COURIERS COMMITTEE

Jon’s role is oversee the overall running of the club.

The chairperson is typically the most senior official role in a club and fulfils a range of duties dealing with overall management of club affairs.  The chairperson leads the club to achieve their vision, short term and long-term goals. 

• Provide leadership on all aspects of the club from training to competition, fundraising and social activities.
• Strategic planning and key decision-making duties.
• Form a team so that all the officer and committee positions are filled, taking in consideration skills, experience and diversity.
• Delegating, leading and motivating club volunteers towards club goals/objectives.
• Uphold the club constitution and terms of conditions of England Athletics affiliation.
• Ensuring an understanding of the legal responsibilities of the club to which the Club complies.
• Lead in the enforcement of the club’s code of conduct.
• Assist the club to fulfil its responsibilities towards club welfare and safeguarding.
• Taking responsibility for personal conflicts of interest and declaring, recording and managing these appropriately.
• Chairing regular committee meetings and the Annual General Meetings (AGM).
• Being actively involved in creating and following a Club Development Plan.
• Representing the club at local and regional events.
• Arranging handover or succession planning for the position

This role is to support and work alongside the club chair oversee the overall running of the club.

The role mirrors the one of the club chairperson

• Provide leadership on all aspects of the club from training to competition, fundraising and social activities.
• Strategic planning and key decision-making duties.
• Form a team so that all the officer and committee positions are filled, taking in consideration skills, experience and diversity.
• Delegating, leading and motivating club volunteers towards club goals/objectives.
• Uphold the club constitution and terms of conditions of England Athletics affiliation.
• Ensuring an understanding of the legal responsibilities of the club to which the Club complies.
• Lead in the enforcement of the club’s code of conduct.
• Assist the club to fulfil its responsibilities towards club welfare and safeguarding.
• Taking responsibility for personal conflicts of interest and declaring, recording and managing these appropriately.
• Chairing regular committee meetings and the Annual General Meetings (AGM).
• Being actively involved in creating and following a Club Development Plan.
• Representing the club at local and regional events.
• Arranging handover or succession planning for the position

Graeme’s role is to administrator of the Club accounts and finances.

The Club Treasurer is responsible for the managing the flow of money into the club and for allocating and recording how that money is spent to run the club. This is a vital role in a club as the treasurer works to ensure the club is able to meet its day-to-day expenses and prompts the need for increased club fundraising where a shortfall in income exists.  

The treasurer also works in conjunction with the committee in planning the development of the club e.g. creating annual budgets, estimating funds required for a capital project like a new facility and projecting membership and income for future years to contribute towards prudent planning of the club’s future. 

• Managing the club’s income and expenditure and its assets and liabilities  
• Maintain bank account(s) in the name of the Club in accordance with mandate ratified by the Committee 
• Producing an end of year financial report 
• Identifying a suitable individual to independently review the annual accounts 
• Regularly reporting back to the club committee on all financial matters 
• Depending on the type of legal structure reporting back to the relevant body as required.  
• Efficient payment of invoices and bills 
• Proposing amendments to annual and weekly subscriptions as appropriate 
• Depositing cash and cheques that the club receives 
• Keeping up to date financial records 
• Arranging handover or succession planning for the position 
• Taking responsibility for personal conflicts of interests and declaring, recording and managing these appropriately  

Rachel’s role is the management of Club administration.

The primary role of the club secretary is to provide administrative support to the role of chairperson. Much of the hands-on administrative effort may be delegated to other club officers and volunteers, but responsibility for ensuring the overall, well-run club administration lies with the Secretary

• Plan club meetings with the chairperson and agree an agenda with all club officers
• Circulate details of meetings (time, location, agenda etc.) to club members
• Take minutes and circulate to meeting attendees
• Follow-up with relevant parties on key actions arising from meetings
• Ensure meetings adhere to procedures of the club constitution (e.g. quorums and election procedures)
• Being the first point of contact for club enquiries
• Receive, send and log correspondence on behalf of the Club
• Delegating tasks to club members
• Attending to affiliations
• Ensuring insurance is up to date and relevant
• Maintaining up to date records and reference files
• Arranging handover or succession planning for the position
• Taking responsibility for personal conflicts of interest and declaring, recording and managing these appropriately
• Manage club grievance and disciplinary correspondence.
• Ensure the club applies for and receives its London Marathon club places entitlement

Kate’s role is the management of the Club Membership & Affiliations.

The primary role of the club membership secretary athlete registrations. Athlete registration is a well-established part of the sport. It is essential that competing athletes are registered with the club as well as England Athletics. Club membership secretaries are responsible for making sure that their athletes are registered with England Athletics. This can be done through the club management area of myAthletics portal (which club membership secretaries have access to).

• Managing the club affiliation renewal
• Managing the athlete registration renewal process
• Progressing athlete registrations for new members
• Maintaining records of all athletes – competitive and social.
• Maintaining records of club members who carry out the role of volunteers, coaches and officials
• Works with the club treasurer to reconcile membership payments, discounts, refunds etc.
• Contacts members in payment arrears to pay club membership dues 
• Updates coaches each week on who has paid their membership and is eligible to train and compete.
• Responsible for managing athlete transfer requests to other clubs.
• Sharing National Governing Body (NGB) registration numbers with members
• Reporting to the club secretary on the progress of memberships (growth/decline) etc. 
• Ensuring data privacy and meeting GDPR obligations as an officer of the club who are a data controller
• Arranging handover or succession planning for the position 

Hollie’s role is to manage the clubs social media channels and website focusing on club news, race promotions, club training sessions and racing.

This role holds a pivotal role in managing the group’s online presence and engagement. They should be organised, good at taking pictures, great at creating content and stay up to date with all the latest trends.

