Welcome to
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Genesis Special Needs Youth Club
Working Together:
Guide for Committee Members
Principles for Behaviour and Good Practice
Summary
(Click on subject to go to the relevant section)
Section 2: GENsNYC Key Committee Roles
Section 3: Disclosure and Barring Service (DBS)
Summary
The strength and success of our youth club depends on the commitment, integrity, and teamwork of its committee members. The committee provides leadership, direction, and oversight to ensure that the club operates effectively, responsibly, and in the best interests of the young people that attend the club.
Being a committee member of a youth club supporting young people with communication needs is both a rewarding and challenging responsibility. Your role is crucial in creating a positive, inclusive, and respectful environment where every young person feels valued.
We recognise that this is all a big responsibility for a volunteer role. We are all in this together and bring our different experiences and expertise to the role. The work that we do is vital to ensure the smooth running of the club, and to provide that ‘Friday Night Fun Time!’ We trust you will enjoy your time as a committee member.
1. Introduction to the Youth Club
1.1
Welcome to the team! As a committee member of the youth club, you are playing a vital role in encouraging an inclusive, safe, and supportive environment. This guide outlines the key responsibilities and guidelines for ensuring the club runs smoothly and respectfully, both for the young people we support and for our committee members.
Committee members are entrusted with acting in good faith, exercising sound judgement, and upholding the club’s constitution and policies.
By working cooperatively and transparently, the committee ensures that the club remains well-organised, financially secure, and focused on providing a safe, inclusive, and enriching environment for young people.
By following the requirements in this guide, in addition to the above you will also support your fellow committee members in fulfilling their duties with clarity and confidence.
Thank you for your commitment to this important work. Making a positive difference starts with each one of us.
1.2
You will note that the committee members wear printed t-shirts/hoodies with our names on. If you wish to join in with this, we can arrange for these to be printed. It has been agreed however that committee members will bear the cost of these themselves.
2. GENsNYC Key Committee Roles
2.1
In addition to being a committee member, there are four ‘official’ roles: Chairperson, Deputy Chairperson, Secretary, and Treasurer.
All carry distinct responsibilities, yet all work collaboratively to support the club’s purpose and values. Together, they ensure good governance, sound financial management, clear communication, and strategic planning. Their role is not only administrative, but also custodial: safeguarding the club’s reputation, sustainability, and positive impact within the community.
2.2
Chairperson
Purpose:
Provides leadership to the committee and ensures the club is well-governed, effective, and aligned with its mission.
Key Responsibilities:
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Lead and chair committee meetings and general meetings.
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Set meeting agendas (with the Secretary) and ensure productive discussion and decision-making.
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Provide strategic direction and oversee implementation of the club’s plans.
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Act as the primary representative and spokesperson of the club.
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Support and supervise committee members in their roles.
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Ensure the club complies with its constitution, policies, and legal obligations, including maintaining accurate records.
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Safeguarding Officer and lead on investigations should allegations occur, unless the allegation relates to the Chair then the Deputy Safeguarding Officer will lead on the investigation
2.3
Deputy Chairperson
Purpose:
Supports the Chairperson and ensures continuity of leadership when required.
Key Responsibilities:
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Assist the Chairperson in carrying out their duties.
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Chair meetings in the absence of the Chairperson.
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Take on specific projects or leadership responsibilities as delegated
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Representative of the club with Y Services (management of the Genesis Centre)
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Support coordination across committee roles.
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Help maintain effective governance and decision-making.
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Deputy Safeguarding Officer
2.4
Secretary
Purpose:
Ensures the smooth administration of the club and accurate record-keeping.
Key Responsibilities:
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Prepare and circulate meeting agendas (with the Chairperson).
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Record accurate minutes of meetings and distribute them promptly.
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Maintain official records, including minutes, policies, and governing documents.
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Create the parent duty rota for each term and distribute by email.
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Manage correspondence and official communications.
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Keep an up-to-date register of committee members and key contacts.
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Ensure required notice of Club official business is submitted as needed, in accordance with the Constitution.
2.5
Treasurer
Purpose:
Oversees the financial management of the club and ensures responsible stewardship of funds.
Key Responsibilities:
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Maintain accurate financial records and accounts.
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Monitor income and expenditure.
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Prepare and monitor financial reports for committee meetings and the Annual General Meeting.
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Manage banking, payments, and receipts.
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Ensure compliance with financial policies and relevant legal requirements.
