ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021

 
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
ST COLMCILLES GAA

CLUB OPERATING MANUAL
         2021
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
Contents

SECTION 1: Introduction and Chairman’s message

SECTION 2: Overview and Principles

SECTION 3: Background information

SECTION 4: Club Structure

SECTION 5: Communication and Public Relations

SECTION 6: Pitch Usage and Facilities

SECTION 7: Finance and Membership

SECTION 8: Welfare

SECTION 9: Insurance and Medical

SECTION 10: Club Gear and Equipment

Appendix 1: Overview of Club Committees

Appendix 2: Public Relations Policy
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
INTRODUCTION AND CHAIRMAN’S MESSAGE

The St Colmcilles Club has experienced phenomenal growth over the last 15 years and this trend is
expected to continue. With 2,500 members it is important that all our members are aware of our
procedures and structures.

The purpose of this document is to provide a “common sense” overview of the club and its procedures
which in turn support the effective running of our Club, and our overall Games Development objectives.
Clearly, we cannot legislate for every situation that could arise, but it is expected that the spirit of this
document should provide guidance.

While this document has been carefully compiled, it is accepted that it may not legislate for every
situation, and it is expected that the spirit of the document should be adopted by Club members as
we work to achieve best practice. This will necessitate strong communication and cooperation from
all involved in the running of our games. This document is a “live” one and it will be amended over time
as matters need clarification, things need tweaking and new policies adopted

Our Games Development approach and policies will be dealt with in separate documents

All our members are encouraged to familiarise themselves with these procedures and to assist our
volunteers in the running of our teams and the effective operation of the club

I thank all who have worked so hard to prepare this document and a special word to our Club
Photographer, Brian Mulligan whose work adorns these pages

Keith Loughman Chairperson – April 2021
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
SECTION 2

OVERVIEW AND PRINCIPLES
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
SECTION 2

                                       OVERVIEW AND PRINCIPLES

St Colmcilles GAA (‘The Club’) is the largest sporting and community group in our community operating
at the heart of our East Meath since 1971. With over 2,500 members, the successful running of our Club
is dependent on the contribution of everyone.

At all times the club is governed by several overarching policies and documents including the following

•   Club constitution
•   GAA and LGFA Rules and Guidance
•   Code of Practice for Youth Sport

Our overall aim is “to serve our Community, making a difference in East Meath every single day”. To do
this means that we must

    •   Put our community to the forefront of everything we do
    •   Afford every member the opportunity to be the best version of themselves that they can be

We can achieve this by ensuring excellence in absolutely everything we do. In terms of games, this
means to achieve excellence in coaching standards and in providing games for everyone in a safe and
enjoyable environment. In terms of club operation, it means ensuring the highest possible standards of
governance and structure that we can. In terms of facilities it means ensuring our grounds are the best
that they can be etc.

Our success as a Club will be largely defined by the numbers of persons playing our games and the
impact on our community - not the number of trophies we secure in any given season. Participation in
our games not only supports the physical and social development of our young players, but ultimately
impacts sustainable achievement in adult competition and the promotion and wellbeing of our
community in general.

To reinforce our strength and to ensure our continued progress as a Club, it is essential that all
members, mentors and officers of the Club operate as ‘One Club’.
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
SECTION 3
BACKGROUND INFORMATION
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
Section 3
                                          Background information

•   With 2,500 members St Colmcilles is the largest GAA club in Meath. Our facilities have an average weekly
    footfall of some 3,500 people and our facilities are used free of charge by our community and our 6 local
    primary schools and 3 second level schools with whom we have signed Memorandum of Understandings
    to ensure they have lifelong access to our grounds.

