GCRA Executive - Duties & Job Descriptions

GCRA Policy - Duties of the GCRA Executive - Approved by a motion of the GCRA Executive 15 August, 2005

GLOUCESTER-CUMBERLAND RINGETTE ASSOCIATION
MEMBERS OF THE EXECUTIVE - POSITION DESCRIPTIONS

PRESIDENT'S DUTIES

The President is the Chief Executive Officer of the Association and as such is the official spokesperson for and representative of the Association. The duties of the President include:
  • Presiding at all Executive meetings and the Annual General Meeting (AGM);

  • Making decisions, on behalf of the Executive, in consultation where possible with two of the four Vice-Presidents, with all decisions to be reviewed at the next monthly meeting;
  • Representing the Association at E.R.R.A. general meetings, or appoints a representative;
  • Being an ex-officio member of all standing and ad hoc committees;

  • Nominating chairpersons of various additional sub-committees which may be established during any season with the appointment to be ratified by the Executive.



VICE-PRESIDENT, ADMINISTRATION'S DUTIES

The Vice-President, Administration oversees all administrative aspects of the Association. In the absence of the President, assumes the duties and responsibilities of the position. The duties of the Vice-President, Administration include:
  • Overseeing and coordinating activities of the following appointee positions and nominating volunteers to fill these positions with the appointments to be ratified by the Executive:

    • Fundraising Administrator;
    • Player and Coaching Development Director;
    • Publicity and Promotion Director.
    • Registrar;

  • Chairing the Discipline, Harassment and Appeals Committee, when necessary;

  • Conducting periodic reviews of all Association policies, procedures and guidelines
  • Updating, on an annual basis the Sponsorship package for posting on the Association website;

  • Coordinating all logistics pertaining to the Annual Volunteer Appreciation Night;

  • In consultation with other members of the Executive, prepares newsletters, as required.



VICE-PRESIDENT, OPERATIONS' DUTIES

The Vice-President, Operations oversees all operational aspects of the Association and assists the President, as required.  In the absence of the Vice-President, Administration, assumes the duties and responsibilities of the position. The duties of the Vice-President, Operations include:
  • Overseeing and coordinating activities of the following appointee positions and nominating volunteers to fill these positions with the appointments to be ratified by the Executive:

    • Equipment Manager;
    • Ice Scheduler;
    • Referee-in-Chief;
    • Statistician;
    • Tournament Chairperson.

  • In consultation with Ice Scheduler, Vice-Presidents of Competitive and House Leagues and Director, Player Development prepares evaluation/tryout schedule for posting on website. Changes to schedule are provided to Webmaster on an ongoing basis to ensure it is current on the GCRA website. At the end of evaluations/tryouts, notifies Ice Scheduler of pre-season ice allocated for the purposes of practices.
  • Coordinating coaching clinics and assisting the Referee-in-Chief with Referee clinics hosted by the Association, if applicable;
  • Coordinating pre-season coaches' meeting, including production of Coaches' Manual with input from Executive members in particular the Vice-Presidents of Competitive and House Leagues and Director, Player Development;
  • In collaboration with Vice-Presidents of Competitive and House Leagues and Director, Player Development, coordinate the screening process of volunteers within the Association, as required.
  • Presenting, for review the ice usage report for the monthly Executive meeting (November to March).



VICE-PRESIDENT, HOUSE LEAGUE'S DUTIES

The Vice-President, House League oversees all House League team operations of the Association and assists the President, as required.  In the absence of the Vice-President, Operations, assumes the duties and responsibilities of the position. The duties of the Vice-President, House League include:
  • Coordinating House League (Petite/Tween/Junior/Belle) evaluations, including selection of independent evaluators;

  • Overseeing and coordinating activities of the following positions and nominating volunteers to fill these positions with the appointments to be ratified by the Executive:

    • Petite/Tween Convenor;
    • Junior/Belle Convenor.

  • Administering the House League Coaching Selection Process and submitting the House League coaches (Petite/Tween/Junior/Belle) for approval by the Executive;
  • Assessing, organizing and filing all Petite/Tween/Junior/Belle House League teams' budgets and end of year financial statements;
  • In collaboration with Director, Player Development, representing the Association at the N.C.R.R.L. meetings;
  • Assisting the Tournament Chair in appointing a House League (Petite/Tween/Junior/Belle) Vice-Chair for the G.C.R.A. Tournament;
  • Representing the Petite/Tween/Junior/Belle House League levels on the Discipline, Harassment and Appeals Committee or appoints a representative, when necessary;
  • Chairing the House League Committee;
  • Arranging meetings with House League (Petite/Tween/Junior/Belle) coaches a minimum of twice per season;
  • Preparing and forwarding evaluation forms for bench staff of House League (Petite/Tween/Junior/Belle) teams to respective players/families;
  • Compiling and summarizing results of evaluations for onward transmittal to bench staff or appointing a representative.



