ERYHA Board Roles and Responsibilities
Elk River Youth Hockey Association
Board Member Roles and Responsibilities
Updated 8/22/17
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Table of Contents Table of Contents
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Board Member Roles and Responsibilities
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1. Baseline Board Member Responsibilities
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2. President Role
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3. Vice President Role
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4. Travel Level Director Role
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5. Mite Level Director Role
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6. Treasurer
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7. Secretary
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8. Registration Director
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9. Fundraising Director
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10. Rostering Coordinator
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11. Volunteer Coordinator
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12. Equipment Coordinator
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13. Equipment Coordinator Assistant
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14. Practice Ice Scheduler
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15. District Game Ice Scheduler
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16. Referee Coordinator
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17. Tournament Coordinator
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18. Goalie Coordinator
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19. Learn-To-Skate/Learn-To-Play Coordinator
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20. Arena Commission Representative
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21. Golf Tournament Coordinator
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22. Golf Tournament Coordinator Assistant
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23. Gambling Coordinator (Paid Position)
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24. S.K.A.T.E. Banquet Coordinators (2 positions)
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Updated 8/22/17
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25. S.K.A.T.E. Banquet Coordinator Assistants (2 positions)
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26. Fitness and Dryland Coordinator
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Board Member Roles and Responsibilities For the proper functioning of Elk River Youth Hockey operations, it is important that board members know their role and own their role. It is also important that board members understand that in many cases, role ownership can be shared with other board members, but that the ERYHA board and ERYHA members overall expect board members are fulfilling their roles and responsibilities in order for normal hockey operations to occur and also in order for board members to maintain their position on the ERYHA board.
1. Baseline Board Member Responsibilities 1 General Board Member Participation ● ● ● ● ● ●
Manage the affairs of ERYHA Attend all board meetings Serve on assigned committees Assist other board members as needed Be familiar with and ensure adherence to District 10, Minnesota Hockey and USA Hockey handbooks. Be available by email or by phone to respond to questions from members about any specifics relating to the ERYHA board role in which you serve
2. President Role Voting: Tie-break vote only Elected: Odd Years Exemptions: Volunteering, Fundraising & Gambling Attends Board Meeting: Yes
2.1 General Association Oversight ● ● ● ● ●
Oversee and monitor overall board functions and hockey functions, including registration, fundraising, gambling, coach selection, and tryout and team selection. Review and sign all contracts, documents and checks for ERYHA. Oversee, assist and respond to level directors, board members and association members. Attend and serve as chairman at all board meetings, assign and oversee committees. Work with and oversee the level directors to ensure that projects are completed, duties are done and the integrity of the program is maintained Updated 8/22/17
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Assist with annual association budget, set fees and costs, and ensure adherence to this budget. Assist treasurer and registration with fee payments and ensure that all bills are paid in full Approve normal business expenses or mid meeting expenses prior to payment or reimbursement from Treasurer
2.2 Manage Ice Purchases ● ●
Establish and maintain communication with arena manager and secure ice time from arena. Attend and communicate with District and Minnesota Hockey meetings as scheduled and maintain communication with District 10 Director.
2.3 Manage Appointments and Committees ● ●
Appoint and oversee appointed positions on the board, including and not limited to Gambling Manager, Ice Scheduler, Volunteer Coordinator, Tournament Coordinator, Equipment Manager, Referee Coordinator and Arena Commission Representatives. Ensure adherence to the Policy and Procedure Manual and oversee updates and changes to this manual.
2.4 Manage Concerns, Complaints, and Disputes ●
Oversee and assist in the resolving of all disputes, concerns and complaints from coaches, parents and players.
2.5 Manage ERYHA Scholarships and Awards ● ●
Oversee and help select the candidate for Hardship Scholarship fund Oversee and help select the Twaddle and McLaughlin award winners
2.6 USA Hockey Affiliation Main Contact ● ● ●
Act as the main contact person from the board to the Association membership to groups outside the association Serve as main contact for USA Hockey affiliate program contact including contact for Minnesota Hockey and District 10 Attend regularly scheduled District 10 president’s meeting and communicated outcomes to the board
2.7 Coach Selection Oversight ● ●
Assist the Mite Level Director in recruiting and securing coaches for the Mite program Assist the level directors in the interviewing of coaches, the selection of coaches and the submitting of these choices to the board for approval in attempt to get all "A" team coaches in place prior to the start of tryouts.
Updated 8/22/17
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2.8 Role Reporting Requirements ●
As-applicable: Share any key information from the District 10 President’s meeting
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As-applicable: Review the Monthly ERYHA Activity Schedule
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As-applicable: Provide updates on any Ice Purchases
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As-applicable: Provide updates on awards/scholarships
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As-applicable: Communicate a high-level summary of any outstanding concerns, active grievances, complaints issues complaints from coaches, parents and players.
3. Vice President Role Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
3.1 Assist President ● ●
Assist the President and act on his/her behalf when necessary, including the signing of documents and checks. Approval of normal business expenses or mid meeting expenses prior to payment or reimbursement from Treasurer
3.2 Manage Concerns, Complaints and Disputes ●
Assist in the resolution of all disputes, concerns and complaints from coaches, parents and players.
3.3 Coaching Education Program (CEP) Oversight ● ● ● ● ●
Actively recruit coaches Manage ERYHA's involvement in the Minnesota Hockey's Hockey Education Program (HEP) and facilitate and monitor the programs created with HEP. Provide coaches and staff with Coaching Education Program (CEP) information, and ensure that all coaches obtain and maintain the necessary levels of certification. Coordinate all ERYHA player development clinics, updating lesson plans, scheduling, organizing staff and operations and taking or assigning leadership of these clinics. Assist hockey operations and maintain continuity between ERYHA and the Elk River High School Hockey Programs.
3.4 Manage Policies and Procedures Administration ● ●
Maintain ERYHA Policy and Procedure Manual making necessary updates and changes as directed. Maintain edits/updates in the Policies and Procedures Document (Handbook) and Code of Conduct documents Updated 8/22/17
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Notify the general membership of the policy and procedure for coaches to apply and oversee this process Manages communication associated to any ERYHA Policy and Procedure manual in-season changes
3.5 Manage Coaching Resources ● ● ● ● ● ●
Maintain Coaching section on the ERYHA website Coordinate the association's use of any and all Coaching Aids Develop additional training seminars for coaches before, during and after the season, encouraging the use of the high school coaching staffs in this training. Create and configure NGIN online Coach Signup registration Recruit non-parent coaches where needed within the programs and levels, manage non-parent coach recruitment on behalf of Elk River Youth Hockey Provide President, Vice President, and Level Directors with registered coaches prior to tryouts
3.6 Coach Selection Oversight ● ●
Assist the Mite Level Director in recruiting and securing coaches for the Mite program Assist the level directors in the interviewing of coaches, the selection of coaches and the submitting of these choices to the board for approval in attempt to get all "A" team coaches in place prior to the start of tryouts.
3.7 Level Director Assistance ● ●
Assist level directors Assist in the resolving of all disputes, concerns and complaints from coaches, parents and players.
3.8 Manage Program Surveys and Evaluations ● ● ●
Oversee the process of distributing, collecting and reviewing the annual end of season member survey. Oversee the process of distributing, collecting and reviewing the end of season coaching survey. Distribute, collect and review coach's evaluation forms using this information to improve the coaching staff
3.9 Assist with ERYHA Awards and Scholarships ●
Assist President with oversight and help select the Twaddle and McLaughlin award winners
3.10 Manage Move Up Process ●
Present any and all Move Up Requests to Board as submitted on the ERYHA website
3.11 Role Reporting Requirements ●
As-applicable: Provide update on any active summer program activity Updated 8/22/17
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As-applicable: Communicate a high-level summary of any outstanding concerns, active grievances, complaints issues complaints from coaches, parents and players. As-applicable: Present Annual Report to ERYHA board
4. Travel Level Director Role Voting: Yes PeeWee, Bantam, Jr Gold Elected: Even Years Squirt and Girls Elected: Odd Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
4.1 Competition Level Oversight ● ●
Oversee all hockey operations for the competition level Be available to assist players, parents and coaches and respond to problems, concerns and/or complaints.
4.2 Pre-Season Planning ●
Prepare, plan and review procedures for the season, obtaining estimated players numbers and planning based on these numbers.
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Secure and register tournaments for teams and secure ice time for teams and tryouts, working with the Ice Scheduler and then ensuring that players or teams get schedules for assigned ice times. Analyze registration numbers and determine teams and playing levels based on these numbers and any additional information and then prepare team declarations for District 10. Assist the VP with advertising for and recruiting coaches, interviewing coaches and selecting coaches.
