SCARBOROUGH BLIZZARD YOUTH SOCCER CLUB
DUTIES OF OFFICERS OF THE CLUB
Duties may change from time to time as deemed a necessity by the board of
directors.
PRESIDENT
The President shall have a minimum of three consecutive years of service on the
Board of Directors; or b) minimum of two consecutive years membership with the
Club, plus one year minimum service on the Board consecutively in order to
qualify. The President must be in good standing with the Club and its Board in
order to qualify and remain in this position.
The President shall be the Chief Executive Officer of the Club and shall if
present, preside at all meetings of the Club and the Board of Directors. He/she
shall be Ex-officio on all Standing Committees. He shall see that all orders and
resolutions of the Board are carried into effect. He shall also have such other
powers and duties as are elsewhere provided for in these Articles or as may be
assigned to him from time to time by the Board. The President shall also have
the general supervision and management of the business and affairs of the Club.
In cases requiring immediate decision, the President may take action with or
without reference to the Members of the Directors, but shall be responsible for
any decision to the Board of Directors at the next meeting of the Board. Should
there be a tie in the voting of the directors, the President will be the
tie-breaking vote. Duties also include any that are stated in the Club By-laws
or Constitution.
VICE PRESIDENT
The Vice President shall have a minimum of a) Two years of consecutive service
on the Board of Directors; or b) one year of membership with the Club, plus one
year minimum service on the Board consecutively in order to qualify. The Vice
President must be in good standing with the Club and its Board in order to
qualify and remain in this position.
The Vice President shall assist the President and in the absence or disability
of the President, shall perform the duties and exercise the power of the
President. The Vice President shall also perform such other duties as may from
time to time be assigned to him/her by the Board. The Vice President is to lead
the meetings, ultimately beginning and ending on time. This involves calling the
meeting to order, managing the agenda and ensuring the Board is on track. The
Vice President should remind everyone of the purpose of the meeting, summarize
lengthy comments, ask for a consensus on appropriate issues and review action
items established during the meeting. The Vice President will ensure everyone is
involved and participating during the meeting and stop any irrelevant comments
or side conversations. In the absence of a Vice President, the Board reserves
the right to delegate some or all duties outlined to another member of the Board
or Club, as required. Duties also include any that are stated in the Club
By-laws or Constitution.
SECRETARY
The Secretary shall give, or cause to be given, all notices required to be given
to members, directors, officers and members of the committees. He/she shall
attend all meetings of the Board and shall enter or cause to be entered in books
kept for that purpose minutes of all proceedings at such meetings. He/she shall
be custodian of all books, papers, records, documents and all other instruments
belonging to the Club, except such as are specifically assigned to others, such
as the Treasurer's Books. He/she shall perform other duties as may from time to
time be prescribed by the Board. He/she shall distribute or cause to be
distributed the minutes of any Board of Directors meetings to the Directors. The
Secretary must be in good standing with the Club and its Board in order to
qualify and remain in this position. Duties also include any that are stated in
the Club By-laws or Constitution.
TREASURER
The Treasurer shall have a minimum of a) Two consecutive years of service on the
Board of Directors; or b) one year of membership, plus one year service on the
Board consecutively in order to qualify. The Treasurer must be in good standing
with the Club and its Board in order to qualify and remain in this position.
The Treasurer shall keep full and accurate books of account in which shall be
recorded all receipts and disbursements of the Club and, under the direction of
the Board shall control the deposit of money, the safekeeping of securities and
the disbursement of the funds of the Club. He/she shall render to the Board at
the meeting thereof or wherever required of him/her, an account of all his/her
transactions as Treasurer and of the financial position of the Club on a
quarterly basis. The Treasurer will bring forth to the Club the registration fee
required to cover the costs of running the Club. He/she shall perform such other
duties as may from time to time be prescribed by the Board. Duties also include
any that are stated in the Club By-laws or Constitution.
REP TEAM COORDINATOR
The Rep Team Coordinator is the liaison between the Board and all competitive
and all-star teams and deals with matters relating to these two groups. The Rep
Team Coordinator must be in good standing with the Club and its Board in order
to qualify and remain in this position. Duties also include any that are stated
in the Club By-laws or Constitution.
Duties include:
1. Attend all outside meetings and ensure all pertinent information is
communicated to the coaches of competitive and all-star teams with regards to
such items as tournament information, registration procedures and fees, etc.
2. Organize and chair all meetings involving competitive and/or all-star team
coaches. Minutes of the meeting will also be taken by the Rep Team Coordinator
and presented to the Board on a monthly basis.
3. Recruit and nominate coaches for Rep and all-star teams and submit to the
Board for approval, as outlined in Article 15.03.
