Christchurch Bicycle Club logo Christchurch Bicycle Club Dorset, England          

Committee Role Descriptions

Chairman

Responsibilities:

  • Chairing committee meeting (4 times a year) and AGM and facilitating the effective running of the committee
  • Producing brief chair’s report for each of the above meetings covering the last period (as is the responsibility of each committee member)
  • Ensuring issues/opportunities that arise, which can’t be resolved by an individual, are properly dealt with by, or in conjunction with, the committee
  • Making decisions for the club, as applicable, with the consensus of the committee
  • Keeping the committee informed, as required, and facilitating the committee to communicate effectively with members and externally
  • Presenting achievement certificates at the AGM (and other occasions)

Secretary

Responsibilities:

  • Deal with emails from prospective members and the general public about the Club  Note: emails to admin@christchurchbicycleclub also go to Chairman and Membership Secretary, who can respond if appropriate
  • Forward relevant emails to webmaster to send out to members
  • Liaise with webmaster and FB administrator, as needed
  • Keep list of committee helpers. Members who would be happy to help with events but do not want to join the committee. Circulate to committee occasionally. (I don’t have a list currently but I could put out an email if that’s what the committee wants
  • Assist meetings secretary to prepare for AGM
  • Ensure that membership of Cycling U.K and C.T.T is renewed in October. A reminder to treasurer for Cycling U.K and complete C.TT renewal form. Treasurer pays by Bacs and form is emailed to C.T.T
  • Respond for  requests for help with local charities with prior approval from the committee

Treasurer

Responsibilities:

  • Ensuring accurate and up-to-date records of all club income and expenditure.
  • Making Payments to third parties.
  • Managing the club’s bank account
  • Seeking approval of the club’s committee for major expenditures
  • Occasionally recommending increases in subs/dues to the committee
  • Advising on financial implications of spending plans
  • Presenting regular reports on the organisation’s financial position
  • Preparing financial statements ahead of the Annual General Meeting
  • Preparing accounts for audit and liaising with the auditor, as required
  • Reporting on the club’s financial performance at the club AGM

Webmaster

Responsibilities:

  • Maintaining the club website by publishing content and keeping software up to date
  • Maintaining the club emailing systems
  • Providing general IT support including the memberMojo and Stripe payments systems, forms and club certificates

Meeting Secretary

Responsibilities:

Committee meetings:

  • Arrange Committee Meetings, which are usually 2nd Monday in February, May, August and November on Zoom
  • Prepare meeting agendas and papers, liaising with Chair and committee for input and reports
  • Draft minutes of each meeting and send draft to committee members for approval
  • Keep formal record of committee meetings including agendas, papers and minutes.
  • Ensure committee operates effectively and according to its Rules

Club AGM (with help from CBC Secretary):

  • Book venue and date – usually 2nd Monday in March
  • Communicate with club members re date, Agenda, committee vacancies and award candidates
  • Take minutes and send to committee members for approval

Membership Secretary

Responsibilities:

  • To be the point of contact for new members. This includes answering phone/email queries and liaising with ride leaders and/or the Meet and Greet team to ensure potential new members receive a friendly welcome to the club.
  • Managing the online membership system ‘Membership Mojo’.  This includes responding to new applications, liaising with Treasurer regarding payments and processing renewals in January each year.
  • Preparing a short Membership Report outlining details of new members/numbers each month and circulating this to the committee ahead of quarterly meetings.
  • Attending committee meetings as required
  • Preparing a short summary of membership activity for the all members ahead of the AGM. Attending the AGM to answer any queries arising from members.

NB January is the busiest time, dealing with many queries from members, but for the rest of the year there is little activity.

Ride Leader Coordinator

Responsibilities:

  • Register new ride leaders with Cycling UK
  • Facilitate training courses for ride leaders if requested
  • Bring ride leader issues to the attention of the committee and help resolve
  • [Ride leaders send quarterly ride lists directly to the webmaster for inclusion on the website]

Competitions Coordinator

Responsibilities:

  • Organise Annual Hill Climb and any other suitable competitions for club members
  • Keep members informed via the website of time trials and other competitions locally that may be of interest