Executive Job Descriptions (Essa Minor Hockey)

PrintExecutive Job Descriptions

JOB DESCRIPTION – PRESIDENT

The President shall:

Represent the Association in the Community;

Act as Chair of the Executive Committee, and at all Meetings of the Membership;

Exercise general supervision of the Association in accordance with policies determined by the Executive;

Report regularly to the Executive on matters of interest;

Delegate tasks as necessary;

Provide leadership, direction and vision in consultation and with input from the Executive Committee and Membership;

Establish by the 15th of May each year Operating Objectives for the upcoming  operating year;

Be responsible for calling all EMHA meetings;

Have the authority to assume the duties of any member of the Executive when such member is unable to act;

Appoint sub-committees and shall be empowered to call meetings of these sub-committees at their discretion;

Implement disciplinary action upon recommendation of a Disciplinary Committee;                               
Vote to break a tie as the Chairperson of the Executive Committee;

Be one of the signing Officers of the Association.


  

JOB DESCRIPTION – VICE PRESIDENT

The Vice President shall:

Assume the duties of the President in the absence for any reason of the President;

Monitor adherence by the Executive to all existing Policies and inform the Executive with respect to any inconsistencies between existing Policies and a proposed policy;

Be available to assist any member of the Executive which may require assistance in the completion of his or her responsibilities;

Ensure that each Contact receives a copy of the Referees rulebook and OMHA Manual of Operations;

Adhere to all relevant Federal and Provincial legislative privacy requirements as put forward in the Federal Personal Protection and Electronic Documents Act (PIPEDA) or equivalent;

Be one of the signing Officers of the Association;

Ensure that EMHA follows all OMHA Privacy Policies;

Carry out duties as assigned by the Executive Committee or the President;


JOB DESCRIPTION – TREASURER 

The Treasurer shall:

Ensure adherence to and implementation of financial Policies in the financial administration of the Association;

Ensure the submission of the books of account to the Auditor of the Association at the end of the financial year;

Present a Report of the Auditor from the previous year and a projected financial position for the current year to the Membership at the Annual General Meeting;

Evaluate, review and recommend financial policy to the Executive Committee;

Provide a proposed operating budget at the beginning of each financial year;

At each Executive Meeting provide a written comparison of actual expenditure and actual revenue with a proposed operating budget;

Keep accurate records and accounts of EMHA receipts and reimbursements in proper books of account;

Develop procedures for the deposit of all monies in the name of and to the credit of EMHA in such Bank as may be designated by the Executive;

Be one of the signing Officers of the Association;

Be responsible to the EMHA Executive for ensuring that EMHA has proper insurance coverage and that said coverage is renewed prior to the hockey season;

Ensure that EMHA has Directors’ and Officers’ Liability insurance coverage and that said coverage is renewed annually;

May be a paid position and in such instances will be deemed an Honorary position;

Inform the Executive Committee, at each meeting of the Executive, of any member who is not a member in good standing because of an outstanding financial debt to the Association;

Carry out duties assigned by the Executive Committee or the President.



JOB DESCRIPTION – SECRETARY

The Secretary shall:

Record or delegate the recording of the minutes of General Meetings of the Membership and Executive Committee Meetings and ensure that Association records are regularly and properly kept and all business is conducted in accordance with any applicable statute or law, the Letters Patent and By-Laws and the Policies and procedures established by the Executive or by the Membership;

Ensure the proper custody of the Association's corporate minutes and resolutions and other corporate records and documents;

Be responsible for receiving and distributing all correspondence received or sent by the Association and all communications within the Association;

Recommend policy to the Executive regarding internal and external communications of the Association unless specifically noted elsewhere;

Maintain evidence that all necessary and appropriate insurance has been purchased;

Distribute minutes of EMHA meetings within 10 days of the Meeting;

Give notice of meeting to EMHA members as required;

Post the Minutes, exclusive of Financial Statements, which may be made available upon request;

Provide information packages to the Mayors of Essa and Base Borden;

Receive a written summary within ten (10) days of all incidents dealt with by a Disciplinary Committee;

Responsible for determining storage criteria of correspondence and records;

Retain Police Record Check forms, which contain no record of offence, for a period of three years from August 31st in the year in which the check was conducted;

Carry out duties as assigned by the Executive Committee or the President.

