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Gordon Head Soccer Association

Volunteers

Volunteer Position Descriptions (Other)

 

 

SOCCER PRACTICE AND GAME RELATED POSITIONS

 

Game Scheduling Team (Fall and Spring Teams):

Volunteers needed to work together to:

  • Prepare initial “master schedule” for the year of home games based on information from leagues (Fall only,  one volunteer for LISA and one volunteer for LIWSA/VISL)  
  • Review weekly LISA (Youth/Euro league) “weekly reschedule” notices and adjust “master schedule” accordinglyAssist in rescheduling cancelled GHSA home games
  • Prepare / post weekly schedule of GHSA home games (review league changes / assign GHSA teams to home fields) 
  • Weekend contacts to work through field changes needed on short notice (field closures etc)
  •  Track / monitor field assignment to ensure all teams given equal access to all fields including new Turf field,
  • Track field closures for purpose of maintaining stats and identifying which teams have played more games for purpose of rescheduling cancelled games.

 

All-Season “Cage” Scheduling Team:

Volunteers needed to work together to schedule games in the all-season cage as appropriate / requested.

 

Field Inspector/Walker Coordinators:

Work with Head Volunteer Coordinator to:
  • Track filled vacant positions (update online listing, etc) as volunteers register to volunteer
  •   Respond to general inquiries from the potential volunteers  
  • Coordinate training day
  •   Be contact person for volunteer Inspectors to report field closures to
  • Update online web content for closures based on volunteer Inspectors’ reports, etc.

 

Gym Rentals Contacts (2 per Mini, Euro, Youth):

Be primary contact for School Board Office.  Duties include:

  • Confirm bookings needed in Aug/Sept, 
  •   Assign times to teams
  • Identify times not being utilized and re-allocate to other teams
  • Confirm payment due (review invoices / contracts), etc.

 

 

 

 

 

 

 

 

 

 

 

EVENT COORDINATION POSITIONS 

 

Boot Swap Coordinators / Team (Sept):

Shifts available during the evenings in the nights preceding the Swap and on day of Swap as follows:

Evening shifts:

  • Collect boots from members, assign value ($5, $10, $15) and give member corresponding tag,
  • Set up tables and layout books in size order,

Swap Day shift:

  • selling hot chocolate, coffee, donuts, apparel, other,  
  • assist members in finding the right size / value boots,
  • collect payment where difference between “tag” value and desired boot value,

Event is first-come-first-serve – lined-up starts early on Swap–Day!

 

Photo Days Coordinators:

Duties include:

  • Set date for Photo Date and retakes
  • Work with key board members to select photographer (quotes, product desired, quality, etc)
  • Work with key board members to determine other tables or communications to run alongside this event (i.e. distribution of newsletter or similar) 
  • Work with photographer to confirm dates, retake dates, number of teams, times of event, delivery, etc
  • Build a schedule which assigns all teams to a time slot (working around game schedule for that weekend, etc)
  • Communicate schedule to Age Group Coordinators when complete,
  • Work with Head Volunteer Coordinator to assign volunteers to shifts,
  • Attend Photo Date event to ensure things run smoothly
  • Distribute pictures to Age Group Coordinators
  • Build schedule for retakes and distribute retakes to Age Group Coordinators, etc.

Pancake Breakfast Coordinators / Team:

New Program for 2009-10:

Idea brought forward from a GHSA member to have a monthly pancake breakfast for all members hosted at the clubhouse.  For example, first Saturday of each month advertise this event, set pricing to cover costs, encourage attendance by all age groups after/before their games, coordinate additional supplies needed for this event (juice boxes, pancake mix, plastic knives etc), etc.

 

Objective is to bring all the members of the Club together to enjoy our wonderful clubhouse / concession facilities.

 

Volunteer Appreciation Night Committee:

Supported by key board members. 

 

Plan the event including: 

  • Food / beverage decisions (wine and cheese or other)
  • Donations from suppliers
  • Volunteer recognition
  • Overall format
  • Coordination with a home game, other as decided by volunteer team.

Awards Banquet Committee:

Supported by key board members (i.e. Age Group Coordinators).

 

Plan the event including: 

  • Venue selection,
  • Food / beverage decisions,
  • Slide show,
  • Medals/trophies,
  • Overall format,
  • Speakers,
  • Communication of other messages, etc.

Youth Jamboree Committee:

Supported by key board members (i.e. Age Group Coordinators)

 

Plan the event including:

  • Field rentals,
  • Team registration,
  • Format (competitive vs. recreational),
  • Game scheduling, concessions,
  • Field marshals,
  • Referees,
  • Street markings,
  • Sponsorship (map),
  • Fundraising opportunities (i.e. 50/50 with Fundraising Committee volunteers)
  • And all the other decisions that must be made.

Mini Jamboree Committee:

Supported by key board members (i.e. Age Group Coordinator)

 

Plan the event including:

  • Game scheduling
  • Concessions
  • And all the other decisions that must be made.

LISA Mini Festival Committee:

Hosted by GHSA in 2008-09.

 

Spring / Summer Soccer Leagues Coordinators:

Supported by key board members

 

Plan the season(s) including:

  • Registration
  • Format (competitive vs. recreational, age groups / gender)
  • Game scheduling
  • Referees
  • And all the other decisions that must be made.

