iCycle Committee Members Roles and Responsibilities

We would like to encourage as many Club members as possible to participate in the organisation and running of the club to ensure it remains successful and draws support from as diverse a range of club members as possible.

Below we have outlined the roles and responsibilities which currently make up the membership of the iCycle Committee. It also outlines the associated responsibilities to give Club members an indication of the duties, and amount of work involved, in the hope that this will encourage them to put themselves forward to serve on the Committee at the appropriate time. If you have any questions, please get in touch with the appropriate committee member or Chair.

Roles

Chair:  Simon Lowe
Secretary: Nick Young
Treasurer: Simon Keen
Membership Secretary: Pauline Banbury
Kit Co-ordinator: Mark Jewell
Midweek Ride Co-ordinator: Peter Lambert

Sunday Ride Co-ordinator : Gary Cairns

Social Co-ordinator : Danny Pelligrin

The Committee roles are reviewed and agreed at the Annual General Meeting. The AGM is held between June -August every year. Notification of the date is sent out to all members in advance as outlined in the Club Constitution.

All Committee members are expected to:

• Demonstrate high standards of personal integrity when dealing with Club business and activities.
• Demonstrate a commitment to maintaining high standards in public life to maintain and enhance the reputation of the Club.
• Communicate effectively and promptly with other Committee members, Club members, external individuals and agencies to ensure the Committee has the necessary information to conduct its business effectively and efficiently.
• Be able to set aside sufficient time to undertake Club business and fulfil the duties of their role.
• Be well organised to ensure Club business is expedited efficiently and does not put the Club or its reputation at risk.
• To promote equality, diversity and inclusivity within the Club
• To adhere to the Club rules and regulations as set out in the Club Constitution and Privacy Policy.

Chair

Role

•  To chair official Club meetings and maintain order amongst those present.
• Control the meeting, giving direction, maintaining focus and structure and ensure the Committee takes decisions on behalf and for the benefit of the club
•  Ensure there is appropriate consultation with its members, as required.
•  Maintain the right culture and ethos within the club.
•   Work with club secretary to ensure that all necessary meetings are arranged and managed effectively. 

Responsibilities

• Chair Committee meetings and the Annual General Meeting.
• Ensure that committee members are aware of their roles and responsibilities.
• Ability to act as the ambassador and/or spokesperson for the club.
• Ensure that the members of the Committee receive accurate, timely and clear information to enable the Committee to take sound decisions, monitor effectively and provide advice to promote the success of the organisation.
• Ensure effective communications with the Membership and ensure that the members of the committee develop an understanding of the views of the Membership.
• Manage the committee meeting to ensure that sufficient time is allowed for discussion of complex or contentious issues, ensuring committee members have sufficient time to consider items and are not faced with unrealistic deadlines for decision-making.
• To facilitate appropriate action between committee meetings when it isn’t possible or practical to hold a meeting.
• Act as mediator if appropriate and called upon to do so.
• Ensure that a deputy Chair is appointed if unable to attend an iCycle meeting when a Chair is required. 

Skills

• Confident and effective communicator with ability to delegate
• Good organisation skills.
• Understand and promote the importance of equality, diversity and inclusion within the club.
• Unbiased and impartial.
• Skills in managing people and resources.
• Skills in strategic leadership, chairmanship and negotiation.
• Skills in teamwork and diplomacy.

Treasurer

Role

Oversees the Club’s finances, reports on income and expenditure at Committee meetings and AGMs.

Responsibilities

• Managing all income and expenditure.
• Banking arrangements.
• Legal requirements such as taxation and charitable status.
• Reporting financial status regularly to the Committee and Chairperson, normally at Committee meetings.
• Prepares and presents statement of accounts for financial year end report to AGM.
• Financial planning, budgeting, and monitoring throughout the year.

Skills

• Knowledge and skills in accounting.
• IT and Administrative skills.
• Able to communicate financial matters clearly and effectively.
• Able to handle money carefully and responsibly.

Secretary

Role

The principal Club administrator, who ensures that agendas, minutes and other documents are accurately prepared, distributed in order to support Club meetings and enables the Club to function effectively.

Responsibilities

• Act as initial point of contact for all enquiries.
• In associations with the Chair, organise committee meeting, AGMs, EGMs and other official Club meetings.
• Prepare and distribute agendas, minutes and other official documents.
• Record, distribute and keep records of minutes of meetings.
• Liaising with members, post holders and external agencies to ensure Club business is effected.
• To support the Chairperson in the execution of his/her tasks and responsibilities 

Skills

• Good administrative and organisation skills.
• Able to delegate to ensure Club’s objectives undertaken by the appropriate committee or other members.
• Understanding of meeting structure and process, experience of taking minutes.
• Understanding of the Club rules and governance structure to ensure compliance.
• Ability and knowledge to act as spokesperson for the Club.
• Unbiased and impartial. To ensure records are accurate.
• Good Communicator. Able to act as primary point of contact for the Club.