•   St Colmcilles are truly “at the heart of East Meath”. Some of the recognition afforded the club include the
    following

    -   Meath County Council “Social Inclusion” award 2020
    -   Seamus MacDonnacha Silver Medal for promotion of Gaelige 2019
    -   Meath GAA “Club of the Year – Gaelige agus Cultur” 2018
    -   First winners of the Leinster GAA Club Maith award in 2017 for excellence in club governance and
        structures
    -   GAA Healthy Club Mentor 2017
    -   Meath and Leinster GAA Public Relations Club of the Year 2016
    -   “Ladies GAA Club of the Year” for 2014
    -   “Community Organisation of the Year” in the Meath People of the Year awards for 2013
    -   Meath and Leinster Intermediate Football Champions 2016 and All Ireland Championship finalists 2017
    -   The Club was featured on the Afternoon Show and the documentary Mná na GAA in 2018
    -   Hired the first Games Promotion Officer in Meath for promotion of Gaelic Games in the East Meath
        Area
    -   The Club is very influential in Meath GAA administrative affairs – Pat O’Neill is honorary President of
        Meath GAA, Denise Morgan is a former Irish Officer, James Kelly in a member of the Health and Well
        Being Committee and Brian Mulligan (our club photographer) is a member of the Public Relations
        Committee. On the playing pitch we currently have two representatives on the Meath Senior Football
        panel - Ben Brennan and James Conlon

•   St Colmcilles serves the Beamore, Baybeg Dublin Road area of Drogheda, Mornington, Donacarney,
    Bettystown and Laytown.. We are the only club that truly serves the entire area and unlike other sporting
    codes and activities in the area which have multiple units and clubs, when supporting St Colmcilles that
    you are supporting the whole community

•   We provide Gaelic Games coaching and games to 4,000 local school children free of charge on a weekly
    basis from September to May each year.

•   We were the first GAA club nationwide to launch a Community Outreach Programme promoting positive
    mental health. This ground-breaking and innovative programme recognised by the Genio Trust and GAA
    for funding and a model of best practice. We have been chosen as one of 16 pilot and mentoring clubs
    for the GAA’s Healthy Club Programme. Now, approximately 300 people benefit weekly from our
    community programmes undertaking activities from Mindfulness classes, to dancing, card games and
    Irish classes
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
•   We helped form and we host the Meath Coast Men’s Shed who work weekly from our club grounds and
    support local businesses and schools in the manufacture of garden and wooden items

                                     SECTION 4

                            CLUB STRUCTURE
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
SECTION 4

                                          CLUB STRUCTURE

The club operates under a “One Club” model

The Club Constitution sets out the modus operandi. A copy of the Club Constitution can be obtained
from the Club Secretary.

Central to the running of the club is its “Sub-Committee” structure. Sub Committees Chairpersons are
appointed annually by the Executive Committee. Should any member wish to assist in any
subcommittee then they should make themselves known to the relevant subcommittee Chairperson or
any executive committee member.

Sub committees include

   •   Ladies Football
   •   Underage Football
   •   Hurling/” the Saints”
   •   Finance and Fundraising
   •   Pitch allocation
   •   Communications and Public Relations
   •   Welfare
   •   Grounds
   •   Strategic Infrastructure
   •   Football Development (Men’s)
   •   Club Gear and Equipment

An overview of some of the subcommittees and their functions is set out in Appendix 1 of this document
ST COLMCILLES GAA - CLUB OPERATING MANUAL 2021
SECTION 5

 COMMUNICATIONS
AND PUBLIC RELATIONS
Section 5

                               COMMUNCIATION AND PUBLIC RELATIONS

Communication is an important part of the promotion of our games and our engagement with our
members and the broader community. The Club uses several official channels to promote its activity
including the Clubs website (www.cilles.com), social media (Facebook, twitter), Instagram, email, notice
boards and local newspapers. Where appropriate, the Club will also use signage at appropriate points in
the community to advertise upcoming events and games

The Public Relations Policy is set out in Appendix 2 The following principles should always be borne in
mind

   All communication regarding Club activities are via the official Club mediums. Communication
    channels for individual teams or units are prohibited unless expressly authorised by the Public
    Relations and Executive Committee

   All communication related to Club activity should seek to support our brand and image as a
    community-based sporting organisation

   Each team should appoint their own “PRO” who works with the Club Public relations committee to
    promote upcoming games as well as filing match reports for broader publication as appropriate.

