Club Roles and Responsibilites

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These are the Roles and Responsibilities for the roles within the club. The term on these roles is one year and is reviewed annually at the AGM.

Chair

  • She/he shall have the overall responsibility for all matters regarding the Werewolves of London Special Ice Hockey Club (the ‘Club’).
  • She/he shall preside at all Trustee/Officer meetings and General meetings.
  • She/he shall ensure that Trustee/Officer meetings are held approximately every 6 – 8 weeks during the ‘season’ between September and May to discuss the management and administration of the club.   No less than 4 meetings should be held each season.  Additional meetings may be held as and when required.
  • She/he shall ensure in consultation with the Secretary that an Agenda for meetings is circulated to Trustees/Officers at least one week in advance.
  • She/he shall ensure in consultation with the Secretary that minutes of meetings are circulated all to Trustees/Officers within one week of the meeting being held.
  • She/he shall be one of the officers with financial signing authority
  • She/he shall be responsible to represent the club at the EIHA, or to formally delegate this representation to another Trustee/Officer
  • He shall be responsible to the members of the club for all aspects of on-going hockey operations
  • She/he shall ensure the payment of all fees to the EIHA on behalf of the club.
  • She/he shall be familiar with, and ensure adherence to the IIHF, EIHA, and Werewolves of London Constitution, By-Laws, and Policies by all players, team officials and parents or guardians.
  • She/he shall discuss principles and policies with the Trustees/Officers of the club team officials when she/he feels it is necessary and must at all times be accorded that right by the Trustees/Officers.
  • She/he shall have oversight over all financial and insurance matters for the club on behalf of the Trustees/Officials and in consultation with the Treasurer and Directors of Fundraising to a) recommend the fee structure to ensure the club is financially sound and b) adjudicate all requests for reduced fees.
  • She/he shall serve as a voting member at Trustee/Officials meetings, but shall not vote except to cast the deciding vote.
Vice-Chair or Co-Chair

  • The Vice Chair shall assume the duties of the Chair in her/his absence at which time she/he shall have all the rights and powers of the Chair.
  • In the case of a Co-Chairing arrangement, the Co-Chairs will both be responsible for the role of the Chair and may share the Chair’s responsibilities between them.
Secretary

  • She/he shall ensure in consultation with the Chair that an Agenda for meetings is circulated to Trustees/Officers at least one week in advance.
  • She/he shall take and maintain records of proceedings and meetings and distribution the minutes to all Trustees/Officers within one week of the meeting being held.
  • She/he shall prepare correspondence for the Chair, relating to matters concerning the club.
  • She/he shall serve as a voting member at Trustee/Officer meetings.
Treasurer

  • She/he shall be responsible for day-to-day management of financial matters for publication of financial statements and projections on a monthly basis, and for presenting annual financial statements for the club.
  • She/he will ensure submission of accounting information and other club trustee information to the Charities Commission.
  • She/he shall receive all monies payable to the club and deposit same in the bank account of the club (and delegate as necessary to other officers (e.g. fundraising, secretary)
  • She/he shall be one of the officers of the club with financial signing authority. She/he shall see to the banking and investing of club funds as per the direction of the Trustees/Officers.
  • She/he shall keep an accurate record of the finances of the club.
  • She/he shall be familiar with, and ensure adherence to the IIHF, EIHA, and Werewolves of London Constitution, By-Laws, and Policies by all players, team officials and parents or guardians.
  • She/he shall serve as a voting Trustee/Officer.
Player Registrar

  • She/he shall be one of the officers of the club with financial signing authority.
  • She/he shall be familiar with, and ensure adherence to the IIHF, EIHA, and Werewolves of London Constitution, By-Laws, and Policies by all players, team officials and parents or guardians.
  • She/he shall collect player/EIHA registration fees, which shall be given to the Treasurer
  • She/he shall collect player Medical and EIHA registration paperwork and pass on to the SYIHC registrar to process player registration and follow up to ensure registration of all players is properly executed
  • She/he shall maintain records and accounts prepare reports and present them at Trustee/Officer meetings as requested.
  • She/he will notify the Trustees/Officers responsible for issuing kit and uniforms and the attendance registrar of all new or renewed player registrations.
  • She/he shall serve as a voting Trustee/Officer
Safeguarding Officer