4. Attend and support Rep Team Coaches with any disciplinary actions taken
against coaches and /or players.
5.Communicate uniform/equipment requirements to the Equipment Manager.
HOUSE LEAGUE COORDINATOR
The House League Coordinator shall have a minimum of a) One year of service on
the Board of Directors or b) two years of consecutive membership with the Club.
The House League Coordinator is primarily responsible to ensure the house league
division is run smoothly and strive for no complaints and within budget. He/she
may appoint or delegate the tasks outlined below for house league, but shall be
the final authority and hold ultimate responsibility for the house league
division. The House League Coordinator must be in good standing with the Club
and its Board in order to qualify and remain in this position. Duties also
include any that are stated in the Club By-laws or Constitution.
Duties include:
1. Recruit volunteer coaches and conveners for all house league teams.
2. Ensure volunteer coaches are fully aware of coaching techniques and rules of
the game and the rules of the Club.
3. Align teams within each division for fair and even play.
4. Gather game statistics and file reports derived from statistics.
5. Set up gyms for indoor and fields for outdoor.
6. Prepare field and playing schedules for house league teams.
7. Determine initial numbers of teams and players per team and work with
Equipment Manager to order uniforms. Coordinator will also work with the Public
Relations Manager to ensure any sponsors are placed with the correct
team/uniforms. Coordinator will ensure Equipment Manager is communicated this
information in a timely manner.
8. Obtain gym and field permits.
9. Work in conjunction with Head Referee, Registrar, Equipment Manager and
Public Relations Manager and may call separate meetings to ensure all house
league activities are flowing properly.
10. Coordinate Field Day activities, which includes the ordering of trophies,
scheduling of picture day, barbeque and field permits.
11. Follow up on house league inquiries from the Club’s Hot-Line number.
HEAD COACH
The Head Coach shall oversee the coaching activities of the Club, so that proper
techniques are applied throughout the House League, All-Star, Select and Rep
levels. He/she may appoint or delegate the scheduling and/or operations of
clinics and workshops for all levels of coaching. Duties include the overseeing
and recruitment of coaches, training and certification of the coaches. The Head
Coach will create/administer development programs for coaches and players. The
Head Coach must ensure coaches are fully aware of the Club’s rules & regulations
and that coaches are aware of the Volunteer Screening Guidelines. The Head Coach
will ensure that the Coaches meet the standards as set out by the Club and the
SSA and OSA. The Head Coach must be in good standing with the Club and its Board
in order to qualify and remain in this position. The Head Coach. Duties also
include any that are stated in the Club By-laws or Constitution.
HEAD REFEREE
The Head Referee shall oversee the refereeing activities of the Club, so that
proper techniques are applied throughout the House League. He/she may appoint or
delegate the scheduling of referees for all League and/or Playoff games, and
shall be the final authority of the interpretation of the rules of the games.
Duties include the recruitment of referees, training and scheduling of the
referees. The Head Referee will create/administer development programs for
referees. The Head Referee must ensure Referees are fully aware of the Club’s
rules of the game and rules of the Club. The Head Referee must be in good
standing with the Club and its Board in order to qualify and remain in this
position. Duties also include any that are stated in the Club By-laws or
Constitution.
PUBLIC RELATIONS MANAGER
The Public Relations Manager’s primary responsibility is to publicize all
activities of the Club, such as registration dates, team scores, coach
recruitment's, edit/publish newsletter and to promote our Club’s philosophies by
advertising such things as team accomplishments using different media's (i.e.
Newspaper). He/she may seek the assistance of any members of the Club in order
to execute the duties of this office. The Public Relations Manager is required
to obtain approval of the Board of Directors prior to any other activity. The
Public Relations Manager shall keep the Board of Directors fully informed of
actions. The Public Relations Manager must be in good standing with the Club and
its Board in order to qualify and remain in this position. Duties also include
any that are stated in the Club By-laws or Constitution.
Duties include:
1. Work with the Registrar and the House League Coordinator to determine
dates/times/locations of the registration for advertising purposes.
2. Ensure advertising occurs in a timely manner to have a successful
registration.
3. Advertise in the newspapers, flyer distribution to the schools, on the web
site, on television or any other advertising media as required.
4. Must ensure all written communication displays our correct logo, documents
are free of grammar/spelling errors and correct information is communicated to
the public. Owns the responsibility to obtain any information from the
applicable directors (such as house league coordinator, rep team coordinator,
registrar).
5. Coordinate the printing requirements and place order with vendor.
6. Solicit sponsorships for the house league division. The collection of fees
from potential sponsors will be given to the Treasurer for deposit purposes,
along with the completed forms.