•   Under no circumstances should members use any communication mediums to bring the Club or
    other Club members into disrepute. The misuse of social media and media in all forms can have
    significant implications for the reputation of the Club and / or its members and any breach of the
    Clubs Policy on Communications by a Club member may necessitate further action up to an
    including under the Clubs Disciplinary Procedures.

•   All members are to be afforded RESPECT in the manner in which they are communicated with and
    to. We are governed by the National Codes of Conduct and you should particular note the following

    (a) Foul, abusive or aggressive language is never tolerated – respect of officials, mentors, players,
        volunteers and opponents is key

    (b) Never ever raise your voice in a threatening way

    (c) No direct contact should be made with children under 18 years of age without written parental
        consent. All members should be aware of the GAA Policy on texting underage players
SECTION 6

SECURITY AND FACILITIES
SECTION 6

                                       PITCH USAGE AND FACILIITES

6.1       Overview

The club currently has two facilities – Piltown and Seafield. It is also a user of facilities at Colaiste na
Inse, St Mary’s DS and Gormanston College. The same duty of care that applies to Piltown and Seafield
also apply to CNI, St Marys DS and Gormanston College.

6.2       Grounds Maintenance

•     A Ground’s Subcommittee will be appointed annually by the Club Executive. This committee is
      responsible for the maintenance and security of all Club facilities

•     The Piltown pitches are sand based with underground Irrigation and drainage just below the
      surface. These pitches take longer than traditional pitches to recover from misuse and require
      regular rest periods to remain in top condition

•     The Grounds Subcommittee will decide if our pitches are playable. If any pitch is unplayable, the
      Grounds Committee will inform the Pitch Co-ordinator who in turn will contact impacted Team
      Mentors.

•     All drills, runs, shuttles, etc., and intensive warmups that may cause damage to the playing surface
      of the pitched must be carried out on identified locations off the pitch. These are as follows:

          -    Piltown: in front of clubhouse, behind juvenile goals and side-lines towards Allen’s house

          -    Seafield: Small pitch, beach and area along railway line

•     Conditioned games should be played across the pitches where possible. This will protect the
      goalmouths, which are the most susceptible areas to damage.
6.3       Pitch allocation

The allocation of pitches for all training and games Is coordinated by the Club Pitch Coordinator who is
appointed annually by the Club Executive. The Club Pitch Coordinator may appoint a committee to
assist and this will be ratified annually by the Club Executive.

The following key principles apply

      •   The Piltown main pitch Is reserved for games only. No training should take place on this without
          the permission of the Pitch Coordinator.

      •   Pitch requests should be made via text and/or email

      •   No games should be set mid-week. These impact on already stretched training slots. There is
          excellent pitch availability at weekends

      •   Official games that are set by the relevant Games Authority at their original time will take
          priority over any training sessions. The venue for a game will be determined by the Pitch
          Allocation Committee. Teams using a training slot impacted by a game will move training
          session to another venue (if available) indicated by the pitch allocation committee

      •   Where a game is changed by any team from the original time set by the relevant Games
          Authority, then it can only be played at a time that is agreed with the Pitch Allocation
          committee and where it does not impact on other training slots for teams

      •   Unless otherwise agreed with the Pitch Allocation committee, training slots finish on the hour
          (e.g. 7pm, 8pm etc).

