PPCA Club Committee Roles & Responsibilities

Chairperson
Responsible to: Management committee and members

Role purpose: To ensure an efficient and well managed club/centre/committee

Commitment: 2 – 4 hours per week plus committee meetings

Main Tasks:

  • Chair Committee meetings and AGM’s in accordance with the organisations policy
  • Assist the secretary to produce the agendas
  • Act as an ambassador for the club, centre, region or discipline
  • Lead the committee in making decisions for the benefit of the whole organisation including disciplinary matters
  • Ensure the organisation is represented at British Canoeing regional/national meetings


Skills required?

  • Knowledge of the club, centre or committee is essential
  • Background in management is desirable
  • Strong leader who can be objective
  • Confident and effective in communication
  • Enthusiastic and able to motivate others
Treasurer
Responsible to: Committee through the chairperson

Role purpose: To produce accounts and monitor finances to ensure the club, centre or committee remains solvent

Commitment: 1 – 2 hours per week plus committee meetings

Main Tasks:

  • Ensure efficient financial running of the organisation and take full responsibility for the finances including invoices, bills, and payments
  • Liaise on a regular basis with the Membership Secretary
  • Produce a budget for the club, centre or committee
  • Be responsible for the collection of monies and keep up to date records of accounts including receipts
  • Provide regular reports to the committee
  • Audit the books annually and produce a report for the AGM with the honorary auditor’s report

Skills required?

  • Organised, honest and trustworthy
  • Able to keep records
  • Confident about handling figures and money
  • Similar experience in accounts is desirable
  • Knowledge of spreadsheets
Publicity Officer
Responsible to: Committee through the chairperson

Role purpose: To establish an ongoing publicity campaign to raise the clubs, centres, region or disciplines profile and recruit members and volunteers

Commitment: 1 – 3 hours per week

Main Tasks:

  • Establish links with the local, regional or national media and provide regular reports and press releases on news and opportunities
  • Act as spokesperson for the club, centre or committee
  • Investigate and identify potential promotional opportunities for the organisation
  • Ensure the organisation is promoted to the public as well as news and opportunities being distributed to members via newsletters, notice board and regularly updated website

Skills required?

  • Enthusiastic and well organised
  • Confident and imaginative
  • Good communication and able to write press releases and reports
  • Some knowledge of marketing and communications

Resources
Club Matters

Club Leader (Coaching Coordinator)
Responsible to: Club committee through the chairperson

Role purpose: To organise a programme of coaching and provide support to club coaches.

Commitment: 1 – 2 hours per week plus relevant committee meetings

Main Tasks:

  • To ensure there is a comprehensive and equitable programme of canoeing activity that supports the stated aims and objectives of the club
  • To promote high quality coaching and actively encourage and support the clubs coaching team in their continued coach education and professional development
  • To arrange, as appropriate, mentoring support for new and existing coaches within the club
  • To promote and identify with club funding and support for coach development – aiming to ensure financial and practical support for coaches to advance their coaching skills, knowledge and qualifications, in order to meet the needs and aspirations of the club
  • To make appropriate representations on coaching matters to the British Canoeing Coaching Team via the Local Coaching Representative
  • To contribute to the management of any British Canoeing employed coaches appointed to the club
  • Ensure that all club policies and procedures related to coaching and coaching sessions are reviewed annually
  • Organise systems for the Club Coaching Team to discuss relevant coaching matters as appropriate
  • Ensure coaches renew membership to British Canoeing to maintain their update status
  • Ensure all coaches fulfil the British Canoeing Coach Update requirements
  • To produce a workforce program for the coaching requirements of the club and communicate this to the CSP, LCO and PDO

Skills required?

  • Organised and knowledgeable about coaching qualifications and methods
  • Basic administration and organisation skills
  • Good communication and enthusiastic
  • Committed to providing safe, ethical, effective and paddler focused activity
  • Resources to assist in role:


BC Coach Policies and Procedures

  • BC Coach Policies and Procedures
Youth Development Officer (Junior Co-Ordinator)
Responsible to: Club committee through the chairperson

Role purpose: To organise a programme of coaching and events for junior members of the club

Commitment: 1 – 2 hours per week plus relevant committee meetings

Main Tasks:

  • Act as the main contact for new and existing junior members
  • Plan and coordinate activities for junior members and potential members
  • Provide information on access to junior members
  • Encourage participation of juniors in regional and club events
  • Ensure regular reports are submitted to the club committee
  • Ensure Paddlepower activities are planned and coordinated
  • Promote volunteer opportunities within the club to young people
  • To liaise with the Child Protection and Welfare Officer to ensure that all child protection policies are maintained throughout the club including at all events


Skills required?

  • Organised and knowledgeable about junior awards and initiatives
  • Able to do basic administration
  • Good communication and enthusiastic
Membership Secretary
Responsible to: Committee through the chairperson

Role purpose: To receive and progress membership applications.  Manage the club’s subscription and renewal process and maintain current membership lists, boat storage lists and session registers.

