Allocation of Functions

Purpose

To provide a flexible framework for allocating operational responsibilities among Committee members while preserving collective governance authority.

This procedure recognises that workload, volunteer availability, and skills vary from year to year. It allows the Committee to combine, divide, or reassign responsibilities without altering the constitutional structure of the Club.

Authority

  • Rule 17 – Management vested in the Committee
  • Rule 18 – Officers of the Club

Principles

  1. Constitutional Offices (President, Treasurer, Secretary, Vice-President) are defined by the Rules.
  2. Operational responsibilities are not constitutional offices.
  3. Responsibilities may be grouped into portfolios or allocated individually as functions.
  4. A single Committee member may hold multiple functions or portfolios.
  5. A function may be shared between members.
  6. Allocation of a function does not remove collective Committee responsibility.
  7. Allocation does not confer independent authority beyond that granted by Committee resolution.

Procedure

1. Annual Allocation

  1. At the first Committee meeting following the AGM:
    • Officers are confirmed or appointed.
    • The Committee reviews operational requirements.
  2. Responsibilities may be grouped into broad portfolios (e.g., Finance, Membership, Licensing, Communications, Property).
  3. Within each portfolio, specific functions may be allocated to one or more Committee members.
  4. Allocation is agreed by majority decision and recorded in the minutes.

2. Reallocation During the Year

  1. Where operational needs or volunteer availability change:
    • The Committee may reallocate functions or portfolios at any meeting.
  2. Reallocation must be recorded in the minutes.
  3. Access permissions, mandates, or delegations shall be updated where necessary.

3. Combining or Sharing Responsibilities

  1. A Committee member may undertake responsibilities across more than one portfolio.
  2. A portfolio may be divided between members.
  3. Officers may undertake additional operational functions.
  4. Allocation reflects practical capability and availability rather than formal title.

4. Limits of Allocation

  1. Allocation of a function does not:
    • Create a new constitutional office;
    • Alter the structure of the Committee under the Rules;
    • Authorise independent financial commitments unless separately approved.
  2. All major decisions remain subject to collective Committee approval.

Resolution Record (For Minutes)

Resolved that, the operational responsibilities of the Club are allocated as follows:

  • [Portfolio or Function] – [Name]
  • [Portfolio or Function] – [Name]
  • [Portfolio or Function] – [Name]

This allocation may be varied by resolution of the Committee.

Responsibilities

  • Committee – determine and review allocation of responsibilities.
  • Secretary – record allocations in the minutes.
  • Officers – ensure statutory duties remain properly discharged.

Records to be Kept

  • Committee minutes recording allocation
  • Current functions list (internal record)
  • Updated delegations or mandates (if applicable)

Review

This procedure shall be reviewed annually following the AGM or sooner if operational practice requires.