Online Presence Management: they are responsible for managing and maintaining the group’s presence across a range of social media platforms, including but not limited to, Facebook, Instagram, and the club website. They ensure that all platforms are up to date and accurately reflect the group’s activities and identity.

Content Creation: they should create engaging and visually appealing content that highlights the group’s activities, socials and member experiences.

Engagement and Interaction: they should actively engage with followers, responds to comments and messages, and encourages interaction through polls, Q&A sessions, and other interactive features.

Chief Welfare Officer – Bronwen Tyler-Jones

Club Welfare Officer – Graeme Walker

Bronwen’s role is to promote the safety of its members.

Club Welfare Officers within our club ensures that members have a trained and trusted person to speak to about a concern either within the club or at times outside of Athletics. A Welfare Officer is the lead person who has the right skills and knowledge to manage any concern raised in an appropriate way that would not hamper any investigation and shares information accordingly. By completing the England Athletics online safeguarding and Time to Listen training, Clubs can be confident that their Welfare Officers have the right level of knowledge for the role that is specific to Athletics. This includes how to raise a concern and who to speak to within the sport.

• implement effective Child Safeguarding Policy and Child Safeguarding Procedures and keep them up to date
• implement effective Adult Safeguarding Policy and Adult Safeguarding Procedures and keep them up to date
• promote safeguarding at the club and encourage good practice
• respond appropriately to safeguarding concerns
• regularly report to the club’s organising committee on safeguarding matters
• ensure that members of the club/volunteers/staff who are working with children and/or adults at risk are recruited safely and in line with legal requirements
• maintain records of safeguarding training attended by club members
• maintain records of club coaches and officials’ licences and criminal record checks
• make sure the sports volunteers/staff, parents/carers, adults and children are aware of:
a. how to contact the CWO
b. the codes of conduct for working with children/adults at risk
c. how to respond to safeguarding concerns
• deal effectively with breaches of the codes of conduct, poor practice, or allegations of abuse
• keep up to date with developments in safeguarding
• attend the relevant safeguarding courses for the role of CWO
• complete a criminal record check through the relevant Home Country procedures
• maintain confidential records of reported safeguarding concerns and action taken
• liaise with the HCAF Welfare Officer and/or statutory agencies if/when required.

Mark’s role is to Co-ordinate our weekly club sessions

The Coaching Coordinator will play a key role in creating an athlete centred club coaching structure, that ensures coaches feel valued, supported and can progress and develop their skills and knowledge.

• Representing the coaching team on the club committee to ensure that the coaching culture aligns with the club vision.
• Hold regular coach subcommittee meetings or forums to discuss coaching issues.
• Act as the main point of contact for current and potential club coaches.
• Liaise with the club welfare officer to ensure all coaches are DBS checked and have valid and up to date coach licences.
• Continuously review the coaching structure considering the current and future size of the club and identify any gaps. 
• Review and agree how athletes are transitioned between groups and coaches.
• Facilitate the development of coaches to enable them to progress to the level they aspire to. For example, through mentoring and coach development activities.
• Advise coaches and potential coaches when and where appropriate England Athletics coach education courses are taking place.
• Liaise with your club volunteer coordinator or like encourage older athletes, parents and other volunteers to take up coaching.
• Develop links with coaching coordinators in neighbouring clubs to share good practice.

The Volunteer Coordinator plays a key role in making sure a strong volunteering culture exists within clubs. Their focus is on ensuring that everyone who volunteers at the club feels valued, developed, and supported and has the confidence and knowledge to undertake their roles to the best of their ability.

• Champion volunteer experience at committee level and throughout the club.
• Act as the main point of contact for current and potential volunteers.
• Coordinate the implementation of volunteer recruitment, training and support plans, and maintain up-to-date volunteer role descriptions.
• Support with recruitment of new volunteers, taking into account skills, experience and diversity
• Prepare an induction pack for new volunteers, introducing them to your club and the sport.
• Conduct volunteer inductions/handovers.
• Provide support, guidance, and encouragement to all volunteers.
• Thank volunteers and organise the ‘Volunteer of the Month’ awards, or other similar recognition programmes.
• Maintain a log with details of active volunteers within the club.
• Escalate any volunteer concerns to the appropriate member of the committee.

The Club Coordinator plays a key role in making sure a the clubs and its members.

• To manage club kit
• Ensure there is sufficient stock
• Review suppliers on a regular basis (present to the committee when applicable)
• Review and source new kit items/kit design
• Manage payments and pay in to the Treasurer
• Conduct regular stock checks of the kit (present to the committee when applicable/AGM)

Coaches:
Level 2; Coach in Running Fitness (CIRF): Graeme Walker, Jonathan Davey, Hollie Francis, Chris Smart, Mark Hookins, and Martin Carter

Level 3; Event Group Endurance Coach: Graeme Walker

Our team of run leaders are here to provide a safe and enjoyable running experience for our club members all qualified by England Athletics.

Run leaders:
Level 1 Leadership in Running Fitness (LiRF): Adam Mitchell-Haywood, Bronwen Tyler-Jones, Chris Smart, Graeme Walker, Hollie Francis, Jonathan Davey, Jon Edwards, Laura Jenkins, Laura Hands, Mark Hookins, Martin Carter, Phil Butler, Suzy Siddall, Caroline Robson, Victoria Woodhall, Hannah Campbell, Rachel Smith, Harry Jenkins, Kate Morris, Allen Edwards & John Noonan.

Harry role is to coordinate our club socials.

XC COMMITTEE REP & MEN’S XC CAPTAIN: Jonathan Davey.

LADIES’ XC CAPTAIN: Kate Watts