CARADON SWIMMING CLUB

Committee Members Roles and Responsibilities

Date: 27 April 2014

Revision 01

INDEX

Purpose

The purpose of this document is to identify Key Committee Positions and associate Roles and Responsibilities to those members taking up those Positions.

Key Committee Positions and associate Roles

Club President

Club Chairman

Club Vice Chairman

Club Treasurer

Club Secretary

Club Membership Secretary

Club Competitions Secretary

Club Welfare Officer

Club Publicity Officer

Club ‘Swim 21’ Co-ordinator

Club Swim Kit Co-ordinator

Club Web Page Administrator

Club General Committee Member

Club Head Coach

CLUB PRESIDENT

Role

The Chairperson of a club is seen to be a figure head, ambassador and a principal officer for a club.

Skills

• Approachable• Enthusiastic with a good knowledge of the sport and club• Well organised and able to delegate• Ability to control meetings• Confident at public speaking

Main Duties

• To be involved, where appropriate, in the coordination of all club activities.• Support the chairperson in overseeing decisions made by the management and sub

committees.

CLUB CHAIRPERSON

Role

A Chairperson will chair and lead meetings within the club, and be responsible for key decision making and leadership within the club, in consultation with other committee members.

Skills

• Approachable• Enthusiastic with a good knowledge of the sport and club• Well organised and able to delegate• Ability to control meetings• Confident at public speaking

Main Duties

• To chair and control the meetings of the management committee• To be involved, where appropriate, in the coordination of all club activities• Oversee decisions made by the management and sub committees• Oversee the work of officers and other club personnel• In conjunction with the secretary present the annual report• In conjunction with the treasurer present the annual accounts• Consult with the secretary on the content of the agenda and minutes of meetings• Keep up to date on ASA laws, regional rules and club constitution

• Ensure that statutory documents and other returns are filed on time.• Advise the treasurer on the use and investment of club funds.

• Report to the officers of the management committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the management committee.

CLUB VICE CHAIRPERSON

Role

To fulfil the role of the chairperson in his/her absence.

Skills

As per chairperson.

Main Duties

As per chairperson.

CLUB TREASURER

Role

To produce and manage club accounts and monitor finances.

Skills

• Some financial background and knowledge of producing accounts desirable• Knowledge of using and working with spreadsheets or other account systems• Reliable and honest

Main Duties

• Responsible for all club finances• Monitor the budget throughout the year• Prepare and present a monthly report at Committee Meetings • Issue receipts and keep records of all monies received• Plan the annual budget in agreement with the management committee• Ensure that funds are used appropriately• Keep up to date records of all transactions• Prepare end of year accounts and present to the examiner and management Committee

CLUB SECRETARY

Role

To ensure the smooth running of club administrative requirements.

Skills

• Administration skills desirable• Good working knowledge of Microsoft word and minute taking desirable• Good verbal and written skills• Well organised and efficient• Sound knowledge of the club

Main Duties

• Deal with the day to day running of the club including all correspondence• To process and deliver appropriate forms and information to and from county, regional and

national ASA departments• Call committee meetings and AGM, prepare agenda, take minutes and provide officers with

copies• Liaise with the Competition secretary to ensure that pools are booked for all teaching and

training sessions as well as all events hosted by the club• Book venues for Committee Meetings and AGM• Act as the main point of contact for your club for the county, regional and national ASA

CLUB COMPETITIONS SECRETARY

Role

To ensure all swimmers have the opportunity to enter competitions for personal development.

Skills

• Administration skills.• Organised and efficient.• Approachable.• Ability to work to deadlines.

Main Duties

• Organise and manage all Club meets including intra-club meets, inter-club meets, andthe annual Club Championships.

• Liaise with various Committee Members to ensure all event requirements are covered

including events program, format of information, staffing, activities, awards.• Set rules and procedures for the running of swim meets.• Keep records as required.

CLUB MEMBERSHIP SECRETARY

Role

To manage the administration related to membership of the club and associated fees

Skills

• Good communication skills• Administration skills desirable• Basic IT skills• Well organised and efficient• Sound knowledge of the club

Main Duties

• Manage the club membership database• ASA matters – registration, asthma, affiliation,• Liaising with Trials Manager re. trials for prospective members• Issue Club Welcome Packs to new members• Manage payment of swimming and membership fees and liaise with Treasurer• Management of changes to squad set-up and times• Liaise between membership and committee• Initial Club contact by telephone/Web site, deal with all enquiries• Correspondence between club and swimmers e.g. withdrawal of membership• Supply committee/coaches with current membership information as required.

