next meeting will be scheduled for [Date, Time, and Location]. Members are encouraged to mark their calendars and prepare any items they wish to raise for discussion.

X. Adjournment

A. Motion to Adjourn

A motion to adjourn the meeting will be called by [Chairperson's Name]. The motion will be proposed by [Member E] and seconded by [Member F].

B. Official Closing of the Meeting

Once the motion has passed, [Chairperson's Name] will officially close the meeting, thanking all attendees for their participation and contributions. The meeting will be adjourned at [Time].

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