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.

Requirements:

• 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 

President

• 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.

Vice-President 

• 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.

Treasurer 

• 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.

Secretary 

• 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 admin@wlysa.com