Committee Roles

The Committee Members who hold the below roles can be found here.

Chair
Chair committee meetings, oversee, coordinate and ensure the smooth running of the club for its members. The role also includes:

  • Announcements on a Tuesday evening;
  • Approve meeting minutes;
  • CMOTM announcement and final decision if a tie, awards presentation annually and ad-hoc;
  • Approve payments;
  • Approve accounts;
  • Hear any grievance, dispute, issues between members;
  • NESS XC committee;
  • Ensure the awards are voted on;
  • Sort the winners of the London and Halstead marathons soon after the event has taken place.

Any crossover with other roles?
Payments require two signatories. Normally Treasurer and Chair but other Committee Members could also do if one is not available.
Vice Chair
Assist and/or deputise for chair (and other committee members) as and when required. The role also includes:

  • Attend committee meetings;
  • Propose and vote on CMOTM.
Secretary
Main point of contact for the club and provide administrative support to the role of chairperson. The role also includes:

  • Arrange committee meetings with Chair and agree an agenda;
  • Take minutes at committee meetings and circulate to committee;
  • Ensure meetings adhere to procedures in club constitution;
  • Work out club member of the month;
  • Forward correspondence received to the relevant committee member;
  • Post details of any race details received to face book or the website;
  • Arrange AGM;
  • Take minutes at the AGM;
  • Apply for any London Marathon places the club might be eligible for;
  • Keep EA Website up to date re the current committee members and officers of the club;
  • Keep Club Constitution up to date;
  • If someone from the club needs to attend an Essex meeting, ensure we have representation at the meeting;
  • Keep Club Standards up to date on the EA Website.
Treasurer
Manages the accounts for WRC, including budgets, money into and out of club and ensuring WRC can meet the day to day expenses. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Managing club income and expenditure including assets and liabilities;
  • Maintain club bank account and appointed signatories;
  • Pay invoices;
  • Complete the Year End Accounts;
  • Proposals for amendments to club membership fees and any other subscriptions;
  • Membership – Advisory;
  • Financial advice on prospective projects, ideas etc;
  • Reporting of financial records at meetings including a report for the AGM.
Membership Secretary
Administers membership applications and renewals for the club and EA licenses. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Applying for club affiliation to EA and member registration;
  • Maintaining records of all members ensuring we are meeting GDPR obligations;
  • Work with treasurer on membership payments, refunds etc;
  • Promote the club on various social media outlets like Instagram and Facebook;
  • Respond to various enquiries by email/messenger;
  • Drive Membership numbers and reach out to lapsed members;
  • Monitor trial periods and do check ins after initial sessions.

Any crossover with other roles?
With Treasurer in terms of fees payable and press in terms of promotion on Instagram and Facebook.
Captain(s)
Organise, promote and oversee club team events and cross country. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Be the point of contact for all organised team events on or off road;
  • Promote XC and team events with website & Facebook posts;
  • Liaise with treasurer for payment of fees applicable to team entry races;
  • Organise entrants into teams where needed;
  • Create & monitor event sign-ups;
  • Submit team entries (eg XC, Ekiden) where necessary;
  • Participate in NESS XC committee (and submit list of eligible members to NESS chairman before the season);
  • At XC races: record the finish positions of each WRC runner and run results to the organiser asap, email treasurer with number of finishers and total cost to be paid;
  • Promote County Champs events and share Grand Prix results/table;
  • Arrange purchase, or return, of race trophies as appropriate. See awards list for details of which trophies and when.

