Mountain biking Otago Inc. (MBO) Responsibilities of Mountain Biking Otago Inc. (MBO) Club Officers (Committee members) 2015/16

Transcription

1 Mountain biking Otago Inc. (MBO) Responsibilities of Mountain Biking Otago Inc. (MBO) Club Officers (Committee members) 2015/16

2 Introduction A good team of committee members is important to the efficient running of MBO. The following provides brief descriptions of the role each officer should assume; however, all officers should be familiar with the duties of other positions as well as their own. Each officer should be familiar with club, its objectives and goals. Objectives: The objectives of Mountain Bike Otago are: Provide a focal point for unified representation of Mountain Bikers in Dunedin, including supporting the initiatives of clubs throughout the Otago region and NZ for the betterment of the sport; Increase public awareness of opportunities and issues faced by Mountain Bikers in Dunedin and throughout Otago; Encourage and develop all aspects of recreational and competitive mountain biking through: o o o developing an extensive track network working with decision makers at a local and regional scale to support the development of the sport running and assisting with MTB events at a local, regional and national level Ensure MTBO promotes and organise activities and events suitable for all ages and levels of skill. Vision The vision of MBO looking forward 10 years is: To be acknowledged as the foremost Mountain bike club in NZ; to be actively managing an extensive and expanding network of beginner, intermediate and advanced MTB trails in Dunedin; while also running professional events that meet the needs of our extensive membership. The central purpose and role of our club is defined as: MBO will do this by: To Grow and Enhance Mountain Biking in Otago for all. 1. Being able to ride MBO tracks all year, 2. Enhancing all our riders skill and ability, 3. Respecting and supporting our partnerships.

3 Committee Roles President The president has two responsibilities which place this officer in a paradoxical situation. First, if a club is to be successful, the president must share the responsibility of club leadership among fellow officers and club members. The use of delegated power is the only way to cope with large amounts of work in an efficient manner under a voluntary frame to meet club goals. Delegation in this case is encouraging individuals to use experience, skills and contacts to better progress club objectives. Secondly, the president must accept ultimate responsibility for club productivity and harmony. In short, the buck stops here. So, at the same time the president divulges the control of the club, responsibility must also be taken for the entire club operation. Anyone who seeks the presidency should be mindful of this paradox along with several other considerations. The president must understand that to be a leader means to work with people, build a team, not to be independent of them. Cooperation, understanding, and hard work are necessary to hold a group of people together. The will that has made MBO what it is today relies on respecting a huge investment of present and past members, it has a range of members whom are committed to a sports wellbeing and the club has acted as a vehicle to support individual ideas to reach and realise joint goals. Objectives of the President 1. Lead the club to achieve its goals for the year 2. Preside effectively at club and committee meetings 3. Organize and direct the work for the club's groups and sub-committees 4. Represent the club in the community 5. Communicate club goals and programs to the club members 6. Resolve conflicts within the club, not encourage conflict 7. Represent the club at events and meetings. General Duties 1. Develop all meeting agendas with the Secretary. Each should be reviewed with the Secretary well before the meeting 2. Serve as an ex officio member of all committees 3. Maintain communication with National bodies, such as Cycling NZ /MTBNZ 4. Develop / improve the overall strategy of the club with Committee 5. Maintain a strong membership level working with the Membership Manager. 6. Maintain a sound financial basis by working with the Treasurer 7. Represent the club in all community and organizational functions (or delegate in a timely manner) Key Signatories of the President are: 1. DCC MOU on Signal Hill Development and Management 2. MOU South Dunedin Cycling project 3. Easement Ministry of Education Logan park High School. 4. Funding Agreement Otago Community Trust and SLA with BikeSchool /16 SLA DCC on Funding Agreement for Track Maintenance 10K /16 SLA Dylan Sanchez-Pinsent for Track Maintenance 10K

