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OTRC Committee Roles

Appointed Committee - 2016/17

Chairman: Alan Mc Murdo
Treasurer: Rhona Murray
Club Captain: Simon Murray
Club Captain for Jnrs: Anita Dunn
Club Secretary: Sally Cheney
Membership Officer: Angela Hook
Publicity Officer: Zoe Smeeth
Site Manager: Phil Chandler
Equipment & Boathouse: Hugh McCormack
Fundraising Officer: Anita Dunn
Safety Officer: Dick Meads
Welfare Officer: Peter Cook
Rec Rowing Co-Ordinator: Marion Freeman
Junior Representative: Daisy Attley
Social Secretary post remains vacant

 

  • Figure Head for the club
  • Controls meetings
  • Writes official letters from OTRC
  • Oversees various sections of the club and ensures balance between the sections
  • Negotiator and facilitator

Welfare and Safety

Welfare

  • Information and advice on British Rowing’s Safeguarding policies for Children and Vulnerable Adults.
  • Ensuring the club adopts and follows BR’s Safeguarding Policies and procedures
  • Promote awareness of policy through the club
  • Keep necessary records of CRB checks
  • Receive information from those with a concern and refer it to the relevant bodies in line with BR guidance, keeping all parties informed as necessary

Safety

  • Carry out the annual safety audit and submit it British Rowing to meet their required deadline.
  • Carry out risk assessments for club activities and equipment.
  • Submit Accident Reports for incidents as required by British Rowing.
  • Investigate safety incidents and make recommendations for changes to improve safety within the club.
  • Ensure the club has adequate Civil Liability and Third Party insurance.
  • Ensure that club safety equipment is in good condition and maintained to the required standard.
  • Ensure that the club premises have adequate fire protection and fire extinguishers are maintained to the required standard.
  • Ensure that the club’s first aid equipment is adequately maintained and available. 
  • Ensure that the club safety manual is up to date and available to all members.

Racing Team

Men’s Captain

This is a post for a female preferably and is to oversee the Men’s racing section of the club working with the coaches.
  • Liaise with the coaching & racing team to make sure that, on a weekly basis, there is equipment for the women and coaching where possible.
  • Assess the men’s capability and aspirations and make sure there is equipment and opportunities to race.
  • Set the club racing calendar with Junior & Women Captain/Leader
  • Be point of contact for the men’s racing section. 
  • Run the Learn to Race program and integrate members into the racing squad. 
  • In conjunction with Women’s captain/leader organise weekend and weekday training.
  • With Women’s & Junior’s Captain/Leader report to the committee and advise on equipment requirements

Women’s Captain

This is a post for a male preferably and is to oversee the Women’s racing section of the club working with the coaches.
  • Liaise with the coaching & racing team to make sure that, on a weekly basis, there is equipment for the women and coaching where possible.
  • Assess the women’s capability and aspirations and make sure there is equipment and opportunities to race.
  • Set the club racing calendar with Men & Junior Captain/Leader
  • Be point of contact for the women’s racing section. 
  • Run the Learn to Race program and integrate members into the racing squad. 
  • In conjunction with Men’s captain/leader organise weekend and weekday training.
  • With Men’s & Junior’s Captain/Leader report to the committee and advise on equipment requirements

Juniors’ Captain

This needs to be an adult role, as it is a co-ordinating role rather than a representative role. See later section on 'Junior Representative'.
To oversee the Junior racing section and working with the club coaches.
  • Liaise with the coaching & racing team to make sure that, on a weekly basis, there is coaching and equipment for the juniors. 
  • Point of contact for juniors and parents. 
  • With the coaching Team assess juniors capability to race and make sure there is equipment and opportunities to race. 
  • Set the club racing calendar with Men & Women
  • Organise the annual Learn to Row course and capsize tests 
  • Integrate new juniors into the racing squad.
  • With Men & Women’s Captain report to the committee and advise on equipment requirements

Recreational Team

Recreational Rowing Co-ordinator

Organise and manage the Sunday Inclusive Recreational Rowing sessions ensuring that boat allocation matches participants’ skill levels.
Provide coaching on Sunday sessions for new and developing rowers.
Identify potential within the Sunday group and recommend transfers to the club racing groups.
Advise the club committee on matters concerning recreational/inclusive rowing.

Adaptive Rowing Co-ordinator 

  • No details published at present.

Non-competitive Event Co-ordinator

  • Research and organise events at locations other than our stretch of the River Nene
  • Advertise the event within the club (liaise with publicity officer)
  • Liaise with Racing, recreational and Adaptive teams to arrange appropriate use of club boats when necessary
  • Arrange transportation of boats when necessary
  • Arrange other elements of event (e.g. payment, accommodation, etc) where required.

