President:
- Responsible for all business of the Club and to conduct all meetings.
- Advise on and manage correspondence to and from the Club
- Participate in organization of all Club Events
- Assist with the selection of Coaches
- Work with the Treasurer and VP on setting of Budget for Club
- Handle miscellaneous issues, eg. parent, coaches and referee complaints/issues.
Vice President:
- To assume the duties of President in his or her absence
- To perform other duties as directed from time to time by the President
Secretary:
- Responsible for the recording of minutes at all Executive/AGM Meetings.
- Responsible for distributing minutes, agenda and other relevant correspondence to the Executive Members.
- Responsible for notifying executive members of upcoming meetings and
- Reminding members to provide President with agenda items.
- Ensuring AGM Minutes and sign in sheets are copied and available for each AGM Meeting
- Ensuring the Society Act information is sent http://www.fin.gov.bc.ca/registries/forms.htm
Registrars:
- Foward registration forms out to all previous players
- Set up and run registration day
- Responsible for compiling District data on registration and forwarding all info to District and BS Soccer. BC Soccer bills club based on this data.
- Deposits all registrations in the bank
- Ensures all players, coaches and female designates are properly registered and produces and signs all ID cards for U12 & up.
- Ensures all coaches and managers have submitted risk management forms.
- Ensures that all ODD and Player Transfer forms are properly filled in, signed and forwarded to BC Soccer
- Assists in coordinating the team drafts as required
- Assists the player coordinator with Spring soccer registrations and banking of fees.
- Maintains an updates the soccer registration phone line.
Equipment Manager:
- Responsible for the effective administration of the equipment.
- Allocates, distributes and collects the equipment for/from all the teams (U6 to Womens).
- Orders supplies for the entire Club including special orders for Gold and Metro teams.
- Performs an inventory
- Prepares the equipment budget
Note that at a minimum the Equipment Manager must have access to a Windows PC and be knowledgeable with Microsoft Office.
Field Scheduler:
- Scheduling the pairings of teams for the district head scheduler, including senior women's teams.
- Responsible to secure all outdoor fields from Delta and Surrey by completing and monitoring field allocation request forms from Delta Parks, Surrey Parks and Surrey School District. Attending all field allocation meetings as needed.
- Scheduling all home field allocations for all competitive teams Senior, Metro, U-18 to U-11, all league and cup games on a weekly base.
- Scheduling all training times for all competitive teams.
- Corresponding with head referee the home field allocations on a weekly base to confirm all referee needs.
- Updating and scheduling specific team's needs for field playing times.
- Corresponding with Park officials to confirm field conditions.
- Processing payment schedule of all field usage costs.
Gym Allocator:
- Responsible for all school gym/other school facility/school field contracts with both Surrey and Delta school districts.
- March-August identify contracts and get everything signed. Most are just renewal of previous year's contracts. Surrey school district requires pre-payment and signing of contracts in person before first usage at their head office Surrey during business hours.
- Delta (which is the majority of our gyms) communicates primarily through e-mail and fax machine unless there is very short notice for a closure.
- Surrey communicates entirely by phone and snail mail.
- Attend coaches meeting and facilitate the booking of gyms by the coaches.
- Assist coaches in finding gyms if possible.
- Book other Executive meetings/club events with Delta school district.
- Work with Treasurer to ensure payment of contracts.
- Contact coaches in particular gyms when gym usage is cancelled by school.
- Contact coaches with any school raised issues of gym usage (not left clean, etc).
- Contact school of any coach issues of gym usage (not clean), not open, etc.
- Access to Microsoft Excel, e-mail and a FAX machine are required.
- Total time commitment Initial yearly setup 10 hours (spread over several weeks)
- 15-30 minutes per week to notify coaches of cancellations and deal with any issues/requests.
Head Referee:
- Organize and schedule referrees for games, league, cup and exhibition
- Attend executive meeting
- Assist in paying the referees
- Deal and help resolve problems or disputes that come up with the referees
Mini Referee Co-ordinator:
- Arrange a workshop for new refs
- Compile and update the list of kids who want to ref for the coming season
- Put them in the appropriate level from U-6 to U-10, according to their age and experience
- Provide as appropriate referees as possible for 13 games each week
- On Friday night or Saturday, call to make sure each ref is still able to make the game they are scheduled for so there are no games without referees and remind them of the specifics of each age level (duration of play, numbers of players allowed on the field, whether offsides are to be called and whether coaches are allowed on field or not?)
- Aim to ensure that each kid who goes out to ref a game gets there 15 minutes prior to game time
- Keep tabs of how many games each kid has gotten and make every effort to be as fair as possible
- Make sure kids are always paid.
- There is a more detailed Job Description Available for anyone interested.
Competitive & Non-competitive Co-ordinators:
- Work closely with the Mini Registrar to ensure there are enough girls in each age group as we get into mid August.
- Need to make sure we as a club have enough Mini Coaches from U 6 through to U 10. Constantly stay involved with all of these Coaches throughout the season in case of any issues arising. Be there to answer any questions that should arise from any Coaches, Parents or girls in the U 6 through the U 10 division.
- Work together with the Mini Register putting the U 6 through U 10 teams together by going through the evaluations that is done in early March of the previous season. Coordinator is responsible to make the fairest teams he or she possibly can.
- Put schedules together for U 6 through U 10 age groups.
- Must make sure Mini nets are in good shape and looked after for the year.
- Coordinate people who can open parks and close them on a weekly basis every Sunday.
- Work out the schedule so that teams are Home and Away the same amount as possible.
- Look ahead and figure out what date the Mini Jamboree will be. Usually held in Early March. Make sure the evaluations are ready and Coaches get them done to make next year teams as even as possible.
- Communicate the Stephen Duffus Jamboree (In South Surrey) to the event organizer and ensure that all the Surdel teams are planning on attending this event. Pass on schedules to all Coaches in the Mini divisions for this event.
- Needs to get together with new Coaches or go out and watch a game to make sure the Coaches get what is going on. U 6 is a very important age group as normally everyone involved is new to our club and will have questions.
- Represent Surdel in a professional manner at all times with the Clubs beliefs taking priority.
- Check field reports on Thursdays to ensure games will be going for the coming Sunday. Keeping the fields in the best shape as possible is first and foremost. If games need to be cancelled the Mini Coordinator must call all Coaches to cancel games.
- Get a hold of the Mini Referee Coordinator in sufficient time so they can cancel all the Mini Ref's.
- Show up at Monthly Executive meetings with updates or information that is going on in the Mini's.
- Bring up any issues that are or have happened to the President of Surdel immediately. Try to solve any problems or ease issues if they happen to come up.
- Pass on any information regarding Mini Tournaments or any skill development so the Coaches can get this out to their teams.
District Rep:
- Attend regular South District Meetings (1x per month)
- Represent and advocate for SurDel Girls Clubs teams and coaches.
- Report back to their Club all information discussed at the District Meeting and
- Ensuring that this information is disseminated to the coaches, teams, players and parents.
