# Local Club Association > Noticeboard, members room, meeting notes, event signups, volunteers and a hidden committee room for one small club. - **Category:** [Local Communities](https://vetox.io/templates/local) - **Size:** small - **Structure:** 4 categories, 18 channels (13 text, 4 voice, 0 forum, 0 stage, 1 announcement), 9 roles - **Audience:** The chair or secretary of a small club or association who wants membership, minutes, events and volunteers in one tidy place. - **Tags:** club, association, membership, meeting-notes, volunteers, committee - **Published:** 2026-09-06 · **Updated:** 2026-09-06 · applied 0 times - **Page:** https://vetox.io/templates/local/local-club-association ## 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. ## Server structure ### Roles (top to bottom) - Chair (administrator, displayed separately) - Secretary (administrator, displayed separately) - Committee (moderator, displayed separately) - Volunteer (mentionable) - Full Member (displayed separately) - Associate Member - Guest - Muted ### Channels - **NOTICEBOARD** - #noticeboard (announcement) — Club notices from the chair and secretary: meetings, events, closures, renewals. - #club-constitution (text) — The constitution, the code of conduct and how the committee is elected. - #join-the-club (text) — How to become a member, what it costs and the form to apply. - **MEMBERS** (hidden from @everyone) - #members-room (text) — The club's everyday chat. Members only. - #meeting-notes (text, hidden from @everyone) — Minutes of every meeting, posted by the secretary. Discuss them in #members-room. - #next-meeting-agenda (text) — Add an item for the next meeting. The secretary compiles the agenda from here. - #club-events (text) — Upcoming events with date, time and place. Sign up in #event-signups. - #event-signups (text) — One reply per person naming the event. That is the head count. - #volunteers-needed (text) — Jobs that need doing: setting up, serving tea, running the raffle table. Claim one by replying. - #subs-and-dues (text) — Renewal dates, how to pay and who to ask if you cannot this year. - **VOICE** - Club Room (voice) - Monthly Meeting (voice) - AFK (voice) - **COMMITTEE** (hidden from @everyone) - #committee-room (text) — Committee business between meetings. - #minutes-drafts (text) — Draft minutes for approval before the secretary publishes them in #meeting-notes. - #treasurer-reports (text) — Accounts, the bank balance and the budget for the year. - #membership-applications (text) — Applications from #join-the-club land here. Approve and grant the role. - Committee Call (voice) ## 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. ## 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](https://vetox.io/templates/local/local-sports-league) — You run several teams that play each other and need fixtures, results and referees. ## Frequently asked 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. ## Apply it Open https://vetox.io/templates/local/local-club-association and choose a server, or run `/template load template:local/local-club-association` in Discord. Merge adds what is missing and reuses roles and channels with the same name; replace rebuilds the server. Vetox takes a safety backup first either way.