This page describes each of the Committee Offices, and their associated responsibilities:
Chairman
- To chair Management Committee and AGM/EGM meetings
- Unbiased decision maker. Will concede this responsibility where there is a conflict of interest
- Represent the Club at both a local and national level
- Give direction on the development of the Club
- Look for sourcing of funding and sponsorship
- Point of contact for the Club
- To ensure the Management Committee function as a team
- To ensure that the Management Committee is able to manage and oversee the running of the Club, including Club nights
- To ensure that decisions made by the Management Committee are carried out
- To monitor the Club’s finances through close liaison with the treasurer
Duties at formal meetings
- Prepare agendas, in consultation with the Club Secretary
- Conduct the meeting in a manner that enables all Committee Members to have his or her say
- Conduct the meeting in a way that ensures business is dealt with effectively
- Steer the meeting through the agenda
- Summarise what has been said
- Move to a vote if necessary
Secretary
- The Club Secretary acts as the principle administrator for the Club
- Responsible for carrying out or delegating all of the administrative duties that enable the Club Membership to function effectively.
- Be responsible for the day to day running of the Club.
- Will have a good understanding of all of the roles within the Club to ensure that the Management Committee and the Membership are united in their objectives.
- To provide a link between the Club Membership, Management Committee and other running Clubs, national governing bodies (NGB) (UKA), local community and media.
- To be the fixed point of contact for all enquiries and to deal with all correspondence.
- To represent the Club at external meetings
- To keep up to date with UKA and other sports bodies initiatives
- To organise the Club’s annual general meeting (AGM).
- To organise, attend Management Committee meetings. Take and distribute minutes. Ensure that action points from the meeting have been carried out
- To maintain an inventory of all Club owned equipment.
- To ensure that all Club owned equipment is kept in good order and available for use.
- To coordinate and communicate dates and locations for Committee Meetings, AGM and EGM.
Treasurer
- Responsible for all income and expenditure affecting the Club and for the presentation of the accounts and balance sheets
- Keep up-to-date records of all financial transactions in a cash book, in a format of their choice (paper or electronic)
- Pay cheques and surplus cash into the bank promptly
- Pay bills and expenses promptly
- Give the Committee regular (quarterly) financial reports.
- Produce a yearly budget, and monitor this throughout the year (at least monthly)
- Make the cash book available for inspection by any member who requests this
- Present an end-of-year financial report to the AGM. This report must be in a format that is available to all members
- Prepare year-end statement of accounts to present to an independent reviewer(s)
- Arrange for an independent review of accounts to take place
Membership Secretary
- To be the main point of contact for all enquiries regarding joining the Club
- Give advice regarding joining the Club
- Keep and maintain accurate records of each Club Member’s personal details
- To ensure that each Club Member’s details regarding registration are with UKA
- To meet and greet potential new members and to ensure that they receive induction briefing, in accordance with Club Rules
- To be an active member of the Management Committee.
Captain/Vice-Captain
- Actively encourage members to take part in road, cross country and relay races
- To be an active member of the Management Committee.
Social Secretary
- To coordinate and communicate all intra-club social activities, such as the Awards Night, Christmas Party and any other social events the club sponsors for the benefit of Club Members.
- To be an active member of the Management Committee.
Web Administrator
- To coordinate the online communication channels (Website, Facebook, Twitter, Flickr, etc) for the club
- Renew domain name registration and hosting for the club website yearly.
- Maintain the club website software, including the capture and storage of backups
- Manage membership to club online resources, such as the Facebook (group and page), Twitter, Flickr, etc…
- Censor, as necessary, online abuse and comments which breach the Club Code of Conduct
- Report to the secretary on all issues pertaining to online breaches of Club Code of Conduct
- To be an active member of the Management Committee.
Head Coach
- Coordinate the coaching/run-leader team
- Communicate the club training sessions to club members
- Ensure all club sessions are held in accordance with UKA Policy and Club Code of Conduct
- To be an active member of the Management Committee.
Welfare Officer
- To ensure that the welfare of club members is considered and managed in every club decision and event
- To ensure that the Club upholds its responsibility of a Duty of care towards its Membership and to associated members of the public.
- To ensure that the Club adopts and maintains Health and Safety policies, in accordance to UKA and the Clubs Constitution and Rules.
- To ensure that all activities that the Club undertakes are covered by a Risk Assessment. This will include Tuesday and Thursday evening activities.
- To report back to the committee on any breaches in the Club Code of Conduct
- To ensure that all accidents and incidents are correctly reported.
- To be an active member of the Management Committee.
Kit Officer
- To maintain an inventory of FRR branded kit
- To manage the delivery of orders placed on the website
- To be an active member of the Management Committee.
Last Updated and Approved 27 Jan 2017