Committee Roles Explained

Role of the TTG Committee

The duties of your committee, who are elected annually at the Club AGM, are defined in the Articles of Association of TTG and are:

  • The committee is charged by the membership to run the affairs of the Club with integrity
  • The committee must meet on at least 4 occasions during a 12 month period, excluding the AGM, and a quorum is constituted by 5 persons being present
  • The meetings are conducted according to the normal rules of debate, through the Chair, (or in their absence the Vice Chair), (or in the absence of both, by a committee member nominated by those present)
  • Decision making is on the basis of a simple majority
  • The committee can exceptionally make rules as from time to time become necessary, but these new rules must be ratified by the next AGM
  • The committee can discipline, (and if necessary suspend), any member who his guilty of misconduct or having brought the reputation of the Club into disrepute
  • Any issues that cannot be resolved in committee will be put to the membership for resolution
  • Minutes of every meeting will be taken and will be kept in a location such that any member can gain access to them without difficulty (Members area on the website)

It should be noted that any member of the club wishing to attend a committee meeting may do so, either to speak on a specific agenda item or as an observer, subject to the good order of the meeting.

CHAIRMAN

Purpose of Role

To co-ordinate the activities of the club committee on behalf of the membership.

Key Accountabilities

  • To chair management committee meetings
  • To provide leadership and cultivate team spirit within the committee
  • To give strategic direction and vision to the club
  • To pursue development opportunities for the club
  • To ensure that the club’s Articles of Association are practised and upheld by members
  • To undertake tasks that fall within the broad remit of the post

Key Competencies

Knowledge

  • A good understanding of the background and workings of the club
  • A good understanding of the sport of triathlon
  • Excellent understanding and appreciation of the Articles of Association of the club
  • Experience of running clubs and/or chairing meetings

Skills

  • The ability to chair productive and constructive meetings
  • The ability to offer advice and guidance to committee members on club issues
  • The ability to take the club forward and to develop club activities and membership

VICE CHAIRMAN

Purpose of Role

To provide support for the chair in the co-ordination of the activities of the club committee and to represent the chair in his/her absence

Key Accountabilities

To chair the committee meetings in the absence of the chair

  • To promote new ideas to enhance the strategic direction and vision of the club
  • To ensure through self-development that the future personal role of chair can be carried out effectively
  • To pursue development opportunities for the club
  • To participate in all club committee meetings
  • To uphold the club’s Articles of Association

Key Competencies

Knowledge

A good understanding of the background and workings of the club

  • A good understanding of the sport of triathlon
  • Good understanding and appreciation of the Articles of Association of the club
  • Experience of running clubs and/or chairing meetings

Skills

  • The ability to provide support and advice to the chair
  • The ability to chair productive and constructive meetings
  • The ability to offer advice and guidance to committee members on club issues
  • The ability to take the club forward and to develop club activities and membership

TREASURER

Purpose of Role

To monitor and manage the club accounts with professionalism and integrity and in a transparent manner.

Key Accountabilities

  • To keep the committee up-to-date with the club finance situation
  • To collect money from training sessions and events
  • To bank money twice a month
  • To pay bills in a timely fashion
  • To keep the accounts up-to-date
  • To sort out the books for the accountant annually
  • To manage the swim cards
  • To participate in club committee meetings
  • To uphold the club’s Articles of Association

Key Competencies

Knowledge

  • To understand the structure of the club and the management of club funds
  • To understand basic accountancy and data collection practices

Skills

  • The ability to manage club funds
  • The ability to organise the paperwork in a transparent fashion for the committee, the membership and the accountant
  • The ability to keep paper and computer based records
  • The commitment to be present at the majority of club training sessions and coaching days in order to collect fees

CLUB SECRETARY

Key Accountabilities

  • To take and distribute the minutes at committee meetings and the AGM accurately and efficiently
  • To manage correspondence on behalf of the club
  • To ensure the club is up-to-date with all affiliations and insurance commitments
  • To manage the club relationship with the BTA and other relevant governing bodies such as the CTT
  • To participate in club committee meetings
  • To uphold the club’s Articles of Association

Key Competencies

Knowledge

  • To understand how the administration of an organisation works
  • To understand the club relationship with the BTF and other relevant governing bodies
  • To have a broad understanding of data protection issues

Skills

  • To be proficient in the use of Word and email
  • To be organised and detail conscious
  • To have a good command of written English
  • The ability to communicate effectively (verbally and in writing) with various official bodies

SOCIAL SECRETARY

Purpose of Role

To promote and co-ordinate social activities within the club.

Key Accountabilities

  • To organise an annual dinner or function that meets the needs of the membership
  • To liaise with the membership to determine social activities required
  • To promote social activities on behalf of the membership
  • To participate in club committee meetings
  • To uphold the club’s Articles of Association

MEMBER REPRESENTATIVE

Purpose of Role

To work with the club chairperson and other committee members to represent the views of the members to ensure the correct administration of the club, taking into account the rules as laid down in the Articles of Association.

Key Accountabilities

  • The cub committee member is accountable to the club chairman and the other members of the committee
  • To express personal opinions on any matter that may arise that becomes a matter for discussion in committee and to assist in the resolution of any such matter for the benefit of the club
  • To canvas the views of the membership and ensure that these views are presented and represented in committee meetings
  • To represent the views of the membership
  • To participate in club committee meetings
  • To uphold the club’s Articles of Association

Key Competencies

Knowledge

  • To understand the Articles of Association of the club and be able to clarify any point to any member as required
  • To be actively involved in triathlon and/or duathlon and have a sound understanding of the rules of the sport(s)
  • To understand and adhere to meeting protocol

Skills

  • The ability to communicate clearly and concisely
  • To be approachable to the membership and to represent their views accurately in committee meetings
  • The ability to represent the club at any official triathlon gathering, if requested to do so by the committee

CLUB CAPTAIN

Purpose of Role

To provide support, encouragement and motivation to members and to consider the well-being of members.

Key Accountabilities

  • To help and motivate members
  • To have the club and its membership’s wellbeing in mind
  • To co-ordinate competitive activities of members
  • To encourage and cultivate team spirit amongst members
  • To act as a focal point for club members at competitions
  • To manage the ordering and supply of club kit
  • To enquire about the welfare of club members
  • To participate in club committee meetings
  • To uphold the club’s Articles of Association

Key Competencies

Knowledge

  • A good understanding of the background and workings of the club
  • A good understanding of the sport of triathlon
  • An excellent understanding and appreciation of the Articles of Association of the club

Skills

  • The ability to lead a team and be part of a team
  • The ability to put members at ease and assist with any issues
  • The ability to organise sporting activities
  • To be approachable and accessible to the membership and to be easy to talk to and a good listener

PRESS SECRETARY

Purpose of Role

To promote Tri Team Glos and its membership in a professional and informative manner through the local media and related press.

Key Accountabilities

  • The press officer is accountable to the membership of the club
  • To provide event reports to the media
  • To encourage the membership to provide details of race coverage
  • To take an active role in the production and content of the club’s newsletter
  • To seek every opportunity to promote the club through the media and any other appropriate medium
  • To participate in club committee meetings
  • To uphold the club’s Articles of Association

Key Competencies

Knowledge

  • An understanding of the sports of triathlon and duathlon
  • An understanding of the membership
  • The knowledge of races and activities taking place
  • Knowledge of local media contacts
  • An understanding of positive promotion

Skills

  • The ability to compose press articles that promote the club
  • The ability to be sensitive to members wishes relating to press coverage
  • The ability to deal professionally with media and press staff