Roles & Responsibilites

Position Description—President  OPEN

Purpose
The President is responsible for the overall operation of the Club. You will guide the Club to achieve the mission of enabling everyone to participate in skating throughout their lifetime for fun, fitness and / or achievement.

Responsibilities
• Provide direction and leadership to the Club
• Calls and presides over all executive, coaches, general and special meetings according to the Club’s Procedure for Meetings
• Develops agendas for all meetings
• Update Club By-laws
• Ex-officio or regular member of all Club committees.
• Provide guidance to all members of the Club Executive
• Delegate responsibility to the Executive Committee Members
• Be familiar with the Club’s operations.
• Responsible for communications with Club employees and Coaches
• Responsible for signing and administering contracts with Coaches
• Forms and chairs committee to discuss Coaches’ appraisals and Club goals
• Primary Club contact between skaters, parents, Coaches and the Club.
• Forms and chairs Hiring Committee when required.
• Books and cancels arena times. Represents the Club at annual Arena Users ‘Meeting
• Reads and distributes all incoming correspondence.
• Ensure the Club follows the Skate Canada rulebook and the Club By-laws.
• Ensure the manuals, by-laws and rule books used by the Club are current and maintained
• Has signing authority
• Attends Region Meetings.
• Maintains historical records.

Qualifications
Good organizational skills
Access to a computer
Ability to communicate effectively
Ability to work both with a team and independently
Ability to make deadlines
Ability to make good decisions based on the best interests of the whole Club

Time Commitment
Two-year term of office
Estimated Time per year
General Meetings 3 hours twice a year
Executive Meetings 7 hours (prep and attendance) per meeting for 12 meetings
Mail and Correspondence 2 hour per month
Coaches’ Contracts and Communications 10 to 12 hours per year
Arena Users’ Meeting 4 hours
Attending other Committee Meetings 3 hours per month
Planning and research 2-3 hour per week

Position Description—Vice-President OPEN

Purpose
The Vice-President assists the President and Executive as requested. Assumes President office if the President is unable to complete term. You will facilitate registration of all skaters with Skate Canada to ensure records are maintained. This will support the organization’s mission to enable everyone to participate in skating throughout their lifetime for fun, fitness and / or achievement.

Responsibilities
• Represent the Club at Arena Users’ Meeting
• Prepare registration forms
• Develop information sheets and distribute (schools)
• Organize staffing
• Inform Coaches
• Collect On-going and late registrations
• Register skaters with Skate Canada
• Submit names and addresses of Club Executive and Professional Coaches to Skate Canada
• Maintain a membership list, including Skate Canada number, and provide this list to the Executive Committee as requested.
• Maintain a Club phone list and provide copies to all of the Executive Committee and to all coaches
• Become familiar with all aspects of the Club
• Assist the President in updating the Club’s By-Laws
• Assist with Parent Information Sessions
• Assist with distributing information to parents and skaters
• Assist Executive Members and Club Committees as needed
• Has signing authority
• Assist with other Club activities
• Monitor and support Club activities while at the Arena.
• Co-Chair (with Publicity Coordinator) the Wind-Up Committee
• Vote

Qualifications
Ability to communicate effectively
Ability to work both with a team and independently
Ability to make deadlines
Ability to make good decisions based on the best interests of the Club

Time Commitment
Two-year term of office
Estimated Time per year
Attend General Meetings 2 hours twice a year
Attend Executive Meetings 3 hours per meeting for 12 meetings
Parent Information Sessions 2 hours
Attend Arena Users’ Meeting 3 hours
Wind-Up Committee 6 hours

Position Description—Secretary/Treasurer

Purpose
The Secretary/Treasurer is responsible for Club sanctions, correspondence and meeting minutes. The Secretary collects and distributes mail and minutes of meetings.
By organizing the administrative functions of the Club you will support the organization’s mission to enable everyone to participate in skating throughout their lifetime for fun, fitness and / or achievement.

