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                

 

  Board of Directors

 There will be a  board comprising:

• 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

 The Vegan Runners UK Board seeks a meticulous and highly organized individual to serve as our Company Secretary. This critical role plays a pivotal part in ensuring the club's compliance with company law, maintaining accurate board records, and supporting effective governance.

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.

 

IMPLEMENTATION 

The articles of association would need to be reviewed and modified to reflect the proposed new governance structure.

The articles would need to be approved for adoption on an AGM with special resolution.  (75% majority).

A key challenge will be to encourage experienced candidates with desired expertise individuals to perform the non-Executive roles.

The roles of Chair, Company Secretary, Membership Secretary and Treasurer will be elected but the non-Executive roles will be appointed by the four elected Directors.