Committee Role Descriptions

  • Chair
    Overarching: To lead the club’s Committee and to act as an ambassador for all aspects of the club and club life
    • Ensure the club’s Committee is effective in fulfilling its role and responsibilities on behalf of the club
    • Chair Committee meetings
    • Set the strategic and operational goals for the club
    • Ensure all aspects of the club and club life are represented and have a voice
    • Advise and support Committee members and Officers helping them to fulfil their roles
    • Act as a spokesperson for the club and Committee
    • Act as an ambassador for the club
    • Present prizes and speak at club events


  • Treasurer

Overarching: To manage the club’s finances

  • Maintain the club’s books and accounts
  • Issue cheques and payments
  • Issue the club’s invoices
  • Bank cheques and receipts when necessary
  • Post direct subscription payments to the bank account in the clubbuzz database
  • Act on subscriptions, affiliations and other registrations as necessary
  • Keep accounts for the club’s races (Wedding Day, Green Belt Relay and River Relay)
  • Make payments to charity beneficiaries
  • Maintain the club’s bank accounts and bank relationship
  • Produce annual accounts following the club’s year-end (31 March)
  • Liaise with the club’s Honorary Auditor
  • Promote good financial wellbeing for the club
  • Advise on governance and financial matters as necessary
  • Act as the financial representative on the Club’s Committee
  • Contribute generally as an Officer of the Club and to Club’s Committee
  • Secretary
  • Prepare & circulate Committee meeting agendas
  • Prepare & circulate the minutes of committee meetings, including assigning action points
  • For races organised by the club (River Relay, Green Belt Relay, Cabbage Patch, Wedding Day), issue to Race Directors the checklist of decisions that need to be ratified by the commitee, and ensure the review and ratification of the decisions are discussed at committee.
  • AGM:
    • Prepare & circulate Calls for Committee Nominations – to be sent to members via Stragmail & Stragmail
    • Prepare AGM Agenda
    • Prepare & circulate AGM minutes
  • London Marathon Ballot:
    • Register Stragglers Applications for club places on VLM website
    • Assist club captain in the organisation of the ballot for places
  • Manage emails sent to Secretary@Stragglers address
  • Annual renewal of affiliations: Surrey League Cross-Country (men & ladies), South of Thames, Surrey County, Middlesex County, SEAA, British Cycling
  • Keep contact details of club officers up-to-date with key organisations e.g. EA, SEAA, Surrey & Middlesex County
  • Keep up-to-date the committee information on the website including publishing  of commitee minutes.


  • Club Captain

    • Attend main club night.
    • Pre run: Welcome newcomers/new members, introduce coach taking the warm up exercises, request/co-ordinate group leaders and make limited important announcements.
    • Post run: Make more detailed announcements.
    • Attend 6 weekly Committee meetings and AGM:
    • Review pre-audited annual statements.
    • Assist Club Captains with recruitment of members for club races, eg GBR, WCR, RR, NR, X-C, etc…
    • With Chair, organise Mob Matches vs 26.2 RRC and Ranelagh Harriers.
    • Take cash & cheque payments for subscriptions on main club night, when Membership Secretary not in attendance
    • Check DBS status for club members involved with the juniors & coaches/group leaders
  • Ladies and Mens Captains
    Overarching: To promote participation in club priority competitions (including XC, Road and Relays) for all ages senior men/women and above.
    In carrying out the duties below the team captains will delegate to the vice captains or find substitutions as necessary e.g. the organisation of a relay could be fully allocated to someone else.

    • Analyse race participation and consider ways of increasing numbers involved in competition
    • Propose the priority club races
    • Keep the key fixture list up-to-date on the club website
    • Maintain up-to-date email distribution lists for men/ladies (including new members during the year)
    • Promote priority club races: cross-country, road and relays
    • Enter teams/individuals for races that require the club to submit the entries
    • For all expected runners issue ‘race details’
    • Team captains at the priority club races, including collecting and distributing numbers and promoting the team ethos
    • Review the results from priority club races, and alert errors to the race organisers
    • Summarise team performance to interested parties
    • Propose the race performance award categories for the annual award competitions
    • Publicise the latest leaders in the road and cross-country championships series
    • Buy awards for the annual awards evening and championship races
    • Present the awards at the annual awards evening and championship races
    • Attend Surrey cross-country league AGM and South of the Thames cross-country AGM
    • Attend Stragglers committee meetings
    • Current Scope: Priority Club Races:
      • XC Series
      • XC Champs inc County, Masters and Southerns
      • Road Series
      • Relays GBR, WCR, River Relay, Reigate, Parkland, Imber Court
  • Membership Secretary
    Overarching: To manage the end to end life cycle for club and EA membership

