Last updated 23 March 2017
ADMINISTRATIVE STRUCTURE OF THE CLUB
On 18th March 2017, the Club voted to merge into BHHQ Ltd, the company set up to
own the Bourne Way site, and agreed to change the name of the latter to
Blackheath & Bromley Harriers AC. This is a company limited by guarantee rather
than with shareholders. Each “full” club member over 20 years old is a member of
the company and individually liable for up to £1 in the event of the club
becoming insolvent. Apart from this members are protected by the limited
liability nature of the company. The Board of Directors/Trustees
As with all companies, the club is headed by a board of directors, who are
accountable for long term strategy, custodian of the company’s assets (primarily
the clubhouse) and assuring we retain our status as a Community Amateur Sports
Club with the Charities Commission and HMRC. As also agreed on 18th March 2017, they
will apply to the Charities Commission and HMRC for full charitable status.
The Management Committee
This is accountable to the board of directors for the day to day running of the
club, as it was previously as the Executive Committee. Indeed the positions on
the Management Committee are exactly the same as they were on the Executive
Committee. These positions are Chair, Club President, Immediate Past President,
Hon. Secretary, Hon Treasurer, Membership Secretary, Head of Active Athletics,
Head of Track & Field, Head of Cross Country & Road Running, the Chairs of the
other sub committees (i.e. Finance, Development, Communications, House & Social)
and up to 3 ordinary club members. With the exception of the President and
Immediate Past President, these positions are elected each year at the AGM.
The current directors and Management Committee members are shown under
“Organisation”
The following provide more detailed responsibilities of key Management
Committee posts and areas.
RESPONSIBILITY OF CLUB SECRETARY
To ensure the efficient running of the Club, in
accordance with the wishes of the Membership. In particular to ensure the
President, Committee, Chairman and Treasurer are aware of any current
developments.
This in the main shall be achieved as detailed below:
Management Committee Meetings
To prepare agenda.
To circulate notice of
Management Committee meetings to committee members.
To attend such meetings
To
ensure minutes are taken and circulated as required.
To prepare and present at
AGM a Club Secretary's Annual Report.
Management Sub Committees
To liaise with five Sub Committee Chairmen to ensure
that agreed actions are being taken and that agenda items are adequately
prepared.
To attend, ex-officio, as many sub-committee meetings as possible.
Correspondence
To receive on behalf of the Club, reporting, re-directing or
preparing for the Committee as appropriate.
To write letters as required on
behalf of the Club.Legal
To read the Club Gazette at proof stage to safeguard the legal position of
the Club.
To ensure conditions of Club Licence fulfilled and renewal completed
by due date.RESPONSIBILITY OF CLUB TREASURER
To maintain all Club Accounts, except only
those of the Wine Committee and 300 Club.
To keep accurate record of income and
expenditure of the Club, and its assets and liabilities.
To maintain bank account(s) in the name of the Club in accordance with mandate ratified by
Executive Committee and the Board.
To arrange payment of all fees, expenses,
etc. properly authorised on behalf of the Club.
To prepare annual budget by
consultation with other four Areas of Club business for Finance Area approval
before ratification by Management Committee.
To attend meetings of Executive
Committee, reporting on the current financial position of the Club, comparing
actual income and expenditure with budget.
To prepare Annual Accounts of Club
for audit and subsequent presentation to the A.G.M.
To initiate a meeting of the
Finance Area, or such members of it as are appropriate, when there are
appropriate matters of concern.
To attend all sub-committee meetings,
ex-officio, particularly where financial implications are likely to be raised.
RESPONSIBILITY OF MEMBERSHIP SECRETARY
To arrange for collection and banking
annual subscriptions from all Members and the proper maintenance of the Register
of Members on behalf of both the Management Committee and Blackheath & Bromley
Harriers AC board.
To chase members who are late in renewing their
subscriptions.
To process applications for new members.
To register club members
with England Athletics as necessary.
To review hardship case in conjunction with
the relevant team manager and Treasurer.
To report to the Management Committee
on membership statistics regularly through the year.
RESPONSIBILITY OF COMMITTEE CHAIRMAN
To chair all Executive Committee
meetings.
To be sufficiently aware, with the Secretary, of the problems in each
Area of the Club, through direct contact with the Chairman of each, to allow for
efficient use of time in Committee.
To take directly to Areas, in conjunction
with the Secretary, information that may aid their work.
To attend, ex-officio,
as many sub-committee meetings as circumstances allow.
To assist the President. RESPONSIBILITY OF AREA OF DEVELOPMENT
To agree a budget each year with the Area
of Finance.
