Executive/Board of Directors

Our Executives 2016-2017

Executive Positions
President

is the Chief Executive Officer and chairs all Board and General Meetings, unless someone else is asked to assume the chair
is the official spokesperson of the Club and the Club’s official representative
works closely with the Board, and in consultation with the Head Coach, to identify and implement the goals, directions, and policies of the club
always acts in the best interests of the Club and its membership as identified by the Board (in consultation with the Head Coach)
performs all duties required for the position and as may be assigned by the Board
is an ex-officio member of all Club committees
represents the Club at the Provincial AGM, or designates someone else to attend
ensures Grant applications are completed and submitted in an accurate and timely manner

Past President

assists President with developing plans for year
provides background and history to club, regional and provincial matter
may maintain link with other groups (in the past this has included Regional Board, Corporation re pool rentals) to provide continuity.
chairs Nomination committee to encourage volunteers for Board positions

Vice President

assists the President and performs all duties as designated by the President
Director of Officials – maintains records of Club Officials’ experience and coordinates pins; encourages ongoing training and plans clinics for officials
organizes Timers and Deck Officials for meets attended by the club during the swim season

Treasurer

makes all the financial arrangements for the Club as directed by the Board, including depositing receipts on a timely basis and paying bills as they are due.
works with the bookkeeper, if there is one, to ensure proper recording of receipts and expenses. Ensures bank reconciliations are completed on a monthly basis.
is responsible for the preparation of the the gaming grant application, along with whoever else is appointed
is responsible for ensuring compliance with gaming grant conditions and requirements (in consultation with Fundraisers)
is responsible, in consultation with the Board, for the preparation of the annual budget for the Club
is responsible for preparation of semi-monthly payroll for the coaches, monthly government remittances and annual T4 reports
prepares annual swimmer receipts for tax purposes
is responsible for following up with delinquent accounts owed to the Club
reports monthly to the Board or as requested on Club finances
reports annually to the membership on Club finances at the Annual General Meeting

Registrar

is responsible, in consultation with the Board, for the development and distribution of the Club’s registration package
is responsible for organizing, setting up, and overseeing registration days and recruiting volunteers to assist with registration
oversees the registration of new members on an ongoing basis throughout the year
is responsible for computer entry of member’s registration information, and for producing registration summaries and contact information as requested by the Head Coach or the Board
oversees the collection of all registration fees and other payments made in connection with the registration process and remits the payments and payment records to the Treasurer
ensures compliance with BCSSA registration and payment requirements

Secretary

is responsible for taking and producing the minutes of the Board and General Meetings, and distributing them to the Board members
is responsible for booking Board and General Meeting rooms
print, copy and keep minutes in a binder /year

Director of Coaching

Committee Positions:
Events Coordinators

organizes the social event after the team practices at the end of May, June and July
organizes the Pre-Regional Picnic and the Sept. Awards banquet.

Equipment Managers

responsible for maintaining equipment such as the clubs lane ropes, flags, pop-ups, team tent, team tarps and team shed.

Fundraising Coordinators

works with the Executive to identify, organize, and implement fundraising activities to assist the club in controlling fee levels and to provide members with options for achieving their mandatory fundraising requirements
works with and acts as a resource person for the individual fundraising event coordinators
reports to the Treasurer at the end of each project, or as requested by the Treasurer
responsible for getting required licences re: gaming issues (raffles, 50/50 draws, etc)

Meet Managers

chairs the swim meet committee. Has knowledge of swim meet operations and should be a trained official – is helpful to have attended the meet manager course; if not trained, should share position with a trained, preferably senior, official)
is responsible for identifying, organizing and delegating the organizational details of a Ladner Stingrays hosted swim meet, including having the necessary equipment and personnel available during the meet
works with the VP/Officials Coordinator to ensure the necessary meet officials are available during the meet
is responsible for the dissemination of all meet information and forms
ensures that the preparation of entry lists, heat sheets, and results are completed on time
coordinates the set up and take down of the meet and meet equipment

Team Tent Organizers

is responsible for reserving a “prime” location for our club by setting up our team tent and/or pop ups early in the morning for swim meets

Webmaster/Emails

creates and maintains the website for the Club
maintains up to date email information of members
sends out mass emails on behalf of various coaches, executive or committee members

Awards and Recognition Coordinators

responsible for buying ribbons and coordinating with Cloverdale about ribbons for our annual swim meet
responsible for getting trophies done and best time awards done for the September Awards Banquet

Winter Maintenance Coordinator

responsible for hiring and overseeing coaches for Winter Maintenance program
responsible for ensuring that Winter Maintenance costs are covered by fees collected
registers swimmers for Winter Maintenance, collecting fees and remitting them to the Treasurer
if swimmers are new to BCSSA, collecting necessary information and giving forms to the Registrar for entry in the club’s records