Governance and Roles

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Version 2.0, Draft Revised: 3rd September 2018

This is the Blackwater Valley Canoe Club governance and roles guidance.

Our club heavily relies upon support, involvement and hard work of its volunteers and we could not operate without them. These superstars include anyone who gives their time from coaching, tea making to kit repairs. There is a large variety of ways you can get involved.

These are a few of the key reasons why anyone might volunteer for us.

  • Passion for the Sport and/or Discipline
  • To meet new people and make new friends
  • Enhance employability and opportunities through developing experience, transferable skills and knowledge
  • To aid building confidence

1. About this Guide

This guidance outlines the Task descriptions/Terms of Reference for roles and responsibilities of club officers, committees and coaches of Blackwater Valley Canoe Club. This is to ensure awareness of the expectations of the club and hopefully clarify the responsibilities to the club, participants, visitors and volunteers for those roles. As a minimum clubs are required to have members assigned to the following roles; Chair, Treasurer, Secretary, Club Welfare Officer, Volunteer Coordinator, Safety Officer.

This guidance is based on the governance and roles guidelines outlined by British Canoeing.

Terms Used:
‘Participant’ – any person (regardless of age, ability, membership) participating in an activity taking place at, or organised by, a sports club (and which shall include members of other clubs/teams).
‘Visitor’ – means any person other than participants visiting or attending events at premises owned or occupied by a sports club (and which shall include parents/carers of participants and any spectators).
‘Volunteer’ – means any person acting as an officer of a sports club or otherwise providing services to or on behalf of the club (including coaches, team managers, administrative and catering staff) or assisting a club (whether financially remunerated).

2. Management Committee

The management/executive committee are ultimately responsible for the general running of the club and should aim to attend all management/executive committee meetings.

2.1 Chair
This role is to ensure an efficient, well managed club is maintained and should also act as the Volunteer Coordinator in absence of one being elected.

  • Chair all meetings of the executive/management committee
  • Familiar with all club documentation particularly the club constitution, rules and procedures and uphold and adhere to these
  • Provide leadership of the club, making decisions and where applicable hold the casting vote in the event of a split decision
  • Provide a representation on behalf of the club to any external organisations
  • Mediator of any disputes where required
  • Provide speeches where necessary (e.g. end of season dinner / AGM).
  • Authorise expenses / club expenditure in liaison with the Treasurer to ensure that funds are spent properly and in the best interests of the club
  • Act as one of the signatories

2.2 Vice Chair
This role is to support the chair with all chair responsibilities and should also act as the Secretary in absence of one being elected.

2.3 Welfare Officer (s)
This role is to ensure the club operates a safe, effective and child friendly environment promoting good practice in line with club policies and act as the Health and Safety Officer in absence of one being elected.

  • To ensure that child protection is a standing item on the committee agenda
  • To ensure that the clubs child protection policy is promoted and implemented in line with the latest British Canoeing policies and procedures
  • To act as a contact point, advising any parents, participants or volunteers who have any enquires or concerns about welfare issues
  • To raise awareness of good child protection practice with all club volunteers
  • Familiar with all club documentation particularly the code of conduct, volunteering code of conduct and policies that especially applicable to youth
  • To ensure and co-ordinate appropriate screening of all volunteers in accordance to the latest Child Protection Policy
  • Ensure that a current enhanced Criminal Record Bureau disclosure is obtained for every coach, committee member and where practical other members with access to children.
  • Ensure that all possible Child Protection concerns are referred to the appropriate agency immediately
  • Liaise with other committee members to ensure volunteer screening is up to date

2.5 Treasurer
This role is to collate a record of the club accounts and monitor the finances to ensure that the club remains solvent.

  • Maintain up to date and archive records of all financial transactions
  • Assist in the collection of any money due to the club
  • Pay expenditure as necessary and as agreed with committee via any financial instruments available to club.
  • Ensure that cash and cheques are deposited promptly in the club’s bank or building society accounts
  • Attend Management committee meetings and report regularly to the committee on the club’s financial status ensuring that the committee is aware of any existing or potential future financial or cash flow problems that could reasonably be foreseen.
  • In conjunction with the committee, is responsible for deciding if any monies should be advanced to organisers and if, and to what level, finances should be underwritten
  • Prepare financial year-end statements of accounts including an Income and expenditure Account, together with a balance Sheet, to present to the auditor
  • Arrange for the annual accounts to be audited
  • Present year end accounts to the club membership at AGM
  • Liaise with the clubs’ bankers
  • Assist with the management of membership(s), including record keeping, payment, renewal notifications
  • Act as one of the signatories

3. Support Committee

The supportive committee are responsible for assisting the management/executive committee in the general running of the club and should aim to attend all management/executive committee meetings.

