2015 Nomination Structure

Transcription

1 2015 Nomination Structure May 9, 2014 Version 1.0 Club Structure

2 Position Descriptions President The basic duty of the Club President is to direct and control the activities of the Club through the medium of his/her Executive. The President must make many important decisions during his/her term in office, but must never lose sight of the fact that he/she in an elected official. Many matters may have to be decided by the remainder of the Executive. It is up to the President to ensure that all the Executive members fully understand their responsibilities and that they do their jobs properly. Upon taking over, the new President has certain duties which must be performed immediately. These include but are not limited to the following: Call an Executive meeting of both the old and new Executive to discuss the current state of Club affairs, to bring the new Executive up to date on outstanding important matters and to discuss the general direction of the Club for the upcoming year. Notify the appropriate Government departments including the Ministry of Consumer and Corporate Affairs of the change in Executive, supplying them with the complete names and addresses of the new Executive members. Failure to do so may result in a loss of Charter. Notify the clubs insurance company of the change of executive Notify the associated Clubs of the change in Executive. Ensure that the bank signing powers are changed. Ensure that all club events have insurance coverage Once the new Executive gets underway, they should determine the Club Membership Dues for the coming year and also determine involvement in affiliated club events. Maintain Public Relations Establish Sub Committees Regularly meet with treasurer to sign cheques Chair both General and Executive meetings

3 Treasurer The job of the Treasurer is to manage all the Club finances and maintain the club s computerized bookkeeping. Treasurer is required to give an up to date financial report to the Executive and to the Membership upon individual request. This report lists all Club account balances such as the Current Account, Savings Account, Land Account and Investments held. The report is to list Outstanding Receivables and Outstanding Payables and the club s current financial position. Upon election, the Treasurer's first duty is to meet with the outgoing Treasurer. The Treasurer will arrange with current authorized club signatories (Treasurer and President) to have signatures added or removed from the bank accounts held through TD Canada Trust to reflect current year s executives and authorized signatories. A complete detailed list of all executives must be prepared to included position, name, address and Date of Birth to provide to the bank. If any changes are made to the Financial Institution, the current Treasurer and President will provide the new bank with all legal documents including Articles of Incorporation and detailed list and signature of all current executives and the Corporate Seal of Oshawa Competition Motorcycle Club Incorporated. They will need to know that the Club is incorporated and is registered as a nonprofit organization and all documents must show full legal name nothing else is legally acceptable. Some banking institutions require a bylaw number on the forms which is normally taken from the minutes book. As the O.C.M.C. does not keep a standard minute s book, you can create a number by using the date of election. Review past year s budget with out going Treasurer and President, meet with new executives and set Event Budget for current year. Record all expenses with receipts or itemized statement. Often members will have bills or expenses and no receipts an itemized list must then be given to you by the member and signed by two executives over Two Hundred Dollars. Record all deposits after each event within a timely matter with Chairperson's Report. (Establishing a budget will help those involved keep expenses within estimated income so that the Club does not lose money on events) Fiscal year December 1st to November 30th, all financials must be provided to the accountant by January 30th for completion of Corporate Taxes.

4 Secretary The position of Secretary is very important to the efficient running of the Club. The Secretary is primarily responsible for keeping the minutes of the meetings and publishing the Club Newsletter. Other duties include handling Club correspondence for other members of the Executive, sending out thank you letters and maintaining Club files. The candidate considering the position of Secretary should be a well organized individual and have facilities for the Club filing cabinet and personal computer. Every second week, the Secretary is required to complete the Club Newsletter by the weekend after the General meeting. The Secretary is also required to keep the Club mailing list and list up to date, and generally look after the Club's clerical matters. Send e news feeds Update communications/calendar on the club website General meeting minutes Executive meeting minutes Membership list/database Life member communication snail mail

5 MX WORKING GROUP This working group is responsible for all workings of the mx portion of the club. They may choose to hold separate meetings on matters before reporting back to the full executive team. This group manages the allocated mx budget and also puts proposals together for exceptions to the budget or items that are not included in the budget. Vice President of MX It is the Vice President of MX s responsibility to coordinate and organize the MX riding/race events and to keep track of member's successes. The duties are summarized as follows: Set dates and select Chairperson for Club mx events Ensure events are run according to Club rules Work with VP of XC to maintain an active list of membership within the club computer system Keep records of results from Club events which includes scoring and post results online Classify all Club members into classes according to their age, and ability. Announce top finishes of Club members in competition events and give the Club Secretary a copy of the results to be sent out to membership through e feed Series results are stated at the General Meetings, put in the Newsletter and on the website. Ensure working group is assisting with membership applications Chair the mx mandatory meeting Chair both General and Executive meetings when the President is not available Transponder orders and sales Each event must have a Chairperson, whose responsibility includes the scheduling and administration involved in the promotion of an event. Furthermore, the Executive shall reserve the right to sanction or veto any or all activities of the event Chairperson. (O.C.M.C. Rules #3.03)

