Committee meetings are held as per your club’s constitution. Please note, this is just a guide. Your own constitution will define how often meetings should be held and who attends. Types of things that may be discussed at committee meetings includes:

  • Coordinate the planning of activities in a manner which ensures the aims and objectives of the club are fulfilled
  • Carry out recommendations of members expressed at the Annual General Meeting (AGM)
  • Provide members with updated detailed information regarding the running of the club
  • Monitor the performance of the club officials, to see if they are carrying out their duties, monitor the performance of any club employees or sub‐committees.
  • Ensure that all committee members are well‐informed of all past activities and the reasons for previous decisions.
  • Negotiate training opportunities for Administrators and Coaches, provide detailed written and oral records and job descriptions to a newly elected committee.
  • Planning and budgeting for the future.
  • Ensure that all members of the committee are role models in the area of leadership.

Annual General Meetings (AGMs)

An Annual General meeting is a meeting of the general members of the organisation. The meetings are held usually once per year to conduct the elections of the committee members for the upcoming swimming season as per the club’s constitution.

Templates and Committee Resources

Don’t reinvent the wheel! Check if what you need already exists in one of the below links:

Swimming Australia’s website has lots of handy resources for committee members HERE.

2024 AGM Guide for Clubs

Effective Club Meetings – A guide for the Chairperson

Meeting Agenda for clubs

Club Folder for documents

AGM Notice of Meeting Memorandum

AGM Nomination for Board positions (without nominations from the floor)

AGM Nomination for Board positions (with nominations from the floor)

AGM Forms for Notices of Motion

AGM Agenda Paper for Committee

AGM Agenda Paper for Board

Example Club Accounts Sheet – Monthly

Example Club Accounts Sheet – Year End

Guide to Microsoft

Guide to becoming a Technical Official (TO)