Board Job Descriptions

Board Job Descriptions

President (Director) 

• Chief executive officer of the society; must supervise the other officers in the execution of their duties.
• presides at all meetings of the society and of the directors.
• Plan and chair AGM 
• Submit annual report and other society related documents 
• Liaison with the BC Alpine, Ski hill, sponsors and other organizations interacting with the club 
• Longitudinal planning for the club with long term vision in mind 
• Work closely with fundraising lead for larger grant applications such as gaming grant to ensure completion and accuracy of grant and reporting requirements 

Vice President (Director) 

• Assist the president with their duties 
• carry out the duties of the president during the president's absence 
• Ordering merchandise, team jackets

Treasurer (Director) 

• Review and present monthly financial statements to the board
• Work with bookkeeping to keep the financial records, including books of account, necessary to comply with the BC Society Act
• Work closely with the bookkeeping service to ensure budget and club financial activities follow the club’s plan 
• Prepare an annual club budget 
• Supervise payroll
• Review club activities to ensure revenue and expenses are within budget

Secretary (Director) 

• Keep minutes of all meetings of the society and directors
• Prepare the monthly GKHAT Chat newsletter for circulation with membership 
• Update the parent handbook annually 
• Assist with communications, working closely with communications director
• Be familiar with and have custody of all records and documents of the society except those required to be kept by the treasurer
• maintain the register of members to assist with submission of annual societies report 

Registrar 

• Prepare and initiate annual online registration, special events such as camps and races and work closely with the board (IT and communications) to ensure adequate communication with members throughout this process 
• Keep statistics about annual membership to report for grants and sponsorship 
• Work closely with the treasurer to ensure invoicing and revenue recovery occurs promptly

IT 

• Review and update the website with registration, seasonal announcements, and calendar events information 
• Manage email users using Google Admin functions
• Work closely with registrar to ensure registration is easily accessible on the website 
• Work closely with the parent liaison/secretary to ensure the parent handbook is updated annually 
• Ensure sponsors logos and recognition are updated and represented on our website

Volunteer Coordinator 

• Plan and ensure signup of volunteers for all club events 
• Communicate with coaches regarding events and volunteer requirements.
• Communicate effectively with families regarding volunteer opportunities and requirements for the club 
• Work closely with board to plan and execute club volunteer strategy and promote volunteerism

Fundraising Lead 

• Work closely with the board for strategic fundraising long and short term planning 
• Plan and execute the annual GKHAT fundraising auction 
• Lead role in event fundraising such as raffles, silent auction and other events 
• Plan and promote sponsorship opportunities for the club 

Race Director 

• Work closely with the head coach and volunteer coordinator to plan race events including structure, schedule, location, equipment needs, volunteer requirements 
• Work with head coach to review annual race equipment needs and budget 
• Work closely with the ski resort to facilitate communications of grooming, assistance from the ski hill, schedules and logistics for race events

Communications 

• Send emails to membership regarding all club events: registration, camps, events, volunteer opportunities, fundraising auction
• Communications will be drafted by the board members whose announcements are to be made and/or communications director depending on the event being announced. 
• Work closely with the secretary to ensure monthly GKHAT newsletters are sent to membership

Events Coordinator 

• Work closely with fundraising coordinator, volunteer coordinator to plan and assist with club events: socials, banquet, fundraising events and race days. 
• Planning and reserving locale for events, food, beverage needs and equipment, and insurance or licensing needed for events