Last updated 22 August 2003
ADMINISTRATIVE STRUCTURE OF THE CLUB
RESPONSIBILITY OF CLUB SECRETARY
To ensure the efficient running of the Club, in accordance with the wishes of
the Membership. In particular to ensure the President, Committee, Chairman and
Treasurer are aware of any current developments.
This in the main shall be achieved as detailed below:
General Meeting of the Club and General Committee
Meeting
To prepare agenda.
To prepare notice of General Meetings and Special General Committee meetings.
To circulate the above as required.
To attend if at all possible.
To ensure minutes are taken and circulated as required.
To prepare and present at AGM a Secretary's Annual Report.
General Committee
To liaise with five Area Chairmen to ensure that agreed actions are being
taken and that agenda items are adequately prepared. To attend, ex-officio, as
many sub-committee meetings as possible. To attend B.H.H.Q. Ltd. Board Meetings
as non-voting Club representative.
Correspondence
To receive on behalf of the Club, reporting, re-directing or preparing for
the Committee as appropriate.
To write letters as required on behalf of the Club.
Legal
To read the Club Gazette at proof stage to safeguard the legal position of
the Club.
To ensure conditions of Club Licence fulfilled and renewal completed by due
date.
RESPONSIBILITY OF CLUB TREASURER
To maintain all Club Accounts, except only those of the Wine
Committee and 200 Club.
To keep accurate record of income and expenditure of the Club, and its assets
and liabilities.
To maintain bank account(s) in the name of the Club in accordance with mandate
ratified by General Committee.
To arrange for collection and banking annual subscriptions from all Members and
the proper maintenance of the Register of Members on behalf of both B.H.H.Q.
Ltd. and General Committee.
To arrange payment of all fees, expenses, etc. properly authorised on behalf of
the Club.
To prepare annual budget by consultation with other four Areas of Club business
for Finance Area approval before ratification by General Committee.
To attend meetings of General Committee, reporting on the current financial
position of the Club, comparing actual income and expenditure with budget.
To prepare Annual Accounts of Club for audit and subsequent presentation to the
A.G.M.
To initiate a meeting of the Finance Area, or such members of it as are
appropriate, when there are appropriate matters of concern. To attend all
sub-committee meetings, ex-officio, particularly where financial implications
are likely to be raised.
RESPONSIBILITY OF COMMITTEE
CHAIRMAN
To chair all General Committee meetings.
To be sufficiently aware, with the Secretary, of the problems in each Area of
the Club, through direct contact with the Chairman of each, to allow for
efficient use of time in Committee.
To take directly to Areas, in conjunction with the Secretary, information that
may aid their work.
To attend, ex-officio, as many sub-committee meetings as circumstances allow.
To assist the President.
RESPONSIBILITY OF AREA OF
DEVELOPMENT
To agree a budget each year with the Area of Finance. To assess
current success of Club and identify any weakness.
To provide a focal point to which any Member might come with an idea that may be
of benefit to the Club.
To initiate and/or assist other Areas in implementation of short term planning.
To initiate or develop (minimum 5 year) plans, in conjunction with the other
four Areas as appropriate, to improve the Club athletically or socially to the
point where the plan is implemented.
To endeavour to have the Club represented at all levels in the sport.
To be aware of any developments, or potential developments, in the sport
sufficient to advise the Club Committee.
To support any aspect of Club life that does not fit readily to one of the other
four Areas, for example the work of the Awards Subcommittee.
RESPONSIBILITIES OF AREA OF
ACTIVE ATHLETICS
To provide comprehensive programme of competition for all members through a mix
of Club championships, handicaps, league competition, team and individual entry
in County, Area and National Championships and other competitions as are
available.
To select and make all necessary arrangements for Club teams travelling to
events and to encourage Members to compete at the highest appropriate level.
Recruitment of new members, particularly through schools. To provide a coaching
programme for young Members and assist more mature Members as they may require.
To ensure adequate officials are available to support athletics and fulfill Club
obligations.
To encourage officials to improve their grading.
To promote open events as seen worthwhile on behalf of the Club.
To agree a budget each year with the Treasurer, and plan and monitor expenditure
within it.
To consult with the Area of Communication regarding publicity within the Club
and outside.
To keep the Area of Development informed of potential problems of changes or
innovative ideas seen in other clubs.
To suggest to the Area of House and Social possible development of clubhouse use
and of social events.
To recommended nominees for Honour, Merit and other awards. To ensure claims for
any recoverable expenses are made promptly.
Parallel programs for Track and Field, Cross Country and Road are likely to
continue for all ages, but the interests of Members under 17, under 20 and
veterans should be specifically considered across the disciplines.
RESPONSIBILITIES OF AREA OF
FINANCE
To administer the Club's finances: this will include ensuring audited accounts
are available to the Annual General Meeting and monitoring expenditure and
collection of subscriptions.
To liaise with all Areas of the Club to ensure the Club's financial well-being:
this will include seeking, pursuing and coordinating fund raising and sponsoring
opportunities.
To approve annual budget prepared by the Treasurer for submission to the Club
Committee for ratification.
To advise the Club Committee on any areas of financial concern: this will
include the drawing of the Committee's attention to any such concern.
To ensure the maintenance of an accurate Club Register of Members, their address
and telephone number and a list of Members holding a copy of that register.
To ensure adequate control and protection of Club equipment, trophies and other
awards.
To provide such support as may be required by the Club's financial post-holders.
RESPONSIBILITIES OF AREA OF
COMMUNICATION
Publications: To co-ordinate the publication of all Club periodicals as are
required from time to time.
Promotions: To endeavour to get the Club good coverage in the local press, and
when appropriate the national media outlets; to prepare or assist in the
preparation of press releases, brochures and other publicity material; to assist
with displays or any other initiative to advertise the Club.
Archives: To collect, classify, index, ensure the safe custody and on occasion
display the Club archives and memorabilia.
Liaison: To agree a budget each year with the Treasurer. To ensure adequate
systems of communication exist to ensure all members have adequate notice of
athletic and social events, up to date publication of results and information on
new ventures in the Club. To be aware of the costs locally of al forms of
production of multiple copies of written information with the advantages and
disadvantages of each of these and advising the Club accordingly.
RESPONSIBILITIES OF AREA OF HOUSE
AND SOCIAL
Through the Wine Committee to ensure all matters relating to the Club Licence
are correctly performed.
To ensure kitchen conforms to local authority requirements.
To ensure the requirements of the Health and Safety Act are met at all times on
Club premises.
To keep the Club Headquarters and ground clean, tidy and maintained for
day-to-day use.
To supervise work of Club Steward, when appointed.
To keep strict records of income and expenditure in order to present an audited
Financial Statement at each Annual General Meeting, and prepare VAT returns as
necessary.
To set prices at least to cover all costs involved in the above operations,
including payment for public services.
To prepare a social programme for Members, matching if appropriate the programme
devised by the Area of Active Athletics.
To provide bar and catering as required by the Club, when necessary employing
casual labour to assist.
To control stocks held at Clubhouse.
To assist the President in the entertainment of official Club guests. To
encourage use of the Club Headquarters to the benefit of the Club.
To assist and advise organisers of Club social events on or off Club premises.
Non-athletic sporting events are included in this category.
