Proposed changes to the

committee structure and officer roles within the club.

October 2010

Steyning A.C.

Why do we need to change? • Steyning AC continues to be a vibrant, successful and diverse sports club offering competition across

multiple events. However, the club committee structure and officer roles have not evolved much from it’s origins as a race walking club and there is a need change this to ensure the club continues to be successful. Roles that are out-dated, too numerous or can be performed differently need to be removed.

• Most of the activity group captains do not attend committee meetings, which results in there being no direct reporting line to the main committee or collaboration with the other events. The frequency of their attendance needs reviewing (see page 2) but should be made compulsory, even if attendance is delegated. The Stormers (Juniors) are not currently represented at all!!

• There is a need to modernise the club’s communications and make better use of technology. This will help to ‘join-up’ the various sections of the club to present a more united front to all members. For those who don’t use computers we need to consider posting the most important information at the clubhouse.

• Clearer guidance is required from the committee to help the various activity group sections ensure events and training are aligned with the purpose of the club and that resources and participants are prioritised accordingly

• Amendments have been made to the club constitution (most recently in July 2004) but further changes will be required if these proposals are agreed by club members at the AGM on 22 November 2010

Proposed Steyning AC Committee Structure

PresidentTreasurer

Secretary &/or Assistant Secretary

Running Triathlon Stormers Walking

Communications

Child Protection/Welfare

Support TeamCoachesCommunicationsEvents co-ordinatorsSocialOther support roles

Club membersX4

Track & Field??

Notes•Primary committee continues to meet monthly•Activity Group Captains set up & lead own support teams•Captains are still officers of the club and they (or nominated delegate from support team) must attend main committee on quarterly basis •Quarterly committee focused on x-club fixtures & event planning, (joined up SAC)•All club communications via the website (not email lists)

Primary Committee

Premises

1/4ly Committee

Key Event OrganiserStinger, Romp, Easter(?)

+ any new

NB Chairman is elected at 1st committee& President attendance is ‘optional’

Steyning AC Committee StructureCurrent Committee – Total = 23!!

President (optional attendee)

Chairman (elected from officers at 1st committee meeting after AGM)

Secretary

Assistant Secretary

Treasurer

Club Delegate(s)

Walking Secretary

Honorary Handicapper

Running Secretary

Track & field Secretary

Triathlon Secretary

Press Officer

Premises Secretary

Social Secretary

Child protection Officer

Other club members x 9

Proposed Primary committee – Total = 9

President (optional attendee)

Chairman (elected from officers at 1st committee meeting after AGM)

Secretary

Assistant Secretary

Treasurer

Premises Secretary

Other club members x 4

Proposed 1/4ly committee – Total = 14

Primary committee member above +

Running Captain

Walking Captain

Triathlon Captain

Stormers Captain

Head of Communications

Steyning AC Committee - Roles

Activity Group Captains

• Set up & lead support team

• With coaches plan the events the club will support during the year (including club championships)

• Ensure training is geared towards supporting events

• Promote sports & social events & results via website

• Collaborate with other event captains

President, Chairman, Treasurer, Secretary, Assistant Secretary, Premises & Child Protection – same as now

Communications

• Manage the club website structure, standards & content

• Train other club members (primarily from activity group support teams) to post items to website

• Consider ways of ‘feeding’ results and articles to the press using communication technology

• Promote the use of the club website

Steyning AC – Roles (cont’d)

Club Members serving on Committee

• Actively contribute to committee discussions and decision-making

• Volunteer to pick up actions in support of key committee decisions

• Be an advocate of the club with members and non-members

• Generate ideas that will benefit the future of the club and be prepared to help deliver them

All other Club Members

• Participate in club competitions and events where possible (non-social members)

• Actively volunteer to help organise or be a helper at club organised events – particularly the Stinger, the Roundhill Romp, Triathlons etc

NB - A further change being proposed is that all committee meetings are ‘open’ so that any member could attend and contribute if they wish. However, only the elected officers will have the right to vote on key decisions

Guidance to Activity Group Captains, Coachesand members

• Coaching resources and the training provided in each activity group will be primarily focused on participation in competitions as defined by the captain and support team

• The development of club members’ well-being & promotion of general fitness are important but are not the primary focus of club training

• Where coaching or club facilities are limited, priority will be given to members who compete for the club in ‘external’ competitions in that activity and members who make a significant contribution to club activities/life.

The success of the club means we have some ‘positive issues’ that have added pressure points to the coaching resources and facilities available. Therefore, guidanceis required to help activity groups make key decisions about use of club resources thatare in also line with the club’s purpose.

What if we do nothing?In the medium to long term there is the potential for....

• discontent from athletes due to ineffective communication and training focus

• Club fragmenting and the activity groups ‘going their own way’ due to lack of guidance

• Does the Brighton & Hove AC, Phoenix & Arena80 scenario ring any warning bells?

Steyning AC has been a successful club with a strong community following for nearly 60 years.

Please support your committee in making these changes happen because we want it to stay that way.