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Oxfordshire Paddlesport Development Team.

This is a real progression for Paddlesport. Much of canoeing is regionally based - Marathon being an obvious example - and will remain so, but Canoeing is an unusual sport in this respect: most sports are county based, and this is where a lot of Sport England funding is targeted. Having a county based development team will allow canoeing to fall more comfortably into Sport England's system, and allow us easier access to funding and other benefits.

To kickstart things, we are coordinating a Youth Paddlesport Series based on the West Berkshire Series, in which we have taken part for the last five years.

Here is a draft constitution.

BCU – Oxfordshire Paddlesport Development Team,

Role Descriptions
So what is this ‘Role Description’ stuff all about?
We are all volunteers and time is precious. To minimise the time we spend and maximise the efficiency and timeliness of our efforts, it may help to have targets and guide lines which we can refer to from time to time (a job or role description?).

 By our collective and individual contributions, both large and small, we can as a Team, make real progress towards enabling our members, partner organisations and the wider paddling community the best available opportunity to achieve their potential in all aspects of paddlesport.
The descriptions presented in the following pages are intended to help you recognise the part we hope you will be able to play in achieving our goals and targets.
 It quite likely that one person may hold more than one role. From time to time additional roles may be created to achieve specific goals and targets.
Feedback and comments are welcomed. Thanks for all you are doing and are going to do to help us achieve our vision.

Roger Wiltshire
Feb 2008

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Chairman / Minutes Sec of the OPDT
Responsible to:

• The BCU English Development Team
• The Southern Regional Development Team
• The OPDT

• Role Summary:
  To provide leadership and effective management of the Oxfordshire Paddlesport Development Team

• To encourage and lead the OPDT towards providing active support to paddlesport in Oxfordshire in line with BCU Southern Region, the aims of BCU Canoe England and the targets and objectives specified in the Southern Region Development Plan

Tasks and Responsibilities:

• To ensure that all members of the Team are aware of the BCU’s policy on Child Protection, and that CRB checks are completed where appropriate
• To contribute actively in giving the OPDT firm strategic direction, setting overall policy, defining goals and setting targets and evaluating performance against the agreed targets as specified in the Constitution & Southern Region Development Plan
• To ensure the effective and efficient administration of the organisation.
• To ensure that proper accounts are kept and reported at the AGM. To ensure the organisation applies its resources exclusively in pursuance of its objectives
• To ensure the financial stability of the organisation. To protect and manage the property of the organisation and to ensure the proper investment of funds.
• To ensure that all OPDT activities comply with the requirements and policies of BCU Canoe England and any other relevant legislation or regulations
• During the year, hold four OPDT Meetings and an Annual Consultative Meeting
• To represent the views of the OPDT to the BCU or any other interested party.
• To ensure good working relationships exist between all paddle disciplines in Oxfordshire and where necessary act as a liaison

• Forward communications and feed-back to the relevant officers of the OPDT for timely action e.g. requests for assistance and informed advice on relevant issues
• Encourage and where necessary promote training for OPDT representatives to enable them to carry out their roles and tasks
• To assist the Secretary in the production of the OPDT Annual Report.
• Other requirements and activities may be required by BCU Canoe England

Specific Additional tasks

• Ensure that Oxfordshire is represented on the SRDT
• Foster representation by Oxfordshire in national and international events
• Facilitate an information exchange of links, contacts and venues used by Clubs and Centres in Southern Regio

Key Deliverables

• Ensure that at least four OPDT metings and an ACM are held each year
• Ensure that the performance of the OPDT is evaluated annually against the goals and targets outlined in t constitution.

_________________________________________________________

 Deputy Chairman of the OPDT

 Responsible to:

• The Chairman of the OPDT

Role Summary:

• To support the Chairman and members of the Development Team

 Tasks and Responsibilities:

• To represent and deputise for Chairman when required to do so
• Forward communications and feed back to the relevant officers of the OPDT for timely action e.g. requests for assistance and local feedback on relevant issues
• To assist the Chairman in the production of the Annual Report
• Other requirements and activities as requested by the  OPDT.

Key Deliverables

• Assist OPDT Chairman and Representatives to achieve their key deliverables
• Review annually and list at the ACR, all active Oxfordshire clubs centres and local organisations involved in paddlesport.

 Hon Secretary to the OPDT

Responsible to:

• The Chairman of the OPDT

 Role Summary:

• To support the Chairman and be responsible for the efficient administration of the OPDT.

