Administration
Board of Directors
- Set club policies.
- Attend monthly board meetings and vote on issues presented at meetings.
- Optionally take on additional duties, such as chairing special committees.
President
- Coordinates overall club activities.
- Spokesperson for the Club.
- Handles public relations.
Executive Vice-President
- Aids the president.
- Fills in when the president is unavailable.
Vice-President of Finance
- Directs the annual budgeting process.
- Chairs the Budget and Finance Committee.
Vice-President of Publications
- Produces the club's printed material, including flyers, new/renewal membership letters, letterheads, and brochures.
- Coordinates special publications.
Vice-President of Legal Affairs
- Prepares legal documents.
- Advises on insurance matters and other business issues.
Treasurer
- Handles all financial transactions for the club.
- Pays WheelPeople printing expenses.
- Pays for costs associated with club events (centuries, etc.).
- Files CRW's annual corporate renewal and other legal documents.
Secretary
- Takes minutes at the monthly board meeting and prepares them for publication in WheelPeople.
- Receives and tallies votes for annual board elections.
- Optionally, may perform other administrative or board-related tasks on an ad hoc basis (working on member survey, writing reports, revising CRW bylaws).
Insurance Coordinator
- Handles all contact between the club and our insurer.
- Sees that the annual insurance premium is paid.
- Determines the amount due and pays the insurance company for special events (centuries, weekend trips).
Membership Coordinator
(Position usually filled by two or more volunteers.)
- Processes all new and renewal membership applications; mails membership renewals.
- Periodically sends membership checks to the Treasurer with a transmittal letter.
- Mails membership database on disk to our mailing service for the newsletter.
- Assembles and mails all the membership cards and letters to each member.
Information Coordinator
- Serves as the primary contact for people that want information about the club: what we are, how to join, etc.
Merchandise Coordinator
- Orders club merchandise.
- Sells the articles at club events.
Mileage Coordinator
- Records mileage figures that members submit and transmits this information monthly to the WheelPeople Copy Editor.
Government Relations Coordinator
- Keeps abreast of legislation affecting bicycling; alerts the club to public meetings with bicycle-specific agenda items.
- Provides a report to the Board on bicycle-related legislation as needed
- Submits advocacy articles to WheelPeople.
Publicity Coordinator
- Sends information on our weekly rides to the Boston Globe.
- Sends information on our major events (centuries, weekend trips) to bicycling-related publications and web sites.
Bike Shop Program Coordinator
- Oversees Bike Shop Reps, who are assigned one or more bike shops to handle.
- Makes sure that all area bike shops are covered.
- Provides reps with CRW brochures to hand out to the shops.
Bike Shop Rep
- Responsible for maintaining a CRW presence with bike shop owners.
- Makes sure that CRW brochures are stocked at the shops.
- Solicits donations for the annual club banquet.
- Optionally, may also solicit advertising.
Special Projects Coordinator
- Plans the annual awards banquet, Coordinates with The Board of Directors, venue for the banquet, Treasurer, Wheelpeople Editor and Bike Shop Program Coordinator.
- Optionally coordinates other projects as needed.
Social Committee
- Organizes activities outside of the rides program, typically:
- Arranging slide shows, dinners, workshops, etc., during the winter season.
- After-ride events during the main ride season.
Volunteer Committee
- Recruits and coordinates CRW volunteers.
- Finds new volunteers for club activities.
- With Social Committee, organizes nonride events.
Rides Program
Vice-President of Rides
- Responsible for maintaining the overall rides calendar and distributing
updates.
- Acts as Chair of Rides Committee.
- Solicits ride leaders for the weekly rides and coordinators for the recurring rides and winter rides.
- Compiles the monthly ride calendar for WheelPeople and the Web site.
- Contacts recurring rides leaders to determine start and end dates, notify WheelPeople copy editor.
- Tries to avoid scheduling rides in the same month that start in the same location or have significant overlap.
- Ensures that all ride leaders receive/have access to Ride Leader guidelines, mail if necessary.
- Schedules the Ride Leader party.
- Attends the Board Meetings and reports Rides Program statuss.
- Works with Rides Committee to determine what "gifts" ride leaders receive.
- Prepare Ride Board for awards banquet and holiday party
- Address other ride leader issues as they occur (poor ride leader, dangerous rides, etc.)
