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)
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.
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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.
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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.
1.3
Purpose of the Committee
The committee works together to ensure the youth club is well organised, financially responsible, and provides a safe and positive environment for young people with communication difficulties.
All committee members share responsibility for good governance/effective running of the club.
2. GENsNYC Key Committee Roles
2.1
In addition to being a committee member, there are four ‘official’ roles:
Chairperson, Deputy Chairperson, Committee Secretary, Treasurer.
We also have a number of ‘operational’ roles which will vary according to the committee’s needs. Currently these are Membership Secretary, with the Treasurer role currently divided between Accounts Management and Finance Management.
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
GENsNYC Committee - Role Responsibilities & Frequency Guide
Purpose of this section
To provide a practical, easy-to-use summary of what each committee role is responsible for and, importantly, how frequently the main activities are expected to occur.
2.3
All Committee Members – Shared Responsibility
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2.4
Chairperson
Purpose:
Provides leadership to the committee and ensures the club is well-governed, effective, and aligned with its mission.
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​​2.3
Deputy Chairperson
Purpose:
Supports the Chairperson and ensures continuity of leadership when required.
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​​2.4
Committee Secretary
Purpose:
Ensures the smooth administration of the club and accurate record-keeping.
2.5
Membership secretary
Purpose:
Ensures the smooth administration of the club membership and accurate record-keeping.
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2.6
Treasurer (Accounts Management)
Purpose:
Provides the accounts management of the club and ensures responsible stewardship of funds.
2.7
Treasurer (Finance Management)
Purpose:
Provides the financial management of the club and ensures responsible stewardship of funds.
2.8
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.
Activity | Frequency |
|---|---|
Contribute to planning, leading and running club activities, including games nights, crafts and events, including Set up & Pack Down. | Weekly |
Contribute to the success of the club by offering ideas, support and taking ownership of agreed tasks. | Ongoing |
Work with other committee members, volunteers and community partners to deliver engaging, safe and inclusive activities. | Ongoing / As required |
Contribute to the club's aims, objectives and priorities for growth and improvement. | Ongoing |
Actively promote the club and encourage new members. | Ongoing |
Upload out-of-pocket purchases and GENsNYC card purchases to ExpensePlus for approval. | As incurred |
Activity | Frequency |
|---|---|
Oversee the gensnyc@gmail.com account | Weekly |
Maintain and update the club Facebook page.
- Promote upcoming events and activities on Facebook
- Celebrate club member birthdays on Facebook | Weekly (x2 weekly) |
Maintain and update the club website.
- Ensure agreed policies are put into website format and published on club website | Weekly (x2 weekly) |
Ensure all electrical equipment charged ready for session setup | Weekly |
Ensure member collection register ready for rota parent to operate | Weekly |
Administer membermojo | Weekly |
Maintain/monitor/approve ExpensePlus transactions in conjunction with Treasurer (Account Management) | Weekly |
Work with committee members, volunteers and partners to deliver activities. | Weekly / as required |
Collate and organise club photos for publishing on website | Monthly |
Monitor budgets and fundraising efforts, ensuring resources are used effectively to the benefit of the club | Quarterly |
Work with Chair on AGM/EGM preparation and presentation. | Annually / As Required |
Monitor website and domain costs, research alternatives and present to committee | Every 2 years |
Help coordinate the work of the committee. | Ongoing |
Contribute to aims, objectives and priorities for growth and improvement. | Ongoing |
Deputy Safeguarding Officer and support safeguarding arrangements. | Ongoing / as required |
Maintain and monitor the accident/incident reports. | Ongoing / periodic review |
Help maintain effective governance and decision-making. | Ongoing |
Support development and review of policies and procedures. | As required / periodic review |
Assist the Chair and deputise at meetings, events and with partner organisations. | As required |
Assist the Chair with resolving committee issues or challenges. | As required |
Actively promote the club and encourage new members | As required |
Activity | Frequency |
|---|---|
Oversee the gensnyc@gmail.com account. | Weekly |
Send weekly communications email to members about upcoming activities. | Weekly |
