There are a number of positions on the Club Committee. To help members who are thinking of standing for a position on the committee, descriptions of the various roles are included below :
The role of the FMC Club Chairman
The role of the Chairman is to oversee the running of the club and ensure any business conducted by the committee and wider club membership is within the boundaries of the club constitution. They have overall control, giving direction, keeping focus and giving structure. Their ultimate responsibility is to take decisions on behalf of the committee following consultation with its members.
Main Duties
- Chair committee meetings and Annual or Emergency General Meetings
- Ensure appropriate documents, including minutes are available for committee members
- Ensure that committee members are aware of their roles and responsibilities
- Act as the ambassador and/or spokesperson for the organisation
- May be called upon to act as mediator
Skills Required
- Confident and Effective communicator
- Good organisation skills
- Ability to delegate duties
- An understanding of the club rules
- Ability and knowledge to act as spokesperson for your organisation
- Unbiased and impartial
- Knowledgeable on equity issues
Qualities of a good Chairman
A good Chairman needs to be:
- Well informed of the Club activities, and the current financial position
- Able to represent the Club at Local, Regional, and National levels
- Able to chair committee meetings and manage the general meetings, so that everybody has a chance to present their view
- Conversant with the Policy’s and Procedures of the club and their affiliated Governing Bodies eg: Codes of conduct, Safeguarding, Health and Safety, Competition and Sporting rules.
- Well informed about the agenda of the meeting, and the items to be covered
- Able to ensure that the agenda of a meeting is followed, and that all business is completed and that all decisions and actions to be taken are properly understood and recorded
- Able to keep a debate focused, and avoid deviations
- Able to ensure the planning and budgeting for the future are carried out in accordance with the wishes of the members
- Unbiased and impartial, and if personally involved in a matter, then prepared to give up the chair during a particular discussion
- A good listener who is able to summarise the salient points of a discussion
- Conversant with the Constitution of the Club, and with the procedure for the conduct of meetings
- Diplomatic and helpful, and able to get the best out of the other members of the committee
- Able to maintain the harmony of the meeting, even when there is disagreement about the proposed course of action
Other qualities that a Chairman should possess are:
- Clarity of mind
- Firmness and fairness
- Good sense of humour coupled with the ability to lighten the tone or mood of the meeting as required
- Tact, diplomacy and discretion
- Willingness to work hard (especially in the preparation of meetings)
- Patience
- Flexibility
- Be approachable
- Ability to maintain confidentiality
The Role of the F.M.C. Secretary
The Secretary will normally be the first point of contact for queries, issues, complaints or information from outside and commercial organisations and the BMC as well as club members.
In maintaining the role, the secretary should, ideally, be polite and helpful, and maintain a good sense of humour. Information needs to be recorded accurately and passed on to relevant club officers / the whole committee promptly.
The secretary also has a role in updating the committee calendar in December of each year.
Committee Meetings
Prior to committee meetings, the secretary will set out an agenda for the meeting and send out a date/time /place reminder to committee members (usually about a week in advance). The Secretary will then act as the principal record keeper for the committee, which means that it is essential that the secretary attends all committee meetings in order to keep full and accurate minutes of the meetings and to maintain an attendance record for committee members. It is the task of the secretary to ensure that a draft copy of the minutes is distributed to committee members for corrections, and that a final version is placed on the committee content section of the FMC website.
A further role is to ensure that the Outstanding Action Report is kept up to date; this will involve adding new actions after each committee meeting and deleting those which have been completed.
Many of the tasks which arise from committee meetings, such as writing letters or sending e-mails to
individuals or organisations, will fall to the secretary to complete. It is helpful if the person undertaking
the role has some English skills. The secretary will always work closely with the chair and other officers
to ensure that the club’s policy is enacted.
The AGM
The Secretary has a number of responsibilities with regard to the AGM, which takes place in the third week of February.
Early in January members will be advised (via What’s On) that proposals (duly seconded) for the AGM will be required six weeks in advance of the meeting. Members may send proposals by letter or E-mail.
Also in early January, the secretary will request that officers of the committee prepare their reports for the AGM. The Secretary will also prepare a report.
