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HWACHONG TAEKWONDO
our blood. our sweat. their tears.
Exco Roles
Saturday, March 26, 2011 / 9:48 AM


The Exco consists of 10 positions, namely the President, Vice President, Secretary, Treasurer,2  Training Coordinators, Welfare Representative/ Public Relations Officer (Merge), Quarter Master, and 2 Section Leaders.

President

The President of HCTKD club oversees all matters across every aspect in the club. Below are some of the important roles of the President:
  • Distribution of any executive committee work (on top of their respective duties) among executive committee members according to their strengths, and supervision of them whenever necessary.
  • Serving as the direct communication link between all members, the coach and the teacher/s-in-charge. It is the job of the President to update the teacher/s-in-charge, coach and members regarding any updates of the club promptly.
  • Being responsible for all actions carried out by the executive committee. He or she will be making the final decisions for the club whenever applicable.
  • In the absence of any executive committee members, the President will have to act accordingly to ensure that the job of that particular Exco member is done and the welfare of the club not jeopardized.
  • Planning of executive committee meetings regularly to reflect on the happenings in the club and to plan for upcoming events.
  • Ensuring that discipline is always maintained during trainings.
  • Keeping of proper records on events carried out in the course of his/her term as President.
  • The President should, at all times, be aware of the club's current standard and possibilities for progress. He or she is responsible for the performance of the club.
The priority of the President is to maintain the standard of the club - by ensuring that goals are set that allow for the club's improvement, that the executive committee carries out its duties accordingly, and that there is a consistent feedback loop with which the club's progress can be ascertained. Each step forward should be taken for the club's good - but of course, "good" can be redefined.

Vice President

The Vice-President, as the title suggests, is a sub-role of the President. This implies that he or she must be prepared at all times to take over certain tasks of the President whenever such circumstances arise and constantly share the President's burden. Some specific roles are as follows:
  • Assist President and other executive committee members whenever necessary, especially during major events such as Open House, CCA exhibition, CCA CIP etc.
  • Be ready to take on any responsibility or lead at all times.
  • Befriend club members.
  • Take charge of grading and grading card.
  • Communicate with and update teacher/s-in-charge about matters of the club (alongside the President) whenever necessary.
It must be noted that most of the time, jobs do not find their way to the Vice-President. Instead, he or she must be spontaneous and always offer to help the other Exco members. The Vice-President must also be approachable and sociable and most importantly, it is imperative that he or she be able to establish close bonds within the TKD club members, thereby creating indelible memories.

Secretary

This is a deceivingly simple job in the Exco. The secretary is expected to handle all administrative matters of the club, namely:
  • Overall attendance of all club members - the secretary has to work with section leaders to collate attendance every training. He or she is accountable for attendance and has to communicate with the teacher/s-in-charge regarding attendance regularly.
  • Membership of club members, especially during orientation period.
  • Contact information of club members - this includes basic and personal information.
  • Minutes of executive committee meetings
  • Club Forms
  • All other administrative work
  • Inheriting all plans/minutes/attendance/information of the previous batches of HCTKD
On top of that, the secretary has to be the ultimate Know-It-All regarding matters of the club. He or she is expected to have all the compilations and information regarding every event in the club. As a result, the secretary also helps to helm/co-helm quite a number of the bigger events of the club and is the database for all Exco members to refer to.

Due to all these huge amounts of administrative work which involves interaction with club members, ideally, the secretary should be cool-headed, friendly and approachable as well.

Treasurer

The treasurer is in charge of all monetary matters regarding the club and is responsible for the TKD accounts at all times. The following are the duties of the treasure:
  • Collection of club fund from members once every term.
  • Registering club members for grading with the coach and collecting grading fee from all going for grading every three months.
  • Ordering TKD equipments such as the Gi, guards, planks etc
  • Managing the TKD account and safe-keeping all money
  • Ensuring that the account always has a healthy reserve of cash
  • Be in charge of all expenses or payments of the club
  • Reporting regularly to teacher/s-in-charge about the account and coming up with the budget.
  • Taking charge of any other miscellaneous fees for non-official events e.g. seniors' farewell, JTS etc
It should be noted that collection of money and forms will be assisted by the section leaders. However, the treasurer is the overall-in-charge and thus has to be a very responsible and accountable person who is logical, clear and rationale so as to be able to handle the money of the club wisely and most efficiently for the benefit of the club.

