Descriptions of the positions are below.
Ashlin Gymnastics Board of Directors 2017-2018
President: Darcy Skarsen
Vice President: Amber Cook
Treasurer: Mary Ann Wood
Secretary: Natalie Law
Bingo Chair: Linda Rondeau
Bingo Co-Chair: Morgan Mugford
Competitive Liaison: Sacha Jackson
Fundraising Sub-Committee(Competitive): open
Buiding Maintenance: open
Grants/Building: Mona Lorenson
Co-Grants/Building: Danielle Treanor
Special Needs Liaison: Brandi Vigne
The Board is made up of 8 main positions:
The President must attend all meetings of the club and all committees. He/She when present shall chair all executive and committee meetings. He/She should keep all meeting(s) in order and pertinent to the issue at hand. The President may vote when the vote is tied. The President must work in conjunction with the Head Coach of the gym to ensure that hte daily functioning of the gym is being attended to. The President must sign all correspondence of the Club, and provide contact information where necessary ad is the main contact for the Club in all matters except with coaching concerns and towards people onto the appropriate board member for assistance. The President shall work with any other board member that may require additional assistance.
Ensure that agendas for meetings are given a week prior to the board meeting.
Supervise and submit all grant submissions.
The president is the first in line of contact for the Head Coach.
Vice President Position
The Vice-President should render valuable aid to the President and be ready to take the President's place at any time. He/She fills in for the President at any meetings if the President is unable to attend and will chair said meeting. The VicePresident shall work with any other board member that may require additional assistance. If for some reason the President is unable to fulfill their duties as President the Vice President will take over the position until a suitable candidate can be appointed.
Vice President will preside over any meetings the president is unable to attend.
The Vice President will be in charge of fundraising in conjunction with the President.
The treasure must keep a detailed record of all sums received and expended and give a complete report at every meeting of the board to be attached to the minutes as well as an oral report to the members of the board. He/She shall obtain estimates if needed. Montly payroll and remittance to Revenue Canada must be rendered before the due date. He/She must pay all bills, except those that are already set up direct payment once payment has been approved by the board. He/She will also prepare the annual return as required by the Societies Act. He/She must also prepare, in conjunction with the Bingo Chair, the Annual Bingo Audit as required by Alberta Gaming and Liquor Commission.
The treasurer must reconcile the petty cash box at the end of every month.
The secretary will be responsible for the minutes of the meetings. He/She assist the President by recounting, by reading the exact working of a motion, and by giving information about unfinished business or action already taken by the meeting. He/She shall write the necessary letters for the meetings of the Club and post up the dates and times at the Club facility. The secretary will keep the minute book for the Club. The secretary shall work with any other board member that my require additional assistance.
The secretary must have the minutes delivered to the board members via e-mail within one week of the meeting. When there is a change in board members the Secretary must ensure that the minutes of the Board meeting where the changes have come into effect are updated in the proper format to be given to the bank for their records.
Bingo Chair Position/Co-Chair (2 positions)
The Bingo Chair will report on the going on of the Bingos that month to the board members at the reqularly scheduled meeting. He/She must attend the annual meetings of Bonnyville Bingo Association and Special meetings as required on behalf of the Club. The Bingo Chair is responsible to make sure that the Club pays the membership fee to the Bonnyville Bingo Association. He/She will trade bingos with other clubs to ensure that the Club has a least one bingo per month and at least 6 weeks free in the summer(early July to late August). They must also provide sign-up sheets for upcoming bingos for registration days and must ensure the schedule with the appropriate personnel for each bingo is posted at the facility, not later than 3 weeks after a session has stared. They must also contact scheduled workers 4-7 days prior to the bingo to remind them of times, dates and to confirm attendance. They will also, in conjunction with the Treasurer, prepare the Annual Bingo audit as required by AGLC. The Bingo Chair will be responsible for all bingo correspondence to and from AGLC and will report such correspondence at board meetings. They will also provide all financial information pertaining to Bingos to the Treasurer for input into the clubs fiances and ensure that the proper bills are paid at each bingo. They will also make sure that if there is a parent that does not show for their bingo that the Treasure knows to cash the bond cheque that was left at registration. They will also ensure that any other volunteer activities that are required by parents of the club are scheduled and parents are contacted prior to their scheduled activity. The Bingo Chair is to ensure that the new elected board signs the new board members form to be sent to AGLC. The Bingo Chair shall work with any other board member that may require additional assistance. This position is done with the assistance of the Administrative Assistant of the Club.
The Registrar is responsible for all the registration of athletes of the club. They shall ensure that registrations are advertised in the paper and community events in a timely manner. They shall also ensure that the proper forms and other supplies are at the registration day and make sure that there aare the appropriate volunteers in attendance. He/She will fill out the proper forms for registration of the Club, information and bond cheques are collected from all parents and/or athletes. this position is with the assistance of the Administrative Assistant.
The registrar will keep all registration forms from all sessions in files at the gym for a minimum of 3 years and that the files are properly labeled and sorted. They must also make sure that registration receipts are given out no later than 3 weeks after a session has started. If there are receipts that have not been picked up after week 6 the registrar will ensure that they are mailed to the proper address. The registrar will also ensure that the database of all athletes is up to date and available for other board members to print reports as they needed. This position is with the help of the Adminstrative Assistant.
The registrar will work with the head coach with a friend days and make sure that there is proper signs posted at the facility prior to these days for the next available registration.
The Competitive Liaison will work directly with the competitive head coach to ensure that all packages for meets are created and distributed. This person will also be responsible for updating the Athlete information binder and ensuring that it is accessible for the coach at all meets in case of emergencies. This person will also report competitive issues to the board. They will also assist any other board members that may require additional assistance.