Volunteer Positions

Executive & Volunteer Positions

Executive Positions

President (Executive):

Responsible for coordinating board meetings, setting the agenda, chairing meetings.
Responsible for coordinating parent team meetings including AGM, setting the agenda, chairing meetings.
Responsible to ensure board adheres to by-laws.
Maintains record of policies and position descriptions with assistance of secretary.
Liaison between school management and executive/team.

Secretary (Executive):

Attends all board meetings and parent/team meetings, takes minutes and delivers minutes to the board and team in a timely manner.
Maintains record (archive) of all board meeting agendas and minutes, parent team meeting agendas and minutes.
Assists president with maintaining record of policies and position descriptions.

General Manager (Executive):

Liaison between head coach and board/team.
Liaison with 3rd parties as needed (Metro Edmonton, Football Alberta, etc).
Liaison between coordinators (team meals, fundraising, etc.) and board/team.
Communicates with parents/players on a regular basis regarding schedule and events.
Maintains updated parent/player contact list.
Schedules and arranges for team photos, including Grade 12 poster.
Works with treasurer to ensure all registration and deposit cheques are collected.
Works with registrar and head coach to create team list including jersey number.

Treasurer (Executive):

Signing authority on bank account with another member of the executive - 2 signatures required.
Maintain record of all financial transactions.
Update Corporate Registries information, prepare and submit annual return.
Collect all payments from players/parents including: registration fees, association fees, uniform and equipment deposits, volunteer cheques and any monies collected for fundraisers, clothing orders, etc. Deposit monies accordingly.
Obtain receipts for all out of pocket expenses paid by volunteers, coaches and equipment manager(s) to ensure deposit.
Ensures volunteer cheques are returned/shredded/cashed accordingly.

Registrar (Director 1):

Collect all forms from players ensuring they are properly completed, (registration form, waiver, equipment checklist, medical forms, etc.) - at spring and fall camps.
Collect spring camp payments and provide to treasurer.
Prepare initial team list/contact list - maintain lists in conjunction with general manager and head coach.
Register all players, coaches and on-field staff with Football Alberta, provide invoice to treasurer for payment.

Fundraising / Volunteer Coordinator (Director 2):

In conjunction with board members, determine fundraising activities based on budget and future needs of the club.
Enlist volunteers to coordinate each event.
Work with event coordinators to ensure success of fundraising events.
Ensure all information is provided to general manager for communication.
Ensure any receipts/invoices are provided to treasurer for payment.
Provide list of volunteers for all events to treasurer at end of season to ensure volunteer cheques are dealt with appropriately.

Banquet Coordinator (Director 3)

Confirm selected date of event with board and head coach based on team schedules, finals and provincials.
Enlist volunteers and provide information to fundraising/volunteer coordinator for tracking purposes.
Responsibilities include: venue, catering, rentals, decorating, set-up (including AV for presentation) and take-down, guest speaker, year-end gifts for players, gifts for coaches, ticket sales, program, MC, video presentation, invitations to special guests (as directed by board and head coach).
Ensure any receipts/invoices are provided to treasurer for payment.

Social Media Coordinator (Director 4)

Obtain or renew site license, provide invoice/receipt to treasurer for payment.
Post announcements, news, team list, events; create calendar and post schedule.
Provide website information to general manager for distribution to team, parents and coaching staff and encourage them to visit the site.
Maintain and develop website.
Maintain and promote social media channels including Facebook, Twitter and Instagram.

Volunteer Positions

Team Meal Coordinator

In coordination with general manager, set dates for all pre-game team meals (usually day prior to game day), confirm available budget and which items are provided for by the club and which ones need to be provided by families.
Purchase necessary supplies, provide receipts to treasurer for repayment.
Set menu for each meal, determine quantity of food required, prepare sign-up on website.
Using team list and sign up on website, ensure all families have completed the required commitment, work with general manager to contact those that have not signed up.
Weekly follow up with those responsible for bringing food to remind them of their commitment of food and time (help set up, serve and clean up).
Meal days: set up tables, provide serving utensils, ensure supplies (plates, napkins, etc.), clean up, store extra supplies in team room.

Jacket Sales Coordinator

In conjunction with the general manager, set date for jacket sizing evening (night when parents and players can attend); should be same as clothing evening if possible.
Select vendor, ensure vendor has information re: colours, sizing, etc. and attends sizing evening.
Assist players with sizing and completing order form.
Make payments directly to vendor.
Finalize orders ensuring any players wanting to purchase have done so.
Communicate with vendor and ensure completion of order in a timely manner.
Receive or pick up order and distribute accordingly.

Trainers

Attend all practices and games, ensure alternate training staff is available when unable to attend.
Tend to injured players, communicate with parents for follow up as required.
Maintain inventory of medical supplies (purchased as required, provide receipts to team treasurer for repayment).
Collect and maintain record of player medical history and pertinent contact information.
Trainer courses, first-aid training or medical experience preferred for this role.

Equipment Manager

In conjunction with coaching staff, arrange distribution, repair, return and cleaning of player equipment.
Coordinate transportation of equipment to games (water station, trainer table, etc.).
Must attend all games, assist players with equipment adjustments as required, attend practices when available.

Equipment Assistant

Provide assistance to equipment manager as required - see above.

Photographer

Attend games, practices and team events to take photographs of all players, coaching staff, fans, etc.
Submit selected photos to website manager for posting.
Prepare and arrange for year-end PowerPoint presentation for banquet ensuring every player is represented.

Auditors - 2 required

Review books, accounts, records and statements after fiscal year end (December 31).
Sign off on statement prepared by treasurer for submission to Corporate Registries and presentation at following AGM.

Banquet Committee Helpers

As per banquet coordinator.

