Roles & Responsibilities

The following is a summary of the roles & responsibilities of the Club’s Board of Directors :

1. President
2. Treasurer
3. Communications
4. Meet Manager
5. Social
6. Director at Large

President

Responsible for:

• Setting strategic direction and the overall operations of the Club
• Providing leadership to the Board and overseeing Board Meetings
• Communicating effectively with Board Members, Coaches and Parents
• Communicating with Town officials
• Reviewing and approving contracts
• Together with Treasurer, developing annual operating budget for the Club
• Representing the Club at Swim Meetings such as Swim Ontario and Central Region AGM’s and public functions

Expectations:

• Develop and implement operational plan for the Club
• Recruit, train and oversee volunteer committees and coordinators as required
• Establish and maintain accurate records and files for the portfolio
• Prepare for and attend monthly Board meetings
• Regularly read email and participate in discussions and decisions outside of Board meetings as required
• Represent the Club at public functions as required

Requirements for the Position of President:

• Previous experience on the Board of the Newmarket Stingrays is a mandatory prerequisite
• Strong communication skills
• Proven leadership abilities
• A good understanding of the sport of competitive swimming and the swimming community
• A good relationship with other swim clubs

Treasurer

Responsible for:

Developing and managing the Club’s annual budget and maintaining payroll records and books of account for the Club. Specific responsibilities include:

Bookkeeping

• Pay on a timely basis all invoices properly submitted for payment
• Prepare payroll cheques for the Club’s employees on a timely basis
• Make all bank deposits on a timely basis
• Reconcile the general bank account on a monthly basis
• Maintain all payroll records as required by the Canada Revenue Agency and annually prepare the T4 supplementaries and summary
• Prepare all of the information requested by the club’s auditor/accountant on an annual basis

Budgeting

• Prepare the membership fee schedule on an annual basis for review and approval of the Budget Committee
• Prepare the Club’s Annual Budget
• Schedule and coordinate the annual budget meeting

Other responsibilities

• Present the financial statements and financial report at the Annual General Meeting of the club
• Prepare and submit annual request for the renewal of the club’s bingo license
• Act as the club’s liaison with outside agencies on all financial matters
• Assist the Director of Human Resources with respect to financial matters as necessary in all contract negotiations
• Provide financial and accounting assistance to other Board members as necessary

Expectations:

• Establish and maintain accurate records and files for the portfolio
• Prepare for and attend monthly Board meetings
• Regularly read email and participate in discussions and decisions outside of Board meetings as required
• At the end of your term, facilitate the transition for your replacement

Requirements for the Treasurer:

• Previous accounting/bookkeeping/financial is essential
• Strong computer skills are an asset
• Flexibility and time availability to meet monthly activities requirements is essential

Director Communications

Responsible for:

• Establishing and maintaining regular communications to the membership and to the general public. Specifically:
• Regularly provide members with information about Board activities, club operations and club achievements
• Provide direction and support to the Stingwaves Newsletter Committee; write Board Report for Stingwaves
• Provide direction and support to Stingrays website team, write material for website
• Swimmer of the Month, Team Photo Day and Meet Results in Era-Banner, Phone Committee
• Identify opportunities for Team Publicity, prepare media releases, followup with media, prepare advertisements and promotional material
• Provide communications support to Board of Directors as required

Expectations:

• Develop and implement operational plan for the portfolio
• Recruit, train and oversee volunteer committees and coordinators for Stingwaves, Swimmer of the Month, Team Photo Day, Team Publicity and Meet Results, and Website
• Establish and maintain accurate records and files for the portfolio
• Prepare for and attend monthly Board meetings
• Regularly read email and participate in discussions and decisions outside of Board meetings as required
• At the end of your term, facilitate the transition for your replacement
• Represent the Club a public functions as required

Requirements for the Position of Communications Director:

• Excellent writing skills
• Well organized and able to juggle multiple priorities
• Communications or marketing experience an asset

Meet Manager

Responsible for:

• Organizing and running 3 swim meets per season which includes but is not limited to the following:
• preparation of meet package and sponsorships
• sanctioning of swim meet from Swim Ontario
• inviting member clubs to our swim meets and managing that sign-up process
• gathering, recording and collating of the volunteer sign-up process
• setup and administration of swim meets using Hytek’s Meet Manager software
• over-seeing of Meet Committee and Food Committee
• preparation of post swim meet reports for Swim Ontario

Expectations:

• Recruit, train and oversee the Meet committee and Food committee
• Work with the Officials committee during the volunteer sign-up process
• Maintain accurate records and files for the portfolio
• Prepare for and attend monthly Board meetings
• Regularly read email and participate in discussions and decisions outside of Board meetings as required
• At the end of your term, facilitate the transition for your replacement

Requirements for the Position of Meet Manager:

• Good knowledge of MS Word and MS Excel is mandatory
• Good computer skills would be an asset
• Good writing skills would be an asset
• Must be able to commit time on an almost daily basis for approximately 3 weeks prior to each home meet
• Must be able to be present all day Saturday and Sunday for each home swim meet (these are typically 12 hour days)

Social Director:

Responsible for:

• Organizing social events throughout the year
• Provide members with information about upcoming social events
• Help organize Silent Auction
• Organize Annual Banquet
• Organize any other social event throughout the year

Expectations:

• Recruit, train and oversee volunteer committees
• Establish and maintain files for the portfolio
• Prepare for and attend monthly Board meetings
• Regularly read email and participate in discussions and decisions outside of Board meetings as required
• At the end of your term, assist new board member assuming role
• Represent the Club a public functions as required

Requirements for the Position of Social Director:

• Well organized
• Good communication skills

Director at Large

Responsible for:

• Establishing a Wellness Committee to work with the pool facilities operators to ensure a safe, healthy environment for Stingrays swimmers and coaches
• Representing the Newmarket Stingrays in negotiations with pool facilities operators for health and wellness issues

Expectations:

• Develop and implement operational plan for the Wellness portfolio
• Recruit, train and oversee volunteer committees and coordinators as required
• Establish and maintain accurate records and files for the Wellness portfolio
• Prepare for and attend monthly Board meetings
• Regularly read email and participate in discussions and decisions outside of Board meetings as required
• At the end of your term, facilitate the transition for your replacement

Requirements for the Director at Large:

• Working knowledge of pool facilities and operations an asset
• Excellent negotiator, facilitator