Set up a HASSRA Club
HASSRA Local Clubs
HASSRA Local Clubs are clubs that are set up and run by and for members located in one or more DWP* office. All local clubs must have a Business Sponsor employed by DWP* who is ultimately responsible for the governance of the club. All local clubs must have three officers - Chair, Treasurer and Secretary - who are full HASSRA members currently employed by DWP*. Members who do not work for DWP* can be part of the committee but they cannot be an officer of the club.
HASSRA Single Activity Clubs
HASSRA Single activity clubs are set up and run by and for members who take part in a single activity within a HASSRA Region e.g., golf. The governance of the club is the responsibility of the HASSRA Regional Board of Management; therefore, the Business Sponsor for these clubs is the HASSRA Regional Chair. All single activity clubs must have three officers - Chair, Treasurer and Secretary - who are full HASSRA members currently employed by DWP*. Members who do not work for DWP*, except for Retired members or members who work for a departmental contractor, can be part of the committee but they cannot be an officer of the club.
*Or other sponsor department(s)
How to set up a HASSRA Club
A HASSRA club could be set up in one site, or multiple sites in a particular geographical catchment area.
To set up a HASSRA local or single activity club, you’ll need a committee including a Business Sponsor (usually the office manager), Chair, Secretary and Treasurer. You will also need a Club Constitution and a bank account.
- Contact your HASSRA Region to say that you want to set up a club and request their permission to proceed.
- Gauge Support with the Office Manager and staff at each site which is to be included in the catchment area of the club. If Managers and staff show support proceed to the next step.
- Arrange a meeting with all interested staff.
- Prepare for the meeting
- Inform the Office Manager and invite him/her to preside over the meeting.
- Ask for nominations for the positions of Chair, Secretary, Treasurer, Committee Members and Club Auditor. [Without these positions, the club cannot be set up]
- Obtain a copy of the model club constitution and circulate to attendees and ask for feedback/suggestions on all the items which need to be adopted (see Step 5).
- Research local banks to identify which provide a dual-signatory Community/Charity bank account suitable for a HASSRA club.
- Identify a minute taker.
- At the meeting
The Office Manager (or his/her representative) shall:
- appoint the Business Sponsor of the club. This is usually a senior manager on site, who is ultimately responsible for the governance of the club.
- inform the attendees of the names of the nominees for the positions of Chair, Secretary, Treasurer.
- Advise that each nominee needs to be proposed and seconded.
- Undertake a vote to elect the club officials.
- If you have several nominees for each position, you may choose to elect Deputies. These will also need to be proposed and seconded and voted in.
- If you have only one nominee for each position, they can be proposed, seconded, and voted in ‘en bloc’ rather than individually.
- Ensure the minute taker records the result of the votes in the minutes.
The newly elected Chair shall:
- Discuss the model constitution template with attendees to agree the following items:
- club name
- catchment area
- affiliated region
- notice period of the AGM
- number of committee members
- number of members required to call a Special General Meeting
- maximum number of members who can be co-opted to the committee
- the quorum (the proportion of committee members that must be present at any meeting to make the proceedings of the meeting valid)
- notice period of dissolution
- Undertake a vote to adopt the constitution. This will need to be proposed, seconded and voted in. Ensure the minute taker records the decision in the minutes.
- Undertake a vote to elect other committee members. These will need to be proposed and seconded and voted in. Ensure the minute taker records the result of the votes in the minutes.
- Undertake a vote to elect a Club auditor. This will need to be proposed and seconded and voted in. Ensure the minute taker records the result of the votes in the minutes.
- Discuss and agree a suitable bank account and identify who will be signatories on the account. There should be a minimum of two, of which the Treasurer should be one.
- Ensure the minute taker records the details of the appointed signatories.
- Assign one of the signatories to take the lead on opening a bank account.
6. After the meeting
- The Chair should contact the HASSRA Live Help Desk to advise that a new club has been set up; which sites are included in the catchment area; and who the officers of the club are.
- The person assigned with taking the lead on opening a bank account should arrange for a bank account to be opened as soon as possible and ensure all appointed signatories sign the appropriate paperwork.
- Ask the Business Sponsor to appoint a Management Auditor.
- Once the bank account is open and the Management Auditor has been appointed, the Chair should complete a Chair’s Certificate on the HASSRA Live websiteto confirm all the relevant club information including the bank details. See video tutorial.
- All club officials should read the Staff Clubs Guide to understand their roles and responsibilities.
- Send a copy of the constitution and a copy of the meeting minutes to the relevant HASSRA Region and request a start-up grant.
- Send a copy of the meeting minutes to all the members of the club.