ARTICLE VIII - EXECUTIVE JOB DESCRIPTIONS
ARTICLE VIII - EXECUTIVE JOB DESCRIPTIONS
The President is responsible for ensuring the Association’s mission, goals and objectives are met through the effective management and delivery of the minor hockey program. More specifically, the President’s duties include but are not limited to:
a) The organization and calling of General and Executive Committee meetings as appropriate. The President will serve as the chairman of such meetings.
b) Liaison with the CMHF, MMHL, HNS, NSMHC and other related hockey branches and ensure the Association acts in compliance with the rules, regulations and policies of those bodies.
c) The President will provide a newsletter describing the goals of the Association and other pertinent information with respect to the upcoming season for distribution with the pre-registration package and during walk-in registration nights.
d) The President shall be empowered to act on behalf of the Association at any meeting or with any matter where representation of the Association is required.
e) The President cannot be a Coach, Assistant Coach, Team official or On-Ice Official in the Association (except for provisions under Article XIV b)
f) The terms of the employment contract of the Hockey Development Professional
Responsible for ensuring the current Executive benefits from the knowledge and experiences of previous years and will Chair the Nominating Committee whose responsibility it is to ensure a full slate of qualified nominees are presented at the Annual General Meeting for consideration and election.
Division Vice Presidents (Competitive, Recreation, Female and IP/Novice)
The Division Vice Presidents play an integral role in the implementation of the Association's policies and the successful operation of the Association depends largely on the Division Vice Presidents efforts.
While not a prerequisite, previous experience and hockey knowledge (i.e., coaching, managing, etc.) are desirable for the position of a Division Vice President.
The person elected as a Division Vice President must realize that there is a heavy drain on his/her time, particularly at the beginning of the season and should therefore avoid taking on other significant responsibilities.
It is recommended that the Division Vice Presidents not serve for more than two (2) years with the same general group of players.
The Division Vice Presidents will act singularly or in concert on behalf of the Executive Committee as a whole to implement the policies and directives of the Association.
More specifically, the Division Vice Presidents duties include but are not limited to:
1) Supervise team selections - as per Article XV.
2) Supervise coach selections - as per Article XIV. This will include accepting applications from coaching candidates and working with the Vice President Operations, the Hockey Development Professional and the Certification Coordinator in the selection of Coaches. Guidelines and rules as established by Hockey Canada, HNS, and NSMHC outlining the formal qualifications of coaches must be followed and enforced by the Coaches Coordinator
3) Recommend to the Executive Committee for approval the number and level of teams within their respective Division.
4) Ensure that each Coach selects Assistant, Coaches, a Team Manager and other team administrators and that they are approved by the Executive Committee as required.
5) Ensures that the Registrar supplies each Coach with a list of team players with phone numbers and other relevant information.
6) Arranges for the distribution of jerseys and equipment to individual teams as required in cooperation with the Equipment Coordinator. The respective Division Vice President will each assist the Equipment Coordinator with the collection of jerseys and equipment at the conclusion of the season.
7) Monitors all teams within their respective Division and deals firstly with problems and/or complaints.
8) Works in conjunction with the Ice Coordinator to ensure all scheduling issues are resolved and with the Vice President Finance to collect any and all outstanding ice rental fees. In doing so, the respective Division Vice President will follow the principles and policies established in Article X.
9) Makes periodic reports to the Executive Committee as a whole on the progress and results within their respective Division.
10) Ensures by assisting the Registrar that each team is properly registered with HC, HNS, NSMHC, CMHF, and MMHL.
11) The Vice President Competitive shall also be responsible for
a) The operation of the Major Bantam franchise
b) The actions of the CMHF Delegate
12) The Vice President Recreation shall be responsible for the actions of the MMHL Delegate
13) The Vice President Female shall represent BDMHA at all Female Council meetings
13) The respective Division Vice President cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
Vice President Operations
Vice-President Operations will support the overall operation of the Association and whose responsibilities will include but are not limited to:
1) The Vice President Operations shall represent BDMHA in matters relating to the day to day operation of the association including:
a. Coaching certification
c. Ice requirements and coordination
e. Player and Coach Development
f. Business Development
2) The Vice President Operations will ensure be the Association’s policies and procedures are in compliance with the various hockey-governing bodies, review and make recommendation on Association’s policy and procedures; and, fairly and effectively apply the same.
