Executive Position Description (Port Stanley Minor Hockey)

1. (a)  President (1 Year): To oversee and manage all operations of Port Stanley Minor Hockey. Point of contact for issue/problem escalation and resolution. To chair all meetings of the executive and the Annual General Meeting. Ensure appropriate directors are engaged for questions/issues and follow up for resolutions. Call for an executive vote on all matters put forth and declare results of such votes. Main contact for external bodies for items outside Directors accountabilities (e.g. Boundary adjustments, ice rate negotiations, impacts affecting all of PSMHA). Sit on the Complaints/Discipline committee, and draft the formal response to applicable parties.

2. (b)  Immediate Past President (1 Year): To assist the President in the leadership of PSMHA. Point of contact for all Directors seeking guidance. A non-voting position.

3. (c)  Vice-President/Director of Representative (OMHA/Shamrock) Hockey: (2 Year Odd): To assist the President in the leadership of PSMHA. Will act for the President if the President is unable to fulfill their duties. Create and chair a Complaints/Discipline committee, to address complaints and/or incidents that require a formal response from PSMHA. Main contact between PSMHA and OMHA. Communicate with Rep Coaches on regular basis. Attend monthly Shamrock/OMHA meetings and report to executive at next PSMHA meeting. Address any Rep issues arising along with the President and report to the Executive. Coordinate with rep team coaches to establish rosters (Sept/Oct). Finalize all rosters complete with A/P lists and submit to OMHA (Jan). Ensure all Rep coaches/trainers/managers etc have appropriate certification/training. Attend Playoff/Playdown meetings as required and ensure contracts are completed by specified deadlines. Main contact for OMHA/teams for game suspensions handed down during the season.

4. (d)  Vice President – Director of Local League Hockey (LMLL): (2 Year Even) To assist the President in the leadership of PSMHA. Will act for the President if the President is unable to fulfill their duties. Create and chair a Complaints/Discipline committee, to address complaints and/or incidents that require a formal response from PSMHA. Oversee all Local League teams. Main contact between PSMHA and LMLL. Communicate with Local League Coaches on regular basis. Attend monthly Lambton/Middlesex Local League (LMLL) meetings and report to executive at next PSMHA meeting. Address any Local League issues arising along with the President report to the Executive. Coordinate with Local league team coaches to establish rosters (Sept/Oct). Finalize rosters complete with A/P lists and submit to OMHA Rep (Jan). Ensure all Local League coaches/trainers/managers etc have appropriate certification/training. Attend Playoff meetings as required and ensure contracts are completed by specified deadlines. Main contact for Local League teams for game suspensions handed down during the season •

5. (e)  Secretary (1 Year): Prepare and distribute agenda to all executive members. Arrange and communicate meeting locations and dates and track attendance for Executive and parent representatives. Record, distribute and maintain all meeting minutes and track action items. Maintain records of Port Stanley Minor Hockey. Maintain all incoming/outgoing correspondence. Prepare and distribute Newsletters.

6. (f)  Treasurer (1 Year): Prepare budget for Port Stanley Minor Hockey yearly operations. Conduct all banking transaction on behalf of Port Stanley Minor Hockey. Ensure gate receipts and other receipts are collected on a timely basis. Ensure accounts receivable and accounts payable are collected and paid in a timely fashion. Reconcile bank account monthly and maintain financial books of Port Stanley Minor Hockey. Report financial status of Port Stanley Minor Hockey to executive at each monthly meeting.

7. (g)  Director – Coaching (2 Year Odd): Establish a coach selection committee. Collect coaching applications and organize interviews with applicants if necessary. Work closely with OMHA and Local League Directors to plan programs and provide coach guidance and support. Verify all coaches/trainers/assistant coaches/trainers/and team managers hold necessary certifications. Organize skill development and rep evaluations with coaches (equipment, support for communication with players). Plan and chair preseason coaches meeting. Maintain communication with coaches and teams all season to address coaching issues. Establish and build a Coach mentorship Program. Coordinate resources available for coach training, team development, overall program development. (i.e. OMHA Regional Director to schedule OMHA clinics). Work closely with Director – Program Development to coordinate skills development program for all players of PSMHA. Conduct a post season survey to evaluate team bench staff (Head Coach, Assistants, Managers, Trainers) to assist with the selection of coaches the following year. Report to executive at monthly meetings.

8. (h)  Director - Program Development (2 Year Even): Work closely with Director – Coaching to select and/or plan a skills development program for all players of PSMHA. Maintain communication with coaches and teams all season to address skills gaps. Encourage coach participation to develop coaching skills in all coaches. Coordinate resources available for coach training, team development, overall program development. (i.e. OMHA Regional Director) Conduct a post season survey to evaluate skills session and provider(s) to assist with program development for the following year. Report to executive at monthly meetings.

