Board Job Descriptions
Richmond Ringette Association is a non-profit sports association. Board members and volunteers are required to successfully run the association. The board always welcomes volunteers and new board members. Training and support are provided in the role.
Board of Directors / Committee Job Descriptions
Updated: March 2015
BOARD OF DIRECTORS
VOTING DIRECTORS
- PRESIDENT
Preside over all executive meetings
Prepare an agenda for meetings
Ensure all executive members fulfill their obligations
Ensure a quorum is available for meetings
Set the date for the AGM each year
Accept telephone calls and any correspondence on behalf of the Association
Request and maintain a file on CRC’s
Represent the Richmond Ringette Association at the monthly Lower Mainland Ringette League meetings, the LMRL AGM and the Annual General Meeting of the British Columbia Ringette Association
- Vice President
Assist the president in the execution of Association business
Monitors and responds to the President email address, forwards emails to relevant board contacts
Fulfill the duties of the president in his/her absence
Train to assume President position for the next term
Is a regular voting member of the executive
- 2nd Vice President
Assist other board members with any projects when required
Attend various meetings when necessary
Fulfill the duties of the President or 1st Vice President in their absence
Is a regular voting member of the executive
- Secretary
Attend all executive meetings
Record the minutes of these meetings and distribute copies to all executive members before the next regular meeting
Maintain Association records and files
Contact executive members to remind them of date and time of upcoming meeting
Arrange bookings for board meetings and AGM
Is a regular voting member of the executive
Is responsible for the organization and maintenance of the on-line association documentation storage area.
- Treasurer
Prepare a budget at the start of the season
Maintain the books for the Richmond Ringette Association general and gaming accounts
Pays memberships fees and other fees to BCRA
Have financial statements prepared at year end
Pay all approved association bills
Arranges for refunds for player withdrawals
Monitor the balances of accounts to ensure that the Association does not incur more debits than income
Apply for gaming funds when applicable
Attend all executive meetings
Is a regular voting member of the executive
- Ice Allocator
Provide the LMRL Scheduler with the ice times for game slots
Arrange ice times with the arenas for free camps, tryouts, etc.
Advise our referee Allocator of any changes in league games or of any exhibition games
Allocate team practice ice around league games and gym times
Have coaches advise of any tournaments they are in, games they have to make up, or practice times they cannot make
All teams rotate equally through early morning ice.
As a general rule, the older teams would get the later ice and the younger teams get the earlier ice
Check ice invoice from arenas, ensuring we are billed the correct amount and advise the treasurer in order that this gets paid in a timely manner
Allocate ice to LMRL All-star program (4 hours) and Zone 4 All-star program (4 hours) when applicable
Coordinate with arenas any additional ice, cancellation of ice at the end of the season, tournament ice etc.
Attend all executive meetings
Set up ice schedule for West Coast Classic Tournament
Is a regular voting member of the executive
- Registrar
The Registrar position is responsible for accurate registration of all association players, coaches, managers, executive members and volunteers. This positions works in conjunction with the Treasurer to ensure all association registration fees are accounted for, as well as ensuring insurance is provided to all members.
Ensures Registration are correctly entered in Karelo
Ensures age group reflects assigned team
Enters all coaches, managers and volunteers into appropriate membership categories
Ensures proper insurance coverage for all players
Works in conjunction with the Treasurer to ensure Karelo/ BCRA fees are paid in time
Works with players for funding options
Investigates some refunds and provides families with rationale when accepted, or if denied
In conjunction with the Treasurer provides refunds to players
Coordinate and mail out the registration forms to the membership
Keep an updated registration list in divisions for the use of the coaches and executive members
Provides updated team rosters for tournaments
Provide Richmond Arena with our membership list
Ensure all members are properly registered with BCRA and Ringette Canada by the dates given each year
Collect uniform deposits from registrar and hold for Equipment Manager
Attend all executive meetings
Is a regular voting member of the executive
- Referee in Chief
Select referees for the season
Recruit new referees
Monitor new referees by attending some of their games
Obtain the names of all referees available for the season from the Referee in Chief of LMRL
Obtain/provide budget from/to Richmond Ringette Association and open an account designated “Richmond Ringette Referee Account”
Obtain schedule from LMRL for preliminary /league play and then assign referees to home games
Document games worked by individual referees
Distribute pay to referees every two weeks
Provide a final accounting of fees paid for by the Association along with bank statements/cancelled cheques
Attend all executive meetings
Schedule referees for West Coast Classic Tournament
Is a regular voting member of the executive
- Head Coach
Maintain an up to date coach’s applications file ( levels etc)
Ensure all coaches are notified of coaching courses dates, tournaments, etc.