4.3 Tryout & Team Formation ● ● ● ● ● ●
Review and participate in tryout procedure updates Assist in helping communicate initial team declarations and manage member expectations Set up pre-tryout conditioning clinics and assist the Equipment Manager in ordering and pre-tryout conditioning and/or tryout supplies. Organize and facilitate tryouts, schedule evaluators and volunteers and schedule drills and scrimmages for these tryouts. Adjust team declarations based on tryout data and results Participate in tryouts & evaluations and help assign coaches to teams
4.4 In-Season Program Oversight ●
Assist the Rostering Coordinator in securing USA Hockey pre-requisite documentation and information ensuring that all coaches have met all Rostering Requirements (Player Birth Certificates, Updated 8/22/17
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Consent to Treat Forms. General oversight of teams ensuring they are being managed effectively, volunteer roles (coaches & managers) have what they need. Act as the initial escalation point for the resolution of disputes, concerns and complaints from coaches, parents and players.
4.5 End-of-Season Program Oversight ● ●
Ensure any end-of-season assessments are performed (HEP) Assist the Equipment Manager with the sign out of equipment, the gathering of deposits and the returning of this equipment.
4.6 Role Reporting Requirements ●
As-applicable: Provide Update on any ongoing program issues or member complaints
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As-applicable: Communicate periodic in-season updates of team results (W-L records, program developments)
5. Mite Level Director Role Voting: Yes Elected: Odd Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
5.1 Registration, Rostering & Pre-Season Planning ●
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Assist the Registration Director and Rostering Coordinator with obtaining all paperwork related to meeting necessary District 10 rostering deadlines. Assist the Rostering Coordinator in ensuring that all coaches have appropriate CEP certification Oversee assistant mite director role(s) Be available for pre-season on-ice sessions and coordinate parent instructors for on-ice pre-season conditioning sessions Assist the Equipment Manager in ordering supplies and/or training aids for the Mite program
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Ensure any on-ice parent instructor has submitted his/her USA Hockey Consent-to-Treat form
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Analyze player registration data, determine and declare team competition levels Promote youth hockey in the ERYHA community and be diligent in finding new ways to recruit players and get them registered.
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5.2 Mite Assessment and Team Formation ●
Organize and facilitate HEP/tryout assessments
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Schedule non-mite volunteer timekeepers, scorers and skill evaluators for evaluations Updated 8/22/17
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Schedule and coordinate HEP drills and scrimmages used for player assessments
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Ensure HEP assessment scores from on-ice evaluators and are delivered to President, Vice-President and/or Secretary
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Work with the President and Vice President to assign coaches to teams
5.3 In-Season Program Oversight ● ● ● ● ●
Oversee and manage the overall operations of the Mite program ensuring that all coaches, managers, players and parents adhere to the policy and procedures of ERYHA, District 10 and Minnesota Hockey. Provide coaches and instructors with practice plans and assist them as needed Oversee the coach's sign up process and select coaches, assistants and helpers for teams Monitor the groups and teams throughout the season, providing assistance when needed, and responding to questions, concerns and problems. Conduct parent meetings, explaining the overall hockey operations, answering questions and laying out the rules and procedures.
5.4 Manage End-of-Season Mite/U8 Jamboree ●
Plan, staff and oversee the running of the end of the season jamboree ● Coordinate the Mite Jamboree with mandatory participation for all Mite/U8 teams ● Put together volunteer needs that are required to run the Mite jamboree ● Oversee the selection and ordering of T-shirts and awards for the end of the season jamboree
5.5 End-of-Season Program Oversight ● ●
Ensure End-of-Season HEP Assessments are performed Assist the Equipment Manager with the sign out of equipment, the gathering of deposits and the returning of loaned association equipment.
5.6 Role Reporting Requirements ●
As-applicable: Provide Update on any ongoing program issues or member complaints
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As-applicable: Communicate periodic in-season updates of team results (W-L records, program developments)
6. Treasurer Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
Updated 8/22/17
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6.1 Financial Administration ● ● ● ● ● ● ●
Monitor PO Box and arena mailbox for bills and invoices. Work with all board members to process all fees and checks. Make all necessary deposits and transfers involving ERYHA accounts. Assist other board members in ensuring that all outstanding bills are paid. Set up and oversee payment plans as authorized by the board Collects any and all Works with collections agencies to submit
6.2 Association Financial Oversight ● ● ● ● ● ● ● ● ● ●
Oversee Association finances and maintain financial records. Work closely with accounting firm and present monthly reports to the board Process all invoices and pay bills, taxes and employees, including, but not limited to payroll taxes, ice fees, insurance policies, licenses and license fees, Gambling Director and association purchases. Submit Non Profit status due every year 12/31 Maintain communication with IRS and the State of Minnesota as needed. Ensure that reconciliation reports are sent to accountant for monthly reconciliation of General and Money Market accounts. Ensure and track payments for tournaments ERYHA hosts Work with accountant to ensure that all the needed information on paid persons is obtained and processed to generate IRS 1099's when required Obtain authorization if necessary of President or Vice President on outgoing payments, invoice payments and/or documents Assist the President with the budget setting process
6.3 Assist with Awards & Scholarships ● ●
Assist with the selection of candidate for Hardship Scholarship fund Assist with the selection of Twaddle and McLaughlin award winners
6.4 Role Reporting Requirements ●
As-applicable: Communicate Board to any unpredicted expenses or new year-over-year expenses
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Monthly Report: Check of General Fund checking account is performed and communicated to the ERYHA board
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Monthly Report: Report monthly spending and budget update
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Annual Report: Provide registration summary to President, Vice President and Secretary for compilation in Annual Report membership report
Updated 8/22/17
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7. Secretary Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
7.1 General Administration ● ● ● ● ● ●
Manage and maintain ERYHA meeting minutes and ongoing documents as necessary Communication via web & email to membership as needed by board members & our authorized solicitors (city of ER, ERHS, sponsors) Manage and maintain ERYHA office area and supplies Coordinate Office Depot Net30 Acct, report invoices to Treasurer for payment Coordinate Twaddle & McLaughlin applications/distribution & return to President for decision making, coordinate trophies & work with Ice Arena & ERHS Hockey teams to present award Website Webmaster Role ● Posts important communications to website ● Ongoing creation of registrations as needed for ERYHA ● Maintain Home Page, Teams and Resources sections on the ERYHA website
7.2 Manage Tryout Administration ●
Secures board member work area spaces, coordinates with arena
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Creates jersey number sheet and coordinates with Volunteer and Equipment Coordinators to assist with jersey assignment
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Prepares skater evaluation scoresheets and evaluator binders
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Manages player bench sheets and helps coordinate volunteer assignments
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Manages tryout score recordkeeping (electronic transcription)
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Posts final tryout pool players selections and team selections
7.3 Manage Team Picture Night ● ●
Organize and manage the process for all team pictures upon completion of tryouts. Coordinate the board’s selection of a photographer and/or renewal of the photographer’s contract renewal
7.4 Association-wide Communication, Website Administration and Social Media ●
Manages website security rights
Updated 8/22/17
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Manages All Member Communications Manages Social Media communication via website, Facebook, Twitter
7.5 Manage Board Meeting Logistics ● ● ● ●
Work with President to prepare monthly board meeting agenda Document and type general and gambling board minutes, copy minutes to President for review, copy board members with minutes, provide website with minutes for association review and maintain past and present board minutes. Maintain record of keys for ERYHA office located at the Elk River Arena Reserve meeting space for monthly board meetings and schedule and reserve space and classrooms as needed
7.6 Manage Tournament Administration ●
Assists Treasurer in securing and managing payments for tournaments identified by level directors
8. Registration Director Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
8.1 Manage Player Online Registration ● ● ● ● ● ● ● ● ● ● ● ● ●
Schedule registration dates and provide board members with these dates by the May meeting. Maintain Registration section on the ERYHA website Create and configure NGIN online player registration in time for the for the May Meeting Maintain registration section on the ERYHA website Provide President, Vice President, and Level Directors with registered players and goalies at each level prior to tryouts Assist other board members with duties as they apply to the overall player registration process. Ensure compliance with NGIN player registration payment plans and send out reminders to families with delinquent accounts Track unpaid balances for board reporting In coordination with Rostering Coordinator, load all team rosters in website Communicate Ice Fee signup process and ensure member signup compliance Create and configure Team payments for the October Meeting Ensure compliance with Team fee registration payment plans and send out reminders to families with delinquent accounts Ensure President, Vice-President, Secretary, Treasurer, Fundraising, Volunteer and Equipment Updated 8/22/17
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Coordinators have necessary access to annual ERYHA Player Registration with in sportsengine with list and names of all registered players.