In Mid-January, the secretary will compile the AGM agenda and attach the officers’ reports. These documents will be sent out to the membership after printing (about the end of January).
At the AGM the secretary will be responsible for the attendance list; apologies may also be received both at the meeting and prior to it.
At the meeting the secretary will assist the Chair and also take minutes. The minutes will be distributed to the membership via What’s On in April and also placed on the committee content section of the club website, following the same procedures as other minutes.
Purpose
To maintain accounts for the club to a standard accepted by the Honorary Auditor and Club Membership.
Duties
• Manage the club bank account(s) and report the bank balance at committee meetings
• Arrange payment of all bills via cash, cheque direct debit or electronic bank transfer
• Pay cheques and cash into bank account promptly
• Maintain detailed records of all expenditure and income – about 350 transactions p.a.
• Produce annual Income and Expenditure report to be audited prior to the AGM
• Provide Treasurer Report to AGM
• Negotiate favourable deals with utility and service providers and arrange completion of statutory notices
• Review hut valuations (with technical guidance) and renew BMC Hut insurance
• Carry out annual review of expected income and expenditure for following 3 years
• Attend committee meetings (approx. 7 p.a.) or submit reasonable apologies for absence
Duties on behalf of the Membership Secretary
• Maintain the database (Excel) of members (approx. 160) and make available to committee members for administrative/communication purposes
• Produce printed address labels if required
• Submit member details to the BMC through Member Services Online for affiliation purposes and make annual and quarterly payments
• Send out annual membership renewal notices and manage renewal payments
• Obtain and issue membership cards
The Booking Secretary is responsible for the following :
- Take and process external bookings for both huts
- Take and record member booking requests
- Update the website booking calendar
- Maintain the external bookings financial log
- Manage the keyless access codes for external bookings
- Manage the keyless access code annual change for members
- Co-ordinate production of the annual syllabus
The booking process is as follows :
| 1. | Receive request | Booking request received via fmc.bookings@gmail.com
Check diary/calendar to check availability No availability · respond and offer alternative dates/hut Available · create new folder · create booking form and save in folder · send booking form to enquirer · update finance spreadsheet · update calendar · update diary |
| 2. | Receive booking form and deposit notification | Update spreadsheet
· Cheque – pay in o Record sort code o Record slip number · BACS – notification will come from treasurer o Record reference number |
| 3. | 2 weeks prior to stay | · Send remittance form requesting balance
· Send hut rule form · Send door access code · Record in diary that door code has been sent |
| 4. | Receive payment | · Update spreadsheet as step 2
· Pay cheques in to bank |
| 5. | Reconcile income | · Co-ordinate with Treasurer to reconcile all payments |
The Role of the FMC Social Secretary
General
The Social Secretary is responsible for all the social aspects of the club and the role embraces the setting of dates, booking, venues, booking speakers, including both club members and ‘celebrities’. It involves being an active club member with an ear to the ground for feedback good or bad.
It is important that all events are properly communicated to the membership via the various forms of media that are available, including the website diary, Facebook and regular contributions to ‘What’s On’ in good time to meet publication deadlines. It is expected that the Social Secretary will ensure that the Audio Visual equipment is looked after between events.
Committee Meetings
It is expected that the Social Secretary will attend and contribute to as many committee meetings as possible, offering reports on progress as and when necessary and contributing to the general discussions on the running of the club.
Social Events
It is expected that the Social Secretary will attend as many social events as possible, will ensure that all the appropriate audio visual equipment is in place and operational and to introduce the speakers.
Accountability
Ideally a progress chart showing all arrangements that have been confirmed along with any outstanding actions yet to complete should be available in order to give continuity in the event that the Social Secretary is unavailable or unable to continue in the position.
Qualities
The ideal candidate will have a strong belief in, and will be enthusiastic about the FMC, it’s past, present and future; they will have good organisational skills, and above all be trustworthy.
The membership secretary should:
Respond to enquiries received regarding membership
Process applications for introductory membership and present these at the next committee meeting, or e-mail the committee members for a decision if the next meeting is a long way off. Funds should be passed to the treasurer. Successful members should be sent a letter, membership card, syllabus, rules and What’s On by post.