Set meeting agendas with the Secretary and ensure productive discussion. | Quarterly - committee meeting |
Lead and chair committee and general meetings; ensure collaborative, fair decision-making. | Quarterly - comm meeting plus AGM / EGM |
Monitor budgets and fundraising efforts. | Quarterly - committee meetings |
Oversee the create of parent duty rota for each term and distribute by email. | 3 x per club year (each term) |
Work with Deputy Chair on AGM/EGM preparation and presentation. | Annually / As Required |
Provide strategic direction and oversee plans and priorities. | Ongoing / reviewed at meetings |
Support and guide committee members in their roles. | Ongoing |
Ensure compliance with constitution, values, policies and legal obligations; maintain accurate records. | Ongoing / review as required |
Safeguarding Officer; lead investigations where required, subject to the Chair-related exception in the role description. | Ongoing / as required |
Ensure safeguarding and child welfare policy is understood, implemented and reviewed. | Ongoing / periodic review |
Maintain and monitor the accident/incident reports. | Ongoing / periodic review |
Actively promote the club and encourage new members. | Ongoing |
Act as primary club representative and spokesperson. | As required |
Representative of the club with Y Services (management of the Genesis Centre) | As required |
Meet and greet new club members, parents and carers in conjunction with Membership Secretary | As required at club sessions |
Represent the club at community events, local forums and with partner organisations. | As required |
Lead with resolving committee issues or challenges (supported by Deputy Chairperson) | As required |
Activity | Frequency |
|---|---|
Monitor and administer the gensnyc@gmail.com account | 2-3 times per week |
Organise committee meetings and prepare/circulate agendas with the Chair, including AGM/EGM. | Quarterly / as required |
Take accurate and clear minutes and share them with the committee. | Quarterly / as required |
Maintain records of decisions made and follow up on actions arising (to be maintained on Club OneDrive). | After each meeting / ongoing |
Maintain official records, including minutes, policies, and governing documents on Club OneDrive). | Ongoing / when documents change |
Create the parent duty rota for each term and pass to Chair for distribution | Each term |
Manage correspondence and official communications; Send to Chair for Distribution | Ongoing / As required |
Maintain a register of Club key contacts (organisations that provide themed club nights for us, and those that we regularly contact e.g. Lions Club Swanwick) Club OneDrive or Gmail | Ongoing / As required |
Ensure required notice of Club official business, e.g. AGM notice, is submitted as needed, in accordance with the Constitution. | As required |
Record donations in committee minutes and send follow-up thank-you letters, advising donors of purchases made, where necessary. | As donations arise |
Activity | Frequency |
|---|---|
Monitor the gensnyc@gmail.com account for membership matters. | 2-3 times per week |
Maintain the membermojo membership register / attendance log. | Weekly review / Ongoing |
Record and monitor member absences; on the one-drive database. Action with Chair where necessary. | Weekly |
Ensure member photo birthday cards are issued at the appropriate club session. | Weekly / as birthdays arise |
Follow up taster sessions with new application email, where appropriate. | After each taster |
Initiate correspondence with potential new members and arrange/date taster sessions. | As applications arise |
Manage renewal of membership applications. | Annual renewal period / as required |
Manage membership applications and waiting lists. | Ongoing / as applications arise |
Monitor register of committee members in membermojo | Ongoing / when changes occur |
Ensure membership records are handled confidentially and in line with data protection. | Ongoing |
Committee Training Co-ordinator | Ongoing / As required |
Manage DBS applications, checks and renewals. | As required / 3-year renewal cycle |
Order membership cards (if approved). | As required |
Ensure parents update member details when requested. | As required |
Monitor replies to membership queries. | As required |
Communicate with members and families about membership matters. | As required |
Activity | Frequency |
|---|---|
Maintain the petty cash element of club funds. | Weekly / ongoing |
Bank cash and cheques, including club subscriptions and tuck money, maintaining appropriate floats. | Weekly |
Where job-share applies, hand over subscriptions and tuck cash boxes to Finance Manager. | Weekly |
Monitor ExpensePlus receipts and supporting documentation; input monies banked. | Weekly |
Maintain/monitor/approve ExpensePlus transactions | Weekly |
Maintain tuck shop stock levels. | Weekly |
Pay agreed expenses or petty cash payments to committee members | As required |
Payment of Hall Rental to Y Services (based on weeks used) | Monthly |
Provide financial information when required. | Quarterly committee meetings / As required |
Activity | Frequency |
|---|---|
Monitor ExpensePlus receipts and supporting documentation; input monies banked. (Job-share) | Weekly |
