Local Club Association

Noticeboard, members room, meeting notes, event signups, volunteers and a hidden committee room for one small club.

4 categories
18 channels
9 roles
Small

Choose a server, review what will be created or reused, then confirm. Merge keeps what you have; replace rebuilds the server. Vetox takes a safety backup first either way.

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Server structure

Channels

NOTICEBOARD

noticeboard
Club notices from the chair and secretary: meetings, events, closures, renewals.
club-constitution
The constitution, the code of conduct and how the committee is elected.
join-the-club
How to become a member, what it costs and the form to apply.

MEMBERS

members-room
The club's everyday chat. Members only.
meeting-notesHidden from @everyone
Minutes of every meeting, posted by the secretary. Discuss them in #members-room.
next-meeting-agenda
Add an item for the next meeting. The secretary compiles the agenda from here.
club-events
Upcoming events with date, time and place. Sign up in #event-signups.
event-signups
One reply per person naming the event. That is the head count.
volunteers-needed
Jobs that need doing: setting up, serving tea, running the raffle table. Claim one by replying.
subs-and-dues
Renewal dates, how to pay and who to ask if you cannot this year.

VOICE

Club Room
Monthly Meeting
AFK

COMMITTEE

committee-room
Committee business between meetings.
minutes-drafts
Draft minutes for approval before the secretary publishes them in #meeting-notes.
treasurer-reports
Accounts, the bank balance and the budget for the year.
membership-applications
Applications from #join-the-club land here. Approve and grant the role.
Committee Call

Roles

ChairAdministrator
SecretaryAdministrator
CommitteeModerator
Volunteer
Full Member
Associate Member
Guest
Muted

Overview

A compact server for one club or association: a gardening society, a rowing club, a residents' association, a choir, an amateur dramatics group. It is run by a chair and a secretary with a committee behind them, and it has exactly the channels a club needs and none it does not. NOTICEBOARD is read-only: the #noticeboard announcement channel is posted by the chair and secretary, #club-constitution holds the rules and #join-the-club explains membership. MEMBERS is visible to Full and Associate Members: #members-room for the everyday chat, #meeting-notes where the secretary posts minutes and nobody else can, #next-meeting-agenda where any member can add an item, #club-events and #event-signups so a count of heads is one scroll, #volunteers-needed for the jobs that keep a club running, and #subs-and-dues for the annual reminder. Guests can read the noticeboard and nothing else until they join. COMMITTEE is hidden: #committee-room, #minutes-drafts before minutes are published, #treasurer-reports, #membership-applications and a voice room for the monthly committee call. Voice for members is one club room and a meeting room capped at the size of a real meeting.

When to use it

Minutes go out as an email attachment nobody opens, event numbers are counted from three separate replies, and the treasurer's report was accidentally shared with a guest. This layout makes minutes a read-only channel from the secretary, makes signing up for an event a single reply, keeps the committee's drafts and finances hidden, and lets guests read the noticeboard without seeing members' business.

What makes it different

Meeting notes are posted by the secretary only, and the agenda for the next meeting is open to every member.
Event signups are a single channel where one reply is one head counted.
Guests see the noticeboard and the constitution only until they become members.
The committee room, minutes drafts and treasurer reports are hidden from members.
Volunteers Needed is a standing channel, so the jobs that keep the club running are always visible.

Recommended Vetox setup

Applications
Take membership applications in #join-the-club with a short form and grant Full Member or Associate Member from #membership-applications.
Reminders
Schedule a Reminder in #subs-and-dues a fortnight before renewals and in #club-events the day before each event.
Embed Messages
Pin the meeting schedule and the committee contacts as an Embed Message in #noticeboard and edit it instead of reposting.
Logs
Send member and message logs to the committee room so the secretary can see who joined and who left.

Questions

What is the difference between Full Member and Associate Member?

They see the same channels. The split exists so a club with voting and non-voting members can tell them apart at a glance and mention one group at a time. If your club does not make that distinction, delete Associate Member.

Where do minutes get written before they are published?

In #minutes-drafts, which only the committee can see. When the committee approves them, the secretary posts the final version in #meeting-notes, which members can read but not reply in.

How do we count heads for an event?

Post the event in #club-events, then ask members to reply once in #event-signups with the event name. The number of replies is the number of heads, and the secretary can scroll it in seconds.

Common mistakes

Letting members post in #meeting-notes, which buries the minutes under replies; discussion belongs in #members-room.
Giving guests the same view as members, so the treasurer's report and members' contact details leak the first time a guest joins.

Consider instead

Local Sports League You run several teams that play each other and need fixtures, results and referees.

Do you have any doubts?

Our team is there for you

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