8.2 Assist with Annual Budget ● ●
Assist with the annual budget setting process Presents registration projections based on prior-season information
8.3 Assist with Awards & Scholarships ●
Assist with the selection of candidate for Hardship Scholarship fund
8.4 Facilitate Travel Team Managers Meeting ● ● ● ● ● ●
Oversee and manage the annual travel team manager’s meeting with the Rostering Coordinator Coordinate with Secretary to secure meeting spaces Coordinate with Secretary to print and present the ERYHA Manager’s Guide Coordinate with Rostering Coordinator to deliver roster books to managers Coordinate with Equipment Director to turnover team equipment bags Coordinate with Fundraising Coordinator to present any Personal or Team Fundraising opportunities to ream managers
8.5 Monthly Reporting Requirements ●
As-applicable: Any registration due dates/deadlines
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As-applicable: Communicate a high-level summary of any outstanding of overdue or unpaid bills/accounts (numbers, no names)
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Annual Report: Provide registration summary to President, Vice President and Secretary for compilation in Annual Report membership report
9. Fundraising Director Voting: Yes Elected: Odd Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
9.1 General Fundraising ●
Oversee and manage the association's fund-raising activities Updated 8/22/17
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Maintain Fundraising section on the ERYHA website Attend all registration dates and assist in the registration process Seek out and obtain team sponsors to offset the costs for all association teams Seek out and obtain sponsors to offset the costs for all association members Ensure fundraising and buyout information is up-to-date and correct in annual player registration
9.2 Manage Annual Mandatory Fundraiser ● ● ●
Organize and facilitate the mandatory fund-raiser (calendar raffle) for ERYHA and oversee this process Create and oversee profitable fund-raisers to help offset the costs of hockey for individual families Seek out, support and facilitate the use of national youth hockey sponsors as listed by Minnesota Hockey and USA Hockey
9.3 Manage Personal Fundraiser ● ●
Organize and facilitate personal fund-raiser for ERYHA members and oversee this process Coordinate with Registrar to present personal fundraising options to team managers at annual travel team managers meeting
9.4 Manage ERYHA Program Marketing ● ● ●
Advertise hockey registration including, but not limited to emails to ERYHA members, ads in papers and announcements on the website. Promote youth hockey in the ERYHA community and be diligent in finding new ways to recruit players and get them registered. Provide lists or our membership data to partner programs such as Boys and Girls High School Hockey Programs, Blue Line Club and City of Elk River to help market local programs of value to our members
9.5 Monthly Reporting Requirements ●
As-applicable: Any fundraising due dates/deadlines
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As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollected fundraising accounts (numbers, no names)
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Annual Report: Provide registration summary to President, Vice President and Secretary for compilation in Annual Report membership report
10. Rostering Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Updated 8/22/17
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Attends Board Meeting: Yes
10.1 Manage District Rostering Meetings ● ● ● ● ● ● ● ● ● ● ● ●
Oversee the player registration process ensuring that all necessary forms and documentation are collected and completed Obtain team declarations from Level Directors Ensure Player and Coach USA Hockey Consent to Treat Forms are completed and collected from every player Ensure SafeSport Training Requirements have been met for every rostered adult on a team (coaches & team manager) Provide Elk River Arena staff with team coach/manager contact information Provide District 10 staff with the required team and coach contact information Ensure that all coaches and managers attend the Mandatory District 10 meeting Ensure Proof of Age Verification (Birth Certificates) has been submitted and collected where needed Ensure President, Vice President, Secretary, Treasurer, Fundraising, Volunteer and Equipment Coordinators have access to a master list of all players, coaches and managers, list of all players by level and a copy of all team rosters Ensure Level Directors have access to a list of all players, managers and coaches at their designated levels and a copy of all team rosters as the designated levels Provide District 10 with any required information by posted deadlines. Communicate any redlined individuals (Coaches, Assistants, Managers) to President and Vice President
10.2 Manage Travel Team Preparation & Rostering Meeting (November) ● ● ● ●
Prepare/Plan for any possible upper level team early rostering needs Ensure collection of all Travel Team Fees have taken place – any team with missing team fee registrations should not be rostered Prepare for District Travel Team Rostering Meeting Attend mandatory Roster Sign off meetings to get all travel team rosters signed by D10 – See D10 Activity Schedule for date
10.2 Manage Mite/U8/Jr Gold Travel Team Preparation & Rostering Meeting (December) ● ● ●
Prepare for District Mite/U8/Jr Gold Rostering Meeting Ensure collection of all Mite/U8 Team Fees – any team with missing team fee registrations should not be rostered Attend mandatory Roster Sign off meetings to get all Mite/U8/Jr Gold rosters signed by D10 – See D10 Activity Schedule for date
10.3 Monthly Reporting Requirements ●
As-applicable: Any rostering due dates/deadlines Updated 8/22/17
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As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollected rostering information accounts (numbers, no names)
11. Volunteer Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
11.1 Manage ERYHA Volunteering Planning ● ● ● ●
Manage the ERYHA volunteer contract Plan and work with board members to put together the annual volunteering hour estimate which projects the number of hours needed for special events, tournaments and other volunteering functions Ensure there will be enough volunteering opportunities available for families Ensure volunteering and buyout information is up-to-date and correct in annual player registration
11.2 Manage ERYHA Volunteering Activities ● ● ● ● ● ● ●
Obtain a list of all parents and players from the Rostering Coordinator Keep record of all volunteer hours needed during the season to report to ERYHA board while maintaining record of all volunteer hours worked during the season. DIBS (in coordination with Secretary, set up volunteer page) Keep track of all deposit checks collected during registration in order to match hours worked at the end of the season for deposit. Be available be email or by phone to answer any questions from ERYHA members Coordinate volunteer times for tryouts, tournaments and district playoffs for the association. Work with level directors, Fundraising, Equipment Manager, Registration and Secretary to get opportunities for volunteer times needed.
11.3 Monthly Reporting Requirements ●
As-applicable: Communicate a high-level progress summary volunteering hours (families complete, hours still outstanding, etc.) (numbers, no names)
12. Equipment Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Updated 8/22/17
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Attends Board Meeting: Yes
12.1 Manage Equipment Room ● ● ●
Oversee the appointed Assistant Equipment Room Manager Oversee and maintain the ERYHA Equipment Room, keeping it clean and organized, maintaining diligent record of all equipment and maintaining all equipment inventories. Oversee the process of removing old or unnecessary equipment from the stores and supervising the sale or disposal of such equipment.
12.2 Mid-Season Equipment Needs ●
Work with ERYHA coaches and team managers during the season ensuring teams have the equipment they need including jerseys, pucks and any other training aids
12.3 Manage Annual Mite/Learn-To-Skate Equipment Loan Program ● ● ● ●
Work with the Mite/LTS Director with the sign out and return of all team equipment and player rental equipment. Work with the Mite/LTS Director in ensuring that all team and rental equipment is available and in working order, making necessary repairs and ordering new equipment as needed. Oversee the upkeep and renting of equipment for the Mite program. Oversee the checkout and loaning of goalie equipment for the Mite program.
12.4 Manage Team Equipment Handout and Collection ● ● ● ● ● ●
Determine needed sizes and numbers of tryout jerseys and player socks and order these items. Maintain team jerseys and order new ones as needed. Maintain first aid kits for all ERYHA teams. Maintain coaches and managers bags for all ERYHA teams. Maintain hockey puck supply and order as needed. Maintain goalie equipment and goalie sticks and replace and repair these items as needed.
12.5 Monthly Reporting Requirements ●
As-applicable: Any new equipment, training aid needs
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As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollected equipment information accounts (numbers, no names)
13. Equipment Coordinator Assistant Voting: No Elected: Appointed Updated 8/22/17
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Exemptions: Volunteering Attends Board Meeting: No
13.1 Manage Equipment Room ●
Assist the Equipment Coordinator in maintaining the ERYHA Equipment Room, keeping it clean and organized, maintaining diligent record of all equipment and maintaining all equipment inventories.
