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Committee members responsibilities.

This document was drawn up in the early days of the club formation, and is currently under review. Some of the responsibilities and committee appointments are no longer relevant or necessary, and new or alternative responsibilities may need to be introduced. Members are welcome to comment.


The Club Chairman:
  1. Shall be appointed at an AGM or Special meeting by the committee members to act for a 1 year term of office.
  2. Shall preside at all AGMs and Special meetings called by the membership. In the event of an even vote he/she will have the casting vote.
  3. Shall preside at all committee meetings and have the casting vote in the event of even voting.
  4. In conjunction with the committee, prepare the agenda for the AGM and other Special meetings
  5. In conjunction with the Secretary, prepare the agenda for committee meetings.
  6. Is responsible for coordinating the activities of the officers and members of the club committee.
  7. In the event of the illness, resignation or absence of an officer or committee member is to ensure that the responsibilities of that individual are performed until the vacancy is satisfactorily re-assigned.
  8. In the event of a dispute with an officer or committee member, is to arrange for the matter to be considered at a full committee meeting. Unless it involves self in which case the committee will meet without the Chair and appoint a Chair pro tem until the matter is discussed and resolved.
  9. Is to review all complaints raised by individual club members and respond accordingly or cause the matter to be investigated by an appropriate committee member or by the entire committee.
  10. Has primary responsibility for the club’s PR and for ensuring that a positive image is maintained in the eyes of the motorcycle community and general public although this should be a Committee responsibility and devolve to Committee members where relevant.
  11. Has primary responsibility for dealing with questions about the club raised by the media, organised bodies or the members of the public.
  12. Is responsible for countersigning cheques drawn on the club’s bank account.

Secretary

The Secretary is responsible to the committee for:
  1. Notifying club members of the date, time and location of an AGM or Special meeting in accordance with the Constitution and Rules.
  2. Preparing and publishing the agenda for an AGM or Special meeting as agreed by the committee.
  3. Notifying members of the committee the date, time and location of committee meetings.
  4. Preparing and publishing the agenda for committee meetings in conjunction with the Chairman.
  5. Making a record of all AGMs, Special meetings and for publishing the minutes for the information of the membership within 14 days.
  6. Making a record of all committee meetings and for circulating the minutes to all committee members within 14 days.
  7. Deputising for the Chairman in his/her absence. If this responsibility conflicts with the Secretary’s primary responsibility he/she is to nominate a suitable committee member to act temporarily as secretary.
  8. Preparation of formal external club correspondence. He/she is to consult with the Chairman about matters affecting club policy before the release of information.
  9. Is responsible for countersigning cheques drawn on the club’s bank account.

Treasurer

The Treasure is responsible to the committee for:

  1. The maintenance of the club’s financial accounts.
  2. The operation of the club’s bank account(s) and for the signing of cheques.
  3. Receiving and banking cash and cheques received from the Membership Secretary and Merchandising Officer.
  4. The preparation of the annual balance sheet and for its presentation to the AGM.
  5. The preparation of monthly financial statements for their presentation at the committee meetings.
  6. Ensuring his/her duties are covered, if necessary, by a committee member during periods of absence.
  7. Seek professional advice for the Committee on the Club’s statutory and Legal position regarding financial affairs, as requested by the committee.

Membership Secretary

The membership Secretary is responsible to the committee for:

  1. Processing all new membership applications and for responding to all enquiries concerning club membership.
  2. Maintaining the membership data base and for notifying the committee of appropriate and relevant details of new members.
  3. Administering the membership renewal process as at the 1st January each year.
  4. Issuing membership packs to all new members and for ensuring adequate stocks of forms and stationery are maintained for the purpose.
  5. Banking membership receipts
  6. Ensuring his/her duties are covered by a committee member, if necessary, during periods of absence.
  7. Maintenance of the club’s membership data base and for ensuring compliance with the Data Protection Act.
  8. Advising changes to the broadcast database.

Club Liaison Officer

The Club Liaison Officer is responsible to the committee for:

  1. Responsible for BMF liaison for the annualaffiliation and any show registration.
  2. Initiating and maintaining a liaison with the relevant bodies to the furtherance of club aims.

Events Coordinator

The Events Coordinator is responsible to the committee for:

  1. Ensuring a master list of events authorised by the committee is available to the membership.
  2. Actively canvassing the membership for ideas for club events and for seeking suitable volunteers to lead the monthly rides.
  3. Liaising with other compatible clubs and organisations to seek suitable joint events.

Merchandising Officer

The Merchandising Officer is responsible to the committee for:

  1. Maintaining an adequate stock of the lines of club merchandise approved by the committee.
  2. Arranging for favourable purchase discount rates from potential suppliers.
  3. Publishing the availability of merchandise for inclusion on the web site.
  4. Liaising closely with the Treasurer concerning payment to suppliers and the banking of receipts from sales.
  5. Consulting the membership to gain feed-back on the quality and durability of club merchandise.
  6. Developing proposals for new lines of merchandise.
  7. Ensuring his/her responsibilities are covered by a committee member, if necessary, during periods of absence.

Webmaster

The Committee Member Without Portfolio is responsible to the committee for:

  1. Maintaining registration of the web domain.
  2. Maintaining service from a host provider.
  3. Maintaining and update the club web site and the on-line magazine.
  4. Gaining policy guidance and feedback information from the committee on the content of the site and magazine .
  5. Ensuring his/her responsibilities are covered by a committee member, if necessary, during periods of absence.

Committee Member Without Portfolio

The Committee Member Without Portfolio is responsible to the committee for:

  1. To assist other committee members where necessary.
  2. To undertake 'special projects as deemed appropriate by the committee.