COMMITTEE ROLES BRAMHALL QUEENSGATE BOWLING CLUB Byelaw No 4 (Ref Club Rule 3.1) All committee members (and proposed committee members) must have their own email address to communicate with each other and the membership. This Byelaw defines the committee roles for 2016 namely those of:- 1) Chairman 2) Secretary 3) Treasurer 4) Membership Secretary 5) Match Secretary 6) Indoor Bowling Rep 7) Queensgate Sports Club Rep 8) Competitions Coordinator 9) Webmaster This byelaw shall be reviewed annually in July for committee posts for the following year. 1
1 Chairman role BRAMHALL QUEENSGATE BOWLING CLUB 1. To ensure the club is run in accordance with the current Rules and Byelaws and that these are updated in a timely manner as required. 2. To support the BQSC and QSC reps in their dealings with the other sections of the organisation. 3. To Chair club committee meetings and to be an active team member on the 4. To use the casting vote where required which will normally be to either maintain the status quo or to defer the decision until more information to make that decision has been made available. 5. To provide guidance to committee members on how to fulfil their roles 6. To run the Chairman s Day event 7. To invite Team captains to committee meetings as required. 8. To ensure up to date job descriptions are maintained for all officers of the club. (eg committee members and Team captains). 9. To ensure the club is viable in the long term, both financially and by balancing the varying needs of the membership. 10. To encourage members to improve their bowling skills 11. To attend the QSC and BQSC AGMs 2
2 Secretary role BRAMHALL QUEENSGATE BOWLING CLUB ( ) 1) To arrange dates for a minimum of 6 management committee meetings per year. 2) To ask committee members for items for AOB and to send an Agenda to committee members prior to each meeting. 3) To take minutes at committee meetings and to submit these minutes first to the committee members for verification. 4) To circulate minutes of committee meetings to members, mostly by email, and by a hardcopy in the clubhouse. 5) To write to Liz Portman at the start of the year to book the hall for the year s regular social events and for the AGM. 6) To write to Paul Bradley, Sports Ground Maintenance, at the start of the year to inform him of the dates of opening and closing the green. 7) To circulate the year s Fixtures List as agreed at the year s first committee meeting. 8) To facilitate communication between the committee and members on any subject as required throughout the year, through email and notices on the noticeboard. 9) To collect orders and payment for team clothing and to supply such orders. 10) To prepare and display a notice for the election of Bowling Club committee members at the AGM in accordance with Rule 3.6. and circulate a précis of the committee job descriptions to playing members. 11) To circulate minutes of previous year s AGM and to seek notice of items for AOB and Resolutions in accordance with club rules. 12) To circulate Agenda for current year s AGM. 13) To take minutes at the AGM and to circulate them subsequently. 14) To attend club committee meetings and to be an active team member on the 15) To ensure that all committee members have an up to date copy of the BQBC Rules and Byelaws. 16) To attend the QSC and BQSC AGMs 3
3 Treasurer role BRAMHALL QUEENSGATE BOWLING CLUB 1. To provide financial services to the Club in accordance with Rule 11 and Byelaw1. 2. To attend club committee meetings and to be an active team member on the committee 3. To attend BQSC committee meetings and to be an active team player on the QSC committee 4. To disseminate the minutes of all BQSC committee meetings to the bowling club chairman 5. To ensure the bowling clubs views on BQSC issues are adequately understood by the BQSC committee 6. To ensure that the bowling club committee are satisfied that the BQSC is run in a manner which is financially sustainable in the long term. 7. To attend the QSC and BQSC AGMs 4
BRAMHALL QUEENSGATE BOWLING CLUB 4 Membership Secretary role 1) To produce a club handbook (containing details of the clubs officers and members telephone numbers) in time for it to be given to paid up members at the green opening day in March. 2) To collect membership cheques from existing and new members and pass these to the Treasurer. To issue handbooks to paid up members. 3) To maintain a record of members contact details, and whether they have paid this years fees. 4) To attend club committee meetings and to be an active team member on the 5) To implement the club s membership policy 6) To provide new members with a copy of the Welcome Letter and Club Handbook 7) To pass contact details of new members to the Secretary in a timely manner. 8) To provide new members with club house keys on the payment of the appropriate fee and demonstrate the use of the alarm system if appropriate. 9) To run the Bowler of the Year competition 10) To run the Improver of the Year competition 11) To attend the QSC and BQSC AGMs Fees for 2015/16 to be as follows:- Full member 75 Dual member 65 (Full member after 30 June 55) Indoor only member 30 Junior Members 20 (Junior after 30 th June 15) Social member 10 Keys for new members 4 each This table to be updated following the 2015 AGM 5