2.6
All committee members, regardless of whether they hold an ‘official’ role are to:
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Ensure funds are appropriately spent and receipts provided to the treasurer within 14 working days of purchase
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Actively engage with fund raising opportunities and donations from external sources
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Consider ideas for games night, activities and crafting, events evenings and take the lead on ideas suggested
If you have a specific interest in any of these roles, and/or can bring an expertise to them, then please raise your interest at a committee meeting for further discussion.
Section 4: Subscriptions/donations
4.1
The Committee will determine the level of weekly subscriptions taking into account the financial position of the club.
4.2
The Committee will give a minimum 4 weeks notice of any change to the current level.
4.3
The Club will accept subscriptions and voluntary donations from Full Members and/or Members and their families at each club meeting attended or at any time during the year.
Section 5: Committee
5.1
The business and affairs of the Club shall be managed by an elected Committee comprising Full Members and the Committee shall be the controlling body of the Club.
5.2
The Officers of the Committee shall be elected by Full Members at the Annual General Meeting or an Extraordinary General Meeting (for EGM see Section 6.5) as appropriate.
5.3
The Committee shall be comprised of the Chairperson, Deputy Chairperson, Secretary and Treasurer (collectively the 'Officers') and such further numbers or persons (the 'Committee Members') as may be necessary necessary. Once elected at the AGM the officers shall invite, and appoint the Committee Members at their first committee meeting after the AGM. Should an officer resign during the course of his/her tenure the committee may appoint another committee member to occupy the role left vacant and if unsuccessful may co-opt a full member to the role.
5.4
Full members shall be proposed for election to the committee at the AGM.
5.5
All Committee members will subscribe to the DBS update service to ensure their checks are up to date.
5.6
The Committee shall appoint sub-committees as required.
5.7
The Committee shall meet at least 4 times a year and more frequently if required. A quorum shall be constituted by 50% of the committee members with a minimum of 3, of which at least 2 shall be Officers of the club. In the event of a situation arising where there are not sufficient committee members present to form a quorum, any proposals will be held over until such time as there are sufficient members present, or in an emergency situation a telephone vote may be requested from any non attendant committee member.
5.8
The Committee shall administer the business and affairs of the Club and property under its control in accordance with the Aims & Objectives of the Club.
5.9
No member of the Committee shall be appointed to any salaried office of the Committee or any office of the Committee paid by fees, and that no remuneration in money or monies worth shall be given by the committee to any committee member except repayments for out of pocket expenses (which will be verified by way of a valid receipt).
5.10
The Committee shall observe the rules and policies outlined in the Constitution and through Sub Committees develop additional specific policies as required.
5.11
The Chairperson/Deputy Chairperson shall preside over all meetings of the Committee and in his/her absence the Committee may elect a member present to preside at the meeting.
5.12
A committee member who is absent without apology for more than 3 consecutive meetings will be deemed to have resigned.
5.13
Any person who is not a full member may be co-opted to serve on any sub committee which requires their expertise.
5.14
Any committee member wishing to withdraw from the committee must give formal written notice to the secretary of the Committee at least 3 weeks in advance of such withdrawal.
Section 6: Annual General Meeting
6.1
The Annual General Meeting of the Club shall be held before the 30th November at such time and place as the Committee shall determine and recommend.
6.2
The Secretary shall give at least two weeks notice in writing of the meeting, to all Full Members of the Club.
6.3
The following business shall be transacted at the A.G.M.:
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Approval of Minutes of the previous A.G.M.
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Chairperson’s Report
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Treasurer’s Report and Approval of Accounts
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Election of Officers and members of the Committee
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General Business
Voting on proposals at the AGM will involve a proposer and seconder and require at least 50% agreement, by show of hands, from those Parent/Carer Members present. Parent/Carer Member(s) shall have only 1 vote per their Participating Member. The Chairperson shall hold a casting vote should that be required.
6.4
Changes to the constitution may be made at an AGM or an EGM subject to the following:
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The secretary shall provide to each Full Member notice of the time and place of such meeting and the proposed changes to the Constitution, at least 7 days prior to the meeting. Resolutions at such meetings may only be passed by a 75% majority of those Full Members present.
6.5
Any other General Meeting of Parent/Carer Members of the Club shall be known as an Extraordinary General Meeting (‘EGM’). Notice, Quorum and Voting arrangements (other than where Section 6.4 above applies) shall be the same as apply to AGMs. The Committee may convene an EGM at any time.
