Executive & Volunteer Positions
Executive Positions
President (Executive):
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Responsible for coordinating board meetings, setting the agenda, chairing meetings
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Responsible for coordinating parent team meetings including AGM, setting the agenda, chairing meetings
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Responsible to ensure board adheres to by-laws
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Maintains record of policies and position descriptions with assistance of Secretary
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Liaison between school management and executive/team
Secretary (Executive):
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Attends all board meetings and parent/team meetings, takes minutes and delivers minutes to the board and team in a timely manner
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Maintains record (archive) of all board meeting agendas and minutes, parent team meeting agendas and minutes
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Assists President with maintaining record of policies and position descriptions
General Manager (Executive):
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Liaison between coach and board/team
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Liaison with 3rd parties as needed (Metro Edmonton, Football Alberta, etc)
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Liaison between coordinators (team meals, fundraising, etc.) and board/team
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Communicates with parents/players on a regular basis regarding schedule and events
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Maintains updated parent/player contact list
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Schedules and arranges for team photos, including grade 12 poster
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Works with Treasurer to ensure all registration and deposit cheques are collected
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Works with Registrar and coaches to create team list including jersey number
Treasurer (Executive):
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Signing authority on bank account with another member of the executive - 2 signatures required
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Maintain record of all financial transactions
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Update Corporate Registries information, prepare and submit annual return
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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.
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Obtain receipts for all out of pocket expenses paid by volunteers, coaches and equipment manager(s) to ensure deposit
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Ensures volunteer cheques are returned/shredded/cashed accordingly
Registrar (Director 1):
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Collect all forms from players ensuring they are properly completed, (registration form, waiver, equipment checklist, medical forms, etc) - at spring and fall camps
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Collect spring camp payments and provide to Treasurer
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Prepare initial team list/contact list - maintain lists in conjunction with General Manager and Head Coach
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Register all players, coaches and on-field staff with Football Alberta, provide invoice to Treasurer for payment
Fundraising / Volunteer Coordinator (Director 2):
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In conjunction with board members, determine fundraising activities based on budge and future needs of the club
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Enlist volunteers to coordinate each event
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Work with event coordinators to ensure success of fundraising events
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Ensure all information is provided to General Manager for communication
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Ensure any receipts/invoices are provided to Treasurer for payment
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Provide list of volunteers for all events to Treasurer at end of season to ensure volunteer cheques are cashed or dealt with accordingly
Banquet Coordinator (Director 3)
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Confirm selected date of event with board and coaches based on team schedules, finals and provincials
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Enlist volunteers and provide information to Fundraising/Volunteer Coordinator for tracking purposes
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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 coaches)
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Ensure any receipts /invoices are provided to Treasurer for payment
Social Media Coodinator (Director 4)
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Obtain or renew site licence, provide invoice/receipt to Treasurer for payment
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Post announcements, news, team list, events; create calendar and post schedule
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Provide website information to General Manager for distribution to team, parents and coaching staff and encourage them to visit the site
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Maintain and develop website
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Maintain and promote social media channels including Facebook, Twitter and Instagram
Volunteer Positions
Team Meal Coordinator
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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
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Purchase necessary supplies, provide receipts to Treasurer for repayment
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Set menu for each meal, determine quantity of food required, prepare sign-up on website
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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
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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)
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Meal days: set up tables, provide serving utensils, ensure supplies (plates, napkins, etc), clean up, store extra supplies in team room
Jacket Sales Coordinator
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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
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Select vendor, ensure vendor has information re: colours, sizing, etc. and attends sizing evening
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Assist players with sizing and completing order form
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Payments are made directly to vendor
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Finalize orders ensuring any players wanting to purchase, have
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Communicate with vendor and ensure completion of order in a timely manner
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Receive or pick up order and distribute accordingly
Trainers
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Attend all practices and games, ensure alternate training staff is available when unable to attend
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Tend to injured players, communicate with parents for follow up as required
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Maintain inventory of medical supplies (purchased as required, provide receipts to school Business Office for repayment)
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Collect and maintain record of player medical history and pertinent contact information
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Trainer courses, first-aid training or medical experience preferred for this role
Equipment Manager
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In conjunction with coaching staff, arrange distribution, repair, return and cleaning of player equipment
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Coordinate transportation of equipment to games (water station, trainer table, etc.)
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Must attend all games, assist players with equipment adjustments as required, attend practices when available
Equipment Assistant
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Provide Assistance to Equipment Manager as required - see above
Photographer
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Attend games, practices and team events to take photographs of all players, coaching staff, fans, etc.
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Submit selected photos to Website Manager for posting
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Submit selected photos to Game-Story Writer for submission to local media
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Prepare and arrange for year-end PowerPoint presentation for banquet - ensuring every player is represented
Auditors - 2 required
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Review books, accounts, records and statements after fiscal year end (December 31)
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Sign off on statement prepared by Treasurer for submission to Corporate Registries and presentation at following AGM
Banquet Committee Helpers
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As per Banquet Coordinator
Game Day Volunteers
Game Story Writer
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Attend games, creat summary (article)
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Provide write-up with selected photo(s) (as provided by photographer) to local media, website manager, school admin (for school blog)
Statistician
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Must attend all games
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Code game stats into HUDL for team use
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Must be completed 1-2 days after games
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Information is for team use
Game Announcer
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Must attend all HOME games
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Provide play-by-play announcing using equipment in booth, ensure proper shut-down and closure at end of game
Spotters - 2 required
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Must attend all HOME games
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Assist game announcer in identifying players, calls and action on the field