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Outer Banks Running
Club - Officer Position
Position Descriptions
Officers of the Outer Banks Running Club
Final as of January 10, 2007
President:
-- Presides over all meetings using parliamentary procedure
-- Develops meeting agendas and notifies all members of meetings
with agenda
-- Is familiar with all RRCA/USATF club regulations and insures
adherence locally
-- Insures RRCA/USATF dues are paid annually, including officer
insurance, and equipment insurance, if applicable
-- Is liaison to RRCA/USATF insuring all OBRC club races are
properly managed and insured
-- Is the official spokesperson for the organization with media,
followed by the First Vice President, and the Immediate Past
President
-- The president occasionally secures guest speakers for meetings
-- Secures discounts associated with club membership cards
-- Is the liaison between the club and the race organizing
committees (OCs) of races OBRC manages, and insures that club
management rules for these races are adhered to by the OCs.
-- Promotes the club whenever possible, and actively recruits
members
-- Maintains a broadcast email list of club members and sends out
the secretary's minutes after reviewing and editing them, to all
club members
-- Approves all Public Relations before it is sent to media
-- Is the event director for at least one annual club race
-- Insures that the club has at least four club-staged races during
the year
-- Develops at least one running clinic each year to present to
cross country and track and field runners, and Physical Education
classes, at the local high schools and middle schools
-- Consults with and guides the officers and their associated
committees
-- Trains all officers and other club members how to stage an event
as a race director, and works with the First Vice President on how
to assume the presidency
-- Is eligible to write checks from the club bank account to pay
bills
-- Receives the bank statements monthly for OBRC and reviews them
before giving them to the treasurer
First Vice
President/Marketing and Public Relations
-- Is the successor to the president the following year and fills in
for the president in his/her absence
-- Develops a comprehensive communications plan for the club
including goals and specific media strategies to meet those goals
-- Recruits members of the club to serve on a Marketing and Public
Relations Committee to help accomplish the communications plan, and
serves as chairman of the committee
-- Is the club historian and posts and updates a history column or
timeline on the club website
-- Oversees the work on the web site and all content. Content
includes calendar of events, results, administration (list of
officers and contact email addresses and phone numbers, bylaws,
minutes, mission and goals, officer position descriptions, and
schedule of upcoming club meetings, etc.). Manages the webmaster and
any other managers of the web team. Relatedly, insures that the club
web link is posted on managed race web sites, such as the OBX
Marathon site, Kiwanis Nags Head Woods site, etc. and also on the
Dare County, Chamber of Commerce and Tourism bureau sites, and that
those site URLs are posted on our web site, etc. RESULTS of
club-staged races should be posted within one day of the event.
-- Continually promotes the club by issuing news releases to the
newspapers and public service announcements to local TV and radio,
including upcoming events, race coverage and results, notice of
upcoming meetings, new officer announcements, accomplishments,
goals, history, etc. Race results and associated stories and photos
should go out to newspapers no later than the next day after a
club-staged race.
-- After reviewing PR items with the president before issuing them
to the media, share the items with the secretary, who would then
send them out to the club members as a courtesy before they are
published
-- Works with race directors on entry form design, and develops and
distributes flyers promoting club events
-- Work with the treasurer to explore the best way to merchandise
our products (race entry, club entry, T-shirts, apparel, etc.) on
the site, including PayPal, active.com, etc.
-- Investigates club merchandise for sale, including shirts and
hats, and orders such merchandise as approved by the club
-- Insure that club race applications and membership info is
included in managed race packets and that the club is represented at
a free booth at sanctioned club Expos.
