On a good day, anyone on the SAM Committee is friendly and approachable. Feel free to contact any of them...

Our club nights are held at the Birdseye Walls Social Club (BEWSC), 1930 hrs for a 2000hrs start, and most of our ride-outs start there too. Click here for a location map.

Chairperson

The Chairperson is ultimately responsible for the performance of the Club. They should be well accquainted with the many aspects of running a Group. His/Her responsibilities include:


• Lead and manage the business of the Committee to provide clear direction and focus; ensure that there is a clear structure for the effective operation of the committee, and ensure that Committee Meetings are properly chaired, structured and run, consistent with their terms of reference.
• They should always set an example of leadership, be in the forefront of Group activities and be prepared to attend as many meetings and events as possible.
• Encourage a culture that will uphold the highest standards of integrity.
• Set the agenda, style and tone of the committee discussions to promote effective decision-making and constructive debate in these meetings; ensure that the Group receives accurate, timely and clear information.
• Initiate change and plan for succession in the committee, subject to the Groups’ approval, as and when required.
• Ensure the Committee contributes fully in identifying, addressing and agreeing all major strategic issues, ie. IAM's and SAM’s Aims and Objectives.
• The Chairperson should lead the committee in monitoring the performance of the club and this should be reviewed annually. i.e. A.G.M.
• Encourage active engagement by all Committee Members and the managing of meetings to ensure that sufficient time is allowed for meaningful discussion of significant issues. Where appropriate, arrange informal meetings to enable thorough preparation in advance of any committee discussion.
• Ensure that the performance of the committee and that of SAM as a whole is evaluated at least once a year, ie. A.G.M.
• Oversee the Welcome Package for new members which is facilitated by the Chief Observer, Senior Observers, Associate Coordinator and on a one to one basis with the Associate by the chosen Observer.

It is very strongly recommended that this post be held for no more than three years and that there be a break of at least one year before being nominated again.

Vice Chairman

The basic requirement of the role is to support and stand in for the Chair whenever he/she is unavailable. This may require attendance at meetings or forums where input from Severn Advanced Motorcyclists is deemed necessary.

Secretary

• Trustee, Officer and Ambassador for the Group.
• Attend local, regional and national conferences and meetings when possible.
• Bring back from these meetings 'best practices' and help implement them.
• Record and distribute notes taken at committee meetings.
• Inform the committee of new IAM policy and procedures.
• Announce to members at social nights invites from other organistions.
• Liaise with IAM HQ staff. Order IAM literiture etc.
• Help promote SAM at shows.
• Hold historical, archive and promotional material.
• Countersign cheques.

Treasurer

The Treasurer is responsible to Members for the proper control over Group funds, and is answerable to the Membership at an Annual General Meeting.

• In conjunction with the Committee, should arrange where the Group funds are to be lodged - either in a Bank or Building Society.
• Should arrange a mandate for the signing of cheques, and Group Rules 4.18 requires the Group: "To open and operate a Bank or Building Society Account in the name of the Group. The Treasurer shall arrange for 3 persons to be named as signatories (in writing). The three shall be the Treasurer, the Secretary and at least one other member of the Group Committee to sign cheques on behalf of the Group. The Treasurer shall arrange for all cheques to be signed by not less than two of the authorised signatories".
• Shall, when opening a Bank or Building Society account, ensure that they notify that they are a charity so that tax is not deducted at source from the interest earned.
• Shall ensure that as the Group is a Charity that the Group does not use Group funds for non-charitable activities (ie. social activities).
• Shall maintain financial books in a business-like manner, with all receipts and payments under their own headings, and shall liaise if necessary with an external adviser to see how this should be done.
• Should be in a position to give a brief summary of the Group's financial position at every Committee meeting, in order that any proposed future events or purchases can be properly budgeted for.
• As no Committee or Group Member should be expected to pay for expenses incurred on behalf of the Group out of his/her own pocket, a standardised "Expense Claim Form" should be drawn up by the Treasurer and its use insisted on, with purchase receipts attached wherever possible. These would be signed, dated and settled on a monthly basis, when approved by the Committee (unless agreed otherwise). Likewise, a standardised "Income Statement" should be drawn up for use by those who receive money on behalf of the Group (Membership Secretary, Associate Co-ordinator, Events Secretary etc.), and passed on to the Treasurer with any money received.
• Should ensure that all equipment be recorded in an "Equipment Register", showing date of acquisition, cost, and where it is stored. At the time of purchase, an annual depreciation percentage should be agreed on, as this will be required for the annual accounts. (As a guide, all equipment should be depreciated at 25% per annum).
• Should, once the Group has started to obtain its own equipment, make funds available for its maintenance, repair, and possible eventual replacement. Equipment should be insured as thought appropriate.
• Should, as the group is a charity, have a duty to apply charity funds within a reasonable time of receiving them. Should the group retain funds beyond their immediate needs, a statement should be included in the Group’s annual report by the Treasurer justifying its holding of the reserves and for which the Group should have established a reserves policy based on a realistic assessment of the Group’s reserves needs.