12.2 Manage Annual Mite/Learn-To-Skate Equipment Loan Program ●
Assist the Equipment Coordinator with the sign out and return of all team equipment and player rental
12.3 Assist Team Equipment Handout and Collection ●
Assist the Equipment Coordinator with management of the equipment handout and collection process
12.4 Mid-Season Equipment Needs ●
Assist the Equipment Coordinator in ensuring ERYHA coaches and team managers and teams have the equipment they need including jerseys, pucks and any other training aids
14. Practice Ice Scheduler Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
14.1 Manage Ice Time Estimates and Ice Purchases ● ● ● ● ● ● ●
Obtain needed ice time from the VP and all level directors for various clinics and secure this ice time and assist with the scheduling of this ice time Obtain the number of teams at each level along with allotted ice hours for each level from the level directors. Obtain the number of needed tryout ice hours and schedule ice time for tryouts, working with the VP and all level directors Obtain each team's' scheduled tournaments from the level directors Work with the President to secure the needed ice time for the ERYHA Create ice schedule projections based on analysis of upcoming year internal team declarations Define allocation rules and ice time cadences for teams and times based on multiple constraints (available ice, age groups, etc...) Updated 8/22/17
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14.2 Create Practice Ice Schedule ● ● ● ● ● ●
Assign ice hours to the Mite Director for clinics, season play and end of season jamboree. Manage Master Ice Schedule of all purchased ice blocks including teams block assignments, team’s allocations, solo and shared ice assignments Schedule all team games, practices, tournaments and scrimmages and push schedules to each team’s team site using sportsengine’s schedule Upload/AUTO ICE? Upload practice schedules for the upcoming month in a timely manner Be familiar with and use the assigned computer software for ice scheduling Be familiar with and adhere to all ERYHA, District 10, Minnesota Hockey and USA Hockey rules and regulations as they pertain to ice time and ice scheduling
14.3 Assist with Game Ice Scheduling ● ● ●
Provide an up-to-date Master Schedule to Game Ice Scheduler for D10 Scheduling Meetings Assist the Game Scheduler with District 10 meetings and league game scheduling Update the Master Schedule with scheduled games
15. District Game Ice Scheduler Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: No
15.1 Manage District 10 Scheduling Meeting (Jr. Gold, Travel and Mite) ●
Works with Practice Ice Scheduler to determine potential game slots used in D10 and Metro Hockey League game scheduling
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Works with Practice Ice Scheduler and team representatives to create team calendars to help in scheduling games (blocked dates due to tournaments, scrimmages, M&G Games, choir/band concerts, and other miscellaneous conflicts)
●
Receive an up-to-date Master Schedule from the Practice Ice Scheduler for D10 Scheduling Meeting(s)
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Attend District game scheduling meetings and schedule league games for all traveling and mite/U8 teams
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Audits game schedules with other associations for Mite/U8 teams
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Work with Team Managers to manage any rescheduled games
Updated 8/22/17
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16. Referee Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
16.1 Referee Recruiting ●
Encourage youth players to obtain referee certification and facilitate this process and ensure that all referees used by the association have their appropriate certification.
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Work with level directors to schedule referees as needed making every attempt to use all interested and certified referees and schedule them in a fair manner.
16.2 Referee Assignment and Administration ● ● ●
Track referees work hours, verify the hours worked, and submit the request for payment forms to the Treasurer. Monitor the referees to ensure they are doing their jobs correctly and provide instruction for improvement. Maintain the ERYHA referee book, listing the referees' names and social security numbers.
17. Tournament Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
17.1 Manage All ERYHA Tournament Marketing ● ● ●
Develop and maintain a Minnesota-wide contact list of association and team contacts information Ensure that ERYHA tournaments are marketed effectively to teams in Minnesota Place ads as needed in Minnesota-based Hockey publication, promoting ERYHA hosted tournaments.
17.2 Manage All ERYHA Tournament Team Registration ●
Create and configure NGIN online Tournament Team Registration
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Create and manage ERYHA Tournament signup contract
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Ensure appropriate number of teams sign up for ERYHA tournaments
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Begin team communication Once USA Hockey rostering deadlines have passed Updated 8/22/17
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Ensure teams are committed to the tournaments they’ve signed up for
17.3 Manage Tournament Planning and Communications ● ● ● ● ●
Act as a liaison between ERYHA and any visiting teams at hosted tournaments Oversee the operations of al hockey tournaments hosted by ERYHA to include any district tournaments Purchase and/or secure all the needed equipment and supplies for hosted tournaments Manage all tournament off-ice staff including tournament referees, medical staff, etc. Complete all required D10 and MN tournament related hockey forms
17.4 Manage Tournament Game Scheduling ● ● ● ● ● ●
Secure ice block times for any tournaments hosted by or played in Elk River Develop and post tournament schedule Develop, post and communicate tournament rules Develop and post tournament brackets Work with District 10 staff to ensure that any district tournament hosted by ERYHA is run smoothly and effectively Report to the board with an overall report on hosted tournaments once these tournaments have been completed.
18. Goalie Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
18.1 Manage Goalie Tryouts & Evaluations ● ● ● ●
Review and set tryout procedures for goaltender. Manage in setting up pre-tryout clinics and assist the Equipment Manager in ordering tryout supplies. Organize and facilitate goalie tryout sessions, scheduling goalie evaluators and volunteers and schedule drills and scrimmages for these tryouts. This person also needs to assist in finding a home for goalies and recommending team sizes for goalies
18.2 Manage Goalie Club ● ● ●
Manage Contract with 3rd Party goaltending instructors Assist President and Ice Scheduler in purchasing and scheduling of Goalie Club Ice Time Coordinate all planning and logistics for the annual Goalie Club Fundraiser Updated 8/22/17
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19. Learn-To-Skate/Learn-To-Play Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
19.1 ERYHA Learn-To-Skate Marketing ●
Build marketing materials and marketing campaigns on behalf of ERYHA encouraging new families and skaters to participate in the LTS program and to register for hockey
19.2 Manage ERYHA Learn-To-Skate Schedule ●
Work with Ice Scheduler and President to purchase and allocate ice time for learn-to-skate program
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Build schedule and communicate with team managers in order for volunteer ERYHA teams to help as on-ice LTS mentors
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Work to align schedule and resources between ERYHA LTS and City of Elk River LTS for co-op LTS initiatives
19.3 Manage ERYHA Learn-To-Skate Registration ●
Engage Registrar with any year-over-year changes to the sportsengine learn-to-skate registration
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Create online content for parents registering new skaters for learn to skate
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Ensure all USAH and USAH affiliate (MNH, D10) paperwork is properly collected and LTS skaters are properly registered
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Work with Rostering Coordinator to ensure all LTS skaters are properly rostered for all USAH and USAH affiliate programs
19.4 Manage ERYHA Learn-To-Skate Equipment Loan Program ●
Work with the Equipment Manager to ensure anyone that wants to borrow equipment as part of the equipment loan program is able to do so by soliciting
19.5 Manage ERYHA Learn-To-Skate On-Ice Program ●
Ensure program is properly supervised, properly coordinated and well-attended
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Follow USA Hockey’s Athlete Development Model and the Minnesota Development Model for the on-ice content of the program Updated 8/22/17
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20. Arena Commission Representative Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
20.1 Sit on City of Elk River Arena Commission ERYHA Seat ● ● ● ●
Represent ERYHA Board at City of Elk River Arena Commission meetings and report activity back to ERYHA Board Communicate ERYHA Arena needs and wants to City of Elk River Manage relationship between ERYHA and City of Elk River Help with reviewing and negotiating the Elk River arena contract
21. Golf Tournament Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes (April, May, June, July, August Only)
21.1 Plan ERYHA Golf Tournament ●
Secure and communicate date for the ERYHA Golf Tournament
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Market the event and work with ERYHA board members to fill tournament spots
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Coordinate catering with the Golf Course
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Secure sponsorships
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Need to maintain a budget and provide financial details to the board
22. Golf Tournament Coordinator Assistant Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes (April, May, June, July, August Only)
Updated 8/22/17
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22.1 Plan ERYHA Golf Tournament
23. Gambling Coordinator (Paid Position) Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising, Gambling Attends Board Meeting: Yes (Gambling Meeting Only)
23.1 Manage ERYHA Charitable Gambling Affairs ●
Manage ERYHA Charitable Gambling Affairs
23.3 Manage Mandatory Fundraising Raffle ● ● ●
In coordination with Fundraising Coordinator, approve final calendar design Account for all printed tickets and fundraising checks to be deposited in the Gambling fund Develop list of winners to be posted on the ERYHA website
23.4 Lead Monthly ERYHA Charitable Gambling Meeting ● ● ●
Lead monthly Charitable Gambling meeting Communicate financial accounting of gambling fund at all gambling venues Supply treasurer with
24. S.K.A.T.E. Banquet Coordinators (2 positions) Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes (December, January, February, March, April Only)
24.1 Plan S.K.A.T.E Banquet ● ● ● ● ●
Manage all facets of the S.K.A.T.E. banquet Coordinate and collect all Coordinate and plan event venue Coordinate and plan 2 guest speakers Coordinate and plan gifts, giveaways and prizes (purchase and donations)
Updated 8/22/17
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25. S.K.A.T.E. Banquet Coordinator Assistants (2 positions) Voting: No Elected: Appointed Exemptions: Volunteering Attends Board Meeting: No
25.1 Plan S.K.A.T.E Banquet ● ● ● ● ●
Manage all facets of the S.K.A.T.E. banquet Coordinate and collect all Coordinate and plan event venue Coordinate and plan 2 guest speakers Coordinate and plan gifts, giveaways and prizes (purchase and donations)
26. Fitness and Dryland Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
26.1 Plan Dryland Facilities and Schedule ●
Secure dryland space for use during the pre-season and early regular season sessions
26.2 Manage Dryland Curriculum ●
Build age-appropriate dryland program coaches can utilize with their teams and upload to website
Updated 8/22/17
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Board Member Roles and Responsibilities
Updated 8/22/17
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Table of Contents Table of Contents
2
Board Member Roles and Responsibilities
4
1. Baseline Board Member Responsibilities
4
2. President Role
4
3. Vice President Role
5
4. Travel Level Director Role
7
5. Mite Level Director Role
8
6. Treasurer
9
7. Secretary
11
8. Registration Director
12
9. Fundraising Director
13
10. Rostering Coordinator
14
11. Volunteer Coordinator
15
12. Equipment Coordinator
16
13. Equipment Coordinator Assistant
17
14. Practice Ice Scheduler
18
15. District Game Ice Scheduler
19
16. Referee Coordinator
19
17. Tournament Coordinator
20
18. Goalie Coordinator
21
19. Learn-To-Skate/Learn-To-Play Coordinator
21
20. Arena Commission Representative
21
21. Golf Tournament Coordinator
22
22. Golf Tournament Coordinator Assistant
22
23. Gambling Coordinator (Paid Position)
22
24. S.K.A.T.E. Banquet Coordinators (2 positions)
23
Updated 8/22/17
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25. S.K.A.T.E. Banquet Coordinator Assistants (2 positions)
23
26. Fitness and Dryland Coordinator
24
Board Member Roles and Responsibilities For the proper functioning of Elk River Youth Hockey operations, it is important that board members know their role and own their role. It is also important that board members understand that in many cases, role ownership can be shared with other board members, but that the ERYHA board and ERYHA members overall expect board members are fulfilling their roles and responsibilities in order for normal hockey operations to occur and also in order for board members to maintain their position on the ERYHA board.