3) The Vice President Operations shall be responsible for the actions of the Referee In Chief and the Hockey Development Professional
Vice President Finance
The Vice President Finance’s responsibilities will include but are not limited to:
a) The Vice President Finance will take possession of the Association’s records of account after the elections held at the Annual General Meeting.
b) The Vice President Finance will supply a financial statement of the past hockey year for review, as well as the Executive Committee's approved budget for the upcoming new hockey year, at the Annual General Meeting.
c) The Vice President Finance will closely coordinate the expenditure of funds with the President, Vice President Operations, Ice and Equipment Coordinators and will prepare the proposed new hockey year Budget with their assistance. The proposed budget will be presented to and approved by the Executive Committee prior to being presented at the Annual General Meeting for final ratification by the membership.
2) Bank Accounts:
The Vice President Finance will handle all responsibilities relating to Association bank accounts, and ensuring that the signing authorities are the Vice President Finance and one of the following:
Vice President Operations
a) The Vice President Finance will expeditiously deposit all funds received and account for these funds via financial statements presented as required at Executive Committee Meetings. These statements will report on actual and forecasts as compared to approved budgets.
b) The Vice President Finance must alert the Executive to any variances of a substantive nature which would require Executive corrective action to be taken.
Note: The Vice President Finance cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The Vice President Finance shall be responsible for the actions of the Registrar, Controller and Contracts and Risk Management Coordinator.
a) The Controller will coordinate payment of all invoices and accounts in a prompt and orderly manner, and report same to the Vice President Finance for inclusion in the financial statements.
b) The Controller will work closely with the Registrar to ensure all fees are paid and accounted for.
c) The Controller will be responsible for the collection of delinquent accounts and in consultation with the Vice President Finance will take appropriate action to correct the situation of returned cheques. An approved fee will be charged to the individual member for all returned cheques. Note: The Controller cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The Registrar will organize, supervise and control all registration procedures and will supply each of the Division Vice Presidents and designated members of the Executive with master registration lists as soon as reasonably possible.
The Registrar will maintain a record and work closely with the Vice President Finance to ensue all funds are collected and accounted for.
The Registrar in conjunction with the President and Vice President Finance will establish a pro-rata refund of Association fees based upon individual circumstances for cases partial membership when the member cannot participate for a full season and wishes to withdraw as per Article IX.
The Registrar cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The Communication Coordinator will ensure the Association membership is aware of activities, opportunities, successes and relevant issues by effectively using the association website, email communication and other appropriate public media.
The Communication Coordinator cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association
The Secretary shall be responsible for taking a preparing the minutes of the General and Executive Committee meetings. Copies of the minutes of all meetings shall be supplied as expeditiously as possible to the members of the Executive Committee and such other persons as authorized by the Executive Committee.
The minutes, will be reviewed at the next Executive Committee Meeting and when approved shall be noted in the minutes of that meeting. The Secretary shall be responsible for the maintenance of an archive of the minutes of all the meeting.
The Secretary will control and issue all Association travel permits and exhibition game numbers.
The Secretary cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The general responsibility of the Ice Coordinator is to secure the rental of ice facilities for the Association. In performing this duty, the Ice Coordinator will follow the principles and policies established in Article XI.
The Ice Coordinator's input is critical to the budgeting process and he/she must liaise with the Vice President Finance in the preparation of the recommended budget. Special attention must be paid to potential inflation of ice rental costs for the upcoming season.
The Ice Coordinator will act as the liaison with the CMHF and ensure the Association acts in compliance with the rules, regulations and policies of those bodies.
The Ice Coordinator cannot be a Head Coach (except for provisions under Article XIV b) or an Official in the Association.
Business Development Coordinator
The Business Development Coordinator will coordinate the fundraising activities of the Association including the solicitation and procurement of corporate team sponsors. The Business Development Coordinator will be responsible to ensure that all the appropriate licenses and legal requirements are met, and that all expenditures and funds are accounted for.