Senior Observer

Purpose: To manage the observing function within SAM.

Role Requirements:
• To have attained the standard of riding and observing required for the Senior Observer qualification and to hold a current Senior Observer certificate.
• To have been an active observer within SAM for a period of a minimum of 12 months.
• To be able to communicate effectively at all levels throughout the group, the locality and within the IAM region.

Responsibilities:
• To recruit new Observers and new Senior Observers on a rolling basis to ensure that adequate Observers are active in the group at any time such that Observers can readily be allocated to new Associate members joining the group and that sufficient experienced Observers are available to provide annual check rides and further updates for full members.
• To continually maintain and directly oversee a training programme for new Observers to ensure that a high standard of observing and riding is achieved.
• To maintain and directly oversee annual group co-ordination and training days for all active Observers.
• To ensure that a co-ordinated approach is achieved by all active Observers.
• To personally conduct an annual individual check ride on all active Observers; this should involve an active Associate and where possible should be done on a first observed ride.
• To ensure that all active Observers and Senior Observers display the high standards of riding required by SAM and the IAM at all times.
• To ensure that all active Observers and Senior Observers actively maintain the highest possible standard of riding amongst SAM members during group rides, with sensitive intervention applied by Observers on the ride if the required standards are not met.
• To report at required intervals to the committee and to ensure that the committee are aware at all times of issues that arise involving standards of riding and the group observing function.
• To ensure that conduct and behaviour from all Observers is professional, calm and courteous at all times.
• To endeavour to represent the group locally and at regional and national levels, as and when required by SAM and the IAM.

Associate Co-ordinator

Purpose: To manage the allocation of Associates to Observers within SAM.

Role Requirements:
• To have attained the standard of riding and observing required for a Group Qualified Observer and to hold a current Qualified Observers certificate.
• To have been an active a Group Qualified Observer within SAM for a period of a minimum of 12 months.
• To be able to communicate effectively at all levels throughout the group, the locality and within the IAM region.

Responsibilities:
• To produce and maintain an Observer/Associate allocation list.
• To pair new Associate Members with an Observer in order for them to prepare for their Advanced Motorcycle Test.
• Collate reports from Observers and liaise with Chief Observer on Associate’s progress.
• Liaise with Chief Observer on Observer recruitment and ongoing training.
• Allocate Senior Observers to undertake pre-test check rides.
• Advise Journal Editor of recent test passes for inclusion in SAM Journal.
• Advise Regalia of recent test passes to enable free SAM polo shirt to be acquired for presentation with test pass certificate.
• Manage the re-allocation of Associates, where circumstances dictate
ie. illness, diary clashes etc.
• Monitor feedback from IAM Examiner and dissipate amongst Senior Observers.

Social Secretary

Key role: Buy drinks for the Web Master or provide information for this position.

Journal Editor

Overview:
• Work with committee to establish deadlines for each stage of future journal production.
• Collect and collate contributions for the journal. Also encourage contributions from people.
• Arrange for printing and web publication the journal Send an alert email to inform online recipients of the publication of a new journal.
• Prepare/delegate the cover artwork.

Role Description:
• Deadlines are set for the submission of copy from contributors, the Editor then spends up to a week selecting copy that will be used to fill the next journal (or frantically trying to get more to fill gaps!).
• Content is then passed to Wendy Ellis who does the layout. Wendy sends a draught copy, and between us we make necessary alterations. She returns pdf file versions for printing and for publication on the website. Finally files are sent to the printer and to the Webmaster.
• Once the pdf files are available, an alert is sent via email to those members who have opted not to receive a printed copy of the journal, to let them know that the online version is available.