      •   All warmup, “heavy” drills and running/twisting should be done “off the pitches”. These areas
          are as follows

          -     Piltown: in front of clubhouse, behind juvenile goals and side-lines towards Allen’s house

          -     Seafiled: Small pitch, beach and area along railway line

      •   Friendlies should be played away from home where at all possible

      •   Astro slots are also available to teams. However, booking is required and should be arranged
          via the Astro Coordinator and Pitch Coordinator. Astro Slots will be given only where available.
          Any team that wishes to use an astro slot from Monday to Friday in the Autumn or Winter
          months must commit to using the allocated slot each week from September to the end of March
          and block book this period. Week on week booking is not possible in this time.
6.4       Pitch layout

      •   Any team using our pitches for games must put up nets and flags and take them down after the
          game. Nets / Flags must be tidied away and accounted for in their correct allocated location.

      •   Pitch should be laid out appropriately at least 30 minutes before a match

      •   Juvenile goals must be secured after use (important for Health and Safety purposes).

      •   All bottles/gear/rubbish should be removed from side lines of both home team and opposition
          and the area surrounding pitches following matches to ensure area is kept neat and tidy.

      •   The last team on pitches must switch off the floodlights - – NOT the last person leaving

      •   Floodlights usage on main pitch should be restricted to half lights except for official games

      •   Team mentors are encouraged to host away teams after matches in the Clubhouse. Teas and
          Coffees can be arranged r via the appropriate Chairperson or secretary.

6.5       Dressing Rooms

      •   Dressing rooms should be locked while players are on the pitch. Team Mentors will be
          responsible for locking up and turning off lights in dressing rooms and toilets.
      •   Team Mentors should ensure that dressing rooms/showers and general areas that are occupied
          by teams, prior to, during and after training and matches are kept clean and are not damaged in
          any way.
      •   Each team is responsible for cleaning all used dressing rooms (home and away) after matches.
      •   The use of cameras, smart phones or any other recording device or medium is strictly forbidden
          in the dressing room and surrounding areas.
      •   Valuables are left in the dressing room at the owner’s own risk.

      6.6 Key Holders

      •  All key holders must sign an annual undertaking confirming that they have been presented with
         key
      • Keys are NOT to be copied by any person and without signing of declaration and pre-clearance
         from club executive. Any breach of undertakings will result in confiscation of key and
         suspension from usage
      • It is responsibility of the last team mentor officially scheduled on the pitch to ensure that
         clubhouse and gates are securely locked – NOT the last person leaving
      • Internal and external lights, heating and immersion should all be turned off, doors checked, and
         gate securely locked.
      • Always have second person with you
•     Keys should be returned to the Chairperson or Secretary at the end of each season
      • Any breach of undertakings will result in confiscation of key and suspension from usage
6.7      EQUIPMENT ROOM

Access to this room at the club house is limited to Adult Men’s team Management. Access to the
equipment container at Piltown and Seafield is available to all team mentors. You should note the
following

•     The equipment stores should always be kept tidy.
•     All equipment should be returned to their relevant store after training/match is complete and
      locked.
SECTION 7

FINANCE AND MEMBERSHIP
SECTION 7

                                      FINANCE AND MEMBERSHIP

FINANCE

7.1       Expense reimbursement

Reimbursements of preapproved expenses will be made by the treasurer on Tuesday nights and by
cheque or bank transfer only. All expenses will be repaid on foot of valid “receipts”. No payment will be
made without valid receipts

The following pre-approvals are required for expenses

•     Less than €500 (Chairperson, Treasurer and relevant subcommittee Chairperson)
•     €500-€1,500 (Chairperson, Treasurer, Secretary and relevant subcommittee Chairperson)
•     In excess of €1,500 – (Executive Committee)

7.2       Sponsorship

All sponsors must be approved by Club executive committee

There are numerous sponsorship options available in the club. A sample of the most popular are listed
below. A separate document will be available outling guide prices for each for 2021/22.

      -   Pitch side Advertising
      -   Event
      -   Jersey
      -   Leisurewear

All persons who have identified a sponsorship opportunity should discuss with the Treasurer,
Chairperson or finance subcommittee Chairperson. Expectations for sponsorship will be agreed by
mutual consent prior to payment.

