Board Member Job Descriptions

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:

  •  To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  •  To attend Board meetings as and when required As Chair
  •  Liaising with the Secretary regarding Board meetings and their agenda and minutes.
  •  Providing leadership to the board
  •  Taking responsibility for the board’s composition and development
  •  Ensuring proper information for the board
  •  Planning and conducting board meetings effectively
  •  Getting all directors involved in the board’s work
  •  Ensuring the board focuses on its key tasks
  •  Engaging the board in assessing and improving its performance
  •  Overseeing the induction and development of directors
  •  Responsible for the induction of any successor
  •  Any other duties as required from time to time that are commensurate with the post

Main Contacts: Other Directors and Officers of AUK. Individual members of AUK
Other Contacts: Other clubs and Associations, the general public, Companies House
Dated: February 2014

 

 

 

 

 

 

Annual Honorarium: £750.00

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of three years from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:                            

  • To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  • To attend at Board meetings as and when required

As General Secretary:

  • To prepare Agendas for Board meetings in consultation with other Directors and members of the Company as appropriate.
  • To produce Minutes of all such meetings, communicating these to other Directors and all members of the Company to keep them informed of the actions and decisions of the Board.
  • To prepare Agendas for General Meetings including the Annual General Meeting, receiving motions for discussion from the Board and members of the Company. To receive and collate nominations for elections at these meetings. To produce and publish Minutes of such meetings to keep the members informed of the decisions made there.
  • To liaise with other Directors and Delegates to ensure the smooth operation of the Board and the Company.
  • To explain the Board’s policies to members and event organisers as required.
  • To correspond on behalf of the Company with other associations and the general public as required.
  • To receive complaints from members, event organisers and the general public, to investigate them in consultation with all the members involved (where known) and relevant Directors, To resolve them, as far as possible, advising all parties of the outcome.
  • To file the annual Companies House Return and to update their records of the Company’s Directors at other times when necessary.
  • To compile an annual review of Accident Reports produced for publication in the Club’s Magazine as an attempt to improve riders’ awareness and safety.
  • To produce an annual list of award winners for the Annual Awards Secretary, after liaising with other relevant Directors. To advise all such winners of their success and circulate the list additionally to the Board.
  • To maintain other records as may be requested, from time to time, by the Board.
  • Responsible for the initiation and development of regulations and policy.
  • Commissioning the online AGM information and voting process.
  • Responsible for the induction of any successor
  • Any other duties as required from time to time that are commensurate with the post

Main Contacts: Other Directors and Officers of AUK. Individual members of AUK Other Contacts: Other clubs and Associations, the general public, Companies House

General Requirements for Audax UK Directors

All board members are officials with particular areas of work, most of which require some technical skills, at the very least the ability to use a computer for word processing. Prospective board members are expected to own a computer, or be prepared to quickly acquire one (at AUK expense). Email and internet access, preferably broadband, are required.

In the sudden absence or incapacity of any board member the others should be able to either carry out whatever duties of that member are essential, or quickly authorise a suitable delegate. To this end it is vital that new board members should acquaint themselves with existing officials and take an interest in their work.

Board members are jointly responsible for the actions of individual members in carrying out their official duties. To this end it is the responsibility of each board member to maintain regular contact with other board members. Prospective board members are expected to have, or be prepared to quickly acquire (at AUK expense) email. Prospective board members should be Randonneurs, preferably Super Randonneurs with experience of organising Brevets de Randonneurs, preferably successful LEL or PBP riders.

