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WYHA Executive Board Job Descriptions

The Elected Officers of the Association shall be a President, 1st Vice President, 2nd Vice President, Director of Finance, Director of Communications and Secretary. All Elected Officers shall be elected for a period of two years and may be eligible for re-election.

President
The President shall administer the affairs of the Association, call meetings, appoint committees and perform other duties normally associated with this office. The President only votes in case of a tie vote.

1st Vice President and LTS/LTP Coordinator
The 1st Vice President's primary purpose is to assist the President in every endeavor. He/She must be knowledgeable of the duties and responsibilities of the President. The 1st Vice President will assume the duties and responsibilities of the President in case of an absence or incapacity of the President. This officer may be asked to assume additional responsibilities, as assigned, by the President and/or the Executive Board of Directors. The 1st Vice President is also responsible for cultivating new leadership for the association and overseeing the LTS/LTP Coordinator and the ACE Coach Coordinator.

2nd Vice President – Ice Scheduler
The 2nd Vice President shall perform all duties as assigned by the President. The 2nd Vice President will assume all duties if the President and the 1st Vice President are absent. Additional responsibilities include overseeing the Ice Scheduler and the Equipment manager.

Director of Finance
The Director of Finance shall be responsible for the overall direction of WYHA Financial Affairs, including but not limited to fee administration, disbursements, preparing financial information for Board Reviews (quarterly) and tax returns. The Director of Finance is also responsible for the following duties:
· Prepare and review an annual operating budget for the Association.
· By March of each year, recommend the first ice payment fees for the Executive Board’s review and approval for the upcoming season. The second ice payment will be announced upon completion of the annual budget for the October board meeting.
· Approves all specific expenditures in conformance with the Executive Board’s approval.
· Is also responsible for pursuing delinquent accounts within accordance to the Executive Board’s policies and procedures.
· Coordinating with outside businesses for a WYHA Corporate Sponsor.

· Disbursement coordinator of cash outlays upon the Executive Board of Directors Approval.
· Maintain cash-payment log.
· Disbursement of funds to team representatives for timekeepers and referees.
· Disbursement of any budgeted funds to each team to help defray the costs of tournaments play.
· Perform monthly bank reconciliations and preparation of Financial Statements for review and comparison against Annual Budget.
· Investigation and collection of outstanding balances.

· Works closely with and oversees the Treasurer, Assistant Treasurer and Fundraising Coordinator.

Director of Communications
The Director of Communications shall be responsible for maintaining an open communication between WYHA, Amelia Park, the outside media and the association’s members. The Director of Communication shall be responsible for the following duties:
· Plan and implement a contingency plan in case of bad weather, with the Executive Boards approval.
· Maintain a workable internal communication system that would inform the members of all activities of the WYHA.
· Works closely with the entire Executive Board of Directors and their communication needs throughout the season.
· Works closely with and oversees the Web Master, Public Relations Representatives, Team Rep Coordinator and GSL Representative.

· Oversee media and community relations as necessary.

Secretary
The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board's business was conducted. In order to fulfill these responsibilities, and subject to the organization's bylaws, the Secretary records minutes of meetings, ensures their accuracy, and timely availability, proposes policies and practices, submits various reports to the board, maintains membership records, checks WYHA PO Box as needed, opens mail and distributes accordingly, fulfills any other requirements of a Director and Officer, preserve the By-Laws, and performs other duties as the need arises and/or as defined in the bylaws. Additional responsibilities include overseeing the Assistant Secretary and the Registrar.

WYHA Appointed Board Positions
All appointed positions, shall be appointed and approved by the Executive Board for a term of one year. In addition, all appointed positions may be changed, added, or removed at any time of the year as  deemed necessary by the Executive Board.

LTS (Learn to Skate) Coordinator
• The LTS coordinator shall report directly to the 1st Vice-President.
• He/or she shall be responsible for every facet of the learn to skate program.
• This would include the recruitment of LTS instructors.
• Also the LTS coordinator shall be available to assist with on ice instruction as needed.
• He/or she will be asked to work in conjunction with the association’s public relations personnel, ice scheduler, equipment manager and others as needed.
• He/or she will be asked to come up with a skating curriculum for the entire session that would include a recommendation for the skater’s readiness and ability for the next level of skating.
• He/or she shall have an introduction clinic for all parents as to what to expect during the LTS program.

LTP (Learn to Play) Coordinator
• The LTP coordinator shall report directly to the 1st Vice-President.
• He/or she shall be responsible for every facet of the LTP program.
• This would include the recruitment of LTP instructors.
• Also the LTP coordinator shall be available to assist with on ice instruction as needed.

• He/or she will be asked to work in conjunction with the association’s public relations personnel, ice scheduler, equipment manager and others as needed.
• He/or she will be asked to come up with a skating curriculum for the entire session that would include a recommendation for the skater’s readiness and ability for the next level of skating.
• He/or she shall have an introduction clinic for all parents as to what to expect during the LTP program and proper fitting of equipment.

Ace Coach Coordinator
• The Ace Coordinator shall report directly to the 1st Vice-President.
• Assist with finding coaches for teams that have no coaching candidates.
• Assist with resolving issues between Coach/Parent or Coach/Player.
• Assist with development of guidelines regarding coaching expectations.
• Work with Ice Scheduler to schedule clinics such as checking clinics, goalie clinics etc.
• Hold meetings to educate entire coaching staff about organizational rules and philosophies.
Ice Scheduler
• The ice scheduler shall report directly to the 2nd Vice-President.
• He/or she shall be responsible for the scheduling of all ice time for all WYHA teams, including the LTS and LTP programs and clinics. This also includes practice, WYHA tournament and GSL ice.
• This position will involve working in conjunction with the ice coordinators from GSL, all area rinks and local high schools and colleges.

