Canvey Island Swimming Club Management Committee

Transcription

1 Canvey Island Swimming Club Management Committee Committee Roles Position Person(s) Role and Responsibilities Chairperson Wade Piercy To chair and control the management committee meetings. To be involved, where appropriate, in the coordination of all club activities. Oversee decisions made by the management and sub committees. Oversee the work of committee members and other club personnel. Present the annual report. In conjunction with the Accountant, present the annual accounts. Set the agenda for management committee meetings. Keep up to date on ASA and regional rules. Advise the treasurer on the use of club funds. Report to the management committee any decisions taken outside of the management committee meetings. To ensure that the club has the relevant insurances in place. Ensure all complaints are handled appropriately. Vice Chairperson Gala Secretary Wayne Norton To support the chairperson in the roles mentioned above. To act on behalf of the chairperson in their absence. Donna Piercy for County and Regional Championships Danni Window for other galas Liaise with other clubs over potential fixtures/galas. Identify potential galas which club swimmers can participate in and establish with the Head Coach whether to advertise them to Swimmers. Management of the gala process, including advising swimmers and their parents/guardians, setting entry deadlines, receiving monies and sending relevant paperwork to the gala organisers. Management of the County, Regional and National Championship process to ensure swimmers are entered accordingly. Work with the Head Coach to ensure team selections are communicated to swimmers and parents/guardians. Page 1 of 6

2 Treasurer Lisa Bennett Responsible for the club finances. Management of the club banking and savings accounts. In conjunction with the Management Committee, set the annual budget. Monitor the budget through-out the year. Ensure receipts are issued for cash and cheque monies received by the club. Ensure all financial transactions have an audit trail. Pay Teacher / Coach / Lifeguard wages and expenses. Reconcile and pay pool invoices. Ensure club funds are used appropriately. Club Membership Swim School Fee Squad Fee Adele Lawley and Donna Piercy Ensure all parents/guardians are aware of what the club membership represents and how the funds are used. To ensure all swimmers and parents/guardians have been provided with and signed the club code of conduct. Ensure full payment from each swimmer for their club membership fee. Donna Piercy Ensure that parents/guardians are aware of the fee 4 weeks in advance of the next term, or current term for new joiners. Ensure that a deadline is provided and met in terms of collecting the fee. Produce a report (and communicate back to the committee) detailing any swimmers who have missed the deadline. Take action to retrieve late payments. Report any payment failures 2 weeks after the deadline to the committee so that next steps can be determined. Work with the Swim School Coordinator to ensure that the swimmer list is up to date. Wayne Norton Ensure that parents/guardians are aware of the fee due for new joiners and those who move between squads. Ensure that fees are paid for each calendar month. Produce a report (and communicate back to the committee) detailing any swimmers who have missed a payment or who have paid the incorrect amount. Take action to retrieve late payments. Liaise with the front desk to ensure an up to date list of squad swimmers is maintained. Page 2 of 6

3 ASA Angela Nolan Ensure all parents/guardians are aware of why the Membership ASA membership is required. To ensure all swimmers have been supplied with the relevant ASA forms and documentation. Ensure correct completion of the forms and submit them to the ASA. Ensure full payment from each swimmer for their ASA membership. Ensure the club meets relevant deadlines for submission of forms and payment. Head Coach Paul McNeil Advise the Management Committee on all swimming matters. Set the structure of the swimming squads. Work with the Swim School Coordinator to ensure that swimmers coming through have the necessary skills before entering the squads. Ensure that teachers are notifying the front desk when squad swimmers move between groups and achieve distance badges. Oversee training plans for all squads. Deal with minor disputes on poolside. Escalate to the Management Committee if disputes can t be resolved. Work with the Swim School Coordinator to manage new member assessments/trials. Work with the Gala Secretary to select which galas the club swimmers should attend and which events they should target. Notify the Gala Secretary of team selections in good time for swimmers and parents/guardians can be notified. Ensure that staff cover is arranged to manage holidays and sickness for squads. Work with the Workforce Development to highlight teacher vacancies and on-board new teachers (swim school and squads). Page 3 of 6

