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Roles & Responsibilities for new Committee Members of the SXC:

Treasurer

Secretary

Sponsorship Secretary

General Committee Member

 

Treasurer

The treasurer will look after the SXC accounts and financial dealings. They will report to the chair and SXC committee. The SXC Association cannot function without handling money in an organised and ‘financially sound’ way, so this role within the club is a crucial one.

Ideally, you’ll need to be:

  • Financially knowledgeable, with skills covering bookkeeping, accounting, VAT returns and rules and investment is preferable;
  • Mathematically sound;
  • Careful and confident with figures, cash and cheques;
  • A good record-keeper;IT literate (especially in the use of excel);
  • Aware and decisive.

What you will do:

  • Look after the SXC finances;
  • Know where the SXC stands financially at any time and keep the committee informed of the club’s financial cash flow, income and expenditure;
  • Plan and monitor a budget for the SXC each year;
  • Prepare and present the end of year accounts at the annual general meeting;
  • Deposit money and issue receipts promptly;
  • Renew insurance annually;
  • Make sure the SXC has paid relevant affiliation fees;
  • Ensure the accounts are audited for the annual general meeting.

How much time will it take?

This role in most cases takes about 1- 2 hours per week, mainly evenings- although may take up additional time around events and end of year financial accounts. Attendance at most events is preferable but not essential.

What you’ll get out of it:

Although you may already be financially literate, this is a great way to keep those skills sharp with a minor time commitment. You will be providing a vital service to the SXC, while undertaking a respected role.

Secretary

The secretary is the head administrator for the SXC. Your remit is broad; as well as looking after the general running of the SXC; you’ll act as the linchpin between internal and external stakeholders. It’s no exaggeration to say that the SXC couldn’t function effectively without you.

Ideally, you’ll need to be:

  • A capable manager who can delegate effectively;
  • Confident and good at communicating;
  • Skilled at administration and meeting procedures;
  • Well-organised and conscientious;
  • IT literate (especially the use of word and excel).

What you will do:

  • Act as the main communication link between the committee, sub-committees, riders, networks, organising clubs and Scottish Cycling;
  • Manage and record all inward and outward SX correspondence, making sure the necessary actions are followed up;
  • Manage legal and insurance matters;
  • Provide the necessary details are sent to Scottish Cycling regarding affiliation and, in partnership with the Treasurer, the event levies;
  • Distribute the right paperwork to the right people in the SXC;Organise the annual general meeting, management committee and SXC meetings, preparing agendas and paperwork, and taking minutes;
  • Communicate any important matters from Scottish Cycling, British Cycling and other partner organisations.

How much time will it take?

This role in most cases will takes about 3 to 4 hours per week, mainly evenings- although may take up additional time around events. It would be preferable to attend all rounds but it is not an essential requirement however applicants should indicate how many rounds they would be able to attend on a yearly basis.

What you’ll get out of it:

Carrying out this secretarial role shows considerable command of high-level organisational skills. It’s a highly respected post within the mountain biking community as well as one of the most respected roles within the SXC. You’ll be able to see the results of your efforts very clearly. There is also a high correlation between a well-run national series and the numbers attending and the retention and development of riders.

Sponsorship Secretary

The sponsorship secretary is a specific but essential role within the SXC. Your remit will be to approach, negotiate and secure sponsorship contracts with national, regional and local partners. It’s no exaggeration to say that the SXC would struggle to survive financially without you.

Ideally, you’ll need to be:

  • A capable negotiator who can secure financial contracts effectively;
  • Confident and good at communicating;
  • Skilled at administration and meeting procedures;
  • Well-organised and conscientious;
  • Knowledgeable on the mountain biking industry with contacts to the trade
  • IT literate (especially the use of word, excel and creating pdf’s).

What you will do:

  • Develop a comprehensive offer to potential sponsors based on the SXC’s assets
  • Liase with and organise meetings with potential sponsors
  • Negotiate contracts with sponsors which are SMART for both the SXC and sponsors
  • Communicate any potential conflict of interests between SXC, Scottish Cycling and other stakeholders

How much time will it take?

This role in most cases will takes about 1 to 2 hours per week, mainly evenings to develop the assets – however there may be the requirement to meet with sponsors during working hours. It would be preferable to attend all rounds but it is not an essential requirement.

What you’ll get out of it:

Carrying out this sponsorship secretary role shows considerable command of high-level negotiating skills. It’s a highly respected post within the mountain biking community as well as one of the most respected roles within the SXC. You’ll be able to see the results of your efforts very clearly. There is also a high correlation between a well-run and funded national series and the numbers attending and the retention and development of riders.

General Committee Member

As a General Committee Member, you’re responsible for attending events in various roles, working with other committee members and helping the clubs who are running the individual rounds. It’s a vital role in the SXC. You must understand that volunteers run events for many different reasons, so you must make the mountain biking as appealing as possible.

Ideally, you’ll need to be:

  • Easy to approach with good listening skills;
  • Well organised and happy to delegate;
  • Confident and good at communicating;
  • Enthusiastic and motivating;
  • Willing to be Disclosure Scotland CRB checked.

What you will do:

  • Attend events and be willing to help out where necessary
  • Work with local clubs and organisations such as voluntary services, volunteer centres, local councils, colleges and schools to recruit “new blood”;
  • Understand why people get involved in SXC series
  • Put people in roles that suit their skills and interest wherever possible;
  • Think about sharing roles for busy people.Share good practice with club volunteers in different regions

How much time will it take?

This role in most cases will take about 1 hour per week, mainly evenings and the 5 or 6 event weekends per year.

What you’ll get out of it:

This is a very social role. You’ll provide an important service to the mountain biking community, and for a small investment of time you’ll get to meet lots of people from many backgrounds. Doing something distinctive and worthwhile like this is attractive to potential employers, and the organisational and communication skills are transferable to any walk of life.

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