Volunteering Roles

What our club needs with regards to volunteers

Volunteering Roles
Level Role Name of Volunteer Commitment No. required
1 Race director Position vacant 2-3 weeks prior to race 2-3
1 Volunteer Coordinator Kathy Sinclair 2hrs x 30 weeks 1
1 Registrar Glenda Vigorelli 2hrs x 30 weeks 1
1 Treasurer Position vacant 2hrs x 30 weeks 1
1 Coach for junior program Rob Martin 3hrs x 30 weeks 1
1 Social Coordinator Nadia Mead (tbc) 2 hr x 5 weeks 1
1 Merchandise Coordinator Position vacant 1 hr x 20 weeks 1
  Transport Coordinator Position vacant 2-3 weeks prior to race 1
1 Traffic Controller (cannot compete in event) Position vacant 4 hr x 5 days 2
1 Design your own role and negotiate it with the board members
2 General Volunteers 10 hrs/ membership period As many as possible
3 Volunteer Sacrifice Compulsory contribution in lieu of volunteering

 

Role Description
Race Director Work with the Registrar organising volunteer rosters and maintaining records
Supervise and instruct race teams: marshals, recorders, time keepers, first aid personnel and other officials
Oversee course set up and pull down
Shopping for the event
Write a race report
Account for equipment following races
Conduct pre and post event equipment checks
Alert the Board to any areas of concern regarding equipment and maintenance and the actions required to remedy concerns
Volunteer Coordinator Monitor club membership and assign roles/duties to members based on their preferences and availability
Registrar Maintain registers of members’ names and addresses, volunteers, life time members and sponsors
Handle incoming memberships
Keep a record of results and race reports for all events
Keep a record of the organisation’s respective trophies, shields and awards
Treasurer Prepare a budget and monitor it carefully
Keep books and accounts up-to-date showing correctly the financial affairs of the club
Send out accounts promptly
Receive all fees and issue receipts and deposit the amounts into the bank.
Pay all accounts that have been passed for payment by the Board and legitimate expenses incurred by organisation members
Keep a proper record of all payments and monies received
Ensure that volunteers are reimbursed for their approved out-of-pocket expenses
Give Treasurer’s report at regular meetings and when required
As soon as practicable after the end of each financial year prepare a statement containing particulars of the income and expenditure for the financial year just ended and the assets and liabilities and of all mortgages, charges and securities affecting the property of the Association at the close of that year.
Produce the annual financial statement/report to be duly signed by the Auditor and present those audited financial statements at the Annual General Meeting
Coach for Junior Program Must be qualified, and licensed under the appropriate delegated athletics organisation, and the licence must be maintained and updated as required.
The Board will review the performance/value of external coaching services.
Respect the rights, dignity and worth of every athlete and treat everyone equally, regardless of background or ability.
Ensure that the practical environment is safe and appropriate, taking into consideration the age, maturity and skill level of the athlete. Before using any venue for coaching, the coach must ascertain that a risk assessment is in place for the appropriate activity.
Respect the image of the coach and continuously maintain the highest standard of personal conduct, reflected in both the manner of appearance and behaviour.
Social Coordinator Arrange venue hire and monitor guest lists for upcoming Celebratory Dinners, Pasta Parties, etc. Liaise with venue re menu.
Merchandise Coordinator Package merchandise for distribution to club members and competitors.
Transport Coordinator Arrange transport for competitors to and from events based on information provided during registration
Traffic Controller Level 3 ticket required.
Examples of General Volunteer Duties:
Duty Description Time commitment
Shopping prior to event Use shopping list provided and buy the fruit, buns, lollies, etc. prior to race day. Varies, depending on the size of the event. About 20 minutes for small events or up to 1½hours for bigger events like the 3M3D.
Course set up Letter drop before event. Set out cones, course markers, warning signs – usually on race day or the day before. Varies from 1 – 1½ hours for club runs to 3-4 hours for trail races.
Course pull down / Sweep Collect in cones, course markers, warning signs – usually on race day or the day after. Sweeps receive free entry into the event. Varies from 1 – 1½ hours for club runs to 3-4 hours for trail races.
Marshal on course Stand on a street corner and direct the runners. Varies from ½ hour for club runs to 3 hours for trail races.
Registration Hand out race bibs or bags, check mandatory gear, update competitor lists, take outstanding payments. Usually about 1 hour prior to race. But for some events competitors can collect their gear early at nominated times.
Timekeeping Use the splits on the stop watch to record finish times. The duration of the event – can be anything from ½ hour to 8 hours (usually we roster more than one person on for trail races).
Finish tokens Hand out finish tokens as runners cross the line. Mostly used for club runs and road races. The duration of the event which vary from ½ hour to 2 hours.
Barcode scanning Scan bar codes handed out on finish line. Mostly used for club runs and road races. The duration of the event which vary from ½ hour to 2 hours.
Recording / Ribbons Use finish tokens to determine finish position of runner and distribute ribbons accordingly. For longer events, it also requires time adjustments due to staggered starts. From when the first runners come over the finish line – can be anything from ½ hour to 4 hours (usually we roster more than one person on for trail races).
Remote water stop / Checkpoint marshal Set up and maintain a drink station or checkpoint. Collect the gear prior to the event, set up the table with cups and water, prepare and set out food. Can be anything from 1 hour to 8 hours (usually we roster more than one person on for trail races).
Photographer Take photographs. Negotiable with regards to when and where photos need to be taken.