BRAMHALL QUEENSGATE BOWLING CLUB 5 Match Secretary role (This role is for crown green bowling only) (BQBC currently has teams in 3 leagues, Stockport, Cheadle & Gatley and Alderley Edge and District.) 1) To write as required to Cheshire Registration Secretary to obtain both BCGBA and CCBA numbers for new applicants. 2) To advise the League Match Secretaries of the numbers obtained registration of all applicants to play in the leagues. 3) To post list of all competitors with their BCGBA and CCBA numbers and the competitions in which they play on the club notice board. 4) To attend League meetings at the beginning of the season to collect League books. 5) To attend League AGM/ Presentation of cups meetings with the possibility of voting on rule changes. 6) To actively seek any changes that Queensgate wishes to propose to the league. To actively promote any rule changes. 7) Payment of all league and county annual registration fees. Collecting of registration fees for all new players and affiliation. 8) To confirm or negotiate dates for Men s, Ladies and Mixed Friendly matches with Match Secretaries of Ladybridge, Cheadle Kingsway and Ryecroft. 9) To post notices for friendly matches in advance to make up teams. To run these matches or delegate the running to another person, who will return the results to the Match Secretary. 10) To keep records of all Friendly competitions. 11) To liaise with other bowling clubs to ensure that Queensgate adopt best practice. 12) To attend club committee meetings and to be an active team member on the 13) To attend the QSC and BQSC AGMs 6
BRAMHALL QUEENSGATE BOWLING CLUB 6 Indoor Bowls Rep role (July 2015) 1) To attend club committee meetings and to be an active team player on the 2) To organise the Indoor Social Bowling during the winter season. 3) To arrange for the Linz trophy competition to be run annually. 4) To arrange for the David Fudge Memorial Trophy to be run annually. 5) To update the two indoor winners boards in the clubhouse. 6) To attend League meetings at the beginning of the season to collect League books. 7) To attend League AGM / Presentation of cups meetings with the possibility of voting on rule changes. 8) To actively seek any changes that Queensgate wishes to propose to the league. To actively promote any rule changes 9) To attend the QSC and BQSC AGMs 7
BRAMHALL QUEENSGATE BOWLING CLUB 7 Queensgate Sports Club (QSC) Rep role (July 2015) 1) To attend club committee meetings and to be an active team player on the 2) To attend QSC committee meetings and to be an active team player on the QSC committee 3) To disseminate the minutes of all QSC committee meetings to the bowling club chairman and treasurer. 4) To ensure that the bowling clubs views on QSC issues are adequately understood by the QSC committee 5) To ensure that the bowling club committee are satisfied that the QSC is run in a manner which is financially sustainable in the long term and that suitable security arrangements are in place at Queensgate. 6) To see to the day to day running of the club including the restocking of cleaning materials and any work or repairs to the clubhouse. 7) To keep the club compliant with fire and risk assessment regulations. To test the Fire alarm weekly and the Emergency Lighting monthly. 8) To manage the maintenance of the bowling green and gardens including equipment for doing this. 9) To carry out a monthly check on the defibilator. 10) To attend the QSC and BQSC AGMs 8
BRAMHALL QUEENSGATE BOWLING CLUB 8 Competitions Coordinator role 1) To compile a list of volunteers to run each of the in club events for the coming year, including bowls competitions and away days to present at the first committee meeting in January. 2) To compile a set of guidance notes for 2017 organisers 3) To attend club committee meetings and to be an active team member on the 4) To provide guidance to organisers as to how to go about organising their event 5) To run one event yourself 6) To recommend improvements to the way events are organised for 2017 including whether any should be discontinued or new events added. 7) To maintain up to date competition winners boards in the clubhouse 8) To maintain an up to date major competition winners board in the conservatory 9) To attend the QSC and BQSC AGMs 9
9 Webmaster role BRAMHALL QUEENSGATE BOWLING CLUB 1) To develop the draft bowls website 2) To attend club committee meetings and to be an active team member on the 3) To populate the bowls website 4) To maintain the bowls website 5) To update the website when requested by the committee and at least monthly where required. 6) To brief website users 7) To provide ongoing support to users 8) To recommend website improvements to the committee 9) To train another playing member how to be webmaster 10) To attend the QSC and BQSC AGMs 10