The 2025 AGM
The 2025 AGM
7pm, Saturday 21st June 2025
7pm, Saturday 21st June 2025
The Pavilion, Wilberforce Road Sports Ground
The Pavilion, Wilberforce Road Sports Ground
Cambridge CB3 9AD
Cambridge CB3 9AD
Embedded Files
All CVC Members are expected to attend if possible, as we must have sufficient attendees to reach a quorum for votes.
Please register your attendance or apologies, and let us know if you’d like to add anything to the agenda. Thanks for your support!
FB 1- Chairman’s introduction
FB 2- Members to approve minutes from 2024 AGM
AN 3- Treasurer’s Report and accounts
Overall Surplus and Deficit report
Surplus and Deficit report by Teams
FB 4- Brief team reports for 2024/25 from the coaches
FB Juniors
CG/KW CRS
SR INT
AS CM3, formerly CX
AS/DS CM1 and CM2
GC/AN CW (Tigers and Panthers)
JJ M2
RS W2
BCF M1
LL W1
FB 5.
Chairman’s report on past year
plans for 2025/26
Chairman's cup
MN 6- Dissolve 2024/25 committee
MN 7- Elect 2025/26 committee members:
Chairperson
Treasurer
Secretary
Club Welfare Officer
Equipment Secretary
Social Secretary
MN 9- Any other business
Role Descriptions:
Role Descriptions:
Chairperson:
The Chairperson of a club is the figurehead, ambassador and a principal officer for a club. A Chairperson will chair and lead meetings within the club, and be responsible for key decision making and leadership within the club, in consultation with other committee members.
To provide direction for the club by effective leadership and management
To chair and control meetings of the management committee
To act as principal officer within the club, and make decisions whenever the need arises, in consultation with the other committee members when appropriate
To represent the club at external meetings when required
To be involved, where appropriate, in the coordination of club activities
To manage and oversee the work of officers and other club personnel
To present the club’s annual report, in association with the club secretary
To present the club’s annual accounts, in association with the club treasurer
To determine the content and agenda for club meetings, in association with club secretary
To ensure that club statutory documents and other returns are administered and filed on time
To advise the treasurer on the use and investment of club funds.
Treasurer:
Keeping records of membership fees
Paying bills (e.g. hall hire, summer tournament, Christmas and end-of-year party, etc.)
Keeping up-to-date records of all financial transactions
Reporting financial status to the committee
Prepare end-of-year statements of accounts to be audited
Prepare end-of-year financial report to AGM
Financial planning, e.g. producing annual budget and monitoring it throughout the year
Club Secretary
Schedule and organize committee meetings and the Annual General Meeting (AGM). Responsible for recording and maintaining minutes of each meeting.
Manage club and team registrations with Volleyball England, ensuring all requirements are met.
At times update the Club Website and Volleyzone with the latest information.
Monitor club secretary email to promptly address incoming correspondence, particularly from Volleyball England.
Rarely it may be necessary to review, and update essential club documents.
Provide assistance to the Club Chairperson as needed.
Weekly Commitment:
Routine email monitoring with minimal weekly tasks.
On weeks with a Committee Meeting, approximately 4 hours are required (2 hours for the meeting and 2 hours for follow-up tasks, including the formatting of minutes).
Additional time at the beginning of the season for Volleyzone registrations etc.
Social secretary
A fun role that helps bring all members of the club together. This person is responsible for getting people together and promoting social events where members can meet with each other.
Main commitments:
Organize social events throughout the year, usually:
Start of season social
Christmas Party
Juniors Christmas Party
Christmas tournament
End of season grass volleyball and BBQ
Attend monthly committee meetings
Occasionally assist with venue booking and organization of committee meetings, AGM, committee socials etc
Equipment secretary
Follow up with coaches and committee members to make sure teams and sessions have what they need. This inludes balls, nets, playing kits, scoresheets, line up sheets, and any other equipment that teams may need to play and train.
Club Welfare Officer
About the role:
A CWO (Club Welfare Officer) is the person with primary responsibility for managing and reporting concerns about children and for putting into place procedures to safeguard children in the club.
Duties and responsibilities
Act as the first point of contact for staff, volunteers, parents, children and young people where concerns about children’s welfare, poor practice or abuse are identified
Promote the organisation’s best-practice guidance and/or code of conduct within the club
Sit on the club’s management committee
Work with others in the club to ensure a positive child-centred environment
Assist the organisation to fulfil its responsibilities to safeguard children at club level
Assist the organisation to implement its safeguarding children plan at club level
Act as the first point of contact with the lead safeguarding officer
Implement the organisation’s reporting and recording procedures
Maintain contact details for the local children’s social care department, the police and Local Safeguarding Children Board
Ensure adherence to the organisation’s safeguarding children training
Ensure appropriate confidentiality is maintained
Promote anti-discriminatory practice
Skills and abilities required:
Child-focused approach
Basic administration and computer skills
Basic advice and support-provision skills
Communication skills, including use of social media
Ability to maintain records
Ability to provide information about local resources
Ability to promote organisation’s policy, procedures and resources
Knowledge required:
Own organisation’s role and responsibilities to safeguard the welfare of children and young people
Boundaries of the role of club welfare officer
Basic knowledge of the roles and responsibilities of statutory agencies (children’s social care, the police and the NSPCC) and Local Safeguarding Children Board l
Local arrangements for managing safeguarding children and reporting procedures
Poor practice and abuse – behaviour that is harmful to children
Own organisation’s policy and procedures relating to safeguarding children and young people
Core values and principles underpinning practice
Awareness of equality issues and protecting children from abuse
Basic knowledge of core legislation, government guidance and national framework for safeguarding and promoting the welfare of children and young people
How adults groom children for abuse
Policies and procedures we adopt:
What training do they require?
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