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    CAMO 2011

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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