Responsibilities
• The Secretary records minutes of Executive Committee Meetings and General Meetings. Sign minutes to attest to their accuracy.
• Promptly type and distribute minutes to Executive Committee members and all coaches. Place a copy of the minutes in the Club Binder.
• Prepare coach contracts
• Assist in distributing Newsletters and other notices
• Apply for Sanctions as required (Carnivals, Exhibitions, etc.), 1 month prior to the event.
• Maintain current file of Club rules, by-laws and policies.
• Assist with other Club activities
• Monitor Club activities while at the Arena.
• Vote

Qualifications
General secretarial skills
Access to a computer
Ability to communicate
Ability to work both with a team and independently
Ability to make deadlines
Ability to make good decisions based on the best interests of the Club

Time Commitment
Two-year term of office
Estimated Time per year
Attend General Meetings 2 hours twice a year
Attend Executive Meetings 3 hours per meeting for 12 meetings
Typing Minutes 2 hours per meeting
Typing, Miscellaneous 1 hour per month
Mail and Correspondence 1 hour per month

Position Description—Director 1 & 2  DIRECTOR #2 OPEN

Purpose
As a member of the Board, a Director acts in a position of trust for the community and is responsible for the effective governance of the organization.

Responsibilities
• Commitment to the work of the organization.
• Knowledge and skills in one or more areas of Board governance: policy, finance, programs, personnel, and advocacy.
• Willingness to serve on committees.
• Attendance at monthly Board meetings.
• Attendance at meetings of assigned committees.
• Attendance at Annual General Meetings
• Attendance at membership meetings.
• Support of special events.
• Support of, and participation in, fundraising events.
• Vote

Qualifications
Ability to communicate with Club members and with the community Organizational ability Basic computer skills Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
Director #1 One-year term of office
Director #2 Two-year term of office
Estimated Time per year
Attend General Meetings 2 hours twice a year
Attend Executive Meetings 3 hours per meeting for 12 meetings
Attend Arena Users’ Meeting 3 hours
Wind-Up Committee 6 hours

Position Description—Coach Liaison OPEN

Purpose
• attend all Board meetings and activities, and to protect the confidentiality
• of discussions at the Board table
• provide input and guidance on technical matters; such as ice scheduling, skating programs, rules, test procedures and on development in the sport
• take part and have a vote in meetings of the Board
• follow up on any work assignments delegated by the Board
** The coach representative is not to be present at Board meetings to discuss wages According to Skate Canada this is conflict of interest**.

Responsibilities
Roles and Responsibilities of the Professional Club Coach Representative to the Club Board:
• provide structured teaching based on Skate Canada
• follow Skate Canada Coaches code of ethics
• support the Club’s mission , values, policies
• maintain current SC registration
• teamwork with coaches and Board
• communication with parents of skaters addressing concerns/issues in timely fashion • choose yearly awards for c/s of year/ p/a of year/ StarSkate athlete of year
Roles and Responsibilities of the Professional Club Coach Representative to the Club Coaches:
• represent the collective view of the Club coaches within the Club at Board and Club general meetings, normally for one year term of office
• liaise immediately before and after Board meetings with the Club
• coach in an honest and consistent manner • communicate Club policies and procedures to the coaches and provide regular reports following Executive meetings
• communicate with all coaches in the Club via written or spoken to ensure an effective communication network
• share information with all Club coaches as required or appropriate
• Vote

Time Commitment
One-year term of office
Estimated Time per year
Arrange Coach Meetings once a month
Attend Executive Meetings 3 hours per meeting for 12 meetings
Typing, Miscellaneous 1 hour per month
Mail and Correspondence 1 hour per month

Position Description—Bingo Chair

Purpose
The Bingo Chair organizes the Club’s bingo’s.
Bingo’s run generally 1-2 times per month and is the clubs biggest ongoing fundraiser. It helps keep registration fees low. Low fees enable more people to participate in skating. Enabling everyone to participate in skating throughout their lifetime; for fun, fitness and / or achievement is the mission of our organization.

