The committee is voted-in at each AGM and roles and responsibilities are then assigned to each individual. For clarity, below are the responsibilities of each committee member including the extra responsibilities that individuals have kindly taken on beyond the normal remit of the role:
Chairperson
- To represent the club and to promote the club to outside bodies, other clubs and to members: to act as a focal point for information and encourage participation in all club activities and events.
- Ensure that the rules of the club and affiliated bodies are followed.
- Liaise with the Club Secretary and other committee members in preparing agendas making sure all current issues are covered.
- Ensure that the club has an appropriate, up to date constitution, disciplinary procedures as well other formal club documentation.
- Liaise with the treasurer to ensure that any financial documents are ready for meetings and especially the AGM
- Ensure that all relevant documents are circulated in advance or are to hand at meetings.
- Be diplomatic and manage differences of opinion when they arise in the club.
- Make sure the necessary decisions are taken, moving to vote if required
- Summarise decisions and action points at the end of the meeting.
- Delegate duties as appropriate to fellow committee members, sub-groups and club members.
Current extra duties
- Organise the Annual Results Awards Evening including venue and trophies.
- Manage the Twitter feed.
Secretary Role
- Take and distribute the minutes from the monthly Committee Meetings
- Act as the main point of contact with EA, UKA and other relevant organising bodies.
- Produce a report for the AGM
- Take and distribute the minutes from the AGM
- Distribute the notice of the AGM
Treasurer Role
- Produce monthly accounts for the Committee Meetings.
- Be the main point of contact with the bank, members, and suppliers for all financial matters.
- Manage the payments to UKA for membership.
- Manage the purchase of items/spends for club activities and requirements.
- Write a report for the AGM.
- Produce audited accounts for the AGM.
- Manages the purchase of the Member of the Month awards.
Current extra duties
- Club Covid officer.
- Manage the club and junior websites (shared responsibility).
Club Coach
- Devise training sessions for club members. Usually based on a 4 month cycle targeting a national/regional race.
- Organise group leaders for weekly club sessions.
- Set-up club spreadsheet for group training sessions (during Covid).
- Assist members who would like to progress their coaching qualifications.
Current extra duties
- Send weekly club newsletter to members.
- Respond to new runners emails looking to try out a session (along with several others)
- Maintain club website, updating race results and reports.
- Organise virtual club challenges and race.
Men’s Captain
- Highlight and encourage entry to forthcoming team and relay events and collect list of entries.
- Organise and select teams for local, regional and national relays.
- Liaise with Race Manager about Harrier League, relay, and championship entries and transport requirements.
- Collect and distribute race numbers for the above events.
- General advice and encouraging the club members to give things a go!
Women’s Captain
- Highlight and encourage entry to forthcoming team and relay events and collect list of entries.
- Organise and select teams for local, regional and national relays.
- Liaise with Race Manager about Harrier League, relay, and championship entries and transport requirements.
- Collect and distribute race numbers for the above events.
- General advice and encouraging the club members to give things a go!
Current extra duties
- Organise and announce the Member of the Month award.
- Manage the Instagram feed.
Membership Secretary
- Receives and processes membership applications including registering details on the England Athletics portal.
- Advises potential new members on the change of club procedure.
- Adds the new member to the club e-mail group.
- Sends introductory e-mail to new members providing info about the club, training sessions, kit etc.
- Processes change of club requests.
- Provides updates to club committee members on number of members, breakdown of membership by age and gender.
- Responds to queries from members about membership issues including subs reduction/waiver.
- Liaises with the treasurer in connection with the payment of subs, current membership numbers and jointly develop proposals for annual renewal rates.
- Within the confines of the Data Protection Act provides committee members with data held on the portal.
- Deals with England Athletics in connection with matters arising out of membership requests.
Welfare Officer
- Being the point of contact and managing welfare issues along with other members of the committee to resolve issues and reporting serious safeguarding concerns to UK Athletics.
- Ensuring that UK Athletics and England Athletics welfare policies and guidance are implemented.
Mental Health Champion
- Promote mental wellbeing through running
- Support members to improve their mental health through running
- Support new people who are experiencing mental health problems to start running, get back into running or continue running
- The role does not involve providing individual or emergency support for people experiencing mental health problems or in crisis.