1. Baseline Board Member Responsibilities 1 General Board Member Participation ● ● ● ● ● ●
Manage the affairs of ERYHA Attend all board meetings Serve on assigned committees Assist other board members as needed Be familiar with and ensure adherence to District 10, Minnesota Hockey and USA Hockey handbooks. Be available by email or by phone to respond to questions from members about any specifics relating to the ERYHA board role in which you serve
2. President Role Voting: Tie-break vote only Elected: Odd Years Exemptions: Volunteering, Fundraising & Gambling Attends Board Meeting: Yes
2.1 General Association Oversight ● ● ● ● ●
Oversee and monitor overall board functions and hockey functions, including registration, fundraising, gambling, coach selection, and tryout and team selection. Review and sign all contracts, documents and checks for ERYHA. Oversee, assist and respond to level directors, board members and association members. Attend and serve as chairman at all board meetings, assign and oversee committees. Work with and oversee the level directors to ensure that projects are completed, duties are done and the integrity of the program is maintained Updated 8/22/17
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Assist with annual association budget, set fees and costs, and ensure adherence to this budget. Assist treasurer and registration with fee payments and ensure that all bills are paid in full Approve normal business expenses or mid meeting expenses prior to payment or reimbursement from Treasurer
2.2 Manage Ice Purchases ● ●
Establish and maintain communication with arena manager and secure ice time from arena. Attend and communicate with District and Minnesota Hockey meetings as scheduled and maintain communication with District 10 Director.
2.3 Manage Appointments and Committees ● ●
Appoint and oversee appointed positions on the board, including and not limited to Gambling Manager, Ice Scheduler, Volunteer Coordinator, Tournament Coordinator, Equipment Manager, Referee Coordinator and Arena Commission Representatives. Ensure adherence to the Policy and Procedure Manual and oversee updates and changes to this manual.
2.4 Manage Concerns, Complaints, and Disputes ●
Oversee and assist in the resolving of all disputes, concerns and complaints from coaches, parents and players.
2.5 Manage ERYHA Scholarships and Awards ● ●
Oversee and help select the candidate for Hardship Scholarship fund Oversee and help select the Twaddle and McLaughlin award winners
2.6 USA Hockey Affiliation Main Contact ● ● ●
Act as the main contact person from the board to the Association membership to groups outside the association Serve as main contact for USA Hockey affiliate program contact including contact for Minnesota Hockey and District 10 Attend regularly scheduled District 10 president’s meeting and communicated outcomes to the board
2.7 Coach Selection Oversight ● ●
Assist the Mite Level Director in recruiting and securing coaches for the Mite program Assist the level directors in the interviewing of coaches, the selection of coaches and the submitting of these choices to the board for approval in attempt to get all "A" team coaches in place prior to the start of tryouts.
Updated 8/22/17
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2.8 Role Reporting Requirements ●
As-applicable: Share any key information from the District 10 President’s meeting
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As-applicable: Review the Monthly ERYHA Activity Schedule
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As-applicable: Provide updates on any Ice Purchases
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As-applicable: Provide updates on awards/scholarships
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As-applicable: Communicate a high-level summary of any outstanding concerns, active grievances, complaints issues complaints from coaches, parents and players.
3. Vice President Role Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
3.1 Assist President ● ●
Assist the President and act on his/her behalf when necessary, including the signing of documents and checks. Approval of normal business expenses or mid meeting expenses prior to payment or reimbursement from Treasurer
3.2 Manage Concerns, Complaints and Disputes ●
Assist in the resolution of all disputes, concerns and complaints from coaches, parents and players.
3.3 Coaching Education Program (CEP) Oversight ● ● ● ● ●
Actively recruit coaches Manage ERYHA's involvement in the Minnesota Hockey's Hockey Education Program (HEP) and facilitate and monitor the programs created with HEP. Provide coaches and staff with Coaching Education Program (CEP) information, and ensure that all coaches obtain and maintain the necessary levels of certification. Coordinate all ERYHA player development clinics, updating lesson plans, scheduling, organizing staff and operations and taking or assigning leadership of these clinics. Assist hockey operations and maintain continuity between ERYHA and the Elk River High School Hockey Programs.
3.4 Manage Policies and Procedures Administration ● ●
Maintain ERYHA Policy and Procedure Manual making necessary updates and changes as directed. Maintain edits/updates in the Policies and Procedures Document (Handbook) and Code of Conduct documents Updated 8/22/17
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Notify the general membership of the policy and procedure for coaches to apply and oversee this process Manages communication associated to any ERYHA Policy and Procedure manual in-season changes
3.5 Manage Coaching Resources ● ● ● ● ● ●
Maintain Coaching section on the ERYHA website Coordinate the association's use of any and all Coaching Aids Develop additional training seminars for coaches before, during and after the season, encouraging the use of the high school coaching staffs in this training. Create and configure NGIN online Coach Signup registration Recruit non-parent coaches where needed within the programs and levels, manage non-parent coach recruitment on behalf of Elk River Youth Hockey Provide President, Vice President, and Level Directors with registered coaches prior to tryouts
3.6 Coach Selection Oversight ● ●
Assist the Mite Level Director in recruiting and securing coaches for the Mite program Assist the level directors in the interviewing of coaches, the selection of coaches and the submitting of these choices to the board for approval in attempt to get all "A" team coaches in place prior to the start of tryouts.
3.7 Level Director Assistance ● ●
Assist level directors Assist in the resolving of all disputes, concerns and complaints from coaches, parents and players.
3.8 Manage Program Surveys and Evaluations ● ● ●
Oversee the process of distributing, collecting and reviewing the annual end of season member survey. Oversee the process of distributing, collecting and reviewing the end of season coaching survey. Distribute, collect and review coach's evaluation forms using this information to improve the coaching staff
3.9 Assist with ERYHA Awards and Scholarships ●
Assist President with oversight and help select the Twaddle and McLaughlin award winners
3.10 Manage Move Up Process ●
Present any and all Move Up Requests to Board as submitted on the ERYHA website
3.11 Role Reporting Requirements ●
As-applicable: Provide update on any active summer program activity Updated 8/22/17
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As-applicable: Communicate a high-level summary of any outstanding concerns, active grievances, complaints issues complaints from coaches, parents and players. As-applicable: Present Annual Report to ERYHA board
4. Travel Level Director Role Voting: Yes PeeWee, Bantam, Jr Gold Elected: Even Years Squirt and Girls Elected: Odd Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
4.1 Competition Level Oversight ● ●
Oversee all hockey operations for the competition level Be available to assist players, parents and coaches and respond to problems, concerns and/or complaints.
4.2 Pre-Season Planning ●
Prepare, plan and review procedures for the season, obtaining estimated players numbers and planning based on these numbers.
● ● ●
Secure and register tournaments for teams and secure ice time for teams and tryouts, working with the Ice Scheduler and then ensuring that players or teams get schedules for assigned ice times. Analyze registration numbers and determine teams and playing levels based on these numbers and any additional information and then prepare team declarations for District 10. Assist the VP with advertising for and recruiting coaches, interviewing coaches and selecting coaches.
