CLUB OFFICERS: ROLES & 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
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
- To present club awards at annual prize-giving events
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
- To present club awards at annual prize-giving events
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.