  



JOB DESCRIPTION – OMHA CONTACT

The OMHA Contact shall:

Fulfil all duties of the Vice President in their absence or inability to act;           

Act as the Convenor of Representative Teams and as Contact Officer on behalf of the EMHA with the OMHA;

Have the authority to suspend any member of the Coaching Staff as deemed necessary until a meeting of the Executive Committee to discuss the matter of the suspension;

Inform the Referee-in-Chief of all requirements for the Game Officials and the Timekeeping Director of all timekeeping requirements;

Work with the Ice Convenor and Local League Contact with respect to ice schedule;

Have the right to be a member of the Coach Selection Committee with respect to Representative Teams;

Ensure OMHA and EMHA requirements with regards to Team Registration Rosters and Player Cards are carried out;

Be responsible for the allocation of all game times to all of the Representative divisions;

Carry out other duties as assigned by Executive Committee or the President.

 



  
JOB DESCRIPTION – LOCAL LEAGUE CONTACT

The Local League Contact shall:

Act as the Delegate for all EMHA Local League Teams;

Have the right to be a member on the Coach Selection Committee with respect to Local League Teams;

Have the authority to suspend any member of the Coaching Staff as deemed necessary until a meeting of the Executive Committee to discuss the matter of the suspension;

Be responsible for allocation of game times to all Local League Divisions;

Inform the Referee-in-Chief of all requirements for Game Officials and the Timekeeping Director of all timekeeping requirements;

Represent the Association at all meetings of the governing body, Local League and/or Referees;

Work with the Ice Convenor and OMHA Contact with respect to ice schedule;

Ensure OMHA requirements with regards to Roster and Players Cards are met;

Carry out other duties as assigned by the Executive Committee or the President

 



JOB DESCRIPTION – JUNIOR COORDINATOR

The Junior Coordinator shall:

Be responsible for the Initiation Program;

Be responsible for the Tyke Division in conjunction with the Local League Contact;

Have the right to be a member on the Coach Selection Committee with respect to the Initiation program and the Tyke Divisions;

Have the authority to suspend any member of the Coaching Staff as deemed necessary until a meeting of the Executive Committee has been convened to discuss the matter of the suspension;

Work with the Ice Convenor, OMHA Contact and Local League Contact with respect to ice schedule;

Ensure the EMHA Initiation Program conforms to the ‘current’ OMHA Rules, Regulations and Guidelines;

Carry out other duties as assigned by the Executive Committee or the President.

 



JOB DESCRIPTION - ICE CONVENOR

The Ice Convenor shall:

Review the past season's ice requirements, forecast next season's ice requirements and present it at an Executive meeting prior to the Annual General Meeting;

Prepare a list of EMHA ice requirements and present it to the Arena Board(s). The list should be prepared prior to the Arena Board’s ice allocation meeting;

Assist the Tournament Director in establishing ice allocation all EMHA tournaments;

Be responsible for the buying and cancellation of all EMHA ice rentals;

Ensure the accuracy of all invoices of all ice rentals and a timely submission of invoices;

Be liaison with Arena Manager(s);

Be required to post weekly schedules at both arenas;

Arrange ice for mid August “try outs” prior to June 30th. If not available locally, will seek alternate ice location(s);

Establish means of monitoring “empty ice”;

Report all “empty ice” to the Executive Committee monthly;

Carry out other duties as assigned by the Executive Committee or the President.


