EVENTS & NEWS

Committee Positions Job Descriptions

Chairperson
The Chairperson shall be responsible for:-

• Guiding the activities of the Club in accordance with administering its Constitution and the Club Management Documents.
• Chairing committee meetings and ensure that all members of the Committee carry out their responsibilities.
• The Chairperson shall be an ex officio member of any sub-committee or other organising group within the Club.
• The Chairperson shall present a full report of the year’s activities at the AGM.
• Arranging suitable club insurance, and retain the policy documentation.

Treasurer
The Treasurer shall be responsible for:-

• The Treasurer shall have ultimate responsible on behalf of the Club membership, for safeguarding of the Club's assets, the retention and maintenance of the accounting records.
• The Treasurer must make the Committee aware of any foreseen financial difficulties.
• The Treasurer shall have the power to examine, after giving one week's notice, the accounts of any activity. Any discrepancies in these accounts should be reported to the Committee.
• The Treasurer shall prepare each year a Statement of Income and Expenditure for all the Club’s bank accounts for the 11 months to the AGM, these will be passed to the Secretary for distribution to the committee members 7 days prior to the AGM. Interim Statement of Accounts for periodic Committee meetings may also have to be prepared. The 12 month accounts must be presented to the Committee within two months of the year end by the outgoing Treasurer.
• He/she shall ensure that Club funds are not used for any purpose that is not in the best interest of the Club and its members (with the exception of donations to registered charities which have been approved by the Committee).
• The creation and review of financial regulations.

Secretary
The Secretary shall be responsible for:-

• All general correspondence with third parties and within the Club.
• To arrange meetings as directed by the Chairperson and advertise them as appropriate by various media (via the Communications Officer if an Email to all members is required).
• The taking, keeping and distributing of minutes of meetings.
• The tidiness of the club notice board.
• Monitor the Club's subscriptions to appropriate governing bodies (e.g. BMC, BCU, YHA).
• To retain a copy of all general documentation i.e. Constitution and Club Management Documents.
• To remind the Chairperson or other appropriate persons of the timetable for action of items referred to in the Constitution, CDM and actions from meetings.

The Activities Co-ordinator
The Activities Co-ordinator shall be responsible for:-

• Co-ordination of the efforts of individual Activity and Social Organisers.
• The production of the quarterly activities programmes for insertion within the Club Magazine, website calendar and weekly email circular. To monitor changes to the events programme as posted on the weekly email circular.
• Foster and support Activity and Social Organisers in order to develop their organisational/leadership skills and proficiency in their chosen activity.
• Encouragement and promotion of new events consistent with the aims of the Club.
• Ensure that all activities are organised and carried out in accordance with the Club's constitution, insurance policy and that each organiser is competent to lead/organise the activity.
• To produce and review an Activities Policy and guidance material for Activities Organisers.
• To encourage the development of outdoor proficiency and leadership skills for Activity Organisers/Leaders or prospective Organisers. To advertise the opportunities for subsidy under Constitution clause 12 Development & Training.

Equipment Officer
The Equipment Officer shall be responsible for:-

• Co-ordination of the efforts of the Equipment Holders and Store Keepers.
• The management of all the equipment owned by the club ensuring that it is kept in safe custody whilst not on hire and that it is not used by unauthorised persons.
• In consultation with the Activity Organisers, recommend the purchasing of new/replacement equipment. The agreement for purchasing the equipment shall be by Committee consensus at a Committee meeting or by the Chairperson, Treasurer and Equipment Officer if it falls in the interim time between meetings.
• To purchase such items for the maintenance and repair for the Club equipment and replacement of safety equipment, up to and including a limit to be agreed by the Committee, without prior reference to the Committee (current limit £50 per item). To obtain receipts for ANY purchases and submit to the Treasurer as soon as possible. All such purchases are to be reported to the next Committee meeting.
• To maintain the List of Assets and approximate current value of each item, this reviewed at each of the 6 monthly risk assessments. To undertake (in conjunction with the Equipment Holders) a 6 monthly Risk Assessment and ensure that the documentation is be kept for 5 years.
• To be responsible for the hire, collection and recording of the proceeds from its use.
• The creation and review of an Equipment Policy.

