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Duties Of Club Officers

We provide this page as a rough guideline only. Clubs will determine their own rules according to their specific situations and conditions. Also the duties and responsibilities mentioned here are more typical of those that apply to an MC and MCC.

(also called Chairman by some clubs)
Suggest you take a look at this page for greater clarity.
The executive duties of the president are:

  1. To preside over meetings of both the Executive Board (if one exists) and the club.
  2. To judge items not covered in the bylaws(constitution) in a democratic manner.
  3. To be the official spokesman of the club in the area of public relations.
  4. To represent the club in any club business. For example, at meetings where other clubs are present.
  5. To assist the other officers in the interpretation of their club responsibilities, and to promote and maintain club life among members in general.

The executive duties of the vice president are:

  1. To assume the responsibilities of the presidency when the PRESIDENT is unable to do so. In practice, the VICE-PRESIDENT needs to walk "hand-in- hand" (so to speak) with the PRESIDENT, so that he is always fully in a position to take over when required. This requirement usually results in a very close relationship between the PRESIDENT and the VICE and they should talk in one voice.
  2. To assist the PRESIDENT in the execution of his duties and responsibilities.

The executive duties of the secretary are:

  1. To maintain all relevant information regarding the club members records.
  2. To record, safeguard and make available the minutes of club meetings.
  3. To maintain the bylaws, recording additions, deletions, or changes.
  4. To advise on the implementation of the bylaws, when required.
    NOTE: This does not mean that the secretary enforces the bylaws - it means that he/she will approach appropriate officers and advise them when the need arises.
  5. To handle all correspondence and keep appropriate records thereof.
  6. To liaise with the members regarding important club announcements and events.

The executive duties of the treasurer are:

  1. To monitor and record the club's income and expenditures.
  2. To collect the dues and fines owing by members.
  3. To ensure the Club's financial obligations are timorously paid.
  4. To make the financial statements available to the Club at meetings.

The executive duties of the road captain are:

  1. To plan the travel routes and organize the basic itinerary of the club prior to going on a 'run' or tour.
  2. To brief the Club prior to leaving on a run regarding route, formation, speed, passing, stops, re-fuelling, break down procedure and any other important "must knows".
  3. Together with the PRESIDENT, to lead the club in formation while riding as a club.
  4. To ensure that new prospects are fully briefed before they may ride with the club.
  5. To ensure riding position protocol is maintained when riding in formation as a club and to enforce club bylaws and procedures for group riding.
  6. To ensure members bikes are roadworthy before they are allowed to participate in a club ride. A maintenance supervisor may optionally be designated to help with this requirement.
    See the Road Captain Guide by Hein Jonker

Generally, this post was widely used in the old 1%'er outlaw clubs in the USA, but could serve a good purpose in a large modern MC/MCC in Southern Africa. The SERGEANT AT ARMS is more like an "enforcer of rules and discipline and keeper of the peace" in the modern context. He will ensure that order is maintained and that dangerous situations don't develop. He will use whatever method is appropriate to defuse a problematic situation. He is usually a hard nut. The executive duties of the sergeant at arms are:

  1. To maintain strict discipline within the club and ensure that members follow the bylaws and protocols.
    Note: Obviously this officer must know the bylaws inside out and remember that nobody in the club is above them - not even the president. Remember the Sgt Major in the military? Well, this guy is the Sgt Major of the club.
  2. To maintain strict order at club meetings.
  3. To resolve problems between members.
  4. To ensure that members adhere to correct policies when dealing with other members or outsiders.
  5. To defend club members, property, or territory from outside threats.

EXECUTIVE BOARD
The modern MC/MCC does not have to have an EXECUTIVE BOARD. The EXECUTIVE BOARD makes all the important decisions in the Club. It will normally consist of PRESIDENT, VICE-PRESIDENT, ROAD CAPTAIN, SGT-AT-ARMS (if one exists) and other member(s) that they appoint. The executive board consists of those members designated by the constitution and any additional appointed members. Emergency meetings can be called if a situation arises that demands immediate attention. The executive board is responsible for:

  1. The holding of scheduled meetings as per bylaws.
  2. The defining of a plan of action and strategy during times of club crisis.
  3. The monitoring of conflicts within the club.
  4. The application of disciplinary procedures.
  5. The evaluation of prospects and their progress.
  6. The presentation of summarized assessments of the overall club situation to the membership.

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