SAMFA Executive Roles and Responsibilities

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PRESIDENT

 

Duties & Responsibilities:

 

The President is the executive officer of the Association, also is the Chairman of the Board of

Directors and supervises all business affairs of the Association.  The President shall have

administrative supervision of all affairs of SAMFA including, but not limited to:

• Know all Bylaws and Policies of SAMFA and CDMFA..
• Presiding as the Chairperson at all meetings
• Supervises the affairs of the Board, facilitates communications of all required information

to the Board and coaches.

• Countersigning with the Secretary (non-financial) or with the Treasurer (financial) all

contracts and other legal instruments of SAMFA.

• Making reports to the Directors and the membership of all actions taken on behalf of

SAMFA.

• Enforcing conduct and responsibilities of the Board and its members.
• Is an ex-officio member of all SAMFA Committees.
• Serves as spokesperson for SAMFA. 
• Attend all CDMFA board meetings as a representative of SAMFA.
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

 

VICE PRESIDENT of OPERATIONS (2 members)

 

Duties & Responsibilities:

 

The Vice-President of Operations shall perform the duties of the President in the absence of the President. 

The Vice-President of Operations performs other duties that may be assigned by the President.  The Vice-President of Operations shall in the absence of the President:

• Know all Bylaws and Policies of SAMFA and CDMFA.
• In the absence of the President, act as Chairperson at all meetings and club functions.
• Exercise and enact all duties and/or responsibilities, and generally supervise league affairs.
• Act as representative of SAMFA at all CDMFA meetings and communicate the wishes of the SAMFA Membership at all meetings in absence of the President.
• Make timely reports of all actions and decisions at the CDMFA meetings to the Board and its membership in absence of the President.
• Represent the wishes of the Board and its membership in an unbiased manner and will have the right to vote on matters concerning SAMFA in absence of the President.
• Serve as liaison between Board and specific committees as needed throughout the year (i.e.Requests for Fee Waivers/Financial Assistance, Scholar Athlete Program, Fundraising, Special Events, etc.)
• Create and manage the online SAMFA apparel store. Pick up and distribute orders to team managers.
• Manage all other apparel and swag needs for the association, including player t-shirts, swag boxes, etc.  
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

VICE PRESIDENT of COACHING 

 

Duties & Responsibilities:

The Vice-President of Coaching shall act as the coordinator for all SAMFA Coaches. 

The Vice-President of Coaching will be responsible for:

• Knowing all Bylaws and Policies of SAMFA and relevant CDMFA policies . 
• Solicit for new coaches
• Select coaches for Board Approval (if required)
• Act as liaison between the Board and the coaches regarding rules, philosophy, policy of the organization and dissemination of information.
• Responsible for coach compliance with league requirements and rules.
• Responsible for tracking (keeping record of) Coaches’ certifications and Criminal Record Checks.
• Maintain record of procedures, contacts, suppliers, etc. for future reference.
• Hold coaches’ meetings and clinics.Ensure coaches are aware of CDMFA coaching clinics.
• Be aware of the rules governing SAMFA and proper techniques implemented in coaching.
• Regularly attend practices and games of SAMFA.
• Settle disputes concerning interpretations of rules and player placement on Jr. or Sr. team. 
• Maintain open communication with the President in matters involving SAMFA …
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership

 

SECRETARY

 

Duties & Responsibilities:

The Secretary keeps the minutes of the Board of Directors meetings, maintains all records, and ensures that all notices are given in accordance with the provisions set forth in the Association Bylaws, or as required by law. The Secretary shall act as Chairperson at all meetings in the absence of the President and Vice-President of Operations.

• Know all Bylaws and Policies of SAMFA and relevant CDMFA policies .
• Attends all meetings of the SAMFA Board (monthly, AGM, special)
• Manage SAMFA communications general email. 
• File Corporate Bylaw information with governmental agencies as required.
• Files Annual Return, changes in the Directors of the organization, amendments in the

bylaws and other incorporating documents with Corporate Registries & AGLC.

• Maintain accurate minutes of Board Meetings (both monthly, AGM and special)
• Will countersign with the President all legal instruments of non-financial matters concerning SAMFA.
• Notify Board members of meetings.
• Ensures all notices are given in accordance with the provisions set forth in the

association bylaws, or as required by law.

• File field use permits and maintain all organizational contracts.
• Maintain record of procedures, contacts, suppliers, etc for future reference.
• Coordinates annual election process for the Board.
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

 

TREASURER

 

Duties & Responsibilities:

The Treasurer shall have the custody of all funds and will countersign with the President all financial instruments governing and concerning SAMFA.