Sponsorship amounts will be agreed annually by the Finance Subcommittee.

Jersey sponsorships will include a premium over cost price of the jerseys recognising that sponsors will
have 3 years of advertising. Any premium is reinvested into the club to cover club running costs .

All sponsors must be approved by Club executive committee
7.3 MEMBERSHIP

Our Goal is 100% compliance in registration and collection. The preferred method of collection is via
electronic sources e.g. online via registration portals, credit/debit card, EFT or PayPal

Responsibility for collection of membership rests with each team mentor. Failure to register and collect
membership has serious insurance and welfare risks.

We are conscious of current economic circumstances but also aware that we are by far the best value
local sporting group. All genuine cases of hardship will be treated sensitively and in confidence and club
will work with all those affected by economic hardship. Early communication is essential to avoid
embarrassment

The club reserves the right to advise mentors and players that they are prohibited from playing without
payment of membership

Every team to appoint an administrator who will be primarily responsible for membership collection and
liaison with the Club Registrar. No later than the week commencing 1 March, the Club Registrar will
circulate a list of all players to each club administrator noting who has paid and who has not. The
Registrar will continue to circulate this list on a weekly basis until all players accounted for and issues
resolved

7.4 Fundraising

Day to day fundraising

Annual day to day club running costs are c.€300,000. This covers players registration costs, team entry
fees, insurance, playing equipment, Games Promotion Officer, and facilities maintenance. Our main
source for funding day to day expenses are

    -   Membership
    -   Lotto
    -   One major fundraiser per annum
    -   Astro pitch hire
    -   Gates

As player numbers increase, day to day running costs also increase. The Club hopes to commence a 7-
year development plan in the near future. This will cost between €3,000,000 to €4,000,000 and will
require a redirection of funds that would have been raised to fund day to day expenditure towards this
development. With that in mind, with effect from 2021 every club team will be required to run one
major fundraiser event during the season with the aim of raising €800- €1,000. This cost goes towards
Club Running Costs with the aim of covering the costs mentioned above i.e. playing equipment, Games
Promotion Officer, and facilities maintenance. Events can include bake sales, car washes, sponsored
clean ups etc. All events must be reapproved by the finance committee to ensure that they are
appropriate and do not compromise other events that may be planned
The club will also organise a minimum of one major fundraiser per annum. As far as possible this
fundraiser will be based around a social and fun event to afford all members the opportunity to be
involved and to enjoy a night out

Long Term Fundraising

Our detailed “strategic” financial fundraising plan will be launched during 2021. As well as the
redirection of certain “day to day” events to longer term funding and maximising grant sources a
number of other initiatives will be launched with all funds raised from those lodged separately to day to
day running costs and earmarked only for development aspects
SECTION 8
WELFARE
Section 8
                                                 Welfare

    ●   The Club Children’s Officer will be appointed on an annual basis by the Club Executive.
    ●   The Club Children’s Officer will form a Welfare Sub Committee with representatives from all
        units in the club.
    ●   Contact Details for the Children’s Officer and Welfare Committee will be available on the Club
        notice board at Piltown and our website.
    ●   The key role of the Club Children’s Officer is to ensure the implementation and promotion of the
        relevant Child Welfare and Protection Codes and Guidelines for good practice in the club, so as
        to ensure young people can participate, enjoy and benefit from our Gaelic Games in safe and
        enjoyable surroundings.
    ●   The Club Children’s Officer and Welfare committee will carry out their activities in line with
        guidance from the GAA and the National Sports Council - The Code of Behaviour(Underage) is
        the agreed good practice reference and policy document that is central to guiding the Club
        Children’s Officer and the Welfare Committee in their role.
    ●   All welfare observations, queries and complaints across all aspects of the club should be
        directed to the Children’s Officer and/or the Welfare Committee. The Children’s Officer will
        consider these and put in place any necessary procedures, reviews or panels required.
    ●   The Children’s Officer’s and Welfare Committee’s decision is final in all cases. Anyone aggrieved
        with any decision of the Children’s Officer/Welfare Committee may go through an appeal
        process as per GAA guidelines.
    ●   There must be 100% compliance with the Club Code of Conduct. The code must be signed at
        payment of membership.
    ●   In keeping with our club approach, we expect excellent conduct from our supporters and
        parents/guardians for match officials, opposition and our own teams and mentors. The Welfare
        Committee and Club Executive will take a very dim view of all breaches in this area.
    ●   All Mentors and Club Officials must be ULTRA familiar with provisions of the Code and with the
        Guidelines of Best Practice for Coaches and Mentors (www.gaa.ie). Mentors must always follow
        best practice guidelines as set out in this document. The Give Respect – Get Respect awareness
        campaign that seeks to ensure that Gaelic Games are promoted and played in a positive, fair
        and enjoyable manner and where Players, Coaches, Spectators and Referees Give Respect – Get
        Respect from each other should be to the forefront of all our club members.

