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ERC Committee Roles

Nov 6, 2006
ERC Committee Roles

Who does what on the club committee



This is not an easily described position - Someone said that when they knew I had to tackle a definition that it's all about just being 'Presidential' - ERC have always, however, had very active Presidents who have tried to oversee the smooth running of the club, indeed in the case of the late Jack Murdoch have even ensured the club's survival! While this is hardly specific enough for a 'job description' the role clearly does have an overarching responsibility to ensure the club achieves long term goals and at the same remains in touch with it's membership. In other words a balancing act that is vital to the success of ERC. In line with the need to be more specific, however, here are some of the details:


1. Collating ideas and creating the framework for successive 3 Year Plans.
2. Monitoring the existing 3 Year Plan - A Committee Task but lead by the President.
3. Attending and contributing to Club Committee Meetings
4. Advice on Club Policy / Precedent
5. Supporting the Chairman and standing in when necessary.
6. National Cycling Bodies - Advising the Committee when necessary
7. Part of the Minutes Rota for club meetings
8. Deal and report on club disciplinary matters
9. Master of Ceremonies / host at club dinners and official club functions.
10. Sponsorship - dealt with by the incumbent but needing a specialist. (Committee agreed that a 'specialist' should be appointed to fulfil this vital role)
11. Ad-hoc tasks too numerous to mention but nevertheless important to the smooth running of the club. Filling gaps where existing committee members have no direct responsibility and generally 'oiling the wheels'
12. A representative (at Main Committee level) to oversee the club events programme - A voice on the committee for all our event organisers and a focal point for events within the club. (New idea - dependent on who is appointed)

The new President will undoubtedly bring his / her particular skills to the position and the above loose description is only intended as an outline and not as an inhibiting straight jacket.


In line with the Committee's current thinking this role will be expanded to cover the role of a 'Sponsorship Officer'


"¢ The chairperson's prime responsibility is to arrange, facilitate and preside over all official club meetings. This includes, but is not limited to the regular monthly committee meetings and the Annual General Meeting. It is the chairperson's responsibility to provide an agenda in advance of each meeting and to ensure that discussion at the meeting sticks to that agenda both in terms of topics discussed and the time allocated.
"¢ In the absence of the chairperson, it is usual practice for the president to act as chairperson for that meeting. If both the chairperson and the president are absent, then a chairperson shall be appointed by the members present, and shall preside at the said meeting.
"¢ The chairperson shall declare the result of all votes as and when any topic or discussion calls for a recorded vote.


The General Secretary's duties have included:-

"¢ Notifying the membership of the AGM & publishing the AGM agenda & report.
"¢ Minuting the AGM.
"¢ Collecting in and arranging engraving of club trophies.
"¢ Collating race results and calculating series & trophy winners.
"¢ Ensuring all club affiliation fees are paid. (British Cycling, Road Records Association, CTC, Triathlon Scotland, Trail Quest Association, ESCA)
"¢ Registering events with Scottish Cycling for inclusion in handbook/calendar.
"¢ Forwarding correspondence to interested parties - ESCA minutes, TS minutes, SC communications, etc.
"¢ Sending out BC membership cards & licences.
"¢ Second signatory for ERC cheques.


The Treasurer's duties are as follows:

"¢ To manage the club's bank accounts.
"¢ To ensure all payments are made and monies are collected in a timely fashion.
"¢ To compile the accounts to be presented to the members at the AGM, ensuring they are a fair reflection of the club's activities, and that they are properly audited.
"¢ To monitor income and expenditure under each budget heading and report to the committee on a regular basis.
"¢ To advise the committee on financial trends, risks and opportunities.


The Coaching Convener's duties are as follows:-

Compile and submit annual coaching budget to committee for approval.
Monitor expenditure against approved budget and approve for payment by treasurer.
Compile reports for committee as necessary including report to AGM.
Administer the club's scheme of assistance to club members towards coaching qualifications including receiving  and approving applications and reimbursement.
Organise coaching talks for club members.
Deal with requests for assistance received through the ERC coaching consultancy service.
"¢ To link ERC club coaches and coachees.
"¢ Assist with group coaching activities such as those held at Ingliston and TTT practice sessions.
"¢ Answer emails from the website.
"¢ Let members know when coaching courses are being held and encourage them to consider taking part. Also, related courses such as child protection and first aid (for run leaders as well as club coaches).
"¢ Attend monthly committee meetings and keep everyone informed about coaching affairs.
"¢ Help arrange winter maintenance classes.
"¢ Administer the fleet of ERC club bikes and ensure that they are returned after use in a roadworthy condition.


As the title suggests the MS coordinator represents at committee the services common to all members of ERC irrespective of discipline. At present this includes:
"¢ ERC website - managed by Ken Russell
"¢ Newsletter - edited by Chris Allen
"¢ Club clothing - organised by Phil Darby
"¢ Club Equipment - looked after by Graham Jones
"¢ Registrar - managed by Graham Jones
"¢ Publicity - Neil Muir
"¢ ERC Handbook - edited by Colin Reekie
"¢ Other responsibilities include organising discounts with shops/organisations for services likely to be attractive to ERC members.


The Role of the Multisport / Triathlon committee member is as follows:
"¢ To attend ERC monthly committee meetings which involves the following:
"¢ To act as minute taker on rota of committee members
"¢ To report to committee on multisport events and ongoing actions
"¢ Responsible for spending allocated budget for multisport section
"¢ To attend ERC AGM and report on ERC multisport / triathlon section for the years events; competitions and training activities
"¢ To answer emails from website directed to tri section
"¢ To inform tri members of ERC committee decisions and up coming events
"¢ To encourage ERC members to compete in triathlon events and to continue to support their club.


"¢ The role of the Off Road Convenor is to represent the mountain bike section at committee meetings. We seek to encourage, coordinate and support new and existing members to take part in organised off road rides and to enter competitive off road cycling events. The OR Section represents approx one quarter of the Club Membership although many members of other disciplines have stated Off Road as their second sport.
"¢ The OR Convenor will represent the members of the Off Road section at monthly Committee meetings. Any requests for assistance from members will be raised at the committee meetings.
"¢ It is an objective of the OR Group to encourage as many riders as possible into competitive cycling. This will raise the profile of the club at mtb events. Encouragement will include introducing new or prospective members to the sport through our Saturday morning Pentlands rides, getting riders out on rides further afield and holding skills sessions. Entry fees or other financial assistance may be given to riders entering Scottish and National events and beyond.
"¢ The OR Convenor is responsible for a budget allocated by the committee. This is primarily used to assist members taking part in competitive events.


"¢ The role of the Road, Track and Time Trail Convenor is to encourage, coordinate and support Club Riders to enter Competitive cycle events.
"¢ The RTTT Convenor will represent the members of the RTTT Group at Committee meetings.In order for him/her to present the democratic views of the Group, the convenor will hold regular meetings of the Group to discuss a wide range of cycling topics which will be summarised and placed on the Club website for all to see.
"¢ The RTTT Group represents nearly half the Club Membership and the Convenor may seek assistance in his/her role from a Road Race Coordinator, Track Coordinator and Women's Coordinator.
"¢ The RTTT Convenor is also Chairman of both Men's and Women's Squad Management Groups and will arrange regular meetings of both Groups and provide monthly feedback to the Committee on the progress of both squads.
"¢ It is the prime objective of the RTTT Group to encourage as many riders as possible into competitive cycling and try to ensure that the club retains talented riders. This will hopefully mean that the Club becomes a leading Club in competitive cycling events in Scotland. Encouragement will extend from getting riders out on training runs to Riders entering British Championship events and beyond.

More Information

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