-- Is the race director for at least one club-staged race during the
year
-- Reports to the club membership at all meetings
Second Vice President &
Treasurer
-- Succeeds the First Vice President the following year
-- Develops a financial plan for the club and keeps the club in
financial good stead
-- Recruits members of the club to serve on a finance committee, to
help accomplish the goals of the finance plan, and serves as
chairman of the committee
-- Maintains the club financial ledger and balances the ledger
-- Maintains the club checking account and is the primary bill payer
and check signer
-- Submits financial statements to the president monthly for review
and sign off
-- Reports to the club membership at all meetings on club financial
status
-- Works with the RRCA to gain 501C3 federal tax exempt status, and
to file the appropriate paperwork with RRCA to maintain it
-- Develops North Carolina state tax-exempt status and the
associated paperwork
-- Develops an electronic merchandising system in conjunction with
the First Vice President, so club race entry fees, membership fees
and merchandising fees can be paid via our web site (PayPal,
active.com, or another method)
-- Is the funnel into the club for new members and renewing members.
Updates and maintains the club membership entry form, and receives
the forms and checks for dues. The form should note that adults who
join between July and December pay only $12.50.
-- Maintains ongoing an accurate data base of members, which
includes mailing addresses, email addresses, phone numbers, age, and
how long the member has been with the club. Charter members who
founded the club in 2005 and paid a $50 initial fee should be
flagged on the roster.
-- Issues membership cards with a “member since” date, and an
expiration date, which is laminated. Charter members should be so
noted on the cards.
-- Is proactive in recruiting new members and renewing members.
Sells memberships at OBRC events and club-sanctioned events, such as
at the OBX Marathon.
-- Work very closely with the OBRC secretary and be certain to
provide the secretary with new member address information ASAP on a
going basis, including email addresses
-- Is the race director for at least one club-staged race during the
year
Third Vice President &
Secretary
-- Succeeds the Second Vice President the following year
-- Develops an member education plan for the club and keeps the club
apprised of key happenings
-- Recruits members of the club to serve on a member education
committee, to help accomplish the goals of the plan, and serves as
chairman of the committee
-- Works with the treasurer to insure the club has an accurate and
continuously up to date membership roster, including mailing
addresses, email addresses, phone numbers
-- Develops an up to date broadcast email list of club members as a
backup to the president's list, in case the secretary needs to issue
notices or minutes to the members in the president's absence. The
secretary should continually communicate with the president and
treasurer to let him/her know when member email address info is
added or changed.
-- Work with the First Vice President and President to issue public
relations info via broadcast email to the members, as appropriate,
to educate them on key happenings.
-- Maintain up to date address labels for post cards or mailings to
members, and be sure the treasurer has ample copies so he or she can
send membership cards out in the mail
-- Work with the First Vice President to develop official club
stationery
-- Reports to the club membership at all meetings
-- Is proactive in recruiting new members of the club, and should
sell memberships at club events and club-sanctioned events, such as
the OBX Expo
-- Can write checks from the bank account, if needed
-- Is the race director for at least one club-staged event during
the year
Fourth Vice
President/Training and Coaching
-- Succeeds the third Vice President the following year
-- Develops a training and coaching plan for the club
-- Recruits members of the club to serve on a training and coaching
committee, to help accomplish the goals of the training and coaching
plan, and serves as chairman of the committee
-- Is the go-to person for club members on coaching and training
questions and should be well studied and experienced on running
issues and reference materials
-- Directs club members on the best places to learn about developing
their training plans and paces, and associated race planning
-- Attends mostly all of the weekly club training runs and suggests
the workout of the day and leads stretches, calisthenics, strength
exercises, etc.
-- Is the “head coach” of the club and provides clinics associated
with club meetings, or separate from club meetings
-- Encourages running, racing and membership in our club for youths
in the school system, bringing club membership applications to
teachers
-- Keeps the club award ribbons in stock (1st, 2nd, 3rd, 4th, 5th,
and finisher places), by working with the treasurer, and works with
the treasurer on securing trophies, as needed
-- Reports to the club membership at all meetings
Immediate Past President
-- Is a consultant to the officers to insure year over year
continuity
-- Promotes the club throughout the community and serves as a
spokesperson at the president's request
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