4.3 Tryout & Team Formation ● ● ● ● ● ●
Review and participate in tryout procedure updates Assist in helping communicate initial team declarations and manage member expectations Set up pre-tryout conditioning clinics and assist the Equipment Manager in ordering and pre-tryout conditioning and/or tryout supplies. Organize and facilitate tryouts, schedule evaluators and volunteers and schedule drills and scrimmages for these tryouts. Adjust team declarations based on tryout data and results Participate in tryouts & evaluations and help assign coaches to teams
4.4 In-Season Program Oversight ●
Assist the Rostering Coordinator in securing USA Hockey pre-requisite documentation and information ensuring that all coaches have met all Rostering Requirements (Player Birth Certificates, Updated 8/22/17
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Consent to Treat Forms. General oversight of teams ensuring they are being managed effectively, volunteer roles (coaches & managers) have what they need. Act as the initial escalation point for the resolution of disputes, concerns and complaints from coaches, parents and players.
4.5 End-of-Season Program Oversight ● ●
Ensure any end-of-season assessments are performed (HEP) Assist the Equipment Manager with the sign out of equipment, the gathering of deposits and the returning of this equipment.
4.6 Role Reporting Requirements ●
As-applicable: Provide Update on any ongoing program issues or member complaints
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As-applicable: Communicate periodic in-season updates of team results (W-L records, program developments)
5. Mite Level Director Role Voting: Yes Elected: Odd Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
5.1 Registration, Rostering & Pre-Season Planning ●
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Assist the Registration Director and Rostering Coordinator with obtaining all paperwork related to meeting necessary District 10 rostering deadlines. Assist the Rostering Coordinator in ensuring that all coaches have appropriate CEP certification Oversee assistant mite director role(s) Be available for pre-season on-ice sessions and coordinate parent instructors for on-ice pre-season conditioning sessions Assist the Equipment Manager in ordering supplies and/or training aids for the Mite program
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Ensure any on-ice parent instructor has submitted his/her USA Hockey Consent-to-Treat form
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Analyze player registration data, determine and declare team competition levels Promote youth hockey in the ERYHA community and be diligent in finding new ways to recruit players and get them registered.
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5.2 Mite Assessment and Team Formation ●
Organize and facilitate HEP/tryout assessments
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Schedule non-mite volunteer timekeepers, scorers and skill evaluators for evaluations Updated 8/22/17
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Schedule and coordinate HEP drills and scrimmages used for player assessments
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Ensure HEP assessment scores from on-ice evaluators and are delivered to President, Vice-President and/or Secretary
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Work with the President and Vice President to assign coaches to teams
5.3 In-Season Program Oversight ● ● ● ● ●
Oversee and manage the overall operations of the Mite program ensuring that all coaches, managers, players and parents adhere to the policy and procedures of ERYHA, District 10 and Minnesota Hockey. Provide coaches and instructors with practice plans and assist them as needed Oversee the coach's sign up process and select coaches, assistants and helpers for teams Monitor the groups and teams throughout the season, providing assistance when needed, and responding to questions, concerns and problems. Conduct parent meetings, explaining the overall hockey operations, answering questions and laying out the rules and procedures.
5.4 Manage End-of-Season Mite/U8 Jamboree ●
Plan, staff and oversee the running of the end of the season jamboree ● Coordinate the Mite Jamboree with mandatory participation for all Mite/U8 teams ● Put together volunteer needs that are required to run the Mite jamboree ● Oversee the selection and ordering of T-shirts and awards for the end of the season jamboree
5.5 End-of-Season Program Oversight ● ●
Ensure End-of-Season HEP Assessments are performed Assist the Equipment Manager with the sign out of equipment, the gathering of deposits and the returning of loaned association equipment.
5.6 Role Reporting Requirements ●
As-applicable: Provide Update on any ongoing program issues or member complaints
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As-applicable: Communicate periodic in-season updates of team results (W-L records, program developments)
6. Treasurer Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
Updated 8/22/17
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6.1 Financial Administration ● ● ● ● ● ● ●
Monitor PO Box and arena mailbox for bills and invoices. Work with all board members to process all fees and checks. Make all necessary deposits and transfers involving ERYHA accounts. Assist other board members in ensuring that all outstanding bills are paid. Set up and oversee payment plans as authorized by the board Collects any and all Works with collections agencies to submit
6.2 Association Financial Oversight ● ● ● ● ● ● ● ● ● ●
Oversee Association finances and maintain financial records. Work closely with accounting firm and present monthly reports to the board Process all invoices and pay bills, taxes and employees, including, but not limited to payroll taxes, ice fees, insurance policies, licenses and license fees, Gambling Director and association purchases. Submit Non Profit status due every year 12/31 Maintain communication with IRS and the State of Minnesota as needed. Ensure that reconciliation reports are sent to accountant for monthly reconciliation of General and Money Market accounts. Ensure and track payments for tournaments ERYHA hosts Work with accountant to ensure that all the needed information on paid persons is obtained and processed to generate IRS 1099's when required Obtain authorization if necessary of President or Vice President on outgoing payments, invoice payments and/or documents Assist the President with the budget setting process
6.3 Assist with Awards & Scholarships ● ●
Assist with the selection of candidate for Hardship Scholarship fund Assist with the selection of Twaddle and McLaughlin award winners
6.4 Role Reporting Requirements ●
As-applicable: Communicate Board to any unpredicted expenses or new year-over-year expenses
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Monthly Report: Check of General Fund checking account is performed and communicated to the ERYHA board
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Monthly Report: Report monthly spending and budget update
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Annual Report: Provide registration summary to President, Vice President and Secretary for compilation in Annual Report membership report
Updated 8/22/17
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7. Secretary Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
7.1 General Administration ● ● ● ● ● ●
Manage and maintain ERYHA meeting minutes and ongoing documents as necessary Communication via web & email to membership as needed by board members & our authorized solicitors (city of ER, ERHS, sponsors) Manage and maintain ERYHA office area and supplies Coordinate Office Depot Net30 Acct, report invoices to Treasurer for payment Coordinate Twaddle & McLaughlin applications/distribution & return to President for decision making, coordinate trophies & work with Ice Arena & ERHS Hockey teams to present award Website Webmaster Role ● Posts important communications to website ● Ongoing creation of registrations as needed for ERYHA ● Maintain Home Page, Teams and Resources sections on the ERYHA website
7.2 Manage Tryout Administration ●
Secures board member work area spaces, coordinates with arena
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Creates jersey number sheet and coordinates with Volunteer and Equipment Coordinators to assist with jersey assignment
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Prepares skater evaluation scoresheets and evaluator binders
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Manages player bench sheets and helps coordinate volunteer assignments
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Manages tryout score recordkeeping (electronic transcription)
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Posts final tryout pool players selections and team selections
7.3 Manage Team Picture Night ● ●
Organize and manage the process for all team pictures upon completion of tryouts. Coordinate the board’s selection of a photographer and/or renewal of the photographer’s contract renewal
7.4 Association-wide Communication, Website Administration and Social Media ●
Manages website security rights
Updated 8/22/17
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Manages All Member Communications Manages Social Media communication via website, Facebook, Twitter
7.5 Manage Board Meeting Logistics ● ● ● ●
Work with President to prepare monthly board meeting agenda Document and type general and gambling board minutes, copy minutes to President for review, copy board members with minutes, provide website with minutes for association review and maintain past and present board minutes. Maintain record of keys for ERYHA office located at the Elk River Arena Reserve meeting space for monthly board meetings and schedule and reserve space and classrooms as needed
7.6 Manage Tournament Administration ●
Assists Treasurer in securing and managing payments for tournaments identified by level directors
8. Registration Director Voting: Yes Elected: Even Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
8.1 Manage Player Online Registration ● ● ● ● ● ● ● ● ● ● ● ● ●
Schedule registration dates and provide board members with these dates by the May meeting. Maintain Registration section on the ERYHA website Create and configure NGIN online player registration in time for the for the May Meeting Maintain registration section on the ERYHA website Provide President, Vice President, and Level Directors with registered players and goalies at each level prior to tryouts Assist other board members with duties as they apply to the overall player registration process. Ensure compliance with NGIN player registration payment plans and send out reminders to families with delinquent accounts Track unpaid balances for board reporting In coordination with Rostering Coordinator, load all team rosters in website Communicate Ice Fee signup process and ensure member signup compliance Create and configure Team payments for the October Meeting Ensure compliance with Team fee registration payment plans and send out reminders to families with delinquent accounts Ensure President, Vice-President, Secretary, Treasurer, Fundraising, Volunteer and Equipment Updated 8/22/17
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Coordinators have necessary access to annual ERYHA Player Registration with in sportsengine with list and names of all registered players.