DISPUTE RESOLUTION

Experience indicates that almost all disputes arise due to miscommunication or a breakdown in
communication. Early intervention will often diffuse any issue.
Where the matter cannot be resolved by the parties themselves, then members should contact the
Welfare officer upon feeling that an issue could arise. The Welfare officer and where necessary, the
Club Executive, will consider all aspects and meet with all parties either individually or as a group within
14 days of receipt of a referral. The Code of Conduct and Guidelines for Best Practice will be followed
and used as a guide in considering all issues and the Welfare officer’s findings are final and binding on all
parties.
SECTION 9
Insurance and Medical
SECTION 9

                                       INSURANCE AND MEDICAL

9.1     Games

All matches not under the auspices of Coiste na Mí to be notified in writing to the Club Secretary and
Ladies Club secretary as appropriate. A minimum of 5 days’ notice should be given.

When provided notice of games please provide in the following format
  (a) Opposition
  (b) Venue
  (c) Age and Grade of team
  (d) Referee
  (e) Throw in time

The above is required for ALL games – home or away

Failure to notify Coiste na Mí or the LGFA of any of the above, renders the match null and void and
outside the coverage of GAA insurance

9.2     Trips

One month’s notice of any “non-game” events is required. The event/trip must be pre-approved by the
relevant club committee and club executive.

9.3     GAA and LGFA INSURANCE SCHEME

It is crucial that a player and where appropriate, the player’s Guardian must notify team mentor
immediately on becoming aware of injury and no later than 48 hours after the injury. The injury should
be notified to the Club insurance officer and an injury claim form completed by the relevant
player/guardian and submitted to the Club Insurance officer within 7 days of an injury. It is the
player’/guardian’s individual responsibility to ensure the Claim form is completed in a timely manner.

On receipt of completed insurance form, it will then be signed by appropriate club officer and submitted
within two weeks of receipt of the completed form.

Where injury happens in a match then this must be notified to referee and included in the referee’s
report

Club cannot and will not reimburse players who are rejected by the GAA and LGFA scheme
9.4     Injury and club Physio

The designated Club physio is John Maguire (Men’s) and Niamh Taaffe (Ladies). The Club will NOT
reimburse physio bills from any other physio that have not been pre-approved by the executive

All referrals to a Physio must be preapproved by the Club Chairperson (Men’s) and Ladies Committee
Chairperson (Ladies). Team mentors have NO AUTHORITY to refer players to a physio

Failure to follow the above will render any bills void and they will NOT be reimbursed by the club
SECTION 10

CLUB GEAR AND EQUIPMENT
Section 10
                                CLUB GEAR AND EQUIPMENT

9.1      Principles

•     Club colours are Sky and Navy jersey, navy and sky short and navy and sky socks. The Change strip
      colours are white and navy jersey and a third strip is sky and navy jersey,

•     All players are expected to be properly attired for each game and mentors should emphasise the
      importance that the proper colours be worn for each match including appropriate footwear, gloves
      and kit

•     All players should be encouraged to wear Club Polo/training tops /Jackets on match days (where
      they already own one). However, all team mentors must wear club colours – this includes any of
      rain jacket, polo, training top, or field jacket

•     All personal belongings must be tagged

•     All players should be encouraged to use their own personal water bottle.

