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

  1. Book meeting rooms for committee meetings, AGMs (Annual General Meetings) and SGMs (Special General Meetings).
  2. Draft agendas for committee meetings, AGMs and SGMs.
  3. Take minutes at committee meetings, AGMs & SGMs.
  4. Issue draft minutes to committee for review and comment .
  5. Issue final minutes to general membership.
  6. Receive and process general club correspondence.
  7. Apply for club entries to the London Marathon – details available on event website.
  8. Facilitate payment of affiliation fees to UKA/SEAA/HAA etc.
  9. Assist when required with handing out awards at Billy Bash event.

Chair/Vice Chair

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

Women’s Captain

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

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

Men’s Captain

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

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

Membership Secretary

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

Treasurer

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

Club Coach Representative

  1. Hold a valid UKA level 2 or equivalent Club Coaching licence, and be a current member of Lordshill Road Runners.
  2. Develop a Club Coaching team, from Run leaders and fellow Coaches.
  3. Club Coach to represent the Coaching team at committee meetings.
  4. 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.
  5. Be aware of health and safety issues, ensuring that coaching is within a safe and appropriate environment, as per UKA guidelines.
  6. Identifying/using skills and resources- eg. candidates for ‘run-leader’ training, members with other areas of expertise,- accessing cross-training opportunities, links with other clubs/organisations.
  7. To maintain an up-to-date knowledge of coaching rules, regulations and requirements.

Communications Officers (x2)

  1. Solicit contributions for website from committee members, leaders of working groups and club members
  2. Advertise events relevant to the members
  3. Generate a regular e-mail and PDF newsletter highlighting recent contributions to the website
  4. Summarise social media activity for non-users
  5. Supervise social media contributions
  6. Maintain website (or liaise with maintainer)
  7. Educate committee members and club members on the use of the technology powering the website
  8. 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)

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