Commitment: 3 – 4 hours per week plus committee meetings

Main Tasks:

  • Produce forms for applications for membership and membership renewals and send reminders and follow up.
  • Liaise with new and existing members and leavers to identify changing trends in membership and report to the Committee.
  • Deal with enquiries from potential club members – should this be the secretary?
  • Maintain a list of club members.
  • Provide membership cards and new member packs and liaise with Montbatten regularly with regards to affiliate memberships.
  • Provide regular reports to the committee
  • Provide data regarding any payments made to the treasurer
  • Produce forms for applications for boat storage and storage renewals and send reminders and follow up.
  • Liaise with members using boat storage to allocate places, maintain an active list and tag boats in storage.
  • Maintain the supply and return of keys to the member’s shed.
  • Send out all Newsletters and other mailings to the membership – by Email or post.
  • Collect and file all Session Registers. Check sample for membership.
  • Scan Session Registers and Membership forms for electronic filing.

Skills required?

  • Organised, honest and trustworthy
  • Able to keep records
  • Confident about handling figures and money
  • Similar experience in accounts is desirable
  • Knowledge of spreadsheets


Resources to assist in role:

  • Access to a computer and internet.
  • Printer
  • Laminator
  • Dropbox account
  • Transport and access to PPCA sheds at Mountbatten
  • Club Matters
President
Responsible to: Management committee and members

Role purpose: To represent the Club and its members.

Commitment: 2 – 4 hours per week plus AGM meetings

Main Tasks:

  • Attendance and presentations at AGM’s in accordance with the organisations policy
  • Presentation of Club Awards
  • To act as an ambassador for the club, centre, region or discipline


Skills required?

  • Knowledge of the club, centre or committee is essential
  • Background in management is desirable
  • Strong leader who can be objective
  • Confident and effective in communication
  • Enthusiastic and able to motivate others
Vice Chairperson
Responsible to: Chairperson, Management committee and members

Role purpose: To assist the Chairperson in ensuring an efficient and well managed club and committee

Commitment: 2 – 4 hours per week plus committee meetings

Main Tasks:

  • Committee meetings and AGM’s in accordance with the organisations policy
  • Assist the secretary in the Chairperson’s absence to produce the agendas
  • To act in conjunction with the Chairperson as an ambassador for the club.
  • Lead the committee in the Chairperson’s absence in making decisions for the benefit of the whole organisation including disciplinary matters.
  • Liaison with Mountbatten Centre management, including attendance at Affiliates meetings.
  • Ensure in conjunction with the Chairperson the organisation is represented at British Canoeing regional/national meetings


Skills required

  • Knowledge of the club is essential
  • Background in management is desirable
  • Strong leader who can be objective
  • Confident and effective in communication
  • Enthusiastic and able to motivate others
Secretary
Responsible to: Club Committee through the chairperson

Role purpose: To support the Chair and Committee members in ensuring the smooth functioning of the committee.

Commitment: 2– 4 hours per week plus committee meetings

Main Tasks:

  • Act as the first point of contact for the club and committee and ensure prompt communication exists both internally and externally from the club and committee
  • Maintain up to date club records – agendas, minutes, club operating policy, 5 year development plan, British Canoeing affiliation, Community Amateur Sports Club ( CASC ) documents etc.  Work with the Chair and other committee members to update and renew documents when necessary.
  • Manage the annual renewal of the club’s affiliation with British Canoeing.
  • Liaise with HMRC in relation to the club’s registration as a CASC.
  • Ensure access to the records for club officers or member and, where relevant, external bodies, taking account of any need to know and confidentiality requirements.
  • Write and circulate draft committee and AGM agendas in advance of meetings to ensure all relevant items are included.  Write draft minutes and circulate them for correction and then approval at the next committee meeting or AGM.
  • Ensure a smooth handover of the records to the person taking over as club secretary when the role is relinquished.
  • Deal with or delegate other duties for the club.
  • Ensure that all club members have online access to officers contacts and key documents such as the club operating policy and 5 year development plan.

Skills required

  • Knowledge of the club, centre or committee is essential.
  • Similar experience in this role is desirable.
  • Good administrative skills, including competence with email and written correspondence, ability to deal with matters such as renewal of BC affiliation or liaison with HMRC on CASC registration.
  • Enthusiastic and able to motivate others.
Welfare Officer
The Club Welfare Officer (CWO) is responsible for acting as a source of advice about safeguarding and protecting children, promoting good practice and for coordinating action within the Club on receipt of any concerns or referrals.

Areas of Responsibility

Policy and Procedures

  • To provide information and advice on safeguarding and child protection within the Club and promote a child focus.
  • To ensure that the Club adopts and follows the British Canoeing Child Protection Policy and procedures.
  • To promote awareness of the British Canoeing Codes of Conduct and Paddlesafe documents.
  • To implement recruitment and screening procedures within the club.
  • To be a confirmation signatory, verifying the identity of individuals completing disclosures.

Referrals

  • To receive information from Club staff, volunteers, children or parents and carers who have child protection concerns and record it.
  • To follow the British Canoeing Responding and Reporting Concerns flow chart.
  • To ensure that the referral is confirmed in writing using the British Canoeing Safeguarding and Protecting Children Recording Concerns Report Form.

