About Our Club



Executive

Current Executive

President - Darrell Wavryk
Vice-President - Mary Ann Timmins
Registrar - Laura Poland
Secretary - Kristina Stewart
Financial Liasion - Gail Reaney
Fundraising Chair - vacant
Test Chair/Competition Chair - Sharon Beaudoin
Publicity Chair - vacant
Social Chair - vacant

Non-Voting Positions

Thrifty's Card Program Coordinator - vacant
Skate & Dress Sale Coordinator - Bink White
Club Wear Coordinator - Bink White
Website Updates - Kirsten Conforti
Email Distribution - Katrena McGrigor
Registration Support - vacant



Role & Responsibilities


Executive & Non-Executive Positions Roles & Responsiblities

The following outlines the primary responsibilities of each of the Executive positions. The experienced Executive members, as well as past Executive members, are always happy to assist new board members with the help they need to become comfortable with their roles.

President

  • Attend monthly and special Executive meetings as Chairman and voting member, including the annual AGM
  • Actively participate in Executive and club activities as agreed by the Executive
  • Provide leadership and direction for the Executive:
    • Support a positive, financially responsible culture within the Executive and the club membership
    • Maintain regular, active contact with the membership, the executive, and the coaching team to be sensitive to, and provide direction for, maintaining a desirable and attractive club culture for all parties
    • Ensure that each Executive member understands and executes their responsibilities effectively
    • Support other Executive members where necessary to the extent possible
  • Lead and participate, along with the Director of Skating and other Executive members, in the planning of club programs for subsequent sessions, and contribute to the brochure content
  • Liaise with the Region club Presidents through:
    • Attending Lower Island Club Presidents’ meetings, usually monthly
    • Responding to regular email, letter mail and telephone communications
  • Liaise with the Section through responding to regular email, letter mail and telephone communications
  • Provide information as received through the liaison responsibilities to the members of the Executive in support of their responsibilities
  • Attend tri-annual Regional meetings in Qualicum at the Presidents’ meeting and the General meeting
  • Participate in annual Section AGM, and periodically in the National AGM, to the extent agreed by the Executive

Vice-President

  • Manage the coaching contracts annually, with the support of the President and Executive:
    • Annual Director’s contract, a salaried position – does change slightly each year
    • Annual Club Coach contracts – does not change much each year
    • Ensure club coach paperwork is in order each year
    • Accept and ensure freelance coach paperwork is in order each year
    • Conduct Club Coach and Director performance evaluations annually with the support of the President and the Director of Skating (for the club coaches) – a standard evaluation form exists to support this process
    • Coach liaison as required
  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in executive and club activities as agreed by the Executive
  • Participate in the planning of club programs for subsequent sessions, and contribute to the brochure content
  • Work with the President to assist in providing leadership and direction for the Executive
  • Support a positive, financially responsible culture within the Executive and the club membership
  • Backup for the President, when that person is unavailable, for the following:
    • Chair club Executive meetings
    • Attend tri-annual regional meetings in Qualicum
    • As required where agreed with the President
  • Support other Executive members where necessary to the extent possible
  • Participate in annual Section AGM, and periodically in the National AGM, to the extent agreed by the Executive

Registrar

  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in Executive and club activities as agreed by the Executive
  • Participate in the planning of club programs for subsequent sessions, and contribute to the brochure content
  • Track and report to the Executive on members in good standing in coordination with the Treasurer
  • Coordinate and lead the seasonal registration activities as agreed by the Executive and in coordination with the Executive, Social Chair, Fundraising Chair and the Director of Skating
  • Collect registration monies for club fees, registration fundraising, and Skate Canada fees. Forward all monies to the Treasurer along with copies of the supporting registration documentation
  • Register all club skaters, officials and authorized Executives with Skate Canada. This is normally done using the Skate Canada online registration system.
  • Liaise with other club Registrars when necessary in facilitating the transfer of skaters between our and other clubs
  • Review, track and report on registration statistics to the Executive at each regular Executive meeting.

Secretary

  • Attend monthly and special Executive meetings, including the annual AGM
  • As a voting member
  • Develop and distribute, with input from the President and other Executive, the agenda for each meeting
  • Post notice of Executive meetings at the club, and on the web site through the Web Site Support person
  • Capture, finalize and distribute the minutes of each meeting to the Executive, and post a copy of the minutes at the club
  • Maintain a minutes file
  • Collect the club voice mail, email and letter mail
  • Forward for action to the executive members as appropriate
  • File as appropriate
  • Maintain the correspondence record
  • Actively participate in Executive and club activities as agreed by the executive

