The Board of Trustees

The Board is responsible for the day-to-day running of the club and for producing and updating the relevant policies and codes of conduct for the operational management of the Club. They meet regularly for approximately 1 to 1.5 hours and members receive a summary of the business discussed and agreed at each meeting.

If members have any general enquires they should contact enquiries@carnegie-harriers.co.uk. Any member can ask to attend a meeting to raise, in person, any point, issue or question they may have.

The Trustees are elected at the Annual General Meeting, held in May, and consists of the following positions:

  • Club President
  • General Secretary
  • Treasurer
  • Women’s Captain
  • Men’s Captain
  • Hill Running Captain
  • Child Protection and Welfare Officer
  • Up to five general members

Trustees are expected to attend the majority of meetings and to take an active part in discussions and decision making processes. They should also be willing to help out at club events.

It is beneficial for Trustees to attend some training nights, giving them an opportunity to meet and mix with members and to get a feel for any issues and concerns members may have and to seek their opinions and ideas.

Here is a brief summary of the current roles and responsibilities of each post. The lists of duties are not exhaustive and are subject to ongoing review to ensure they meet the developing needs of the clubs and its members. Where appropriate, duties can be delegated to give Trustees who are interested an opportunity to get more involved in the day to day running of the club.

Club President

  • Chairs trustee board meetings, Annual General Meetings (AGM) and any Extraordinary General Meetings (EGM);
  • In conjunction with the General Secretary:
    • sets agendas for meetings
    • ensures the regular review of the club Constitution, Policies and any other relevant documents.
    • provides direction for club activities;
  • Represents the club as and when required;
  • May be a signatory on club bank account;

Club Secretary

  • Chairs trustee board meetings in the absence of the President;
  • In conjunction with the President:
    • sets agendas for meetings,
    • ensures the regular review of the club Constitution, Policies and any other relevant documents.
    • deals with all correspondence on behalf of the club to/from:
      • Scottish Athletics and other official bodies;
      • other running clubs (e.g. to promote races/club events);
      • other relevant organisations (e.g. London Marathon for club places);
      • members and prospective members;
      • any other parties as appropriate.
      • maintains a register of current club members;
  • Ensures timely communication of information to club members;
  • Arranges and issues the documentation for General Meetings, including receiving nominations for candidates for election to the Board of Trustees at AGMs;
  • Is a signatory on club bank account;
  • Ensures key documents (e.g. club constitution, policies, protocols etc) and published information about the club are accurate and up to date at all times;
  • Maintains club archives and records as appropriate.
  • Members with general enquires should contact enquiries@carnegie-harriers.co.uk.

Treasurer

  • Maintains proper and accurate books of accounts and inventories of club assets;
  • Is responsible for the timely banking of income received and payment of invoices etc;
  • Produces monthly Income & Expenditure accounts for committee meetings;
  • Produces annual accounts for audit and approval at AGM;
  • Is a signatory on club bank account;
  • Protects the interests of the club and ensures its financial well-being by keeping abreast of any developments, or legal requirements which may apply.

General Trustees

  • Maintain regular attendance at board meetings;
  • Provide support and guidance to other office bearers and club members;
  • Ensure compliance with club constitution, policies and other relevant documents;
  • Contribute to setting the direction of the club;
  • Assist with the organisation of club events;
  • Act as ambassadors for the club and set an example for other members;
  • Represent views of members at board meetings;
  • Ensure all those attending club training are made to feel welcome and valued.

Mens Captain

In addition to the general trustee responsibilities:

  • Ensures timely entry of teams / individuals for Championship and team events as required;
  • Compiles teams for key events;
  • Provides guidance on selection of grand prix events;
  • Provides guidance on members’ performances for special awards;
  • Provides regular reports to board;
  • Maintains contact with members unable to attend club training/activities, e.g. due to illness, injury, work commitments etc.

Womens Captain

In addition to the general trustee responsibilities:

  • Ensures timely entry of teams / individuals for Championship and team events as required;
  • Compiles teams for key events;
  • Provides guidance on selection of grand prix events;
  • Provides guidance on members’ performances for special awards;
  • Provide regular reports to the board;
  • Maintains contact with members unable to attend club training/activities, e.g. due to illness, injury, work commitments etc.

Hill Captain

In addition to the general trustee responsibilities:

  • Ensures timely entry of teams / individuals for Championship and team events as required;
  • Compiles teams for key events;
  • Provides guidance on selection of grand prix events;
  • Provides guidance on members’ performances for special awards;
  • Provides regular reports to the board;
  • Maintains contact with members unable to attend club training/activities, e.g. due to illness, injury, work commitments etc.

Child Protection and Welfare Officer

In addition to the general trustee responsibilities:

  • Acts as a first port of call in cases of concern about athlete welfare;
  • Liaises appropriately with other key persons, including parents/carers, officials, coaches etc, to ensure that good practice is followed in maintaining athletes’ welfare;
  • Carries out the duty of care within relevant legislation and government guidance;
  • Ensures that club officials and volunteers act responsibly and set an example to younger members;
  • Provides regular reports to the board.