8.2 Assist with Annual Budget ● ●
Assist with the annual budget setting process Presents registration projections based on prior-season information
8.3 Assist with Awards & Scholarships ●
Assist with the selection of candidate for Hardship Scholarship fund
8.4 Facilitate Travel Team Managers Meeting ● ● ● ● ● ●
Oversee and manage the annual travel team manager’s meeting with the Rostering Coordinator Coordinate with Secretary to secure meeting spaces Coordinate with Secretary to print and present the ERYHA Manager’s Guide Coordinate with Rostering Coordinator to deliver roster books to managers Coordinate with Equipment Director to turnover team equipment bags Coordinate with Fundraising Coordinator to present any Personal or Team Fundraising opportunities to ream managers
8.5 Monthly Reporting Requirements ●
As-applicable: Any registration due dates/deadlines
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As-applicable: Communicate a high-level summary of any outstanding of overdue or unpaid bills/accounts (numbers, no names)
●
Annual Report: Provide registration summary to President, Vice President and Secretary for compilation in Annual Report membership report
9. Fundraising Director Voting: Yes Elected: Odd Years Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
9.1 General Fundraising ●
Oversee and manage the association's fund-raising activities Updated 8/22/17
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Maintain Fundraising section on the ERYHA website Attend all registration dates and assist in the registration process Seek out and obtain team sponsors to offset the costs for all association teams Seek out and obtain sponsors to offset the costs for all association members Ensure fundraising and buyout information is up-to-date and correct in annual player registration
9.2 Manage Annual Mandatory Fundraiser ● ● ●
Organize and facilitate the mandatory fund-raiser (calendar raffle) for ERYHA and oversee this process Create and oversee profitable fund-raisers to help offset the costs of hockey for individual families Seek out, support and facilitate the use of national youth hockey sponsors as listed by Minnesota Hockey and USA Hockey
9.3 Manage Personal Fundraiser ● ●
Organize and facilitate personal fund-raiser for ERYHA members and oversee this process Coordinate with Registrar to present personal fundraising options to team managers at annual travel team managers meeting
9.4 Manage ERYHA Program Marketing ● ● ●
Advertise hockey registration including, but not limited to emails to ERYHA members, ads in papers and announcements on the website. Promote youth hockey in the ERYHA community and be diligent in finding new ways to recruit players and get them registered. Provide lists or our membership data to partner programs such as Boys and Girls High School Hockey Programs, Blue Line Club and City of Elk River to help market local programs of value to our members
9.5 Monthly Reporting Requirements ●
As-applicable: Any fundraising due dates/deadlines
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As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollected fundraising accounts (numbers, no names)
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Annual Report: Provide registration summary to President, Vice President and Secretary for compilation in Annual Report membership report
10. Rostering Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Updated 8/22/17
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Attends Board Meeting: Yes
10.1 Manage District Rostering Meetings ● ● ● ● ● ● ● ● ● ● ● ●
Oversee the player registration process ensuring that all necessary forms and documentation are collected and completed Obtain team declarations from Level Directors Ensure Player and Coach USA Hockey Consent to Treat Forms are completed and collected from every player Ensure SafeSport Training Requirements have been met for every rostered adult on a team (coaches & team manager) Provide Elk River Arena staff with team coach/manager contact information Provide District 10 staff with the required team and coach contact information Ensure that all coaches and managers attend the Mandatory District 10 meeting Ensure Proof of Age Verification (Birth Certificates) has been submitted and collected where needed Ensure President, Vice President, Secretary, Treasurer, Fundraising, Volunteer and Equipment Coordinators have access to a master list of all players, coaches and managers, list of all players by level and a copy of all team rosters Ensure Level Directors have access to a list of all players, managers and coaches at their designated levels and a copy of all team rosters as the designated levels Provide District 10 with any required information by posted deadlines. Communicate any redlined individuals (Coaches, Assistants, Managers) to President and Vice President
10.2 Manage Travel Team Preparation & Rostering Meeting (November) ● ● ● ●
Prepare/Plan for any possible upper level team early rostering needs Ensure collection of all Travel Team Fees have taken place – any team with missing team fee registrations should not be rostered Prepare for District Travel Team Rostering Meeting Attend mandatory Roster Sign off meetings to get all travel team rosters signed by D10 – See D10 Activity Schedule for date
10.2 Manage Mite/U8/Jr Gold Travel Team Preparation & Rostering Meeting (December) ● ● ●
Prepare for District Mite/U8/Jr Gold Rostering Meeting Ensure collection of all Mite/U8 Team Fees – any team with missing team fee registrations should not be rostered Attend mandatory Roster Sign off meetings to get all Mite/U8/Jr Gold rosters signed by D10 – See D10 Activity Schedule for date
10.3 Monthly Reporting Requirements ●
As-applicable: Any rostering due dates/deadlines Updated 8/22/17
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As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollected rostering information accounts (numbers, no names)
11. Volunteer Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
11.1 Manage ERYHA Volunteering Planning ● ● ● ●
Manage the ERYHA volunteer contract Plan and work with board members to put together the annual volunteering hour estimate which projects the number of hours needed for special events, tournaments and other volunteering functions Ensure there will be enough volunteering opportunities available for families Ensure volunteering and buyout information is up-to-date and correct in annual player registration
11.2 Manage ERYHA Volunteering Activities ● ● ● ● ● ● ●
Obtain a list of all parents and players from the Rostering Coordinator Keep record of all volunteer hours needed during the season to report to ERYHA board while maintaining record of all volunteer hours worked during the season. DIBS (in coordination with Secretary, set up volunteer page) Keep track of all deposit checks collected during registration in order to match hours worked at the end of the season for deposit. Be available be email or by phone to answer any questions from ERYHA members Coordinate volunteer times for tryouts, tournaments and district playoffs for the association. Work with level directors, Fundraising, Equipment Manager, Registration and Secretary to get opportunities for volunteer times needed.
11.3 Monthly Reporting Requirements ●
As-applicable: Communicate a high-level progress summary volunteering hours (families complete, hours still outstanding, etc.) (numbers, no names)
12. Equipment Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Updated 8/22/17
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Attends Board Meeting: Yes
12.1 Manage Equipment Room ● ● ●
Oversee the appointed Assistant Equipment Room Manager Oversee and maintain the ERYHA Equipment Room, keeping it clean and organized, maintaining diligent record of all equipment and maintaining all equipment inventories. Oversee the process of removing old or unnecessary equipment from the stores and supervising the sale or disposal of such equipment.
12.2 Mid-Season Equipment Needs ●
Work with ERYHA coaches and team managers during the season ensuring teams have the equipment they need including jerseys, pucks and any other training aids
12.3 Manage Annual Mite/Learn-To-Skate Equipment Loan Program ● ● ● ●
Work with the Mite/LTS Director with the sign out and return of all team equipment and player rental equipment. Work with the Mite/LTS Director in ensuring that all team and rental equipment is available and in working order, making necessary repairs and ordering new equipment as needed. Oversee the upkeep and renting of equipment for the Mite program. Oversee the checkout and loaning of goalie equipment for the Mite program.
12.4 Manage Team Equipment Handout and Collection ● ● ● ● ● ●
Determine needed sizes and numbers of tryout jerseys and player socks and order these items. Maintain team jerseys and order new ones as needed. Maintain first aid kits for all ERYHA teams. Maintain coaches and managers bags for all ERYHA teams. Maintain hockey puck supply and order as needed. Maintain goalie equipment and goalie sticks and replace and repair these items as needed.
12.5 Monthly Reporting Requirements ●
As-applicable: Any new equipment, training aid needs
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As-applicable: Communicate a high-level summary of any outstanding of overdue or uncollected equipment information accounts (numbers, no names)
13. Equipment Coordinator Assistant Voting: No Elected: Appointed Updated 8/22/17
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Exemptions: Volunteering Attends Board Meeting: No
13.1 Manage Equipment Room ●
Assist the Equipment Coordinator in maintaining the ERYHA Equipment Room, keeping it clean and organized, maintaining diligent record of all equipment and maintaining all equipment inventories.