If necessary, form a committee to choose the coaches
Help coordinate player evaluations and team selections
Monitor league play, aiding coaches with problems as required
Act as liaison between coaches and the executive
Ensure all coaches are aware of BCRA regulations for league and tournament play (levels of certification required, number of team staff allowed/required on the bench etc.)
Provide assistance to Division Manager
Obtain Criminal Record Checks for all coaches and team staff
Attend all executive meetings
Is a regular voting member of the executive
- Equipment Manager
Maintain an inventory of ringette uniforms and equipment
Distribute the uniforms and equipment to teams at the beginning of the season
Responsible for purchasing additional uniforms and equipment as required
Arrange for repair of damaged equipment
Monitor the storage facility
Distribute sponsor bars to teams as sponsors are identified
Coordinate the return of uniforms and equipment at the end of the season
Attend all executive meetings
- Tournament Director
Coordinate Tournament dates
Ensure the tournament is sanctioned by BCRA (follow BCRA tournament guidelines)
Organize and chair a tournament committee to coordinate the following jobs:
Arrange for ice required to run the tournament
Develop and maintain budget
Advertise the tournament (if applicable) in cooperation with the promotions director
Format and distribute tournament registration forms with Registrar
Organize the tournament raffle draws and 50/50 draws
Attend all executive meetings
Is a regular voting member of the executive
- Fundraising Director/Coordinator
Coordinate all executive fund raising activities. The fundraising choices should be brought up at the AGM and confirmed by the Executive at the following Board meeting
Liaise with team managers to keep a list of team fundraising activities so as to avoid conflict
Approach past and potential team sponsors for continued or future sponsorship
Assure that teams have sponsor bars on jerseys, encouraging teams to send in newspaper articles mentioning their team sponsors.
Assure sponsor plaques/photos are delivered by to the sponsors within a reasonable time frame along with a thank you letter.
Attend all executive meetings
Is a regular voting member of the executive
- Director of Promotions
Attend executive board meetings
Compile articles on behalf of teams to distribute to local newspapers for publishing
Organize erection of registration signage with Members-at-Large
Organize Bring-a-Friend, Come Try Ringette events, and other promotional events such as City Works Yard Open House,
Coordinate volunteers for Come Try Ringette and other promotional events
Create fund raising initiatives and execute with Members-at-Large
Is a regular voting member of the executive
- Player Development
Setup power skating and drill sessions for our association. Can work with other associations if need be.
Get older players involved with helping out the younger players at said camps/sessions
Attend all executive meetings
Is a regular voting member of the executive
- & 16. Member-at-Large (maximum of 2 positions)
Attend all executive board meetings
Help the free camp committee with the camp and used equipment table
Organize a ringette float for the Salmon Festival parade
Assist other executive members in their tasks as required, such as: Help the Registrar compose an information pamphlet for Ringette advertising
Take on jobs at Richmond tournaments, etc
Help with the erection of registration signage
Help Promotions at and distribute promotional pamphlets at Come Try Ringette events
Organize photo night for association
If we do not have a fundraising person - Send out letters to previous sponsors and maintain file. Ensure that team photos are handed out when money is received.
Send thank you letters. (as per bullets 3,4,5 )
Is a regular voting member of the executive
NON-VOTING COMMITTEE CHAIRS
- Division Manager
Obtain tiering forms for assigned division
Attend as many games as possible, to determine if teams have tiered correctly (can use others to help watch games)
Attend tiering meeting with coaches to determine divisions
Act as a liaison between coaches in your division to settle disputes arising during the season
President and Head Coach to provide assistance
- Website Coordinator
Maintain website content
Update website as required
Create new web pages
Ensure yearly fees are paid to website vendor
Import registrations from Karelo to ensure that membership list is on current website
Coordinate and execute email/website campaigns as necessary to promote annual registration, springette, events, come try ringette, tournaments, etc.
- RACA Director
As an Associate Member of Richmond Arenas Community Association, Richmond Ringette Association appoints two representatives to serve as directors on the RACA Board of Directors.
The purpose of RACA:
Maintain and foster ongoing relationship among members and representatives of City of Richmond concerning use and operation of Richmond Arenas
Assist in promotion of adequate arena facilities for use by Richmond residents
Raise funds for purpose of improving the programs and facilities of Richmond arenas
Increase public awareness of and participation in programs at Richmond arenas by Richmond residents
Participate in organization of programming at and utilization of Richmond arenas