Training Coordinator

The fundamental pre-requisite for the training coordinator is to be adequately skilled in TKD, learning everything in his or her own time so as to teach others and plan trainings. He or she is the leader of the training committee and oversees trainings alongside the coach, assiting the coach in wherever is lacking. He or she must:
  • Liaise closely with the coach and plan for all trainings ahead of time.
  • Lead the training committee and be in charge of teaching section leaders.
  • Always be ready to lead training should the coach be unable to make it.
  • Be very skillful in all aspects of TKD (patterns, kicks, sparring, plank breaking etc).
  • Be motivational to other club members in inspiring them to train.
  • Be hardworking and able to control large hordes of peers.
In short, the Training Coordinator has to put in extra effort to know and perfect all TKD moves, and is able to connect with members and teach well. He or she is accountable for the standard of the club and should always seek to improve all club members skills and maximize the club to its fullest potential.
Quarter Master

The Quarter Master has to take care of the TKD Room, including all the training equipments and any property of HCTKD. Administrative work also has to be done to keep a record of all property in the TKD room. Here are what he or she has to do:
  • Ensure mats, targets, paddings, the first aid kit and other necessary equipments are brought down before every training, with the help of club members.
  • Ensure all items brought down for training are returned to the TKD room in proper condition after training and keep the room securely locked.
  • Air the paddings regularly, at least once a week to prevent them from smelling and air-dry the mats if they get wet.
  • Clean the mats if they get dirty, with help from others.
  • Keep the TKD room in a neat and tidy fashion at all times, cleaning the room whenever necessary.
  • Be in charge of spring cleaning of TKD room.
  • Keep an account of new equipment purchased, lost, spoiled or used (for planks).
  • Be in charge of stocktaking every year.
  • Order new planks, together with the treasurer.
Thus, the Quarter Master should be responsible, willing, neat and orderly.

Public Relations Officer cum Welfare Rep

The Public Relations Officer is in charge of all external events of the club, as well as public communications, the TKD shirt and team items. He or she should be the database of all videos and pictures of the club to be passed down from generation to generation. The Public Relations Officer should be friendly, enthusiastic, organized, fluent and outgoing to be best suited for the role. The Public Relations Officer is in charge of:
  • Updating the TKD Notice Board with information of regular and holiday trainings
  • Open House and CCA Orientation - organizing it with Exco and in charge of all forms of publicity including banner, posters, flyers, CCA public performance and CCA booth.
  • TKD Shirt - making a new one every year for the club
  • TKD Blog - updating it regularly and whenever needed to keep members well-informed of events.
  • Acquiring and keeping pictures and videos of club members, competition patterns etc for future reference.
  • Team items - any common item for own batch of members.
  • Media in general - printing plaques of appreciation, notices, cameras to take pictures and videos during events especially during competition, Exco form for the following year's elections.
As a Welfare Representative, he or she must look after the general welfare of club members during training, especially when the coach and teacher/s-in-charge are not around. He or she has total control over the first aid kit and has to ensure that it is not misused and restock it whenever necessary. It will be good for the welfare representative to know first aid. General duties include:
  • Paying close attention to the actions of every member; he or she must not be oblivious to the safety of club members.
  • Providing appropriate medical care should any member be injured or any accident occur and know where to seek help if the situation is too serious.
  • Having proper contacts at hand at all times, including and not restricted to those of teacher/s-in-charge, coaches, ambulance, fire brigade, police etc.
  • Keeping the first aid kit constantly well-equipped in case anything happens. The first aid kit may include the following:
    • adhesive tapes, alcohol wipes, antacid, antibiotic ointment, charcoal pills, cotton swabs, diarrhea medication, disinfectant cream e.g. Dettol, elastic bandages, gauze pads of various sizes, hypoallergenic tape, needles, non-adhesive dressings, over-the-counter pain medication e.g. aspirin, paper and pencil, paper drinking cups, plasters of assorted sizes, self-adhering roller gauze, safety pins, scissors, smelling salts, oral and rectal thermometer, triangular bandages, tweezers, waterproof tape.
In addition, the Welfare Representative is in charge of organizing events and activities to bond the club, such as birthdays, outings etc and promote attendance for such events. It will be good for the him or her to continue the club's traditions such as the tkd club's birthday and start new ones to make the club a more homely place. He or she is also in charge of organizing at least 1 CCA CIP in his or her term to allow club members to give back to the society, such as through selling items to fund a cause, performing, conducting self-defense courses etc.

Section Leader

The section leader's job is split into two aspects, administrative and training. He or she has to facilitate administrative procedures, sharing the treasurer and secretary's burdens and are also required to possess a certain level of skill in TKD so as to help the training coordinator in carrying out training for the club.

Administrative:
  • Collection of any money and forms from own section.
  • Taking section's attendance before and after every training.
  • Disseminating notices to members in each's own section to inform them of any updates, usually after training or through the form of smses.
Training:
  • Default member of training committe, working with the training coordinator to conduct training, especially in the absence of the coach.
  • Self-practise and learn tkd skills from training coordinator so as to facilitate training their members.
  • Monitor progress of own section.
  • In charge of own section's standard in TKD.
In short, the section leader has be in charge of the specific administrative work of his or her own section, reporting back to the secretary and treasurer as quickly as possible as well as be responsible for the section members' tkd standard, ensuring improvement in skills.