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Board Member Responsibilities

The President:

  • supervises the affairs of the Board
  • supervises the Director of Operations
  • when present, chairs all meetings of the Association, the Board and the Executive Committee
  • prepares the Agenda for each Board Meeting with the assistance of the Director of Operations
  • is an ex-officio member of all committees except the Nominating Committee
  • acts as the Spokesperson for the Association
  • Chairs the Executive Committee,
  • Shares with the Director of Operations the recruitment of volunteers,
  • Carries out other duties as assigned by the Board, and
  • Signs all resolutions of the Association
  • The President shall attend the ASA Planning Meeting and the ASA Annual General Meeting and shall report this provincial information back to the Board of Directors.
  • The President shall have signing authority for all current bank accounts with the Medicine Hat Soccer Association including the current account, Bingo account, and the Casino Account.
  • The President shall attend meetings of outside agencies on behalf of the Medicine Hat Soccer Association. Examples of these would include meetings with the Alberta Soccer Association, the City or city agencies, the Medicine Hat College or any other agency seeking the input of this Association. If the President is unable to attend these meetings, (s)he may appoint another Director or staff member to represent the Association.

*** Any changes to these definitions must be brought forward to the AGM as constitutional changes ***

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Assistance with preparation of Agenda for Board Meetings Director of Operations
2. The President shall attend meetings of outside agencies on behalf of the Medicine Hat Soccer Association. Examples of these would include meetings with the Alberta Soccer Association, the City or city agencies, the Medicine Hat College or any other agency seeking the input of this Association. If the President is unable to attend the Director of Operations will attend on the President’s behalf. Director of Operations
3. The President shall attend the ASA Planning Meeting and the ASA Annual General Meeting and shall report this provincial information back to the Board of Directors. The Director of Operations will also be expected to attend these meetings to serve as a resource to the President. Director of Operations

The Vice President:

  • presides at meetings in the absence of the President,
  • replaces the President at various functions when asked by the President or the Board,
  • chairs any Committee as required by the Board,
  • is a member of the Executive Committee,
  • carries out other duties as required by the Board, and
  • ideally has intentions and ability to become the Association’s President.

*** Any changes to these definitions must be brought forward to the AGM as constitutional changes ***

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Provides assistance and support to the President and other Board Members in carrying out the responsibilities of their positions. Director of Operations

The Secretary:

  • attends all meetings of the Board and Executive Committee,
  • records accurate minutes of the meetings,
  • oversees Board correspondence,
  • ensures that a record of names and addresses of all Members of the Association is kept,
  • ensures all notices of various meetings are sent,
  • ensures the safekeeping of the Seal of the Association,
  • ensures that the Annual Returns, changes in Directors of the Association, Amendments to the Bylaws of the Association and other incorporating documents are filed with Corporate Registries of the Alberta Government,
  • is a member of the Executive Committee, and
  • carries out other duties as required by the Board.

*** Any changes to these definitions must be brought forward to the AGM as constitutional changes ***

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Preparation, distribution and filing of Board Meeting Minutes. Office Administrator / Director of Operations
2. Ongoing record of Members in Good Standing (i.e. Membership Data Base). Office Administrator
3. Ensure an accurate record of all MHSA Activities is kept in the MHSA office. Office Administrator
4. Issuing of notices to the membership Office Administrator
5. Ongoing updating of MHSA records with Corporate Registry. Director of Operations

Please Note: Excepting taking the original minutes at Regular or General Board Meetings the duties of the Secretary are implemented by one or more of the MHSA Staff.

The Treasurer:

  • oversees that all monies paid to the Association are deposited in a Chartered Bank, Credit Union, Treasury Branch, or Trust Company chosen by the Board,
  • ensures that a detailed account of revenues and expenditures is presented to the Board as requested,
  • supervises the Director of Operations on all financial aspects of the Association,
  • ensures that an audited statement of the financial position of the Association is prepared and presented to the AGM,
  • is a member of the Executive Committee, and
  • carries out other duties as required by the Board.

*** Any changes to these definitions must be brought forward to the AGM as constitutional changes ***

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Monthly preparation and distribution of up to date revenues and expenditures to Board of Directors. Office Administrator
2. Ensures that all necessary information is provided prior to year end audit. Office Administrator
3. Monitoring of all program budgets. Director of Operations / Program Administrator

The Past President:

  • Chairs the Constitution and Bylaws Committee, and
  • Carries out other duties as required by the Board.

