Job Descriptions

Board Position Descriptions:

General Requirements:

To be on the board you must remember to be there for the right reasons.  We don’t need one issue people or people who are only there to further their own agendas.  They must be able to work well with others. They must treat all members of the association equal and help all other members as requested.

Please note Voting positions require the directors to be at all board meetings through the year.  There will be one of these scheduled per month, with the exception of July and August.  However, there could be more during the year if the issues warrant them.

Each position has slow and busy periods through the year.

Chairperson:  Non Voting (Voting as per bylaws)

Oversee the general running of the association

Makes sure all director duties are being completed and assist as required.

Preside at General meetings.

Review agenda of general meetings with Secretary

Help Prepare budget with treasurer

Deal with any COYSA issues that arise

Resolves Rutland Club issues as requested or escalated by other directors

Works closely with the Rutland Club Administrator.

Attends meeting with other Club chairs as required by COYSA

Supports all Rutland Club Directors in their decisions and decision process.

Vice Chairperson:  Voting

This should be the person training to be a future Chairperson

Responsible for chairperson’s duties as necessary or when they are unavailable.

Help Prepare budget

Must be able to work well with the Chairman on all issues

Helps Discipline Rep in internal Discipline issues

Secretary – Voting

Preparing the Agenda based on all the requests of the Board and Chair person

Take minutes of Board meeting and at the AGM

Send the Minutes for review to the Chairperson prior to sending out the finished minutes to the Board before the next meeting

Help out with the preparation of the Coaches Manual

Work with other Board Members to make up the teams

If available, help out with other jobs or tournaments

Treasurer –  Voting

Keep accurate accounting records for the organization

Ensure funds are deposited to proper accounts

Verify invoices for accuracy and pay on a timely basis

At registration, ensure fees are balanced to registrar’s files

Monitor and collect any outstanding fee. i.e.: NSF cheques, etc.

Monthly account reconciliations should be done to the bank statements.

Investigate any outstanding items and monitor to ensure cheques clear on a timely basis

Prepare Treasurers report to be presented at monthly meetings

Annual financial statements must be prepared as soon after fiscal year end as possible.

Submit the application for the annual gaming grant on time.

Registrar and Administrator are combined and a paid position with an annual contract: Non-voting

Will coordinate the Registrations of players.

Enter all registered players into the computer.

Arrange all team lists and names for teams.

Register Teams for any of the Tournaments or Jamborees RYSA is involved in

Will keep the Web site and Facebook page up to date

Equipment Director:  Voting

 Maintain inventories of all equipment and uniforms for the club.

Create budget for upcoming year for to be voted on at the December board meeting.

Order equipment from supplier.

Receive and arrange storage of new equipment and uniforms.

Organize uniforms into team lots and arrange for sponsors logo’s to be added.

Organize equipment and uniforms for handout to coaches.

Deal with any equipment and uniform issues as they arise through the playing season.

Organize equipment hand in at the end of the season.

Store all equipment for the off season

Organize coaches gift purchase.

Director for Sponsorship and Fundraising:  Voting

Get sponsors for Club teams

Get sponsors for any Tournament/Jamboree

Contact Mini Sponsor

Get picture (Plaques) to all Sponsors prior to end of June break

Place ads thanking Sponsors

Get sponsors for Canada Day and Mini World Cup events

Coordinate anything that deals with the business community

Discipline: Voting

Attends disciplinary meeting in spring with other disciplinary representatives of other clubs. This meeting you are given the FIFA Rules and typical disciplines for action taken. A head Disciplinary Representative is voted in between Club members.

A brief speech about coach’s responsibility’s at the Spring Coach’s meeting

The Head Disciplinary Rep. receives reports of discipline from the Head Referee then makes suggestions to the Soccer Clubs Disciplinary Committee members.

As a RYSA Disciplinary Committee Member you vote from suggestions, or suggest action of your own.

The Head Disciplinary Rep. then will receive and negotiate a final resolution, and instruct the person being disciplined.

Work with other Board Members to make up the teams if necessary.