Dated: July 2015

Audax United Kingdom Long Distance Cyclists' Association Ltd. Company No. 05920055 registered in England & Wales
Registered Address: Unit 6, Whitelands, Terling Road, Hatfield Peverel, Essex  CM3 2AG

To be added

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities:

As a Director:

  • To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  • To maintain regular contact with other Board members.
  • To attend at Board meetings as and when required

As Publicity and Publications Director

(1) Works with a team of delegates, delivering the following functions and any others required:

(a) Publicity

  • To promote Audax UK and publicise events run under its regulations, including producing compelling content for the Audax UK website;
  • To manage Audax UK's social media, such as Twitter, Facebook and internet forums;
  • To commission articles and images for publication;
  • To negotiate with magazines, newspapers and online media to publish articles about Audax UK and events;
  • To develop Audax UK's presence at shows and events. (b) Publications
  • To liaise with a print shop (at present Headley Brothers), the editors and the membership secretary to produce a publication and distribution timetable, for hardcopy, regular, newsletters or magazines (at present Arrivée)
  • To oversee publication of approved events in Arrivée.
  • To oversee publication of official information from the board and organisers in Arrivée.
  • To oversee publication of selected articles and images from AUK members (and occasionally from similar riders or organisations) in Arrivée.

(2) Responsible for the induction of any successor

Main Contacts: Delegates, The Editorial Team, Membership Secretary, Printers of Arrivee and other publications (currently Headley Brothers), representatives of printed and electronic media, TV, and radio.
Other Contacts: Other members of the Board, members of AUK

Specific Requirements for this Post


Executive/Portfolio Directors may be required to perform at least some of the work in their portfolio. The personal requirements for this post may, therefore, include some of the following:

(a) Publicity

  •  A creative person with an outgoing personality, who enjoys working with other people.
  •  Familiar with social media and possessing basic IT skills.
  •  An ability to write interesting press releases and articles
  •  Commissioning and sourcing articles and images from other people.

(b) Publications

  • Responsibility for editing and production of individual publications is often delegated.
    · All material is edited, typeset, laid out, scanned and prepared for printing by the relevant editor or collator, so the ability to use desk top publishing and graphics software is required, as is a good command of English.
  • Experience of the full range of AUK events.

Dated: August 2014

 

 

 

 

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:

  •  To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  •  To maintain regular contact with other Board members.
  •  To attend at Board meetings as and when required

As Events Services Director:

  • Works with a team of delegates delivering the following events support services and any others required:
  • Validation
  • To process the validation of calendar events at all distances and to keep accurate and up to date records
  • To procure validation stickers each season
  • To account for monies paid by organisers in fees and bank them, advising the Treasurer accordingly
  • To collect Accident Reports sent in by organisers and pass them to the Company Secretary for statistical analysis
  • To issue medals and badges ordered by organisers
  • To procure and maintain stocks of medals and badges for sale to organisers and riders
  • To respond to enquiries from organisers and riders in a timely manner, resolving those queries where possible
  • To receive Homologation stickers from ACP and attach to cards for BRM events
  • To act as Assistant Validator for LRM events during AUK’s period of Vice Presidency of LRM

(b) Recording

  • Maintain the Audax UK records database of properly validated rides completed by members riding calendar events
  • Receive and resolve queries from members on recording of rides and backdating of rides for new members
  • Record rides undertaken outside the UK where members provide the required information
  • Record and maintain the records of awards and achievements for the Handbook and the “Hall of Fame” on the web site
  • Receive and process end of season claims for records and awards
  • Update the web site records and pages as required
  • Manage the sale and stock of medals and badges for awards achieved by members and non- members
  • Liaise with ACP and LRM on homologation of BRM and LRM events

(b) Brevet card Production

  • Produces brevet cards as ordered by event organisers and dispatches these and various sundries also ordered to those organisers in a timely fashion
  • Issues invoices and copies to organisers and validators respectively for orders of brevet cards and sundries
  • Manages the stock of brevet cards and sundries
  • Keeps accurate and up to date records of cards produced each year and expenses incurred i.e. postage and packing, stationery etc.
  • Also produces brevet cards for Permanent events.

(2) Responsible for the induction of any successor

Main Contacts: All Board Members, Events Support delegates, Systems Lead, Event Organisers, ACP/LRM Correspondent, ACP. LRM

Other Contacts: members of AUK Dated: August 2014

 

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:

  •  To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  •  To attend at Board meetings as and when required

As Events Secretary:

Responsible for managing the system of Audax UK calendar events and organisers as defined in the AUK regulations.