 Tasks and Responsibilities:

• Maintenance of efficient records and report to OPDT all external communications (written, telephone, fax e-mail etc) between the BCU, Canoe England and external bodies
• Maintain accurate directory of the members of the OPDT showing responsibilities and contact information
• Prepare and issue invites and agenda for OPDT ACM and any formal meetings held with the BCU or external bodies. Note: four OPDT meetings and an ACM are scheduled each year.
• Make arrangements for meetings e.g.
  • Booking the room
  • Equipment
  • Refreshments
  • Facilities for those with special needs
• To issue timely minutes of all OPDT meetings and meetings held with the BCU or external bodies.
• Forward communications to the relevant officers of the Southern Region Development Team and Canoe England for timely action e.g. items for the website, claims for expenses and requests for assistance
• Check that Committee members have carried out action agreed at a previous meeting
• To assist the Chairman in the production of the Annual Report
• Other requirements and activities may be added by the Chairman of the Development Team

 Key Deliverables

• A reminder of OPDT meeting should be issued to Team Members three weeks before the scheduled date
• Issue invites to the ACM to the Oxfordshire coaches, clubs and relevant organisations via notices in CODE and contact email addresses
• Draft minutes, together with recorded actions, should be available within two weeks of each meeting and these should be circulated to the OPDT.
• Continually review the accuracy of the club and centre contacts as recorded in BCU publications.

_________________________________________________________________
Treasurer to the OPDT

 Responsible to:

• The Chairman of the OPDT

 Role Summary:

• Advise the OPDT on financial control and expenditure.
• Produce an annual budget for approval by the OPDT
• At the ACM present an audited account of the financial situation
• Manage claims for expenses and bring to the OPDT requests for grants

Tasks and Responsibilities:

• Maintenance of efficient records of all relevant external communications (written, telephone, fax e-mail etc) between the BCU, Canoe England and external bodies. Reporting relevant details to OPDT at meetings.
• Provide written report on the financial situation at each formal OPDT meeting and the ACM. Note: four OPDT meetings and an ACM are scheduled each year.
• Bring to the OPDT for approval, requests for grants and financial assistance
• On behalf of the OPDT, receive monies and approve payment of claims for expenses
• Ensure that all funds allotted are properly accounted for.
• Invest, in consultation with the OPDT any accumulated funds
• Ensure that proper inventories are maintained and proper insurance arranged
• To assist the Chairman in the production of the Annual Report
• Other requirements and activities may be added by the Chairman of the Development Team

 Key Deliverables

• Pay all monies into an approved account operated by not less than two signatories authorised by the OPDT. No monies due to OPDT may be paid directly into any person’s personal account
• Monies accumulated for special purposes must be paid into a suitable and separate investment account.
• When requested, assist OPDT members to prepare a budget for specific tasks.
• Preparation of accounts including corporation tax
• Ensure accounts are audited annually and presented to the ACM
• Ensure the accounts are available for inspection by approved officers of the BCU
• Books and Statements of Account must be preserved for not less than seven years from the date of the last entry.
• Working with the LCO, review and action requests for coaching grants
• Action expenses claims submitted by members of the OPDT

______________________________________________________________
Oxfordshire’s LCO

Responsible to:

• Southern Region, Coaching Development Officer (CDO)
• Southern Region, Regional Coaching Officer (RCO)
• The Chairman of the Southern Regional Development Team

Role Summary:

• Represent the BCU coaching scheme in the Oxfordshire focusing on

o       Supporting the recruitment, training and mentoring of new coaches

o       Providing coach development opportunities for existing coaches

o       Preparing a programme to meet local coaching needs and the aims and targets specified in the Southern Regional Development Plan

• Ensure coaching opportunities are available to share current best practice for minority paddling interests or specialist needs e.g. the disabled
• Recognise and support the contribution made by both volunteers and approved BCU centres

Tasks and Responsibilities:

• Report on and action all communications relevant to paddlesport coaching
• In the local area, support the RCO in the provision of the coaching courses, training and up-date opportunities
• Be familiar with the aims and the goals of the Southern Region Development Plan
• Pass on to Local Coaches the requirements of the BCU National Development Plan and outcomes from the BCU, Paddlesport Review programme.
• Report to the RCO and Regional PDO the numbers attending Local Coaching courses giving details of the results and any feedback from those attending
• Attend meetings of the OPDT and the Oxfordshire ACM
• Recognise and support the contribution made by volunteers
• Ensure local Coaches have up-to date, first aid qualifications, CRB checks and necessary endorsements (e.g. working with the disabled and child protection)

Key Deliverables

• To satisfy local demand, prepare a yearly programme of Coaching Courses and identify the responsible Course Directors.
• Provide timely and appropriate publicity of all Local and Regional coaching courses. Ensure up-to-date information appears on the Regions web site.
• Provide the RCO, in writing, details of the meetings, courses and events planned, courses and events run and details of numbers attending and outcomes.
• Attend an annual meeting with RCO and other Southern Region LCO’s