PRESIDENT – voting position
The President will normally have held an Executive position the previous year.
DUTIES:
- – be present at all club meetings, or ensure that the Vice President is present
- – call and preside at all Executive meetings
- – solicit agenda items from the Executive and club members
- – preside over the Annual General Meeting
- – In consultation with the Executive develop and approve a strategic plan and budget for the year
- – ensure that all Executive members perform their duties and assist them in any way possible
- – ensure that all club races and activities have a director
- -He/she has the option of attending meetings for 1 year after their term is finished and shall maintain their voting rights for that period.
VICE PRESIDENT – voting position
This person is the contact in the event that the President is unavailable. The support provided by this position to the President helps share the workload.
DUTIES:
- -will assume the Presidential duties in the event that the President is unavailable
- -will assist other Executive members with their duties if/when required
- – will coordinate the annual KRR awards – Male and Female Runner of the Year, Volunteer of the Year
SECRETARY – voting position
DUTIES:
- – assists the President in preparing agendas for all meetings
- -attends club meetings for the purpose of taking minutes
- – prepare and circulate minutes to all members of the Executive as soon after the meeting as is practical
- – keep the club minute book in an orderly, neat and current manner
- – In co-operation with the Executive, update the club policy book to reflect any changes in club policy/direction
- -assist the Executive with correspondence (I.E. thank-you letters and sponsorship requests letters, etc…)
- – maintains Annual KRR Awards database
TREASURER- voting position
DUTIES:
- – removes collects the mail from the club PO Box at least once a week and distributes to the appropriate Executive members. This duty may be shared with another Executive member.
- -control cash receipts and disbursements of the club’s funds in accordance with the approved annual budget and spending motions duly passed by the Executive, ensuring timely payments of all bills
- – is responsible for all banking activity I.E. deposits of funds and preparation of monthly banking reconciliations
- – oversees/controls funds for club races. In collaboration with each Race Director, prepares the financial report for each race or event
- – controls funds for all club social activities
- – prepares annual financial statement
- – attends Executive meetings to provide updated financial summaries
RACE DIRECTOR(S) – voting position
DUTIES:
- – If no coordinator is available, the race director(s) will take on the above duties for their specific event (amended 27-Sep-08) and has a vote
- -carry out all duties as per the race information binder to ensure a successful race
- – update race information binders as required
- -recruit a volunteer coordinator or contacts club members to volunteer for race related duties
- – attends Executive meetings
- -Operates within the approved race budget
MEMBERSHIP- voting position
Manages registration of The individual who is most active in the solicitation of new members and membership renewals.
DUTIES:
- – maintains updated membership lists
- – ensures that all members are registered with BC Athletics
- – ensures that all members have paid their membership fees
- – revises the membership form as needed, ensuring that they consult with BC Athletics beforehand
- – attends Executive meetings
I.R.A. REPRESENTATIVE- voting position
Acts as the club liaison with the Interior Running Association.
DUTIES:
- – attends all I.R.A. meetings or ensures that the club is represented
- – supports the club/Executive viewpoint at I.R.A meetings
- – attends Executive meetings
WEBMASTER – voting position
DUTIES:
- – adds content as directed by executive
- – maintains and updates club webpage on a regular basis
- – manages club member editor access to site and pages
- -attends executive meetings
SOCIAL COORDINATOR – voting position
- Organizes the club social events throughout the year
- Operates within the approved social events annual budget
- – attends executive meetings
PAST PRESIDENT – voting position
DUTIES:
- – will be available to provide mentorship to the Executive
- – is there to provide continuity and aid in the transition from one Executive to the next
- – attends Executive meetings for a period of 1 year. After this time, attending meetings is optional.
- -is a voting member of the executive for a period of 1 year
PRIZES –(non-voting Executive position)
DUTIES:
- – solicit prizes sponsorship in the form of cash or draw prizes for club events
- – maintains a master list of donors sponsors approached, prizes received and ensures that donors sponsors are acknowledged for their donations (the secretary is responsible for preparing the letters)
- – attending Executive meetings is optional
PUBLICITY (non-voting Executive position)
DUTIES:
- – ensures that all event results are transmitted to the media
- – Co-ordinates any promotion, advertising and printing associated with club events
EQUIPMENT MANAGER –(non-voting Executive position)
DUTIES:
- – is in charge of booking the club’s timing system for all races and events and ensuring that payment is received
- – arranges transportation of the timing system to races/events and oversees their correct usage
- – prepares invoices where required for rentals
- – controls access to and removal/return of KRR equipment from the storage space
- – conducts an annual inventory of all equipment