Orig Dec.2004 revised April 2008 by R. Brophy Northside Running Club Committee’s Roles and Responsibilities Background: An informal group of runners formed in 1993 to train for Six Foot Track. Run leaders included Gary Swain, Susan Griffith and Steve Bruggeman, among others. After Gary passed away in January 2000, Susan and others sought assistance to improve the club‟s administration via merger with Athletics East, becoming Athletics East Northside later that year. Geographic distance between the two club chapters impaired cohesion, so a committee was formed to formalise an independent club with its first meeting on 16th April, 2002. Competitions were held to create a logo and a name, the winners being and Northside Running Group (NRG). In December 2004, with the committee and its leadership having experienced considerable adjustment and still facing significant turnover, Susan requested each office to provide a position description. The result of that exercise (and subsequent revisions) is below. The aim of the NRG Committee includes but is not limited to: Manage the club on behalf of its members. Manage the club within the guidelines for associations as set out by the Dept of Fair Trading. Encourage attraction of new members and the retention of existing ones. Provide an opportunity for members to have their say about what they want from the club. Discuss members‟ requests and make decisions on implementing new ideas/suggestions. Continually look at adding value for our members. Ensure that the finances of the club are managed honestly and responsibly. Provide an encouraging, friendly environment for all members, and one which is safer than running alone. Do not hold prejudices to any person wishing to become a member, whilst at the same time ensuring that the best interest of all members are adhered to. Offer member running sessions that are well structured, promoted, and varied to suit all members‟ abilities. Ensure that new members are welcomed into the club and are introduced to others. Duties and responsibilities of office bearers The table below shows the committee positions, position description and a rough history of the holders of those positions. Position Position Description Holders President To provide leadership to the committee. Susan Griffith Ensure that the committee members fulfil their duties and/or 2002-2005 provide support to them in doing so. Canvass ideas from members and committee members. Randy Brophy Provide guidance on new topics. 2005-2008 Promote the club. Be responsible for handling media/PR enquiries. Signature on cheque account. Authorise expenditure as agreed to by the committee. Delegate duties. Recruit new members and committee members. Listen to all members‟ queries/ideas. Maintain relations with other clubs, e.g. Coolrunning, Striders, Frontrunners, Hash, etc. Run committee meetings. Prepare Award and Voting process (November) Report at AGM. Vice President Maintain appropriate records and keep current with Randy Brophy (up to two) organisational requirements 2002-2005 File new forms as needed with appropriate authorities and organisations. Have signing authority. Marcus Giles Be a focal contact for club presence and events including the 2002-2004 packaging, perception, promotion in various media. Assume or delegate the duties of president if necessary Jim Carter (absence temporary or longer-term). 2005-2007 Help potential new members to become better acquainted with club features and events. Leanne Ambrogio Function as a listening ear for feedback and ideas to bring to 2005-2006 the committee from the membership, and to consolidate ideas from other committee members. Anne McGuire Provide leadership on the newsletter (including editorial duties if 2007-2008 required), adding structure & content where needed. Orig Dec.2004 revised April 2008 by R. Brophy Treasurer Manage the finances for the club Neil Cocks Regularly report back to the Committee on the state of those 2002-2005 finances. Pay club‟s bills Clyde Russell Banking monies 2005-2007 Preparing an annual budget Working out an appropriate annual subscription for membership Daniel Mellish Prepare annual financial reports 2007- Provide guidance to budgets of events as appropriate Report at AGM Registrar To look after the Club‟s membership database, and keep the Heather Kent database up-to-date as new members join/existing members 2002-2004 renew their membership. Empty the club‟s P.O. box weekly, managing the incoming Sue Jeffrey 2004-2005 mail for the club. Manage all in-person, electronic and post registrations. Anne Barnettt Ensure that the correct money is paid, and then given to the 2006-2007 Treasurer. New members formally welcomed to the Club, via email, and John Mitchell given all necessary information about our Club‟s details 2007- (website password, etc.). Respond to queries via phone or email, about club membership. Promote and recruit new members to the Club. Secretary Advise Committee members of upcoming Committee Anne McGuire Meeting 2002-2004 Collate topics from Committee and Club members to discuss at Committee Meeting Carol Thompson 2004-2005 Provide Agenda for Committee Meeting Take Minutes during Committee Meeting Stewart Vincent Type and distribute Minutes from Committee Meeting 2005-2006 Undertake whatever task allocated at Meetings Regular check NRG Website to make sure that it is up to Anne McGuire date and correct 2006-2007 Advise Committee Members and Club members of Annual General Meeting or Special Meetings that may be Tom Cho called during the year 2007-2008 Distribute all necessary paperwork prior to AGM and Special Meetings Ensure correct protocol is observed in relation to Meetings and other Club formal events Act as liaison point for enquiries from new members and prospective members Prepare