Current Committee roles and responsibilities for 2021/2022 season
Chairperson
- To provide effective leadership to the club;
- Ensure that club complies with its statutory duties including the submission of all statutorily required documents and files;
- Chair all Committee Meetings, the Annual General Meeting and Extraordinary Meetings. If the Chairperson is absent or declines to take the chair, the Deputy Chair shall preside;
- Report on the activities of the Club at the Annual General Meeting;
- Inform the British Triathlon Association if the Club ceases to operate, or is to be dissolved, and in doing so present a final statement of accounts;
- Consider the accounts of the Club and sign them if he/she considers them to be in order;
- Maintain relationship with BTF;
- To deputise for the club Chairperson as and when necessary, make decisions, in consultation with other officers when appropriate;
- Notify Club Members promptly of any appointment, resignation or removal of Officers of the Committee;
- Advise all Club Members of any proposed changes to the Constitution;
- Represent the club at external meetings when required;
- To be involved, where appropriate, in the co-ordination of club activities;
- To initiate, foster and encourage the development of the club and its members;
- Chair all Committee meetings, the Annual General Meeting and Extraordinary Meetings in the absence of the Chairman;
- Be prepared to assist other committee members in the execution of their duties;
- Work with other agencies such as local schools, sports partnerships and local authority sports development units to improve/sustain club membership;
- Maintain relationship with BTF;
Welfare Officer
- To be responsible with the safeguarding and protecting of children, young people and vulnerable adults within Celtic Tri Triathlon Club.
- All club members under 18 (including athletes, referees, volunteers and coaches). It is the responsibility of all clubs providing sport for children and young people under 18 years of age to have a nominated Club Welfare Officer.
- To be responsible for the implementation of good practice and child protection policies within the club.
Ideally, you’ll need knowledge of:
- National Governing Body’s Child Welfare Policy & Procedures
- Core legislation, government guidance and national framework for child protection
- Roles and responsibilities of local statutory agencies (social services, police and Area Child Protection Committees)
- Role and responsibilities of both the National Governing Body and the club in safeguarding the welfare of children and young people and the boundaries of the club welfare officer role
- Awareness of equalities issues and child protection
What you will do:
- Assist the club to fulfil its responsibilities to safeguard children and young people
- Assist the club to implement the child welfare section (including training) of the development plan (link to development plan page in Organising and Governance)
- To be the first point of contact for staff, volunteers, parents and children/young people where concerns about children’s welfare, poor practice or child abuse are identified
- Be the first point of contact with the Child Welfare Officer at your National Governing Body
- Implement the National Governing Body’s reporting and recording procedures
- Maintain contact details for local social services, police and the Area Child Protection Committee
- Promote the National Governing Body’s best practice guidance/code of ethics and behaviour within the club and anti-discriminatory practice
- Ensure confidentiality is maintained
Club Treasure
- To be responsible for all club finances and ensuring adequate accounts and records exist to comply with all legal duties and current accepted accounting rules and practices;
- To ensure that all funds are used appropriately taking into account the aims of the club
- Ensure that supplier invoices are paid promptly, and members are reimbursed promptly for any expenses incurred on behalf of the Club;
- Ensure all cash and cheques paid to the Club is banked promptly;
- To prepare a financial report for each management committee meeting
- Prepare an end of year account report for consideration at the club AGM.
- Regularly reconcile funds received for Club memberships with the membership listings held by the Club Membership Secretary;
- Regularly reconcile funds received for kit to the orders received by the Kit Manager
- Maintain the Club’s taxation position with HM Revenue & Customs (“HMRC”) and deal with any contact from HMRC and submit any necessary forms, calculations, returns and payments to comply with all taxation regulations;
- To plan the annual budget in agreement with the club management committee, and monitor club finances throughout the year ** New
- To organise committee meetings and AGMs alongside the Chair, preparing agendas, taking minutes, and distributing and communicating these as appropriate
- To maintain records and information in relation to queries, administration and communications including competition events, affiliations, subscriptions, memberships, bookings, training of volunteers and mailings
- To assist with the day to day running of the club including correspondence (both internally and externally) as required
- To liaise with other club committee members to ensure all appropriate administration is in place
- To have a knowledge and understanding of roles and responsibilities of other club committee members
WELSH ATHLETICS RESPONSIBILITIES
To be administered by an exiting supporting committee role.
- maintain the Welsh Athletics(WA) online database of all Club Members affiliated to the WA.
