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.