Notification of Imperial College Hockey Club Annual General Meeting



This year’s Annual General Meeting of Imperial College Hockey Club will take place on Thursday 19th March 2009 at 6.00pm (Location TBC)

The evening will involve a general review of the clubs activities during 2008/2009 and the election of the club officers for 2009/2010.

As a club member, it is your duty to turn up and vote for the people you would like to see running the club next year.



The positions available are given below. For more information on what the role entails, please email myself or the current incumbent.



NOMINATIONS WILL OPEN FROM MONDAY 23RD FEBRUARY AND CLOSE ON MONDAY 16TH FEBRUARY



To be considered for election, please email your NAME and THE POSITION YOU WISH TO STAND FOR to club-captain@imperialhockey.co.uk



Please note that this year we will also be electing a 5TH TEAM CAPTAIN at the AGM.



CLUB CAPTAIN

· Currently: Christopher Baker-Brian

· Time: 5-10hrs per week

· Responsibilities: Over-sees the smooth running of the club, sorting any problems that may occur, attends ACC (Athletic Clubs and Committees) meetings and others as a representative of the Hockey Club, help exec members organise events including fresher's fair etc, liaises with the president regarding the direction of the club, covers for positions on exec not filled and holds financial responsibility with the treasurer. The workload is particularly high in September and during the first term, but tends to level off after that. A key part of your job is to communicate information to the exec and the wider club, as and when appropriate.

HONORARY SECRETARY

· Currently: Maria Parkes

· Time: 1-5hrs per week

· Responsibilities: 2nd point of contact within the club, so you need to be aware of what’s going on but have the benefit of not having that much responsibility. Main job is to plan the Annual Dinner and then to participate in events. Also arrange meeting rooms for exec and take minutes. This year, Hon sec was responsible for fresher’s tour, whilst in previous years the Hon sec has overseen the calendar production and sales.

TREASURER

· Currently: Robert Weinert-Aplin

· Time: 5-8hrs per week

· Responsibilities: the treasurer as the name suggest takes care of most if not all of the money matters for the club. Both the treasurer and the Club captain have the ability to sign claim forms to allow the spending of the clubs money, however with the club captain normally having enough on his plate it will normally fall to the treasurer.

· You collect all the money from match fees and training and anything else that the club is running say the sale of hoodies or jackets. Then count and cash all the money in Nat West before doing the paperwork in the SAC to make sure the money goes to the right places.

· You have to collect all the receipts from transport and umpires forms sign them off and get the money back to the captains who most likely paid for them. Chase up membership and generally look after the finances of the club, making sure the union hasn’t done anything silly with the clubs money. Then generally report to the rest of the exec and Club Captain how much we have left in each pot etc.

· You have to approve probably 5 budgets a year, for the Christmas and Annual dinners and both the fresher’s and summer tours making sure that the numbers add up, then finally you have to write the budget for the following year to be submitted to the union.

· Basically you are the go to guy when it come to finance, whether it be the kit sec wanting to buy something, a captain wondering about travel or umpires money or the Hon Sec about the annual dinner. You’ll spend a lot of time in the SAC sorting problems out with the help of the ACC treasurer. Then from time you time you have to be the person who spoils everyone’s fun by saying that the club can’t afford something.

WEDNESDAY FIXTURES SECRETARY

· Currently: Nick Jones

· Time: 1-3hrs per week, more in September

· Responsibilities: This role involves planning and organising the large fixture schedule for the Imperial Hockey teams. Most of the work takes place in September before the season starts, for example checking for clashes between teams, making fixture spreadsheets and sorting pitches. You will be speaking to people at College and the Union on a weekly basis and need to keep team captains and the opposition informed of any changes in the fixture schedule. You will also be required to book transport (Coaches/Mini-buses) to home games and organise the umpires for all home matches. You do need to be fairly well organised to keep track of the many changes in the schedule that happen over the season, but this is an excellent position if you want a better understanding of how the club works.

MONDAY FIXTURES SECRETARY

· Currently: Matt James

· Time: 1-2hrs per week

· Responsibilities: It involves planning and coordinating the Monday night training sessions, including booking mini-buses, drawing up a training schedule and speaking to/organising the coaches. You will also need to be in contact with the team captains and the website secretary in order to plan the sessions. This is a role that will give you good experience of planning events and organising others.

