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The Committee

The Sitwell Cycling Club Committee is a group of volunteer members who run the club. They generally meet on the first Monday of every month to discuss matters relating to the club and it’s membership.

Members are encouraged to come and discuss matters arising within the Club. This isn’t a formal meeting and we welcome members bringing suggestions about the direction of the club to the discussions.

The role of the Committee

The Committee effectively manages the business of the Club in line with the Club Constitution.

The Committee is in place to:

  • Ensure the Club meets the needs of its Members,
  • Ensure the Club is accountable to its Members,
  • Draw on the expertise of its Members in making decisions,
  • Ensure that financial and other decisions are being made properly.

Specific responsibilities of the Committee are to:

  • Set Policies for the Club,
  • Set the Club’s long-term objectives,
  • Decide whether to undertake new projects or activities,
  • Interpret and adapt policy when existing activities change,
  • Ensure there are proper procedures for monitoring and evaluating provision and use of activities,
  • Maintain democratic procedures and accountability,
  • Ensure the Club keeps accurate and comprehensible accounts,
  • Ensure all funds received for a specific purpose are spent as specified and itemised within the accounts.

The current Committee

Robert O'Reilly - Membership Officer

Membership Officer

Robert O'Reilly

membership@sitwell.cc

  • Maintain a database of all Club Members;
  • Respond to enquiries from the website regarding Membership;
  • Collect membership subscription fees and bank these monies in the Club bank account within 7 days of collection of the monies;
  • Report to the Committee every quarter regarding any changes to membership of the Club;
  • Welcome new members.
Jonny Haynes - Chair

Chair

Jonny Haynes

chair@sitwell.cc

  • Chair all Committee Meetings, the Annual General Meeting and Extraordinary Meetings. If the Chair is absent or declines to take the chair, the Vice Chair shall preside;
  • Not vote at any Committee Meeting unless he or she declines to take the chair, but shall have the casting vote should meetings be tied on any one issue;
  • Notify Club Members promptly of any appointment, resignation or removal of Officers of the Committee;
  • Advise all Club Members of any proposed changes to the Constitution;
  • Report on the activities of the Club at the Annual General Meeting;
  • Consider the accounts of the Club and sign them if he/she considers them to be in order;
  • Ensure that adequate advice and assistance is available to Officers of the Committee in the performance of their responsibilities;
  • Be available to represent and speak for the Club in the public forum;
  • Maintain relationship with British Cycling, Cycling Time Trials and AudaxUK;
  • Deal with correspondence and handle all administrative matters for the Club including annual memberships of governing bodies;
  • Give notice of all Committee Meetings, the Annual General Meeting and Extraordinary Meetings, together with an appropriate agenda;
  • Be prepared to assist other committee members in the execution of their duties;
James Fox - Publicity & Marketing Officer

Publicity & Marketing Officer / Vice Chair

James Fox

marketing@sitwell.cc

  • Manage the regular posting of news announcements (with photos where possible) to the homepage of the website by either writing or commissioning the news item from other club members. The news should reflect major events in the Club’s calendar such as races, sportives (liaising with the Rides Officer) or socials (liaising with the Social Officer);
  • Encourage club members to write and maintain news reports on their experiences for others to read;
  • Write and supply press releases on Club activity to external medium where appropriate;
  • Hold overall responsibility for the content of the public areas of the website;
  • Manage marketing material;
  • Deal with publications/press;
  • Maintain relationships with sponsors and partners;
  • Update website with changes or amendments to negotiated deals;
  • Inform Treasurer of new deals and mechanic for deal;
  • Negotiate club membership discounts with retailers and suppliers;
  • Negotiate club membership discounts for race or sportive entries;
  • Chair all Committee meetings, the Annual General Meeting and Extraordinary Meetings in the absence of the Chair;
  • Record the proceedings of all such meetings and document them as Minutes;
  • Be prepared to assist other committee members in the execution of their duties;
Andrew Laidler - CTT Racing Officer

