Section Organisation

Members’ Sections exist to support activities led by Club members.

Each recognised activity may maintain its own information page on the Members Hub and communicate with its participants.

These guidelines ensure clarity, responsibility, and consistency across all Sections.

1. Section Leadership

Each Section is led by a Section Organiser.

The Section Organiser is responsible for:

• Coordinating the activity
• Communicating with participating members
• Maintaining the Section information page
• Ensuring information remains accurate and current

The Club provides the infrastructure, but Sections organise their own activities.

2. Section Page Stewardship

Each Section page is maintained by a Page Steward (normally the Section Organiser).

The Page Steward is responsible for:

• Updating meeting times and activity information
• Maintaining joining information
• Removing outdated or misleading content
• Ensuring the tone remains welcoming and inclusive

The purpose of the page is to help members understand and join the activity.

3. Standard Page Structure

All Section pages follow a consistent structure to make information easy for members to find.

Typical sections include:

• Who We Are
• What We Do
• When We Meet
• How to Join
• Contact Information

This ensures clarity and fairness across activities.

4. Appropriate Content

Section pages may include:

• Meeting schedules
• Activity descriptions
• Event summaries
• Photographs of activities (with consent where required)
• Documents relevant to the activity

Section pages must not include:

• Personal disputes or grievances
• Committee policy debates
• Political campaigning
• Commercial advertising unrelated to the activity
• Personal data beyond agreed contact details

5. Email Communication with Members

Sections may communicate with participating members using the Club’s membership system.

Email communication operates through MemberMojo, which manages member data and mailing permissions.

Section Organisers are provided with a Section email address for communication purposes. They do not receive or hold member email lists.

Messages sent through this system should:

• Relate directly to the Section’s activities
• Normally include meeting notices, event information, or activity updates
• Be sent only to members who have opted to receive communications from that Section

Member contact information remains managed within the Club’s membership system and must not be copied or maintained separately.

If a communication needs to reach all Club members, this should normally be arranged through the Club’s central communications process.

6. Data Protection and Safeguarding

Section organisers must:

• Avoid publishing personal contact details without consent
• Avoid sharing member email lists outside the Section
• Avoid publishing images of minors without parental consent
• Comply with safeguarding and Club policies where relevant

Where in doubt, consult a committee officer before publishing information.

7. Editing Access

Editing rights are granted to named Page Stewards.

Access is:

• Limited to the Section’s own pages
• Revocable if misused
• Transferable when Section leadership changes

When a new organiser takes over, editing access should be formally transferred.

8. Dormant Sections

If a Section becomes inactive:

• Its page may remain available as an archive
• Editing access may be withdrawn
• The Section may be marked as currently inactive

This preserves institutional memory without cluttering navigation.

9. Amendments

These guidelines may be updated where necessary to ensure compliance with Club rules or legal obligations.

Statement of Purpose

The Members Hub exists to enable participation, communication, and shared ownership of Club activities.

Sections are an important part of Club life, and these guidelines aim to make it easy for volunteers to organise activities and keep members informed.