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Committee Roles and Responsibilties (updated February 2020)


Roles and Responsibilities – All officers on the Committee are volunteers and are not paid to carry our any of their roles and responsibilities. This document is a guide for volunteers to know what they are supposed to do and what they are responsible for. They dedicate as much time as they feel able to their roles and will ask for the support and assistance of the Committee and Club where necessary.

 

Chairman
• Assisting the committee with the managerial direction of the club
• Preside at all General and Committee Meetings
• Planning and running monthly committee meetings
• Be an ex-officio member of any sub-committee
• Acting as spokesperson/figurehead if required to do so

 

General Secretary
• Supporting the administration of the club
• Facilitating committee meetings including room hire
• Recording and circulating minutes of meetings
• Dealing with club correspondence with other organisations
• Compiling and circulating Club events calendar
• Arranging annual BC affiliation

 

Treasurer
• Manage the finances of the club on a regular basis
• Pay bills and affiliation fees as they fall due
• Bank income as it arises
• Produce an annual budget to guide club spending over the year
• Produce a set of annual accounts for approval at the club's AGM
• Provide financial support for secretaries of sporting disciplines and organisers of Open events
• Make advanced payments for facilities and provide cash floats in advance of events
• Settle levy payments directly with organising bodies
• Check and audit organiser's income and expense report
• Provide support to Membership Secretary to collect and bank membership subscriptions in an efficient and orderly manner
• Provide financial support for Clothing Secretary to maintain adequate stocks
• Efficient record-keeping is necessary to tie up invoices, bills and receipts with bank transactions, to be able to vouch for the probity of each transaction
• Report on the state of the club's finances at each monthly committee meeting, and present annual accounts for approval by the AGM
• In addition the committee may chose at its discretion to appoint an auditor to formally inspect and sign-off the accounts

 

Membership Secretary
• Process membership applications
• Provide information to inquiries for membership

 

Club Runs Secretary
• Recruit leaders for rides
• Continue to encourage inexperienced members to lead rides
• Produce runs list with destinations and GR’s and keep membership up to date with start times, leaders, average speeds etc
• Compose leaders guidelines with particular emphasis on ride etiquette.
• Always look to add interest to the runs list especially in the summer months eg hilly routes, longer routes, non stop rides, new come and try it rides

 

Points Secretary
• maintaining the Points Classification and its Rules
• assigning the awards for each point classification category and
purchasing the prizes in behalf of the Club to be awarded at the annual
dinner

 

Women’s Secretary
• Encourage and promote women’s cycling in the club – both competitive and non-competitive
Social Secretary
• Make arrangements for the annual Club Dinner and Awards Night
• Encourage social activities for Club members

 

Clothing Secretary
• Ensure that the club has RCC branded clothing for racing and riding
• Close liaison with the Treasurer
• Selecting a clothing supplier
• Choose an ordering system: pre-ordered or holding stock
• Maintain a good working relationship with the clothing supplier
• Listening to club feedback as to requirement. ie. quality vs. cost
• Finding someone to hold the stock
• Keeping accurate records of sales and returns and passing these to the treasurer
• Stock control

 

Social Media Secretary
• Promote the Club, the achievements of its members and its activities through social media

 

Sportive Secretary
• Anthony Maynard Reliability Trial
• RideLondon
Audax Secretary
• Promote audax within the club and local community and be the first point of contact for interested members

 

Time Trial Secretary
• Compile an annual programme of Type 'A' open events
• Compile an annual programme of Type 'B' club events
• Ensure that lists of events are submitted to and approved by CTT (Cycling Time Trials)
• Attend CTT meetings as required (date fixing, mandating)
• Assist in finding organisers for open events
• Assist in arranging timekeeper and marshal coverage for all events
• Record and disseminate event results as required
• Collate list of TT award winners
• The time trials secretary is not required to run evening events

 

Road Race Secretary
• Promote and co-ordinate road racing within the club and local community and be the first point of contact for members for Road Racing matters.
• Help find an organiser for the club's open Road Race or Crit’s promotion and assist the organiser.
• Arrange road race skills sessions

 

Track Secretary
• Promote track cycling and racing within the club and local community and be the first point of contact for members interested in track
• Arrange and co-ordinate outings to other velodromes and events

 

Cyclo Cross Secretary
• Promote cyclo-cross within the club and local community and be the first point of contact for members interested in cyclo-cross racing
• Assist the organiser of the Bill Higson
• Liase with the Wessex League
• Represent the club to relevant CX bodies
• Help find an organiser for the club's open road race promotion and assist the organiser

 

Website Manager
• Maintain and update website

 

Club Coach
• Support RCC members in their desire to improve performance
• Improve personal knowledge base
• Encourage RCC members to train appropriately

 

Welfare Secretary • Introduce themselves to any non adult riders
• Understand the child and vulnerable adult protection policy
• Know how to escalate any problems that might occur
• Complete the required BC online training

 

Master of Trophies
• Manage trophies and keep records of winners holding trophies
• Arrange for trophy returns
• Record annual winners
• Arrange award engraving
• Collect and collate nominations from the Club for Club Person of the Year, Anthony Maynard Spirit Award and Ride of the Year

 

Account Auditor
• Liaise with treasurer to audit accounts prior to the AGM

 

Bill Higson Cyclocross event organiser
• Apply for a BC dashboard and manage entries and communications
• Liaise with Wessex League and book date
• Book venue and medical services
• Recruit an organising team to include course manager, Chief marshal and finance manager to assist with all the tasks
• Collect and return equipment (follow equipment guidelines)
• Hire stakes/van/other necessary equipment
• Prizes
• Recruit volunteers for marshals, sign on and catering
• Pre-event gardening
• Pre-event warning signage
• Race day signage
• Race day course and HQ set up
• Event administration
• Pay Levies and fees

 

Type A Time Trial event organiser
• Generally following CTT guidelines for the running of Type A events
• Arranging for an event HQ
• Arranging timekeepers and marshals
• Arranging signage
• Managing the entry list including field layout, start sheet, result sheet
• On the day risk assessment
• Prizes and prize giving
• Pre and post event administration
• Event budget

 

Crit Race Organiser
• Find suitable date, book circuit, register with British Cycling (the organiser will become registered with BC)
• Book cameraman, and first aid
• Recruit volunteers for marshals, sign on and catering
• Collect / return various bits listed from the Palmer Park RCC store. Race numbers, banners, etc
• Manage entries, print sign on sheets
• Buy food, make rolls
• Unlock / lock up centre and clubhouse
• Set up clubhouse, circuit and signage
• Start races, riders briefing
• Generally manage the event - marshal briefing, liaise with BC commissaire, manage Primes and ensure prizes are given out
• Pay BC levy and circuit costs