To assess current success of Club and identify any weakness.
To
provide a focal point to which any Member might come with an idea that may be of
benefit to the Club.
To initiate and/or assist other Areas in implementation of
short term planning.
To initiate or develop (minimum 5 year) plans, in
conjunction with the other four Areas as appropriate, to improve the Club
athletically or socially to the point where the plan is implemented.
To
endeavour to have the Club represented at all levels in the sport.
To be aware
of any developments, or potential developments, in the sport sufficient to
advise the Club Committee.
To support any aspect of Club life that does not fit
readily to one of the other four Areas, for example the work of the Awards
Subcommittee.RESPONSIBILITIES OF AREA OF ACTIVE ATHLETICS
To provide comprehensive programme
of competition for all members through a mix of Club championships, handicaps,
league competition, team and individual entry in County, Area and National
Championships and other competitions as are available.
To select and make all
necessary arrangements for Club teams travelling to events and to encourage
Members to compete at the highest appropriate level. Recruitment of new members,
particularly through schools.
To provide a coaching programme for young Members
and assist more mature Members as they may require.
To ensure adequate officials
are available to support athletics and fulfil Club obligations.
To encourage
officials to improve their grading.
To promote open events as seen worthwhile on
behalf of the Club.
To agree a budget each year with the Treasurer, and plan and
monitor expenditure within it.
To consult with the Area of Communication
regarding publicity within the Club and outside.
To keep the Area of Development
informed of potential problems of changes or innovative ideas seen in other
clubs.
To suggest to the Area of House and Social possible development of
clubhouse use and of social events.
To recommended nominees for Honour, Merit
and other awards.
To ensure claims for any recoverable expenses are made
promptly. Parallel programs for Track and Field, Cross Country and Road are
likely to continue for all ages, but the interests of Members under 17, under 20
and veterans should be specifically considered across the disciplines.
RESPONSIBILITIES OF AREA OF FINANCE
To administer the Club's finances: this will
include ensuring audited accounts are available to the Annual General Meeting
and monitoring expenditure and collection of subscriptions.
To liaise with all
Areas of the Club to ensure the Club's financial well-being: this will include
seeking, pursuing and coordinating fund raising and sponsoring opportunities.
To
approve annual budget prepared by the Treasurer for submission to the Club
Committee for ratification.
To advise the Club Committee on any areas of
financial concern: this will include the drawing of the Committee's attention to
any such concern.
To ensure the maintenance of an accurate Club Register of
Members, their address and telephone number and a list of Members holding a copy
of that register.
To ensure adequate control and protection of Club equipment,
trophies and other awards.
To provide such support as may be required by the
Club's financial post-holders.
RESPONSIBILITIES OF AREA OF COMMUNICATION
Publications: To co-ordinate the
publication of all Club periodicals as are required from time to
time. Promotions: To endeavour to get the Club good coverage in the local press,
and when appropriate the national media outlets; to prepare or assist in the
preparation of press releases, brochures and other publicity material; to assist
with displays or any other initiative to advertise the Club.
Archives: To
collect, classify, index, ensure the safe custody and on occasion display the
Club archives and memorabilia.
Liaison: To agree a budget each year with the
Treasurer.
To ensure adequate systems of communication exist to ensure all
members have adequate notice of athletic and social events, up to date
publication of results and information on new ventures in the Club.
To be aware
of the costs locally of al forms of production of multiple copies of written
information with the advantages and disadvantages of each of these and advising
the Club accordingly.
RESPONSIBILITIES OF AREA OF HOUSE AND SOCIAL
Through the House & Social
Committee to ensure all matters relating to the Club Licence are correctly
performed.
To ensure kitchen conforms to local authority requirements.
To ensure
the requirements of the Health and Safety Act are met at all times on Club
premises.
To keep the Club Headquarters and ground clean, tidy and maintained
for day-to-day use.
To supervise work of Club Steward, when appointed.
To keep
strict records of income and expenditure in order to present an audited
Financial Statement at each Annual General Meeting.
To set prices at least to
cover all costs involved in the above operations, including payment for public
services.
To prepare a social programme for Members, matching if appropriate the
programme devised by the Area of Active Athletics.
To provide bar and catering
as required by the Club, when necessary employing casual labour to assist.
To
control stocks held at Clubhouse.
To assist the President in the entertainment
of official Club guests.
To encourage use of the Club Headquarters to the
benefit of the Club.
To assist and advise organisers of Club social events on or
off Club premises. Non-athletic sporting events are included in this category.
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