Managing Committee – Roles

Updated Oct 2021

Please note that there are not 16 Committee positions! What follows are the functions that need to be carried out to run the club defined in a way that Members can offer to carry out whatever takes their interest. Detailed job descriptions are available for key roles on request.

Whether there is one person or 16 all the jobs need to be done!

Notes:

  • Club Officers (in bold) have legal responsibility for the club
  • Roles, broad responsibilities and voting rights are conferred by General Meetings (AGM or EGM).
  • Tasks are defined by the Committee
  • Committee members may take on more than one role but will only have one vote
  • Tasks can be shared between Committee members as agreed by the Committee members
  • Chairman
    • Generally provides the vision and helps set the strategic direction of the club
    • Chairs general and committee meetings
    • Senior external facing representative of the club
    • Jointly responsible for managing club sessions (Club Officer)
    • Bank signatory
  • Deputy Chairman
    • An optional post supporting the Chairman with either totally shared responsibilities or as defined by the Committee.
    • Club Officer
  • Club Secretary
    • Responsible for all administrative tasks concerning the running and existence of the club eg insurance, hall bookings, membership register
    • Dealing with enquiries and scheduling training courses
    • Issues meeting notices and agendas
    • Records minutes and monitors assigned actions
    • Club Officer
    • Bank Signatory
  • Club Treasurer
    • Pays invoices, collects fees, records the financial transactions of the club and reports to the committee
    • Advises the committee on setting the budget including level of members’ fees.
    • With Lead Coach, chair and Secretary, negotiates with coaches and on hall rental
    • Club Officer
    • Bank Signatory
  • Assistant Treasurer (non-voting)
    • An optional role to assist the Treasurer in the financial management of the club eg recording fees received on the membership register
  • Membership Secretary (non-voting)
    • An optional role to assist the Secretary with Membership management and communications, managing the email list, course admin
  • Lead Coach
    • Devises coaching policy and supervises coaches
    • Ensures the coaching needs of fencers are met
  • Competition Secretary
    • Raises teams to fence under the name of Blackheath Fencing Club.
    • Advises members on suitable competitions and eEncourages entries to individual competitions
    • Assists with organisation of Club Championships and arranges competitions with other clubs
  • Welfare Officer (there is information on the British Fencing website giving the full scope)
    • Responsible for ensuring the club complies with child protection guidelines and safety regulations.
    • Deals with matters arising under these headings, advises the committee and liaises with the British Fencing Welfare Officer
  • Seniors Representative
    • Represents the ideas and concerns of this group to the Committee
  • Intermediate/Trainees Representative
    • Represents their ideas and concerns of this group to the committee
  • Musketeers Parents Representative
    • Represents the ideas and concerns of U18 fencers and parents/carers to the committee
  • Social Secretary
    • Organises social events to foster team building, maintain interest in the club, improve member retention and encourage integration of new members
  • Partnerships Representatives
    • Appointed to represent Partnership members (eg University Clubs) per the terms of the Partnership Agreements
  • Armourer(s) (Non-voting)
    • Maintains the armoury and asset register, repairs equipment and advises the committee on equipment purchases
  • Development Officer (non-voting)
    • Promotion of the club in schools
  • Social Media Coordinator
    • Maintains and updates the club’s Facebook, Twitter and Instagram accounts
  • Website Administrator
    • Maintains access to the website, deals with the hosting company and ensures domain name renewals. Ensures all information about the club is up to date. Coordinates design changes and maintains Membership System. Train Committee Members to maintain their info.
  • All Committee Members are encouraged to maintain the content related to their roles.