12.2 Manage Annual Mite/Learn-To-Skate Equipment Loan Program ●
Assist the Equipment Coordinator with the sign out and return of all team equipment and player rental
12.3 Assist Team Equipment Handout and Collection ●
Assist the Equipment Coordinator with management of the equipment handout and collection process
12.4 Mid-Season Equipment Needs ●
Assist the Equipment Coordinator in ensuring ERYHA coaches and team managers and teams have the equipment they need including jerseys, pucks and any other training aids
14. Practice Ice Scheduler Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
14.1 Manage Ice Time Estimates and Ice Purchases ● ● ● ● ● ● ●
Obtain needed ice time from the VP and all level directors for various clinics and secure this ice time and assist with the scheduling of this ice time Obtain the number of teams at each level along with allotted ice hours for each level from the level directors. Obtain the number of needed tryout ice hours and schedule ice time for tryouts, working with the VP and all level directors Obtain each team's' scheduled tournaments from the level directors Work with the President to secure the needed ice time for the ERYHA Create ice schedule projections based on analysis of upcoming year internal team declarations Define allocation rules and ice time cadences for teams and times based on multiple constraints (available ice, age groups, etc...) Updated 8/22/17
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14.2 Create Practice Ice Schedule ● ● ● ● ● ●
Assign ice hours to the Mite Director for clinics, season play and end of season jamboree. Manage Master Ice Schedule of all purchased ice blocks including teams block assignments, team’s allocations, solo and shared ice assignments Schedule all team games, practices, tournaments and scrimmages and push schedules to each team’s team site using sportsengine’s schedule Upload/AUTO ICE? Upload practice schedules for the upcoming month in a timely manner Be familiar with and use the assigned computer software for ice scheduling Be familiar with and adhere to all ERYHA, District 10, Minnesota Hockey and USA Hockey rules and regulations as they pertain to ice time and ice scheduling
14.3 Assist with Game Ice Scheduling ● ● ●
Provide an up-to-date Master Schedule to Game Ice Scheduler for D10 Scheduling Meetings Assist the Game Scheduler with District 10 meetings and league game scheduling Update the Master Schedule with scheduled games
15. District Game Ice Scheduler Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: No
15.1 Manage District 10 Scheduling Meeting (Jr. Gold, Travel and Mite) ●
Works with Practice Ice Scheduler to determine potential game slots used in D10 and Metro Hockey League game scheduling
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Works with Practice Ice Scheduler and team representatives to create team calendars to help in scheduling games (blocked dates due to tournaments, scrimmages, M&G Games, choir/band concerts, and other miscellaneous conflicts)
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Receive an up-to-date Master Schedule from the Practice Ice Scheduler for D10 Scheduling Meeting(s)
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Attend District game scheduling meetings and schedule league games for all traveling and mite/U8 teams
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Audits game schedules with other associations for Mite/U8 teams
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Work with Team Managers to manage any rescheduled games
Updated 8/22/17
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16. Referee Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
16.1 Referee Recruiting ●
Encourage youth players to obtain referee certification and facilitate this process and ensure that all referees used by the association have their appropriate certification.
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Work with level directors to schedule referees as needed making every attempt to use all interested and certified referees and schedule them in a fair manner.
16.2 Referee Assignment and Administration ● ● ●
Track referees work hours, verify the hours worked, and submit the request for payment forms to the Treasurer. Monitor the referees to ensure they are doing their jobs correctly and provide instruction for improvement. Maintain the ERYHA referee book, listing the referees' names and social security numbers.
17. Tournament Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
17.1 Manage All ERYHA Tournament Marketing ● ● ●
Develop and maintain a Minnesota-wide contact list of association and team contacts information Ensure that ERYHA tournaments are marketed effectively to teams in Minnesota Place ads as needed in Minnesota-based Hockey publication, promoting ERYHA hosted tournaments.
17.2 Manage All ERYHA Tournament Team Registration ●
Create and configure NGIN online Tournament Team Registration
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Create and manage ERYHA Tournament signup contract
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Ensure appropriate number of teams sign up for ERYHA tournaments
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Begin team communication Once USA Hockey rostering deadlines have passed Updated 8/22/17
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●
Ensure teams are committed to the tournaments they’ve signed up for
17.3 Manage Tournament Planning and Communications ● ● ● ● ●
Act as a liaison between ERYHA and any visiting teams at hosted tournaments Oversee the operations of al hockey tournaments hosted by ERYHA to include any district tournaments Purchase and/or secure all the needed equipment and supplies for hosted tournaments Manage all tournament off-ice staff including tournament referees, medical staff, etc. Complete all required D10 and MN tournament related hockey forms
17.4 Manage Tournament Game Scheduling ● ● ● ● ● ●
Secure ice block times for any tournaments hosted by or played in Elk River Develop and post tournament schedule Develop, post and communicate tournament rules Develop and post tournament brackets Work with District 10 staff to ensure that any district tournament hosted by ERYHA is run smoothly and effectively Report to the board with an overall report on hosted tournaments once these tournaments have been completed.
18. Goalie Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
18.1 Manage Goalie Tryouts & Evaluations ● ● ● ●
Review and set tryout procedures for goaltender. Manage in setting up pre-tryout clinics and assist the Equipment Manager in ordering tryout supplies. Organize and facilitate goalie tryout sessions, scheduling goalie evaluators and volunteers and schedule drills and scrimmages for these tryouts. This person also needs to assist in finding a home for goalies and recommending team sizes for goalies
18.2 Manage Goalie Club ● ● ●
Manage Contract with 3rd Party goaltending instructors Assist President and Ice Scheduler in purchasing and scheduling of Goalie Club Ice Time Coordinate all planning and logistics for the annual Goalie Club Fundraiser Updated 8/22/17
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19. Learn-To-Skate/Learn-To-Play Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
19.1 ERYHA Learn-To-Skate Marketing ●
Build marketing materials and marketing campaigns on behalf of ERYHA encouraging new families and skaters to participate in the LTS program and to register for hockey
19.2 Manage ERYHA Learn-To-Skate Schedule ●
Work with Ice Scheduler and President to purchase and allocate ice time for learn-to-skate program
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Build schedule and communicate with team managers in order for volunteer ERYHA teams to help as on-ice LTS mentors
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Work to align schedule and resources between ERYHA LTS and City of Elk River LTS for co-op LTS initiatives
19.3 Manage ERYHA Learn-To-Skate Registration ●
Engage Registrar with any year-over-year changes to the sportsengine learn-to-skate registration
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Create online content for parents registering new skaters for learn to skate
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Ensure all USAH and USAH affiliate (MNH, D10) paperwork is properly collected and LTS skaters are properly registered
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Work with Rostering Coordinator to ensure all LTS skaters are properly rostered for all USAH and USAH affiliate programs
19.4 Manage ERYHA Learn-To-Skate Equipment Loan Program ●
Work with the Equipment Manager to ensure anyone that wants to borrow equipment as part of the equipment loan program is able to do so by soliciting
19.5 Manage ERYHA Learn-To-Skate On-Ice Program ●
Ensure program is properly supervised, properly coordinated and well-attended
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Follow USA Hockey’s Athlete Development Model and the Minnesota Development Model for the on-ice content of the program Updated 8/22/17
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20. Arena Commission Representative Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
20.1 Sit on City of Elk River Arena Commission ERYHA Seat ● ● ● ●
Represent ERYHA Board at City of Elk River Arena Commission meetings and report activity back to ERYHA Board Communicate ERYHA Arena needs and wants to City of Elk River Manage relationship between ERYHA and City of Elk River Help with reviewing and negotiating the Elk River arena contract
21. Golf Tournament Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes (April, May, June, July, August Only)
21.1 Plan ERYHA Golf Tournament ●
Secure and communicate date for the ERYHA Golf Tournament
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Market the event and work with ERYHA board members to fill tournament spots
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Coordinate catering with the Golf Course
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Secure sponsorships
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Need to maintain a budget and provide financial details to the board
22. Golf Tournament Coordinator Assistant Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes (April, May, June, July, August Only)
Updated 8/22/17
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22.1 Plan ERYHA Golf Tournament
23. Gambling Coordinator (Paid Position) Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising, Gambling Attends Board Meeting: Yes (Gambling Meeting Only)
23.1 Manage ERYHA Charitable Gambling Affairs ●
Manage ERYHA Charitable Gambling Affairs
23.3 Manage Mandatory Fundraising Raffle ● ● ●
In coordination with Fundraising Coordinator, approve final calendar design Account for all printed tickets and fundraising checks to be deposited in the Gambling fund Develop list of winners to be posted on the ERYHA website
23.4 Lead Monthly ERYHA Charitable Gambling Meeting ● ● ●
Lead monthly Charitable Gambling meeting Communicate financial accounting of gambling fund at all gambling venues Supply treasurer with
24. S.K.A.T.E. Banquet Coordinators (2 positions) Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes (December, January, February, March, April Only)
24.1 Plan S.K.A.T.E Banquet ● ● ● ● ●
Manage all facets of the S.K.A.T.E. banquet Coordinate and collect all Coordinate and plan event venue Coordinate and plan 2 guest speakers Coordinate and plan gifts, giveaways and prizes (purchase and donations)
Updated 8/22/17
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25. S.K.A.T.E. Banquet Coordinator Assistants (2 positions) Voting: No Elected: Appointed Exemptions: Volunteering Attends Board Meeting: No
25.1 Plan S.K.A.T.E Banquet ● ● ● ● ●
Manage all facets of the S.K.A.T.E. banquet Coordinate and collect all Coordinate and plan event venue Coordinate and plan 2 guest speakers Coordinate and plan gifts, giveaways and prizes (purchase and donations)
26. Fitness and Dryland Coordinator Voting: No Elected: Appointed Exemptions: Volunteering, Fundraising Attends Board Meeting: Yes
26.1 Plan Dryland Facilities and Schedule ●
Secure dryland space for use during the pre-season and early regular season sessions
26.2 Manage Dryland Curriculum ●
Build age-appropriate dryland program coaches can utilize with their teams and upload to website
Updated 8/22/17
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