Duties:

Overall responsibility for the system of AUK events, organisers and mentors, including:

  • Maintaining Audax UK Event Regulations and Appendices
  • Producing and maintaining the Audax UK Organisers Handbook; and Policies and

Procedures relating to AUK Calendar Events

  • Communicating changes to AUK regulations, appendices, policies and procedures to event organisers
  • Preparation and submission of the Calendar of BRM Events to Audax Club Parisien (ACP)
  • Co-ordinate the team of Events Delegates to:
  • Process applications for new, upgrading and returning event organisers
  • Validation of event routes to ensure integrity of event distances
  • Liaise with event organisers to manage the registration and publication of events in the AUK Calendar of Events
  • Responsible for the induction of any successor
  • Any other duties as required from time to time that are commensurate with the post

Main Contacts

Events Delegates, Event Organisers, AUK Systems Manager, Validation Secretary, Brevet Card Secretary.

Other Contacts

AUK Publications Manager and Arrivée Editors, ACP Correspondent Dated: November 2013

 

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:

  • To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  • To attend at Board meetings as and when required As Permanent Events Secretary

Overall responsibility for Audax UK “Permanent Events” as defined in AUK regulations and including:

  • Fixed route Permanent Events within UK Fixed route Permanent Events abroad (PRoFS)
  • Fixed route Permanent Events ridden in place of “snow---cancelled”
  • Calendar Events
  • Free route “Do It Yourself” (DIY) Permanent Events
  • Free route “Extended Calendar Events” (ECE)

Duties:

  • Vetting and approval of new Permanent Event organisers
  • Checking and approval of new fixed route Permanent Events
  • Maintaining up to date list of Permanent Events in AUK Calendar and publicising new events
  • Creation of Permanent Event brevet card masters
  • Maintaining overview of DIY event organisers team
  • Printing and supply of Permanent Events brevet cards to organisers
  • Validation of Permanent Events
  • Recording of validated Permanent events
  • Keeping and providing to AUK Treasurer record of expenses and income from sale of brevet cards (including validation fees)
  • Providing annual overview report on Permanent Events to AUK AGM
  • Providing back-up holiday cover to Brevet Card Production Secretary
  • Acknowledge and respond to questions received from Organisers and AUK members
  • Responsible for the induction of any successor
  • Any other duties as required from time to time that are commensurate with the post

Main Contacts: Permanent Event organisers, AUK membership re Permanent Event queries, AUK systems manager, AUK brevet card production secretary

Dated: June 2013

 

 

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:

  •  To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  •  To attend at Board meetings as and when required As Membership Secretary

Enrolments: adding new members to the database and sending out “Welcome Packs” – requiring access to broadband, the capability to receive and store Arrivée and Handbook stocks, to generate welcome letters, to have access to a friendly local post office (you can’t physically fit C5 envelopes in some post boxes!) and to have access to a local branch of Lloyds TSB to pay in cheques. This task is currently handled by a delegate.

Renewals: most renewals take place online which involves very little effort, other than resolving any glitches and adding new household members which requires manual intervention.

  • A team of delegates handles the manual processing of cheques sent in the post. It is requires access to broadband and it is useful to have a local branch of Lloyds TSB for paying in cheques.
  • Several hundred renewals are by Standing Order. Payments need to be extracted from daily bank statements, and the suitable procedures are applied to the membership database. There are always a small number of incorrect amounts which need to be chased and remedial action taken. Renewals operates from November until January.
  • Generation of Arrivée mailing lists: mailing lists are required for the distribution of quarterly Arrivées.
  • Generation of renewals notices: the invitation to renew is included with the November Arrivée. We include a list out of all personal data held by AUK and instructions on how to proceed. Maintaining the membership data: applying changes notified by post or email, and “cleaning up” data amended online.

Maintaining clubs list: no checking of the status of clubs is carried out, nor the status of memberships claimed.

Answering queries: potential new members may need some introduction to AUK member benefits, while existing members are often unaware of where to address particular queries.

The Membership Secretary’s contact details are listed on event brevet cards, in Arrivée and on the website, making this post a first point of contact.