Cycling Ride Coordinators

• Midweek Ride Coordinator , responsible for coordinating Mid-Week rides (Monday to Friday).
• Long Sunday and Short Sunday Social Ride Coordinator, responsible for coordinating the weekend Long and Short Sunday Social Rides.

Coordinators for occasional Special Rides and MTB Events will be made clear during communications. They will be expected to abide by the same roles and responsibilities outlined below.

Role

Ride Coordinators provide leadership and direction for the rides they are responsible for and ensure their responsibilities are appropriately delegated when not riding themselves. They are expected to be experienced club riders familiar with the Club ride guidelines.

Responsibilities

• Plan suitable routes for rides that are arranged.
• Create routes and with suitable advance warning post relevant details on the iCycle website events calendar which will include: - route, distance, refreshment stop and other details as necessary;
• Consider wind direction and other weather conditions:
• Inclusion of refreshment stop at the appropriate time in the ride.
• Encourage a leader to be nominated for each ride.
• Acting as a point of contact for club members wanting to talk about specific club rides.
• Providing expertise support and encouragement to club members who may want to widen their experience and participation and identifying those who may be interested.
• Identifying and promoting to Club members specific events that members might wish to participate in as individuals or as a team. 

Skills

• Comprehensive knowledge of refreshment stops locations and opening times.
• Leadership skills to organise rides into appropriate groups, delegate responsibility to appropriate group leaders.
• Ability to lead their group during the ride to ensure a successful and positive experience for all participants which encourages them to return.
• Confident and knowledgeable rider, experienced in group riding in a variety of conditions.
• Able to communicate effectively during a ride to ensure the group responds appropriately to road and traffic conditions.

Membership Coordinator

Role

Responsible for the registration of all club members and maintenance of the club membership database.

Responsibilities

• Maintain Club membership database.
• Ensure privacy legislation, including GDPR, is upheld when collecting and disseminating personal information.
• Inform potential and renewing members of all membership options to enable them to make an informed choice.
• Provide regular updates on the state of membership including drop‐out data.
• Maintain contact with the membership and develop ideas for expanding Club membership.
• Develop and implement membership surveys. 

Skills

• Administrative and IT skills.
• Well organized, able to maintain accurate records.
• Good communication skills to assist in e.g., converting potential members into actual members. 

Club Kit Coordinator

Role

Responsible for all aspects of club kit provision.

Responsibilities

• Liaise with designated suppliers concerning orders, cost, delivery dates.
• Investigate new suppliers as required.
• Organize bi-annual (or as required) kit orders.
• Liaise with the finance coordinator to ensure invoices for kit are paid and receipts from members banked.
• Keep accurate financial and administrative records or orders and payments.
• Provide advice and information on kit, sizing etc to members as required.
• Promote purchasing and wearing of kit by members when on Club rides. 

Skills

• Attention to detail.
• Excellent administrative and record keeping skills to ensure the finances, distribution and logistics are accurate and tightly controlled.
• Ability to promote purchasing and wearing of kit within the Club

Social Coordinator 

Role

To arrange social events as agreed with Committee.

Responsibilities

• To plan, publicise and organise social events as agreed by the Committee.
• To liaise with other iCycle members to organise events.
• Ensure event is organised with attention to health and safety
• To ensure appropriate financial records are kept and the event does not exceed agreed budget.

Skills

•  Good organisation and planning skills
•  Good Communicator
•  To manage a team to organise event if required

 Publicity Coordinator VACANT

Role

Uses skills and expertise to maximise publicity for the Club prior to and after events and to develop and improve local awareness of the Club and its activities. They will be able to create and nurture relationships with the media and act as a spokesperson for the club.

Responsibilities

• Establish links with the local press to gain publicity for the Club, its events and for members who have participated in non-iCycle events;
• Prepare press releases, newsletters, flyers and posters.
• Ensure press releases, posters etc. are distributed effectively to ensure they generate positive publicity and stimulate non-members to join the Club.
• Act as a spokesperson for the club.
• Establish links with the press to gain publicity for teams, riders and events.
• Research and use all potential promotional opportunities for the club.
• Produce regular press releases for the club noticeboard and local media.
• Inform the local media of successes and achievements.
• Maintain a record of club media coverage.
• Publish fixtures and results in the local press.

 Skills

• Knowledge of local media.
• Knowledge of marketing and communications.
• Good organisational and influencing skills.
• Confident with good leadership skills.
• Attention to detail.
• Good listener and effective communicator.
• Approachable and friendly.