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 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 coaches 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 budge 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 cashed or dealt with accordingly

Banquet Coordinator (Director 3)

Confirm selected date of event with board and coaches 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 coaches)
Ensure any receipts /invoices are provided to Treasurer for payment

Social Media Coodinator (Director 4)

Obtain or renew site licence, 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
Payments are made directly to vendor
Finalize orders ensuring any players wanting to purchase, have
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 school Business Office 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
Submit selected photos to Game-Story Writer for submission to local media
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, creat 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 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 coaches 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 budge 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 cashed or dealt with accordingly

Banquet Coordinator (Director 3)

Confirm selected date of event with board and coaches 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 coaches)

Ensure any receipts /invoices are provided to Treasurer for payment

​

Social Media Coodinator (Director 4)

Obtain or renew site licence, 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

Payments are made directly to vendor

Finalize orders ensuring any players wanting to purchase, have

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 school Business Office 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