  

JOB DESCRIPTION – REGISTRAR  

The Registrar shall:

Shall be responsible for organizing player registration at the start of each season;

Be responsible to make available, all printed forms for each registration (registration forms, EMHA Constitution, By-Laws, and Operating Procedures, newsletters, etc.) and coaching applications;

Be a member of the EMHA Registration Committee;

Coordinate all registrations;

Establish and maintain an Association membership list;

Provide the EMHA Membership with the EMHA Privacy Policy;

Carry out other duties as assigned by the Executive Committee or the President.


  

JOB DESCRIPTION – RISK MANAGEMENT DIRECTOR

The Risk Management Director shall:

Identify, assess, and prioritize any real or potential issue, with respect to a future event that threatens the well being of the association, executive, members, volunteers, sponsors, property, equipment, materials, revenues and/or the association’s reputation/stature in the community;

Implement and enforce all OMHA Risk Management Programs;

Identify, prioritize and rate potential probability of hazards, that may be associated with the organization’s fundraising events;

Recommend policies and procedures that insulate the association from liability or hazards with respect to the conduct of its business and on ice hockey affairs;

Shall maintain and enhance procedures with respect to screening volunteers to protect the association, members and players from harm ;

Serve as Association safety resource person and assure documentation and record-keeping of regulated programs, materials and injuries;

Act as a liaison between the EMHA Executive and the Team Trainers with respect to safety and Trainer issues;

Periodically inspect local facilities (arenas) and property for safety issues that may present a hazard to players and members and to assure compliance with safety regulations;

Be responsible for requesting, organizing and promoting OMHA Certification Programs and Clinics in harmony with the Association Head Coach;

Distribute On Ice Volunteer Forms to all coaches at the beginning of the season;

Be aware of changes and procedures as they relate to safety and risk management in hockey;

Adhere to all relevant Federal and Provincial legislative privacy requirements as put forward in the Federal Personal Protection and Electronic Documents Act (PIPEDA);

Shall make recommendations to EMHA Executive for ensuring that EMHA has proper insurance coverage and that said coverage is renewed prior to the hockey season;

Distribute, collect and retain Criminal Record Check forms as set out by the Executive Committee;

Carry out other duties as assigned by the Executive Committee or the President.

 



JOB DESCRIPTION – ASSOCIATION HEAD COACH

The Association Head Coach shall:

Be responsible for requesting, organizing and promoting OMHA Certification Programs and Clinics in harmony with the Risk Management Officer;

Organize and promote in-house Coaching Programs ensuring adequate training of coaching personnel, these programs maybe instituted prior to the season and may involve instruction from people outside the Minor Hockey structure;

Establish and Chair the Coach Selection Committee;

Liaise between the EMHA Executive and the Coaches;

Liaise with the Referee In Chief;

Liaise with the OMHA concerning the coach mentor program;

Ensure that the Manager or Coach of each team in EMHA has an up-to-date copy of the EMHA By-Law and Rules of Operation at the start of each season;

Ensure that the Coaches are aware of and adhere to the EMHA By-Laws and Rules of Operation;

Ensure the EMHA Executive is aware of any concerns or problems Coaches are incurring with the Association Policies;

Develop an ongoing program of Coaches Evaluations and be part of a committee responsible for interviewing all coaches prior to the coach being assigned a team;

Assist Coaches with team selection, team balancing and Player Evaluations, as well as facilitate meetings for support and feedback in an advisory capacity;

Arrange with the Ice Convenor the necessary ice time for on-ice clinic sessions;

Coordinate the evaluation of coaches a minimum of once a year;

Have the authority to suspend any member of the Coaching Staff as deemed necessary until a meeting of the Executive Committee has been convened to discuss the matter of the suspension;

Carry out other duties as assigned by the Executive Committee or the President.


  

JOB DESCRIPTION – Bond Director   

The Bond Director shall:

Coordinate the distribution of the bond-qualified duties approved by the Executive Committee to the volunteer members.

