about our club

EXECUTIVE

Current Executive

President - Darrell Wavryk
Vice-President - vacant
Secretary - vacant
Financial Liasion - Gail Reaney
Registrar - Steve Russell
Test Chair/Competition Chair - Sharon Beaudoin
Publicity - vacant
Fundraising - Mary Ann Timmins
Social - Kim Andiel

Non-Voting Positions

Chocolate Sales Coordinator - vacant
Thrifty's Card Program Coordinator - Steve Russell
Skate & Dress Sale Coordinator - Bink White
Lobby Bulletin Board Coordinator - vacant
Website Liaison - vacant
Website Updates - Carol Jessa
Parade & Float Committee Coordinator - vacant
Club Wear Coordinator - vacant
Registration Support - vacant
Email Distribution - Katrena McGrigor

ROLE & RESPONSIBILITIES

Executive & Non-Executive Positions Roles & Responsiblities

The following outlines the primary responsibilities of each of the Executive positions. The experienced Executive members, as well as past Executive members, are always happy to assist new board members with the help they need to become comfortable with their roles.

President

Attend monthly and special Executive meetings as Chairman and voting member, including the annual AGM
Actively participate in Executive and club activities as agreed by the Executive
Provide leadership and direction for the Executive:

Support a positive, financially responsible culture within the Executive and the club membership
Maintain regular, active contact with the membership, the executive, and the coaching team to be sensitive to, and provide direction for, maintaining a desirable and attractive club culture for all parties
Ensure that each Executive member understands and executes their responsibilities effectively
Support other Executive members where necessary to the extent possible

Lead and participate, along with the Director of Skating and other Executive members, in the planning of club programs for subsequent sessions, and contribute to the brochure content
Liaise with the Region club Presidents through:

Attending Lower Island Club Presidents’ meetings, usually monthly
Responding to regular email, letter mail and telephone communications

Liaise with the Section through responding to regular email, letter mail and telephone communications
Provide information as received through the liaison responsibilities to the members of the Executive in support of their responsibilities
Attend tri-annual Regional meetings in Qualicum at the Presidents’ meeting and the General meeting
Participate in annual Section AGM, and periodically in the National AGM, to the extent agreed by the Executive

Vice-President

Manage the coaching contracts annually, with the support of the President and Executive:

Annual Director’s contract, a salaried position – does change slightly each year
Annual Club Coach contracts – does not change much each year
Ensure club coach paperwork is in order each year
Accept and ensure freelance coach paperwork is in order each year
Conduct Club Coach and Director performance evaluations annually with the support of the President and the Director of Skating (for the club coaches) – a standard evaluation form exists to support this process
Coach liaison as required

Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in executive and club activities as agreed by the Executive
Participate in the planning of club programs for subsequent sessions, and contribute to the brochure content
Work with the President to assist in providing leadership and direction for the Executive
Support a positive, financially responsible culture within the Executive and the club membership
Backup for the President, when that person is unavailable, for the following:

Chair club Executive meetings
Attend tri-annual regional meetings in Qualicum
As required where agreed with the President

Support other Executive members where necessary to the extent possible
Participate in annual Section AGM, and periodically in the National AGM, to the extent agreed by the Executive

Registrar

Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in Executive and club activities as agreed by the Executive
Participate in the planning of club programs for subsequent sessions, and contribute to the brochure content
Track and report to the Executive on members in good standing in coordination with the Treasurer
Coordinate and lead the seasonal registration activities as agreed by the Executive and in coordination with the Executive, Social Chair, Fundraising Chair and the Director of Skating
Collect registration monies for club fees, registration fundraising, and Skate Canada fees. Forward all monies to the Treasurer along with copies of the supporting registration documentation
Register all club skaters, officials and authorized Executives with Skate Canada. This is normally done using the Skate Canada online registration system.
Liaise with other club Registrars when necessary in facilitating the transfer of skaters between our and other clubs
Review, track and report on registration statistics to the Executive at each regular Executive meeting.

Secretary

Attend monthly and special Executive meetings, including the annual AGM
As a voting member
Develop and distribute, with input from the President and other Executive, the agenda for each meeting
Post notice of Executive meetings at the club, and on the web site through the Web Site Support person
Capture, finalize and distribute the minutes of each meeting to the Executive, and post a copy of the minutes at the club
Maintain a minutes file
Collect the club voice mail, email and letter mail
Forward for action to the executive members as appropriate
File as appropriate
Maintain the correspondence record
Actively participate in Executive and club activities as agreed by the executive

Financial Liasion

Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in Executive and club activities as agreed by the Executive
Maintain the accounting books of the club in a manner consistent with Generally Accepted Accounting Principles (adequate GAAP support is provided by our Accounting software and through our annual review of the financial statements):

This responsibility could be supported through the participation of a bookkeeper in a shared role, however the Treasurer would retain the accountability for reporting to the Executive and as the voting member.
Consideration will be given to contracting the Bookkeeper position subject to the financial position of the club and ratification by a majority vote of the Executive. There is currently no paid Bookkeeper position in the club.
The club’s books are currently managed using a personal computer based financial accounting package maintained by the Treasurer

Report to the Executive at the regular monthly Executive meetings on the financial position of the club:

Prepare and present annual financial statements at the club AGM through the use of the financial software application maintained by the Club
Coordinate the annual audit/review of the financial statements by a duly certified auditor or other knowledgeable individual to help ensure we are compliant with the Rules of Society, the Club constitution and the Club by-laws.

