Membership

Members are the key to any club or organisation. The successful clubs are those with lively, active memberships. Members should be motivated to serve the club, which exists for their pleasure.

Members should be more than a list of names and addresses. It is the responsibility of the club officers to get to know other members personally. Each member has a skill or interest, which may benefit the club, and, if the club is a happy one, they may be willing to lend their specialised talents. For example, a builder may supervise the construction of a new room for the clubhouse, a lawyer might look after conveyancing work, and a journalist may be able to write press releases.

Clubs may have closed memberships, i.e. by election or open by payment of subscription. Closed membership is usually for clubs with limited facilities. Open is where the intent to participate is all that is required. In this case a membership is sealed with payment of subscription.

The Basis for Membership

Different levels of membership will be devised to suit the club. For example, a football club may provide for junior and senior members; a drama group might cater for performing and non-performing members. Membership fees (subscriptions) will be calculated according to the budgeted expenditure, taking into account rent, hiring facilities and equipment, fees to national bodies etc. Subscriptions should match the level of participation. For example, football clubs usually offer senior, junior and other rates. All members should be aware of what they get for their membership fees and how these fees will be utilised by the club.

The qualification for membership will depend on the type of club.

Does your Club set a membership goal for the year?
Does your Club have a plan to recruit new members?
Does you Club regularly have membership drives?
Are the skills and expertise of new members identified and used?
Are members allocated tasks according to these skills and expertise?
Are all membership records computerised and kept up to date?
Does your Club regularly acknowledge the contribution members make?
Do you have a Committee Member responsible for looking after members?
Does your Club have a code of conduct members must operate under?

Application for Membership

Application forms are the best method for potential members to apply to join the club. It should include a statement that, if accepted, the applicant will abide by the rules and serve the Club to the best of their ability. The applicant should receive a copy of the rules/guidelines of the club with the membership form.

The application form should include:

Name
Address
Telephone number (work and private)
Fax number
Email address (if applicable)
Occupation
Age and Date of Birth
Advice to membership fee/entry fee payable
A set of club rules
A list of office-holders and contact numbers
Types of membership
Interest in assisting in club operations
Skills/assets that can be brought to the club

Situations Where Election of Membership Exists

On receiving the application, check it carefully. If it is correct, record it for submission to the next committee meeting. If it is incorrect or incomplete, return it to the applicant for completion. After the election, write to new members and welcome them to the club. Record their personal data in the register of members and add their names to the club's mailing list.

In more formal clubs, applicants may have to be put forward by a member and their nomination seconded. Some clubs have a waiting list and members should be aware of how long they may have to wait before seeking nomination.

Membership Fees

Subscriptions are the main source of income for most clubs. They are usually set at the AGM, with members deciding what they should be.

The management committee knows the most about the costs involved in running the club and should be instrumental in setting fees. There can be more than one subscription rate - often junior members, retired members or non-playing members pay lower memberships.

Make sure members are aware of what they are getting for their membership fees - such as:

Structural competition
Special events
Newsletter
Coaching etc

Members should be advised of the fees on the first day of the new financial year. Records should be kept and reminders sent to non-payers. Rules providing for the expulsion of non-financial members should be used as a last resort.

Rights and Obligations of Members

Members generally have the right to:

Use and enjoy the club's facilities
Participate in all club activities
Attend all meetings
Hold office
Vote at club meetings

Members are obliged to:

Observe the rules
Protect and look after the club's assets
Respect the rights of fellow members
Pay annual fees or subscriptions by the due date
Pay levies according to club rules

Note: Members are not normally liable for debts incurred by the club.

Termination of Membership

Membership ceases following death or resignation. A member may be asked to step down – or be removed from membership – as the result of bankruptcy or insolvency, non-payment of subscriptions and breaches of club rules. Situations where termination of membership may occur should be outlined in the club's constitution.

In cases of removal, the committee must act responsibly. If membership is wrongly ended, it may be challenged in the courts.

Register of Members

Incorporated clubs are legally required to keep a register of members. This must include names, addresses and occupations of members and the date each member joined the club.

Other information could include: date of birth, honours and appointments, offices held in the club, date of cessation of membership, skills and interests.

Sensitivity and Awareness Within a Club

In every culture, there is great variance in the way people react, relate to and evaluate events, ideas and other people's behaviour.

If people from other cultures are visiting your club, contact the relevant embassy for advice on the appropriate behaviour.

Recent legislation prevents the discrimination by the club or individuals on any grounds including sex, race, and disability.

It is wise to be aware of differences in culturally appropriate behaviour so that any members or visitors to the club are welcome and made to feel comfortable.