Gainesville Cycling Club

Duties of the Board of Directors and Staff

Members of the Board of Directors are elected by the membership of the club in February of each year. Members wishing to compete for a position should provide their name and a statement for the web site to the Webmaster before the election. You must be a Club member for at least one year to run for election.

Staff members are selected by the supervising Board member. Contact them if you are available to serve in an open position.

President

Responsible for the overall operation of the Club. Conducts meetings of the Board of Directors and the general membership.

Master of Ceremonies: Does general announcing at Club parties and invitational rides.
Advocacy Director: Represents the Gainesville Cycling Club to the community and in front of governmental bodies. Coordinates Club activities advocating for better cycling conditions and facilities.

Vice President

Assumes the duties of the President when the President is not available, and performs other duties as assigned by the President and/or the Board.

Secretary

Maintains the legal records of the Club. Takes minutes at Board and Club meetings.

Historian: Compiles the history of the club.

Treasurer

Maintains the financial records of the Club. Manages the Club funds. Manages the governmental requirements of the Club (annual corporate registration, sales tax, tax returns). Supervises the financial record keeping functions.

Chief of Staff

Responsible for the day-to-day administrative operation of the Club. Performs or supervises the following functions:

Membership Secretary: Processes membership applications into the data base, and accumulates payments submitted for dues. Notifies members of expiring memberships. Prepares and mails renewal notices. Produces membership cards.
Membership Card Laminator: Laminates and mails membership cards.
Bookkeeper: Makes periodic deposits of funds received by the Club. Pays bills. Records financial transactions in the Club financial records.
Webmaster: Provides overall management of the Club web site. Does physical updates to the Club web site as needed. Responsible for the look and feel of the web site.
Data Base Manager: Maintains the Club data base and the related support software.
Web Content Manager: Responsible for ensuring that the data presented on the Club web site is current and accurate. Develops new content for the web site.
Warehouse Manager: Maintains the items in the warehouse so that they can be easily accessed when necessary. Assists in the check out and check in of items from/to the warehouse.
News Editor: Reviews articles submitted for display on the web site to ensure they are properly formatted, spell checked, and do not violate club policy. Refers any questionable articles to the Board before approving for posting on the web site. Prepares and transmits eNews email transmissions monthly, or more often if needed. Prepares occasional issues of The Gainesville Cyclist long-form newsletter.
News Reporters: Prepares articles (News, Features, and Events) for display on the club web site.
Advertising Manager: Accepts advertising for display in club electronic media. Accepts payments for advertising. Keeps track of advertising subscriptions. Ensures that displayed ads are in the proper format.
Office Staff: Assist in the operation of the office by performing filing and organizational duties.
Jersey Manager: Selects a jersey design. Arranges for production with a vendor. Obtains sponsorships. Manages distribution of completed jerseys.
Bike Store Liaison: Acts as the point of contact between the Gainesville bicycle stores and the Club. Delivers information items to the stores. Answers questions about advertising with the Club.
Email List Manager: Contracts for a provider for an email listserv (GCCMail). Monitors the list to ensure posts are in accordance with policies. Ensures that only email addresses recorded on the Club data base are used in the list.
Photographer: Takes photographs at Club functions. Makes the photographs available to Club members. Provides photographs for use in club publications and on the web site.
Insurance Manager: Contracts for insurance to cover club rides, events, and operations. Ensures premiums are paid. Obtains Certificates of Insurance as necessary.
Bike Case Manager: Manages the storage and check out of club bike cases.
Friends Page Facebook Admin: Manages the “Friends of the Gainesville Cycling Club” page on Facebook.
Official Page Facebook Admin: Manages the Official Gainesville Cycling Club page on Facebook.
GCC Storekeeper: Keeps the inventory of goods available for sale to Club members. Brings the inventory to Club events and makes sales to members. Arranges for purchase of goods to be sold.

Gainesville Cycling Festival Director

Puts on the Gainesville Cycling Festival. Supervises a vast staff of volunteers.

Festival Facilities Director: Arrange for facilities used during the events, and manage parking.
Festival Course Marshall: Responsible for all aspects of the courses: painting, signing, corner cleaning, SAG.
Festival Aid Director: Responsible for all aspects of supplying and operating aid stops.
Festival Registrar: Performs registration functions for the Festival and supervises registration volunteers.

Picnic Manager

Responsible for the overall process of supplying and staging GCC picnics. Activities include proposing picnic dates and venues to the GCC Board, arranging for use of facilities at picnic venues, coordinating with the Equipment and Supplies Manager and the Fluids Manager, finding a Venue Manager for each picnic, publicizing the picnic, and arranging for or providing a main course food item.

Equipment and Supplies Manager: Responsible for maintaining a stock of supply items needed at picnics and parties, storing equipment and supplies, transporting equipment and supplies to and from the picnic or party venue, and cleaning used flatware and serving utensils.
Fluid Manager: Responsible for procuring sodas and ice for picnics and parties, transporting sodas in ice chests to picnics and parties, and transporting a water cooler to picnics.
Venue Manager: This is a non-cycling volunteer position. It does not require the same person do the job for each event. Responsible for arriving at the picnic location at the opening of the venue, assisting in the unloading of supplies, equipment, and fluids, setting up the venue for the picnic, assisting in putting up the shelter if one is used, placing the tables, putting out the flatware, plates, napkins, and cups, staying at the venue to provide basic security, assisting in food preparation / presentation, and assisting in equipment cleanup and teardown.

Ride Captain

Supervises the riding programs of the Club. Performs or supervises the following functions:

Club Safety Officer: Proposes Club rules to the Board for adoption. Ensures that members are aware of the rules. Conducts training in safe bicycling for Club members.
Insurance Officer: Files notifications with our insurance company when a member is injured while participating in a Club event.
Group Captains: Each riding group has a Captain, who is responsible for the overall definition and operation of the group.

Brevet Administrator

Puts on the Gainesville Brevet Series.

Publicity Director

Publicizes the Club to obtain new members and promote Club activities.

This is an official club document adopted by the Board of Directors, November 2011, amended January 2012, amended June 2013, amended February 2014, amended April 2018.