CAERPHILLY & DISTRICT ANGLING ASSOCIATION

Committee Volunteer Role Descriptions

CHAIRMAN

Purpose of Role:

To provide leadership and direction to the committee and oversee the effective running and management of the Association's business.

Key Responsibilities:

• Oversee and direct all committee meetings, ensuring they run efficiently and democratically

• Hold the casting vote in the event of a tied vote

• Act as the principal spokesperson and point of contact for the Association

• Work with the committee to establish long-term and short-term goals for the club

• Hold copies of minutes for reference and sign minutes of previous meetings

• Liaise with landowners, partner organisations, and Angling Cymru / Angling Trust / Fish Legal on behalf of the Association

• Ensure the committee fulfils its responsibilities and that members' needs are met

• Maintain relationships with key stakeholders within and outside the Association

• Provide general supervision of club operations in cooperation with other officers

VICE CHAIRMAN

Purpose of Role:

To support the Chairman and act in their absence with full powers of the office.

Key Responsibilities:

• Deputise for the Chairman at meetings and events when required

• Provide additional support to the Chairman in managing club affairs

• Assist in strategic planning and decision-making

• Take on special projects or responsibilities as delegated by the Chairman or committee

• Maintain continuity of leadership during Chairman absences

• Develop knowledge and skills to potentially succeed as Chairman

SECRETARY

Purpose of Role:

To be responsible for the day-to-day administration of the Association and maintain all club records and correspondence.

Key Responsibilities:

• Handle all club correspondence unless directed otherwise by the constitution or committee

• Call all meetings and produce agendas for committee and general meetings

• Take minutes at all committee and general meetings and distribute them promptly

• Maintain the club's constitution, ensuring it reflects current practices

• Raise amendments to the constitution at the AGM as required

• Keep all club records and documents available and up-to-date

• Coordinate with other officers on administrative matters

• Maintain contact lists for members, committee, and external organisations

• Ensure the club meets legal and regulatory requirements

• Act as a link between the committee, members, and external bodies

TREASURER

Purpose of Role:

To oversee the financial management of the Association and ensure sound financial administration.

Key Responsibilities:

• Make and record all payments to suppliers within agreed terms

• Record all income and reconcile with receipts

• Coordinate annual estimates of income and expenditure

• Prepare and present annual budgets to the committee

• Present proposals for annual subscriptions and other fees

• Produce monthly financial statements for committee meetings

• Present the club's accounts to the AGM

• Act as liaison with the club's bank

• Ensure appropriate financial systems and controls are in place

• Ensure compliance with relevant financial legislation

• Monitor club funds and advise on financial implications of proposals

• Safeguard the organisation's finances in cooperation with the committee

MEMBERSHIP SECRETARY

Purpose of Role:

To manage all aspects of club membership, including applications, renewals, and membership records where required.

Key Responsibilities:

• Assist members with membership applications and queries ensuring applicants comply with club rules

• Maintain accurate and up-to-date membership records

• Manage member records in Clubmate

• Resolve member issues relating to membership payments in conjunction with the club treasurer

• Report on membership numbers and status to the committee when required

• Provide membership data for AGM reporting

• Communicate with members regarding membership renewals and updates

MATCH SECRETARY

Purpose of Role:

To organise and coordinate all adult club matches and competitions, promoting competitive angling within the Association.

Key Responsibilities:

• Organise senior club matches as agreed by the committee

• Prepare and publish annual match fixture lists

• Book venues and pegs for club matches

• Coordinate match entries and collect match fees

• Ensure matches comply with rules (or club-specific modifications)

• Record match results and maintain league tables

• Report noteworthy results and achievements to the committee

• Present annual match accounts to the committee

• Organise the engraving of match trophies

• Coordinate trophy presentations at appropriate club events

• Liaise with the Social Media Officer to promote match results and achievements

• Arrange inter-club matches and team events

• Ensure health and safety considerations are addressed at match venues

• Promote match participation among members

• Maintain records of match winners and club records

SAFEGUARDING OFFICER (CLUB WELFARE OFFICER)

Purpose of Role:

To act as the primary point of contact for safeguarding matters and promote a safe, inclusive environment for all members, particularly children and vulnerable adults.