Responsibilities
• Determine fund raising activities and dates with the Executive Committee.
• Organize Bingo’s
• Record participation of Club Members at Bingo’s
• Submit appropriate paper work to the office to keep track of workers.
• Submit to office the cheques received
• Provide regular reports to the Executive Committee.
• Ensure appropriate thank you notes are sent following fund raising activities.
• File a Bingo report
• Vote

Qualifications
Ability to communicate with Club members and with the community Organizational ability Basic computer skills Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend General Meetings 1 hour twice a year
Attend Executive Meetings when required
Attend Committee Meetings 4 hours per year
Maintain records 3 hours per year

Position Description—Past President

Purpose
The past-president plays an important role in ensuring continuity and providing important input based on in-depth organizational knowledge. From communicating historical information to bringing a unique perspective on strategic and operational activities, he or she plays a critical role on our Board. The past-president shares lessons learned and offers ideas for different approaches to projects.

Responsibilities
• The Secretary records minutes of Executive Committee Meetings and General Meetings. Sign minutes to attest to their accuracy.
• Promptly type and distribute minutes to Executive Committee members and all coaches. Place a copy of the minutes in the Club Binder.
• Prepare coach contracts
• Assist in distributing Newsletters and other notices
• Apply for Sanctions as required (Carnivals, Exhibitions, etc.), 1 month prior to the event.
• Maintain current file of Club rules, by-laws and policies.
• Assist with other Club activities
• Monitor Club activities while at the Arena.
• Vote

Qualifications
General secretarial skills
Access to a computer
Ability to communicate
Ability to work both with a team and independently
Ability to make deadlines
Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend General Meetings 2 hours twice a year
Attend Executive Meetings 3 hours per meeting for 12 meetings
Typing Minutes 2 hours per meeting
Typing, Miscellaneous 1 hour per month
Mail and Correspondence 1 hour per month

Position Description—Test Chairman OPEN

Purpose
The Test Chairman is responsible for the overall operation of the STARSkate Program in the Club. The Test Chair Helpers support the Test Chairman as directed by the Test Chairman and Executive Committee.
You will facilitate opportunities for achievement by arranging test days and maintaining accurate records. This work is important to achieve the mission of the organization whick is to enable everyone to participate in skating throughout their lifetime for fun, fitness and / or achievement.

Test Chairman Responsibilities
• Assist at Registration sessions
• Recruit and Direct ‘Helper 1 and Helper 2’ to assist throughout the year
• Order Program supplies as required
• Assist President with Parent Information Sessions
• Attend Coach / Executive meetings
• Monitor Club’s STARSkate program
• Develop STARSkate Music Schedule and provide to parents
• Update music binder
• Organize Test Days
Familiarize yourself with the current Rule Book and the Test Chair’s Handbook
Consult with Club executive, coaches and other Clubs to determine test dates.
Store records of each skater’s passed tests.
Communicate with other Test Chairs to coordinate centralized Test Days
Refer to Test Day Procedures
• Distribute Test Day information
• Work with Publicity Coordinator, Helper 1 and Helper 2 to publicize skaters’ progress and competition results
• Present reports at Executive Committee Meetings—Tests passed, medals won, percentages, financial reports from Test Days, etc.
• Provide information to the President for the Newsletter and assist in distribution of the Newsletter
• Work with Club Executive when Competitions are hosted
• Respond to concerns of skaters and parents
• Organize and present crests and other items at Wind-up

Qualifications
Good communication skills
Good organizational skills
Basic computer skills
Ability to work both with a team and independently
Ability to meet deadlines
Ability to make good decisions based on the best interests of the Club

Time Commitment
Two-year term of office
Estimated Time per year
Attend monthly Executive Meetings 3 hours per meeting for 12 meetings
Attend General Meetings 1 hour per meeting for 2 meetings
Parent Information Sessions 2 hour
Organize ice schedule, music schedule—Helper 1 6 hours
Test Days 15 to 20 hours
Distribute and collect Competition forms, provide schedules—Helper 2 12 hours
Coach Meetings 8 hours
Observe skating sessions As many as possible

Position Description—Program Assistant Coordinator

Purpose
The Program Assistant Coordinator organizes and keeps track of the Program Assistants that work each class.

