Committee Roles

CLUB OFFICERS – ROLES AND RESPONSIBILITIES

All members of the Club Committee are expected to attend the meetings that are held every 6 weeks or so, as well as take on actions and responsibilities for the roles they have volunteered to do.

Club Secretary

  • Book meeting rooms for committee meetings, AGMs (Annual General Meetings) and SGMs (Special General Meetings).
  • Draft agendas for committee meetings, AGMs and SGMs.
  • Take minutes at committee meetings, AGMs & SGMs.
  • Issue draft minutes to committee for review and comment.
  • Issue final minutes to general membership.
  • Receive and process general club correspondence.
  • Apply for club entries to the London Marathon – details available on event website.
  • Assist when required with handing out awards at Billy Bash event.


Chair/Vice Chair

  • To assist the Secretary in preparation of meeting agendas
  • To approve agendas and minutes of the Committee meetings
  • To manage the efficient running of committee meetings, AGMs and SGMs (as required) and contribute to the objective decision making by exercising sound judgement
  • Facilitate open discussion and good decision making; to have a casting vote in meetings.
  • To ensure the committee act in the spirit of the Club, in the best interest of its members and according to the constitution
  • To represent the Committee and Club, acting as spokesperson as required
  • To present club awards at annual prize-giving events

Women’s Captain and Vice Captain

With the help of the vice-captain, Women’s captain should ensure to:

  •  Inform members of dates & details of league events (and other events in region)
  • Encourage members to enter, and try to ensure enough entries to make up at least one team
  • Ensure teams are as competitive as possible, while still maintaining the ethos of having fun
  • Recognise particular achievements and make these known to all the club
  • Generally encourage the females in the club with their running and to enter races
  • Maintain a motivating presence, in person (at training nights, events, socials etc) and via social media (Facebook, email etc)
  • Work collaboratively with Men’s captain & rest of committee

Men’s Captain and Vice Captain

With the help of the vice-captain, Men’s captain should ensure to:

  •  Inform members of dates and details of league events (and other events in region)
  • Encourage members to enter, and try to ensure enough entries to make up at least one team
  • Ensure teams are as competitive as possible, while still maintaining the ethos of having fun
  • Recognise particular achievements and make these known to all the club
  • Generally encourage the men in the club with their running and to enter races
  • Maintain a motivating presence, in person (at training nights, events, socials etc.) and via social media (Facebook, email etc.)
  • Work collaboratively with Women’s captain & rest of committee

Membership Secretary

  • Respond to requests for information from potential members
  • Set up new members on England Athletics site
  • Assist potential members wanting to transfer to/from LRR by providing documentation to support the transfer
  • Send ‘welcome’ email to new members
  • Maintain membership data
  • Bank new members’ subscriptions/EAA fees/kit monies and report to Treasurer
  • Update the Committee regularly with membership numbers and members’ contact details
  • Initiate EAA payments promptly for new members to enable them to claim subsidised race entries
  • Issue renewal notices to members at year end and chase non-payers
  • Initiate payment of annual subs to EAA at year end
  • Order and maintain and initiate payment for supplies of kit and make kit readily available to members.
  • Facilitate payment of affiliation fees to UKA/SEAA/HAA etc.

Treasurer

  • Record all payments and receipts
  • Analyse all income and expenditure
  • Reconcile bank account
  • Produce accounts for every committee meeting
  • Give brief report at meetings
  • Produce year end accounts for the AGM
  • Report to membership on year’s finances
  • Pay all bills and expenses in a timely manner
  • Make available cash floats and club subsidies when necessary
  • Reconcile club race accounts
  • Manage bank accounts online
  • Maintain all records in order for year-end audit

Club Coach Representative

  • Develop a Club Coaching Team, from Run leaders and fellow Coaches.
  • Represent the Coaching Team at committee meetings.
  • Work with the Coaching team to build on, and improve, the planning and execution of progressive training schedules- carried out by Coaches, trained Run Leaders and assistants; that are enjoyable, accessible, and suitable for all levels of ability and interest, and to help members improve aspects of their running.
  • Be aware of health and safety issues, ensuring that coaching is within a safe and appropriate environment, as per UKA guidelines.
  • Identifying/using skills and resources- e.g. candidates for ‘run-leader’ training, members with other areas of expertise,- accessing cross-training opportunities, links with other clubs/organisations.
  • To maintain an up-to-date knowledge of coaching rules, regulations and requirements.

Communications Officers (x2)

  • Solicit contributions for website from committee members, leaders of working groups and club members
  • Advertise events relevant to the members
  • Generate a regular e-mail and PDF newsletter highlighting recent contributions to the website
  • Summarise social media activity for non-users
  • Supervise social media contributions
  • Maintain website (or liaise with maintainer)
  • Educate committee members and club members on the use of the technology powering the website
  • Report back to the committee on recent activity, the contributions of the working party and club members and plans for the future

Ordinary Members (x2)

  • Actively participate in committee discussions and activities.
  • Participate and/or lead in Working Parties to deliver actions outside of the committee meetings.
  • Support other members of the committee in their roles where required.