DIRECTOR, PLAYER DEVELOPMENT'S DUTIES

The Director, Player Development oversees all Bunny and Novice team operations of the Association and assists the President, as required. The duties of the Director, Player Development include:
  • Coordinating House League (Novice) evaluations, including selection of independent evaluators;
  • Overseeing and coordinating activities of the following positions and nominating volunteers to fill these positions with the appointments to be ratified by the Executive:
    • Learn-to-Skate (Bunny) Coordinator;
    • Novice Convenor

  • Administering the Novice Coaching Selection Process and submitting the Novice coaches for approval by the Executive;
  • Assessing, organizing and filing Novice teams' budgets and end of year financial statements;
  • In collaboration with VP, House League, representing the Association at the N.C.R.R.L. meetings;
  • Assisting the Tournament Chair in appointing a Novice Vice-Chair for the G.C.R.A. Tournament;
  • Representing the Novice House League level on the Discipline, Harassment and Appeals Committee or appoints a representative, when necessary;
  • Member of the House League Committee;
  • Arranging meetings with Novice coaches a minimum of twice per season;
  • Preparing and forwarding evaluation forms for bench staff of Novice teams to respective players/families;
  • Compiling and summarizing results of evaluations for onward transmittal to bench staff or appointing a representative.



VICE-PRESIDENT, COMPETITIVE LEAGUE'S DUTIES

The Vice-President, Competitive League oversees all Competitive league team operations of the Association and assists the President, as required. In the absence of the Vice-President, House League, assumes the duties and responsibilities of the position. The duties of the Vice-President, Competitive League include:
  • Coordinating Competitive League try-outs, including selection of independent evaluators;

  • Overseeing and coordinating activities of the following positions and nominating volunteers to fill these positions with the appointments to be ratified by the Executive:

    • A Convenor;
    • AA Convenor.

  • Administering the Competitive Coaching Selection Process and submitting the competitive coaches for approval by the Executive;

  • Assessing, organizing and filing all Competitive League teams' budgets and end of year financial statements;
  • Assisting the Tournament Chair in appointing a Competitive League Vice-Chair for the G.C.R.A. Tournament;

  • Representing the Competitive League on the Discipline, Harassment and Appeals Committee or appoints a representative, when necessary;

  • Chairing the Competitive Committee;
  • arranging meetings with Competitive League coaches a minimum of twice per season;

  • Coordinating "Intent to Proceed to Provincials" for all A & AA teams and "Intent to Proceed to Nationals" for AA teams. Arranging for the recovery of Provincial fees from respective teams.
  • Presenting requests for Nationals funding to the Executive members for approval, if required;
  • Preparing and forwarding evaluation forms for bench staff of all Competitive League teams to respective players/families;

  • Compiling and summarizing results of evaluations for onward transmittal to bench staff or appointing a representative..




TREASURER'S DUTIES

The Treasurer oversees all financial operations of the Association. The duties of the Treasurer include:
  • Maintaining financial records of the Association;

  • Preparing annual budgets for the Association;

  • Depositing and collecting all monies owing to the Association;

  • Paying all accounts owed by the Association;

  • Preparing financial reports for the monthly Executive meeting and Annual General Meeting;

  • Maintaining separate bank accounts for various programs of the Association (Tournament, Fundraising, etc.);

  • Determing, together with the Registrar, an accurate accounting of O.R.A. fees due and payable for each season;

  • Preparing and filing GST report;

  • Preparing and filing the Annual Corporate Information Return, as required;

  • Acting as Chair of the Finance Committee, when necessary.



SECRETARY'S DUTIES

The Secretary oversees all secretarial aspects of the Association and as such is the custodian of all documentation to and from the Association. The duties of the Secretary include:
  • Processing and distributing all mail forwarded to the Association;

  • Preparing and maintaining notices/agendas and records of proceedings/minutes of all Association meetings (eg. Executive and AGM);

  • Alerting respective members, prior to each Executive meeting, regarding the requirement to report on outstanding issues;

  • Maintaining, organizing and filing all relevant records for the Association;

  • Responding to calls through the GCRA Information Line;
  • Responding to calls through the GCRA Information Line;
  • Booking facilities for all Association events;

  • Updating, on an annual basis, the G.C.R.A. Scholarship Program package and establishing Committee to review applications and select recipient, if applicable.



DIRECTOR-AT-LARGE'S DUTIES

The Director-at-Large provides general assistance to the four Vice-Presidents and undertakes any special duties assigned by the Executive. The duties of the Director-at-Large include:
  • Member of the Competitive and House Leagues Committees;

  • Assisting the VP, Competive and House League during tryouts, if required;

  • Coordinating pictures for the House League and Competitive League teams through Convenors;

  • In collaboration with the VP, Competitive and House League and Director, Player Development overseeing and coordinating logistics for House League and Competitive League Power Skating sessions;

  • Coordinating Coaching Certification Credentials for House League and Competitive League teams through Convenors;

  • Overseeing and coordinating activities of the following positions and nominating volunteers to fill these positions with the appointments to be ratified by the Executive :
    • Summer Camp Administrator



 This Page Last revised: 23 May, 2006