*** Any changes to these definitions must be brought forward to the AGM as constitutional changes ***

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. As required from time to time. Office Administrator / Program Administrator / Director of Operations

The Mini Outdoor Director:

  • Oversee the organization of the Timbits Outdoor Soccer Program (U4 & U6)
  • Oversee the organization of the Indoor House Leagues (U4, U6 & U8)
  • Be responsible for appointing coaches for each team in each Age/Gender Group
  • Be responsible for appointing a Coordinator for each Age/Gender Group
  • Be responsible for overseeing team formation
  • Be responsible for overseeing scheduling for each Age/Gender Group
  • Be responsible for overseeing end of season tournament (i.e. Soccer Days)
  • Be responsible for ensuring that coaches receive team lists, equipment and game schedules
  • Be responsible for the presentation of medals to all teams at year end Mini Festival
  • Report to the President and/or the Board of Directors regarding Mini Program activities.

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Preparation of Team Lists Office Administrator / Program Administrator
2. Preparation of Schedule including the coordination of the available fields with the Field Director Program Administrator
3. Coordination of equipment required with Equipment Director Office Administrator / Program Administrator
4. Coordination of Coaches Meeting Program Administrator / Director of Operations
5. Coordination of Coach & Player Development Clinics Director of Operations / Program Administrator
6. Coordination of Team Pictures with local photographer Program Administrator / Director of Operations
7. Ordering of medals and organization of Mini Festival equipment Program Administrator / Director of Operations

The Minor Director:

  • Oversee the organization of the Minor Outdoor & Indoor House Leagues (U10 – U18)
  • Be responsible for appointing coaches for each team in each Age/Gender Group
  • Be responsible for appointing a Coordinator for each Age/Gender Group
  • Be responsible for overseeing formation of teams through a player draft and/or combined exhibition game schedule
  • Be responsible for overseeing scheduling for each Age/Gender Group including Playoffs
  • Be responsible for overseeing Tournaments and League Playoffs
  • Be responsible for ensuring that House League coaches receive team lists, equipment and game schedules
  • Be responsible for the presentation of trophies and/or medals to top teams at each age level
  • Report to the President and/or the Board of Directors regarding Minor Program activities.
  • Be responsible for ensuring game sheets are delivered to office for regular updating of League Standings.
  • Be responsible for the presentation of trophies and/or medals to top teams at each age level.
  • Report to the President and/or the Board of Directors regarding Minor Program activities.

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Preparation of Team Lists Office Administrator / Program Administrator
2. Preparation of Schedule including the coordination of the available fields with the Field Director Program Administrator / Director of Operations
3. Coordination of equipment required with Equipment Director Office Administrator / Program Administrator
4. Coordination of Coaches Meeting Program Administrator / Director of Operations
5. Coordination of Coach & Player Development Clinics Director of Operations / Program Administrator
6. Coordination of Team Pictures with local photographer Program Administrator / Office Administrator
7. Ordering of medals and organization of Soccer Days equipment Program Administrator / Director of Operations

The High School Outdoor Director:

  • Oversee the organization of the High School Outdoor League
  • Be responsible for appointing coaches for each High School team in each gender group
  • Oversee organization of Tournament
  • Be responsible for ensuring the High School coaches receive necessary contact information and schedules via the yearly Coaches Meeting
  • Be responsible for ensuring game sheets are delivered to office for regular updating of League Standings.
  • Be responsible for the presentation of trophies and/or medals to top teams at each age level.
  • Report to the President and/or the Board of Directors regarding High School activities.

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Taking in team registrations, preparation of Player Cards and keeping Director apprised of ineligible players Office Administrator
2. Oversee (with the coaches) the timing of tryouts for each school Director of Operations / Program Administrator
3. Preparation of Schedule including the coordination of the available fields with the Field Director Director of Operations / Program Administrator
4. Coordination of equipment required with Equipment Director Program Administrator / Office Administrator
5. Coordination of Coaches Meeting Program Administrator / Director of Operations
6. Coordination of Coach & Player Development Clinics Director of Operations / Program Administrator
7. Ordering of medals and organization of Soccer Days equipment Program Administrator / Director of Operations

The Crusaders Director:

  • Establish and Chair a Father’s Day Tournament Committee with the support of the Team Managers of the various Crusader Teams
  • Assist Sponsorship Director with ongoing or potential fundraising opportunities
  • Work in conjunction with the Bingo Chairperson to ensure the smooth operation and success of the Bingo fund raising program.
  • Attend meetings at the Community Bingo Association with the Bingo Chairperson
  • Ensure all Bingo deposit cheques are given to the Office to be kept inside each Crusader Team’s File.
  • Oversee the thorough evaluation of the Crusader Program on a Yearly basis including but not limited to; program evaluation, coach evaluation, player evaluation and fundraising evaluation.
  • To provide assistance and support to the Bingo Chairperson as necessary.
  • To provide assistance and support to the Director of Operations as necessary

