Ishigaki Ju-Jitsu Club Overview - April 2018

NON-ADMINISTRATIVE POSTS

Senior Instructor & Club Sensei: Sandy Mackay

CLASS RUNNERS

ADMINISTRATIVE POSTS FORMING THE ISHIGAKI COMMITTEE

ADDITIONAL POSTS​

Details of Posts and Responsibilities

NON-ADMINISTRATIVE POSTS

Senior Instructor & Club Sensei

The most senior member of the club by jujitsu rank will maintain the title of Ishigaki Senior Instructor & Club Sensei, independently of any posts held as part of the committee(s).

Their role will be to manage the development of members jujitsu skills, determine Ishigaki ‘House style’ of Jujitsu and be responsible for all ‘in dojo’ decisions.

They will work with class runners to ensure that classes are delivered to enhance members jujitsu skills linked to the syllabus and competition formats.

They will ensure there are strong contacts with a national association to maintain the integrity of the club’s status and standing. They will include taking decisions on jujitsu affiliation.

They will maintain their coaching qualification and share their knowledge and skills with Ishigaki instructors, black belts and kyu grades.

To take appropriate actions in response to cause for concern relating to members which may include suspending or cancelling their membership.

Class Runners (appointed by the senior instructor)

 

  • Ensure the appropriate delivery of their appointed class.

  • Work with Secretary to maintain venue booking.

  • Work with post holders to promote their class.

  • Ensure that their qualifications are renewed in a timely manner - coach, first aid, personal indemnity insurance.

  • The costs of maintaining these qualifications will be reimbursed by the club through the Treasurer.

  • Work with other qualified Ishigaki coaches to ensure there is an appropriately qualified instructor at every lesson.

  • To report concerns relating to members to the Club Sensei and to assist enforcement of any actions.

 

 

ADMINISTRATIVE POSTS

 

The posts described form the Ishigaki Committee. To enable clarity, the qualifying threshold, duration and detailed roles and responsibilities are listed.

Any office holder can form a team to assist in the execution of their role from the membership of the club.

 

President

 

  • Initially the Club Sensei leading to an elected post; every 3 years

  • Threshold – Must have been a member (continuous) for no less than 5 years to be eligible to hold this office.

  • The President will be the leading figurehead for the club and work with the Senior Instructor and other Post Holders to maintain and enhance the club. Responsibilities of the role include:

  • To set annual goals and objectives for the club.

  • To work with other post holders to define their goals.

  • To appoint people to additional roles to support club objectives and post holders.

  • To support post holders to perform their roles and achieve their goals.

  • Consider initiatives for members to enhance the promotion of the club (including national and international events).

  • To manage and maintain links with external contacts including Jikishin, IAGLMA, Out for Sport, Pink Power.

  • To manage escalated issues related to members with the aim of resolution in the best interests of the club.

  • To chair committee meetings.

  • To take appropriate actions relating to non-jujitsu issues with post holders which may include suspending the person or dismissing them from the post.

  • Create/disband Standing Sub Committees with specific focus and goals. Appoint appropriate Committee members to these sub committees.

  • Create posts of specific areas of responsibility to assist the running of the club.  Appoint Ishigaki members to these roles.

 

 

 

Treasurer

 

  • Initially appointed by Club Sensei leading to an elected post; every 3 years

  • Threshold – Must have been a member (continuous) for no less than 5 years to be eligible to hold this office.  Must have accountancy, book keeping skills or able to demonstrate key mathematical ability.

  • The Treasurer will take the key responsibility to maintain the financial integrity of the club. They will be required:

  • To set annual financial goals aiming to ensure the financial viability of the club.

  • Present annual financial reports to the committee.

  • To make payments to suppliers/providers in a timely manner.

  • Liaise with other committees re budget allocation for specific initiatives.

  • Reimburse members for approved expenses made on behalf of the club.

  • To notify the committee when the finances become a concern.

  • In consultation with the Committee - Set training fees at all levels of the club and determine both how fees are to be collected and at what intervals. 

 

Secretary

 

  • Initially appointed by Club Sensei leading to an elected post; every 3 years

  • Threshold – Must have been a member (continuous) for no less than 2 years to be eligible to hold this office.

