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 Camlachie Athletic Association
Job Descriptions
2018 - 2019
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President
· 2 year term (even year)
· The President shall provide leadership for the Executive and Board of Directors.
· Preside at all meetings of the Executive, Board of Directors and the Association.
· The President will be the main contact person for the Town of Plympton-Wyoming and will attend all meetings as such.
· Has signing Authority on behalf of the Association
· Assists in Conflict Resolution
· Votes only in a tiebreaker situation.
· Hold a valid Police Check.
Past President
· Provided He/She has not resigned as President or been removed from office, shall remain a Director for the
year following
· Perform such other duties from time to time prescribed by the Board, the Executive Committee, and the President
· Be a Voting Member
· Hold a valid Police Check.
1st Vice President
· 2 year term (even year)
· The 1st VP will attend with the President all Town of Plympton-Wyoming meetings with the President
· Facilitate Meetings in President absence
· Has signing Authority on behalf of the Association
· Provide Leadership to the Boards Operational Directors
· Report directly to the Board of Directors
· Be a Voting Member
· Hold a valid Police Check.
2nd Vice President
· 2 year term (odd year)
· Fulfill jobs in Absence of 1st Vice/President
· Report directly to the Board of Directors.
· Oversee Tasks that are assigned
· Be a Voting Member
· Hold a valid Police Check.
Secretary
· 2 year term (even year)
· Issue notices of meetings of the Executive, Board of Directors and the Association.
· Keep minutes of all meetings and forward to Board of Directors.
· Conduct all correspondence of the Association.
· Work with the Treasurer to complete registration and umpire payroll
· Direct all questions and inquiries from coaches, parents and public to the correct CAA committee.
· Ensure all required personnel have valid Police Checks and provide paperwork to complete their checks.
· In the absence of the Secretary, the Executive shall appoint a person to act as Secretary at the meeting.
· Work with Parent Reps to ensure fundraising and all paperwork for events is forwarded to parents
· Report directly to the Board of Directors.
· Be a Voting Member
· Hold a valid Police Check.
Treasurer
· 2 year term (odd year)
· Receive in the name of the Association, all funds which shall then be deposited into a financial institution approved
by the Executive.
· Keep records of all money received and disbursed by the Association and correspond with all banking.
· Complete and keep updated paperwork required for all banking and not for profit status.
· Report all financial figures to the Executive, Board of Directors and Association as required. Prepare a report for
the annual AGM meeting of the Association.
· Pay all accounts owned by the Association by cheque. The Treasurer shall have the power to sign cheques that
must be co-signed by President/Vice President
· Liaison with all banking officials.
· Organize and fulfil all required paperwork for Lottery Licenses with the Town of Plympton-Wyoming.
· Report directly to the Board of Directors.
· Be a Voting Member
· Hold a valid Police Check.
Directors (6)
· 2 year term (3 positions odd year/3 positions even year)
· Each Director shall attend all Board Meetings and special meetings, should the President or Secretary call them.
· Any Member, who fails to attend two (2) consecutive meetings of the Board, will be notified in writing. After failing
to attend three (3) consecutive meetings of the Board, the attendance will be reviewed by the Board and the Member
could be asked to resign from the Board
· Sit on an Association Committee
· Report directly to the Board of Directors
· Be a Voting Member
· Hold a valid Police Check SUB-COMMITTEES
Canteen Coordinator
· Oversee the operation of the canteen by purchasing goods for resale. Report to the Treasurer for reimbursements
for expenses
· Report all sales and hand in all monies to the Treasurer
· Schedule all parent volunteers for volunteer hours in the canteen and ensure all hours are completed.
· Arrange and organize yearly inspections for fire suppression system and the health unit to obtain a green certificate.
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Clothing/Cougar Wear Committee
· Research and bring designs/pricing to the Board for approval
· Work with the Uniform Coordinator for new uniform purchases
· Organize and sell Cougar Wear to parents and players.