Responsibilities
Create the dates in the Binder for each class that PA’s are needed for.
At each month end count each PA’s days worked and submit to the office for records Submit
Provide regular reports to the Executive Committee.
Ensure appropriate thank you notes are sent following fund raising activities.

Qualifications
Ability to communicate with Club members, coaches, Program Assistants and the Board. Basic computer and math skills Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend Executive Meetings when required
Maintain records 3 hours per year

Position Description—Casino Chair OPEN

Purpose
The Casino Chair organizes the Club’s casino’s.
Casinos run generally every 18 months and is the clubs biggest fundraiser to help cover ice costs. It helps keep registration fees low. Low fees enable more people to participate in skating. Enabling everyone to participate in skating throughout their lifetime; for fun, fitness and / or achievement is the mission of our organization.

Responsibilities
Register for the next Casino at the current casino.
Organize Casino
Record participation of Club Members at Casino
Submit appropriate paper work to the office to keep track of workers.
Submit to office the cheques received
Provide regular reports to the Executive Committee.
File a Casino report

Qualifications
Ability to communicate with Club members and with the community Organizational ability Basic computer skills Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend General Meetings 1 hour twice a year
Attend Executive Meetings when required
Maintain records 3 hours per year

Position Description—Fund Raising Coordinator

Purpose
The Fund Raising Coordinator organizes the Club’s fund raising events and activities.
Fund raising keeps registration fees low. Low fees enable more people to participate in skating. Enabling everyone to participate in skating throughout their lifetime; for fun, fitness and / or achievement is the mission of our organization.

Responsibilities
Determine fund raising activities and dates with the Executive Committee.
Organize Fund Raising activities
Record participation of Club Members in fund raising activities
Record history of current years fund raising for use in setting up next year’s activities including recommendations for improvement.
Provide regular reports to the Executive Committee.
Ensure appropriate thank you notes are sent following fund raising activities.
Work with President on soliciting donations.
Assist with other Club activities
Monitor and support Club activities while at the Arena.

Qualifications
Ability to communicate with Club members and with the community Organizational ability Basic computer skills Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend General Meetings 1 hour twice a year
Attend Executive Meetings when required
Attend Committee Meetings 4 hours per year
Maintain records 3 hours per year
Other fund raising activities 12 hours

Position Description—Events Coordinator OPEN

Purpose
The Events Coordinator organizes the Club’s events and activities.
This is a fun way to get members involved and to have a good time. They organize the Halloween, Christmas and Valentine parties and the parade float.

Responsibilities
Organize party activities
Purchase supplies for the events.
Set up and take down
Provide regular reports to the Executive Committee.
Monitor and support Club activities while at the Arena.
Stay on budget

Qualifications
Ability to communicate with Club members and coaches. Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend General Meetings 1 hour twice a year
Attend Executive Meetings when required
Attend Committee Meetings 4 hours per year
Maintain records 3 hours per year
Run the activities 12 hours

Position Description—Club Photography/Apparel Coordinator

Purpose
The Club Photography/Apparel Coordinator organizes the Club’s picture day and gets information to the club membership on the availability of our club apparel.

Responsibilities
Organize picture day
Keep club membership informed of current and new apparel.
Monitor and support Club activities while at the Arena.

