East Coast Gymnastics Adminstration
East Coast Gymnastics club is an un-incorprated not for profit limited liability club, which was founded in 2014, based in Chapel St Leonards.
The purpose of the Club shall be to encourage and promote the sport and practice of gymnastics in the District of East Lindsey and the surrounding locality, through participation in gymnastics as to develop the physical and mental capabilities of young people, so that they may be helped to grow to full maturity as individuals and members of society.
The objective of the club shall be to provide a safe, enjoyable and progressive gymnastics experiences to all ages and levels of ability, providing opportunities for recreation and competition whilst maintaining a high quality of duty and care to all members of the club, ensuring that all current and future members receive fair and equal treatment.
Committee Members
ChairpersonA Reid
The Chairperson is responsible for the ultimate achievement of the strategic ambitions of the club as well as the overall management of its operational activities.
He/she will:
- Chair meetings and act as the senior club officer throughout the year, by making decisions whenever the need arises, in consultation with other club officers when appropriate.
- Attend meetings in a neutral and uncommitted capacity and enable the group to have a meaningful discussion with a neutral person in the chair.
- Provide direction for the club by effective leadership and management.
- Monitor and evaluate the progress of agreed actions – both short term and strategic.
- Ensure that succession and forward planning are integral and ongoing in the club.
- Constitute and resource any special working groups and ensure that their activities are reported to the Committee.
- Manage other Club Officers to ensure the delivery of their responsibilities.
- Ensure that the Club structure and responsibilities are transparent and available to the membership.
- The Chairperson must work in close liaison with the Club Administrator and Club Secretary.
- The Chairperson must also set the agenda for meetings and ensure it is in line with the club policies.
- Act as an unbiased mediator in the event that a disagreement arises between committee members or members of the club wherein the topic concerns the club.
- Ensure that the health and safety statement is reviewed regularly and its operation monitored.
TreasurerJ Midgley
The Club Treasurer is the Chief financial manager of the club – maintains the integrity and accurate recording of the club’s financial position.
He/she will:
- Be Responsible for the management of the club finances in accordance with the decisions of the committee.
- Recommend action on financial matters to the committee.
- Collect subscriptions and all money due to the club, to the best of their ability.
- Pay bills on behalf of the club and record the information.
- Keep up to date records of all financial transactions.
- Ensure all cash and cheques are promptly lodged to club’s account.
- Ensure funds are spent properly.
- Report regularly to the committee on the financial position of the club.
- Prepare and present accounts for the end-of-year financial report and audit.
- Financial planning including producing an annual budget and monitoring it throughout the year, to the best of their ability.
- To help prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE and tax returns), to the best of their ability.
- Ensure the club pays all affiliation and competition fees.
Club AdministratorVacant / I Ison
The Club Administrator manages, processes and maintains the attendance and memberships of the club, keeps a record of all contact details and medical histories of participants. In addition, he/she is responsible for all public relations material such as event posters or letters to members as decided upon by the club committee.
He/she will:
- Be responsible for the day to day business and administration of the club.
- Maintain adequate records and attendance of all members and former members of the club.
- Liaise with and provide documents or member details as required by the British Gymnastics Association and its affiliates.
- Manage and ensure action on club correspondence including legal and insurance matters.
- Manage and ensure action on club correspondence with regards to Companies House..
- Record and deal with disciplinary matters in accordance with the policies or constitution as necessary.
- Ensure all relevant forms and publications are with the responsible committee members and make the system available to members.
- Ensure that the Appropriate Policies are circulated to the appropriate personnel and that they are widely available in the club through notice boards, or available upon request.
- Ensure that any amendments to the Constitution or Policies as may be made from time to time are included in an updated version as soon as possible.
- Ensure any Accident Reports, Hazard I.D. Reports, Health & Safety Audits, etc are retained as club records as decided by the Committee.
- Work in partnership with other committee members and the coaching team.
- Be responsible for all hall hire times/dates and payments.
- Record all session fees into a database to determine class numbers.
- Create and update session register software.
- Be responsible for storing membership forms and personal details of all members securely both in hard and digital formats.
- Chase up any outstanding session/competition fees.