Financial Liasion

  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in Executive and club activities as agreed by the Executive
  • Maintain the accounting books of the club in a manner consistent with Generally Accepted Accounting Principles (adequate GAAP support is provided by our Accounting software and through our annual review of the financial statements):
    • This responsibility could be supported through the participation of a bookkeeper in a shared role, however the Treasurer would retain the accountability for reporting to the Executive and as the voting member.
    • Consideration will be given to contracting the Bookkeeper position subject to the financial position of the club and ratification by a majority vote of the Executive. There is currently no paid Bookkeeper position in the club.
    • The club’s books are currently managed using a personal computer based financial accounting package maintained by the Treasurer
  • Report to the Executive at the regular monthly Executive meetings on the financial position of the club:
    • Prepare and present annual financial statements at the club AGM through the use of the financial software application maintained by the Club
    • Coordinate the annual audit/review of the financial statements by a duly certified auditor or other knowledgeable individual to help ensure we are compliant with the Rules of Society, the Club constitution and the Club by-laws.
  • Provide advice and direction to the club Executive in support of sound Executive financial decision making surrounding the setting of club fees, forecasting fundraising needs and managing of expenses
  • Liaise with the Gaming Commission of British Columbia in preparing, submitting and tracking the annual application for, and receipt of, Gaming funds. This includes staying current with the regulations surrounding Gaming funds as they apply to the club
  • Participate in the planning of club programs for subsequent sessions, and contribute to the brochure content
  • Receive and account for all club fees in coordination with the Registrar
  • Receive and account for all monies raised by the club through Fundraising in coordination with the Fundraising chair
  • Pay all Skate Canada fees for new registrants throughout each season in coordination with the Registrar
  • Disburse payments for all duly authorized operating and capital expenses on behalf of the club
  • Conduct the banking transactions on behalf of the club:
    • Shared signing responsibility with the President and Vice President on club chequing accounts
    • Conduct all deposits, or arrange deposits with the President or Vice President as required

Fundraising Chair

  • Directly manage the annual registration fundraising through the Skate Canada Lottery tickets. This is a defined process by Skate Canada that requires only distribution and tracking by the club Fundraising chair in coordination with the Registrar.
  • Provide leadership and direction to the non-executive permanent Fundraising Committee members, specifically the Chocolate Sales Coordinator, the Club Wear Coordinator, and the Parent Liaisons.
  • Create and lead ad hoc fundraising project committees as agreed by Executive decision. The key responsibility of this position is as a committee leader. The fundraising duties should be executed by a number of people to appropriately manage the potential workload.
  • Forward all fundraising monies to the Treasurer, and Fundraising skater credit information to the Registrar.
  • Attend monthly and special Executive meetings as a voting member, including the annual AGM.
  • Actively participate in Executive and club activities as agreed by the executive.

Test Chair

  • Review and sign all test papers and competition papers with the support of the Competition Chair
  • Forward all Test cheques with a statement of balance to the Treasurer
  • Check that skaters are in good standing before signing papers, or allowing them to skate at other clubs. Coordinate with the Registrar and Treasurer for determination of good standing status
  • Coordinate with the other Lower Island test chairs and help out whenever possible with group test days
  • Arrange and attend all club test days with the support of the Social chair
  • Collect all test results, complete forms as required, and submit to appropriate bodies where required. Maintain a record of test results and coordinate in a timely manner with the Publicity chair for club news and maintenance of the club awards process
  • Attend tri-annual Region meetings in Qualicum.
  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in Executive and club activities as agreed by the executive

Competition Chair

  • Work with the Test Chair in the review and completion of Competition registration forms
  • Forward all Competition cheques with a statement of balance to the Treasurer
  • Inform the Director of Skating of upcoming competitions based on the schedule periodically issued by Section, and provide necessary location, cost and schedule information
  • Provide back-up to the Test Chair on attendance at the tri-annual Regional meetings in Qualicum. This is normally a Test Chair responsibility.
  • Support the Test Chair in coordination of Club hosted Tests
  • Ensure a Protocol is received by the Club following all competitions where there is club participation
  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in executive and club activities as agreed by the Executive Publicity Chair

Publicity Chair

  • This position can easily be job shared by more than one interested party, however the position holds only one Executive vote
  • Coordinate the collection and liaison in publishing club news, for example competition results, with the local news agencies
  • Coordinate the collection of information for, and production of, the periodic club newsletter. Currently published about four times per year, however the intent is to publish at least monthly and as special events demand
  • Work with the Director of Skating in the maintenance of the club bulletin board with current information relevant to our skaters and member families
  • Lead publicity and marketing information distribution efforts as agreed by executive decision for special events. Usually two to three times per year, but subject to the frequency of the special events
  • Coordinate the maintenance of the club web site information with the Web Site Support volunteer. Web technical knowledge is not a required qualification of the Publicity chair
  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in Executive and club activities as agreed by the Executive

Social Chair

  • Attend monthly and special Executive meetings as a voting member, including the annual AGM
  • Actively participate in Executive and club activities as agreed by the Executive
  • Lead and contribute to the planning and delivery of events to support the Publicity chair in promotion and recognition events, Fundraising chair for fundraising events, the Registrar for registration events, the Director of Skating for special program events, the Test/Competition chairs for testing events, and other special events at the direction of the Executive
  • Coordinate with the Treasurer and Executive on event social budgets to ensure that social events are funded consistently with the expectations of the Executive.