Education and Training

  • To advise the club about appropriate training for coaches and volunteers based on the British Canoeing recommended training requirements.
  • To advise the Club about Child Protection training opportunities.

Knowledge

  • The designated person should be aware of the local statutory child protection network, including the contact details for the local Police and Children’s Social Care Services, the role of the Local Safeguarding Children’s Board (LSCB) and the awareness of local inter-agency child protection procedures.
  • They should understand the British Canoeing Child Protection Policies and procedures and the requirement to safeguard and protect children in sport.
  • Awareness of equality issues and Child Protection.
  • Understanding of poor practice and abuse – behaviour that is harmful to children.

The Person

  • The Club Welfare Officer should be well known in the club and have a strong child focus. The Club Welfare Officer needs to be accessible to and approachable for children and young people but not the coach or volunteer with direct responsibility for coordinating or delivering the junior programmes at the club. They should be a member of the Club or an individual member of British Canoeing

Training

  • The designated person should have undertaken the Sports Coach UK Safeguarding and Protecting Children workshop or an equivalent training programme. They must also be committed to attending British Canoeing Time to Listen Workshop that has been developed specifically for Club Welfare Officers with the NSPCC; which will support them in this important role.
Assistant Club Leader (Coaching Coordinator)
Responsible to: Club committee through the chairperson

Role purpose: To assist the Club Leader in the organization of a programme of coaching and provide support to club coaches.

Commitment: 1 – 2 hours per week plus relevant committee meetings

Main Tasks:

  • To assist the Club Leader in ensuring there is a comprehensive and equitable programme of canoeing activity that supports the stated aims and objectives of the club
  • To assist the Club Leader in the promotion of high quality coaching and actively encourage and support the clubs coaching team in their continued coach education and professional development
  • To help the Club Leader arrange, as appropriate, mentoring support for new and existing coaches within the club
  • To assist the Club Leader to promote and identify with club funding and support for coach development – aiming to ensure financial and practical support for coaches to advance their coaching skills, knowledge and qualifications, in order to meet the needs and aspirations of the club
  • To make appropriate representations on coaching matters to the British Canoeing Coaching Team in conjunction with the Club Leader via the Local Coaching Representative
  • To contribute to the management of any British Canoeing employed coaches appointed to the club in conjunction with the Club Leader
  • Ensure that all club policies and procedures related to coaching and coaching sessions are reviewed annually
  • Organise systems for the Club Coaching Team to discuss relevant coaching matters as appropriate
  • Ensure coaches renew membership to British Canoeing to maintain their update status
  • Ensure all coaches fulfil the British Canoeing Coach Update requirements
  • To produce a workforce program for the coaching requirements of the club and communicate this to the CSP, LCO and PDO

Skills required?

  • Organised and knowledgeable about coaching qualifications and methods
  • Basic administration and organisation skills
  • Good communication and enthusiastic
  • Committed to providing safe, ethical, effective and paddler focused activity

Resources to assist in role:
BC Coach Policies and Procedures

Intro Course Coordinators
Responsible to: Club committee through the chairperson

Role purpose: To organise a programme of Introductory Courses.

Commitment: 1 – 2 hours per week plus relevant committee meetings

Main Tasks:

  • Act as the main contact for members of the public interested in trying out Kayaking/Canoeing
  • Liaise with the Club Leader/Assistant Club Leader
  • Plan and coordinate Introductory Courses
  • Provide information on access to Introductory Courses at the Club
  • Ensure regular reports are submitted to the club committee


Skills required?

  • Organised and knowledgeable
  • Able to do basic administration
  • Good communication and enthusiastic
Equipment Officer
Responsible to: Committee through the chairperson

Role purpose: Manage and maintain Club Kayak/Canoe equipment and accessories

Commitment: 1 – 2 hours per week plus committee meetings

Main Tasks:

  • Keep a register of all club equipment and ensure it is safe and fit for purpose
  • Manage the loan/hire/purchase of club equipment, ensuring payments are collected
  • Identifying equipment no longer fit for Club purpose and arranging disposal or selling of said equipment and ensuring payments are collected
  • Provide regular reports to the committee


Skills required?

  • Organised, honest and trustworthy
  • Able to keep records
  • Knowledge of and ability to maintain Kayak/canoes and maintenance
Health and Safety Officer

Responsible to: Committee through the chairperson

Role purpose: To advise the club on the requirements, policies and procedures for all aspects of health and safety

Commitment: 1 – 2 hours per week plus committee meetings

Main Tasks:

Assist the club to put in place policies and implementation plans for health and safety issues
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Act as the first point of contact for club staff, volunteers, young people and parents, for any
issue concerning health and safety
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Ensure all accidents are correctly reported in accordance with the BC guidelines
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Ensure that safe systems of work are employed by maintaining up date risk assessments
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Ensure confidentiality is maintained and information is only shared on a ‘need to know’ basis
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Keep up to date with the latest training requirements from British Canoeing
 
Skills Required?
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Organised and knowledgeable about Health & Safety
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Able to do basic administration and maintain records
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Good analytical skills with the ability to solve problems logically
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Able to ensure policy and procedures are implemented effectively
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Able to carry out risk assessments
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