Pactrac Committee members
Chairperson: Terry Murphy
Club Secretary: Sue Drake
Treasurer: Scott McLeod
Head Coach: Rob Head
Event Coordinator: Richard Rodriguez
Membership: Sue McLeod
Social Secretory: Victoria Norgate
Welfare Officer: Scott McLeod
Press & Public Relations: Steve Hope
Main Roles and Responsibilities
Chairperson:
- Provide vision and leadership to ensure the development of the club for the benefit of all members.
- Chair all Club Management Committee meetings, Annual General Meetings (AGMs), and Emergency General Meetings (EGMs), ensuring smooth operation.
- Represent the club at regional Chair forums, attend national AGMs, and liaise with other local community clubs and groups as necessary.
- Take responsibility for the Club Management Committee and the overall affairs of the club.
- Oversee and guide decisions made by the Management Committee and sub-committees, delegating special projects to sub-committees or workgroups when required.
- Collaborate with the Secretary to prepare and present the annual report, set meeting agendas, and review minutes prior to circulation.
Club Secretary: (Vacant)
- Liaising with the Club Chair to plan club meetings and agree agenda with all committee members.
- Ensuring meetings are effectively organised, minutes are recorded and circulated.
- Maintaining effective records and administration.
- Initiating and responding to all club correspondence, dealing with queries, official NGB correspondence etc.
- Work with Club Media Officer to ensure wider public awareness
- Compile report on club activities for the AGM
- Keep an accurate record of contact details of members, officers and other stakeholders/partners
- Maintain appropriate records and club documents such as constitution
- Assist the Chairman in strategic planning of ongoing club development
Treasurer:
- To be responsible for all club finances by ensuring adequate accounts and records exist.
- To plan the annual budget in agreement with the club committee and to monitor throughout the year.
- To prepare end-of-year accounts and present for external verification, management committee and AGM.
- To ensure that all funds are used appropriately and banked promptly.
- To maintain up-to-date records of all transactions and records of income and expenditure.
- Confirm payment for all external club sessions.
Head Coach:
- Develop a structured framework to help individual coaches plan and deliver sessions, ensuring consistency in coaching points and approach.
- Ensure all coaches meet acceptable quality standards and follow a unified approach to coaching.
- Set a yearly coaching plan, phased according to the race season, to ensure smooth delivery throughout the year.
- Manage and distribute the coaching availability spreadsheet and assign coaches monthly.
- Keep a monthly and annual log of who has coached each session.
- Maintain a record of club session attendees, in collaboration with the Treasurer when fees apply.
- Discuss any new session proposals with the committee and seek approval in advance.
- Regularly update the membership on coaching matters, ensuring clear and consistent communication.
- Respond promptly to coaching-related enquiries from potential and existing members.
- Recommend potential coaches for BTF (British Triathlon Federation) training and make recommendations to the committee.
- Agree on a budget for new coach training, ongoing training, and any necessary coaching equipment in conjunction with the committee.
Race Director:
- Hold overall responsibility for organizing and delivering all PACTRAC events throughout the year.
- Liaise regularly with the committee, head coach, and event team to ensure all tasks are completed on schedule.
- Oversee and manage the budget for each event, ensuring financial efficiency and accountability.
- Ensure all events are accredited and run in accordance with British Triathlon Federation (BTF) rules.
- Conduct comprehensive risk assessments to guarantee the safety of athletes, spectators, and volunteers.
- Maintain regular communication with club members, ensuring adequate volunteer support for each event.
- Liaise with local authorities, community organizations, and suppliers to coordinate event logistics effectively.
Membership:
- Respond to new member enquiries where appropriate, via multiple channels.
- To collect and acknowledge receipt of all membership subscriptions and provide a 'Welcome Email’ for new members and those who renew.
- To maintain a database (in Clubpal) for all members, committee members and other key club personnel, and to delete details of past members in line with GDPR requirements.
- To monitor access to and maintain the club's Facebook private group with admin rights.
- To provide a report for each committee meeting regarding any changes to membership of the Club.
- Prepare an end of year report for consideration at the club AGM.
Social Secretory:
- Organize a minimum of 4 yearly events and aim to develop regular social activities across the year, ensuring all members are engaged and feel included.
- Manage refreshments for all mini-series events and assist with logistics.
- Collaborate with other members of the Club to organize social events, delegate responsibilities, and ensure smooth execution.
- Organize the Annual Dinner and Awards event (Nov/Dec) with attention to detail.
- Regularly update and manage social media platforms, ensuring they remain active and engaging.
- Schedule tweets, posts, and messages in advance to maximize the Club's media presence and outreach effectively.
Welfare Officer:
- Act as the first point of contact for safeguarding queries or concerns.
- Ensure all club personnel working with children or young people receive appropriate safeguarding and welfare training.
- Facilitate DBS checks when required.
- Record and report concerns to the Triathlon England Lead Safeguarding Officer.
- Maintain confidential records of all safeguarding documents.
- Ensure the club has a safeguarding and child protection policy, and that procedures are accessible and followed by all.
- Be familiar with the British Triathlon safeguarding and child protection policy.
Press & Public Relations:
- Post regular news and updates with photos where possible on the website. This includes writing or sourcing content from other members, focusing on key events like races, social activities, and training camps.
- Encourage members to write blogs on their race experiences.
- Write and distribute press releases about the club's activities to external media.
- Oversee public content on the website, ensuring it's up-to-date and relevant.
- Assist with the Christmas Dinner and Awards by organize the guest speaker, wards voting, purchasing trophies.
- Manage marketing materials and liaise with external media.