Committee Roles

Committee members are members of their respective sports and societies who have been elected or otherwise nominated into specific roles by their members. The committee members share collective and individual responsibility to run their club in line with the aims and objectives of the club. Collectively they should provide a united front and work together. As elected members, the expectation is that committee members perform their role without bias and they treat all members of their sport or society equally. 

 

President/Chair

The President/Chair is the lead committee role in clubs or societies. They are usually the main contact with the Students’ Union and represent their student group at important functions, events, meetings, etc.  

Their responsibilities include  

• Overseeing the club on a day-to-day basis.  

• Ensuring the appropriate conduct of their members and fellow committee members  

• Chairing committee meetings and the annual general meeting (AGM).  

• Being actively involved in the development of the club and accomplishing objectives and aims

• Planning and organizing key events, fundraisers, trips, competitions, etc.

• Leading on membership and committee recruitment drives

• Representing their club at events and activities 

• Managing the committee effectively and delegating tasks as appropriate  

• Making key decisions in consultation with other committee members.  

• Passing on the information they receive from HISA to the relevant committee member(s).  

• Working with the Treasurer to manage accounts, authorize payments, and pursue fundraising.  

• Ensuring handover/continuation processes are completed for the next academic year 

• Ensuring that all relevant affiliations and agreements are in place.  

 

Secretary/Vice-President

The secretary or vice-president is the key administrator for a society or club.  They should support the president and take over president duties at meetings if the president is absent.  They are also the lead for safety and risk. Writing and submitting risk assessments for approval from HISA are some of their most important duties.

• Taking minutes at meetings and distributing them to members 

• Maintaining the club's records and important documents 

• Assisting the president with planning and organizing events and activities 

• Keeping an up-to-date membership list and attendance records. 

• Handling correspondance in coordination with the President 

• Assisting with budget management and fundraising efforts 

• Submitting annual and event risk assessments 

• Collecting venue, facility, or guide information concerning certification, inspection, licenses and so on in order to prove that an external partner or resource is up to date on the appropriate health and safety regulations 

• Making HISA’s recommended safety adjustments to activities or events  

• Maintaining emergency contact information for participants 

• Making sure relevant contact information for safety and health services is available during all club activities  

• Reporting any accidents or safety incidents promptly to HISA 

 

Treasurer

The treasurer is responsible for the financial wellbeing of the club and is expected to have good understanding of financial procedures and budget status. The treasurer works with the President on budgets and fundraising and is in charge of the processes of payment and repayment.  

Responsibilities include: 

•  Managing the club’s income and expenditure and providing HISA with budget information.  

• Keeping the President regularly informed of the club’s finances and updating members at relevant times 

• Paying bills and recording information about payment, transactions, invoices, etc.  

• Ensuring that all funds (gained through cash, cheques or by electronic means such as PayPal accounts) are recorded and deposited into the club account 

• Signing/approving claim forms where appropriate 

• Submitting funding applications with  the President and overseeing that all conditions of funding are met 

• Overseeing that funds are spent appropriately according to approved expenditures  

• Maintaining records in order to submit to any audit requests 

• Preparing all financial records for handover at the end of the year