Maintain/monitor/approve ExpensePlus transactions. | Weekly |
Oversee club finances and financial processes. | Monthly / Ongoing |
Work with Accounts Management Treasurer to monitor income and expenditure | Monthly / committee meetings |
Prepare and monitor financial reports for committee meetings and AGM. | Quarterly / Annually |
Deliver Treasurer's report at AGM. | Annually |
Monitor insurance premium levels, research alternatives and present to committee | Annually |
Ensure funds are used appropriately and in line with club purpose. | Ongoing |
Ensure compliance with financial policies and relevant legal requirements. | Ongoing / annual review |
Section 3: Disclosure and Barring Service (DBS)
3.1
Committee Members generally attend club on a weekly or bi-weekly basis (depending upon numbers). In accordance with our Code of Practice all Committee members will have a DBS check carried out on joining the Committee.
It is also a requirement that they will also register for the update service to ensure their DBS certificates are continually up to date.
Consequently, in relation to the children club members as we:
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Attend weekly or bi-weekly
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Help run the club
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Are in positions of responsibility
This is regulated activity with children because of frequency (once a week or more).
✅ Enhanced DBS with children’s barred list check will be required
In relation to the adult (over 18) members:
Unless committee members provide personal care or regulated adult support (which is not the case), we are not in regulated activity with adults.
The club cannot legally request an adult barred list check unless those care activities are happening.
✅ Enhanced DBS without Adult Barred List will be required
Section 4: Internal Dynamics: Collaborative and Respectful Relationships
4.1
As a committee, we aim to work together in a collaborative and respectful manner. Our success depends on:
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Active Listening: Everyone’s voice is valuable. Always take the time to listen to others, even if you don’t agree. Respectful discussion encourages understanding and creativity.
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Inclusive Decision-Making: When making decisions about the youth club, we involve all relevant members of the committee. Your perspective is valuable, but we must consider the perspectives of everyone involved.
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Shared Responsibility: Every committee member should contribute to the planning, running, and evaluation of the club’s activities. Be proactive in offering help and sharing the workload.
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Constructive Feedback: If disagreements arise, handle them in a mature way. Focus on the issue, not the person. Provide feedback that is specific, can be acted upon, and is respectful.
Section 5: Creating a Positive Environment
5.1
A positive environment is essential for the young people and for the committee itself. As committee members, we should:
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Be Role Models: We must set the standard by demonstrating kindness, empathy, and respect in all our interactions, both with the young people and fellow committee members.
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Encourage Participation: Ensure that all members of the group, including those with communication difficulties, feel valued and included. Create opportunities for everyone to express themselves in their preferred way.
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Understand the expectations of Parents on rota and Carers in attendance: If it is seen that parents/carers are not following their rota duty responsibilities it is down to us to respectfully remind them what is expected. In the event this needs to be done during a session we would ask that you notify the Chairperson after doing so. This is to ensure that appropriate support can be provided if the message needs to be repeated. It is recommended that you read the Parent/Carer roles and responsibilities found on our website at https://www.gensnyc.co.uk/for-parents
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Celebrate Successes: Recognise and celebrate both small and large achievements. Positive reinforcement helps build confidence and encourages continued participation.
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Maintain a Calm and Supportive Atmosphere: Young people with communication difficulties may feel frustrated at times. Our role is to be understanding and patient. We should always attempt to de-escalate tense situations by staying calm and offering assistance.
Section 6: Being Approachable
6.1
It's essential that young people, their families, and fellow committee members feel they can approach you with questions, concerns, or feedback. To remain approachable:
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Maintain Open Body Language: Avoid crossing your arms which may come across as being defensive. Make eye contact and smile to show openness.
