SouthEast Crush Operation Guide
OPERATION & MANAGEMENT BY THE BOARD/BOARD APPOINTEES
A. The Board collectively oversees the operational areas necessary to year-round functioning of the organization. Board members in charge of an operational area, either elective or appointive, retain primary accountability for the management and detailed implementation of their assigned responsibilities.
B. Duties and responsibilities of the Board members are as follows:
1. President: The President is responsible for ensuring that the Board of Directors and its members: are aware of and fulfill their governance responsibilities; comply with applicable laws and bylaws; conduct board business effectively and efficiently; are accountable for their performance. In order to fulfill these responsibilities, and subject to the organization's bylaws, the President presides over meetings, proposes policies and practices, sits on various committees, monitors the performance of Directors and Officers, submits various reports to the board, to funders, and to other "stakeholders"; proposes the creation of committees; appoints members to such committees; and performs other duties as the need arises and/or as defined in the bylaws. The President may delegate specific duties to the Executive Director, Board members and/or committees as appropriate; however, the accountability for them remains with the President. The President ensures that an agenda is planned for board meetings. This may involve periodic meetings with committee chairpersons and the Executive Director to draft annual and meeting agendas and reporting schedules. The President is normally designated by the Board of Directors and/or bylaws as one of the signing officers for certain documents. In this capacity, the President may be authorized or required to sign or countersign cheques, correspondence, applications, reports, contracts or other documents on behalf of organization.
2. Vice President:
a. Discharge the duties of the President in the event of the President’s absence or inability to complete his/her term of office
b. Assist the President in discharging the duties of his/her office
c. Serve as alternative League Representative
d. Work with the President to monitor and communicate any conference rule changes to those positions that are impacted by these changes.
e. Coordinate any revisions or amendments to the Bylaws and Submit By-Law changes at the Annual General Meeting.
f. Maintain current and updated rules and Bylaws
g. Maintain Insurance program file
h. Apprise the Board of any conflict of rulings, legal or otherwise
i. Serve as liaison between Board and specific committees as needed throughout the year (i.e., Requests for Fee Waivers/Financial Assistance, Scholar Athlete Program, Fundraising, Special Events/Homecoming, etc.)
3. Secretary:
a. File corporate Bylaws information with governmental agencies as required
b. Maintain accurate minutes of board meetings (both monthly and special)
c. Notify board members of meetings
d. Monitor and forward incoming mail, email and voicemail communications from public
e. File field use permits and maintain all organizational contracts.
f. Maintain record of procedures, contacts, suppliers, etc. for future reference
g. Maintains updated rosters of all participants in program
h. Maintains player and coaches contracts, sign-up sheets, medical release forms, physicals, birth certificates and player ID cards
i. Maintain certification binders with updated game day rosters
j. Organize and runs registration day/process
k. Coordinates annual election process for Board of Directors
4. Treasurer
a. Prepare annual financial statement
b. Prepare monthly financial statements
c. Prepare annual budget with the Board of Directors
d. Establish accounts receivable and accounts payable procedures and inform the Board of the accounting method utilized
e. Maintain bank account with authorized signatures
f. Process accounts payable
g. Process accounts receivable
h. Prepare and file all necessary financial reports
i. Secure CPA and assist in preparing tax returns
j. Maintain record of procedures, contacts, suppliers, etc. for future reference
5. Business Manager:
a. With Board/Head Coach approval appoints team parents
b. Establishes record keeping system for collection of fees and distribution of materials
c. Assists Secretary in maintaining updated rosters of all participants in program
d. Assists Secretary in maintaining player and coaches contracts, sign-up sheets, medical release forms, physicals, birth certificates and player ID cards
e. Assists Secretary in maintaining certification binders with updated game day rosters
f. Assists Secretary in maintaining all necessary records/paperwork and works with the Secretary and Treasurer to submit paperwork and payment to the League.
g. Establishes process for granting participation scholarship or discounts.
6. Football Equipment Director:
a. Submits equipment purchase recommendations to the Board for approval
b. Prepares annual inventory with shortage noted
c. Arranges annual repair/replacement as required (budget item)
d. Establishes method of issuance and return of issued equipment
e. Prepares head coach bags
f. Work with Coach Director to order and maintain as directed by budget all medical supplies needed for all teams as well as field medical kit for all home games
g. Maintains master roster of all equipment issued, returned and keep current throughout tryouts and final cuts
h. Establishes organized ownership by marking all equipment with “Property of CP KINGS Football
i. Coordinates conveyance of practice dummies and other equipment as needed with each coach.
j. Maintain record of procedures, contacts, suppliers, etc. for future reference
7. Concessions Director:
a. Prepares itemized budget for Board approval
b. Maintains inventory list of snack shack equipment and consumables
c. Sets snack shack menu and prices
d. Manages snack shack operation on game day and events
e. Makes all purchases for the snack shack
f. Submits all receipts and proceeds to Treasurer with a profit and loss statement
g. Maintain record of procedures, contacts, suppliers, etc. for future reference
8. Coach Director:
a. Solicit for new coaches
b. Select coaches for Board approval. For the Board to approve there must be a 2/3 majority of those present.
c. Conduct liaison between the Board and the coaches regarding rules, philosophy, policy of the organization and dissemination of information
d. Responsible for coach compliance with league rules
e. Responsible for making arrangements and ensuring all coaches are CPR/1st Aide certified
f. Work with Equipment Director to order and maintain, as directed by budget, all medical supplies needed for all teams as well as field medical kit for all home games
g. Maintain record of procedures, contacts, suppliers, etc. for future reference
9. Website/Marketing Director:
a. Maintain master map file for all away games
b. Maintain Organization history and records
c. Conduct league and business correspondence, coordinate production of game day programs
d. Coordinate the dissemination of information to membership (parents)
e. Monitor website to ensure information is current and accurate.
11. Field/Game Day Director:
a. Arrange for medical assistance at all home games in accordance with league rules
b. Line field for home games scheduled on practice field
c. Locate facility custodian
d. Coordinates set up and cleanup of home games
e. Maintains field during practice and at all home games
f. Maintains game day equipment such as scoreboard, field markers, etc.
g. Liaison with school administration for scheduling of events
h. Work with Executive Committee and school administration to schedule, plan and conduct summer clinic.
i. Maintain record of procedures, contacts, suppliers, etc. for future reference