Board Position Descriptions
Training will be provided for each position.
VA: Volleyball Alberta, TM: Team Managers, TB: Team Building, Comp: Competitive, Rec: Recreation, LtP: Learn to Play, SM: Social Media, SC: Summer Camp
President - Position Open
1 Person, 3 year position if possible
Oversee all board positions, compliance, and all mesh together
Communication:
· Maintain the club's integrity, transparency, and trust
· Recruit coaches as needed
· Communicate well in all areas!
· Maintain good standing with all entities (VA, Schools, Coaches, Partners, etc.)
· Build relationships with Partners, TM’s, Coaches, Athletes, Parents, and Schools
· Talk at every first team meeting about the policies, expectations, etc.
· Handle all grievances and record
· Reply to all questions
Program Quality:
· Assist all memberships and registration procedures
· Maintain VA Sport Lomo Account and Assist all VA memberships
· Assign all personnel to teams on the VA Sport Lomo Site
· Oversee and approve all program packages and registration of Club and VA
· Find partners as required: Fitness, Technical, etc. for teams
· Prepare December TB event, and any other the club wants to do
· Assist in all areas of the club (facilities, scheduler, finance, etc.) as needed
· Train TM’s and assist, ensure they are fully aware of the gym monitoring duties and responsibilities and that pictures are being sent to the secretary
Administration and Finances:
· Ensure not-for-profit documents and VA registration are completed
· Ensure bills are paid and books are being maintained
· Approve and/or Set fees and budgets
· Be fully fluent on the website and able to guide others anytime
· Tell Admin who and what tournaments teams are approved to register and pay
· Approve all advertising (tournaments, SM, SC, etc.)
· Approve apparel orders and ensure admin orders and pays
· Keep good records - Prepare Agendas, chair meetings
· Ensure all team paperwork is completed and is compliant with club and VA requirements.
· Maintain and/or oversee all coach incentive programs and training
· Work with Coach Liaison board member
· Ensure Coach, Board, TM, etc. have all police checks, VA, Safe Sport, and disclosure completed
· Report postal code to the Town of Stony Plain (September)
· Give the year number of participants to the secretary for recording
Past President
· 1 year
· Assist with any training needed
· Guide, advise, and mentor the new President
Vice President - Position Open
· 1 Person 3 year position
· Duties: Attend all Coach, Board, and AGM meetings
· Learn the duties of the President
· Step into the President's duties when the President needs assistance
· Prepare and gain the knowledge to take the role of President at a later date
· Gain knowledge on all areas of the club
· Learn and become fluent on the backend of the registration and website pages
· Develop staff registration packages and maintain and organize all coach training
Secretary - Position Open
· 1 Person - 3 year position if possible
· Take minutes of the meetings
· Prepare and type meeting minutes, and communicate with the President for approval and distribution of the minutes.
· Be available for all AGM (January), and board meetings (1 per month, some virtual)
· May be asked to type out minutes from various meetings you were not at.
· Ensure gym pictures are coming in and saved.
· If any come back unfavorable report to President immediately
· Keep records organized and available for requests
· Send asked-for documents as requested and approved by the President
Treasure - Position Open
· 1 Person - 3 year position if possible
· Using Hurdlr or other software to input data
· Document receipts
· Keep bank statements
· Issue cheques and gain 2 of 3 signing signatures
· Reimburse and give coaches honorariums, retrieve coach receipts tournaments and pay allowances
· Pay bills as necessary
· Keep accurate records
· Give Fiscal Year End report to bookkeeper for audit and processing
Registrar
· 1 to 2 for Competitive and 1 for Recreation - 3 year position if possible
· Communicate with the Director and Website/SM any updates needed for the website.
· Be aware of the Registration Packages on Ramp website and be able to assist and guide families with any registration questions.
· Be aware of the VA Registration site and ready to assist with questions
· Ensure all VA registrations and all paperwork are complete and submitted.
· Ensure registration completion and add team players to the website.
· Print Ramp Reports
· Ensure all players are accounted for
· Parent emails all correct for communicating
· Invites go out to families on the Ramp Team App.
· Monthly for delinquent accounts and report to the President, follow through with given instructions.
Facilities - Position Open
· 1 Person - 3 year position if possible
· Work closely with the Scheduler to ensure gym space for all Competitive teams and other Programs (Rec., Learn to Play, Summer Camp, Open Gyms, etc.)
· Book gym usage in May for all schools for the following season
· Except emails from schools on cancellations and post or adapt schedules as needed. Tell the Scheduler ASAP so ensure team communication.
· Find other gym use if and when needed. Adjust schedules for gym use for exhibition game requests from coaches if possible.
· Book gym use for summer camp, tournaments, clinics, etc.
· Sign contracts and communicate issues to the Director and/or coaches.
