"Tra môr, tra Meirion." this translates as "While the sea lasts, so shall Meirionnydd".
Amcan y clwb / Club objective.
The concept for the club was first conceived in Lanzarote in 2005 and established in Dolgellau in 2006.
The objective is to arrange races and promote amateur athletics open to members from the age of 11 years and upwards. The Club is affiliated for Road, Fell and Cross Country. In furtherance of its objectives the club may hold championships, enter leagues and team competitions, arrange social runs, training sessions, talks, demonstrations and social events. It may publish standards, print newsletters, arrange travel and do any other things which may be incidental to, or conducive to, the encouragement of jogging and running.
We are a small club based in the South of Snowdonia National Park, Wales, and dedicated to organising races throughout Meirionnydd. We cater for all abilities of runners, joggers and even social members.
From total beginners upwards, The club offers a range of opportunities for social events, training nights and trips away to far flung places, from Tywyn to Tallinn, Penmaenpool to Prague the possibilities are endless.
Aelodaeth / Membership.
The Club is affiliated to Welsh Athletics for competitions on the Road, Fell and Cross Country. The Club offers a wide range of membership options. Members wishing to compete in races in club colours must take out First Claim membership, which includes the cost of "Welsh Athletics Affiliation" but we also offer a social membership for those new to running or those wishing to enjoy the "Social" side.
Deatails of how to join can be found on the home page here
Benefits include:
Opportunity to attend our weekly evening runs. During the Winter months we start from Dolgellau's Leisure Centre and throughout the Spring and Summer from various wonderful locations around Meirionnydd.
Comprehensive range of local races, and fellow Club members to share lifts and the experience with. Enjoy the real meaning of a team sport
Social Events Calendar, from BBQs to beach runs.
Make new friends with like minded, and like speed, fellow runners with whom to go training.
Advice/support from Leaders in Running Fitness (LiRF) qualified fellow members.
All members can get satisfaction from knowing they are contributing to the national framework of athletics in Wales, without which there would be few opportunities for racing, no trained officials and fewer top Welsh athletes.
Additional benefits of First Claim membership:
Access to exclusive quality running kit in Club Colours (membership must be fully paid up to date to run in club colours)
Opportunity to compete for the club in team events e.g. Cross Country League and British Fell Racing Relay Championship
Opportunity to be selected for County, Regional and National events.
All benefits of Welsh Athletics affiliation - Insurance while running, £2 off many Welsh Athletics road races.
The Chair of the Club is the Officer elected for a fixed term by the Club to officiate at it’s meetings for a period of time as defined by the Constitution. The Chair requires a knowledge of the subjects under discussion, clarity of mind, patience and tact in dealing with other people and an ability to command respect and enforce discipline. The Chair must ensure that the meeting makes the decisions required by the business in hand in a proper manner but they also function as the leader of the team.
Conduct of Committee Meetings.
The Club Secretary will confer with the Chair as to the business to be discussed, so that a proper agenda may be drawn up.
The Chair must ensure that a quorum is present before commencing business. (The constitution of the club should empower the Officers of the Club to act between committee meetings on such matters as cannot be left until the committees next sitting)
The Chair will present the minutes (prepared by the Secretary) before other business is proceeded with)
The Chair will ensure that the business of the meeting is conducted in accordance with the agenda.
The Chair will do their utmost to ensure that items of business are thoroughly discussed. The Chair should give neutral guidance to the meeting.
The Chair is often a voting member of the committee but most Chairs will not exercise this power unless they felt strongly that they should give a “lead” on a matter of policy. In the event of a tied vote the Chair has a casting vote which they may use to break the tie.
Public Relations:
The Chair will ensure the Committee functions as a working team.
They will welcome new members to the Committee and introduce visiting guests and speakers.
In lieu of a Club President the Chair will officiate on major public occasions and events.
Representation on outside bodies:
Quite often the Chair is the correct person to undertake representation of the Club on outside bodies.
If specialist knowledge is required then another committee member may be more appropriate.
Race Duties.