Any crossover with other roles?
Arranging the fees with the treasurer for fees applicable to team entry races
Coaching Co-ordinator
Leads the coaching team and ensure there are sufficient coaches with the necessary levels to deliver the weekly coach led sessions. Co-ordinate the weekly Coached Sessions for WRC Members. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Monitor and advise chair if number of coaches falls below a minimum level to deliver weekly sessions;
  • Liaise with treasurer for funding for training and development for existing and new coaches;
  • Hold a regular meeting with coaches and provide feedback at committee meetings;
  • Create coaching plan for weekly Speed Development sessions and assign coaches to sessions evenly and fairly;
  • Subject to availability of coaches, organise offering of training plans such as marathon plans and introduction to club running;
  • Ensure coaching team adhere to minimum standard requirements.
Results & Fixtures Secretary
Publishes (weekly) the results of club members that have run in club races. Organise and track the club championship competition and club records. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Track the races members are participating in, via a number of mediums (Strava, Social Media, direct messaging, word of mouth);
  • Collate and publish a results article, detailing all the weekends results, hopefully before the Tuesday night session (so the chairperson can read them out);
  • Approve any club record submissions, and ensure they meet the criteria;
  • Track all club champs points obtained by the members, which includes racing, volunteering, and participating in team events, and enter them in a spreadsheet;
  • Regularly update publish club champs leaderboards;
  • Propose & get approved by the committee the races for the club champs competition.
Webmaster
Ensures that the website reflects the current position and overall goals of the club and supports individual committee members in fulfilling their own roles. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Maintain the structure of the website so that members and applicants can easily find information about the club and its activities;
  • Act as a Help Desk for users of the website and respond to questions and feedback;
  • Ensure that the Committee and Coaching Team have appropriate access rights for updating the website;
  • Identify and train committee members to enter and update content on specific areas of the website so that it remains accurate;
  • Update information on the website where the content owner is not able to do so themselves (including creating and clearing sign up lists, the kit store and membership renewal);
  • Ensure that the club complies with data protection legislation regarding personal information held on the website;
  • Maintain a relationship with our chosen web developer and act as a liaison when making more significant changes to our website;
  • Maintain a relationship with our website hosting company and liaise with them to keep our email forwarding service up to date;
  • Monitor the website for performance and usage issues and report on these matters to the committee;
  • Maintain a Zoom account and arrange meetings as required to support the club;
  • Maintain a Mailchimp account and use it to send out automated club news messages and individual campaigns (such as promoting our races etc) on behalf of other committee members;
  • Pay for and reclaim costs of Mailchimp, Zoom, Woocommerce and Calendar subscriptions;
  • Contribute to the overall running of the club.
Press Secretary
Submission of news articles to agreed outlets including Braintree and Witham Times, Essex Chronicle, and Essex County Newspapers. The role also includes:

  • Attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Collect all the relevant race times, preferably by Sunday evening and send reports into the following: Braintree and Witham Times, Essex Chronicle, and Essex County Newspapers.
Male/Female Welfare Officer
The lead person who has the right skills and knowledge to manage any concern raised in an appropriate way that would not hamper any investigation and shares information accordingly. Implement effective Adult Safeguarding Policy and Adult Safeguarding Procedures and keep them up to date. The role also includes:

  • To attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Attend the relevant courses through EA for the role;
  • Implement effective Adult Safeguarding Policy and Adult Safeguarding Procedures and keep them up to date;
  • Keeping members safe, ensure all coaches and volunteers have up to date DBS checks and to be the point of contact for members to raise & discuss any welfare issues;
  • Certify identity documents and submit to England Athletics to complete DBS checks;
  • Complete accident forms as a result of injuries and/or accidents on any club runs or events and submit to EA portal via the link provided;
  • Raise any welfare concerns received from members verbally or via website form with the committee to discuss ad hoc or at committee meeting.
Social Secretary
Organises social events for the club including the annual awards dinner. The role also includes:

  • Attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Liaise with treasurer on proposed expenditure for all organised club events;
  • Organise and promote the annual awards dinner;
  • Organise and promote summer BBQ;
  • Organise and promote any other ad-hoc social events e.g. dinners, drinks, etc.
Kit Secretary
Ensures the club holds sufficient amounts of club branded kit to allow members to compete in affiliated races and events. The role also includes:

  • Attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Liaise with treasurer on expenditure for all new kit including training tops etc;
  • Procure / store and distribute club kit in a timely manner;
  • Order kit from suppliers;
  • Find alternative supplier who might be able to offer lower prices / smaller MOQ’s / better quality kit;
  • Distribute kit at club training / social runs / races etc;
  • Maintain a stock list.
Routes Co-ordinator
Routes including Pub Runs. The role also includes:

  • Attend regular committee meetings;
  • Propose and vote on CMOTM;
  • Co-ordinate with pubs for our weekly visits on Tuesday evenings