People with whom the editor has to work:
• Journal Contributors (these may be 'regulars', such as Chairman, Grumpy, Magistrate, Diary Co-ordinator and others, including rideout leaders and other casual contributors. Normally a 'reminder' email is sent to the regulars a little ahead of the deadline for contributions).
• Membership Secretary (provides contact details for the current members, associates, sponsors etc. that require journals, either printed or pdf format. Also provides details of number of printed journals required). Wendy Ellis (prepares the typeset journal from the content forwarded by the Editor). Chris Williams (organises the printing of the journal). Jim McPhail (SAM Webmaster, arranges hosting of the pdf format journal on the SAM site).

Regalia

• Responsible for the ordering of merchandise if required ie. Ultraseal etc.
• Receive details of test pass from Associate Co-ordinator. Contact that person, congratulate them and ask what colour/size polo shirt they require.
• Order and collect them from SAFPRO in Gloucester. (Payment can be made by regalia organiser and then claimed back from the Treasurer or SAFPRO can be asked to bill the Treasurer direct).
• Once that is done, contact the Secretary so that he/she can arrange for the shirt to be presented at the next club night that the member is available to attend.
• Attend club nights and advertise the sale of merchandise to club members.

Membership Secretary

Responsible to the Executive Committee.

Skills Required
• Administration
• Book-Keeping
• Tact and Discretion
• Database knowledge

Main Duties
• Maintain a current membership list of the Group, adding new members on joining/ensure ‘lapsed’ members are deleted.
• Issue membership cards to each member and Committee ID Cards.
• Maintain a list of non-members – sponsors, Life/Honorary Members.
• Coordinate the compiling of lists; email & postal list for Journal; SAM expiry dates (to remind members of renewal); IAM expiry dates (to remind members of renewal); Membership list for other committee members; produce list for ‘Refresher Rides'.
• Retain membership applications for seven years.
• Provide a current membership report at Committee meetings, and for inclusion in the Chairman’s report for the AGM.
• Perform all other duties which are normal to the office of the Membership Secretary.
• Collect and record annual subscriptions and fees in conjunction with the Treasurer.
• Attend Committee meetings.
• Liaise with Honorary Secretary/Honorary Treasurer.
• Update and print Welcome Pack.
• Provide associate members with information about joining SAM – Welcome Pack.

Group Committee

Duties: To further the objectives of the Group.
• To encourage and assist motorcyclists to become Members of the Institute.
• To foster and maintain interest in the Institute amongst Members and to keep them informed by way of a periodic Newsletter.
• To make arrangements for road safety and other events which further the objects of the Group.
• To ensure that no Group Member derives any pecuniary benefit from Group resources through their Membership of the Group.
• The Group Committee must seek to ensure that all Group Full Members are current Institute Members and must not renew the Group Membership of any Group Full Member where it is known that their Institute Membership has ceased.
• Co-operate with the Council of the Institute.
• To record and retain Minutes of meetings of the Committee, AGM’s and EGM’s for a minimum of ten years. MEETINGS - The Group committee shall call ordinary meetings of the Group Committee at least once every three months.
• A Chairperson shall have a casting vote.
• A quorum of the Group Committee shall be one third of all committee Members or three, which ever is the greater.

Diary Co-ordinator

What do the club want to hear?
Where would they like to go?
These are the two main questions to be asked when taking on this role.

Two pre-requisites are required:
• Use the extensive contacts list that you have built up over a period of time to see if they would be willing to give talks to the club – does not necessarily need to be bike related (but it would help)
• Where have you been that others might like to go? Once these two questions have been answered putting the diary together is easy – but help and ideas from other club members is always useful.

Skills Enhancement Co-ordinator

Arranging membership refresher rides. A close working relationship with the Membership Secretary and the Observer Co-ordinator is necessary to make sure that all information is kept up to date and everything is completed within the required timeframe.

Webmaster

Requirements:

• Reliable PC and website editing software (a critical part of the role).
• Enough hours in the day to keep up with the demands of the Chairman.
• Large email inbox to receive loads of photos from all SAM events.
• Always try to embarass the Committee with witty captions on photos. (Photo editing skills are useful here).
• Promote SAM so any visitors to the site will say 'WOW'!