A Governance Model for a Large and Growing Running Club
Senior managers in business often say "Don't bring me problems bring me solutions." Is this a solution for Vegan Runners UK?
This is a suggested model more fitting to a club of our size. To be adopted it would need changes to the articles and approved by the membership with a special resolution at an A.G.M.
It would be reviewed and perhaps further elaborated a working party.
Objectives
The objectives of this proposed model are:-
· To reduce workload for committee members
· Provide opportunity for Increased member participation
· Improve efficiency of decision making
· Increase expertise
· Provide stronger leadership
Structure
- Chairperson
- Treasurer
- Membership Secretary
- Experienced Company Secretary
- Non-Executive Director 1
- Non-Executive Director 2
- Non-Executive Director 3
The voluntary non-executive Directors are principally advisory roles and should
be considered for their expertise in skills such as marketing, legal, HR etc.
The board will meet quarterly and meetings
will focus on:
· Strategy
· Policy review & approval
· Oversight of finances and management
· Approving budgets and major decisions
· Dealing with escalations from Management Committee
Management Committee (up to 18 members)
Comprising
· Chairperson (Board Chair also serves as MC Chair)
· Committee Secretary (different to company secretary
· Accountant/Book Keeper (different to Treasurer)
· Volunteer members responsible for various roles each to have a published role description
· Regional representatives
The Management Committee meets ad-hoc as
needed to:-
·
Implements Board policies and
strategies
·
Oversees club activities and
operations
·
Escalates major issues to the
Board
Subcommittees
These will focusing on specific areas (e.g.,
events, membership, coaching)
More about the benefits of subcommittees below.
Benefits of Two-Tier Model
Clear separation of responsibilities:
· Board focuses on strategic direction and oversight, while Management Committee handles daily operations. This prevents micromanagement and allows each tier to focus on its core strengths.
·
Improved efficiency and
decision-making:
· Smaller Board can meet more frequently and make decisions quickly, while Management Committee can delegate tasks effectively through subcommittees.
·
Broader representation and
expertise:
· Management Committee can accommodate more volunteers with diverse skills and perspectives, enhancing decision quality.
· Enhanced accountability:
- Board provides oversight and holds the Management Committee accountable for performance.
· Strong leadership:
Board Chair's dual role in both Board and Management Committee fosters effective communication and alignment.
Advantages over Single Committee:
·
Reduced workload and burnout:
· Fewer Board members face less pressure and burnout compared to a large single committee.
· Strategic focus: Dedicated Board ensures long-term strategy receives proper attention, preventing it from getting lost in daily operational needs.
· Greater agility: Smaller Management Committee can respond to issues quickly and adapt to changing circumstances.
· Improved internal checks and balances: Two-tier structure promotes accountability and transparency.
Considerations:
Ensure Clear lines of communication and
reporting
Processes must be established for smooth
communication between Board and Management Committee.
Effective delegation and collaboration
Roles and responsibilities should be clearly
defined to avoid confusion and duplication of effort.
Regular performance reviews: Both Board and Management Committee should be evaluated regularly to ensure effectiveness.
Overall, a two-tier governance structure can
be highly beneficial for a growing running club by providing clear roles,
efficient decision-making, and strong leadership, ultimately leading to
improved organizational performance and member satisfaction.
Additional Considerations-
Some additional suggestions for further
improving your two-tier governance structure:
Board composition:
●
Review expertise gaps: Assess if the Board
needs additional expertise in areas like legal, marketing, development of
partnerships with other vegan organizations or fundraising to address future
challenges.
●
Term limits: Consider implementing
term limits for Board members to ensure fresh perspectives and prevent
stagnation.
●
Succession planning: Develop a plan for
identifying and onboarding new Board members with the necessary skills and
experience.
Management Committee:
●
Subcommittee size and focus: Adjust the size
and focus of subcommittees based on workload and expertise. Consider
consolidating or creating new subcommittees as needed.
●
Volunteer engagement: Regularly rotate
subcommittees and create clear avenues for volunteers to contribute their
skills and ideas.
●
Performance metrics: Define key performance
indicators (KPIs) for the Management Committee to track progress and measure
effectiveness.
Communication and collaboration:
●
Regular meetings and reports: Establish regular
communication channels between Board and Management Committee through meetings
and reports.
●
Joint retreats or workshops: Host joint
retreats or workshops to foster collaboration and build team cohesion.
●
Feedback mechanisms: Create mechanisms for both
Board and Management Committee to receive feedback from members and each other.
Additional considerations:
●
Technology: Utilize online tools and platforms
to facilitate communication, document sharing, and decision-making processes.
●
Training and development: Provide training and
development opportunities for the Management Committee members to enhance their
skills and knowledge.
●
External review: Conduct periodic external
reviews of the governance structure to identify areas for improvement.
●
Regularly assess your structure and make
adjustments as needed to ensure it remains effective and supports the club's
growth and success.
Benefits of Sub-Committees
Subcommittees can be beneficial for
organizations of all sizes, as they allow for a more focused and efficient
approach to tackling complex issues. Some of the key benefits of using
subcommittees:
1. Increased Expertise: Subcommittees can be composed of
members with specific knowledge or experience in a particular area. This can
lead to more informed decision-making and better solutions to complex problems.
2. Improved Efficiency: By dividing up the workload,
subcommittees can allow larger groups to make progress more quickly and
efficiently. This can be especially helpful for organizations with limited
resources and reducing the committee burnout.
3. Enhanced Creativity: Subcommittees can provide a forum
for brainstorming new ideas and approaches. This can lead to more innovative
solutions and a more dynamic organization.
4. Greater Engagement: Subcommittees can provide an
opportunity for more members to get involved in the decision-making process.
This can lead to a more engaged and invested membership.