Section 7: Finance and Accounts
7.1
The Club shall raise funds by whatever legal means decided by the elected committee and such funds shall be used to further the aims and objectives of the Club and all items for payment shall be presented to the Committee for approval. The Club funds shall be invested in accordance with the directions of the Committee for which an entry in the minutes of the Club shall be conclusive evidence.
7.2
The committee will conduct its affairs in good faith and in accordance with accepted practices of accountability and transparency. The committee shall fund, organise and implement plans to achieve all the aspirations outlined in aims and objectives above. The Committee shall maintain proper books of accounts and shall report on the financial position of the Club at the A.G.M.
7.3
Signatures of two officers of the Committee shall be required at all times on cheques and withdrawal slips from current or savings type accounts.
7.4
The Club’s banking current account may not be overdrawn at any time.
7.5
The accounts will be open for inspection at each AGM, or on request, giving two weeks notice in writing to the Treasurer
7.6
The handover from outgoing to incoming treasurer will be entire and complete. The final duty of the outgoing treasurer will be to hand over completed current and historical sets of accounts and associated documents be they digital computer or paper based.
7.7
If no Chairperson, Treasurer or Secretary can be elected at the AGM and the Club ceases to exist, all monies and assets will be divided equally between St. Francis special school and Baycroft special school to do with as they see fit.
Section 8: Affiliations
8.1
The Club will have no political, religious or public affiliations
Section 9: Health and Safety
9.1
The standards and guidelines of Health & Safety Legislation will until such time as the Club adopts its own policies.
9.2
The Club’s Code of Practice will generate all the documentation necessary for the efficient running of the Club and will
include policies for (among others):
o Code of Behaviour
o Safeguarding Protection
o Safety Practices
Section 10: Data Protection; Right to Privacy and Confidentiality
10.1
The Club recognises and respects the Members & Full Members right to privacy. Any voluntary offered personal information on record relating to a Member or Full Member will be treated with confidentiality and in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679.
10.2
All information gathered by the Committee in relation to the members will be held safely and securely by the Committee. Any information imparted to other Full Members, in order to assist the Member, will only be done in agreement with the Member and associated Full Member.
10.3
Personal information volunteered will only be used to administer your account to inform you of:
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Events that are happening at the Club
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Minutes from any AGM or EGM
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Newsletters
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Rota duties and the Rota Swap list.
Your details will be collected on the membership form, and periodically checked to ensure the correct contact details are maintained. Please assist us by informing us if your contact details change.
The Club will also use the information recorded on the membership form to support your young person on the day and to contact you in the event of an emergency.
The use of this information may also relate to:
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Members medical needs
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Diet advice (regards members appropriate use of the tuck shop)
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Taking of and using photos (see sections below)
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Use of money
Unless informed otherwise, the Committee can only act accordingly based on circumstances on the evening.
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Under no circumstances will the Club be sharing your data with 3rd parties. Your data will be retained until notice is received that your young person no longer wishes to attend. After which this will be archived for one term before being destroyed.
10.4
Permission to take photographs and their use will be detailed in the Club annual registration form. Parent’s/Carer’s decision in this regard will be observed. However, the Member or parent/carer Full Member can request, at any time, that a photograph is not to be used for publicity or distributed in any other way.
10.5
No photographs of Members will be used or uploaded by the Committee onto the Club's website or Facebook page without written permission.
10.6
No Member or associated Parent/Carer (Full Member) will upload or place photographs other than oneself, unless given express permission by individual Club Members, on any 'social network' site such as Facebook, Instagram, Snapchat etc.
10.7
No Member or Parent/Carer (Full Member) will make comments about the Club or Club Members on any 'social network' site such as Facebook, Instagram, Snapchat, Myspace, Bebo, etc.
Section 11: Insurance
11.1
The Club is protected under Small Charity Connect Cover, Insurance by Ansvar. A copy of the policy will be held by the Committee, who will also ensure that all activities planned for the Club are compliant with the requirements laid out for continuation of the insurance cover​
Section 12: Indemnity
12.1
The Officers of the committee shall be indemnified against any claims of whatever kind which may arise while they are executing their duties on behalf of the Committee and the Club.
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Section 13: Changes to the Constitution & Dissolution of the Club
13.1
Changes to the Constitution may be made at an AGM or an EGM
13.2
Should it be decided to disband the Club an Extraordinary General Meeting shall be held to resolve how to dispose of surplus funds and the Club shall only be dissolved by resolution passed by a 75% majority of those full Members present and voting at a properly convened meeting.