Qualifications
Ability to communicate with Club members, coaches and photographer. Work well with a team and independently Ability to make deadlines Ability to make good decisions based on the best interests of the Club

Time Commitment
One-year term of office
Estimated Time per year
Attend General Meetings 1 hour twice a year
Attend Executive Meetings when required
Maintain records 3 hours per year
Run the activities 3 hours

Medicine Hat Skating Club – Office Procedures/Responsibilities

Registration
• Take registration for all classes
• Ensure all information is provided
• Ensure payment is received in accordance with rules
• Register each skater and board member with Skate Canada
• Register each competitive skater with Skate Canada
• Provide weekly updates during registration season

Answering phones
• Answer office phone during office hours
• Create voice mail message
• Return calls

Emails to membership
• Send emails to membership as required

Website maintenance
• Keep website up to date
• Post all club info on website including but not limited to: registration days, registration forms, hours, board meetings, competitions, test days, club parties, photos, board members, coaches, events, etc.

Facebook
• Keep page up to date
• Make weekly posts to promote the club

Twitter
• Make weekly posts to promote the club

Bulletin Boards
• Design and keep up to date all bulletin boards

Schedules
• Create master schedules
• Create individual class schedules from the master schedule
• Email/issue/post schedules for all classes

Bursary Books
• Keep paper bursary records up to date

Competition info
• Email competition info to all qualified members in a timely manner

Advertising
• at the direction of the board

Registration Forms
• Create registration forms for all classes

Class lists
• Create class lists for all classes for all coaches
• Need to include: skater name, parents name, phone number, allergies, AB health care number, skate Canada number, last badge passed, emergency contact
• Attendance sheets

Mall Wide Registrations
• Register for all mall wide registrations
• Schedule volunteers for shifts
• Setup, take down and work during the registration

Name tags
• Create name tags for all CanSkate type classes

StarSkate handbboks
• Create new handbooks for new StarSkaters each year
• Provide copies of any new information to all StarSkaters

PA handbooks
• Create new handbooks for new PA’s each year
• Create new handbooks for existing PA’s every other year

Meeting Prep as required
• Make copies of documents as required for meetings

Test/badge reporting
• Track inventory of badges and report cards

Annual Society Return
• Must be filled out in a timely manner
• Presented for signing to appropriate board members
• Copied for record keeping
• Submitted to Society’s Act

Annual Bingo Report
• Must be filled out in a timely manner
• Presented for signing to appropriate board members
• Copied for record keeping
• Submitted to AGLC

Annual Casino Report
• Must be filled out in a timely manner
• Presented for signing to appropriate board members
• Copied for record keeping
• Submitted to AGLC

Bookkeeping
• Post all transactions in Simply Accounting
• Bank Reconciliations for each account each month
• Create Income Statements and Balance Sheet monthly

Paying Bills
• Ensure that the invoice that is being paid has been marked “PAID” and the cheque stub number is indicated on the invoice
• On the cheque stub, there should be enough detail so a club member (or auditor) can easily see what the cheque was paying without having to pull the invoice
• When the cheque is being presented to be signed, it should be attached to the invoice so the club member knows what the cheque is paying
• Once the cheque has been signed and delivered, the invoice that is marked “PAID” (with the cheque stub number indicated as well) should be filed in a file folder for that Vendor
• There should be a file folder labeled for a each payee that received multiple payments throughout the year
Examples:
• City of Medicine Hat – Ice payments
• City of Medicine Hat – Other
• club members that are regularly reimbursed for buying supplies (eg. Kathy Walker)
• Anyone who receives monthly payroll cheques (office assistant, coaches)
• There should be a file folder labeled “Miscellaneous” for payments that happen once, maybe twice, in a year
• Cheques will be signed twice a month on the 5th and the 20th
• All invoices received between the 16th and the 31st are to be prepared for signing on the 5th and all invoices received between the 1st and the 15th are to be prepared for signing on the 20th

Payroll
• Verify pay clips to schedule
• Create cheques to pay coaches

Deposits
• When filling out the deposit slip, ensure that there is the following information indicated on the deposit slip (this information can be just on our copy that we retain in the deposit book instead of on the copy the bank keeps):
• Who the $ is received from
• Did payment come in the form of cash or cheque
• Description of why the payment was made – what was the payment for (eg. spring ice 2013, test fees) – the more description, the easier it is for a club member (or auditor) to see what the payment was for

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