|Shelley James||Chairemail@example.com||Honarary Officer|
|Liz Halliwell||Treasurerfirstname.lastname@example.org||Honarary Officer|
|Jo Creed||Secretaryemail@example.com||Honarary Officer|
|Julia Wade||Membership Secretaryfirstname.lastname@example.org||Ordinary Officer|
|Tara Lupton||Welfare Officeremail@example.com||Non-Electable Officer|
|Nikki Fowles||Social Secretaryfirstname.lastname@example.org||Ordinary Officer|
|Allistair Hignell CBE||Presidentemail@example.com||Presidency|
Supporting Roles to the Committee
|Val Kirby||Coaching Cofirstname.lastname@example.org|
|Nikki Fowles||Junior Coachemail@example.com|
|Marcia Gonsalves-Thompson||Club Captainfirstname.lastname@example.org|
|Anne-Marie Delrosa||Race and Web Communications Officeremail@example.com|
Cotswold Allrunners is managed by the Committee, elected each year at the Annual General Meeting. The minutes of Committee meetings and AGMs are available upon request from the Club Secretary.
The Committee consists of 8 volunteer members, including three Officers, 2 Ordinary Officers, an Honorary President, a Welfare Officer and a Coaching Co-ordinator. All, except the Welfare & Coaching Co-ordinator, are electable each year at the Club Annual General Meeting (AGM).
In addition to the committee members, we also have a number of training group leaders.
To discuss club matters or if you have suggestions on how to improve the club contact any member of the committee or to add something to the next agenda, get in touch with the Club Secretary.
General roles and responsibilities of the Committee
The role of the Committee is to make decisions on behalf of the members to ensure the club is run properly. This includes facilitating activities that club members want to do and ensuring that we do everything we are legally and officially obliged to do as a club.
Given the size of the club and range of activities provided, Committee members work with a variety of additional volunteers in sub-roles to organise, co-ordinate and provide these different activities for members.
The three Officer positions are Honorary Chairman, Treasurer and Secretary.
They are responsible for ensuring that, as a club, we adhere to our legal and official obligations. This primarily means following the rules as set out by the national and regional governing bodies which administer our sport, i.e. UK Athletics (UKA), and the general rules of running a non-profit or membership organisation, which include having our own set of club rules and byelaws.
The Committee has 2 ordinary members and qualified Leaders/Coaches whose roles are:
- Running & Athletics
- Young Runners Club Management
- Club Kit
- Club Runs and Mentoring
The Representatives are responsible for overseeing activities within certain areas of the club (e.g. Coaching & Training). These are primarily the core activities that have been developed by the membership over time. Representatives are also available as the point of contact for members for their area, whether to raise a query, address an issue or consider a new idea or activity for the club.
- Assist the Secretary in preparation of meeting agendas
- To approve agendas and minutes of the committee meetings
- Manage the efficient running of committee meetings , AGMs and SGMs and contribute to the objective decision making by exercising sound judgement
- Facilitate open discussion and good decision making; to have casting vote in meetings
- To ensure the committee act in the spirit of the club, in the best interest of its members and according to the constitution
- To represent the committee and club, acting as spokesperson as required.
- Record all payments and receipts
- Analyse all income and expenditure
- Preparation of financial statements for review at each Committee meeting
- Give brief report at committee meetings
- Produce year end accounts for the AGM
- Manage bank account online
- Maintain all records in order for year-end audit
- Assuring an independent examination of accounts is conducted annually
- Managing stock control of club’s assets
- Ensure at least one other committee member has access to the club bank account.
- Book meeting rooms for committee meetings, AGMs and SGMs
- Draft agendas for committee meetings, AGMs and SGMs
- Take minutes at the committee meetings, AGMs and SGMs (or ensure other committee member is available to cover)
- Issue draft minutes to committee for review and comment within 48 hours
- Issue final minutes to general membership within 1 week
- Receive and process general club correspondence
- Apply for club entries to the London Marathon
- First point of contact with England Athletics and UK Athletics and facilitate payment of affiliation fees to UKA
- Produce bi-annual email newsletter.
- Deal with new membership queries and applications
- Liaise with group leaders to introduce new members
- Follow up on trial applicants
- Oversee Facebook group membership
- Contact members in arrears in the first instance
- Raise the profile of the club with aim of increasing active participation
- Oversee kit supply process
- Maintain membership spreadsheet
- Update the committee regularly with membership numbers and members contact details.
- Ensure that all club coaches/helpers/volunteers have completed a volunteer reference form or complied with a volunteer recruitment process and assist in this process as appropriate and to ensure that all coaches/officials/volunteers have completed CRB and Independent Safeguarding Authority checks as required and assist in this process as appropriate
- Respond to suspected breaches of the Welfare Policies and Procedures that may be referred to them, in accordance with the Welfare Procedures and to advise and support other club officers or committee members how to respond appropriately in accordance with the Procedures
- Be the first point of contact for any concerns about child abuse
- Report any concerns about child abuse to local children’s social care services or police immediately
- Have attending Safeguarding and Protecting Children Training and Time to Listen Training for Club Welfare Officers within the last 3 years.
- Plan and organise several club socials every year
- Represent the club when dealing with venues
- Promote club social activities on website, social media and during training sessions
In addition to their specific responsibilities, all committee members are jointly responsible for:
- Answering member questions in person and via the club email account
- Responding to questions from committee members within 48 hours
Coaching Co-ordinator (committee role)
- Develop a Club Coaching Team, from Run leaders and fellow Coaches
- Represent the Coaching Team at committee meetings
- Work with the Coaching team to build on and improve the planning and execution of progressive training schedules – carried out by Coaches, trained Run leaders and assistants that are accessible and suitable for all levels of ability and interest and to help members improve aspects of their running.
- Be aware of health and safety issues, ensuring that coaching is within a safe and appropriate environment, as per UKA guidelines
- Identifying/using skills and resources e.g. candidates for run leader training, members with other areas of expertise, accessing cross-training opportunities, links with other clubs/organisations
- To maintain an up-to-date knowledge of coaching rules, regulations and requirements.
Non-elected role, appointed by the Committee
Club Captain (committee role)
- Inform members of dates & details of league events (and other events in region) and manage the team entry and communication, including Cross Country and Cotswold Way Relay.
- Encourage members to enter and try to ensure enough entries to make up at least one team (CWR)
- Ensure teams are as competitive as possible while still maintaining the ethos of having fun
- Recognise particular achievements and make these known to the club
- Generally encourage members in the club with their running and to enter races
- Maintain a motivating presence (at training nights, events, socials etc) and via social media (Facebook, email) etc
- Work collaboratively with the committee.
Communications Officer (non-committee role)
- Keep the website and social media updated with relevant content
- Keep the website updated with news stories supplied
- Keep the app updated
- Seek race reports from members and edit if required, provide to Web Comms officer
- Write small news stories to celebrate member news
It is anticipated that this role will require a max of 4 hours per month
Elected annually at AGM.