5. Improved Communication: Subcommittees can help to
improve communication within an organization by providing a clear channel for
information to flow between different groups.
6. Better Decision-Making: Subcommittees can help to
improve the quality of decision-making by providing a more focused and
deliberative environment.
7. Risk Management: Subcommittees can help to identify
and mitigate risks by providing a more thorough review of issues.
8. Talent Development: Subcommittees can provide a
valuable training ground for future leaders (e.g. filling committee roles),
9. Increased Accountability: Subcommittees can help to
improve accountability by making it clear who is responsible for specific
tasks.
10. More Responsive Organization: Subcommittees can make
an organization more responsive to change by providing a mechanism for quickly
addressing new issues.
Overall, subcommittees can be a valuable tool for organizations
of all sizes. By taking advantage of the benefits of subcommittees, VR UK can
improve efficiency, effectiveness, and overall performance.
Subcommittees are not without their challenges. For example, it
can be difficult to ensure that subcommittees are representative of the larger
group, and it is important to make sure that subcommittees do not become too
insular or independent. Try to rotate their participants. When used effectively, subcommittees can be a
powerful tool for organizations to achieve their goals.
Non-Executive Director Role
Description for Vegan Runners UK
Introduction
The Vegan Runners UK Board of Directors seeks to appoint [3]
highly motivated and experienced individuals to serve as non-executive
directors. This is an exciting opportunity to contribute to the success of a
vibrant and growing running club dedicated to promoting running, fitness, and
community.
Role Overview
Non-executive directors play a critical role in providing
independent oversight and strategic guidance to the Board. They are not
involved in the day-to-day management of the club but bring valuable expertise
and perspective to ensure the club's long-term success.
Responsibilities
●
Provide strategic direction: Participate in
developing and reviewing the club's strategic plan, ensuring it aligns with the
club's mission and values.
●
Oversee financial performance: Review and
approve the club's budget, monitor financial performance, and ensure
responsible financial management.
●
Hold the executive team accountable: Scrutinize
the performance of the executive team and provide constructive feedback.
●
Contribute expertise and experience: Share your
knowledge and skills in relevant areas (e.g., finance, legal, marketing) to
benefit the club.
●
Act as an ambassador: Represent the club with third
parties such as Running on Plants and Vegan Society
●
Maintain ethical standards: Uphold the highest
ethical standards and ensure the club operates with integrity and transparency.
Qualifications and Skills
●
Strong business acumen and understanding of
corporate governance principles.
●
Proven track record of success in a
professional or volunteer leadership role.
●
Passion for running and commitment to promoting
physical activity and community engagement.
●
Excellent communication, interpersonal, and
analytical skills.
●
Ability to think strategically and make sound
decisions in a complex environment.
●
Independence of mind and willingness to
challenge constructively.
Time Commitment
●
Attend quarterly Board meetings (approximately
3 hours each).
●
Review Board materials and participate in
committee work (as required).
●
Attend general meetings
Benefits
●
The opportunity to make a real difference in
the lives of vegan runners, promotion of community.
●
Work with a passionate and dedicated team to
achieve ambitious goals.
●
Gain valuable experience in corporate
governance and strategic decision-making in a voluntary environment
●
Increase your professional network and connect
with like-minded individuals.
●
Contribute to the growth and success of a
thriving running club.
Passionate and experienced individual who is looking to make a
positive impact are encourage you to apply for this rewarding opportunity.
[This is a sample role description and may need to be adapted to
the specific needs of your running club.]
Club Secretary Role Description
Company
Secretary Role Description for Vegan Runners UK.
(This
role is separate from the Secretary to the Management Committee)
Introduction
Responsibilities:
Board
Meetings:
· Attend all Board meetings and
take comprehensive minutes, capturing key decisions, discussions, and actions.
· Distribute minutes promptly
after each meeting to Board members and relevant stakeholders.
· Ensure minutes are accurate,
clear, and consistent with established protocols.
General
Meetings:
· Organize and manage general
meetings for members, ensuring compliance with notice requirements and relevant
articles of association.
· Oversee the recording of
meeting minutes and resolutions.
· Liaise with members and
address any concerns regarding meeting procedures.
Company
Law Compliance:
· Monitor and advise the Board
on compliance with relevant UK company law and the club's articles of
association.
· Maintain and update statutory
registers (e.g., directors, officers).
· File required documents and
returns (e.g. Confirmation Statement) with Companies House promptly and
accurately.
Governance Framework:
· Advise the Board on best
practices in corporate governance and adherence to established policies.
· Maintain company documents
and records securely and ensure easy access for authorized personnel.
· Act as a resource for Board
members and senior management on governance matters.
Additional
Duties:
· Provide administrative
support to the Board, including managing agendas, preparing papers, and
scheduling meetings.
· Represent the club on company
law matters as required.
· Stay up-to-date on changes in
company law and best practices in corporate governance.
Qualifications and Skills:
· Excellent understanding of UK
company law and corporate governance principles.
· Strong organizational and
administrative skills, with attention to detail and accuracy.
· Proven experience in
minute-taking and preparing clear and concise reports.
· Excellent communication and
interpersonal skills, with the ability to work effectively with diverse
stakeholders.
· Proficiency in relevant IT
applications for document management and communication.
· A meticulous and reliable
approach to work, with strong time management skills.
Benefits:
· The opportunity to play a
vital role in the governance and compliance of a thriving running club.
· Work with a dedicated and
passionate team in a dynamic and rewarding environment.
· Gain valuable experience in
company law and corporate governance practices.
· Contribute to the success and
long-term sustainability of a respected organization.
· If you are a highly motivated
and organized individual with a passion for good governance and supporting a
community-based organization, we encourage you to apply for this important
role.
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