AGM reminder – this Tuesday (5th May)

AGM

Reminder: AGM – Tuesday 5th May at 8pm via video conference

Hello just a reminder that we will be holding our postponed Annual General Meeting this Tuesday at 8pm, when we will conduct the usual items of business including reports and the installation of our new committee. Several of our committee positions are up for re-election this year and are still changes to get involved – we’d love to see some fresh faces and ideas! The formal invite and job roles are listed below. We will of course be conducting the meeting via video conference and you will receive an invite via email on Monday, so check your inboxes. All members are welcome to ‘attend’!

I am writing to invite you to attend the Annual General Meeting which will take place via video conference on Tuesday 5th May, 2020 at 8pm.

The following roles are due for re-election and it would be great if anyone would like to step forward to join the Committee. If you are and you need further information please contact the current holder. In addition, the Club would benefit from anyone who would be interested in volunteering to co-ordinate roles such as Parkrun Visits, Fell/Trail Races or anything else you think might improve our Club for its Members. If you have extra agenda items which you would like the chair to consider, please inform me (Edna) directly. If you would like to step forward and apply to become a member of the Committee or help out please do so by completing the Committee Nomination Form online or contact the appropriate Committee Member to find out more about their roles.

Please find below a short summary of duties:-

GENERAL COMMITTEE DUTIES

  • Attend bi-monthly Committee meetings
  • Follow-up on actions arising from Committee meetings
  • Give support for social and race events

CHAIR (currently JAMES WRIGHT – standing down at AGM)

• Oversee and shape the development and direction of the Club
• Call and chair regular Committee meetings
• Represent and speak for the Club publicly and privately
• Liaise with other organisations and governing bodies on behalf of the Club
• Identify problems and issues affecting the Club and its members and source resolutions with the Club’s committee
• Prepare an annual report detailing the activities of the Club during the preceding year
• Designated signatory on the bank account

TREASURER (currently NICOLA CARTER)

• General financial oversight
• Financial reporting
• Banking, book keeping and record keeping

More Specifically:
– Pay in any monies/cheques
– Issue cheques (a designated signatory on the bank account)
– Balance monthly bank statements
– Maintain financial spreadsheets
– Keep records of expenses/outlays
– Prepare yearly financial report for AGM
– Prepare annual accounts for inspection by accountant
• Arrange and co-ordinate Club participation in the Summer Road League team events

COMMUNICATIONS OFFICER (currently STEVE MORLAND)

• Undertake administration of the Club website and social media (Facebook and Twitter). Deal with enquiries to the Club email address and submit articles/ results to the local newspaper(s).

A further breakdown as follows:-

Website Administration
• Regular website updates
• News articles
• Results
• Calendar updates
• General page updates
• Create new pages
• Liaise with website hosting company

Social Media Administration
• Facebook and Twitter
– Interact with page followers
– Links to articles on club website
– ‘Live’ updates from events
– Respond to messages

Club Email
• Issue emails to Members
• Answer emails directed to Club email address
• Direct emails to relevant Committee Member

TRAINING OFFICER (GEMMA HARDING) – SPEAK TO JAMES WRIGHT

• Organise and liase with run leaders each week
• Identify new run leaders and undertake training
• Ensure that each run leader taking a group has the correct equipment to comply with the Club Health and Safety Policy
• Identify suitable routes for Club nights
• Liaise with guest coaches (e.g. Emma David)

SECRETARY (EDNA WOOD)

• Produce agendas for the Committee and AGM Meetings
• Produce minutes of the Committee and AGM Meetings
• Order Club Kit
• Update documents as necessary
• Designated signatory on the bank account
• Take payments for kit or membership

RACE SECRETARY (SIMA LOWERY)

  • Organise the Club Championship
  • Arrange and co-ordinate Club participation in the Cross Country team events
  • Promote and encourage members to enter and involve themselves in other events such as time trials, team events, relays & races
  • Plan and weekly training sessions on a Club night, liasing with coaches

Yours faithfully,

Edna,

Club Secretary

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