Key Responsibilities:

• Be the designated person for managing and reporting safeguarding concerns

• Receive, respond to, and appropriately manage safeguarding concerns

• Report all safeguarding concerns to the Angling Trust using their reporting tool

• Ensure club safeguarding policies and procedures are in place and followed

• Coordinate dissemination of safeguarding best practice and resources

• Maintain DBS (Disclosure and Barring Service) check compliance

• Undertake Angling Trust Welfare Officer training

• Liaise with the Angling Trust's Designated Safeguarding Lead when required

• Provide advice and support to committee members and coaches on safeguarding matters

• Build trust with members by being visible and accessible

• Keep confidential records in line with legal requirements

• Promote awareness of safeguarding among all club members

• Attend committee meetings to provide safeguarding updates

• Stay current with safeguarding legislation and best practice

• Foster a culture where concerns can be raised safely and respectfully

Essential Requirements:

• Enhanced DBS check

• Completion of Angling Trust Welfare Officer training

• Understanding of Child Protection in Sport Unit (CPSU) frameworks

JUNIOR PARTICIPATION OFFICER

Purpose of Role:

To promote, develop, and coordinate junior angling activities within the Association and encourage youth participation.

Key Responsibilities:

• Develop and implement strategies to attract and retain junior members, including competitions

• Organise junior coaching sessions and events in cooperation with qualified coaches

• Liaise with schools and youth organisations to promote angling

• Coordinate junior competitions and activities

• Ensure all junior activities comply with safeguarding policies

• Work closely with the Safeguarding Officer on all youth matters to ensure all activities remain compliant

• Communicate regularly with junior members and their parents/guardians

• Support the development of junior anglers' skills and knowledge

• Report on junior participation and activities to the committee

• Maintain records of junior activities

• Seek funding opportunities for junior development programmes

• Encourage junior members to understand fishing regulations and best practices

RIVERS OFFICER

Purpose of Role:

To manage and protect the Association's river fisheries, coordinate river bailiffs, and act as the primary contact for river-related environmental and access matters.

Key Responsibilities:

• Organise and coordinate river bailiffs to ensure effective monitoring of club waters

• Report pollution incidents immediately to Natural Resources Wales (NRW) and the Environment Agency

• Manage follow-up communications with NRW and Fish Legal regarding pollution incidents

• Maintain detailed records of pollution incidents and outcomes

• Coordinate with the Angling Trust Water Quality Monitoring Network

• Organise and lead river clean-up events and habitat improvement projects

• Encourage and promote river fishing participation among members

• Plan and coordinate river stocking activities as approved by the committee

• Ensure all river venue maps are up-to-date, accurate, and accessible to members

• Maintain and update river-specific rules and regulations

• Communicate river conditions, water levels, and fishing reports to members

• Liaise with landowners regarding river access and rights and seek additional opportunities for new stretches

• Monitor and report on river fish populations and angling pressure

• Work with the Fisheries Officer on overall fish stock management

• Coordinate volunteer efforts for river maintenance and conservation

• Represent the Association at river-related meetings with NRW and other stakeholders

• Promote responsible river angling practices and environmental stewardship

• Report river activities and issues to the committee regularly

FISHERIES OFFICER

Purpose of Role:

To manage the Association's stillwater fisheries, including stocking policies, habitat management, and conservation efforts.

Key Responsibilities:

• Develop and maintain a 5-year rolling plan for stillwater stocking policies

• Report fisheries issues to the committee and inform of all fisheries work carried out

• Organise stillwater fisheries work as approved by the committee

• Produce annual plans with full costings for committee approval and budget inclusion

• Present the annual fisheries plan at the AGM

• Monitor water quality and fish stocks on club stillwaters

• Liaise with the Environment Agency and other statutory bodies on stillwater fisheries matters

• Report pollution incidents on stillwaters and coordinate responses

• Maintain inventory of fisheries equipment

• Consult with the Rivers Officer on coordinated stocking and conservation policies

• Ensure responsible stocking practices and biosecurity measures

• Monitor angling pressure on stillwaters and recommend management actions

• Organise habitat improvements and weed management on stillwaters

• Coordinate fish health monitoring and disease prevention

• Keep informed of best practice in stillwater fisheries management

• Ensure stillwater venue information is accurate and up-to-date

WORK PARTY OFFICER

Purpose of Role:

To organise and coordinate volunteer work parties for venue maintenance and improvement, ensuring safe, well-planned activities that enhance club facilities.

