Committee Roles & Club Officers

The nominations for the club general committee open on 1 July 2018 – you can find a description of the roles below. You can also contact James Percival on menscaptain@nullputneytownrc.co.uk who is the committee nominated returning officer for these elections.

To nominate yourself, please write your name along with two supporters on the board in the bar, you will also need to send James a brief (200 words or less) summary of why you would like to take that role and a picture of yourself to be used in an upcoming Town Crier.

Nominations close at 9pm on Sunday 15th July.

Should you decide to stand after this point, you will be asked to stand up at the AGM to explain why you want to be elected for a role and members of the club will be able to vote for you as a ‘write in’.

 

Please remember:

  • your club account must be in good standing at the point of nomination and election in order to be eligible to vote or stand in elections.
  • land members, summer student members and friends are not eligible to vote or stand in elections.

 

Chair

Role

To ensure the business of the club, in all aspects, is carried out in accordance with the club constitution and rules for the benefit of all members.

Responsibilities

  • Chair monthly general committee meetings
  • Chair the annual general meeting and any extraordinary general meetings
  • In the case of matters decided by committee by a vote, the chairperson will have a casting vote in case of a tie
  • The chairperson has an open invitation to be present at all club meetings
Secretary

Role

To assist with Club correspondence, support the Captain, minute Committee and Sub-Committee meetings, and carry out critical club administrative tasks, for example, boat insurance and BR affiliation.

Responsibilities

  • Minute key meetings within the Club
  • Coordinate meetings, including agendas
  • Coordinate Club insurance
  • EA licensing of boats
  • Maintain boat location schedule
  • Respond to emails
Membership Secretary

Role

To administer the membership of the club

Responsibilities

  • Respond to membership enquiries
  • Redirect enquiries about club membership to the appropriate squad.
  • Liase with squad captains and coordinators to maintain up to date membership records
  • Reconcile membership payments and charges
  • Produce and follow up the monthly arrears list
  • Produce the monthly membership reports to committee
  • Own the PayPal payment system & monthly reporting to the treasurer
  • Carry out adhoc reporting on membership including for AGMs, elections and EGMs to confirm eligibility
  • Maintain an up to date racking plan for the club and administer private racks
  • Maintain the club membership database
  • Maintain the club access system, issuing fobs and access in line with club policy
Treasurer

Role

To ensure the finances of the club are carefully stewarded

Responsibilities

Collection and oversight of income

  • Ensure that monthly subs are collected and accounted for
    • Working with ‘treasury team to track payments from members
    • Bank all bar takings
    • Bank other monies from club activities – eg boating fees or launch hire
    • Track payments for external hall hires, parties, wakes etc

Payment of bills

  • Regular payment (BACS) of all club expenditure
    • Suppliers on Direct Debit
    • Suppliers for boats / parts / other against invoices
    • Reimbursement of members for expenses (against a receipt)
    • Payment of coaches / instructors for their time (against invoices)
    • Collecting change for the bar

Regular reporting

  • Updates monthly to committee
  • Completion of the monthly book keeping (personally or through book keeper resource)
  • Annual audit and presentation of financial accounts
  • Annual preparation of tax return for HMRC
  • Occasional Gift Aid claims with HMRC
  • Liaison with our banks

Management of suppliers / key contacts

  • Cleaning – book, arrange and pay cleaners
  • Manage bar suppliers (Fullers / BOC / Bookers)
  • Occasional involvement with Utility companies
  • Maintain relationships with PLA, British Rowing, Insurers and Richmond Council

Work with Captain and Chairman on capital expenditure

  • Fleet planning
  • Building maintenance
  • Longer term financial planning for capital projects (eg ramp, extension)

Bar Steward

Role

To ensure the safe, legal and compliant operation of the bar in line with licensing requirements and the delivery of revenue through the operation of the bar for club members and through external events

Responsibilities

Bar

  • Hold a Personal Licence and be the Club’s Designated Premises Supervisor
  • Liaise with Richmond Licensing Authority and Police
  • Maintain processes required by the Licence e.g. list of approved bar staff, CCTV
  • Undertake and action annual Fire Risk Assessment
  • Obtain bar extensions (Temporary Event Notices)
  • Liaise with neighbours
  • Buy stock for the bar, kitchen and changing rooms
  • Clean the bar, beer lines and recycle bottles/cardboard/plastics
  • Ensure bar is staffed for Club and external events
  • Promote the use of the bar by membership
  • Cash up the till, bank cash and keep change
  • Annual stock take

Wakes & External Events

  • Market the Club for wakes and External Events
  • Respond within 12 hours to enquiries
  • Meet potential hirers and agree terms for the events
  • Staff the event and ensure it is delivered as planned
  • Communicate dates with the membership
  • Invoice the hirer and report to Treasurer
Social Secretary