4 Vice President The office of vice president is a highly flexible position which can be extremely valuable or practically worthless. The vice president and president must work together to ensure the value of the office. There are several guidelines which can aid in this task. 1. The vice president must be as knowledgeable about all club activities as the president. This means both the administration of the club and the club programs. 2. This allows the vice president to step into the office when the president is absent or unable to serve. 3. Specific duties, e.g. chair of the Program Committee, must be assigned to the vice president immediately. 4. Such duties may automatically be assigned to the vice president through club bylaws. 5. The vice president must work closely with the president in defining and executing the goals of the club. 6. The vice president can serve in a variety of positions; project chair, representative to inter-club councils or committee chair. Above all, remember that if the vice president is to be of value, this person must be willing to assume any responsibility. Secretary The secretary's position is one of the most important in the functions of the club. As secretary, you are expected to devote sufficient time, each week, to the various details of your office. Your work is doubly important since you are a main contact with all the Committee. One of the first requirements necessary is to be thoroughly familiar with the duties of your position and what is expected of you. You must be organized! It is suggested that you keep a three-ring binder, separated by tabs for the different reports and information you are required to maintain. You will find, in a great majority of cases, when information is desired by officers, committee, or club members, the question will be directed to you as secretary. The secretary should also be familiar with the rules and regulations as stated in the constitution. Objectives of the Secretary 1. Maintain all club records. 2. Record and keep minutes of all club and special meetings and provide copies to the MBO committee. 3. Maintain all club correspondence and Record member attendance records. 4. Prepare addition and change of address information. 5. Send thank you notes. General Meeting Duties 1. Ensure all aspects of the club meetings are in order. 2. Record minutes of all committee meetings and club special meetings. These records should include (as per standard MBO agenda) members present, guests present, presiding officer, speaker and subject, and any business conducted. 3. Keep attendance records. Agenda prepared before each Monthly meeting call for items by Activity Reports due monthly (Treasurer update, Tracks Committee update, etc) 5. Arrange AGM

5 Treasurer In general the treasurer has two duties to fulfil. First, he or she is responsible for maintaining a constant and accurate record of all club financial transactions. Second, he or she is responsible for supporting projects which will help improve the financial position of the club. The treasurer should always be in close contact with the secretary, vice and club president. There are certain procedures which, when followed, can assist the treasurer. The following is a list of general rules which can help the treasurer set his or her own structural procedures. 1. Obtain / maintain the financial records of the past treasurer and make certain all records are in order. 2. Organize all accounting and budgeting procedures for the coming year, pay GST tax etc. 3. Never retain cash. Be certain the club bank account is in proper order. 4. Deposit all funds immediately. 5. Always obtain a receipt for any expenditure of funds. 6. Always give a receipt upon receiving payments to the club treasury. 7. Keep a general journal to show the chronological flow of funds. 8. Keep the club president and all others concerned informed of the club s financial position. 9. Collect club dues and other money from club projects, gifts, etc. 10. Keep all records up-to-date and accurate. The club treasurer can elaborate general rules in any way he or she feels necessary. Membership Manager 1. Develop / maintain a list / database of names, telephone numbers and addresses of club members to give to each member. A permanent file should be maintained to include member dues payments, authorization for payments from the club account, copies of bills, and any other documentation which effects the club's financial position. 2. Recruit new members. 3. Develop with Committee programs to attract new members. Track Sub-Committee Chair This role is aimed at formalising, under a sub-strategy, further MBO track development in Dunedin. The Chair will maintain a meeting schedule and report back to committee on project progress and resource needs. A trail stately can be developed within the wider club strategy. Web Site This role is aimed at ensuring the clubs social, web and network presence is maintained. Also key to this role is knowledge on Event management systems (financial).

6 Events Coordinator This role is key to having an oversight on Club events. Especially important is consideration of scope / budget and logistics. It is delegatory in that ideas for events the club underpins have to be put to full committee, but the expectation is that this role has a light oversight on any plan to ensure the event is thought through, budgeted and proposal well tested before any financial risk is born by the club. Club Commissaire This role requires certification as a qualified BIKENZ Commissaire. This is a key role for the club. This person has oversight and input into course design for National series competitive events. They also have into into general club events, mostly course safety plans and Heath and Safety. XC Coordinator Key role keeping up to speed with XC rider expectations, including event courses, track and trails. This role seeks an active rider who is well connected to the competitive scene so they can act as a contact / conduit for the DH riders / members of the club. DH Coordinator Key role keeping up to speed with DH rider expectations, including event courses, track and trails. This role seeks an active rider who is well connected to the competitive scene so they can act as a contact / conduit for the DH riders / members of the club. Youth Development Coordinator Key role keeping up to speed with youth and school age development and rider expectations, including events and training courses. This role seeks an active rider educator who is well connected to youth so they can act as a contact / conduit for members of the club.