Membership Secretary
The Membership Secretary shall be responsible for:-

• The collection membership fees and processing of applications for both new and the annual membership renewals.
• Maintaining safe and secure records of Club membership both hard copy and a membership database (see Data Protection Policy).
• The analysis of collective membership details, reporting trends to the committee.

Communications Officer
The Communications Officer shall be responsible for:-

• Development, maintenance and editing of the Club website.
• Development, maintenance and editing the weekly Email service, incorporating any changes to the quarterly program.
• The editing, production and distribution of the quarterly magazine.
• Maintenance and monitoring of the bulletin board, editing it to ensure that the contents are in the spirit of the club.Ensure that all incoming Emails are distributed to the appropriate person.
• The creation and review of a Data Protection Policy.

Policy Officer
The policy officer shall be responsible for:-

• Maintaining and updating copies of all AOAC policies and any other club management documents to include:-
• Health and Safety Policy
• Data Protection Policy
• Activity Planning Policy
• Financial Procedures Policy
• Equipment Policy
• Equal Opportunities Policy
• Funding of Large Deposits Policy
• Committee Positions Job Descriptions
• Club Rules
• Complaints Procedures
• Ensuring that any changes to these policies are recorded and amendments passed to the communications officer to put on the web site.
• Ensuring that any new policies or club management documents that may become necessary are written by the relevant person.
• Keeping copies of the Club Constitution and ensuring that any amendments necessary are brought to the attention of the committee at least 2 months before the following years AGM where ever possible.
• Ensuring that risk assessments are completed for all activities and assisting activity organisers (where possible) in the writing of these risk assessments.
• Keeping copies of all risk assessments and registers (where provided) in a central place.
• Maintaining an incident/accident book, and ensure that any accidents to club members requiring hospital treatment are reported and recorded.

Development Officer
The development officer shall be responsible for:-

• Marketing of the Club, working with analysis from the Membership Secretaries, Activity Co-ordinator and external sources.  Report trends to the committee.
• Producing publicity material such as posters, fliers, advertisements etc, to be published in various media and distributed to various retail outlets as they see fit.
• Preparing press releases for local media on worthwhile events and charity functions where appropriate.
• Dealing with enquiries about the club from the media, with the help of the Chairman and other committee members where appropriate.
• Working with the activity co-ordinator, communications officer and activity organisers to produce activity information sheets and content for the website/ club emails.
• Managing (with the help of all committee members, activity organisers and other volunteers) the production of an AOAC Club Handbook.
• Working with the Activities Co-ordinator and other interested parties to pursue any other developmental opportunities as they see fit, such as leadership training events and seminars for members.

 

Support Organisers Job Descriptions

(Not Committee Posts, no voting rights at Committee meetings)

Activity Organisers

The Activities Organisers shall be responsible for:-

• The promotion of their sport in conjunction with the Publicity Officer.
• To arrange events in accordance with the Activities Policy and Financial Regulations.
• To ensure the participants are aware of the responsible for their own health and safety and that of the group. To undertake the activity in accordance with the best practice and safety procedures advised by the sports Governing Body.
• That all activities are executed as advertised, where economically viable.
• That all those participating in activities are members or are trial members.
• To develop were appropriate training programmes to enhance the outdoor proficiency and leadership skills of all club members.

Ski Trip Organisers (Activity Organisers)

The ski trip organisers (due to the size of the payment) are appointed upon election at the Committee meeting following the previous ski trip, a notice shall be displayed on the club notice board 14 days in advance of the meeting detailing the job description.
Ski Trip Organisers shall be responsible for the organisation of the Club annual ski trip. This will include selecting a suitable resort for all abilities, booking, advertising and account maintenance, filling the places and ensuring the smooth running of the event by liaison with the company representatives and trip participants.
All those participating in the annual Club Ski Trip shall be members of the Club.

Equipment Holders

Normally Activity Organisers who hold, inspect, maintain and hire out small items of club equipment for their particular sport which are not normally stored in the club store.

Store Keepers

When club equipment stored in the club store is hired out the Store Keeper will attend the store on a rota basis, issuing and returning to storage the hired items.