Role

To enhance the experience of members through the organisation of membership events on and off site

Responsibilities

  • Deliver the core events calendar
  • Plan and deliver a diverse events calendar which appeals to all members
  • Liaise with Bar Steward to ensure events run at the club are compliant with licence
  • Build a network of volunteers within the club to help organise and run events
  • Ensure events are at worst cost-neutral
  • Work to increase social participation of club members from across the club’s demographics
  • Act as the responsible person to manage the bar and handle bar takings during events

Core Events Calendar

  • Learn to Row Graduation Celebration
  • Oktoberfest
  • Christmas Party
  • Burns Night
  • Dinner Dance
  • Summer BBQ

Captain

Role

To promote and further rowing in the club, protect and further the reputation of the club and to ensure effective communication to members and externally

Responsibilities

Rowing (in conjunction with vice-captains and squad co-ordinators)

  • Recruitment of coaches for all squads
  • Management of the coaching budget, in liaison with the Treasurer
  • Organising of the squad/coaching structure
  • Provide support to vice-captains / squad-co-ordinators
  • Organising of sculling courses
  • Organising of intra-club competitions, (currently Winter small boats time trials, Ron Eggleton Cup, Club Sculling Championship)
  • Organising club circuits
  • Organising Learn to Row (delegated to vice-captain (development),)
  • Chair rowing sub-committee
  • Liaise with Treasurer/Chairman on the fleet, for refurbishment and purchase needs
  • Champion safe rowing, with the advice of the CWSA

Club reputation / external affairs

  • Managing the use of the club by external parties for rowing – either head race boating or training camps (in conjunction with the bar steward)
  • Managing the hire of club rowing equipment (boats, launches) to other clubs  

Communication

  • The main conduit for club-wide communications (currently via Captain’s Notices and targeted emails) to cover:
  • Rowing activities – upcoming and reports
  • Socials – reinforce messages from social secretary
  • Safety – reinforce messages from CWSA
Vice Captain (Men)

Role

Promote a positive squad environment that enables all men within squads to meet their individual goals and enjoy their rowing experience at PTRC

Responsibilities

  • Promote Mens/Womens Squads (senior, master and development) interest on Committee
  • Work with coaches to set and promote training
  • Work with coaches to set and arrange testing
  • Work with coaches and squad coordinators to help set boats and decide on race targets
  • Promote Mens/Womens rowing in squads and recruitment of new members
  • Promote closer working relationships with other PTRC squads
  • Ensure that the activities of squads are safe and do not contradict Club or tideway rules
  • Work with the Vice Captain (Development) to identify progression pathways for Development Squad members
  • Attend rowing sub committee
  • Support the membership secretary in the maintenance of up to date club records and collections of arrears
Vice Captain (Women)

Role

Promote a positive squad environment that enables all men within squads to meet their individual goals and enjoy their rowing experience at PTRC

Responsibilities

  • Promote Mens/Womens Squads (senior, master and development) interest on Committee
  • Work with coaches to set and promote training
  • Work with coaches to set and arrange testing
  • Work with coaches and squad coordinators to help set boats and decide on race targets
  • Promote Mens/Womens rowing in squads and recruitment of new members
  • Promote closer working relationships with other PTRC squads
  • Ensure that the activities of squads are safe and do not contradict Club or tideway rules
  • Work with the Vice Captain (Development) to identify progression pathways for Development Squad members
  • Attend rowing sub committee
  • Support the membership secretary in the maintenance of up to date club records and collections of arrears
Vice Captain (Development)

Role

Implement the learn to row and development squad programmes

Responsibilities

Learn to Row

  • Agree the format of the course with the Captain
  • Agree the course dates with the Captain
  • Manage advertising and recruitment, including website
  • Communication with interested people
  • Manage the L2R email inbox and respond to queries
  • Plan the Open Days / Introductory events
  • Arrange the coaching of the Learn to Row course
  • Manage the volunteer rota for the Learn to Row course
  • Be the central point of contact for all Learn to Row members throughout the course

Development Squads

  • Co-ordinate the transition of the Learn to Row members to full club members in the
  • development squads
  • Liaise with the other vice-captains to establish the development squad
  • Be the central point of contact for all Development Squad members
  • Manage the gradual handover of squad organisation/admin to the new development
  • squads as appropriate
  • Assist the development squads with their own admin, including race entries
  • Co-ordinate the development squad activities with the vice-captains
General Committee Member (x3)

Role

To provide a broad representation from the membership and support the general committee in the running of the club

Responsibilities

Responsibilities for General Committee Members are not defined as they generally jump in and help where needed. In the past few years, they have taken a lead on a variety of areas including:

  • Town Crier
  • Supporting external events operation
  • Kit shop
  • Volunteer Coordination