•     Top-quality washing materials should be used, or equipment given to a professional laundry

9.2      Club gear

The club currently has 3 preferred Kit Suppliers. These are O’NEILLS, KC SPORTS and MASITA.

All communication with preferred suppliers is through the Club Gear Subcommittee only. The reps from
each supplier have been advised not to discuss any matters with any other person. This is critical as
there are pre-agreed processes and prices agreed with each supplier. Communication via any other
channel can lead to confusion, delays and duplication

The procedure regarding club gear is as follows

1. There are pre-agreed jersey/leisure wear styles. These must be followed for consistency and the
   “brand”. The styles will be reviewed regularly by the Club Gear Committee, Chairperson and PRO
   and updated accordingly. No other styles are considered

2. Enquiries should be made to the Club Gear Committee noting the required item and possible
   sponsor. The Club Gear Committee will then notify the relevant team of the required sponsorship
   amount
3. A CAD from the supplier will be requested by the Club Gear Committee and reviewed by the
   relevant members and signed off accordingly and presented to the Sponsor to ensure they are
   satisfied with the CAD

4. A purchase order number is then issued, and the order placed by the Club Gear Committee, copying
   the Club Treasurer. The sponsor and team will be notified of the expected arrival date

5. Sponsorship due should be paid in advance of the order delivery. Equipment will not be released
   before sponsorship is paid
APPENDICES
APPENDIX 1
                                                                                       CLUB STRUCTURES

The following is an overview of some of the club Committees and subcommittees

Club Executive

Governing body of the club with responsibility for overall management, governance and strategic
direction of the club.

Football Development Committee (Male)

Oversees and drives the Club’s Football Development and structures, develops and implements player
and coach pathway, d fines and implements our football policies

It will set out our plans and targets for football teams (annual and 5 year) and identify up and coming
manager talent and support their education and development

Day to day function

       Support GPO in coaching, recruitment and education initiatives (School and coach)
       Drive and support coach education
       Meet team coaches to set goals, review progress, support and be there to listen and guide
       Appoint management teams for each season

Structure

Initially will comprise

       Chair and underage chair
       GPO (secretary)
       Experienced former player(s) and former managers (underage and/or adult)
       Third party Consultant
       No current team manager from u16 to adult should be involved but should be co-opted
Public Relations committee

Responsible for the over image of the Club and Cumann Lúthchleas Gael in the local community and
beyond. The PRO is the official spokesperson for the Club, all dealings with the media should be
coordinated through him/her.

Day to Day function:

    •    The updating and administration of the Club Website, social media and local newspapers
    •    Ensure that Club has a high status in the community.
    •    Keep records of Club games, team photos etc.
    •    Set our communications policy
    •    Ensure our club image remains vibrant, positive and dynamic

Structure

Initially will comprise

       PRO
       Secretary and Ladies secretary
       Chair, Ladies and underage chair
       Welfare officer
       Club photographers
       Up to 3 other volunteers

Finance Subcommittee

This committee is responsible for

•   maintenance of day to day finances (income and expenditure)
•   Establishing an appropriate financial control environment
•   setting and implementing financial policy and strategy (long term income and finance)
•

Day to Davy function:

    •    Maintenance of daily income and expense records
    •    Operation of weekly lotto.
    •    Gate Collection
    •    Organisation of at least one major fundraising event per annum
    •    Sponsorship and advertising

Structure

       Treasurer and Assistant Treasurer
       Registrar
       Secretary and Ladies secretary
       Chair, Ladies and underage chair
       Up to 5 other volunteers
Club Gear subcommittee

