Board of Director Job Descriptions

 General Board of Director Information 

Authority and Responsibility:

The Board of Directors is the legal authority for Williams Lake Youth Soccer Association (WLYSA).  As a member of the Board, this position acts in a position of trust for the community and is responsible for the effective governance of the organization.



  • Commitment to the work of the organization.
  • Knowledge and skills in one or more areas of Board governance; policy, finance, programs, personnel, and advocacy.
  • Willingness to serve on committees.
  • Attendance at monthly Board meetings.
  • Attendance at meetings of assigned committees.
  • Attendance at Annual General Meeting.
  • Attendance at membership meetings.
  • Support of special events.
  • Support of, and participation in, fundraising events.


Terms: All board of director positions are held for 2 years. 


Director Duties:

 A Director is fully informed on organizational matters, and participates in the Board's deliberations and decisions in matters of policy, finance, programs, personnel, and advocacy.


A Director must:

  • Approve, where appropriate, policy, and other recommendations received from the Board, its standing committees and senior staff.
  • Monitor all Board policies.
  • Review the WLYSA Bylaws, Rules, and Regulations, and recommend bylaw changes to the membership.
  • Proposes rules, regulations, and policies to the Board.
  • Review the Board's structure, approve changes, and prepare necessary bylaw amendments.
  • Participate in the development of WLYSA's organizational and strategic plan and annual review.
  • Approve WLYSA's budget.
  • Approve the hiring and release of the Administrator (and any other paid position), including providing input into the employment contract.
  • Support and participate in evaluating the Administrator and any other paid position.
  • Assist in developing and maintaining positive relations among the Board, committees, staff members, and community to enhance WLYSA's mission.
  • Prepares a report for the Annual General Meeting.


Specific Director and Coordinator Roles 


  • Provides leadership to the Board of Directors.
  • Makes sure the Board adheres to its bylaws and constitution.
  • Makes sure that the Board governs as well as manages programs and services.
  • Provides Board meeting agenda items to Secretary.
  • Chairs meetings of the Board.
  • Encourages Board members to participate in meetings and activities.
  • Keeps the Board's discussion on topic by summarizing issues.
  • Keeps the Board's activities focused on the organization's mission.
  • Proposes rules, regulations, and policies.
  • Evaluates the effectiveness of the Boards' decision-making process.
  • Makes sure that committee chairpersons are appointed.
  • Orients Board Members and committee chairpersons to the Board.
  • Serves as ex-officio member of committees and attends their meetings when needed.
  • Makes sure there is a process to evaluate the effectiveness of Board Members, using measurable data.
  • Recognizes Board Members' contributions to the Board's work.
  • Acts as one of the signing officers for cheques and other documents, such as contracts and grant applications.
  • Promotes the organization's purpose in the community and to the media.
  • Prepares a report for the Annual General Meeting.
  • Orients the new Chairperson.



  • Acts in the absence of the Chairperson.
  • Learns the duties of the Chairperson and keeps informed on key issues.
  • Works closely as consultant and advisor to the Chairperson.
  • Chairs at least one major committee.
  • Acts as a signing officer for cheques and other documents.
  • Orients the new Vice-Chairperson.



  • Ensure all association members, team officials and coaches follow WLYSA financial policies;
  • Signing authority on all WLYSA accounts;
  • Prepare the annual reports required for any grant money received by the association;
  • Write and recommend amendments to association financial policy;
  • Develop internal procedures and controls for financial reporting and budgets
  • Oversee and present budgets, accounts and financial statements.
  • Liaise with designated staff about financial matters.
  • Ensure that appropriate accounting procedures and controls are in place.
  • Ensure compliance with relevant legislation.
  • Ensure any recommendations of the auditors are implemented.
  • Present financial reports to the Board of Directors.
  • Make a presentation of the accounts at the annual general meeting (AGM).
  • Advise on the organization’s reserves policy and investment policy.
  • Advise on the financial implications of the organization’s strategic and operational
  • Advise on the fundraising strategy of the organization.
  • Ensure that there is no conflict between any investment held and the aims and
  • objects of the charity.
  • Other duties as assigned by the Board.



  • Keeps copies of the organization’s bylaws and the Board’s policy statements.
  • Keeps lists of officers, Board Members, and Committees.
  • Notifies Board Members of meetings.
  • Brings official minute book or electronic documents to meetings.
  • Keeps record of Board attendance.
  • Makes sure that there is a quorum at Board meetings.
  • Keeps accurate minutes of meetings.
  • Records all motions and decisions of meetings.
  • Records all corrections to minutes.
  • Keeps copies of minutes of both Board and committee meetings.
  • Distributes copies of minutes to Board Members promptly after meetings.
  • Conducts general Board correspondence.
  • Keeps records of all Board correspondence.
  • Signs Board minutes and corrections to confirm their accuracy.
  • Signs official documents of the organization as required.
  • Files the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry.
  • Makes sure members are notified of General Meetings.
  • In the absence of the Chairperson and Vice-Chairperson, chairs Board meetings until the election of an alternate Chairperson.
  • Orients the new Secretary.


Mini and Senior Coordinator 

  • Oversee the organization of WLYSA House Soccer Program (U3-U18).
  • Responsible for appointing a Coordinator for each age/gender group as seen fit.
  • Oversee team formation with assistance from administration.
  • Assist in appointing coaches for each team.
  • Assist Administrator with annual uniform order.
  • Ensure that coaches receive team lists, equipment and game schedules
  • Ensure Coordinators and Coaches have current and relevant information regarding WLYSA
    policies and procedures
  • Ensure WLYSA website contains current information for House program regarding scheduling.
  • Coordinate and oversee end of season tournament
  • Report to the President and/or the Board of Directors regarding House program activities


Referee Coordinator

  • Support referees prior to the start of spring season games to obtain necessary levels of training
  • Schedule and Support referees prior to and throughout the spring season.
  • Communicate with referees and adjust schedule changes when needed throughout the season.
  • Develop policy recommendations for Committee and Board approval.
  • Act as a liaison between the Referees, the Executive and staff
  • Track referee attendance for games for referee cheques issued at the end of the spring season.
  • Present to the Board of Directors an assessment of the program at the end of the season.


Rep Coordinator / Director 

  • Schedule and support regular Rep Committee meetings; communicate the decisions made at the Rep Committee meetings to the Board of Directors for final approval.
  • Develop policy recommendations for Committee and Board approval.
  • Provide support to Rep and Development teams, coaches, managers, and players
  • Act as a liaison between the Rep Committee, the Executive and staff
  • Provide tournament information to Rep and Development coaches
  • Work with Cariboo Youth Soccer Association Coordinator and WLYSA Administrator to ensure implementation and success of the CYSA League
  • Present to the Board of Directors an assessment of the program at the end of the season.


For more information or if you have any questions - please contact Alexis through 

RAMP Registration

Join thousands of association partners using RAMP Registration Solutions.

More Information

RAMP Official Assigning

#1 with Officials...for very good reasons.

More Information

RAMP Websites

Manage your identity from the palm of your hand to the top of your desk.

More Information

RAMP Team App

Keep your coaches, parents, athletes, and fans connected, seamlessly.

More Information