Job Descriptions March 2014

1Committee Posts

CHAIR

Responsibilities include to:

  • Attend and chair committee meetings (approx. 6 per year),ensuring that all committee members are given an equal opportunity to speak,guide discussions to reach conclusions in the best interests of the club, and carry out similar duties at the AGM and any special general meetings.
  • Endeavor to ensure that all decisions made are implemented within a reasonable timescale. Support and encourage committee members in the fulfillment of their duties
  • Encourage club members to support their club.
  • Ensure that each club member, no matter what their ability, has equal opportunity to partake in all activities and events within the guidelines of the Athletics UK rulings.
  • Regularly attend clubnights
  • Lead notices/announcements on Tuesday club nights, delegate if required
  • Ensure the club meets its legal obligations
  • Liaise with the Landlords in respect of the clubhouse facilities
  • Prepare and present a speech at the Annual Dinner.

SECRETARY

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year)
  • Regularly attend clubnights
  • Update the members’ handbook with any rule changes and amendments to club details after liaising with the Chair and other committee members
  • Distribute draft and final agendas/notices/nomination forms for committee meetings and the AGM and any Special General Meetingscomplying at all times with club rules and deadlines
  • Attend and take minutes at these meetings
  • Manage the process for balloting applications for the London Marathon
  • Put a calendar of events on the website and club noticeboard
  • Represent the club at governing bodies e.g. SCAA, Surrey League or any other meetings with external organisations e.g. Dulwich College
  • Deal with correspondence and insurance claims/renewals

TREASURER

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year)
  • Regularly attend clubnights
  • Make every effort to pay monies into the club bank or building society within 2 weeks of receipt.
  • Draw cheques from the club account as required by the committee.
  • Reimburse expenses as agreed by the committee within 30 days of presentation
  • Keep a record of income and expenditure and present this at every Committee meeting and AGM, together with supporting bank statements.
  • Draw up end of year accounts and present to the AGM

RACE SECRETARY

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year)
  • Regularly attend clubnights
  • Select the club championship races throughout the year
  • Obtain race results for the above races.
  • Organise the club’s 1 mile and 5K championships and mid-summer relay
  • Publish race results.
  • Provide entry details for events and co-ordinate lifts where required
  • Maintain records for the Attendance Trophy.
  • Purchase all medals and trophies for cross country and summer league events (results supplied by relevant secretaries)
  • Verify club records from any non-club events and pass them on to the record keeper.

MEMBERSHIP SECRETARY

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year) and report on membership levels and recruitment, including a list of new joiners since the last committee meeting
  • Regularly attend clubnights
  • Delegate an assistant to meet new members and explain about the club,andto ensure they sign the visitors book and have someone to run with. Obtain assistance from other club members in the above should it be required.
  • On the 3rdcomplimentary visit, provide a membership form, ensure it is correctly completed, collectsubs and joining fee,issue a membership card and handbook and direct the new member to the Stock Secretary to collect their T-shirt. At the next committee meeting provide a list of new joiners so that a quorum of the committee (4) can formally ratify their membership.
  • Keep records of subs and joining fees collected and liaise with the Treasurer, handing over monies at regular intervals.
  • Ensure members’ details are kept up to date.
  • Promptly collect subs from re-joining members.

COMMUNICATIONS SECRETARY

Responsibilities include to:

  • Attend committee meeting (approximately 6 a year)
  • Regularly attend club nights
  • Produce effective communications to attract and retain members and keep members informed of the range of club events on offer
  • Develop a communications plan for the year ahead so that the club can communicate effectively with potential and existing members to set out the benefits of being a member of DPR and the events it offers.
  • Take the lead on any work on raising the club profile to attract more members
  • Liaise with the newsletter editor to produce, finalise and then distribute to al club members
  • Manage the twitter account, Facebook page and texting out service to maximise their effectiveness in promoting club activities and events
  • Ensure that the club website is kept up to date so that potential and existing members can find quickly and simply the information they are looking for
  • To send out newsletters and other notifications via the clubs e-mail portal system (1to1)

SOCIAL SECRETARY

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year)
  • Regularly attend clubnights
  • In liaison with and the support of the committee, co-ordinate regular events such as the annual dinner, Christmas party, midsummer barbeque and quiz night.
  • Put forward suggestions for one-off events.
  • Organise hire of the clubhouse, bar, food, notices, or whatever is required for the particular event.
  • Maintain a stock of juices for clubnights

STOCK SECRETARY

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year)
  • Regularly attend clubnights
  • Order and maintain a suitable stock of running garments/equipment in the clubcolours.
  • Promote the sale of this stock
  • Be available on club nights on a regular basis so members can access the stock.
  • Account for money collected from sales through accurate book-keeping and liaise with Treasurer to tally monies
  • Liaise with the Membership Secretary to ensure new members have their joining T-shirt

‘OTHER’ MEMBERS POSTS

Responsibilities include to:

  • Attend committee meetings (approx. 6 per year)
  • Regularly attend clubnights
  • Engage in active discussion during committeemeetings and put forward suggestions for discussion.
  • Assist any other committee member if required
  • Actively carry out any club business requests made by another member within the timescale of the request.

2NON-COMMITTEE POSTS

HANDICAPPER

Responsibilities include to:

  • Prepare a schedule of start times, as per established formula, updating and amending as required.
  • Conduct the running of the handicap race on the first Tuesday of every month.
  • Produce results and post them on the noticeboard and in the record book.

WEB MANAGER

Responsibilities include to:

  • Maintain and develop the club internet site, liaising with committee and other club members to collate information on forthcoming events, news etc.
  • Maintain an appropriate level of discretion and integrity with regard to items submitted for publication.

NEWSLETTER EDITOR

Responsibilities include to:

  • Liaise with committee and other club members to collate information on forthcoming events and news, etc.
  • Maintain an appropriate level of discretion and integrity with regard to items submitted for publication.
  • Produce a newssheet for distribution on the first Tuesday of every month, sending by blind email or post.
  • File a copy in the club library.

SUMMER LEAGUE COORDINATOR

Responsibilities include to:

  • Attend the Summer League annual meeting, presenting any discussion points raised by the club.
  • Promote fixtures, co-ordinate lifts
  • Co-ordinate organisation of any DPR home fixtures.
  • Organise relay teams.
  • Publish results and promptly present any prizes not collected at an event.
  • Co-ordinate with Race Secretary with regard to attendance, championship events and medals for same.

CROSS COUNTRY CAPTAINS - MEN AND WOMEN

Responsibilities include to:

  • Attend Surrey League annual meeting, presenting any discussion points raised by the club.
  • Promote fixtures, co-ordinate lifts
  • Co-ordinate organisation of any DPR home fixtures.
  • Co-ordinate with Race Secretary with regard to attendance, championship events and medals for same.

RECORD KEEPER

Responsibilities include to:

  • Regularly update and maintain the club record boards
  • Co-ordinate with the Race Secretary with regard to club champions and new records for races.