Club Officials Roles & Responsibilities

Wolverhampton Wheelers
Cycling Club

Founded 1891

Club Officials – Duties

Representation – The following list outlines the basic duties and responsibilities of the duly elected club officials.

  • Each position will be subject to re-election annually at the AGM or at a SGM (except life Members). All positions are subject to the club rules.
  • All elected officials of the club shall represent the view of the club and it’s members. Any views that differ or are contrary to that of the club must be clearly stated as the view of the individual and not that of the Wolverhampton Wheelers Cycling Club.
  • No member will use the club, its media or association as a vehicle for a personal viewpoint whatsoever.  

Chairperson

  • Primary duties include the chair of monthly committee meetings, the AGM and any SGM.
  • The Chairperson will also be called upon to represent the club at meetings with government authorities, Sports bodies and other interested parties at local, regional, National and International levels.
  • The Chairperson will also co-ordinate the efforts of all other club officials in the declared best interest/s of the club and its members.
  • The Chairperson will only vote in the event of an equal number of votes being cast on any particular motion – i.e. The chair will have the deciding vote.

 
Secretary

  • Primary duties include the taking, reproduction and circulation of minutes of monthly committee meetings, the AGM and any SGM.
  • The secretary will be listed as the primary point of communication in any reference to the club.
  • The Secretary will also be responsible for the issue and receipt of official communications.
  • The Secretary will be responsible for the notification of the members in the event of an SGM, the AGM and any other significant meeting or issue that requires a mandate from the body of the membership.

Treasurer

  • Primary duties include the maintenance of detailed and accurate accounts of the clubs transactions.
  • The treasurer will be responsible for the production and circulation of such details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such financial details.
  • The treasurer will submit these records for inspection by duly appointed auditors each year within two weeks of the AGM.

President

  • Primary duties include representation of the declared best interest/s of the club and its members. This is primarily a “figure head” position and may not necessarily be a current or previous member of the club prior to election.

Vice Chairperson

  • Primary duties are those of the chairperson during his absence. The vice-chairperson may be called upon at any time to represent the declared best interest/s of the club and it’s members in the absence of the chairperson. Should the position of chairperson become vacant for whatever reason during their term of office the vice-chairperson will assume the position of chairperson until the next AGM or SGM.

Membership Secretary

  • Primary duties are the maintenance of details of the clubs membership.
  • The Membership Secretary will be responsible for the production and circulation of such details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.
  • The Membership Secretary will not impart member’s details to a third party without their consent.

Press Secretary

  • Primary duties are the supply of details to the media of achievements, records and dissemination of any other relevant information for public consumption.
  • The press secretary should also keep a record of such publications, broadcasts etc. Personal details will not be disclosed without prior permission

General Committee Members

  • Primary duties are to represent the views of the body of the club to ensure a wide cross section of representation.
  • General Committee Members are expected to attend the AGM, any SGM and to assist other officials with their duties if necessary.

Club Coaches

  • Primary duties are to impart knowledge and provide guidance to members in their personal or collective development. These may be general or specific and should only be undertaken with the consent of the individual/s and/or with their parents/guardians consent.
  • All club coaches shall conduct their coaching in accordance with the code of ethics as defined by the NCF and/or the appropriate governing body.
  • Coaches should hold a recognised qualification and have appropriate insurance cover as recommended by the NCF and/or the appropriate governing body.
  • This is not a full committee position and as such does not carry a committee vote.

Social Secretary/s

  • Primary duties are the organisation and co-ordination of events for the general entertainment of club members. These events are not necessarily cycling related and should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined.It is not a pre-requisite that such events make a profit.
  • The Social Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Trophies Secretary

  • Primary duties include the co-ordination of the awarding of club trophies (certificates etc.) at the Annual Dinner & Dance, Prize Presentation and any other certified function.
  • The Trophies Secretary shall ensure that the trophies are suitably engraved with the recipient’s name and where appropriate a replica similarly issued.
  • The financial support of such awards is “underwritten” by the club, but each award/awards event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such awards/awards events make a profit.
  • The Trophies Secretary may be responsible for the production and circulation of details of awards/awards events at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.
  • This is not a full committee position and as such does not carry a committee vote.

Cyclo-Cross Secretary

  • Primary duties are the organisation and co-ordination of cyclo-cross events both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Cyclo-Cross Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Mountain Bike Racing Secretary

  • Primary duties are the organisation and co-ordination of mountain bike races both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Mountain Bike Racing Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Road Racing Secretary

  • Primary duties are the organisation and co-ordination of road races both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Road Racing Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Time Trial Secretary

  • Primary duties are the organisation and co-ordination of time trials both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Time Trial Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Track Racing Secretary

  • Primary duties are the organisation and co-ordination of track races both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Track Racing Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Touring Secretary

  • Primary duties are the organisation and co-ordination of touring events both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Touring Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Audax Secretary

  • Primary duties are the organisation and co-ordination of Audax events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Audax Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Youth Secretary

  • Primary duties are the organisation and co-ordination of youth events both for club members and “open” events. These events should be approved by the general committee prior to implementation.
  • The financial support of such events is “underwritten” by the club, but each event should be supported by the production of a balance sheet with all items clearly defined. It is not a pre-requisite that such events make a profit.
  • The Youth Secretary will be responsible for the production and circulation of event details at monthly committee meetings, the AGM, any SGM and in support of any project or application requiring such details.