The fundraising activities of the Association shall be limited to Executive approved activities for the year. Any departure from this policy should be recommended for approval to the Executive Committee by the Business Development Coordinator.
The Business Development Coordinator will be responsible for approving corporate sponsors for jerseys for the Association's teams. In conjunction with the Equipment Coordinator, they shall ensure that corporate team sponsors are appropriately recognized by corporate cresting on the team jerseys as per the Association's policy.
The Business Development Coordinator cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The Development Coordinator is responsible for the management of the Association's development program and is the principal contact person within the Association for all skill development activities.
The Development Coordinator will liaise with Hockey Nova Scotia's Development personnel and the Association's Hockey Development Professional (HDP) as outlined in the supplementary policy covering same and will assist in managing the work schedule of the Hockey Development Professional
The Development Coordinator will be responsible for outlining the budgetary requirements for the overall development program and provide the leadership within the Association to achieve the program objectives.
The Development Coordinator cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The Equipment Coordinator will perform but are not limited to the following functions:
a) Maintain an up to date inventory of all jerseys and equipment.
b) Issue and obtain receipt for all jerseys and equipment at the start of the season and ensure all jerseys and equipment are returned and accounted for in the spring.
c) Arrange for the repair of jerseys and equipment where necessary.
d) Recommend purchase of jerseys and equipment to the Executive Committee where applicable.
e) Arrange through the Vice President Finance, appropriate insurance coverage for protection of jerseys and equipment from loss due to fire or theft.
f) Assist the Vice President Finance in the preparation of the budget with respect to the jerseys and equipment replacement requirements.
g) In conjunction with the Business Development Coordinator, will provide recognition to corporate team sponsors by ensuring that advertising crests are attached to the team jerseys appropriately.
h) Administer the policies as described in Article XII.
The Equipment Coordinator cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
Responsible for administering and tracking coaching certification requirements, communicating certification opportunities, and advising Divisions Directors of those coaches and team staff who are not in compliance with certification requirements as determined by Hockey Nova Scotia.
The Certification Coordinator is responsible for recommending and arranging appropriate training courses for coaches. The Certification Coordinator should also recommend first aid training and special courses (e.g. power skating) where appropriate.
The Certification Coordinator cannot be a Head Coach (except for provisions under Article XIV b) or Official in the Association.
The Referee-In-Chief will report to the Vice President Operations of the Association.
The Referee-In-Chief will be responsible for recruitment and training of qualified officials for use by the Association.
The Referee-In-Chief will coordinate the scheduling of Officials within the Association.
The Referee-In-Chief will recommend an Officials’ fee schedule to the Executive Committee for inclusion in the annual budget which will take effect at the beginning of the next hockey season. The fees will not be paid directly by the Association but rather directly by the individual teams for the competitive team games with reimbursement by the Association to the Competitive teams. The Association will pay the Official’s fees for all Recreation league games directly to the Officials.
The Referee-In-Chief will maintain a work log on all Association Officials which may be requested from time to time by the Executive.
The Referee-In-Chief will provide to the Executive written evaluations for all Association Officials at least once yearly.
The Referee-In-Chief cannot be a Head Coach, Assistant Coach or Trainer in the Association.
Contracts and Risk Management Coordinator
1) Managing BDMHA’s relationships with, suppliers, vendors and any related contracts.
2) Ensuring the association is properly insured
3) Advice to the Executive on actions required to mitigate the Associations’ risk
This position has the authority to bind the association. The person holding this position should have a legal background.
There shall be Divisional Coordinators selected by the Executive from interested members whose names shall be submitted through an open recruitment process. The Divisional Coordinators shall support communications between the Executive, Coaching/Bench staff and parents. The Divisional Coordinators shall report to the Vice President Recreation and Vice President IP/Novice respectively and shall assist in the evaluation or placement processes at the appropriate level.
Divisional Directors shall be selected for the following divisions:
Liaison with the MMHL and ensure the Association acts in compliance with the rules, regulations and policies of those bodies.