All Committee Members are expected to:
- Ensure that the club is run and administered in accordance with the club’s
constitution.
- Work to further the aims of the club.
- Progress the club in accordance with the views and wishes of the general
membership.
- Participate in the collective responsibility of the Committee to
promote and safeguard the best interests of the Club and its Membership.
- Attend
and contribute to committee meetings.
- Attend the club’s AGM.
In
addition:
The Club Chairman
shall:
- Produce an agenda for committee meetings in advance of the meeting
giving committee members the opportunity to contribute to the agenda.
- Chair committee meetings.
- With the secretary, produce and coordinate an agenda for the AGM in
consultation with the rest of the committee.
- With the secretary oversee the production and dissemination of all
appropriate documentation required for the AGM.
- Chair the club AGM and ensure that the meeting is conducted in
accordance with the club’s constitution.
- Ensure that all meetings are conducted in an orderly
manner.
- Produce an agenda (if required) and chair any extraordinary general
meeting should one be required.
- Have an understanding of all aspects of the
club.
- Support the Secretary in ensuring that committee members are aware of
their roles and responsibilities.
- Should the need arise; act as the ambassador and/or spokesperson for the
club.
- Support committee members in the fulfillment of their roles and
responsibilities.
The Secretary is the principal Administrator for the club. This is a pivotal role in which the
Club Secretary carries out, or delegates, all of the administrative duties that enable the club and its members to function effectively.
The Club Secretary
shall:
• Be a first point of contact with external
organizations.
- Organize the Annual General Meeting and any extraordinary general
meeting.
- With the chairman, produce and coordinate an agenda for the AGM in
consultation with the rest of the committee.
- With the chairman oversee the production and dissemination of all
appropriate documentation required for the AGM.
• Take and distribute minutes of
meetings.
- Ensure all appropriate documents are available for committee
members.
• Keep club
records.
• Liaise with members, post holders and
external agencies.
- Have an understanding of all aspects of the
club.
The Treasurer
shall:
- Liaise with our Bank to ensure the level of service we receive and
their Bank Statements are correct and appropriate.
- Issue any cheques required by the Club and be one of the two
signatories required on each cheque.
- Ensure any funds to be paid from the Club’s account are appropriate and
are made against incoming invoices, receipts or written authorisation from the Committee Members.
- Ensure all incoming funds are recorded, reconciled and allocated to the
appropriate income profiles.
- Provide financial reports to the Committee at regular intervals, or
when requested, so they remain informed of the Club’s financial status.
- Provide financial and commercial guidance to the Committee when this is
sought or deemed appropriate.
- Maintain financial records, which are understandable to the Membership,
transparent and fully auditable.
- Prepare and present a financial statement at each AGM in a format that
is transparent and easy for the Membership to comprehend.
The Membership Secretary shall:
- Maintain an up to date register of members’ contact details
- Print membership cards and get them to members within 2 weeks of membership application and fee being
received
- Check members’ third party insurance details and ensure that they comply with the club requirements
as per the constitution
The Chief Ride Co-Coordinator
shall:
- Be a point of contact for Ride Leaders from all
groups.
- Liaise with Ride Co-coordinators and Leaders with regard to ride
cancellation due to unsafe riding conditions and inclement weather.
- Update ride calendar if others are having issues. Assist with
advise/training around calendar user instructions.
- Offer advice and assistance on how to plan routes, this may include the
use of software such as Garmin/Strava.
- Liaise with Social Secretary to pass on social event information to Ride
Leaders.
- Welcome and introduce new members.
- Help out with other Committee/Club events or
issues.
The Social Secretary shall:
- Oversee the organization and promotion of social
events for all Club members.
- Oversee the organization of the Club’s main social
events (Xmas, Summer, Bunny Hunt and Treasure Hunt).
- Assess the safety of proposed events and venues.
Liaise with committee members on social events.
- Promote social events over Club’s social media and
website.
The Non-Specific Committee Members
shall:
- Carry out such roles and tasks as agreed between that member and the
committee.
Examples of such tasks currently being carried
out:
- Organizing club kit orders.
- Overseeing and making up club first aid kits.
- Disseminating and organizing admin site received emails.
- Aiding the organization of club social events.
In addition the committee elects a vice chairman (normally from one of the non-specific members) whose
role is to support and deputize for the chairman.