Submit Agenda Item

🏑 Welcome & Why This Form Matters

Thank you for taking the time to submit an agenda item for an upcoming committee meeting. Your input is valuable and helps ensure the club continues to run smoothly and efficiently.

Why We Need This Information:

📢 Well-prepared meetings lead to better decisions. When the committee has all the necessary details ahead of time, discussions can be focused and productive instead of spending time figuring out the issue.

⏳ Taking 5-10 minutes to complete this form ensures:
✅ The committee understands your request before the meeting.
✅ Discussions are efficient and solution-driven.
✅ If a decision is needed, the committee has all the relevant facts.
✅ Budget considerations and funding options are thought through in advance.

💡 Tip: The more detail you provide, the more effectively the committee can address your agenda item. If you're unsure how to answer a question, check the help guides throughout the form.

Let’s get started! 🚀

1️⃣ Your Details

📖 Help Guide: Why We Ask for Your Details

Your details are required so the committee can follow up if clarification is needed. A copy of your submission will also be sent to your email for reference.

Your name will be recorded with this submission so the committee knows who submitted the agenda request.

2️⃣ Define the Problem – What Are We Addressing?

📖 Help Guide: Why Defining the Problem Matters

A well-defined problem ensures the committee understands your request before the meeting. This allows discussions to stay focused and productive, rather than spending time figuring out the issue during the meeting.

Provide a clear and concise title summarizing your agenda item. This will help the committee quickly identify the topic for discussion.

📖 Help Guide: How to Describe the Problem Clearly

Clearly explaining the problem helps the committee make informed decisions.
✔ Be specific – instead of "We need more coaches," explain why.
✔ Include background information – has this issue happened before?
✔ Provide facts if possible – how many teams are affected?

✅ Good Example: "Several junior teams do not have coaches. Without coaches, teams cannot train properly, and some may not be able to compete. Parents are concerned about the lack of structured training, and some have expressed interest in moving their children to other clubs. Current volunteers are taking on multiple teams, leading to burnout." ❌ Bad Example: "We need more coaches." (Not detailed enough)

📖 Help Guide: Why Identifying Who is Affected is Important

Understanding who is impacted helps prioritize issues. It also helps the committee determine who needs to be involved in solving the problem.

✅ Good Example: "Junior players are missing out on training and development. Parents are worried about their child’s team not having enough support. Existing volunteer coaches are taking on multiple teams, increasing stress and reducing their effectiveness. If this continues, we may struggle to retain both players and volunteers."

📖 Help Guide: What Happens if the Problem is Ignored?

The committee needs to understand the long-term consequences of not addressing this issue.

✔ Will it affect membership or funding?
✔ Could it lead to financial losses?
✔ Will it harm the club’s reputation?

✅ Good Example: "If we don’t address this, we risk withdrawing junior teams from competition, affecting player retention and future recruitment. Overloaded volunteers may leave, putting additional pressure on remaining committee members. If parents move their children to other clubs, we could lose up to $5,000 in membership revenue."

3️⃣ Budget Considerations – Financial Impact 💰

📖 Help Guide: Why Budget Considerations Matter

Understanding financial impact helps the committee:
✔ Prioritize issues effectively.
✔ Plan budgets for future solutions.
✔ Determine if external funding is needed.

Will the club lose money (e.g., player fees, sponsorships)? Could costs increase if action isn’t taken now?