• Know all Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Maintain a bank account with authorized signatures.
• Ensure all monies paid to the Society are deposited in a chartered bank, treasury branch, credit union, or trust company chosen by the Board.
• Prepare an annual financial statement.
• Make sure an audited statement of the financial position of the Society is prepared and

presented at the Annual General Meeting.

• Prepare monthly financial statements.
• Prepare an annual budget with the Board of Directors.
• Establish accounts receivable and accounts payable procedures and inform the Board of the accounting method utilized.
• Process accounts payable.
• Process accounts receivable.
• Prepare and file all necessary financial reports.
• Maintain record of procedures, contacts, suppliers, etc. for future reference.
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership

 

DIRECTOR OF FIELDS & FACILITIES

 

Duties & Responsibilities:

The Director of Field and Facilities is responsible for all items pertaining to the use and bookings of SAMFA practice and game locations. Duties also include securing facilities for all meetings and training events.

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Designated liaison with the City for the booking of facilities.
• Ensure all coaches, team managers, Communications Director and Board Members are aware of bookings (and any conflicts, issues related to these bookings).
• Book and coordinate team photos for each level of SAMFA - work within the annual budget set by the Board.
• Communicate with Head Coaches regarding field/event cancellations.
• Determine and communicate practice cancellations due to smoke or weather. 
• Communicate with the Treasurer to confirm dates and payments for these bookings.
• Liaise with facility custodian/manager.
• Maintain record of procedures, contacts, suppliers, etc for future reference.
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

 

DIRECTOR OF REGISTRATION (REGISTRAR)

 

Duties & Responsibilities:

The Registrar shall have overall responsibility to maintain a current and accurate record of all

Members. Powers and duties prescribed by the Board include, but are not limited to:

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Maintain past and current membership database.
• Ensure all members meet current CDMFA eligibility requirements. 
• Register players with CDMFA.
• Roster players, coaches, and team staff to their respective teams.
• Work with the Treasurer to track payments for registration (create reports for those on payment plans, subsidies, and any missed/NSF payments).
• Provide Coaches with up to date registrations and rosters. 
• Provide Board of Directors with necessary registration information. 
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

 

DIRECTOR OF EQUIPMENT AND SUPPLIES (3 members)

 

Duties & Responsibilities:

The Directors of Equipment and Supplies shall be responsible for evaluating, purchasing, and distributing

to the coaches, players, and other designated persons; any and all equipment and other supplies as necessary to carry out the athletic and business functions of SAMFA. The Director of Equipment and Supplies shall:

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Custodian of all equipment and supplies for SAMFA.
• Submit equipment purchase recommendations to the Board for approval.
• Order new equipment as directed by the Board.
• Have equipment certified and repaired when necessary.
• Establish method of issuance and return of issued equipment, including equipment tracking forms and equipment deposits.
• Provide each player within SAMFA the equipment required to play.
• Coordinate Equipment Pick-Up and Return Days.
• Ensure all equipment is returned at the conclusion of the season.
• Take a complete inventory of all equipment at the end of the season, complete a report that will be provided to the Board for any outstanding items given to players, coaches, trainers, etc. that were not returned.
• Order necessary uniforms, flags, etc. for all spring and fall flag programming. 
• Prepare head coach bags (footballs, tees, cones, etc.).
• Order required medical supplies. 
• Ensure each team has necessary first aid supplies and equipment maintenance kits.
• Order uniforms for spring and fall flag seasons. 
• Coordinates conveyance of practice dummies and other equipment.
• Maintain record of procedures, contacts, suppliers, etc. for future reference.
• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

 

DIRECTOR OF FUNDRAISING & SPONSORSHIP

 

Duties & Responsibilities:

The Director of Fundraising & Sponsorship is responsible for the fundraising activities of SAMFA. This includes researching potential fundraising opportunities, scheduling vendor presentations, and managing the distribution of fundraising products.

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Work closely with other Board members to coordinate fundraising efforts.
• Develop plans and committees for fundraising activities.
• Work with the Treasurer for the dissemination of bursaries to recipients.
• Ensure all paperwork with ALGC is filed as required.
• Annual update of contact information.
• Filing Raffle Licenses.
• Casino Applications (as approved by the Board, April 2016).
• Chair any necessary Fundraising Committees.
• Fundraising Campaigns (raffle tickets, almonds, skip the depot, etc.)
• Manage 50/50 and Raffle Events.
• Writing letters and contacting local businesses for the donation of goods,

services or cash.

• Researching and completing grant applications for the purchase of equipment

and development of players, coaches and programs.