Finance Team

Treasurer

  • Pay invoices submitted and receive monies due to the club.
  • Bank monies received into the club bank account.
  • Maintain an accurate record of club income and expenditure.
  • Prepare the club accounts for annual audit and submit the accounts to the clubs accountant. 
  • Present the audited accounts to the club AGM.
  • Provide recommendations to the Club Committee and AGM in partnership with the Membership Secretary for changes to the club annual membership fees.

Deputy Treasurer

  • To assist treasurer in his/her duties for continuity and stability

Fundraising

  • Identify and assess funding streams
  • Liaise with Committee regarding opportunities & funding criteria. 
  • Develop plans in required format
  • Write bids
  • Complete forms, secure supporting documents & submit.
  • Liaise with Grant Funders

Membership Secretary

  • Process Club membership applications and keep a database of club membership details, which includes, current membership status, British Rowing Membership numbers, dates of birth, contact information and medical considerations that club coaches should be aware of.
  • Ensure that the data is protected as required by the Data Protection Act whilst making it easily available for Club coaches, committees, officers, British Rowing and outside agencies on a strictly need to know basis.
  • Ensure that all club members hold current British Rowing Membership.
  • Ensure membership fees to both club and British Rowing are banked and accurately categorised in the club accounts.
  • Provide recommendations to the Club Committee and AGM in partnership with the Treasurer for changes to the club annual membership fees.
  • Ensure that accurate club membership numbers are submitted annually to British Rowing and the correct annual affiliation fees are paid.

Race Fees Collection

  • To collect and record race fee payment for club events
  • To liaise with Treasurer with regard to payment and credit into bank account
  • To keep track of PayPal payments of race fees.

Communications team

Secretary

  • Give appropriate notice to committee members for quarterly meetings
  • Create agenda for each meeting
  • Book venue for meeting or AGM
  • Take minutes of meeting
  • Circulate minutes to committee meeting after meeting and arrange for them to be placed on website
  • Be main point of contact for BR and their handbook (can't remember the proper title of the book)
  • Compose and dispatch letters as directed by the committee and chairman

Publicity officer 

  • Produce quarterly OTRC newsletter
  • Produce Match Reports following each event
  • Produce Posters and advertising for club events
  • Send out OTRC articles to local newspapers as and when occasion demands
  • Ensure website editor has up to date content

Website Editor

  • Maintain website, up to date with new content and news.
  • Update Joomla and apps when relevant
  • Continue to modify site structure/layout as required
  • For all new requests to join the member area, check validity of requester and authorise if genuine
  • Handle all inbound contact requests and pass to relevant committee member for response. Provide a holding response to the initial email.
  • Skills required:
    • Joomla 3.x
    • PHP
    • html
    • javascript

Building Team

To be responsible for the maintenance and development of the club’s buildings, facilities and grounds, to include:
  • Being the main point of contact with:
  • Hills & Dales regarding shared facilities  (roadway, security and access)
  • Barnwell Estate Office regarding payment of rent
  • Buildings Insurance provider ensuring adequate insurance cover is maintained
  • Utility service providers ensuring continuance of supply
  • The council regarding rates and other relevant matters
  • Any other person or body with an interest in the club’s buildings, facilities and grounds
  • To arrange for the repair and maintenance of the club’s buildings, facilities and grounds in as cost effective-a-way as possible
  • To co-ordinate specifications for the development of club buildings, whilst liaising with fund raising team
  • To co-ordinate appointment of appropriate contractors, as necessary, for development of club buildings – from planning to construction

Equipment team 

  • General boat maintenance and repair of minor damage and keeping a regularly updated inventory of their condition.
  • Regular maintenance of all kit including the painting of blades and keeping a regularly updated inventory of their condition.
  • Maintenance and repair of various electrical items.
  • Repairing and replacing trestles.
  • Trailer servicing, including lights, wheels and braking system . 
  • Organisation of spares, backup kit and replacement parts to enable easy access to all.
  • Maintenance and servicing of Rib and Launch and Outboard Motors.
  • Ensuring safe environment within boathouse including racking.
  • Generally keeping the boathouse tidy.
  • Organisation of the storage of boats.
  • Assessment of future needs for new boats and equipment.
  • Processing insurance claims.
  • Ensure the club boats are registered on purchase and annually with British Rowing and the annual registration fees are paid

Social Team

Social Secretary

  • Book The Ship for Pub social approx. monthly.
  • Plus annually eg:
    • BBQ and Club racing event (September in 2014)- organise refreshments, rotas, prices etc.
    • Big winter event eg Quiz. Sub-committee to help. (RM still happy to set questions)
    • Socials also have a fundraising element, money handling, floats sorted etc.

Junior Representative

Junior Rep 

  • To represent the Junior section of the club at committee meetings
  • To foster good communication and good relationships between the juniors at the club
  • To promote good communication between the Juniors and other sections of the club.


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