Game Day Volunteers

Game Story Writer

Attend games, create summary (article).
Provide write-up with selected photo(s) (as provided by photographer) to local media, website manager, school admin (for school blog).

Statistician

Must attend all games.
Code game stats into HUDL for team use.
Must be completed 1-2 days after games.
Information is for team use.

Game Announcer

Must attend all HOME games.
Provide play-by-play announcing using equipment in booth, ensure proper shut-down and closure at end of game.

Spotters - 2 required

Must attend all HOME games.
Assist game announcer in identifying players, calls and action on the field.

Executive & Volunteer Positions

Executive Positions

President (Executive):

Responsible for coordinating board meetings, setting the agenda, chairing meetings.

Responsible for coordinating parent team meetings including AGM, setting the agenda, chairing meetings.

Responsible to ensure board adheres to by-laws.

Maintains record of policies and position descriptions with assistance of secretary.

Liaison between school management and executive/team.

Secretary (Executive):

Attends all board meetings and parent/team meetings, takes minutes and delivers minutes to the board and team in a timely manner.

Maintains record (archive) of all board meeting agendas and minutes, parent team meeting agendas and minutes.

Assists president with maintaining record of policies and position descriptions.

General Manager (Executive):

Liaison between head coach and board/team.

Liaison with 3rd parties as needed (Metro Edmonton, Football Alberta, etc).

Liaison between coordinators (team meals, fundraising, etc.) and board/team.

Communicates with parents/players on a regular basis regarding schedule and events.

Maintains updated parent/player contact list.

Schedules and arranges for team photos, including Grade 12 poster.

Works with treasurer to ensure all registration and deposit cheques are collected.

Works with registrar and head coach to create team list including jersey number.

Signing authority on bank account with another member of the executive - 2 signatures required.

Maintain record of all financial transactions.

Update Corporate Registries information, prepare and submit annual return.

Collect all payments from players/parents including: registration fees, association fees, uniform and equipment deposits, volunteer cheques and any monies collected for fundraisers, clothing orders, etc. Deposit monies accordingly.

Obtain receipts for all out of pocket expenses paid by volunteers, coaches and equipment manager(s) to ensure deposit.

Ensures volunteer cheques are returned/shredded/cashed accordingly.

Registrar (Director 1):

Collect all forms from players ensuring they are properly completed, (registration form, waiver, equipment checklist, medical forms, etc.) - at spring and fall camps.

Collect spring camp payments and provide to treasurer.

Prepare initial team list/contact list - maintain lists in conjunction with general manager and head coach.

Register all players, coaches and on-field staff with Football Alberta, provide invoice to treasurer for payment.

Fundraising / Volunteer Coordinator (Director 2):

In conjunction with board members, determine fundraising activities based on budget and future needs of the club.

Enlist volunteers to coordinate each event.

Work with event coordinators to ensure success of fundraising events.

Ensure all information is provided to general manager for communication.

Ensure any receipts/invoices are provided to treasurer for payment.

Provide list of volunteers for all events to treasurer at end of season to ensure volunteer cheques are dealt with appropriately.

Banquet Coordinator (Director 3)

Confirm selected date of event with board and head coach based on team schedules, finals and provincials.

Enlist volunteers and provide information to fundraising/volunteer coordinator for tracking purposes.

Responsibilities include: venue, catering, rentals, decorating, set-up (including AV for presentation) and take-down, guest speaker, year-end gifts for players, gifts for coaches, ticket sales, program, MC, video presentation, invitations to special guests (as directed by board and head coach).

Ensure any receipts/invoices are provided to treasurer for payment.

​

Social Media Coordinator (Director 4)

Obtain or renew site license, provide invoice/receipt to treasurer for payment.

Post announcements, news, team list, events; create calendar and post schedule.

Provide website information to general manager for distribution to team, parents and coaching staff and encourage them to visit the site.

Maintain and develop website.

Maintain and promote social media channels including Facebook, Twitter and Instagram.

Volunteer Positions

​

Team Meal Coordinator

In coordination with general manager, set dates for all pre-game team meals (usually day prior to game day), confirm available budget and which items are provided for by the club and which ones need to be provided by families.

Purchase necessary supplies, provide receipts to treasurer for repayment.

Set menu for each meal, determine quantity of food required, prepare sign-up on website.

Using team list and sign up on website, ensure all families have completed the required commitment, work with general manager to contact those that have not signed up.

Weekly follow up with those responsible for bringing food to remind them of their commitment of food and time (help set up, serve and clean up).

Meal days: set up tables, provide serving utensils, ensure supplies (plates, napkins, etc.), clean up, store extra supplies in team room.

Jacket Sales Coordinator

In conjunction with the general manager, set date for jacket sizing evening (night when parents and players can attend); should be same as clothing evening if possible.

Select vendor, ensure vendor has information re: colours, sizing, etc. and attends sizing evening.

Assist players with sizing and completing order form.

Make payments directly to vendor.

Finalize orders ensuring any players wanting to purchase have done so.

Communicate with vendor and ensure completion of order in a timely manner.

Receive or pick up order and distribute accordingly.

Trainers

Attend all practices and games, ensure alternate training staff is available when unable to attend.

Tend to injured players, communicate with parents for follow up as required.

Maintain inventory of medical supplies (purchased as required, provide receipts to team treasurer for repayment).

Collect and maintain record of player medical history and pertinent contact information.

Trainer courses, first-aid training or medical experience preferred for this role.

Equipment Manager

In conjunction with coaching staff, arrange distribution, repair, return and cleaning of player equipment.

Coordinate transportation of equipment to games (water station, trainer table, etc.).

Must attend all games, assist players with equipment adjustments as required, attend practices when available.

Equipment Assistant

Provide assistance to equipment manager as required - see above.