After one year, full membership applications should be invited and full membership forms issued.
After receipt of forms, present them at the next committee meeting. If successful, issue a full membership letter.
Advise the treasurer of all changes of address and personal details.
Assist treasurer with chasing up non-payers at annual subs collection.
Take the lead in mentoring and accompanying introductory members during their initial period of involvement with the club.
Keep up to date records of intro members
Actively pursue potential new members at the wall, on the hill, internet and so on.
Update and manage advertising materials at walls and shops and on the internet.
To produce What’s On in accordance with the wishes of the committee.
Mandate
1. What’s On is produced and distributed before the 1st of January, March, May, July, September and November.
2. It is desirable for it to be no more than two sides of A4 with the hope that members will print out the meets part and keep it handy.
3. The main content is the meets for the next two months with a description to encourage people to attend. Also future meets as appropriate:- these will usually be trips where accommodation has to be booked well in advance plus those meets occurring at the start of the next month.
4. The other content is announcements (mainly from committee members) that are best here rather than the twice yearly magazine.
5. There is the flexibility for other content on request.
6. Distribution is by e-mail (I use a pdf file because two sides of A4 on my version of word might open as two and a bit sides on a different version – very important when I take the memory stick to the printer!). For those without e-mail we send out a printed version. – there are very few non e-mail people left and they get fewer each year.
7. Having someone to proof read it is desirable though you may wish to leave in one inconsequential mistake to see if anyone notices. (Martin is sharp at spotting this – and occasional unintended errors!)
8. Meet coordinators should send in a piece about their meets, they often forget but are brilliant at replying to a timely reminder.
Hut Secretary’s Role
This is a varied job the main actions are:
Maintenance – Regular checks to ensure condition is maintained & note items of disrepair. This is to cover the building, inside & out, the grounds and boundaries.
Keep a record of maintenance work to ensure some is done on a planned basis to prevent problems e.g. external painting
Undertake repairs either on Working Weekends or as necessary
Obtain quotes for work to be done, excluding minor works, to be submitted to the Committee for approval
Organise Working weekends – People to help, jobs to be done, materials needed etc. Normally provide food on Saturday evening for those who help at Club expense
Keep provisions stocked as much as is practical e.g. toilet rolls, cleaning materials, washing up liquid, toilet cleaner (safe for use with a septic tank) etc.
Empty safe regularly, check against Hut Overnight book, bank income direct to FMC account (or via Hut Sec’s personal account). Cheques to be forwarded to the Treasurer. Details of Members paying by bank transfer to be provided to Treasurer to check payment received.
Keep receipts for all expenses incurred to be submitted to the Treasurer for refund. This may be as incurred or at the year end
Prepare annual Hut account allowing for income & expenses as far as these have come through the Hut Secretary (All outside bookings are paid direct to the Treasurer or Booking Secretary. Some annual items of maintenance e.g. septic tank cleaning & maintenance contract, insurance, refuse collection etc are dealt with direct by the Treasurer)
Annual Report for the AGM
Local contractors – keep a list of local tradesmen for on-going repairs e.g. plumber & electrician. Liaise with them to undertake necessary repairs
Recycling – The local authority does not collect from individual properties but provides faciltiies locally. Signs in the hut.3
Maintain contact with neighbours where necessary
Keep notices in the Hut up to date e.g. Overnight Fees, Hut Rules, Advice for use of the Hut where needed
Electric Checks – to be done by a qualified electrician on a 5 yearly basis. This is a requirement as we let the Huts to outside groups
Fire Safety – Ensure appropriate fire exit signs are fully visible in the Hut & keep a plan showing their location
Hut Secretary’s Role
This is a varied job the main actions are:
Maintenance – Regular checks to ensure condition is maintained & note items of disrepair both inside & out
Keep a record of maintenance work to ensure some is done on a planned basis to prevent problems e.g. external painting
Undertake repairs either on Working Weekends or as necessary
Obtain quotes for work to be done, excluding minor works, to be submitted to the Committee for approval
Organise Working weekends – People to help, jobs to be done, materials needed etc. Normally provide food on Saturday evening for those who help at Club expense
Keep provisions stocked as much as is practical e.g. toilet rolls, cleaning materials, washing up liquid, toilet cleaner (safe for use with a septic tank) etc.
