Roles & Responsibilities
The following is a summary of the roles & responsibilities of the Club’s Board of Directors :
- President
- Treasurer
- Communications
- Meet Manager
- Social
- 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
