2025/2026 Open board role descriptions

Vice-President (Executive 2 year term)

- Presides at meetings in the President’s absence. If the Vice-President is absent, the Directors elect a chairperson for the meeting;
- Carries out other duties assigned by the Board.
- On the discipline committee
- Assist President in Executive duties if required

Secretary (Executive 2 year term)

- Is clerk of the Board of Directors.
- Attends all meetings of the Board and records all the facts and minutes of all proceedings in the books kept for that purpose;
- Gives all notices required to the Directors;
- Shall be the custodian of all books, papers, records, correspondence, contracts and other documents belonging to The Association, which he shall deliver up only when authorized by a resolution of the Board of Directors to do so and to such person or persons as may be named in the resolution;
- Creates manager binders and communicates as needed throughout the season to managers.
- Can be called upon to participate in disciplinary discussions relating to players/coaches/referee’s during the course of the season, especially where conflict of interests may present itself. If the secretary is the board member with a conflict of interest in the discipline process, they are to abstain from proceedings as a board member and participate as a parent/coach/referee/volunteer
- Can be called upon to assist with team selections and help document those meetings.

Registrar (Executive 2 year term)

- creating the new season on the registration portal
- Organizing and administering registration records
- setting up the teams for the app
- reporting for treasurer, evaluations, others as needed
- Maintain all background checks and certifications.
- Ensure all necessary paperwork completed by players/teams/coaches and filed with the Hockey Alberta as required.
- Keeping confidential information secure
- managing the associations website

Coach Coordinator (1 year term)

- Assists with executive Board members to assign coaches to teams including assistant coaches.
-Makes phone calls to coaches to recruit and get them set up for the season
-Makes sure coaches are up to date on league rules and changes from prior seasons
-Ensures coaches complete any certification they are expected to complete prior to season start. ie: safety course, Respect in Sport for coaches, Coaching level 1, Vulnerability/ criminal checks etc.
-Coach point of contact for any issues, concerns or questions. Liaison between the board and the coaches
-Organize and plan any coaching clinics through Hockey Alberta
-Assist the board with Organizing and set up of start of year evaluations
-Be a member of the discipline committee to assist the coaches with any possible disciplinary action
-Organize and hold coaches meetings at the start of the year with all coaches to make expectations and guidance clear, and answer any questions etc.

Ice Scheduler (1 year term)

-Works with the town to get our ice schedule solidified and the contracts signed
-Allocates and builds the ice times/schedules for each team
-Informs the town of the schedule for each week so the arena board can be updated
-Responsible for canceling ice or assigning unused ice to other teams
-Books tournament ice times & evaluations ice
-Maintains team practice schedules
-The main liaison between the town of Didsbury and the organization

Referee Coordinator (1 year term)

- Works with managers to book referees for games. Is a point of contact for any issues regarding/from referees.
- Communicates all rules and expectations with the Ref’s and is the point of contact between the board and the Referees
- Mentors new referees. Work with and evaluate all levels of referees.
- Assists in recruiting and setting up Referees for the season in our organization
- Chair the Discipline Committee. Assists with discipline and incident reports are filled out as per Hockey Alberta guidelines.
- Coordinates with referee coordinators form other programs 
- Be a current certified Hockey Canada Official (recertify every year). Keep current on Hockey Canada rules and regulations.

Equipment Manager (1 year term)

-Manages all equipment. Ensures all teams have goalie gear available to them if needed.
-Replace any old or damaged gear. Ensures each team has a stock of pucks
-Sets up the team lockers at the beginning of the season and cleans them out at the end of the season
-Updates locker codes at the beginning of the season. Requires a vote by email or at a board meeting prior to spending association funds on equipment.
-Take Inventory of what equipment we have, and what equipment may be needed. ie: pucks, goalie gear, sticks, etc.
-Take any excess gear that is still in good condition and trade for needed equipment or sell for money for the organization (with board approval)

Jersey Manager (1 year term)

-Catalogs jerseys, numbers and sizes prior to and at the end of each season and puts them into storage.
-Ensures all the jerseys have been cleaned before storing
-At the beginning of the season, Assist the Executive members with tracking and ordering any new name bars ( this will coincide with sock ordering as the timeline is 6-8 weeks for both)
-Organizes with seamstress to have all bars sewn onto jerseys. At the end of the season responsible for having name bars removed and stored.
-Organizes and handles the start of season Jersey fitting, and assigns jerseys for all teams
-Assists Executive members with the Timbits Jerseys. - Getting the Timbits jerseys ordered along with matching socks etc.