- Ensure gymnasts have relevant Insurance cover from British Gymnastics.
Director Of CoachingF Ison
The Director of Coaching is responsible for the recruitment, development and management of gymnasts and coaches at the Club. In addition their knowledge is what the committee must abide by in matters directly relating to the teaching of Gymnastics.
Responsibilities:
- Develop and implement a coordinated coaching programme throughout all sections of the Club.
- Co-ordinating the implementation of the Club’s “agreed code of conduct” throughout all sessions and competitions.
- Oversee the implementation of a Long Term Gymnast Development programme throughout the Club.
- Take responsibility for the recruitment and retention of gymnasts, assistant coaches and management and developing and maintaining links with local schools and organizations.
- Provide succession planning to ensure that qualified coaches are appointed to all gymnasts and that they receive the appropriate training required by attending designated coaching courses.
- Report to the Committee on Gymnastics matters and make recommendations on improvements/initiatives that need to be implemented.
- Set Competition schedules for appropriate Gymnasts at the start of each year.
- Liaise with the assistant coaches and the committee on matters such as routines, displays, session times, replacement equipment, new equipment, etc
- Be aware of all administrative procedures regarding gymnast registration and eligibility.
Welfare OfficerL Robb
The Club Welfare Officer is appointed by a club to implement the directions of the British Gymnastics Association Regional Welfare Officers and to advise the Committee on any new systems that need to be implemented.
He/she will:
- Act at all times in the best interests of the gymnasts and their guardians.
- Be fully familiar with the provisions of the Code and Policy and with such further information and requirements as may be provided or put in place by BGA.
- Communicate with the appropriate BGA Regional Welfare Officer as they consider it necessary to do so, or any matter in relation to the gymnasts on which the advice or directions of the BGA are required.
- Receive from the BGA Regional Welfare Officer advise, information and directions and act accordingly.
- Inform the committee of requirements made by the BGA Regional Welfare Officer with the proposed action choices to be taken.
- Ensure that they are in a position to respond accurately and promptly to queries from the BGA Regional Welfare Officer as to the welfare of any gymnast in the club generally or in relation to any specific incident which may occur.
- Be the contact person in the club for any guardian or Statutory Authorities regarding the welfare of gymnasts who are members of the club.
Health & Safety OfficerVacant / L Robb
The Health & Safety Officer will ensure that the health and safety is managed in a proactive manner within the club and that all club activities are in keeping with the maintenance of a safe environment.
He/she will:
- Monitor health and safety issues within the club and make recommendations, if necessary to the committee.
- Ensure that a number of members are trained on an annual basis in first aid and in the use of fire extinguishers.
- Ensure that all equipment is checked before any session either in person or by a delegated member who has been advised on any potential issues that may occur in any piece of equipment that they are delegated to check.
- Ensure that all equipment checks are accurately recorded and that those records are kept securely as defined by the committee.
- Ensure that each and every new piece of equipment has been rigorously tested and a risk assessment carried out on it, for the nature of use for which it is intended,
- Ensure that each equipment assessment are made available to anyone who will be monitoring the equipment and that they understand the proposed usage of the equipment.
- Ensure Adequate First-Aid Equipment is available at all sessions.
- Ensure there is at least one person trained in first aid attending every session.
- Ensure that all incidents are reported in the Accidents and Incidents Book. And signed by the gymnast or gymnasts parent/guardian and any other involved parties.
Head Fund RaiserL Kennard
The Head Fund Raiser will endeavor to raise funding via grants or any other sports related cash generation method as deemed suitable by the committee within the local or national area ensuring no laws are broken or unwanted attention is brought towards the club or its members.
He/she will:
- Advise the committee on any available funding options and any specific criteria that will need to be met.
- Register and liaise with any funding services, such as the CVS or any other organizational bodies for the purposes of locating fund raising, or sourcing fund raising ideas.
Once a viable funding method has been agreed upon by the committee.
He/she will:
- Obtain and complete any necessary paperwork and/or applications that will be required by the funding event/organization, to the best of your ability.
- Monitor the progress of applications and keep the committee informed on any obstacles that need to be overcome.