Empty safe regularly, check against Hut Overnight book, bank income direct to FMC account
Keep receipts for all expenses incurred to be submitted to the Treasurer for refund. This may be as incurred or at the year end
Prepare annual Hut account allowing for income & expenses as far as these have come through the Hut Secretary (All outside bookings are paid direct to the Treasurer or Booking Secretary. Some annual items of maintenance e.g. septic tank cleaning & maintenance contract, insurance, refuse collection etc are dealt with direct by the Treasurer)
Annual Report for the AGM
Local contractors – keep a list of local tradesmen for on-going repairs e.g. plumber & electrician. Liaise with them to undertake necessary repairs
Recycling – as the local authority does not collect recallable items we do it ourselves so this needs to be taken to Keswick on a regular basis
Maintain contact with neighbours where necessary
Keep notices in the Hut up to date e.g. Overnight Fees, Hut Rules, Advice for use of the Hut where needed
Electric Checks – to be done by a qualified electrician on a 5 yearly basis. This is a requirement as we let the Huts to outside groups
Fire Safety – Ensure appropriate fire exit signs are fully visible in the Hut & keep a plan showing their location
There are four positions on the committee for general committee members. These are full members of the club elected annually at the AGM. The role of these members is to :
- Contribute to committee discussions
- Represent the general membership in committee matters
- Vote on any committee decisions
- Assist with committee projects or sub-committees
Role Mandate
- To compile the club magazine comprising photographs and articles submitted by the club membership, chasing up meet co-ordinators for meet reports for inclusion in the magazine.
- To ensure that the magazine is produced in time for distribution in Spring and Autumn
- Sufficient copies of each magazine must be produced to provide a copy to each address on the membership list, a copy in each of the club huts, and a small number (usually 5) for the membership secretary to give to potential new members
- Currently sent to the printers in pdf booklet format ready for double sided printing (a sample of a previous print file can be requested from the current editor) – printing is currently done by Leaflet Frog in Bolton.
- Distribution is by post to UK and overseas members; address labels are provided by the Club treasurer who holds the most up to date membership list.
- Upon receipt of the printed magazines to put them into addressed envelopes and arrange for them to be posted.
- To keep postal costs as low as possible the magazine should be no larger than A5 and be less than 5mm thick once packed into an envelope (i.e. Post Office ‘Standard Letter’ size).
- To ensure upload of meet reports published in the magazine to the club website
Role Requirements
- Access to email. Most articles are submitted this way and it’s how the finished job is sent to the printers
- Although the magazine can be produced using most word processing software, a dedicated Desk Top Publishing programme is a much better option. The current editor finds this software ideal and easy to use and is happy to help those unfamiliar with how it works.
- Good proof reading skills – spell checker can only do so much.
- Good organisational skills.
- To be unbiased and impartial – contributors may hold different views to you and the magazine should cover all club activities.
- Patience – each magazine takes a while to compile and as members send in articles in a multitude of formats, they often have to be reformatted or occasionally, even retyped.
- To be aware of the various legislative acts that can apply to published documents (e.g. equality / libel / data protection) and ensure that published articles do not knowingly breach them.
Notes:
- So that all AGM materials can be included in the same envelopes to minimise postal charges, the Jan/Feb issue should arrive at least 2 weeks prior to the AGM and the Aug/Sept will also usually be accompanied by an Annual Dinner promotional leaflet.
- Articles included in the magazine must not be libelous and every effort should be made to avoid offending anybody. If you feel the need to edit how an article has been written, it will be in your interests to send a proof to the original contributor to gain their approval for changes you consider necessary.
- If you decide to seek election to this committee post, you can rest assured that you won’t be ‘thrown in at the deep end’ and the current editor will be happy to provide any initial help you might need.