Equipment Manager
• The Equipment Manager shall report directly to the 2nd Vice-President.
• Responsible for procurement, distribution, collecting and storing of all required gear including: uniforms, first aid kits, pucks, water bottles, goalie equipment and other gear as needed.
• Responsible for keeping an inventory record of equipment.

• The position will involve working in conjunction with the Merchandise Coordinator for team uniforms, socks, and associated gear.

Treasurer
• The Treasurer shall report directly to the Director of Finance.
• Receive, post, and deposit collections for WYHA regular season players including Mite, Squirt, Peewee, Bantam, and Midget.
• Produce delinquent list of all monies owed for the Director of Finance to investigate.
• Assist in tax preparation with Director of Finance and/or accountant for yearly return.
• Perform periodic audit of billing and cash-receipt logs compared to roster of registered players for all accounts.
• Perform such additional duties as may be required by Executive Board of Directors.

• Disbursement of any budgeted funds to each team to help defray the costs of tournament play.
• Assumes duties of Assistant Treasurer as needed.


Assistant Treasurer
• The Assistant Treasurer shall report directly to the Director of Finance.
• Receive, post and deposit all collections for WYHA learning programs including LTS, LTP, Novice, and House League.
• Collector of fundraising income from fundraising events.
• Maintain cash-receipt log and perform periodic audit of billing compared to roster of registered players for all accounts.
• Bank Account reconciliation.
• Produce delinquent list of all monies owed for the Director of Finance to investigate.
• Assumes duties of the Treasurer as needed.

Fundraising Coordinator
• The Fundraising Coordinator shall report directly to the Director of Finance.
• Present to Executive Board of Directors all proposed association fundraising events for upcoming season.
• Give to Director of Finance breakdown of all anticipated costs and associated income related to Executive Board of Directors approved fundraising events for budget preparation
• Give to Director of Communication schedule of approved events for internal and external communication.
• Liaison between WYHA and outside vendors for fundraising events.
• Present to Executive Board of Directors invoices related to fundraisers for payment approval.
• Obtaining all proper licenses and association release forms required for fundraising events.
• Perform such additional duties as may be required by Executive Board of Directors.
• Must approve all individual team fundraisers. Any WYHA merchandise cannot be used as an individual team fundraiser.

Merchandise Coordinator
• The Merchandise Coordinator shall be responsible for procurement and distribution of event merchandise including but not limited to pins, trophies and patches.
• The Merchandise Coordinator shall be responsible for procurement, sale and distribution of all WYHA Merchandise such as clothing, hats, etc.
• The Merchandise Coordinator works closely with the Director of Finance.

Assistant Secretary
• The Assistant Secretary shall report directly to the Secretary.
• Must attend all Board Meetings and be prepared to assist with minutes.

• Responsible of coordinating annual player and team photographs for the organization.
• Perform additional duties as may be assigned by the President and Secretary.

Registrar
• The Registrar shall report directly to the Secretary.
• Plan and announce player registration including coordinating online registration process with web master and Director of Communications.
• Maintain proper and timely registration of all players with USA Hockey, MASS Hockey, and WYHA.

• Plan, coordinate, and hold check-ins at defined points throughout the season in conjunction with registration dates to ensure all players are properly registered and accounted for.
• Obtain and file all necessary forms for any team choosing to attend a tournament.
• Provide Secretary with WYHA Roster and USA hockey Roster for all teams and a copy of all necessary and applicable registration materials such as: player’s birth certificate, USA Hockey Consent to Treat and Medical History, USA Hockey Waiver of Liability, and Zero Tolerance Form.
• Works closely with the Secretary and Assistant Secretary.

USA Representative
• The USA Hockey Representative shall report directly to the Secretary.
• He/She shall be responsible for representing the interests of WYHA at all USA Hockey Meetings.
• He/She shall be responsible for all USA Hockey Registrations, including player, coach and team rosters.
• The USA Hockey Representative shall coordinate the retrieval and submission of all CORI forms per USA Hockey Guidelines.
• He/She shall also confirm that WYHA Coaches and Assistant Coaches have achieved the appropriate coaching certification.
• He/She shall be responsible for enforcing USA Hockey Policies and procedures as it relates to WHYA.

Web Master
• The Webmaster shall report directly to the Director of Communications.
• He/She shall be responsible for designing, developing, marketing and maintaining the WYHA web site and electronic communications.
• The Webmaster shall also implement appropriate security in regard to all electronic mediums sponsored by the WYHA.

• Responsible for maintaining the spelling, grammar and continuity of the WYHA web site.
• Provide other board members with access to the web site for updating incase of the web masters absence.
• Works very closely with the Public Relations Representatives.

Public Relations
• Shall report directly to the Director of Communications.
• Work with Team Rep Coordinator, Team Reps and Webmaster to promote communication.
• Report on the individual team related events and accomplishments.
• Coordinate regular communications.

• Perform additional duties as may be assigned by the Executive Board.

Team Representative Coordinator
• The Team Rep Coordinator shall report directly to the Director of Communication.
• Create Team Rep job descriptions to hand out to all team members at the beginning of the season.
• Compile a list of all team reps from the association and coordinate an information meeting in September to explain their responsibilities.
• Each team rep should receive a copy of the WYHA Bylaws and any other forms deemed necessary to complete their job.
• The Team Rep Coordinator shall be the main point of contact for all team representatives.

GSL Representative
• The GSL Representative shall report directly to the Director of Communications.
• He/She shall be responsible for representing the interests of WYHA at all GSL meetings.
• He/She shall be responsible for reporting all news related to the GSL to the Executive Board of Directors in an effective manner.
• He/She shall be responsible for enforcing GSL Policies and procedures as it relates to WHYA.