Race Director. Ensuring that all tasks are carried out by the Committee to ensure each race happens as planned.
Review risk assessments
Insure fell races by becoming WFRA member (claim money from Club) and entering the race adverts in the WFRA and FRA calendars Act as MC on race days, undertaking runners briefing and race presentations.
Co-ordinate emergency services if required during races.
The Secretary is the Executive Officer of the Club. The effective functioning of the Club therefore depends on their work and ability to work with others. The general aim should be to treat the Committee as a team with everybody having an important role to play (which should help alleviate the over work of the Secretary!).
Deal promptly with all correspondence addressed to the Club, either personally or by re-directing to another more relevant committee member.
To arrange and attend committee meetings, usually monthly, by booking venue, informing other committee members and preparing an agenda with the Chair.
To prepare a summary of all correspondence received for reading at monthly meetings and make committee aware of approaching deadlines
Take minutes at committee meetings:
Make them available in advance of the next meeting (compile in consultation with Chair).
Record names of those present and those sending apologies for absence
All decisions reached at the meeting
Responsibilities for action assigned to individuals during meeting
Record main points reached in discussions – if in doubt consult with Chair or meeting as a whole (any minutes back from sub committees/individuals representing the Club on outside bodies)
A complete record of all minutes, usually in a minute book, should be maintained (this will be available to members with reasonable notice)
Keep an accurate record of Club affairs including:
Committee meeting minutes
Correspondence
Results (with the possibility of forming a club ranking list)
Accurate record of whereabouts of the holders of perpetual club trophies etc.
To arrange the Club AGM, ensuring proposed changes to club rules, constitution etc are processed in the correct manner, that section secretary reports are available and that award winners are notified that their presence is required.
To liaise with County, Area and National governing bodies and ensure full representation at their AGM etc.
To notify the County and Area Associations of the names and addresses and changes of same of the Club Officers
To liaise with Local Borough Councils and with Sports advisory bodies on matters relating to athletics
To promote the Club whenever possible by sending literature to sources of new members (see also School and Community Liaison Officer)
To help find new officials and coaches by encouraging parents and ex-athletes to attend courses and to become involved in Club affairs
To regularly attend training and competitive events organised by the club
A detailed account should be kept of all expenses incurred in the course of their duties
Consider and seek out additional sources of funds for the Club
The Secretaries reward for the conscientious carrying out of their duties is the ever increasing reputation of the Club and it’s members and the confidence of colleagues.
To keep detailed accounts of all facts of the Club involving income and expenditure
To hold and keep up to date all of the Club’s books connected with finance
To accept, document and bank all income
To settle all legitimate accounts on behalf of the Club. All cheques to bear two signatures as decided by the Club Committee
To process orders as placed by the Committee
To attend all Committee meetings
To supply written monthly reports to the Committee. Copies to be retained by the Secretary and Treasurer
To liaise with other Club Officers and Section Secretaries concerning their expenditure, allowing petty cash floats where necessary
To assist and encourage all fund raising efforts
To produce an annual balance sheet and income and expenditure account in time for the AGM
To supply all books and documents required by the auditor to enable them to examine and vouch for the report and balance sheet, and to liaise with the auditors with regards to the presentation of accounts
To keep an accurate income and expenses record so as be able to provide an account at the end of the Club’s financial year
Race Duties
Order race numbers, medals, trophies, pins, signs etc
To check on first claim eligibility of new members in liaison with previous clubs and the relevant association in accordance with UKA rules
To maintain an up to date membership pack to send out to any prospective new members enquiring about the club (keep information on membership section of website up to date)
To process membership application forms by sending to new members:
Letter of membership acceptance
Current club newsletter
Current fixture sheet
Membership card and number
Copy of Club rules
Club clothing information
Contacts for training etc
Receipt for membership fee
Keep and maintain an electronic register of members showing dates of election to membership, type of membership, date of birth, address, contact details etc
To prepare and dispatch to existing members (preferably by electronic means) membership renewal forms prior to the end of the clubs financial year. At intervals of 3 and 6 months from the beginning of the financial year a second an final reminder will be dispatched to members still in arrears
Present the committee with list of members still in arrears
Keep record of all subscriptions/donations received in cash receipt book and on the membership database
Pass all monies on to treasurer on at least monthly basis and liaise to find any members who have sent money direct to treasurer and amend records to suite. Assist treasurer at end of year in reconciling membership income.
