The Chairman role is important as if a CEO of a company. He sets the culture and tone of the committee, and partly of the club. He should also think strategically and lead the club direction. His interest and input can be progressive or regressive to the health and legitimacy of the club.
Emergency Action
If an emergency arises involving a member or members of the club the President, Chairman and Secretary will consult together in person or by phone as soon as possible and decide what action needs to be taken and what statement, if any, should be made to Club members and/or the general public.”
Duties & Guidance:
- The Chairman schedules and chairs committee meetings once every 4 – 6 weeks. I have found Monday nights work best, usually 7.30pm in the Teachers. The snooker room is always free. Monday is usually a free night for most people.
- Work with the Secretary and set an agenda for every meeting. Ensure it is emailed out. Also ensure the previous meeting minutes have been circulated beforehand. Sometimes remind people on their tasks in advance, or ask them to read the minutes and perform their actions.
- Meetings should be sharply managed to get through an agenda. Go through outstanding actions minuted from last meeting and get closure where possible. Spend as little time as possible going through each officer’s brief (i.e. their report, 2 mins each), although spend time with new officers in new roles. Make sure they are comfortable, with access to help and advice.
Always have several particular items to discuss and progress. Aim to be developmental, not a static club. Look at problems and solve them e.g. like ways of getting new members to join and remain long-term members. Think of ways of getting non-committee members to do small projects, keeping the club vibrant. There is a lot of expertise in the club e.g. Legal, carpentry, accounting, admin, so use this manpower.
Be firm at meetings, driving the agenda. Cut out small talk and tangential discussion. Always keep to the main points – important points – and always try to be closing them. Get decisions made, actions assigned to owners and deadlines agreed for things to happen.
On committee email discussions, should arguments develop on contentious topics, stamp them out quickly by transferring the matter(s) to the next committee meeting for discussion. - The AGM is held every November. Get notification out at least 6 weeks in advance. Best by the Newsletter.
The President always chairs this meeting. Have a written report ready of the events of the year, main committee dealings, and thank all club members who did things for the committee & club. Mention club progress and achievements. Note any deceased members. - Always try to have new officers waiting in the wings to take over retiring officers, prior to the AGM. Use the network. Choose officers wisely. Aim to handpick.
- Keep external relationships up. Mainly MI. Make sure the club is represented at external meetings. Sometimes this is symbiotic e.g. the Dalkey Quarry Protection initiative. Also MI needs our direction. Also maintain relations with The Alpine Club particularly and, where possible, with other bodies such as The Himalayan Club and Indian Mountaineering Foundation.
Also have others in the outdoor world present and give winter talks to the club.
Useful Man-management advice. Ensure/check the following:
Hut & warden: the hut remains financially in the black and with enough bookings. Winter causes damage so repair costs will be necessary. Officer to check club insurance on hut cover occasionally (currently MI policy covers, along with our club policy). Officer to check trustee list occasionally.
Publicity: a newsletter out 3 times per year. New routes/achievements to be written on back pages of each issue. Publicity officer to keep his ear to the ground as to what’s happening and proactively get written reports from people. Officer to update other organisations & websites on IMC club details.
Meets. A meets list for the year to be established with owners as early as possible in the new calendar year. Officer to plan ahead for indoor meet speakers and proactively communicate indoor meets on other clubs/websites.
Secretary. Chairman to check all minutes and email all other committee members the updates/comments so they get in habit to do likewise.
Training. Ensure the officer has enough manpower support for courses.
Treasurer/Membership: Provide ideas & guidance where needed.
Ordinary officers: Get them involved helping out other officers or leading small projects
Website:
Archive: Check proper management of archive is being done with the Secretary i.e. for the benefit of future historians.