  • To arrange and facilitate regular committee meetings with a minimum of 3 per year.

  • Liaise with training venues to ensure bookings for training areas are maintained and deal with any issue relating to booking.

  • Make sure Jikishin event dates (Grading, Kobudo, Revision Days, Competitions etc) are posted on appropriate Ishigaki sites and liaise with Jikishin accordingly.

  • Compile and maintain a list of:

    • Ishigaki bank accounts and passwords related to those accounts (including security questions)

    • Ishigaki email(s) and the passwords (including security questions)

    • Ishigaki website, facebook, instagram accounts, passwords (including security questions)

    • Key contacts at venues

 

  • To organise and invigilate elections to posts on the committee at appropriate intervals.

 

Marketing

 

  • Initially appointed by Club Sensei leading to an elected post; every 3 years

  • Threshold – Must have been a member (continuous) for no less than 2 years to be eligible to hold this office.

  • The marketing officer will have responsibility for the marketing of the club. The responsibilities will include:

  • To set annual goals related to all forms of marketing the club.

  • Be responsible for internal and external marketing.

  • To generate a variety of content for online publication, images, flyers, banners, pop ups and merchandise (including club tops).

  • To ensure that relevant materials are available at events attended by people representing the club.

  • To maintain the integrity and status of brand and image of the club.

  • Authorise the use of the club logo’s.

  • Assist the president with external connections to the club and maintain links with other gay sports clubs and groups.

  • Liaise and assist Pride Co-Coordinator.

  • Liaise with Social committee re marketing events.

 

Membership

 

  • Initially appointed by Club Sensei leading to an elected post; every 3 years

  • Threshold – Must have been a member (continuous) for no less than 2 years to be eligible to hold this office.

  • The membership officer will be responsible for maintaining membership records.

  • Set annual goals related to membership retention and converting beginners to members.

  • To process Ishigaki members forms (new and renewals) in a timely manner. This will involve checking payments are made, forms completed and sent with budo pass to Jikishin. Ensure treasurer is informed to enable payments to Jikishin. Maintain members database and grant appropriate access.

  • Maintain email distribution lists for club communication and make available to committee and social committee.

 

Web Technology

 

  • Initially appointed by Club Sensei leading to an elected post; every 2 years

  • Threshold – Must have been a member (continuous) for no less than 2 years to be eligible to hold this office.

  • To manage the Ishigaki website(s) content and organising coding and support where required.

 

 

 

STANDING SUB COMMITTEES 

 

These have been appointed by the Club Sensei with specific focus and goals. They may be reappointed as and when require by the President.

 

Recruitment: Membership, Web Technology and Marketing officers

 

To set annual goals related to new membership initiatives and recruitment.

To plan a series of beginners’ classes working with marketing, social media and class runners.

To maintain contact with beginners to enable them to make progress to becoming a club member then towards yellow belt.

Develop and improve new joiner retention initiatives.

 

Media: Membership, Web Technology and Marketing officers

 

To be the principal responder to enquiries and the main publisher of Ishigaki content across social media.

To maintain Ishigaki presence on current and future social media platforms including Facebook, Instagram, Meet up.

To promote Ishigaki initiatives working with other post holders.

To analyse metrics and take appropriate action.

To monitor club social media and vet content.

Maintain an overview and authorise use of MailChimp, its content and other internal communications.

ADDITIONAL POSTS

Specific areas of responsibility to assist the running of the club. 

 

 

 

 

 

 

 

 

Social Events committee: current committee appointed in January 2018

Roles include:

  • Organise the Christmas Party and Summer Picnic

  • Organise a range of social events through the year

  • Ensure that events are cost neutral to the club

  • Arrange the Parker Shield award for outstanding contribution to jujitsu and the club

  • Liaise with and assist committee members in fulfilling their function

HISTORIC COMMITTEE STRUCTURE

Members: Sandy Mackay; Sue Shaw, Quentin Parker, Omar Beccato

The old committee structure will be disbanded and replaced by the new structure.

Historic committee members forfeit any associated responsibilities and benefits linked to their existing role.

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