3.1 Secretary
This role is to act as principle administrative officer for the club and act as first point of contact for general correspondence.

  • Organise and communicate the club meetings
  • Familiar with all club documentation and bring potential breaches of the constitution to the attention of the committee
  • Provide agendas and record the minutes of key decisions and actions at any Meetings
  • Distribute agendas and minutes to all members
  • Co-ordinate and distribute correspondence to and from the club members
  • Maintain the latest list of committee roles and responsibilities
  • Ensure that the club is affiliated to British Canoeing
  • Manage the membership(s), including record keeping, payment, renewal notifications
  • Assist members to revise their membership information/data to help keep contact information up to date
  • Act as one of the signatories

3.3 Volunteer Coordinator(s)
This role is to lead on the recruitment, retention and recognition of all club volunteers.

  • Act as main contact for all volunteers
  • To provide support and guidance to all volunteers where appropriate
  • Assist with inducting new volunteers
  • Support and help volunteers to provide up to date records of qualification/training information required by the club
  • To support assistant coaches in development of their coaching skills (i.e. through finding Mentors to assist other coaches).
  • Act a central focus point for all matters involving coaching and training in the club
  • Help ensure there are regular development opportunities for all club volunteers and interested members
  • Ensure all volunteers are kept up to date with latest club documentation, procedures and risk assessments
  • Ensure that all volunteers are recognised for the work that they (i.e. nomination for the volunteer awards, social events)

3.3 Health and Safety Officer(s)
This role is to ensure the club operates a safe, effective and friendly environment.

  • To ensure that the training facilities and equipment are safe
  • Review of the club operating procedures, site specific guidance and risk assessments with appropriate level coach/leader
  • Communicate any safety procedure or risk assessment changes to club members
  • Report accidents / incidents according to club procedures
  • Follow and promote the club’s child protection and health and safety policy
  • Support other volunteers responsible for safety i.e. Session Safety Officers

3.4 Programme and Development Officer(s)
This role is to help co-ordinate the programme and drive development initiatives.

  • Co-ordinate and support the programme and management committees in the safe running of events and sessions
  • Organise the booking and communications for use of facilities for the regular sessions
  • Ensure the programme committee detail all event requirements (identified leaderc/home contact, event terms, travel arrangements, collation of consents, insurance, equipment)
  • Manage clubs calendar ensuring a balance of dates for events, courses, tasters, socials of a variety of disciplines
  • Lead the implementation of the club’s development plan
  • Liaise with local sports development / governing bodies on current initiatives for development

3.5 Equipment Officer(s)
This role is to provide effective management of the club kit including planning purchases, repairs and maintenance.

  • To maintain an equipment inventory, tracking the whereabouts and condition of all club equipment
  • To produce the club inventory at the end of each financial year
  • Mark equipment appropriately with Club markings for Register
  • To conduct safety inspections once a year and ensure they these are undertaken appropriately on all club equipment
  • Make advisories and recommendations on equipment related issues
  • To manage and support the repairing and replacement of club equipment
  • To support the committee on any new equipment proposals
  • Remove Defective equipment for repair or dispose of accordingly

3.5 Publicity Officer(s)
This role is to help raise the profile of the club and associated actives to club members and local community through the website, email and social media.

      • Assist in the wording and distribution of regular news
      • Promote and publicise, in a positive way all aspects of the club
      • Communicate and promote club activities through a variety of mediums (i.e. in person, email, social media etc.)
      • Assist with amendments and production of any promotional materials (i.e. posters, leaflets, website)

3.6 Website Manager(s)
This role is to help maintain the website and any other third-party electronic tooling.

      • Conduct required amendments to website content, keeping it up to date, accessible and navigable
      • Manage committee email forwarding
      • Maintain any code repository backups and database backups
      • Support any technical changes or amendments as required

3.7 Fund Raising Officer(s)
To organise activities that support fund raising on behalf of the club.

      • To get involved in all aspects of financing the club
      • To actively identify and seek potential funding opportunities, sponsorship for the club
      • To investigate potential sources of funding and grants available to the club
      • Identify where funding is required with management committee
      • To plan and arrange fund raising activities / events (including booking venues and promotion) and coordinate with the Programme Co-ordinator
      • Ensure the press officer and all club members are aware of fund raising activities / events
      • Promote fund raising activities to the local community
      • Identify members to assist in the application of external grants

4. Programme Committee

The programme committee are responsible for ensuring the club has a balanced but varied programme, assist with overall club development and aim to attend all programme committee meetings, which should happen a week or two before the management/executive meetings.