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Be Patient and Available: Make time for one-on-one interactions with young people or their families. Ensure any one-to-one discussions are conducted in an open area in view of other leaders/volunteers, or with a parent/carer in attendance. Demonstrating a willingness to listen creates trust.
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Be Non-judgmental: Offer support without making assumptions about others’ challenges or experiences.
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Encourage Feedback: Actively seek feedback from young people and fellow committee members on what’s working well and what could be improved. Seek to understand the meaning of the feedback if it is not made clear.
Section7: Professional Language and Behaviour
7.1
Language is key, and we must be mindful of how we communicate:
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Use Appropriate Language: Avoid offensive language, or any phrases that could be interpreted as hurtful. Always use clear, simple, and positive language, especially with young people who may have difficulty understanding complex speech.
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Respectful Tone: The tone you use matters. Ensure it’s friendly, calm, and encouraging.
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Avoid Jokes or Comments that May Offend: Even if something is said in jest, be aware that others may interpret it differently. Always think before you speak.
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Maintain Professional Boundaries: Never use inappropriate language or behaviour. Take notice that whilst physical contact is a valid way of comforting, reassuring and showing concern for members, it should only take place when it is acceptable to all persons concerned and must be in full view of other full members/committee members/volunteers at the club.
A simple guideline is to encourage members to use high fives or shake hands, and a committee member
should never be the one to initiate hugging or embracing.
It’s essential that you always maintain a professional and supportive role.
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Code of Practice: we operate a Code of Practice for members, Committee members and parents/carers. This can be found on our website @ https://www.gensnyc.co.uk/code-of-practice. It is a requirement that new Committee members familiarise themselves with these mandatory behaviours.
Section 8: Avoiding Misinterpretation of Actions
8.1
As a committee member, you must always be mindful of how your actions and behaviour may be interpreted by others. To avoid any misunderstandings:
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Respect Personal Space: Always ask before touching or assisting anyone and be aware of personal boundaries. Be aware that some young people may not feel comfortable with physical contact.
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Avoiding Over-familiarity: While it’s important to build relationships, always ensure that you maintain a professional distance. Avoid overly complex language, and ensure your actions always remain appropriate.
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Transparency: If you have concerns about any of your actions being misinterpreted, discuss them with the club Chairperson or Deputy Chairperson. It’s important to maintain accountability.
Section 9: Challenging Behaviours of Committee Members
9.1
Occasionally, there may be disagreements or instances where committee members’ behaviour does not align with the club’s values. If this occurs:
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Address Issues Quickly: If you notice problematic behaviour, address it respectfully and promptly. Either speak to the person involved privately to discuss the issue and suggest constructive ways forward or raise it at the end of the session in which it occurred to the committee group present.
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Focus on the issue or behaviour not the person: Frame your concerns to express how you feel about a situation, or how it made the young person/parent feel. Use "I" statements, e.g. “I felt uncomfortable when you shouted this evening” instead of “You were rude to everyone”.
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Conflict Resolution Process: If the issue cannot be resolved informally, the matter should be escalated to the club's Chairperson or Deputy for mediation.
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Respectful Accountability: Every member is responsible for their actions. If someone continues to act inappropriately, a formal process for resolution, i.e. a committee meeting followed by a vote will be required.
Section 10: Process for Resigning from Your Position
10.1
Sometimes personal or professional circumstances may require a committee member to resign from their position. If you wish to resign:
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Inform Early: Provide as much notice as possible to allow the committee to make alternative arrangements. A minimum of three weeks' notice is currently required, but more time is preferred.
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Write a Resignation Letter: Even if it’s informal, it’s courteous to submit a letter or email that expresses your intention to step down and briefly explains why (if you feel comfortable doing so).
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Assist with Transition: If possible, offer to assist in training your replacement or help with the transition process. This ensures the club continues to run smoothly.
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Maintain Professionalism: Resigning from a committee is a serious decision, and it should be handled with respect and professionalism.