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Coach Committee
· Coordinate with the Secretary to ensure all Coaches have a valid Police Check
· Ensure all Coaches realize the Coach requirements and help them obtain all coach courses required.
· Assess all coach applications and select coaching staff for each team. Present committee’s recommendations
to the Board
· Contact all chosen coaches for the season and notify those who have not been chosen to coach after teams
have been established
· Host the Coach Meeting in April and be the contact for all coach questions
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Equipment Coordinator
· Organize and inventory all equipment for teams.
· Ensure all equipment has been cleaned and is safe and facilitate equipment repairs as required
· Prepare a budget for new equipment and have purchases approved by the Board of Directors
· Work with the Treasurer for all purchasing required
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Grievance Committee
· Review all complaints and inquires within a timely manner
· Handle resolutions that pertain to the conflict and report directly to the Board of Directors.
· Record and document all complaints and forward to the President and Secretary for Association records.
· All committee members must hold a valid Police Check
Maintenance Committee
· Maintain diamonds and facilities
· Hire and train Float/Lime Person. Prepare F&L schedule and ensure all game changes are forwarded
· Ensure facility is kept clean and professional.
· Complete all maintenance jobs that come up and if needed work with the Township to complete repairs
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
OBA Committee
· Be the main line of communication between the Board and each OBA team
· Oversee the OBA try out process and attend the try outs
· Take requests from each OBA team to the Board
· Ensure that the WCBA meetings are attended
· Communicate information from WCBA and OBA to teams
· Be available to discuss any problems and seek solutions before going to the Board level
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Parent Reps
· Be the main line of communication between the team and the Secretary; the assigned Team Board Member;
and the Uniform Coordinator
· Work with the Head Coach to organize people needed to complete the Emergency Action Plan (EAP) at the
beginning of the season. In the event of an accident implement the plan. Assign another Parent to be in charge
should the Parent Rep be away
· Input all game scores and use the team section on the website to communicate with parents
· Hand out and collect all fundraising forms and collect money. Hand all funds/forms and required paperwork
to the Secretary
· Forward all information from the Secretary to the Parents
· Report directly to the Secretary or Team Board Member
Rental Coordinator
· Organize all inquiries from the website and book diamonds.
· Work with Treasurer for all payments required.
· Coordinate bookings with Maintenance and Float & Lime Staff
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Sponsorship Committee
· Solicit sponsors for uniforms, equipment and park projects
· Work with the respective committees to complete all sponsorship work
· Team up with committees to create sponsor levels for various items – equipment, uniforms, sponsor board
· Report directly to the Board of Directors for approval of all sponsorship packages
· All committee members must hold a valid Police Check
Tournament Committee
· Work with the Rental Coordinator to book all tournaments
· Coordinate all tournaments with Umpire Coordinator, Canteen Coordinator and Float & Lime staff
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Umpire Coordinator
· Recruit returning and new umpires for the season and ensure all qualifications are met
· Organize an Umpire Clinic should CAA host
· Schedule all games and coordinate with coaches, diamond scheduler and float & lime staff
· Work with Tournament Committee to provide umps for all in-house tournaments
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Uniform Coordinator
· Inventory all uniforms and keep records for each player
· Organize and prepare uniforms for the season
· Present to the Board a list of uniform components that need to be ordered
· Host a Uniform Pick Up Day for all players and coaches
· Report directly to the Board of Directors
· All committee members must hold a valid Police Check
Website Coordinator
· Prepare and update main website as needed
· Work with website company to keep updated on website options for use and ensure charges are correct
and payment is completed with the Treasurer.
· Input all ball schedules, Rentals, Events, Cancellations
· Update Face book page as needed.
· Ensure Wi-Fi owned by CAA is working and available for Board use
· Host an information meeting for all Coaches and Parent Reps to ensure all know how to use their team
space on the website
· Update & book open field time with Coaches
Report directly to the Board of Directors
· All committee members must hold a valid Police Check