- Organize and plan all aspects of the funding event, to the best of your ability.
- Liaise with the Community Liaison Officer about any potential media involvement.
Once a funding stream has been awarded or event finalized.
He/she will:
- Ensure that all criteria of a funding agreement are upheld and all necessary documentation is recorded and held safe until such time as is needed by the funding stream organization.
- Report to the committee on the outcome of the funding event/grant and whether it was within the expected funding plan.
Gymnasts RepresentativeW Midgley / P Clarke-Taylor
The Gymnasts Representative will be the primary contact for the participating gymnasts of the club, their role is to be an unbiased information center for any and all questions a gymnast may have.
He/she will:
- Advise the committee on any issues raised by the gymnasts and offer an acceptable solution that maybe agreeable to both the committee and the gymnasts
- Regularly liaise with all the gymnasts in the club to gather points of interest, concern, ideas or any other matters to bring up at upcoming committee meetings.
- Act as a ‘Spokesperson’ for all gymnasts and give a ‘Gymnast’s Point of View’ at relevant committee meetings.
- Be prepared to listen to gymnasts as they may talk to you about other issues, report any relevant concerns to the ‘Welfare Officer’.
- Ensure to remain supportive of the gymnast while pointing out the possible reasons for any disputes they may have.
Parents RepresentativeN Clarke-Taylor
The Parents Representative will be the primary contact for the participating gymnasts parents/guardians, their role is to be an unbiased information center for any and all questions a gymnasts parent guardian may have.
He/she will:
- Advise the committee on any issues raised by the gymnasts parents/guardians and offer an acceptable solution that maybe agreeable to both the committee and the gymnasts parents/guardians.
- Regularly liaise with the gymnasts parents to gather points of interest, concern, ideas or any other matters to bring up at upcoming committee meetings.
- Act as a ‘Spokesperson’ for all gymnasts parents/guardians and give a ‘Parent’s Point of View’ at relevant committee meetings.
- Be prepared to listen to gymnasts parents/guardians as they may talk to you about other issues, report any relevant concerns to the ‘Welfare Officer’.
- Ensure to remain supportive of the gymnasts parent/guardian while pointing out the possible reasons for any disputes they may have.
SecretaryA Midgley
The Secretary manages, processes and maintains a record of all incoming and outgoing correspondence and club documents. In addition, he/she records the deliberations and decisions of the club committee.
He/she will:
- Organise AGM, Executive Committee and club meetings.
- Attend meetings as required by the Committee.
- Create and distribute agendas for forthcoming meetings ensuring that all topics that need to be discussed are entered.
- Be Responsible for the accurate record keeping, creation and circulation of the minutes from meetings.
- Any discussion, reports or suggestions relating to the General or Committee Meetings are recorded and actioned upon within the timeframe outlined in the constitution.
- Any correspondence relating to the club is brought to the attention of the appropriate Committee member and any subsequent actions are recorded.
- If requested by a committee member reply to correspondence in accordance to the committee’s decision on the matter.
Schools Liaison OfficerVacant
The School’s Liason Officer will be the primary contact for the surrounding schools and colleges, their role will be to create and build partnerships and taster sessions with local educational authorities to promote and build the Clubs membership base.
He/she will:
- Form useful and productive partnerships with surrounding schools and colleges on a ‘give and take’ basis. Ensuring that both sides gain something from the partnership.
- If needed appoint coaches to run a taster school session or club with which to feed in new members and inject the sport of gymnasts into the school curriculum.
- Become the primary contact person for all schools interesting in setting up a partnership.
Community Liaison OfficerVacant
The Community Liaison Officer will endeavor to raise the profile of the club in the community through information, publicity and promotion.
He/she will:
- Ensure the submission and distribution of press releases, articles, newsletters and reports internally and externally.
- Responsible for advertising the club, its activities and to highlight the work of volunteers.
- Create a local media contact list.
- Co-ordinate competition reports, histories and media photo’s for all gymnasts to be forwarded to local press. Ensure guardians permissions where applicable.
- Invite local press and media to events, as agreed by the committee or within reason for any impromptu positive media opportunities.
- Undertake the role of website media releases ensuring it is consistently updated.
