Bay Area
Board of Director’s Position Descriptions
President –
·
Convene and
preside over Annual, Regular and Special meetings.
·
Have responsibility
for all affairs relative to the conduct and operation of the Association.
·
Present a report
on the status and accomplishments of the Association at the Annual Meeting.
·
Cast the
deciding vote in the case of a tie at any Meeting.
·
Make edits to
any written document brought forth by committee chairpersons, before it can be
is distributed to the Members. This
includes but is not limited to Regular Meetings minutes and Association
newsletters.
·
Represent, or
appoint another Board Member to represent, the Association at District, State
and National USA Hockey meetings and coordinate any activities between the
Association and other USA Hockey Associations.
·
Act as
chairperson for all Conduct Review Committee meetings.
·
An Ex-Officio
member of all committees.
·
Review
background checks of Association volunteers.
·
Co-sign checks.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
·
Organize Board
of Director elections.
Vice President
·
In case of the absence
of or disability of the President, and provided he or she is authorized by the
President or Board so to act, the Vice President shall perform the duties of
the President, and when so acting, shall have all the powers of that office,
and shall have such other duties as from time to time may be assigned by the
Board of Directors or by the President.
·
In the absence
of the President, the Vice President shall have and exercise all powers and
duties of the President.
·
To perform other
duties as delegated by the President.
·
Serve as a
member on all Conduct Review Committees.
·
Maintain an
up-to-date list of current Association coaches and managers including names,
addresses, e-mail and phone numbers. Provide the list
to the President, Secretary and Communications Director.
·
Co-sign checks.
·
Review
background checks of Association volunteers.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Immediate Past President
·
Chairperson for
the Conduct Review Committee.
·
Duties designated
by the Bylaws.
·
Duties assigned
by the Board.
Secretary
·
Assist the
Treasurer in establishing the budget for the coming year.
·
Record and
maintain a file of Board Meeting minutes.
·
Prepare all
official business correspondence between the Association and other
organizations or persons and maintain a file of such correspondence.
·
Maintain a list
of names, addresses, phone numbers and titles of all the Board Members. Provide a copy of this list to the Director
of Communications.
·
Maintain a file of
the forms and form letters used by the Association and make them available to
the Board Members as required.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Treasurer
·
With the
assistance of other Board Members, prepare the Association budget for the
coming fiscal year. Submit the budget to the Board for review and approval by
the date of the first fall registration.
·
Submit records
on request to the Board for audit.
·
Prepare and
present a year-end financial statement and show comparisons with original
budget items at the Annual Meeting.
·
Prepare
financial reports for presentation at each Board Meeting and submit records on
request to the Board for review.
·
Receive funds,
issue receipts for cash exchanges, and pay on time all bills approved by the
Board of Directories.
·
Make all bank
deposits in a timely manner to the bank approved by the Board of Directors.
·
Establish and
maintain a bookkeeping voucher filing system that can be audited easily. Keep the books current.
·
Record receipt
of funds in a manner that the Fundraising/Sponsor Director can analyze the
various fund raising activities.
·
The books will
be audited at the conclusion of each fiscal year by July 30th. The Board will nominate an Auditing Committee
to conduct an audit of the financial records.
·
Transmit
statements for accounts receivable.
·
Maintain a list
of assessment payments given to the Association by the parents of each Youth
Player Member and each Player Member. Also maintain a list of the assessments
that have not been paid to the Association so that the Board may send out
reminders.
·
Co-sign checks.
·
Prepare and
submit State and Federal Tax reports as required and maintain a file of copies
of reports submitted.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Association Coaching and Education (ACE) Coordinator
§
Administrative link to USA Hockey and its Coaching Education
Program (CEP
§
Organizes and manages many CEP requirements
§
Assists BAHHA in the development of a well-trained coaching
staff
§
Promotes parent education
§
Provides clear goals and objectives for player skill
development.
Non-Officers
Communications Director
·
Initiate all
telephone and e-mail messages that are to be passed to the Association members.
·
Maintain a list
of individual Board members and their telephone numbers. E-mail or call to
remind Board Members of an upcoming Board meeting in a timely manner.
·
Maintain a list
of individual team managers and their telephone numbers.
·
Provide the
local newspaper of weekly summaries of games played, standings, etc. This may
include announcements of player registration, general meetings, Association
actions, and Association tournament teams and games.