- Be the club representative / contact point for WA;
- collect WA membership subscription and competition fees and bank these monies in the Club bank account within 7 days of collection of the monies;
- manage any club team entering a WA competition or series, i.e. the cross country races;
- maintain & distribute to approved recipients an emergency contact sheet for use at training sessions;
- Be the first point of contact for all club members for EA related questions and advice;
- Liaise with the Secretary, membership secretary and head coaches to keep records updated and current;
- Registering for London Marathon club spots (subject to membership numbers of WA);
Membership Secretary
- Maintain a database of all Club Members;
- To ensure records are kept of club affiliations. All membership records must comply with any legal requirements;
- To liaise with the club Treasurer, Secretary and IT/Web officer as appropriate;
- Respond to enquiries from the Website/Facebook regarding Membership;
- Collect membership subscription fees and bank these monies in the Club bank account within 7 days of collection of the monies;
- Maintain & distribute to approved recipients an emergency contact sheet for use at training sessions;
- Send out welcome packs and cards to new member’s;
- Administer Facebook requests if they are a paid member of Celtic Tri (See Facebook Policy 2018);
- To provide a report for each committee meeting regarding any changes to membership of the Club;
- Prepare an end of year report for consideration at the club AGM;
Coaching Coordinator
- Responsible for coaching standards and content;
- Provide a structure within which individual coaches can plan & deliver appropriate sessions with agreed coaching points;
- Ensure coaches are working to an acceptable level of quality and with a common approach;
- Hold regular coaching meetings and ensure there is good communication to and between all coaches;
- Set annual structure for coaching delivery, phased to an agreed race season;
- Distribute Coaching availability spreadsheet and allocate coaches on a monthly basis in advance;
- Ensure a register of who has coached what on a monthly and annual basis is maintained;
- Ensure a register of who has attended each club session (in conjunction with club Treasurer where fees are involved) is taken, maintained and stored for the club records;
- Discuss and approve any proposed new sessions with the committee in advance;
- Regularly communicate with membership on coaching matters;
- Respond to enquiries relating to coaching matters from either potential new members and/or existing members;
- Identify potential coaches for BTF training and make recommendations to the committee;
- Agree budget for new coach training, additional training and coaching equipment in advance with Treasurer and committee;
- Is responsible for creating, maintaining the club session risk assessments and Emergency Action Plans(EAP). These are to be reviewed periodically with club coaches and the Welfare Officer and are to be available to the coaching team at all times;
- To work with the Junior Section Officer to make sure all the junior coaching requirements are met;
Minimum Requirements
- Level 2 BTF coach or working towards
- Holds a current DBS
Celtic Tri Junior Section Officer
To take responsibility for coordinating organisation and training activities of the club’s junior section. The head of the junior section should ensure adequate coaching and sessions are available for the club’s juniors, and provide a main point of contact for parents. The head of the section will ensure a safe and adequate introduction to training and racing where applicable.
Responsible to:
The club committee and the junior members of the club, including their parents.
Experience and skills required:
The head of the junior section must have good listening skills and be patient. The ability to work with children and their parents is essential. They will oversee the welfare of the club’s junior members.
Support received from:
- Coach Coordinator
- The club coaching team.
- Junior Development Officer (New post) *
- CT Juniors Volunteer Group (New group to assist the juniors section) *
Duties include:
- The day to day running of the Celtic Tri Junior section
- Act as main contact for new and existing junior members, facilitating queries for the club
- Plan and coordinate activities for junior members and potential members
- Provide club and training information to junior members
- Encourage participation of juniors in regional and club events
- Facilitate junior members attending competitions
- Review and maintain the club’s session risk assessments for all junior session in conjunction with the Coach Coordinator
- Work with other agencies such as local schools, sports partnerships and local authority sports development units to improve/sustain junior club membership
- Report to the AGM summary of junior activities
- To be responsible for the implementation of good practice and child protection policies within the club, ensuring any coach having regular contact with juniors are CRB checked
- Maintain respective section of website with regular articles published on coaching and training matters targeted at junior members
- Provide a specific junior structure within which individual club coaches can plan & deliver appropriate sessions with agreed coaching points;
- Ensure sessions and coaches are working to an appropriate level of quality and welfare applicable to junior coaching;
- Work closely with the clubs Welfare officer to ensure all the appropriate requirements are being met;
Requirements
- Level 2 BTF coach or working towards
- Hold current DBS
Celtic Tri Junior Development Officer
This new post will require you to assist the Junior Section Officer in their tasks and be their deputy when not available. Duties will be allocated to you via the Junior Section Officer and you will report to club committee and the junior section officer.