agenda, take minutes and report at AGM Coaching Program special coached sessions Leanne Ambrogio Coordinator Program general run sessions (i.e. rostering) 2002-2006 Co-ordinate coaches for set coaching sessions (i.e. rostering) Steve Bruggeman 2006-2007 Seek, schedule and co-ordinate “run leaders” for non- coaching, general run sessions Louise Heywood Schedule Saturday “away” runs 2007-2008 Co-ordinate training programs for specific events Put together calendar of races to send to communications coordinator or post to the Website Provide information to NRG members who wish to become involved in coaching Promote and recruit members for NRG Sponsorship & Maintain club merchandise Steve Bruggeman Merchandise Actively promote and sell club merchandise at running sessions 2002-2003 Coordinator Provide merchadise report at each committee meeting Present to the committee the order submission, if approved Martin Gillespie (Were separate order merchandise Kathryn Evans Orig Dec.2004 revised April 2008 by R. Brophy roles now Approve merchandise invoices from suppliers 2003-2004 combined) Provide the money from merchandise sales to the treasurer Encourage new runners to become members of the club Sandra Little Make contact and reconfirm arrangements with all existing Pamela Carter Sponsors 2004-2005 Maintain records on spreadsheet. Ensure these sponsors have broad appeal and add value to our Pamela Carter members 2005-2008 Assess if any sponsors may be suitable for contributing to our education nights or offering product at an event we may hold. Ensure sponsorship details are kept up to date on Web and go out with newsletters. Monitor and enforce NRG‟s policy of services offered to the club, (ie physio‟s, massage, etc, ) and ensure these dealt with in a way that is of benefit to both parties. Assisting other committee members where help maybe required, e.g. Education nights, social events. Social To organise and coordinate social events throughout the Heather Kent coordinator year. 2002-2005 These include social events after certain „traditional‟ Rebecca Stevens running events, as well as weekends away, day & 2005-2006 evening restaurant socials, theme nights, & our not-to-be- missed annual Christmas Party. Louise Heywood This includes working with various members that „own‟ a 2006-2007 particular social event to ensure that it is a successful fun event, and give assistance where necessary. Simon Rogers Developing Social Calendar which is placed on our 2007- website. Be a focal contact and listening ear for our members, as to new ideas for social events. Promote & recruit new members to the Club. Webmaster Maintain web site 2002-2005 (official position Advise on hosting arrangements. Tony Arrowsmith left unfilled 2006- Advise / define new requirements as identified 2007 with some 2005-2006 tasks moved to Coordinate new developments as required Dave Masters Communications Update site with communications provide by committee Coordinator) members as required 2006-2008 1. Race reports and special interest items – specific Randy Brophy events are published as received Jon Bird 2. Specific documents – eg time trials, six foot track (de facto) training regimes etc are published as received. 3. Specific club administrations documents – club registration, AGM notification etc available form club website. Education Kathryn Evans coordinator Principle role of the Education Officer is to ensure the 2004-2005 members are being offered relevant information directly related to running, or health and fitness in general. Jim Carter 2005-2007 The main task is to seek feedback from the members to ensure member‟s interests are being served and the topics Keith Hong are relevant to the majority of the group. This typically 2007- means: - Organise yearly member surveys to gauge feedback on a number of issues - Organise specific feedback forms for education nights The next task is to organise periodic education events. Typically quarterly. A typical event requires: - room hire - speaker choice, payment, and topic choice (With committee feedback) Orig Dec.2004 revised April 2008 by R. Brophy - promotional copy for the weekly email - promotion for the education event at NRG events - locking in members to help with cost and catering - organise catering if required - organise gift for speaker if required - extend invitation to other clubs if desired Communications Solicit, collect and edit stories and photos from club members. Randy Brophy Coordinator Control the advert content if any. 2002-2005 (formerly Write supplementary stories as needed. Newsletter Post alerts about races, social events, etc. Jon Bird Editor) Organise the content onto the NRG News posting format. 2005-2008 Post to NRG Website for club member viewing. Post weekly plus special posts as needed Ordinary Respond to queries and issues raised by members Kerry Wren, Clive Members Be alert to issues arising from the club Jeffery, Dan (up to five) Attend and contribute at committee meetings Caratti Promote NRG 2002-2003 Sandra Little 2003-2004 Susan Jeffrey Steve Bruggeman All members of the committee should be clear about their roles on the committee and their ability to fulfil that role. Whilst committee members are not paid, they hold a responsible position and must notify the President if they are unable to fulfil their commitment or require assistance in completing the task. The committee should be united in its promotion of the club, its rules and regulations and the aims and objectives, and its actions shall be bound by the club‟s Constitution and Bylaws. Committee members are required to pay the annual registration fee, and the normal member payment for any NRG social and education events. Meals and beverages during regular meetings are also the responsibility of the committee members.