A copy of the completed forms will be given to the House League Coordinator and
the Equipment Manager for uniform purposes.
7. All expenses will be recorded and presented to the Treasurer with proper
receipts. Any disbursements > $500 will be presented to the Treasurer for prior
approval.
8. Coordinate all fundraising activities for the Club, present each expense
receipt to the Treasurer, along with the completed tickets and monies collected
for deposit purposes.
9. Place advertisements requested by the Rep Team Coaches for recruitment of
players, coaches, etc.
10. Monitor email requests and ensure emails are forwarded to the proper
director for a response.
11. Maintain Club’s web site.
REGISTRAR
The Registrar shall be responsible for organizing the registration for the Club.
The Registrar will work with the Public Relations Manager to communicate date
and time of the registration dates as well as place the order for the
registration forms with the Public Relations Manager. The Registrar will work
closely with the House League Coordinator to understand the start/end date of
the season(s), the field locations, times of the games, age groups, team
placements and number of positions available per division. The Registrar must be
in good standing with the Club and its Board in order to qualify and remain in
this position. Duties also include any that are stated in the Club By-laws or
Constitution.
Duties include:
1. Note on the registration form at the top right corner the proper age group to
ensure parents have a record of which age group their child will be placed in.
2. Must ensure that parents have signed the form, the correct telephone number
is shown, obtain the health card number, mark off the correct payment method,
link up the contract number with the cheque, sign the form and ensure copy for
contract is given to the parent.
3. Must not make promises that players will play on the same team. See Article
14.
4. Responsible for communicating correct information to the parents and will
represent the Club in a professional manner.
5. Not make any decisions that have not been decided previously by the Board.
6. Keep a waiting list if a division is full.
7. At the end of each registration day, a copy of the completed registration
forms and the associated monies will be given to the Treasurer on the same day
for deposit purposes. The registration forms must also be given to the House
League Coordinator for team placement purposes.
8. Assist the House League Coordinator in recruiting for volunteer coaches and
assist the Public Relations Manager in recruiting for sponsorships, as parents
sign up their child.
9. He/she may appoint or delegate the responsibilities, but will be the final
authority and hold the ultimate responsibility to ensure the registration runs
smoothly.
EQUIPMENT MANAGER
The Equipment Manager has overall responsibility to arrange for the purchase and
sale of equipment, clothing, crests, trophies and to obtain bids and make
recommendations to the Board of Directors pertaining to said purchases and
sales. The approval of the Board of Directors is required for the purchase,
distribution or sale of any soccer equipment, clothing, crests or trophies,
which is or will be the property of the Club. The Equipment Manager will work
directly with the House League Coordinator and Rep Team Coordinator to obtain
equipment/uniform requirements and sponsor names/logos. The Equipment Manager
must ensure the Club’s approved logo, as shown at the top of this document and
approved colours, are displayed on all applicable related equipment and
promotional goods. The Equipment Manager must be in good standing with the Club
and its Board in order to qualify and remain in this position. Duties also
include any that are stated in the Club By-laws or Constitution.
Any purchases of equipment and promotional goods must be approved and ordered
through the Equipment Manager.
FUND RAISING & SPONSORSHIP
The Fund Raising & Sponsorship Manager’s primary responsibility is to raise
money for the Club, such as through sponsors and fund raising activities. He/she
may seek the assistance of any members of the Club in order to execute the
duties of this office. The Fund Raising & Sponsorship Manager is required to
obtain approval of the Board of Directors prior to any other activity. The Fund
Raising & Sponsorship Manager shall keep the Board of Directors fully informed
of actions. The Fund Raising & Sponsorship Manager must be in good standing with
the Club and its Board in order to qualify and remain in this position. Duties
also include any that are stated in the Club By-laws or Constitution.
Duties include:
1. Work with the Treasurer and different divisions of operations for sponsorship
and fund raising activities.
2. Solicit sponsorships for the house league division. The collection of fees
from potential sponsors will be given to the Treasurer for deposit purposes,
along with the completed forms. A copy of the completed forms will be given to
the House League Coordinator and the Equipment Manager for uniform purposes.
3. All expenses will be recorded and presented to the Treasurer with proper
receipts. Any disbursements > $500 will be presented to the Treasurer for prior
approval.
4. Coordinate all fundraising activities for the Club, present each expense
receipt to the Treasurer, along with the completed tickets and monies collected
for deposit purposes.
DIRECTOR AT LARGE
Assist other board of directors as required. Duties also include any that are
stated in the Club By-laws or Constitution.
MEMBER AT LARGE
Assist other board of directors as required. Duties also include any that are
stated in the Club By-laws or Constitution.