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.