·
Compile a
scrapbook of newspaper items published for reference by the Board of Directors
and to be used as a guideline by the successor.
·
Be responsible
for mass form printing and distribution:
1.
Printing of
forms and letters that are to be distributed to a significant number of
Association Members.
2.
Printing and
distribution of player registration announcements. This involves delivery of
announcements to the local grade schools and intermediate schools and their
distribution to eligible children.
3.
Provide
information to parents at registration.
4.
Maintain a list
of players’ names and addresses for all players registered in the Association.
5.
Prepare and
deliver to the responsible people, advertising materials dealing with
Association functions. This includes flyers relating to player registration,
tryouts, fund-raising drive, etc.
·
Establish a list
of volunteers. Contact the volunteers, if needed.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Coach-in-Chief
·
With the assistance
of the Clinics Coordinator, develop and conduct clinics that meet the
requirements of USA Hockey certification focusing on the skills required for
players at each Youth Player division including both the house and travel
programs.
·
Provide drills
for coaches that meet or exceed the expectations of skills and abilities as
published in the USA Hockey practice manuals for each Youth Player division.
·
Establish
coaching goals for each division and monitor progress and establish a set of
coaching resources.
·
Introduce the
Coaching Education Program as published by USA Hockey and implement it within
the association.
·
Provide
mentoring and guidance for coaches at each Youth Player division including both
the house and travel programs.
·
Participate on
the coach selection committee. Form a
Coach Selection Committee for the purpose of selecting the head coaches for the
Youth Player Members.
·
With the
assistance of the Registration Coordinator, organize and supervise player
evaluations and tryouts for each Youth Player division.
·
Serve as a
member on all conduct review committees.
·
Ensure all
coaches are at proper certification level.
Coaching certification levels are available on USA Hockey website.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
·
Not act as a
head coach or team manager for a Youth Player team.
·
Record all
player transactions and maintain an accurate and up to date record thereof.
·
Receive and
review applications for players and assist the Team Manager in checking age
eligibility for Youth Player Members.
·
Prepare the
Youth Player list for each division.
·
Assist the
Registrar in submitting team rosters or any other necessary paperwork to USA
Hockey as required.
·
Certify age
eligibility before the player may be accepted for try-outs and selection.
·
Attend to all
matters pertaining to player registration. Maintain a file of registration
forms for registered players. Organize and supervise registration day
activities.
·
Make team
rosters available to Board Members who may require them in the performance of
their duties.
·
Assist the Coach
in Chief to organize and supervise player evaluations and tryouts.
·
Police
Association in matters dealing directly with player’s welfare.
·
Attend all Youth
Player coaches meetings.
·
Make inquiries
regarding player resignations from teams and report to the Board.
·
Serve as a
member on all conduct review committees that involve Youth Player programs.
·
Maintain a file of
pertinent information in order to maintain continuity with successor.
·
Be responsible
for creating awareness, through education and information, of the opportunities
to provide a safer environment for kids and all participants within the
Association. Ensure that all Youth
Player Members and their coaching staff are presented the USA Hockey’s “Heads Up Hockey” program.
·
Develop and
implement a plan for increasing safety of activities, equipment and facilities
through education, compliance and reporting.
·
Coordinate first
aid training for injuries relevant to the sport of hockey for coaches of each
level.
·
Provide first
aid kits to each team at all levels of hockey.
·
Be responsible
for handling all matters relative to insurance policies including claims.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
·
Ensure all
required safety documentation is current.
Fundraising/Sponsor Director
·
Seek out and
solicit local merchants and businesses to sponsor the various teams in the
League.
·
Maintain a list
of names and addresses of each sponsor acquired.
·
Seek out and
solicit local merchants and businesses to purchase advertising from the
Association in the form of signs or banners.
·
Maintain a list
of names and addresses of each sign or banner acquired.
·
Prepare and
deliver forms of recognition, including team’s sponsor along with invitations
to attend games.
·
Issue a schedule
of games and a team picture to each team’s sponsor along with invitations to
attend games.
·
Make a
recommendation to the Board on the type of fundraising drive the Association is
to have. Only one may involve player participation.
·
If sale of a
product is involved, coordinate appearances of sales representatives before the
Board. The Board will approve of the
product and supplier.
·
Coordinate all
activities involving each Team Manager.
·
Coordinate
transfer of raised funds to the Association Treasurer.
·
Maintain files
that show the amount of the product distributed to each Team Manager, the
amount returned and the amount of money turned in by each Team Manager.