9. (i)  Director – Sponsorship (2 Year Even): Co-ordinate all Sponsorship efforts on behalf of Port Stanley Minor Hockey. Contact past supporters/sponsors of Port Stanley Minor Hockey, to solicit continued support. Seek out new supporters/sponsors for donations/sponsorship. Coordinate sponsorship exposure. Track payments by sponsors and follow up with delinquent payments. Arrange ordering and sewing of sponsor bars when necessary. Ensure that sponsor bars for each sponsor are sewn onto the proper jerseys. Work closely with Director- Fundraising to ensure initiatives complement each other. Report sponsorship results to executive at monthly meetings.

10. (j)  Director – Fundraising (1 Year): Plan and co-ordinate fundraising events for PSMHA. Coordinate volunteer committees where necessary for fundraising events. Work closely with Director-Sponsorship to ensure initiatives complement each other and liason with the Hockey Moms. Report fundraising results to executive at monthly meetings.

11. (k)  Director – Equipment (1 Year): Stock and maintain equipment room in an organized manner. Purchase supplies as needed and approved by the Board of Directors. Ensure all teams are provided with necessary equipment and supplies for season. Assemble and maintain trainer’s kits for all teams for the season. Inventory and maintain jerseys for all teams. Ensure all equipment on loan to teams is returned to equipment locker at the end of the season. Report to executive at monthly meetings.

12. (l)  Director – Tournaments and Special Events (2 Year Odd): Organize and operate PSMHA hosted Tournaments as directed by executive. (with assistance from all executive and/or a committee chaired by the Director - Tournaments). Arrange tournament posting on OMHA website. Collect entry fees from teams entering tournament. Plan, coordinate and facilitate All Star Games as necessary. Arrange awards/programs/ice time(through ice convener)/referees (through Director of Game Day Operations)/sponsorship (through or with Directors of Sponsorship and Fundraising) for tournaments/All Star Games. Organize and operate PSMHA hosted Special Events (Season Kick-off (1st Sat of the season), Hockey Day in Canada (2ns Sat in Feb) and the Annual Banquet (3rd Sat in April) as directed by executive. (with assistance from all executive and/or a committee chaired by the Director – Special Events). Arrange Special Event posting on PSMHA website and elsewhere as agreed by the Board. Create a budget, request funds from PSMHA to cover board approved expenses, and purchase items and submit receipts for reimbursement by PSMHA. Plan and coordinate volunteers. Arrange awards/programs/ice time (through ice convener)/referees (through Director of Officials)/sponsorship/etc. for the event. Assist other Directors in planning, facilitating and ensuring overall effectiveness of PSMHA programs. Report to executive at monthly meetings. •

13. (m)  Director of Initiation Hockey (1 Year): Work closely with the Initiation instructors and coaches to ensure they are given the support they require to be successful. Assist with administration of the program Initiation Program. Work closely with the Directors of Shamrock and Local League Hockey to ensure a smooth transition for program graduates (players and coaches). Attend Shamrock/Local League meetings to help gain experience with these organizations. Work closely with Director of Program Development to ensure the program meets the needs of developing young players. Report to executive at monthly meeting. Vote on all items brought forth for discussion and called for vote.

14. (n)  Directors At Large (2) (1 Year): These are development position. The purpose of these positions is to learn so that the person can move into another position in future years. Assist all other directors with their duties.

15. (o)  Appointed Positions (non-voting):

(i) Registrar: In consultation with the board, set dates for registration. Coordinate online registration system availability. Receive payments for registration and reconcile with registration database. Monitor and follow up on unpaid registrations. Facilitate payment options for eligible families. Monitor and track registration in each division to ensure appropriate team make up. Compile data into team’s/divisions. Ensure coaches have division lists broken down from Rep to Local League teams. Ensure photocopies of new player’s birth certificates are gathered and forwarded to the OMHA. Ensure electronic rosters including A/P lists are completed by prescribed deadlines. Report to executive at monthly meetings

2. (ii)  Manager of Game-Day Operations: Arrange referees, timekeepers, and gatekeepers for home games (gate keepers may be parent volunteers). Collect gate receipts for each game and submit to Treasurer. Pay referee mileage charges before each game. Train stoppage play music volunteers. Purchase and stock game sheets. Submit home game sheet copies to OMHA/Shamrock/Local League as required. Report to executive at monthly meetings

3. (iii)  Webmaster: Determine appropriate lay-out and content for the website. Update the website with current information that may be of interest to the members (Board minutes, key events, key dates, interesting articles...). Assist any team volunteers who wish to operate their own team page. Monitor individual team pages to ensure they are appropriate and factual. Report to executive at monthly meetings

4. (iv)  Ice Convener: Meet with representatives from Central Elgin to discuss ice allocation. (April-July) Submit Rep team home game ice times to Shamrock League (July). Prepare ice schedule for upcoming season (July). Allocate home game ice times to Local League Director (Sept). Prepare weekly ice schedules, email coaches, Executive and arena staff (Sept-Mar). Supply Shamrock scheduler with ice times for rescheduling home games. Supply Local League Director with ice times for rescheduling home games. Communicate with Arena Manager regarding blackouts or openings for ice (Sept-Mar) Keep track of all teams ice times to ensure they are as even as possible (Sept-Mar). Prepare and communicate home ice times for all OMHA Playdowns, Shamrock and Local League playoffs (Jan-Mar). Report to executive at monthly meetings.