Gurston events take a small army of volunteers to organise outside of the event on the day and we are always looking for volunteers to help. The following roles are general descriptions, but tasks and responsibilities maybe shifted around to suit skillsets and time availability.
Chairperson – chair@gurstondown.co.uk Simon Purcell 07562604536
- liaison with British Automobile Racing Club
- Overall accountability for the club, safe running of events, good use of BARC South-West Centre funds, facilitating a good environment.
- primary liaison with the farm owners
- responsible for supplier management
Vice-Chairperson – davey-large@ntlworld.com John Davey 07894472530
deputises for Chairperson
John additionally:
- currently organises the Annual Awards night
- Manages suppliers and contracts on behalf of the chairperson
- Completes meeting venue set up
- Oversees official photographers
Club Secretary – secretary@gurstondown.co.uk – Mark Walker
- Scheduling organising organising meetings; committee meetings and AGM
- creates agenda, minutes of meetings and action items
Treasurer – finance@gurstondown.co.uk Laura Carter
Any other finance support as required
- Budgeting & forecasting
- Raising sponsorship invoices & credit control
- Checking supplier invoices to quotes/budget & raising payments
- reporting & payment of racing permits
- Collation of credit card receipts & reconciliation of statements
- Posting transactions to Sage, maintenance of balance sheet controls & analysis of ledgers
- Cashflow management & optimisation of available funds
- Collection & delivery of cash floats for events, cashing up after events & managing cash controls
- Monthly treasury & event performance reporting to the Committee, financial
- Reporting to BARC HQ at annual Centres Conference
- Liaison with BARC HQ re VAT, intercompany transactions, etc
- Year end audit preparation & finalisation
- Liaison with other external organisations, eg bank, insurance, etc
- Setup of online ticket sales
Competition Secretary – compsec@gurstondown.co.uk – Nick Revels
- Inviting other championships to Gurston and facilitating / managing scheduling conflicts
- Determining Class and Championship regulations and gaining MSUK approval
- For each event
- Allocating Driver Numbers, Batches and Classes Running Order for Hillclimb Events and distributing documentation and final instructions to competitors and officials
- Driver liaison pre-meeting
- Part of Pre, During and Post Event Admin Team, preparing documentation for Event stakeholders: MSUK and club officials, Programme, TSL, paddock marshals team, commentators, drivers
- Maintain class records post event
Event Secretary – Tony Magson – Phone Number on Competition Weekends, 01722 780340
Responsible for all materials and notices required for the organisation and smooth running of the meeting including track ane evnt licensing, including:
- Issue relevant forms to the rescue crews which have to be completed and returned before the meeting can proceed.
- Establish with the Chief Marshall the Judges of Facts for both the Start and Finish lines,
- Issue relevant form to the Medics for completion at the end of the meeting.
- To issue all relevant bulletins that are necessary – change of driver, change of car, change of class, late entries, changes to declared officials etc.
- Ensure that all drivers have signed on and shown their current licence at the office.
- Ensure that all contractors and officials who have not signed on electronically do so at the office.
Deal with any enquiries from Competitors and the public, forwarding those enquiries on to the relevant person where necessary.
Be responsible for receiving any Protests or Appeals from Competitors.
Clerk-of-the-Course – Jamie Buchanon
Represents Motorsport UK Clerk of the Course discipline ensuring that committee decisions and taken are aligned with the wider Motorsport UK Regulations (or National Competion Rules) that govern our sport.
Pre event discussions and planning, as well as post event debriefs, to ensure continual improvement of events for competitors and spectators
Coordinate and oversee the support team and ‘Orange Army’ marshalling team who are crucial to our events whether that is school days or competition events
Alphatiming Administrator – Graham Beale
Develop the Alpha system to best suit the club requirements.
Ensure the Alpha online entry system is configured to suit the club requirements and
operational at all times.
During the off-season, prepare the Alpha online entry system for the new season,
including the drive school.
Support other Alpha users with technical and user assistance.
Monitor the Alpha system performance throughout the season.
Investigate problems and liaise with Alpha support as required.
General Committee Members
Any other responsibilities as agreed by the committee, Current General Committee Members are:
Andrew Hext
Chris Cannell
Grahame Chubb
Richard Morton
- Any other responsibilities as agreed by the committee