To provide monthly amendments to the Club address list for the necessary club officials
Within 28 days of receipt, process resignations with Club Secretary, write to athlete advising of committee decision
Ensure that all applications and resignations are properly recorded in the minutes
Keep an accurate income and expenses record so as to be able to provide the treasurer with accounts
Race Duties
Marshal Co-ordinator
Coordinating marshalling of races, the right people in the right places.
Briefing marshals, dispensing hi-vis, first aid kits, paperwork and radios on race day.
Organise soup team for Rhobell.
(see also comments under Social Secretary re possible sharing this race duty)
Clubs or a network of clubs will benefit from identifying a volunteer (preferably a coach) who can specialise in building links with local schools in order to recruit new athletes through after school clubs, Startrack, Sportshall and competition activities. There is also a need for a designated person to liaise with local colleges and universities, which could be a separate role.
Willing to be UK Athletics CRB checked;
As highly qualified as possible, ideally Level 2 or 3 Development Coach or Children’s Coach (or understanding of club coaching structures);
Good at communicating and motivating with a good sense of humour;
Excellent knowledge and experience of Startrack, Sportshall, QuadKids and other induction programmes;
Act as a liaison with external partners such as Local Authority, Schools, other partnerships and Welsh Athletics;
To undertake appropriate training to the role, i.e. Safeguarding and Protecting Children training;
Facilitate general junior athletics queries for the club;
Act as a key point of contact for new athletes. Ensuring they go into appropriate training groups;
To attend club committee meetings to represent the junior section of the club;
To collate feedback from athletes, coaches and parents/carers and report to committee;
Ensure Welsh Athletics Accreditation Scheme (Clubmark) pack is kept up to date (with volunteer coordinator) and implemented across the club;
Liaise with the head of junior development in other local club or network of clubs;
Liaise with local colleges and universities, taking advantage of opportunities to promote the club or network of clubs at Fresher’s weeks and other events to recruit potential athletes, coaches volunteers and officials.
Coach after school clubs (satellite clubs), helping transition from school to club (only applicable if you are a qualified coach)
A supportive and positive environment in which children and adults can enjoy athletics safely is vital. You’ll provide leadership in the safeguarding of children and vulnerable adults within the club and act as a key point of contact for anyone needing to support or guidance. You will also need to maintain relationships with the UK Athletics welfare team. You’ll report to the club committee and work closely with the club team managers and the club coaching coordinator. Annually you will have to undertake an appropriate safeguarding course. It is recommended that this role is carried out by two people, one male and one female.
Implement the Athletics Welfare Policy and Procedures in conjunction with UKA and Welsh Athletics policy;
Make sure everyone understands the UKA or Welsh Athletics Accredited Clubs (Clubmark) Codes of Conduct;
Be visible and approachable to all club members and post your contact details on club notice boards, the club website, in your club welcome pack and in newsletters;
Develop a system to ensure all individuals working with young people undertake a CRB application every three years and hold an ISA – registration;
Co-ordinate training for club personnel working with young people (i.e. Safeguarding and Protecting Young People) – where appropriate;
Ensure that all safeguarding issues and incidents are reported promptly to UKA;
Ensure all parents of new young athletes receive the clubs child protection policy;
Verify and confirm club’s Accredited Club (Clubmark) information;
Race Duties Ensure all current legislation and best practice guidance is followed for all junior races and vulnerable adults
Maintain the News section of the website covering recent performances and forthcoming races / events.
Updates race entry forms onto the system.
Maintain club and course records for course / distance and our races.
Maintain the technical areas of the website such as e-mail addresses / passwords etc, and look at developments possibly in Social Media for creating links from the website to the Club Facebook page and Facebook group.
Race Duties Putting results and synopsis of race onto website.
