Committee Responsibilities

This page describes each of the Committee Offices, and their associated responsibilities:


  • 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


  • 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.


  • 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.


  • 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