Purpose
The purpose of this document is to outline the general tasks and roles of the Directors of the St. Marys Ringette Association Board as a guide to those considering standing for a position. Vacancies are normally filled by election at the AGM but SMRA welcomes expressions of interest for vacant roles at any time, and the Board may also invite members to fill vacant posts.
Each description is designed to provide a guideline of the expected responsibilities of each Director, but each role is not to be limited to those tasks outlined below.
All members of the SMRA Board of Directors are able to vote on motions put to the Board.
President: To be elected in odd years to serve for a two year term on the board. The President is to preside at all meetings and prepare the agenda prior to each meeting. They exercise the power and authority of the SMRA, making executive decisions in cases of emergency but subject to ratification by the entire executive at the following meeting. They are the official spokesperson for SMRA and look after the general management and supervision of the affairs and operations of SMRA. They may co-sign cheques signed by the treasurer. In line with the new SMRA Constitution the President is a full voting member.
Vice President: To be elected in even years to serve for a two year term on the board. The Vice President acts as a second to the president. They are to conduct SMRA business for the President in their absence. and takes an active role in the Western Region Ringette Association meetings (which take place in Stratford) and activities on behalf of SMRA. They reports back to the SMRA with important updates and information.
Secretary: To be elected in even years to serve for a two year term on the board. The Secretary keeps minutes during meetings, issues meeting minutes to board for review, post approved minutes and agendas on website, distribute minutes to all other meeting attendees. They post all finalized policies on the website as required. File all agendas, minutes on website database. They post events and news on the website.
Treasurer: To be elected in odd years to serve for a two year term on the board. The Treasurer keeps balance of all SMRA funds. Creates budgets and follows accordingly. They complete all day to day banking needs for SMRA and reports monthly to SMRA with balance updates. The Treasurer has cosigning authority with the Association President.
All other Members of the Board are to be elected every year at the AGM to serve one year terms.
Fundraising Director: Co-ordinate all fundraising events, which may include, Elmira Chicken order, Cheese Shoppe or Holiday Floral, Lottery, Bingo fundraiser, WingNight, River Valley Event. They work closely with the Treasurer for lottery applications and reporting.
Equipment Manager: Complete inventory of the ringette room at the start and end of the season. They designate jerseys, goalie equipment, rings, etc. to each team. They work with bench staff on any items or requirements of equipment that may arise throughout the season. They keep the Ringette room in a clean manor and ensure First Aid Kits are kept fully stocked. They report monthly to the board with any items needing to be replaced or purchased.
Ice Scheduler: The Ice Scheduler reviews past season ice requirements to forecast the next season’s ice requirements. They liaise with the PRC regarding contracts, insurance and all scheduling. They provide WORL and WRRL league scheduler with ice allocations for league play. They input all practices, regular season, exhibition and tournament games onto the association website. They are the primary contact for game rescheduling; scheduling conflicts and makes all ice rentals on behalf of the Association. They provide schedule of home games to the Ref in Chief
Sponsorship Director: The Sponsorship Director is responsible for securing sponsorship for St.Marys Sniper teams, various levels of organizational sponsorship and/or donations as well as the recognition of these donors. They work closely with the Treasurer, Director of Fundraising and Equipment Manager.
Director, Coach & Player Development: They are to oversee coaching staff to ensure they have the tools and resources they need to be successful at coaching and to provide guidance to coaches in need. They also oversee that our players are in the correct level of play for their age and skill level. They organize clinics and teaching opportunities for our players when possible, i.e.- goalie clinics, skating skills sessions etc.
Registrar: The Registrar is responsible for the collection of yearly registration information and payment. They generate each team TRF and submit them to the ORA.
Bond Coordinator/Webmaster: This executive member is responsible for communicating to parents process and rules for bond hours so that each family is aware of the process and what is required, how to keep track of bond hours, ensuring important information is delivered to all families, guidance regarding bond hours (ie/ how many hours does a parent who takes care of the jerseys get for their bond). This position also looks after the general management of the website. Setting up new members with Ramp access and email addresses.
Promotions Director: This role promotes the sport and all aspects of the Association from social media to social events. They organize events such “Come try ringette” or Bring a friend day. They attend promotional events like the heritage festival and works with local newspapers and schools to promote ringette.
WRRA A/AA Rep: This representative attend and takes an active role at the A/AA Committee of the WRRA and with Great Lakes Ringette League as the representative for SMRA for provincial play. They report back to the Board at monthly meetings with important updates and information pertaining to the Provincial (A/AA) ringette programs.
WRRL Rep: This representative attends and participates actively in the Western Region Ringette League meetings as SMRA representation and reports back monthly to the Executive.
Other Roles
Past President: The immediate Past President of the Corporation may be appointed into the position of Past President provided that this individual is interested in serving in the position and is approved by Ordinary Resolution of the Board. If appointed the Past President may be invited to attend meetings of the Board in an advisory role but is not a Director and is not entitled to vote.