• Attend all SAMFA board meetings. 
• Other duties as required by the Board or membership.

DIRECTOR OF VOLUNTEERS & TEAM PERSONNEL

 

Duties & Responsibilities:

The Director of Volunteers & Team personnel is responsible for coordinating volunteers and personnel required by SAMFA and CDMFA for all games and activities. They are also responsible for the coordination of all volunteer dibs within the association. 

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies .
• Work with Head Coaches and Division Directors to acquire Team Managers and Athletic Trainers for each team.
• Ensure that all team personnel meet positional requirements as set out by CDMFA.
• Work with the Team Managers to ensure that the positions of scorekeeper, time/scorekeeper and chain crew are filled at each home game.
• Update the Team Manager Handbook. Ensure Team Managers follow the required guidelines and financial rules as outlined by the Board of Directors.
• Train, assist and support all Team Managers.
• Attend team meetings to support Team Managers as required.
• Assist Team Managers in tracking parent volunteer credits.
• Create Volunteer Opportunities/Events (Dibs) on the SAMFA  website.
• Maintain a list of team personnel and contact information for each team. 
• Work with the Treasurer to track/deposit volunteer cheques as required.
• Act as liaison between the Team Managers and Board of Directors
• Work with the Director of Equipment and Team Trainers to restock first aid kits as required throughout the season.
• Work with the Director of Fundraising to coordinate fundraising efforts as required by each team.
• Create and manage group chat for all team managers. 
• Attend all SAMFA board meetings.
• Other duties as required by the Board or membership.

 

DIRECTOR of COMMUNICATIONS

 

Duties & Responsibilities:

The Director of Communications is responsible for providing the membership with timely, accurate, and complete information regarding programs, events, and general operations of the association. 

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Create, curate, and manage social media content for the association.
• Create, curate, and manage the association's RAMP website. 
• Ensure the membership is informed of upcoming events and opportunities to volunteer.
• Distribute any necessary communication from other directors to the membership. (event info, equipment pick up dates, field cancellations, etc.)
• Attend all SAMFA board meetings.
• Other duties as required by the Board or membership.

 

MEMBERS AT LARGE (Maximum of 2 outgoing members)

 

Duties & Responsibilities:

First and foremost, the members-at-large of the Board are the spokespeople for the people the

organization represents. Members-at-large should be people who are invested into the success of SAMFA and wish to serve in a greater leadership role in the future or have served in a leadership role in the past.They act as a sort of representative for the general membership.  Their focus shall be on:

• How any policies and procedures the Board of Directors wishes to enact will affect the

membership.

• Raise concerns if the membership suffers in any way. Often, the directors can get so caught up in running the organization, they forget about how their decisions may affect the general membership.
• Support the Board in decisions.
• Required to know what is going on with SAMFA to be able to participate in discussions.
• Attend all SAMFA board meetings.
• Other duties as required by the Board or membership.

 

Proposed board positions for the 2025 season (would include both spring and fall programming):

 

DIRECTOR of EVENTS

 

Duties & Responsibilities: 

The Director of Events is responsible for planning and facilitating all events within the association, as well as any CDMFA events or community engagement events. 

• Know all the Bylaws and Policies of SAMFA.
• Work closely with all other directors to coordinate any events. 
• Work with CDMFA and the Edmonton Elks to arrange community engagement events with SAMFA teams. 
• Work closely with the City of St. Albert to facilitate SAMFA’s presence at community events such as sports day, lifestyle expo, etc. 
• If league scheduling allows, plan and organize a “Super Saturday event”.
• Plan and facilitate the awards ceremony for the fall tackle season. This includes ordering trophies, scheduling guest speakers, decorations, etc. 
• Ensure there are adequate volunteers for events such as awards, pictures, sports day, and other special events.
• Chair committees needed to help with special events. 
• Attend all SAMFA board meetings.
• Other duties as required by the Board or membership.

U9 and U11 DIRECTOR

 

Duties & Responsibilities:

The U9 and U11 Director acts as a liaison between the Board and the U9 and U11 coaches, team personnel, and parents regarding philosophy and policy of the association and league, and the dissemination of information.

• Know all the Bylaws and Policies of SAMFA and relevant CDMFA policies.
• Attend all CDMFA meetings relevant to the U9 and U11 divisions. (coaches meetings, managers meetings, committee meetings, etc.)
• Manage any concerns or complaints that arise from the U9 and U11 membership. If further action is required, the U9 and U11 director will bring forward to the Board. 
• Attend all SAMFA board meetings.
• Other duties as required by the Board or membership.