4 Welfare / Health and Safety Adele Lawley Ensuring all possible child protection concerns (urgent and non-urgent) are dealt with following the ASA Child Protection Guidelines. Maintain a record of such concerns and report to the management committee where necessary. Maintaining, administering and managing the completion of the CRB check forms. Keeping a record of staff and CRB status/expiry. Being aware of the ASA Child Protection policies and keeping up to date with changes. Ensure staff and volunteers are aware of the fire alarm procedure. Ensure swimmers and parents/guardians are aware of the fire alarm procedure. Perform the relevant risk assessments on swimmers. Manage club insurance policies and update the finance committee at the renewal point. Maintain a record of the teacher, coach and lifeguard qualifications. Funding Wayne Norton Responsible for seeking funding methods and following up with applications. Update the Management Committee of new potential funding streams. Keep a log of sources of funding and applications made. Maintain a relationship with the potential funding bodies. Manage the Swimmer Sponsorship programme. Media Advertising Danni Window and Donna Piercy Agree content of club website with the management committee. Maintenance of the club website. Agree content of club Facebook page with the management committee. Maintenance of the club Facebook page. Wayne Norton Work to gain advertising for the club, both free and paid for. Maintain a log of advertising currently in use. Report current and potential advertising streams to the management committee. Identify and implement strategies to recruit swimmers. Management of club address. Page 4 of 6

5 Workforce Danni Window Development for Lifeguards Social Committee Wayne Norton for Teachers, Coaches and officials Deborah Butler Suzanne Williams Kerri Westwell Claire Yeldham Main contact for all volunteers and staff. Supervise and Oversee Volunteers. Liaise with the chairperson to ensure that all jobs which need carrying out are being carried out. Recruit new volunteers when required. Work with the Head Coach and Swim School Coordinator to identify where new staff members are required and actively recruit for those roles. Identify training required by staff and volunteers. Ensure training is undertaken. Work with the Treasurer to ensure training funds are made available. Manage a log of training requirements, accreditations and expiry dates for all staff and volunteers. Work with the Welfare to ensure CRB checks are completed where relevant. Teacher / Coach / Lifeguard rota maintained and communicated to those involved. To organise events on behalf of the club for swimmers and parents/guardians. This includes swimming and non-swimming based events. Liaise with the Treasurer to agree the budget for planned events. Page 5 of 6

6 Non-Committee Roles Position Person(s) Role and Responsibilities Accountant Lisa Bennett Prepare end of year accounts and present to the management committee. Front Desk Donna Piercy Danni Window Prepare swim school and squad registers. Ensure registers are updated when required. Take cash/cheque payments and log them sufficiently. Bank the funds taken on the desk and notify the Finance Committee and Accountant of the breakdown. Notify the Membership, ASA Membership, Swim School Fee and Squad Fee when swimmers move between Swim School and Squad. Notify the Swim School Fee and Squad Fee when swimmers move between groups or increase/decrease sessions. Swim Shop Donna Piercy Liaise with the Treasurer regarding the budget. Order clothing and equipment. Take orders from club members. Management of sales, the float and the funds going back into the club. Sweet Shop Angela Nolan Liaise with the Treasurer regarding the budget. Purchase confectionery. Management of sales, the float and the funds going back into the club. Swim School Coordinator Vacant Establish a process for teachers to follow to record swimmer progress against the ASA guidelines and levels. Establish a lesson structure to be followed by all teachers. Ensure that teachers are notifying the front desk when swim school swimmers move between groups, change hat colour and achieve distance badges. Ensure swimmer development plans are updated when hats, badges and competencies are achieved. Work with the Head Coach to ensure that swimmers coming through have the necessary skills before entering the squads. Deal with minor disputes on poolside. Escalate to the Management Committee if disputes can t be resolved. Work with the Head Coach to manage new member assessments/trials. Communicate equipment needs to the Treasurer. Ensure that staff cover is arranged to manage holidays and sickness for swim school. Page 6 of 6