6 MX Marshal A head marshal is elected to the MX working group each year and is responsible for putting together a team of marshals who will run the races and enforce the track rules/policies. The duties are summarized as follows: Track safety Incident reports Award penalties for track infractions (as per club rules) Attend regular General meetings and Executive meetings. MX Director The MX Director has no specific regular duties on the Executive, but rather, their position is one of assisting the Vice President of MX and learning about the running of the MX portion of O.C.M.C. Generally, the MX Director will perform such duties as assisting the VP of MX on major events, public relations, looking after trophies, and social events as some examples. Ensuring that events are scored Posting results online Sound testing Sign In Flagging Roster

7 Quartermaster The quartermaster's responsibilities are to include: Provide safe and proper storage for all Club equipment Maintain all Club equipment in good repair, replacing any lost or damaged equipment when necessary. Two quotes for repairs and/or replacement of equipment are necessary and must be approved by the Treasurer Have equipment available so it can be picked up before any event and returned after the event is over and to maintain a detailed control as to where all equipment is at all times. Keep an up to date listing of all Club equipment and provide a complete listing to the Treasurer at the end of each calendar year. This listing should be given to the incoming Quartermaster to be used as a check list to ensure all Club equipment is accounted for. Provide or purchase new equipment when required but only after consulting with the Executive (Treasurer) Two quotations required for purchases. Attend regular General meetings and Executive meetings.

8 XC WORKING GROUP This working group is responsible for all workings of the XC portion of the club. They may choose to meet on their own before reporting back to the full executive team. Some of the events/series that the XC working group is responsible for include but are not limited to: Ice series, Mini Pine, Great Pine, RJ s, Raglan, 6 Hour, Club Enduro, and XC Schools. It is the role of this working group to find and support chair people. This group determines how to best allocate the XC budget and also puts proposals together for exceptions to the budget or items that are not included in the budget. Vice President of XC It is the Vice President of XC s responsibility to coordinate and organize the XC riding/race events and to keep track of member's successes. The duties are summarized as follows: Set dates and select Chairpersons for Club events Ensure events are run according to Club rules Work with VP of MX to maintain an active list of membership within the club computer system Keep records of results from Club events which includes scoring and post results online Classify all Club members into classes according to their age, and ability. Announce top finishes of Club members in competition events and give the Club Secretary a copy of the results to be sent out to membership through e feed Series results are stated at the General Meetings, put in the Newsletter and on the website. Ensure working group is assisting with membership applications Manage inventory list of xc / ice equipment Manage the allocated xc budget Chair both General and Executive meetings when the President is not available

9 XC Director The XC Director have no specific regular duties on the Executive, but rather, their position is one of assisting the Vice President of XC and learning about the running of the XC portion of O.C.M.C. Generally, the XC Director will perform such duties as assisting the VP of XC on major events, public relations, looking after trophies, and social events as some examples. Ensure that events are scored Post results online Sound testing Ensure chair people have the proper equipment for event (batteries in clocks) Sign In

10 Track Committee Members of the track committee should include but is not limited to the following: member of executive one marshal, preferably the head marshal riding member to represent the small track riding member to represent the big track The committee will appoint one person, preferably the executive member to contract all work. field communication regarding track changes and updates propose changes based on member communication quote proposed changes and report to full executive for approval order and manage work being done and/or contracted out ensure that regular upkeep of both tracks are being performed Awards Ceremony Committee determine how to best allocate the trophy budget select and order mx and xc trophies (list supplied by VP s) collect year to year trophies select venue, meal, develop event itinerary determine event ticket price Scoring Group 3-5 individuals that will rotate and work together to share the responsibility of scoring club events. Each scoreperson and their immediate family are entitled to a free fide for every time they score. Scorepersons must be comfortable with the computer scoring software and interacting with Track Marshals on 2-way radios. Training will be provided on the scoring software.