Committee Roles

Club Officers: Roles and Responsibilities

All members of the club committee are expected to attend the meetings that are held approximately once a month, as well as take on actions and responsibilities for the roles they have volunteered to do.

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 a spokesperson when required.

Treasurer

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

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 the committee for review and comment.
  • Issue final minutes to the wider club membership.
  • Receive and process general club correspondence.
  • Apply for club entries to the London Marathon (details are available on the event website).
  • Assist when required with handing out awards at the Billy Bash event.

Membership Secretary

  • Respond to requests for information from potential members.
  • Set up new members on the England Athletics site.
  • Assist potential members wanting to transfer to/from LRR, by providing documentation to support the transfer.
  • Send a welcome email to new members.
  • Maintain membership data.
  • Update the committee regularly with membership numbers.
  • Initiate EAA payments promptly for new members, to enable them to claim subsidised race entries.
  • Issue renewal notices to members at year end and then chase non-payers.
  • Initiate payment of annual subs to EAA at year end.
  • Order, 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.

Coaching 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 and run leaders 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 etc.
  • To maintain an up-to-date knowledge of coaching rules, regulations and requirements.

Women’s Captain and Vice-Captain

With the help of the vice-captain, the women’s captain should:

  • 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 women 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 the men’s captain and vice-captain, and the rest of committee.
  • To present club awards at the annual prize-giving events.

Men’s Captain and Vice-Captain

With the help of the vice-captain, the men’s captain should:

  • 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 the women’s captain and vice-captain, and the rest of committee.
  • To present club awards at the annual prize-giving events.

Communications Co-ordinator (x 2)

  • Solicit contributions for social media, the website and email from committee members and the wider club membership.
  • Advertise events relevant to club members, particularly social events (such as our annual Billy Bash).
  • Summarise social media activity for non-users (via email and the website).
  • Supervise social media contributions.
  • Maintain the website, or liaise with the maintainer(s).

Ordinary Members (x 2)

  • Actively participate in committee discussions and activities.
  • Support other members of the committee in their roles, where required.