Youth Assistants

  • Primary duties include the assistance of the youth secretary in the organisation of youth events both for club members and “open” events.
  • This is not a full committee position and as such does not carry a committee vote.

Youth Representative/s

  • A volunteer from each youth age group will represent that group and will assist with the integration of new members within that group.
  • Primary duties include the assistance of the youth secretary in the organisation of youth events.
  • This is not a full committee position and as such does not carry a committee vote.

Junior Representative

  • The Junior representative will represent/co-ordinate that group’s interests and assist with the integration of new members within that group.

Vice President/s

  • This is an honorary position granted by the membership in recognition of service to the club.
  • This is primarily a “figure head” position and has no specific duties other than representation of the declared best interest/s of the club and it’s members.
  • This is not a full committee position and as such does not carry a committee vote.

Honorary Member/s

  • This is an honorary position granted by the membership in recognition of service to the club or the sport.
  • This is primarily a “figure head” position and has no specific duties other than representation of the declared best interest/s of the club and it’s members.
  • This is not a full committee position and as such does not carry a committee vote.
  • It is not mandatory that the recipient be a club member

Life Member/s

  • This is an honorary position granted after 50 years continuous membership or by the membership in recognition of long and/or outstanding service to the club.
  • This is primarily a “figure head” position and has no specific duties other than representation of the declared best interest/s of the club and it’s members.
  • This is not a full committee position and as such does not carry a committee vote.
  • This position is for life and as such is not subject to re-election at an AGM or SGM.

Child Welfare Officer/s

  • Primary duties are to act as a reference point should any member (particularly youth members) report a problem either at home or within the club.
  • The Welfare officer would preferable have experience in this area or at least have attended a recognised NCF Child protection course and have been audited by the Police (DBS) and the National Body.
  • This is not a full committee position and as such does not carry a committee vote.

Time Keeper/s

  • Primary duties are the timing of club and open races in any of the recognised disciplines.
  • They will be responsible for the timely production of accurate results.
  • This is not a full committee position and as such does not carry a committee vote.

Auditor/s

  • Primary duties are the examination of the clubs financial records on an annual basis or should a need arise.
  • They are to satisfy themselves that the clubs financial accounts are a true and accurate record of the year’s dealings.
  • This is not a full committee position and as such does not carry a committee vote.

Newsletter and or Web Site Editor

  • Primary duties include the production of a club newsletter on at least a quarterly basis. Contents will include news of past and future events, dissemination of information about the club, it’s officials, aims, aspirations and history. It shall also make provision to welcome new members and acknowledge the contribution made by volunteers.
  • The newsletter editor will not allow the publication to be used as a vehicle for public recrimination, personal advancement or expression of personal opinion.
  • Any pictures used must have the consent of the originator and that of the subject matter (or parental or guardians consent.
  • This is not a full committee position and as such does not carry a committee vote.

Delegates to National or Regional Bodies

  • Primary duties include the representation of the declared best interest/s of the club and it’s members.
  • This is primarily a reporting position where such delegates will report back to the committee as and when required to do so.
  • This is not a full committee position and as such does not carry a committee vote.

British Cycling Membership & Licences Secretary

  • Primary duties include application for, issue of and recording of BCF (British Cycling Federation) memberships and racing licences.
  • This position will be the primary point of contact with the BCF on such matters.
  • This is not a full committee position and as such does not carry a committee vote.

Recognised Club Photographers/Videographers

  • These are persons known to the club committee and sanctioned to take photographs/videos of activities in which they may or may not be personally involved.
  • These persons will declare their presence, personal details and purpose to the organiser of the event.
  • These persons should have ideally, completed a recognised child protection course.
  • When taking photographs or videos of under age children, parental permission must be gained before they are used in the public domain. This includes newspaper and magazine articles, training manuals/videos and inclusion upon the clubs, governing bodies or any other web site.
  • No material shall be passed to a third party unless a bonafide and appropriate organ such as a governing body or an established periodical.
  • All photographs/videos should be relevant to the event and the subject matter must be suitably attired for the purpose of that event.
  • The Club reserves the right to refuse permission for any individual to take photographs/videos of its events without giving its reasons for doing so.
  • Sanctioned persons are to include club coaches, press and welfare officers.