• Committee Info!!!

• UPSU Home
• Pole Dancing Home
• Pole Dancing News

► Committee Info!!!

The UPPDC Committee for the year 2008-2009

Nicola Ashurst- Chair

Jenifer Knight- Secretary

Sophie Langford- Treasurer

Jen Henderson- Safety officer

Emily Harris- Promotions and Marketing

Emma Thorpe- Social Secretary

Katey Roake- Team Captain

Gillian Horsley- Assistant Team captain

Role of the Chairperson/President/Commodore
What-
The Club/Society Chairperson acts as the spokesperson for the Club/Society and
will need to delegate tasks to other Committee members.
Why-
The chairperson is the first point of contact for the Club or Society and has an
overview of all the Clubs/Societies activities.
When-
The Chairperson will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Chairperson should be defined and agreed by the Committee but general responsibilities include:
To oversee the running of the Club/Society.
To be present at all major functions concerning the Club/Society including:
 Budget Meetings
 Colours Meetings
To act as the Club/Societies first representative to external bodies.
To attend the Clubs and Societies training sessions.
To agree the agenda for each committee meeting with the Secretary and to chair these meetings ensuring that the meeting runs smoothly.
To chair the Annual General Meeting (AGM)
To provide the Sports and Societies Office with a development plan in March, post Annual General Meeting (AGM)


Role of the Secretary
What-
The Secretary will deal with the administration of the Club/Society and will be the
central point of communication for the whole club.
Why-
To ensure that the Club/Society is efficiently administered and that meetings take
place regularly.
When-
The Secretary will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Secretary should be defined and agreed by the Committee but general responsibilities include:
To draft the agenda for each committee meeting with the Chairperson, to take minutes of the meeting and write them up.
To book a room for meetings at Reception.
To distribute minutes to the committee members and keep a record of the minutes.
To maintain current records of membership and contact details.
To ensure that all members are kept informed of all relevant information.
To deal with any correspondence on behalf of the Club/Society.
To maintain up to date records of committee members contact details and distribute them to the other members, including vacation details for use if needed.
To update the Club/Society Constitution whenever changes are made at the Annual General Meeting (AGM).
To provide the Sports and Societies Office with a written report
summarising any issues that have arisen and reporting on the successes of the year, this should be done after the AGM.
To inform the Sports and Societies Department of any changes in contact details or changes to Constitution.


Role of the Treasurer
What-
The Treasurer conducts the financial affairs of the Club/Society in accordance with UPSU financial regulations.
Why-
To ensure that Club/Society funds are correctly administered and to ensure that all monies collected from members are paid promptly and in full.
When-
The Treasurer will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Treasurer should be defined and agreed by the Committee but general responsibilities include:
To be responsible for the Club/Society money and ensure that funds are managed appropriately and accurate records are kept.
To collect and bank all funds owing to the Club/Society promptly.
To pay all bills and affiliations and ensure that there is no overspend on your accounts.
To submit budget requests in good time and liaise with the Sports and Activities Officer regarding your budget.
To attend the Clubs and Societies training sessions.
To report the financial position of the Club/Society to the committee on a regular basis and to write a finance report for the Club/Society Annual General Meeting (AGM).

Role of the Safety Officer
What-
The Safety Officer identifies and minimises any risk to the safety of Club/Society members.
Why-
To ensure that all Clubs/Society activities are conducted safely.
When-
To Safety Officer will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Safety Officer should be defined and agreed by the Committee but general responsibilities include:
Is the primary contact with the Health & Safety Advisor
To ensure that all Club/Societies activities/events have a qualified first aider present with a complete first aid kit.
To update the Club/Society Code of Conduct and Risk Assessment form each year before budget applications.
To ensure that the Code of Conduct and Duty of Care document are read and understood by all members and for the documents to be readily available if needed.
To insure that all members have read and understood the UPSU Safety Statement and signed to agree that they understand it. This should be done each year and list of signatures have to be returned to the Sports Office.
To hold a file of Group Leaders/Instructors, Instructors
qualifications/certificates, together with a copy of all First Aiders
Certificates and to provide the Sports Office with a copy of the file. This file must be kept up to date and the Sports Office must be notified of any changes.
To make sure that all equipment used is safe and to carry out regular checks on equipment.
To attend all training courses and instruct Group Leaders/Team Captains on risk assessment.
To carry out regular risk assessments throughout the year.
To ensure that all accidents and near misses are recorded using
society/club accident records.

Role of the Social Secretary
What-
Many Clubs/Societies have a Social Secretary to organise social events for members.
Why-
Social activity forms the core of Club/Society activity, many Clubs/Societies form the basis of Students social framework throughout their time at University.
When-
The Social Secretary will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Social Secretary should be defined and agreed by the Committee but general responsibilities could include:
To discuss ideas for social events with the Committee and draft a social planner.
To organise the annual Club/Society dinner.
To organise a social event at the start of the year to be advertised at the Freshers’ Fayre so that new members can interact with the existing
members.
To liaise with the Treasurer over Club/Society funds available for social events.
To liaise with members to find out what social events they would like and to advertise events.
To liaise with the safety officer to ensure safety is considered when
organising socials.


Role of the Team Captain
What-
Many Clubs have Team Captains, this is useful when your Club comprises of many teams. The Team Captain must be of a suitable standard for that squad i.e. 1st Team Captain needs to be of 1st Team standard.
Why-
The Team Captain co-ordinates an individual team to ensure the most competitive team takes part in a fixture.
When-
Team Captains will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Team Captain should be defined and agreed by the Committee but general responsibilities could include:
To organise trials in October, if you have a Summer club you may also need to hold trials in the Spring term.
To select the squad and make any squad changes.
To liaise with other Team Captains and the Committee.
To organise their teams fixtures and develop a fixtures list (some clubs have a fixtures Secretary) To ensure that pitches/courts are booked well in advance with the Sports Department.
To book referees/umpires and to organise transport to and from matches, some Clubs may have separate positions for this.
To collect Match Fees, where appropriate, and pay money directly into the Club account. You must keep a record of payments to umpires/referees.
To select players for the matches on a fair basis and explain the criteria for selection to players beforehand i.e. standard, availability, commitment, attendance)
To ensure that players know what is expected of them in terms of
commitment and attitude towards training and competition.
To communicate with the players and to listen and react appropriately to any problems which may arise.
To report any accident or incident to the Safety Officer.
If your team is involved in BUSA you will need to confirm your team and where necessary your match official/s on the Monday morning with the Sports and Societies Department.

Role of Marketing/Promotions Person
What-
A member of the committee in charge of clothing and merchandise orders and promotions, also advertising events, research and development of the club.
Why-
To make the club stand out and get noticed, to give members the best service and accurate notifications.
When-
The Marketing person will be elected at the Annual General Meeting in February.
How-
The individual tasks of the Marketing person should be defined and agreed by the Committee but general responsibilities could include:
Dealing with clothing orders, notifying members of events, helping social secretary in arranging venues and promoting the club.
To update the committee on all new developements.
To introduce ideas to the committte for the club to progress.
To attend all club meetings.