SPONSORSHIP SECRETARY

· Currently: Siten Mandalia

· Time: 1-2hrs per week, variable, more in May/June

· Responsibilities: Putting together sponsorship packages and approaching various companies asking for sponsorship. If successful you will need to go to meetings with sponsors to sort contracts and what the money can and cannot be spent on. Needs to be persistent in approaching companies.

WEBSITE SECRETARY

· Currently: Alex Summers, Ollie Johnston

· Time: 1-2hrs per week

· Responsibilities: Runs the website/email lists and makes it as useful to the club as possible.

MIXED CAPTAIN – 2 POSITIONS – 1 MALE AND 1 FEMALE

· Currently: Bella walker

· Time: 1-2hrs per week

· Responsibilities: Organises mixed matches throughout the season with various opposition. Position also includes booking pitches and organising transport to all matches. Workload is light but gets busier closer to matches. This year we will be splitting the position into a male and female mixed captain to improve the number of players participating in the mixed team. The mixed captain is also responsible for organising the annual mixed tournament.

SOCIAL SECRETARY

· Currently: Jessica Poore, Emma Beresford

· Time: 1-2hrs per week (more at Christmas)

· Responsibilities: Involves mainly organising social events, roughly one every month for the whole club. This year so far they have arranged pub golf, curry nights and the main one was Christmas dinner, in collaboration with other exec members. At fresher's trials, they aim to get the fresher's mingling with other members of the club. Social secretaries also decide themes for ACC bar night and try their very best to get people to dress up. This job does not entail a lot, however its up to you how much effort you want to put in. it is a very fun job and gets you just that little bit more involved with the club.

ALUMNI SECRETARY

· Currently: Jack Cornish

· Time: 1hr per week

· Responsibilities: Keeping an up to date (or as much as possible) list for all the old members of the club. Preparing the alumni newsletter and contacting them. Organising the annual president’s day in conjunction with the club captain and president.

KIT SECRETARY

· Currently: Alex Self

· Time: 1hr per week

· Responsibilities: Expected to oversee the entirety of the Imperial Hockey club equipment; from balls and cones to goalie kit and individual team-kit allocations. At the start of the season you are at your busiest, organising any new kit that may be required, and ordering new socks, shorts and skorts for the fresher crop. Similarly you may well be required to sort out some more balls as they are forever vanishing at an alarming rate during the season, and any other training equipment. It is also good to liaise with both the treasurer and club captain whenever things need buying as they have all the financial clout and the authority to give you the go ahead. Every couple of weeks it is a good idea to have a get together with the keepers and ensure everyone has a complete kit, know which kit they are using, and that the store room is in a manageable state, if not tidy.

TEAM CAPTAINS (These will be voted for within your teams, EXCEPT THE MEN'S 5TH TEAM CAPTAIN, which is a new position)

· Currently: Jack Cornish, Sarah Clayton, Mark Sheppard, Elizabeth Smith, Andrew Bromfield and Elliot Dye

· Time: 3-4hrs per week

· Responsibilities: Drawing up coaching plans and leading training sessions in the absence of any formal coaches. Organising and selecting teams on a weekly basis. Helping to organise the social activities of your team (normally delegated), arranging transport to away games, paying umpires for home games (you will be refunded promptly), and giving your team a voice on the ICHC exec.



ADDITIONAL POSITION (TO BE ELECTED IN AUTUMN 2009) KIT SECRETARY

· Currently: Luke Reynolds

· Time: Variable (more as tour gets closer)

· In charge of ICHC Summer Tour. Duties include researching a destination and presenting the concept to the club. Then, if it wins, organising tour! Tour organisational duties include encouraging people to come, booking flights, accommodation, hockey matches, transport, etc. Finding sponsorship and applying to the Union for funding. Workload per week is variable. Jack and I spent perhaps 15 man hours at least researching our destination and making the presentation. After that, well, it could be anything. Delegation of a lot of jobs is very helpful, but it means you have to be on the ball organisationally and email wise etc.