Provide advice and direction to the club Executive in support of sound Executive financial decision making surrounding the setting of club fees, forecasting fundraising needs and managing of expenses
Liaise with the Gaming Commission of British Columbia in preparing, submitting and tracking the annual application for, and receipt of, Gaming funds. This includes staying current with the regulations surrounding Gaming funds as they apply to the club
Participate in the planning of club programs for subsequent sessions, and contribute to the brochure content
Receive and account for all monies raised by the club through Fundraising in coordination with the Fundraising chair
Pay all Skate Canada fees for new registrants throughout each season in coordination with the Registrar
Disburse payments for all duly authorized operating and capital expenses on behalf of the club
Conduct the banking transactions on behalf of the club:

Shared signing responsibility with the President and Vice President on club chequing accounts
Conduct all deposits, or arrange deposits with the President or Vice President as required

Fundraising Chair

Directly manage the annual registration fundraising through the Skate Canada Lottery tickets. This is a defined process by Skate Canada that requires only distribution and tracking by the club Fundraising chair in coordination with the Registrar.
Provide leadership and direction to the non-executive permanent Fundraising Committee members, specifically the Chocolate Sales Coordinator, the Club Wear Coordinator, and the Parent Liaisons.
Create and lead ad hoc fundraising project committees as agreed by Executive decision. The key responsibility of this position is as a committee leader. The fundraising duties should be executed by a number of people to appropriately manage the potential workload.
Forward all fundraising monies to the Treasurer, and Fundraising skater credit information to the Registrar.
Attend monthly and special Executive meetings as a voting member, including the annual AGM.
Actively participate in Executive and club activities as agreed by the executive.

Test Chair

Review and sign all test papers and competition papers with the support of the Competition Chair
Forward all Test cheques with a statement of balance to the Treasurer
Check that skaters are in good standing before signing papers, or allowing them to skate at other clubs. Coordinate with the Registrar and Treasurer for determination of good standing status
Coordinate with the other Lower Island test chairs and help out whenever possible with group test days
Arrange and attend all club test days with the support of the Social chair
Collect all test results, complete forms as required, and submit to appropriate bodies where required. Maintain a record of test results and coordinate in a timely manner with the Publicity chair for club news and maintenance of the club awards process
Attend tri-annual Region meetings in Qualicum.
Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in Executive and club activities as agreed by the executive

Competition Chair

Work with the Test Chair in the review and completion of Competition registration forms
Forward all Competition cheques with a statement of balance to the Treasurer
Inform the Director of Skating of upcoming competitions based on the schedule periodically issued by Section, and provide necessary location, cost and schedule information
Provide back-up to the Test Chair on attendance at the tri-annual Regional meetings in Qualicum. This is normally a Test Chair responsibility.
Support the Test Chair in coordination of Club hosted Tests
Ensure a Protocol is received by the Club following all competitions where there is club participation
Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in executive and club activities as agreed by the Executive Publicity Chair

Publicity Chair

This position can easily be job shared by more than one interested party, however the position holds only one Executive vote
Coordinate the collection and liaison in publishing club news, for example competition results, with the local news agencies
Coordinate the collection of information for, and production of, the periodic club newsletter. Currently published about four times per year, however the intent is to publish at least monthly and as special events demand
Work with the Director of Skating in the maintenance of the club bulletin board with current information relevant to our skaters and member families
Lead publicity and marketing information distribution efforts as agreed by executive decision for special events. Usually two to three times per year, but subject to the frequency of the special events
Coordinate the maintenance of the club web site information with the Web Site Support volunteer. Web technical knowledge is not a required qualification of the Publicity chair
Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in Executive and club activities as agreed by the Executive

Social Chair

Attend monthly and special Executive meetings as a voting member, including the annual AGM
Actively participate in Executive and club activities as agreed by the Executive
Lead and contribute to the planning and delivery of events to support the Publicity chair in promotion and recognition events, Fundraising chair for fundraising events, the Registrar for registration events, the Director of Skating for special program events, the Test/Competition chairs for testing events, and other special events at the direction of the Executive
Coordinate with the Treasurer and Executive on event social budgets to ensure that social events are funded consistently with the expectations of the Executive.