Club committees
A canoe club committee handover checklist
Pass on the records, access and unfinished jobs that the next volunteer needs.
Agree what changes hands
A useful handover shows the next person where the records are. It also tells them what still needs doing. Sending a folder of files leaves those questions unanswered.
Name who is leaving each role and who will take it on. Add the handover date. Flag any role that still needs an owner. If one person covers several jobs, list each job so none gets missed when they leave.
Start with your club's constitution and agreed roles. Paddle UK's club resources include role guides and templates for England clubs. Use them to check which jobs need an owner. Your club's adopted rules still apply. Clubs elsewhere should use their own governing body's current guidance.
Build a short record inventory
Keep one handover index in a shared club folder with checked access. Link to the current files instead of making fresh copies. For each item, add an owner and a review date. Check that the new owner can open it.
Scroll sideways to read all three columns.
| Area | Records to find | Acceptance check |
|---|---|---|
| Secretary and chair | Constitution, minutes, decisions, affiliation records and annual meeting actions. | Can the new owner find the latest approved version and next deadline? |
| Membership | Current member list, joining applications, renewal records and unresolved queries. | Can they distinguish active access, membership status and payment status? |
| Treasurer | Accounts, unpaid items, commitments, approved budgets and banking authorities. | Can they reconcile the latest position and identify who may authorise payments? |
| Fleet and facilities | Asset register, maintenance records, storage arrangements, keys and open repairs. | Can they identify unavailable kit and the person responsible for each repair? |
| Activity leads | Programme, bookings, leader records, venue agreements and current operating documents. | Can they find the next activity and its outstanding preparation? |
| Welfare and safety roles | Current policies, role-specific access and the approved reporting route. | Is restricted information available only to the appropriate role holders? |
Keep case details, health records and private letters out of the general handover pack. State where the right role holders can find them.
Exeter Canoe Club's committee procedures show how one club divides the work. The document covers roles, regular reviews, member records and kit checks. Those are that club's published rules, not current rules for every UK club.
Transfer access without sharing personal logins
List the services used in the role. Include club email, the website, member records, shared files, the affiliation portal and banking. Note who owns each account and how to regain access if locked out. Keep passwords and recovery codes out of the handover index.
- Give the new role holder their own approved account where the service supports it.
- Have them sign in and open the records needed for the role.
- Check recovery details and multi-factor authentication through the service's approved process.
- Ask the service admin to review the old role holder's access once the new access works.
Club software access and banking rights are separate. Changing a software role does not change the bank mandate or an account with another service.
KanuHQ's security information explains how it controls club access. Give each person the access their job needs.
Make unfinished work visible
Each open item needs a next action, an owner and a due date. "Renewals" is too vague. "Match these unpaid renewals to the bank record" gives the next person a clear job.
Use this entry format in the handover index:
- Record or job name and a link to its current location.
- Outgoing owner and incoming owner.
- Current position and the decision already agreed.
- Next action, due date and anything it depends on.
- Access checked, acceptance date and unresolved questions.
Include work waiting on a venue reply or repair quote. Keep the record of past decisions as well as your short summary.
Carry over recurring jobs too, even when nothing is overdue. Record the next due date for affiliation, insurance, policy reviews and equipment checks. Use your club's own renewal notices and review schedule, not another club's dates.
The club assurance tools keep owners, due dates and supporting evidence together. Software can hold that record; the committee still decides whether the handover is complete.
Check and accept the handover
Ask the new role holder to find a member record, a current policy and an open job. They should use their own login and only view records their role allows. This finds missing links and access gaps while the person leaving can still help.
Note what was accepted, what is missing and who will fix it. Keep the handover open where roles or access remain unclear. A meeting date is not proof that everything was passed on.
If the handover includes replacing a spreadsheet, treat that as a separate change. Follow the member-record migration guide. Check that the records match before the club starts using the new system.
This is an administrative checklist. It does not certify legal compliance, safeguarding arrangements or on-water readiness.