    • Respond to membership queries at all stages e.g. Pre Application, Pre and Post Registration
    • Authorise or decline applications for membership, seeking input to the decision from other committee members and club leaders as and when required
    • Monitor registration of accepted applicants, take action in line with agreed policy with respect to ‘late’ registrations (i.e. applicants who have been accepted but who have not completed the registration process.
    • Monitor payment of membership fees, take action in line with agreed policy with respect to late/non payers
    • Maintain accuracy and integrity of club membership records  
    • Administer annual renewal of club membership
    • Manage EA membership;
      • Register club members who require EA membership on the EA portal
      • Authorise EA transfers for members who wish to transfer to a new club
      • Maintain accuracy and integrity of EA membership records 
      • Administer annual renewal of EA membership
      • Raise EA invoices and submit to Treasurer for payment
    • Respond to adhoc queries and requests for information from Committee members and Club Leaders
    • Provide regular dashboard reports to the Committee and Club Leaders providing updates on number of members, breakdown by category etc.
    • Develop, propose and seek approval of membership related policies and procedures
    • Contribute to the overall running of the club
    • Attend Stragglers committee meetings
  • Social secretary
    Overarching: To arrange club social events

    • To arrange and promote club social events
    • To help with promoting social events organised by other members
    • Contribute to the overall running of the club
    • Attend Stragglers committee meetings
  • Communications Secretary
    Overarching: To assimilate information relating to Stragglers or Stragglers’ activities and disseminate such information to the club membership via Stragmail in a concise manner and as infrequently as possible taking into account the relative importance of the communication.
  • ​​​​​​​StraggTri Head Coach
    • Head up the Stragglers Triathlon Coaching team
    • Encourage Stragglers members participation in Triathlon, in particular setting up, or identifying least one event a year for StraggTri members to participate. 
    • Set up and administer coached swimming sessions in a local pool at least once per week during the winter season (September to April)
    • Set up and encourage participation in open water swimming sessions during the summer season (May to September)
    • Develop athletes swimming ability in pool and open water
    • Set up occasional sessions on bike maintenance, transition and appropriate other related subjects that aid athletes in furthering their triathlon participation
    • Keep abreast of developments in the sport of Triathlon
    • Keep abreast of activities in Stragglers Running and Stragglists cycling
    • Meet requirements of Triathlon England Coaching standards especially regarding preparing appropriate documentation for Risk Assessments and Emergency Action Plans
    • Gain an understanding of individual’s health before participation in swim sessions
    • Monitor sessions for Health and Safety and complete accident forms as appropriate
    • As part of continuous professional development, attend seminars, conferences and courses on appropriate subjects related to Triathlon e.g. nutrition, avoiding injury etc
    • Appropriate liaison between coaches, treasurer, communications to manage session attendance, finance and web/IT
    • Manage communications within StraggTri and Stragglers and external suppliers and contacts as required
    • Promotion of StraggTri within the Stragglers community and publicise member’s successes
    • Remain active on the Stragglers Committee to encourage mutual understanding and cohesion of StraggTri activities within the umbrella of the Stragglers Running club. 
    • Encourage a consistent approach to risk and accident recording throughout the Stragglers, the Stragglists, and StraggTri. 
  • Little Feet

  • StraggMag
    Whilst the position of Stragmag Editor is not necessarily required to be a committee post, the below is a role outline by way of a guide as to what can be expected from the editor from the club committee and members, and to help future editors in understanding what commitment is needed. In order to meet the access requirements of the current editor, some of the following are taken care of by an assistant, and any future editor is more than welcome to ask for help with items on this list which will make their life easier in order that Stragmag continues to exist.

    • Compile all copy for each issue
    • Source articles, writing their own when they feel suitably inspired;
    • Publicise deadlines to the committee and wider club membership;
    • Work with club captains and team organisers to ensure results, reports and fixtures are included;
    • Source images to accompany text;
    • Proof and publish on the Stragglers website (it is advisable but not essential that proofing is done by someone else to ensure accuracy);
    • Promote each issue on the club social media channels;
    • Assist with updating social media channels with general club news;
    • In collaboration with the club committee, when required, decide on and suggest longterm direction of Stragmag – for example number of issues per year, assess relevance of publication against other club communication channels.
  • Web Admin
    Overarching: To ensure that the website supports the overall goals of the club and individual committee members in fulfilling their roles. 

    • Maintain the structure of the website so that members and applicants can easily find information about the club and its activities
    • Act as a Help Desk for users of the website and respond to questions and feedback about it
    • Identify and train committee and club members to maintain content on specific areas of the website so that it is current and accurate
    • Update information on the website where the content owner is not able to do so themselves
    • Maintain a register of access rights for updating the website and ensure this has committee approval
    • Ensure that the club complies with data protection legislation regarding personal information held on the website
    • Ensure licences for ClubBuzz and domain name registration are renewed in a timely manner to avoid loss of service
    • Maintain the email forwarding service for
    • Liaise with ClubBuzz for changes that we would like to see in the package and for solutions to any problems that we encounter
    • Monitor usage of the website and periodically present this to the committee
    • Contribute to the overall running of the club
    • Attend Stragglers committee meetings
  • Kit Officer

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Kevin Price


Phil Hall


Phil Davies

Club Captain and Safeguarding Officer

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