Replacement Arrivées: a small number of Arrivées go missing each quarter, and replacement copies are sent out on request. Extra copies are also sold as required and where available Arrivée back issues: stocks of back issues are held for sale as required

Responsible for the induction of any successor
Any other duties as required from time to time that are commensurate with the post Main Contacts: New and existing members, other members of the Board, Arrivée printers Other Contacts:
Dated: June 2013

 

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of three years from the close of the General Meeting.

Main Duties and Responsibilities

As a Director:

  • To act in accordance with the Companies Acts and the Memorandum and Articles of Association.
  • To attend at Board meetings as and when required

As IT Director:

The IT Director will work with a team of delegates and external organisations / contractors where required in being accountable for the provision, maintenance, and management of Audax UK's online presence, web-based systems, and IT resources, in supporting all aspects of member and non-member services and administrative needs as defined by the Board, including, but not limited to:-

  • Arranging hosting of Audax UK's online presence.
  • Ensuring that AUK IT systems are properly managed, providing such facilities in respect of membership, events, publicity and administration as are agreed by the Board.
  • Recommending enhancement and developments to IT systems to the Board to ensure that systems keep pace with developments in technology.
  • Procuring enhancements, upgrades and new systems as agreed with the Board, including the management of contracts and the sponsorship of projects
  • Providing appropriate data as requested for consideration by the Board, and for the information of members.]
  • Any other provision as determined by the Board.

The IT Director is also responsible for:-

  • the induction of any successor.
  • Any other duties as required from time to time that are commensurate with the post.

Main Contacts: Other Directors and Officers of AUK, contractors, delegates under supervision, individual members of AUK

Other Contacts: Other clubs and Associations, the general public,

General Requirements for Audax UK Directors

All board members are officials with particular areas of work, most of which require some technical skills, at the very least the ability to use a computer for word processing. Prospective board members are expected to own a computer, or be prepared to quickly acquire one (at AUK expense). Email and internet access, preferably broadband, are required.

In the sudden absence or incapacity of any board member the others should be able to either carry out whatever duties of that member are essential, or quickly authorise a suitable delegate. To this end it is vital that new board members should acquaint themselves with existing officials and take an interest in their work.

Board members are jointly responsible for the actions of individual members in carrying out their official duties. To this end it is the responsibility of each board member to maintain regular contact with other board members. Prospective board members are expected to have, or be prepared to quickly acquire (at AUK expense) email. Prospective board members should be Randonneurs, preferably Super Randonneurs with experience of organising Brevets de Randonneurs, preferably successful LEL or PBP riders.

Specific Requirements for this Post

The IT Director needs to have identifiable experience of the procurement, management and maintenance of IT systems, and experience of dealing with such persons or organisations as may be involved in such processes.

Dated: January 2016

AUDAX UNITED KINGDOM LONG DISTANCE CYCLISTS' ASSOCIATION Ltd. Company No. 05920055 registered in England & Wales
Registered Address: Unit 6, Whitelands, Terling Road, Hatfield Peverel, Essex  CM3 2AG

 

Annual Honorarium: £

Appointed by: The Company in General Meeting. Appointed in accordance with the Memorandum and Articles of Association for a period of one year from the close of the General Meeting.

Main Duties and Responsibilities:

As a Director:

  • To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  • T maintain regular contact with other Board members.
  • To attend at Board meetings as and when required.

As a Director without Portfolio:

  • To provide an independent and impartial view of the board's considerations and decisions while also identifying strongly with Audax UK's affairs.
  • To perform any other duties as may be required from time to time.
  • To be responsible for the induction of any successor.

Main Contacts: Other members of the Board, members of AUK

General Requirements for Audax UK Directors

All board members are officials with particular areas of work, most of which require some technical skills, at the very least the ability to use a computer for word processing. Prospective board members are expected to own a computer, or be prepared to quickly acquire one (at AUK expense). Email and internet access, preferably broadband, are required.

In the sudden absence or incapacity of any board member the others should be able to either carry out whatever duties of that member are essential, or quickly authorise a suitable delegate. To this end it is vital that new board members should acquaint themselves with existing officials and take an interest in their work.