·
Prepare thank
you letters to be mailed to sponsors.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Director of Team Support
·
Be responsible
for organizing, supervising and maintaining a group of individuals for score
keeping purposes.
·
Organize a
score-keeping clinic, as needed each year.
·
Submit the
necessary paperwork to USA Hockey for player achievement patches for the Youth
Player Members.
·
Seek out a qualified
individual to take team and individual player photographs. Coordinate all
activities between the photographer and the Association. Arrange for orderly
distribution of pictures to the players.
·
Maintain Team
Manager handbook containing information such as:
1.
Travel
destinations for accommodations and activities.
2.
Travel methods
(bus, airplane, driving routes, etc.)
3.
Responsibilities
and expectations when hosting tournaments.
4.
Rule changes.
·
Maintain a file of
pertinent information in order to maintain continuity with successor.
Director of Uniforms
·
Obtain
competitive bids on all items to be purchased and present these bids to the
Board for authorization to purchase.
·
Order jersey and
socks to be worn by the Association’s regular and travel players and shirts for
coaches. Coordinate jersey colors for
the non-travel teams with the other hockey associations to ensure no color
conflicts throughout season games.
·
Order player
outfits to be worn by the Association travel teams. These should be received
and ready to be issued by the first tournament game of the regular season.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Schedule Coordinator
·
Determine the
requirements for the Association’s programs and assist the Board to negotiate
the purchase of ice time from ice rink facilities.
·
Schedule
practice and game times for all of the Association’s hockey programs.
·
Liaison with
other Associations sharing rink facilities to ensure mutual benefits of ice
usage from ice rink facilities.
·
Coordinate
on-ice officials and score keepers for all games hosted by the Association.
·
Assist the
travel teams with away schedule coordination and verify that TAHA Travel
permits are completed for each team as necessary.
·
Maintain a file
of pertinent information in order to maintain continuity with successor.
Other Association Positions (Non-Board Member)
Flyer Development/Media Outlets Announcements
Coordinator
Assist any other member in generating flyers for Association activities. Submit approved announcements to newspapers, etc., such as dates for tryouts. Develop schedule of recurring and one-time deadlines for announcements of registrations, try-outs and special events. Maintain a list of media outlets (newspapers, schools, Aeros, rinks and other associations).
Webspace/Webmaster
Maintain
the website as required.
Message Board Administrator
Maintain
the Message Board as required.
Post Office Box Manager
Check
the mail regularly and distribute as required.
Create
and make available the form to track loaned equipment. Maintain the inventory of equipment available
for loaning. Develop and maintain the
process for loaning equipment. Create
and maintain form used during the equipment sale. Work with SCIS to arrange a date for the
sale. Create the announcement and rules
to submit to the Communications Director for release to the Association. Oversee the receiving/tracking/sale and
return of equipment.
Met League Score sheet Coordinator
Coordinate
with the Met Team Managers the procedure of handling met league score
sheets. Develop and maintain this
process.
Team Managers
Maintain
all team records. Identify travel
locations and hotels and make/coordinate team reservations. Provide inputs to the Team Managers
handbook. Serve as a liaison between the
coach and parents. Communicate any news
items to the team. With the assistance
of the Director of Team Support, set up score keepers, penalty box volunteers
for home games. Submit the necessary
paperwork to the Director of Team Support for player achievement patches for
the Player Members. Set up additional
team activities: team parities,
fundraisers, sponsorships, and Aeros intermission
skate.
Coaching Clinics Coordinator
With
the assistance of the Clinics Coordinator, develop and conduct clinics that
meet the requirements of USA Hockey certification focusing on the skills
required for players at each Youth Player division including both the house and
travel programs.
Student Coaching Coordinator
Develop and maintain the
rules for participating in this program.
Create and make available forms to players who would like to participate
in the program. The program allows the
midget level players to help mentor younger players as well as give them the
community service hours so many colleges desire. In addition, it re-enforces the basic skills
of hockey.
On/Off-Ice Coaching Aids Coordinator
Build
and maintain the coaching aids.
Determine where the coaching aids will be stored and how other coaches
will have access to them.
Receive
from the Registration Coordinator all necessary information to submit team rosters
to USA Hockey.
Ensure
that each team has trained scorekeepers so that they can provide this duty at
home games. Set up and teach
scorekeeping class(es) at
the beginning of season and if needed an additional class later in the season.