Support received from:
- Junior Section Officer
- The club coaching team.
- CT Juniors Volunteer Group (New group to assist the juniors section) *
Duties include:
- Assist in the day to day running of the Celtic Tri Junior section
- Act as a secondary contact for new and existing junior members, facilitating queries for the club
- Plan and coordinate activities for junior members and potential members
- Facilitate junior members attending competitions
- Work with other agencies such as local schools, sports partnerships and local authority sports development units to improve/sustain junior club membership
- To be responsible for the implementation of good practice and child protection policies within the club, ensuring any coach having regular contact with juniors are CRB checked
- Ensure sessions and coaches are working to an appropriate level of quality and welfare applicable to junior coaching;
Requirements
- Level 1 BTF coach
- Hold current DBS
Kit Officer
- Source suppliers for Club kit, subject to approval by the Committee;
- Order the kit and arrange for logo printing (where appropriate);
- Collect all monies from Club Members and bank these monies within 7 days of collection.
- Statements of weekly banking and stock levels must be submitted to the Treasurer;
- Obtain approval for all purchase decisions from the Treasurer (repeat orders) or Committee (new orders);
- Agree the pricing of items and stock levels to be maintained with the Treasurer;
- Submit all invoices for payment to suppliers to the Treasurer within 14 days of receipt;
- Provide content of the website for their designated area.
IT/Web Admin Officer
- Be responsible for the programming and maintenance of the site when new sections or pages need to be added; Note that the content of individual sections of the website are the responsibility of officers within that role (as agreed by the committee)
- Operation, maintenance, update and upgrade of the website
- Ensure backups of website happen on a scheduled basis;
- Address any website membership issues when signposted;
- ensure that updates from those who are unable to post are posted no later than 7 days after they have been received by the Webmaster;
- Manage all subscriptions, registrations, annual renewals and software payments as agreed with the Treasurer and Committee
- Look at alternative software solutions for the club
Communication / Marketing Officer
The position is an important one because it promotes the activities of the club with the aim of increasing membership, raising income or improving the club’s reputation, as well as informing members of the club’s activities internally via the monthly newsletter ‘Celtic Transitions’
Communication Role (internal)
- Producing the monthly club newsletter ‘Celtic Transitions’;
- Gather content from Committee and other members;
- Encourage club members to write and maintain blogs on their race experiences for others to read;
Marketing Role
- Report on club events;
- Negotiate club membership discounts with retailers and suppliers;
- Negotiate club membership discounts for race entries
- Maintain relationships with sponsors and partners;
Social and Fundraising Officer
This role is to coordinate the club’s social events for club members and will include Fundraising activities.
Depending on the size and complexity of the event, this could be solely run by the individual or they can recruit and build small teams to organise and run the required events. Thereby utilising people with the relevant experience and supporting/developing people who have not run these before.
Social Function
- Work with the Events officer to present and maintain a programme for social functions to the Committee, to be approved by the Committee;
- Make all necessary arrangements for all social functions of the Club for example, an annual awards and dinner evening, end of season Party, Summer Barbecue, and any other social event that would bring members together;
- Report back to committee on the progress of each event, and agree budgets with the Treasurer;
Fundraising Function
As fundraising officer, you will oversee a club’s fundraising strategy. A club often requires additional funds, especially if it is saving up for a new project or setting up a new team or developing its junior section.
- Work with the Events officer to present and maintain a programme for Go Tri and Try-a-Tri events to the Committee;
- Organise innovative fundraising activities to generate income;
Events Officer
- Organise the annual Neath Valley Triathlon sprint distance race that is open to the public
- Organise any other races that the club may want to put on to its members or public
- Help organise Go Tri and Try-a-Tri fundraising events working with the Fundraising Officer
- Work with the Junior Section Officer for any events that he would be looking to put on, in a supporting role
- Responsible for organising a race event that is compliant with BTF and all legal requirements
- Appoint sub-committees and deputy officers as necessary to assist in organising these events (i.e. sponsorship team and publicity)
- Responsible for co-ordinating volunteer marshals
- Responsible for co-ordinating the race on the day
- To provide a report for committee meeting
- Prepare an end of year report for consideration at the club AGM