If available, help out with other jobs or tournaments

 Directors for Divisional Soccer:  Voting

Can be split in two if required (1 for Boys and 1 for Girls)

Recruit coaches for coaching of all U-11 to U-18 girls’ and boys’ teams

Communicate with coaches throughout the season about upcoming events, tournaments, or any issues that arise through the season.

Plan and organize the Division A evaluations

Recruiting evaluators to be present and assess players

Organize field time

Relay information to the community, coaches,  and all players

Assist evaluators with makeup of teams and communicate the same to players

Director for Training:  Voting

Organize or find training opportunities for coaches pre-season and during the season.  Begin to assist coaches in becoming qualified with appropriate courses as BC Soccer guidelines change.

Assist with organization and planning of coaches meeting in the spring pre-season.

Run goal keeping clinic for players as needed.

Collect coach/team evaluations from parents and players post-season

Collect player evaluations from each coach post-season

Assist board in makeup of teams after Division A has been decided on.

Assist coaches with any player or team concerns that arise.

Be available for parents with questions.

Assist with tournaments run by RYSA as available.

Liaise with head coach as needed to provide coaching/teaching opportunities for coaches throughout the season.  This year the head coach went out to practices to assist coaches with hands on training.

Plan year end coaches’ appreciation.

 Director for Mini Soccer:  Voting

Can be split in two if required (1 for Boys and 1 for Girls)

Responsible for all players from U6 to U10.

Assist the U6 Coaches in their duties as required.

The primary role of the positions are to recruit and retain coaches, and be a point of contact for coaches specifically and parents generally for the purposes of:

  • Forwarding information to coaches about meetings, scheduling, clinics, tournaments
  • Answering questions and provide support on a timely basis
  • Be the eyes and ears on the fields as much as possible to be aware of any issues which require attention/assistance (eg. discipline)
  • Be able to step in and help any team as requested
  • Refer enquiries to the correct contact with respect to matters not specific to RYSA (eg. COYSA, Kelowna United etc.)

The coach coordinators should take a leadership role in coaches meetings, ensuring all preparations are done, and being on hand to facilitate the meetings and answer questions, along with other board members.

The coach coordinators should help the Director for Training as requested in organizing coach clinics or other matters.

Director for Communication: Voting

Responsible for all community information releases.

These are all non Voting Positions unless otherwise stated:

Director for COYSA:   (2 Required) 

Responsible for being the liaison between COYSA and RYSA, ensuring all COYSA rules and regulation changes are communicated to RYSA and for ensuring                  comments/assessments of the new rules are given back to COYSA.

Attend all monthly meetings of both COYSA and RYSA and report decisions and      initiatives being contemplated between the two boards and solicit input regarding                  proposed changes. Provide written reports when necessary.  Analyze proposed changes to rules and regulations which are either accepted or rejected based on the positive affects the changes will have on the few thousand youth soccer players in the league

Mini World Cup Coordinator – Voting:

Lead person in charge of the Mini World Cup

Canada Day Tournament Coordinator – Voting:

Lead Person In charge of Summer Tournament

Organize all facets of the tournament

Goalie Wars Coordinator (if different from CDT Coordinator):

Lead person in charge of the Goalie Wars event as part of Canada Day.

Only required on 3 day weekends.

Works with Canada Day Coordinator to plan and organize.

Team Pictures – Voting:

Coordinate picture-taking times for all teams and location

Book location in case of rain

Assign times for picture taking to coaches

Arrange for distribution of pictures to coaches/players

Equipment Assistants:

Assist the Equipment Director in the spring setup Team kits and distribute.

Assist in return of equipment in the fall.

Volunteer Coordinator:

The volunteer coordinator is a voting position. This person coordinates with each committee director to determine the amount of people and volunteer hours required to insure the seamless operation of the RYSA events. This person works with the administrator to communicate with all RYSA members and will utilize the website to insure numbers are tallied accordingly. The coordinator will problem solve volunteer requirements and communicate with members as needed along with the administrator.