Key Responsibilities:

• Plan and orchestrate work parties for specific club venues

• Conduct and ensure all risk assessments are carried out and followed accordingly

• Ensure health and safety principles are adhered to at all work parties

• Plan work party activities and identify the relevant work and materials required

• Research and acquire materials and services at the most cost-effective price for the club

• Develop a work party schedule for the season in advance, providing volunteers with appropriate notice of dates

• Set up and manage bookable activities within Clubmate for members to book onto work parties in advance

• Organise lunches and other benefits to reward and thank members for attending work parties

• Arrange photographs and videos to document the work accomplished at work parties

• Coordinate with the Social Media Officer to post work party content and promote attendance at future events

• Maintain records of work party activities and volunteer participation

• Report work party outcomes and plans to the committee

• Encourage member participation in work parties and foster a positive volunteer culture

• Liaise with the Treasurer regarding work party budgets and expenditure

• Coordinate with venue-specific officers (Rivers Officer, Fisheries Officer) on improvement projects

Essential Requirements:

• Understanding of health and safety requirements for outdoor work activities

• Ability to conduct risk assessments

HEAD BAILIFF

Purpose of Role:

To lead and manage the bailiff team for a specific venue, ensuring effective enforcement of club rules and providing excellent member and public relations.

Key Responsibilities:

• Lead and manage the group of bailiffs for a specific venue

• Manage the bailiff communication group via WhatsApp or chosen platform

• Ensure all bailiffs are clear on expectations, club rules, and requirements

• Monitor that club rules and regulations are followed and enforced consistently

• Ensure all bailiffs are checking memberships and bookings on the Clubmate bailiff app

• Ensure all bailiffs are checking in members using the Clubmate system

• Ensure all bailiffs are able to add notes against a member record in the Clubmate app when needed in the event of an issue

• Ensure all bailiffs interact appropriately and professionally with members and members of the public

• Add and remove bailiffs as appropriate, ensuring all bailiffs are suitable persons to represent the club

• Conduct regular check-ins with bailiffs to provide support and guidance

• Work closely with the Safeguarding Officer to ensure interactions with junior members are managed appropriately

• Make general decisions on specific venue management issues

• Provide consultancy and advice to the committee on venue-related matters

• Report bailiffing activities, issues, and incidents to the committee

• Coordinate bailiff rotas and coverage to ensure adequate monitoring of club waters

• Address complaints or concerns regarding bailiff conduct

• Promote a positive image of the Association through effective member engagement

• Ensure bailiffs understand and can explain club rules and fishing regulations to members

• Maintain records of bailiff activities and any incidents

SOCIAL MEDIA OFFICER

Purpose of Role:

To manage the Association's online presence and engage with members and the wider angling community through social media platforms.

Key Responsibilities:

• Develop and manage the club's presence across social media platforms (Facebook, Instagram, Twitter, etc.)

• Create engaging content highlighting club activities, catches, and events

• Post regular updates about club news, water conditions, and upcoming events

• Share match results, trophy presentations, and member achievements

• Monitor and respond to comments and messages in a timely manner

• Promote club events and encourage participation

• Attract new members through effective online promotion

• Photograph club events and activities for social media use

• Ensure all content complies with the club's safeguarding and data protection policies

• Protect and promote the positive image of the Association

• Stay current with social media trends and platform features

• Coordinate with other officers to ensure consistent messaging

• Report on social media engagement and reach to the committee

• Maintain appropriate conduct and represent the club professionally online

• Safeguard the Association's brand and reputation

GENERAL NOTES FOR ALL COMMITTEE ROLES:

• Committee members should work collaboratively and support each other

• All officers are accountable to the committee and membership

• Officers may delegate tasks but remain responsible for ensuring duties are fulfilled

• Regular attendance at committee meetings is expected

• All roles require commitment to the Association's constitution and rules

• Committee members should act in the best interests of the Association and its members

• Reasonable expenses incurred in carrying out duties may be reimbursed

• Officers are encouraged to develop their skills through training opportunities

• Clear handover to incoming officers is essential for continuity