· Complete VA formstack to get Certificates of Insurance for schools, etc.
Scheduler
· 1 Person - 2 year position if possible
· Work closely with the facilities person to ensure fair and equal schedules for all teams and Programs.
· Schedule season as early as possible (Sept-Oct for tryouts, Comp. and Rec. season).
· Put schedules on the website
· Schedule host tournaments and advertise or sanction with VA
· Schedule Beach, Atomic Programs in fall and spring, clinics, summer camp
· Communicate any gym cancellations to the team and adjust schedules
· Work with the President for any issues needed
Recreation Coordinator - Position Open
· 1 Person - 3 year position if possible
· Assist Registrar in any way with registration of Recreation Athletes
· Work with Schedular and Facilities for what days rec. the program will get.
· Get team lists for coaches from the Admin.
· Arrange a parent meeting to communicate any program details
· Ask for a parent volunteer for program TB events, assist apparel, etc.
· Work with coaches and assist in assigning players to teams (note: these can be changed around as needed for tournaments and games but need a base)
· Work with an apparel person or order jerseys
· Get parent apparel if people want
· Schedule games with other clubs
· Find and schedule for all exhibition games and tournaments - Communicate very well with coaches.
· Ensure you have all needed equipment including FA kits, score flippers, etc.
Club Designer/Website/Social Media/Promotions
· 1 Person - 3 year position if possible
· Maintain website with current month to month information.
· Make sure all pages and links on website are up to date and not broken.
· Make sure all content is current and removing past content info in a timely matter. For example, don’t leave Summer Camp info on website when it is October. It looks unprofessional.
· Create slider images that link to new items that are important, such as, Sign up for competitive league or Rec. league, as well as sliders that are for that season, for example in June have sign up for Summer camps or Beach.
· Create and maintain professional email accounts for the club and help board members with their emails if needed. For example: admin@triareawarriors.com is the professional email account to use, no gmail or hotmail accounts.
· Connect with RAMP with any website issues or email account issues.
· Works with Social Media Manager to create social media posts that are consistent with club logo, colours and fonts. Use photos of our coaches and players as much as possible instead of generic images of people that are not in our club. Post on social media once a week or when possible.
· Create club awareness posters to promote all programs: Competitive, Recreation, Atomic, Beach and Summer Camps, or upcoming events using our club logo, font and colours.
Social Media Manager - Position Open
· 1 Person - 3 year position if possible
· Responsible for responding to comments and creating content on clubs social media platforms.
· Look for opportunities to increase our clubs exposure.
· Maintain social media accounts with current month to month information.
· Make sure all content is current and unpin past content info in a timely matter.
· Work with Club Designer to create new social media posts that are consistent with club logo, colours and fonts. Use photos of our coaches and players as much as possible instead of generic images of people that are not in our club.
· Post on social media once a week or when possible.
Tournament Organizer - Position Open
· 1 to 2 people - 3 year position if possible
· Work with facilities and scheduling persons to ensure gym bookings.
· Advertise and sanction with VA using their formstack procedure.
· Book Ref's and prepare schedules, Prepare poster charts for tourney day
· Work with the registration person to set up registration packages for the website
· Communicate with TM's for needed volunteers
· If concessions are allowed, decide if club or team would like to partake and get the products, have TM’s organize volunteers for the concession
· Get medals, etc. ordered through admin - approval from the President or Board
· Communicate with participating teams, answer questions
· Ensure all equipment, set-up and take-down crews are in place (TM's)
· Mark Tournament Schedules
· First to arrive, last to leave
· Welcome teams and give or delicate giving of medals
· Follow-up evaluation and improvements for next.
Apparel - Position Open
· 1 Person - 3 year position if possible
· Find out what is trending and popular with the athletes.
· Choose a design for Competitive and Recreation jerseys. To be approved by Director, and/or Board.
· Work with the President and/or coaches and/or Board for warm-up t-shirts, shorts, bags, etc.
· Responsible for gathering athletes apparel sizes and numbers and organize a sizing day for teams.
· Organize apparel orders for all athletes/teams.
· Create files for new team jerseys for the season. Do this as soon as possible in the fall before each season begins to ensure jerseys arrive in time as they take a while to print. Responsible for sending jersey files to VC for approval.
· Send approved jersey files to printer. Proof various proofs sent back from printer to make sure jerseys and shirts are exactly what we asked for before you go ahead and print.
· Works with Club Designer to create files for various apparel designs (shirts, sweats, backpacks, etc.). Responsible for sending files to printer and reviewing proof before items are printed.
Equipment - Position Open
· 1 Person 2 to 3 year position
· Take inventory at the end of each season.
· Assist in the purchase of needed equipment
· Find out the needs of coaches
· Restock first aid kits and ice packs
· Communicate with the President/Board of needed products/old supply, etc.
· Organize equipment