Board members are jointly responsible for the actions of individual members in carrying out their official duties. To this end it is the responsibility of each board member to maintain regular contact with other board members. Prospective board members are expected to have, or be prepared to quickly acquire (at AUK expense) email. Prospective board members should be Randonneurs, preferably Super Randonneurs with experience of organising Brevets de Randonneurs, preferably successful LEL or PBP riders.

Dated: November 2014

Audax United Kingdom Long Distance Cyclists' Association Ltd. Company No. 05920055 registered in England & Wales Registered Address: Unit 6, Whitelands, Terling Road, Hatfield Peverel, Essex  CM3 2AG

 

 

Representative Annual Honorarium: £

Appointed by: The Company at its Annual General Meeting, or in the event of the post being vacant, may be appointed by the Board. Appointed in accordance with the Memorandum and Articles of Association for a period of up to one year to the close of the subsequent Annual General Meeting (if appointed by the Board), or if appointed by the Annual General Meeting, to the close of the third subsequent Annual General Meeting.

Main Duties and Responsibilities

As a Director:

  • To act in accordance with the Companies Act 2006 and the Memorandum and Articles of Association.
  • To maintain regular contact with other Board members.
  • To attend at Board meetings as and when required

As Correspondent of Audax Club Parisien in the UK:

  • To agree to uphold the agreement with ACP that enables the organisation and regulation of Brevet Randonneurs Mondiaux (BRM) events
  • To delegate to Audax UK the necessary powers to enable it to organise and regulate events at BRM standard in the UK
  • To act as Audax UK’s representative to ACP, and to liaise between Audax UK and ACP when and if required.
  • To have oversight of Audax UK’s administration of BRM events, to ensure that the BRM regulations are followed.
  • To represent Audax UK in meetings with ACP as required
  • Any other duties as may be required

As Audax UK’s representative to Les Randonneurs Mondiaux (LRM):

  • To liaise between Audax UK and LRM when and if required.
  • To delegate to Audax UK the necessary powers to enable it to organise and regulate events at LRM standard in the UK
  • To have oversight of Audax UK’s administration of LRM events, to ensure that the LRM regulations are followed.
  • To represent Audax UK in meetings with LRM as required

Any other duties as may be required

To be responsible for the induction of any successor.

Main Contacts: All Board Members, Delegates, Event Organisers, ACP and its officers and correspondents, LRM and its officers and representatives

Other Contacts: members of AUK

General Requirements for Audax UK Directors

All board members are officials with particular areas of work, most of which require some technical skills, at the very least the ability to use a computer for word processing. Prospective board members are expected to own a computer, or be prepared to quickly acquire one (at AUK expense). Email and internet access, preferably broadband, are required.

In the sudden absence or incapacity of any board member the others should be able to either carry out whatever duties of that member are essential, or quickly authorise a suitable delegate. To this end it is vital that new board members should acquaint themselves with existing officials and take an interest in their work.

Board members are jointly responsible for the actions of individual members in carrying out their official duties. To this end it is the responsibility of each board member to maintain regular contact with other board members. Prospective board members are expected to have, or be prepared to quickly acquire (at AUK expense) email. Prospective board members should be Randonneurs, preferably Super Randonneurs with experience of organising Brevets de Randonneurs, preferably successful EL or PBP riders.

Specific Requirements for this Post

Representing ACP and LRM in the UK and ensuring that Audax UK remains in compliance with their various requirements will require close co-operation with other Audax UK Board Members. At the same time representing Audax UK interests on an international stage requires not only considerable experience of Brevets in the UK and abroad, but also considerable skills of diplomacy. A good working knowledge of Audax UK practices and Regulations is essential and of foreign languages (esp. French) is certainly useful.

Dated: December 2014

AUDAX UNITED KINGDOM LONG DISTANCE CYCLISTS' ASSOCIATION Ltd. Company No. 05920055 registered in England & Wales Registered Address: Unit 6, Whitelands, Terling Road, Hatfield Peverel, Essex  CM3 2AG