- Finds mentors for members interested in becoming leaders
- Answer queries regarding rides and the club
Saturday Rides Coordinator
- Responsible for the Saturday ride program during the regular ride season (April-November).
- Solicits ride leaders for Saturday rides.
- Schedules ride leaders and distributes ride information (waiver form, ride leader guidelines, reimbursement form, and CRW brochures) to the leaders.
- Sends rides calendar information to the Vice-President of Rides.
- Member of Rides Committee
- Attends monthly Rides Committee
- Contributes to Rides Committee tasks, such as organizing the ride leader party, attracting and mentoring new leaders, etc.
meeetings
Sunday Rides Coordinator
- Responsible for the Sunday ride program during the regular ride season (April-November). Sunday rides must be arrowed.
- Solicits ride leaders for Sunday rides.
- Schedules ride leaders and distributes ride information (waiver form, ride leader guidelines, reimbursement form, and CRW brochures) to the leaders.
- Member of Rides Committee
- Attends monthly Rides Committee
- Contributes to Rides Committee tasks, such as organizing the ride leader party, attracting and mentoring new leaders, etc.
Winter Rides Coordinator
- Responsible for the winter ride program (December-March).
- Schedules ride leaders and distributes ride information (waiver form, ride leader guidelines, reimbursement form, and CRW brochures) to the leaders.
- Sends rides calendar information to the Vice-President of Rides.
Ride Leader
- Sends a ride description to the Vice-President of Rides by the first of the month that precedes the month of their ride. For example, July ride leaders must send their description by June 1. If the ride is the first few days of the month, they should send it two months ahead. A ride description for July 1 is due May 1.
- Sunday ride leaders during the regular ride season must arrow their rides. They should prepare and distribute a cue sheet or map.
- Saturday ride leaders may arrow their rides. For arrowed rides, leaders should prepare and distribute a map or cue sheet. For non-arrowed rides, they should prepare and distribute a cue sheet. A map is optional.
- Is familiar with and follows the Charles River Wheelmen
Ride Leader Guidelines.
Recurring Ride Coordinators
- Leads one of the recurring CRW rides during the regular ride season, i.e, rides that take place weekly on the same day.
- Sends a ride description to the VP of Rides by the first of the month that precedes the first month of the ride. For example, if the ride starts in April, the coordinator must send a description by March 1.
- Arrows the ride and keeps arrows fresh in response to road construction and weather.
- Prepares and distributes a map or cue sheet.
- Is familiar with and follows the Charles River Wheelmen
Ride Leader Guidelines.
Century Committee Chair
- Responsible for Spring and Fall century rides.
- Delegates specific areas of responsibility to Century Committee members.
- Schedules Century Committee meetings, typically 3-4 times a year.
Century Committee Member
- Plans and executes the Spring and Fall centuries.
- Typically takes on one major area of activity, such as registration, and arranges to staff the activity with volunteers.
WheelPeople Staff
Copy Editor
- Proofreads and edits material submitted for the club newsletter.
- Scans necessary material on a scanner provided by the club.
- Transmits the copy to the Production Editor.
Production Editor
- Lays out copy submitted by the Copy Editor and advertising submitted by the Advertising Coordinator. The club provides Pagemaker software for this purpose.
- Delivers the newsletter, either electronically or in hard copy format, to the printer so that members receive their issue before the end of the current month.
Advertising Coordinator
- Responds to requests for information about ad sizes, pricing, deadlines, and copy requirements.
- Responds to advertisers' questions and special requests.
- Interfaces with advertisers for delivery of advertisements or advertising copy to Production Editor
- Interfaces with advertisers for delivery of payments to Treasurer
- Communicates with Treasurer and Production Editor about advertisements and payments
- Optionally, solicits advertisements for the newsletter.
Internet Staff
E-Mail List Administrator
- Maintains the club e-mail list. Tasks consist of handling bounced messages, posting for off-list senders, and updating the information files.
May also:
- Post items of interest to club members.
- Maintain an archive of prior posts.
Webmaster
- Has overall responsibility for the Web site.
- Ensures that information posted on the Web site is current and correct, with emphasis on current rides and trips listings.
- Maintains the photograph library of club events and
personalities. Develops graphic images used on the Web site. Optionally, may choose to expand or enhance the Web site.
Web Site Staff
- Assists the webmaster in specific areas of web site maintenance: picture gallery, tours database, cue sheet database, etc.