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Assemble Crusaders Coach Selection Committee and implement Selection Process as endorsed by the Technical Committee and approved by the Board Director of Operations
2. Schedule tryouts in conjunction with the Field & Equipment Directors Director of Operations / Program Administrator
3. Facilitate Team Selection Process as endorsed by the Technical Committee and approved by the Board Director of Operations
4. Keep coaches apprised of ASA guidelines (i.e. declaration dates, provincial tournament dates, and venues), tournament information, coaching courses, uniforms (including rep socks) Director of Operations
5. Keep coaches apprised of all Player Development opportunities including Southern Alberta Soccer Academy, Provincial Team Tryouts, Alberta Summer Games Tryouts, ASA Coach Visits, etc. Director of Operations
6. Coordination of Coach & Player Development Clinics Director of Operations / Program Administrator
7. Serve as Registrar for each Crusader Team Office Administrator
8. Ensure all Bingo Deposit Cheques and Codes of Conduct are collected each season and maintained in each Crusader Team File Office Administrator

The Senior Director:

  • Oversee the organization of the Senior Leagues
  • Serve as a liaison for the Senior Leagues to the MHSA Board
  • Be responsible for ensuring copies of year end Financial Review are submitted to MHSA Board
  • Be responsible for ensuring all ASA fees are paid in a timely manner
  • Assist with the Discipline process of the Senior Leagues
  • Report to the President and/or the Board of Directors regarding High School activities.

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Monitor all issues related to discipline in the Senior Leagues Program Administrator

The Field Director:

  • Ensures all outdoor and indoor soccer fields played upon by participants in any MHSA program are safe and appropriate for the age/level of the participants. This includes arranging for the periodic lining off all Indoor and Outdoor Fields.
  • Ensures all outdoor soccer goals and goal nets used by participants in any MHSA program are safe and appropriate for the age/level of the participants.
  • Ensures all player benches, spectator bleachers, signs, fencing and garbage cans for the outdoor fields are monitored and kept in the appropriate condition.
  • Ensures that the indoor soccer turf, arena boards, goals and nets are monitored for safe use of MHSA members.
  • Arranges for (booking) the Outdoor and Indoor Soccer Fields with the various agency owners, but mostly with the City of Medicine Hat Parks and Outdoor Recreation Department (outdoor) and City of Medicine Hat Community Development (indoor).
  • Arranges for, or purchasing field equipment such as portable soccer goals and goal nets for the soccer fields.

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Booking of Outdoor and Indoor Fields and field times. Director of Operations / Program Administrator
2. Distribution of fields and/or field times to each league/team during the Outdoor or Indoor Season. Program Administrator / Director of Operations
3. Assistance with monitoring of field maintenance budget. Director of Operations / Program Administrator
4. Yearly evaluation of fields utilized by program. Director of Operations / Program Administrator

The Sponsor Director:

  • Obtains local sponsorship for the operation of all Outdoor or Indoor Programs including teams, leagues, tournaments and/or playoffs.
  • Obtaining major sponsorship for Crusaders’ teams to help offset travel, coaching costs, training equipment, etc.
  • Ensures that the list of sponsors is up to date, posted on the website and provided to members of the Board at least once per year.
  • Ensures that the MHSA acknowledges publicly our appreciation of our sponsors through the Medicine Hat News, CHAT, The Shopper and our website.
  • Seeking corporate sponsor for the operation and future development of the Medicine Hat Soccer Association.
  • Ensures that our sponsors receive a formal letter of thanks within 30 days of providing sponsorship to the MHSA.

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Maintaining an up to date data base of current (and former) sponsors of the MHSA. Office Administrator / Director of Operations
2. Placing of ads in the News, Shopper and on CHAT. Office Administrator
3. Developing two (2) year sponsorship plans to enable the greatest number of sponsorships to be obtained. Director of Operations
4. Assisting with follow up calls/contact with current and potential sponsors. Director of Operations
5. Preparation and distribution of follow up thank you letters to sponsors. Office Administrator / Director of Operations
6. Updating website with Sponsor Information Director of Operations

The Equipment Director:

  • Provide each Coach within the Mini, Minor, High School and Crusaders’ programs with uniforms, keeper jersey, cones and balls
  • Provide each Coach within the Mini, Minor, High School and Crusaders’ programs with an inventory of equipment received
  • Ensure that a record of record dispersed equipment and sponsors represented is kept on file in the MHSA Office
  • Ensure that all equipment is returned in good condition
  • Keeping an inventory of equipment (uniform, balls, cones, pump, etc.)
  • Order new equipment as necessary and within the guidelines of the Board Approved budget
  • Inform the Board of Directors of the status of equipment

Administrative Support From Office

Nature of Support/Responsibility Staff Member
1. Preparing an equipment handout for coaches (indoor/outdoor/rep) outlining procedure for the disbursement and collection of uniforms, and other equipment. Program Administrator / Office Administrator
2. Maintenance of equipment inventory. Program Administrator / Office Administrator
3. Assistance with the distribution and collection of equipment. Program Administrator / Office Administrator
4. Assistance with monitoring of Equipment budget. Director of Operations / Program Administrator

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