4.1 Disciplines
This role is to represent certain discipline sections of the club and plan and co-ordinate discipline specific activities and development.

      • Act as representation for the specific discipline
      • Ensure there are discipline specific activities on the club programme
      • Ensure that the development plan encourages and promotes development in the given discipline

4.2 Youth
This role is to represent the youth section of the club and plan and co-ordinate youth activities and development.

      • Act as representation for the youth of the club
      • Ensure there are activities suited to youth on the club programme
      • Ensure that the development plan encourages and promotes youth development
      • Support local youth groups and associations (schools, scouts, guides, etc.)

4.3 Socials
This role is to represent the social element of the club and plan and co-ordinate off water activities.

      • Act as representation for the social and team building elements of the club
      • Ensure there are social activities on the club programme
      • Support the management committee with volunteer recognition events

5. Session Volunteering

5.1 Bankside Coordination and/or Registration
This role is to provide a central point of contact for all matters arising at sessions.

      • Act as the primary contact at the session and delegate required safety roles appropriately
      • Familiar with club code of conduct, policies, operating procedures and risk assessments
      • Ensure participants are aware of rules, policies and codes of conduct
      • Ensure participants are registered
      • Ensure sufficient volunteers are in place to ensure the safe running of the session before it commences

5.2 Bankside Safety Officer
This role is to assist with session safety at sessions from bankside.

      • Ensure participants are aware of rules, policies and codes of conduct
      • Provide a relay back to the coordinator when sufficient safety volunteers are in place for the session to commence
      • Monitor the activities taking place on the water and to raise the alarm to a water safety officer should anyone get into difficulties
      • Familiar with club code of conduct, policies, operating procedures and risk assessments

5.3 Water Based Safety Officer
This role is to help assist with session safety from the water and should be adopted by someone with a minimum Foundation Safety and Rescue Training (FSRT).

      • Ensure participants are aware of rules, policies and codes of conduct
      • Monitor the activities taking place on the water and respond appropriately should anyone get into difficulties
      • Familiar with club code of conduct, policies, operating procedures and risk assessments

5.4 Lifeguard
This role supports the safe running of sessions and is mandatory at some venues.

5.5 Assistant Coach and Coach
This role is for those adequately competent to not only assist with sessions but also support the development and skills of members through formal coaching.

5.5 Bankside Assistants
This role is for any other volunteers on bankside that are assisting at the session.

5.6 Water Based Assistants
This role is for any other volunteers on the water that are assisting under the supervision of the safety officer(s) and/or coach(es).

6. Event Volunteering

6.1 Home Contact
This role is to act as the central contact between an event/activity organiser and the parents/carers and other interested parties.

      • Co-ordinate with the event/activity on the safe arrival of participants to the destination (i.e. bunkhouse) and the start/finish of each activity
      • Liaise with the appropriate authorities to contact the next of kin if required

6.2 Event Organiser
This role is the primary contact and is responsible for overall orchestration of the organisation and logistics.

6.3 Event Leader
This role is the primary leader who is responsible for supporting organiser with any prior group decisions regarding location, enviroment, safety, groups and ratios and should be adopted by someone with the adequate qualifications and/or experience for the environment and remit of each specific event.

6.4 Assistant Coach, Coach, Assistant Leader and Leader
This role is for those adequately competent to not only assist with a particular event but also support members through formal coaching and/or leading where appropriate.

Document History

Version No Date Status Update Amended By
0.A 22/09/2008 Draft First Copy Damian Edwards
1.0 20/10/2008 Approved Revised – Governance and Roles V1.0 Damian Edwards
2.0 02/09/2018 Draft Update Roles in Reflection of Latest Committee Structure (reviewed with Management Committee) Gemma Clements