WELFARE OFFICER

Role

To be responsible for the implementation of good practice and child protectionpolicies within the club

Skills

• Approachable• Good listener• Good communication• Tactful and discreet

Main Duties

• To ensure all possible child protection concerns (urgent and non urgent) are dealt with following the ASA Child Protection Guidelines (Wavepower document).

• To maintain, administer and manage the completion of the CRB check forms.• To be aware of the child protection policies and procedures of the ASA and to receive all

updates of this nature from the ASA.• To ensure Swimline is promoted by the leaflet on the club notice board.• To raise awareness of good child protection practice with the teachers and coaches through

the ASA/Sports Coach UK Safeguarding & Protecting Children workshop plus selected others as directed by the ASA.

• To ensure volunteers (other than teachers and coaches) within the club are introduced to good child protection practice through the NSPCC module, Keeping Children Safe in Sport

• To attend the ASA Time to Listen workshop

CLUB PUBLICITY OFFICER

Role

A marketing/promotions and press officer provides a central point for the club to lead and promote its activities, ideally to either increase membership, increase income and/or improve the club’s image. This includes taking responsibility for the marketing plan within a club, liaison with local media, and raising the profile of the club within the community. The Club Marketing/Promotions and Press Officer should report into the club Chairperson.

Skills

Enthusiastic with a good knowledge and interest in the club’s activities Be an excellent communicator, with good verbal and written skills Have experience and/or an interest/passion in funding opportunities and/orsourcing sponsorship

Duties

• Develop a marketing and promotions plan for the club in association with the club’s strategic plan• Secure a budget for the club’s marketing/promotions and press activities, in association with the club treasurer• Promote and publicise all aspects of the club, in a positive and equitable way through the production of informative and unbiased newsletters, website updates and regular media releases• Report on club events (internally and externally)• Assist in promoting non-swimming social events for the relevant members of the club as requested/approved by the management committee• Create and nurture relationships with media local to the club

SWIM MARK CO-ORDINATOR

Role

To co-ordinate the implementation/development of the swimmark initiative within theclub.

Skills

• Well organised and able to delegate• Administration skills• Enthusiastic and a good motivator• Approachable• Confident and effective communicator

Main Duties

• To organise and oversee the audit and action planning stages of the swimmark process within the club

To engage other club members to support collating evidence for swimmark accreditation• To liaise with the Regional Representative/Aquatic Officers, Local Authority Sports

Development Officer, swimmark Club Committee and Club Members• To keep the club updated on their progress through the swimmark process• To ensure that Club Members are informed of swimmark courses and seminars• To liaise with the Treasurer and Management Committee with regard to funding the

implementation of the Clubs development plan• To follow and promote the ASA Child Protection policy

CLUB SWIM KIT CO-ORDINATOR

Role

Ensure club members are aware of Club uniform standards and training equipment required. Also acts as a visible committee member on swim nights to receive cheques/cash/comp entry forms from parents.

Skills

• Well organised• Administration skills• Enthusiastic and a good motivator• Approachable• Confident and effective communicator

Main Duties

• Maintain a uniform and swimming equipment availability list for member information• Liaise with manufacturers for design and purchase of new Banners etc.• Order and distribute uniforms.• Provide monthly report for Treasurer detailing items sold, payments outstanding and stock

held.• Prepare uniform and banner designs in consultation with the Committee.• Organise regular raffles in order to raise funds for club.

CLUB WEB PAGE ADMINISTRATOR

Role

Setup, development and maintain/update the club website.

Skills

• Well organised• Administration and IT skills• Enthusiastic• Approachable• Confident and effective communicator

Main Duties

• Maintain/update the club website• Regular backups.• Management of all site login accounts.• Management of Club email addresses.• Provision of extra features and functions on the web site as required.• Education and support of users in the use of the site software.

CLUB GENERAL COMMITTEE MEMBER

Role

No formally designated role assists the committee in a variety of ways to operate effectively.

HEAD COACH

Role

To work within a team to contribute to the development of the athletes in your session/s to enable them to achieve the best of their ability.

Skills• Communicate effectively• Ability to think flexibly and generate new ideas• Ability to coordinate and facilitate• Enthusiastic about the role• Approachable

Main Duties

• To prepare session plans by using a cyclical annual plan you have set for the season and use relevant practices and coaching points to achieve the aim of the session using the principles of LTAD.

• To effectively record the attendance of swimmers and the progress of all the swimmers in your session/s via ongoing assessment

• To be in control of the training sessions, by maintaining discipline at all times, but keeping it enjoyable

• To be consistent in coaching and treatment of individuals• Never leave the group unattended• To be aware of the NOP-EAP• To clear equipment away at the end of your session• Treat everybody with respect, kindness, understanding and consideration• To attend relevant competitions• To work within the team and the Committee• To work closely with the Competition Secretary• To provide information to the Committee on a regular basis