CTT Racing Officer / Vice Chair

Andrew Laidler

ctt.racing@sitwell.cc

  • Promote racing within the club and be the first point of contact for members interested in racing.
  • Undertake race skills sessions for those members interested in racing and organise the Club's races.
  • Use the club web page and group email to promote racing within the club.
  • Ensure club affiliations are registered.
  • Be aware of racing members results and progress during the year, and co-ordinate team activity where possible.
  • Chair all Committee meetings, the Annual General Meeting and Extraordinary Meetings in the absence of the Chair;
  • Record the proceedings of all such meetings and document them as Minutes;
  • Be prepared to assist other committee members in the execution of their duties;
Tom George - BC Racing Officer

BC Racing Officer

Tom George

bc.racing@sitwell.cc

  • Promote racing within the club and be the first point of contact for members interested in racing.
  • Undertake race skills sessions for those members interested in racing and organise the Club's races.
  • Use the club web page and group email to promote racing within the club.
  • Ensure club affiliations are registered.
  • Be aware of racing members results and progress during the year, and co-ordinate team activity where possible.
 - Equalities & Diversity Officer

Equalities & Diversity Officer

Claire Morgan

diversity@sitwell.cc

  • Research, apply and promote diversity initiatives and share best practice with the Committee and Members.
  • Provide advice, guidance and support on equality and diversity issues.
  • Deal with any incidents of discrimination.
  • Maintain an up-to-date knowledge of anti-discriminatory legislation.
  • Translate equality legislation into practice to ensure the Club meet any statutory requirements.
Mick Harrison - Club Captain

Club Captain

Mick Harrison

captain@sitwell.cc

  • Manage the schedule to ensure there is adequate cover for all rides;
  • Commissioning ride reports from the Road Captain and getting these onto the website within 7 days of the ride happening.
  • Maintain content of the website for their designated area.
Phil Smith - Kit Officer

Kit Officer

Phil Smith

kit@sitwell.cc

  • Source suppliers for Club kit, subject to approval by the Committee;
  • Order the kit;
  • Collect all monies from Club Members and bank these monies within 7 days of collection.
  • Obtain approval for all purchase decisions from the Treasurer (repeat orders);
  • Agree the pricing of items with the Treasurer;
  • Submit all invoices for payment to suppliers to the Treasurer within 14 days of receipt;
  • Maintain content of the website for their designated area;
David Southwood - Treasurer

Treasurer

David Southwood

treasurer@sitwell.cc

  • Keep proper records of the Club’s financial transactions in accordance with current accepted accounting rules and practices;
  • Develop and implement control procedures to minimise the risk of financial exposure, such procedures to be reviewed annually by the Committee;
  • Ensure that bills are paid and cash is banked in accordance with these procedures;
  • Prepare an annual budget for the Club and regularly inform the Committee of progress against that budget;
  • Make all records, procedures and accounts available on request to the Committee;
  • Draw up annual accounts to 31 October each year, these accounts to be approved by the Committee and signed by the Chair no later than 21 days after the Annual General Meeting;
  • Present annual accounts to the Club at the Annual General Meeting;
  • Issuing invoices and receipts;
Mark Weston - Socials Officer

Socials Officer

Mark Weston

socials@sitwell.cc

  • Present a programme for social functions to the Committee every three months, to be approved by the Committee;
  • Make all necessary arrangements for all social functions of the Club, including an annual Christmas Party and an annual Summer Barbecue;
  • Notify all Club Members of the social programme, and submit this programme to the Website Officer for inclusion on the website;
  • Collect all monies (where appropriate) from Club Members for all social functions, and bank these monies in the Club bank account within 7 days of collection of the monies;
  • Provide a report to the Treasurer advising all monies banked for socials;
  • Submit all invoices for payment of social functions to the Treasurer within 14 days of the social function.