Responsible for the record keeping of each member’s bond points toward the fulfillment of their bond commitment each hockey season

Submit a status report to the President, Vice President, Treasurer and Team Managers bi-monthly.  An update will be reported to the executive at the monthly executive meetings.

Carry out other duties as assigned by the Executive Committee or the President

  



JOB DESCRIPTION – FUNDRAISING DIRECTOR   

The Fundraising Director shall:

Organize or coordinate all fundraising activities pertaining to EMHA;

Ensure that all fundraising activities are within OMHA guidelines and do not conflict with team sponsors;

Update the Executive Committee of all fundraising activity for their approval;

Carry out other duties as assigned by the Executive Committee or the President.

 


   

JOB DESCRIPTION – EQUIPMENT MANAGER   

The Equipment Manager shall:

Be responsible for all EMHA equipment;

Be responsible for the buying and repairing of all equipment for EMHA with the approval of the Executive Committee, in accordance with EMHA Rules of Operation and specifically section 14.0;

Ensure that all equipment borrowed from EMHA is signed out and properly recorded;

Ensure that equipment not returned and which has impact on the status of a “member in good standing”, is brought to the attention of the Association Registrar and Executive Committee;

Ensure surplus equipment is disposed of with the approval of the Executive Committee;

Be responsible for creating and maintaining a complete and detailed inventory list which will include the details of equipment allocation;

Responsible to order apparel.  The Executive Committee must first approve

The apparel with a set budget;

Responsible for the resale of the approved apparel.  The Executive Committee must first approve the resale pricing. 

Carry out other duties as assigned by the Executive Committee or the President.

 


  

JOB DESCRIPTION – PUBLIC RELATIONS DIRECTOR

The Public Relations Director shall:

Be responsible for co-coordinating all advertisements for EMHA events and activities including the Parent Information Meeting and Annual General Meeting;

Be responsible for co-coordinating articles for publication;

Be liaison between all EMHA sponsors;

Coordinate the annual EMHA Team and Individual photos and distributes the Sponsors’ photo(s) to the Team Managers for presentation to their team sponsor;

Be responsible to obtain sponsors for all EMHA teams and so submit copies to Secretary;

Ensure each sponsor of EMHA teams receive a letter advising the sponsor fee for the upcoming season and so submit copies to the Secretary;

Be responsible for supplying a Team schedule and names of Coaches and

Managers to sponsors prior to the first scheduled game;

Carry out other duties as assigned by the Executive Committee or the President.

 


  

JOB DESCRIPTION – TOURNAMENT DIRECTOR   

The Tournament director shall:

Be responsible for coordinating all EMHA Tournaments;

Be responsible for updating the Executive Committee of all EMHA tournaments including a written financial statement at the end of all tournaments;

Ensure all EMHA Tournaments are registered with the OMHA and receive OMHA approval;

Ensure that the OMHA Tournament List is in the Coaches package at the beginning of each season.  Will also make it known how to obtain an updated list as the season progresses;

Carry out other duties as assigned by the Executive Committee or the President.

 



JOB DESCRIPTION – TIMEKEEPING DIRECTOR

The Timekeeping Director shall:

Be responsible for the organization of all timekeepers for EMHA;

Monitor timekeepers’ performance;

Pay all EMHA timekeepers;

Carry out other duties as assigned by the Executive Committee or the President.




JOB DESCRIPTION – REFEREE IN CHIEF 

The Referee in Chief shall:

Be responsible for the preparation and distribution of a duty roster for the Referees and Minor Officials for all Local League games;

Be responsible to coordinate with district OMHA Referee-in-Chief for assignment of Referees for OMHA Representative games;

Be the advisor to EMHA on all matters pertaining to rules & regulations;

Recommend and organize Referee Clinics as required and by the Executive of EMHA;

Carry out other duties as assigned by the Executive Committee or the President.

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Printed from essaminorhockey.com on Tuesday, November 20, 2018 at 8:43 AM