  • She/he shall assist the EIHA to fulfil their responsibilities to safeguard children and young people, and implement their child protection policy, at club level.
  • She/he shall be the first point of contact for club personnel, parents and children/young people where concerns about children’s welfare, poor practice or child abuse are identified.
  • She/he shall be the first point of contact with the EIHA Lead Child Protection Officer.
  • She/he shall promote the EIHA’s best practice guidance and codes of conduct within the club.
  • She/he shall promote and ensure adherence to the EIHA’s child protection-training plan.
  • She/he shall promote confidentiality and ensure it is maintained.
  • She/he shall promote anti-discriminatory practice.
  • She/he shall conduct risk assessments for each and every event
  • She/he shall serve as a voting Trustee/Officer.
Director of Fundraising, sponsorship, and Events

  • She/he shall be one of the officers of the club with financial signing authority.
  • She/he shall be responsible to the Trustees/Officers for the raising of monies, through various programs and activities, in all areas other than player registration and sponsorship
  • She/he shall consider and suggest fundraising projects and special events to the Werewolves of London Trustees/Officers for approval.
  • She/he shall initiate approved fundraising projects and special events and may raise such committees as necessary to see to their operation.
  • She/he shall serve as a voting Trustee/Officer
Annual Tournament Coordinator

  • She/he shall be one of the officers of the club with financial signing authority.
  • She/he shall be responsible for liaising with the host club about participation, complying with the registration requirements, obtaining travel permission and insurance from the EIHA, organising team photo for the tournament brochure, liaising with parents about air travel and hotel bookings.
  • She/he shall serve as a voting Trustee/Officer.
Director of Social Media

  • She/he shall be one of the officers of the club with financial signing authority.
  • She/he shall be accountable for the website of the club and responsible for significantly enhancing the clubs digital and social media presence as a means to communicate with parents, support recruiting, and fundraising
  • She/he shall be responsible for the monitoring of Social Media
  • She/he shall serve as a voting Trustee/Officer.
Policy Development Officer

  • She/he shall undertake a review of the Club’s Governance and make recommendations to the Trustees/Officers on ways to improve the policies and operating procedures of the club
  • She/he will lead on obtaining PQASSO accreditation for the club within the next 12 months.
  • She/he shall serve as a voting Trustee/Officer.
Head Coach

  • She/he shall be an L2 or L3 coach
  • She/he shall document a coaching recruitment/development strategy and approach for approval by the Trustees/Officers
  • She/he will handle EIHA registration and CRB clearances for all Werewolves coaches and off-ice officials
  • She/he shall be responsible for education issues pertaining to youth hockey that may include coaching clinics, hockey school, distribution of summer hockey school literature and other educational issues as they become apparent.
  • She/he shall provide input to the appointment of L2 coaches, and Assistant Coaches.
  • She/he shall be familiar with the Constitution, By-Laws, Policies, etc., of the IIHF, EIHA, SYIHC and the Werewolves
  • She/he shall chair monthly coaching meetings and file the minutes with the Trustees/Officers via the Secretary.
  • She/he shall serve as a voting Trustee/Officer.
  • She/he shall be one of the officers of the club with financial signing authority.

 

Kit Management Officer

  • She/he will ensure that no kit is issued to new players without first checking with the Player Registrar that the player is registered.
  • She/he will maintain the storage room in a fit and tidy state to enable easy access to kit
  • She/he will dispose of obsolete/damaged kit in consultation with the Head Coach
  • She/he will only authorise the purchase of new kit from the skate shop after checking first that appropriate kit is not available to be recycled.
  • She/he will keep and maintain records of kit issued, kit returns and disposals.
  • She/he shall serve as a voting Trustee/Officer.
  • She/he may appoint/delegate tasks to other volunteers
Uniforms Officer

  • She/he will keep updated records of uniforms in stock and those issued to players
  • She/he will ensure that the Attendance Officer is informed of any changes so that the attendance register can be updated
  • She/he shall serve as a voting Trustee/Officer.
Attendance Officer

  • She/he shall record attendance at each training session and produce attendance reports for each Trustee/Officer meeting.   The Chair, Player Registrar, and Kit Manager should be alerted when any player misses 2 training sessions in succession.
  • She/he shall serve as a voting Trustee/Officer.

 

 

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