Responsibility for maintaining club shop, submission and operating of all equipment requests, setting
our “Gear” strategy and ensuring the club maintains a positive and vibrant image through its gear

Structure

       Chair and Ladies Chair
       Treasurer and Assistants Treasurer
       PRO
       Secretary and Ladies secretary
       Up to 5 other volunteers

Welfare subcommittee

Promote awareness of the relevant Codes of Behaviour and Best Practice within the Club. Activities will
include:

•   Facilitate the delivery of Child Protection in Sport Awareness Workshops and other relevant Child
    Protection and Welfare training within the Club.
•   Oversee the implementation of Garda Vetting/Access NI/CRB checks, as appropriate, within the
    Club.
•   Ensure that all persons, in accordance with their allocated roles, fulfil their vetting, child
    safeguarding and coach educational requirements as appropriate.
•   Ensure in so far as possible, that all Players, Coaches, Team Mentors, Parents, Guardians, Officials
    and Spectators adhere to the GAA Code of Behaviour (Underage) – when working with underage
    players.
•   Support the implementation of the RESPECT initiative at Club level in cooperation with team
    personnel, underage members, referees, spectators, parents and guardians.
•   Influence policy and practice in the Club in order to prioritise young people’s needs.
•   Promote greater consultation with underage players and participation by them in Club activities.
•   Develop good practice procedures in the recruitment and selection of persons working with young
    people in the Club
•   Deal with breaches of the code as per relevant guidelines.
•   Make referrals of alleged allegations of abuse to the Club Designated Person.
•   Oversee the carrying out of the annual risk assessment procedure and thereafter putting an agreed
    Child Safeguarding Statement on display in the Club.
Appendix 2

                                       Club Public relations Policy

Composition of committee

PRO Committee should consist of the PRO, club secretary, ladies PRO, any assistant PRO’s elected at an
AGM or approved by the club executive.

To whom does this guidance apply?

The guidance below includes anyone who puts information into the public domain on behalf of the club
including

Team Coaches & Managers

Executive Committee

Ladies Committee
Hurling Committee
Ladies Committee
Healthy club committee
Juvenile committee
Child welfare committee
Schools committee

Communication Mediums

Publications in this case include but are not limited to: Website, Twitter, Facebook, Instagram, LinkedIn,
Local newspapers, websites, programs for matches, social media, signage, match reports, county board
submissions, sponsorship requests

Responsibilities

It is the responsibility of all the people listed above to ensure streamlined communication when
publishing on behalf of the club to any forum.

when posting on behalf of the club, communications should be inclusive (to mention all branches of our
club, where relevant), informative, celebratory (not arrogant / triumphant), and invite cooperation from
readers/members.

We expect that where teams win by extensive margins in underage games, that the scores are NOT
published.

Communications and the medium through which they are published need to get prior approval from the
PRO team before they are to be finalised with publications
The PRO committee will provide any of the interested parties above with a standard submission which
includes all aspects of the work that is done in the club, not limited to any one team.

Any player U14 and down should only have their first name used in any sort of reporting. Any player
over U14 can have their full name printed with prior consent of their parents. The likes of award winners
etc should have their full name printed with consent from their parents. I would run with this policy in
the club

Quality control to ensure tasks have been correctly completed

PRO committee will review publications frequently to ensure standards are being adhered to.

Whereby a member of the club posts in any of the above-mentioned publications without the approval
of the PRO committee, their post may be removed from Social media/Website and if consistent offender
their access to posting/publishing will be revoked.

Instructions for revising the SOP to ensure up-to-date accuracy

This policy should be updated annually on the instructions of the PRO committee in the club.

BRAND COMPLIANCE

Our club logo is owned by the club and approval for use should be sought from EXEC prior to use or
gear, merchandise, social media accounts. High resolution versions of the LOGO can be provided from
the PRO team, once approval for use has been granted.
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