St. Marys Ringette Association (SMRA) Board of Directors - Roles & Responsibilities
Purpose
The purpose of this document is to outline the general tasks and roles of the Directors of the St. Marys Ringette Association (SMRA) Board. It serves as a guide for individuals considering standing for a position on the Board.
While Board vacancies are typically filled by election at the Annual General Meeting (AGM), SMRA welcomes expressions of interest in vacant positions at any time. The Board may also invite members to fill vacant roles.
Each role description is intended as a guideline of expected responsibilities, though duties may extend beyond those listed. All SMRA Board Directors are voting members.
Executive Board Roles
President
Elected in odd-numbered years for a two-year term.
The President presides over all meetings, prepares agendas, and provides overall leadership and direction to SMRA. They have executive authority to make urgent decisions, subject to ratification by the Board at the next meeting. The President serves as the official spokesperson of the Association and oversees the general management and supervision of SMRA’s affairs. They may co-sign cheques with the Treasurer. The President is a full voting member of the Board.
Vice President
Elected in even-numbered years for a two-year term.
The Vice President supports the President and assumes their responsibilities during their absence. They conduct SMRA business as needed and report important updates back to the Board.
Secretary
Elected in even-numbered years for a two-year term.
The Secretary records meeting minutes, circulates them for review, and posts approved minutes and agendas on the website. They are responsible for filing agendas and minutes in the online database and posting finalized policies on the website. The Secretary oversees and supports team managers and reports their updates to the Board.
Treasurer
Elected in odd-numbered years for a two-year term.
The Treasurer manages all financial matters, including maintaining balances, creating and following budgets, conducting daily banking, and reporting monthly to the Board. They co-sign cheques with the President and are responsible for grant and lottery applications as well as year-end tax submissions.
Annual Board Roles (Elected Annually)
Fundraising Director
Organizes fundraising events such as Elmira Chicken orders, Cheese Shoppe, Sweet Treats, Mom’s Pantry, bottle drives, and lotteries. They coordinate vendors for the annual tournament and collaborate with the Treasurer on lottery applications and financial reporting.
Equipment Manager
Responsible for maintaining a complete inventory of all equipment at both the beginning and end of the season. This includes assigning jerseys, goalie gear, rings, and other items to each team. The Equipment Manager works closely with team staff to address any equipment needs that arise throughout the season. They ensure the ringette room is clean and organized and that all first aid kits are fully stocked. A monthly report is provided to the Board outlining any items that need replacement or purchase. The Equipment Manager also collaborates with the Sponsorship Director on jersey acquisitions and any sponsored equipment or apparel.
Ice Scheduler
The Ice Scheduler analyzes the previous season’s ice usage to forecast and plan for the upcoming season's needs. They liaise with the Pyramid Recreation Centre (PRC) to manage ice contracts, insurance, and all scheduling matters. The Scheduler allocates ice time to LORL and WRRL league schedulers for regular league play. They input all practices, regular season games, exhibition games, and tournament schedules into the association's website. They serve as the primary contact for all game rescheduling and conflict resolution. Additionally, the Ice Scheduler is responsible for booking all ice rentals on behalf of the Association and provides the Referee-in-Chief with a schedule of home games.
Sponsorship Director
Secures sponsorships at various levels for SMRA teams and events .Manages donor recognition, and works closely with the Treasurer, Fundraising Director, and Equipment Manager.
Director of Coach & Player Development
Responsible for supporting the coaching staff by ensuring they have the tools, resources, and guidance necessary to succeed. They act as a mentor for coaches and address any issues or development needs as they arise. They ensure players are placed at the appropriate level based on age and skill to support optimal development and safety. They organize player development opportunities such as clinics (e.g., goalie training, skating skill sessions) when possible. Additionally, they serve as Chair of the Tournament Committee—overseeing planning, appointing committee members, recruiting volunteers, and developing long-term strategies for the success of the SMRA tournament. This position also serves as the SMRA representative to the GLRL (Great Lakes Ringette League).
Registrar
Manages annual registration and payments, creates Team Registration Forms (TRFs), and submits them to the ORA. They upload data into RAMP and form a subcommittee to ensure bench staff and volunteers have valid Vulnerable Sector Checks. They coordinate with the Treasurer on registration requirements.
Bond Coordinator / Webmaster
Manages the Bond Program, ensuring families understand the process, rules, and available opportunities to fulfill their bond requirements. They monitor and record bond hours and work to provide sufficient volunteer opportunities to support all families in meeting their commitments. The Bond Coordinator is also responsible for creating and maintaining the tournament and banquet volunteer sign-up pages.
As Webmaster, this role oversees the general management of the SMRA website, including posting news, events, and important updates. They are also responsible for setting up Ramp access and email accounts for new members.
Promotions Director
Responsible for raising awareness and promoting the sport of ringette and all SMRA activities through social media, community outreach, and events. They complete the “Come Try Ringette” certification and organize annual promotional events such as “Come Try Ringette” and “Bring a Friend Day.” This role includes attending—or designating a representative to attend—local promotional events (e.g., the Heritage Festival). They work with local newspapers and schools to publicize home games, tournaments, and association news. They create and post engaging content on social media platforms to encourage participation and community involvement.
LORL Representative
Acts as the liaison between SMRA and the LORL, attending meetings and reporting updates to the Board monthly.
Other Roles
Past President
The immediate Past President may serve in an advisory capacity if appointed by Board resolution and willing to serve. This role is non-voting and not considered a Director position.