Soccer Mom’s League Coordinators:

Supported by key board members

 

Plan the season including:

  • Scheduling,
  • Registration
  • Format
  • And all the other decisions that must be made.

AGM Leader:

To carry out the agenda at the AGM (and any Special General Meetings of the membership if called) including overseeing any motions / votes and the election of the Board. 

 

(Familiarity with Robert’s Rule of Order is beneficial).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

COMMUNICATION POSITIONS

 

School Liaison:

Primary duty is to help GHSA communicate activities such as registration etc within the schools by such means as submitting content to school newsletters, hanging posters, etc.  Additionally, to look for ways that GHSA can work with the school on any opportunities to work together.  Ideal for school PAC parent.

Monthly GHSA Newsletter:

Design newsletter format.  Collect and edit newsletter submissions to prepare a monthly e-newsletter (email out and on website).  Communicate important events, achievements, volunteering vacancies, etc to the Club membership. 

Mass Member Email Editor / Manager:

Design email format.  Collect and edit submissions as needed for email distribution to targeted recipients.  Objective is to bring consistency of format and to provide for one editor/group to ensure correct/appropriate message is being sent before it is sent.  Also to ensure minimal emails are sent outside of monthly newsletter to minimize mailbox overload of our members.

Weekly Game Reporter:

Work with Webmaster team to design an online (website) format.  Collect and edit submissions from teams (game summaries, highlights, pictures) to celebrate Club achievements and recognize members (within guidelines of PIPA while preserving safety of our youth members).   Ensure correct/appropriate communications with the members.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ADMIN & SUPPORT POSITIONS

 

Bookkeeper:

Opportunities to work with Treasurer on any combination of the following tasks:

  • Cash deposits / reconciliations of the concessions (approx 4 times a year),
  • Accounts payable - review invoices for approval to pay and reconcile to vendor statements, follow up on discrepancies / obtain approval to  pay (confirm receipt of services), prepare cheques for signing by signatories,
  • Prepare monthly deposits summary (revenues by age group, revenue type (registration dues, vs. other amounts) for accounting records,
  • Complete monthly recording in Simply Accounting and provide summary reports to Treasurer for approval,

 

Grant Applications:

Work with Treasurer to:

  • Identify grants for which GHSA could qualify
  • Collect required information and submit application 
  • Follow up as appropriate.

 

Referee Payment & Admin:

Work with Head Referee to:

  • Assist in tracking referee assignments
  • Track shifts completed and no-shows
  • Prepare payment summary
  • Prepare cheques for signature by authorized signatories (or cash)
  • Prepare summaries by game age group / gender as needed by Treasurer for financial statements
  • Distribute cheques/cash on designated date
  • Respond to inquiries by referees / assistant referees re: payment discrepancies, etc.

 

Assistant Webmasters:

Role for various members on webmaster team including:

  • Manage online content
  • Website re-design
  • Maintain custom in-house registration system, etc.

Helpful if you have some combination of the following skills:

  • ASP or ASPnet
  • SQL Server 2000
  • VB script
  • HTML, etc.  

Volunteer Coordinators (various):

 

Work with Head Volunteer Coordinator to:

  • Track filled/vacant positions (update online listing, etc) as volunteers to volunteer
  • Get volunteer in touch with appropriate person so that they can complete their volunteering duties (i.e. connect concession donut-ers with the Concession Coordinator)
  • Respond to inquiries from the potential volunteers within your division 
  • Identify additional vacancies in your area and work with Head Volunteer Coordinator to communicate vacancies (add to website listing, email out, etc), etc.

 

Club Maintenance:

Work with key board members to:

  • Take care of minor repairs, 
  •  Deal with emergency situations,
  • Identify items that need to be done, shortlist professionals (if needed), get quotes, and submit budget to Board for approval,
  • Sweep locker rooms weekly / ensure orderly, and ensure sufficient toilet paper available (i.e. could be done during your child’s practice time – approx 30 minutes),
  • Work with janitorial service to schedule bathroom / clubhouse floor cleaning, etc.

Lost & Found:    

  • Receive / respond to emails from Lost & Found email alias. 
  • Report “found” items on website (through webmaster). 
  • Wash items at end of year and donate / deliver to charity. 
  • Maintain Lost & Found container in the clubhouse for members to look through for lost items.

 

GHSA Gear – Clothing and Apparel Committee:

Work with key Board Members to:

  • Coordinate ordering and delivery schedules / deadlines (from suppliers and by teams)
  •  Determine days on which Apparel Store will be open for sales at the Clubhouse / collect member orders and show samples (i.e. every Saturday 2-4pm),
  • Ensure full payment collected and provide any reports / summaries needed by Treasurer for monthly accounting
  • Incorporate new product offerings as identified  
  • Coordinate distribution to teams when orders arrive, etc.
  • Oversee apparel booth at photo days and other GHSA events to cross-market

PIPA (Privacy & Personal Information Act) Officer:

Work with key board members, GHSA volunteers, and other GHSA representatives to:

  • Monitor website and other communications for violations
  • Prepare online policies to be communicated to GHSA members / volunteers to ensure clear understanding of requirements / limitations and compliance
  • Serve as go-to person for members to ask if they are about to do something they worry might be in violation of PIPA

 

 

 

 

 

 

 

 

 

COMMITTEES & PLANNING POSITIONS

Fundraising Committee:

Identify and organize fundraising events to be conducted in the year to fund further capital plans (i.e. lighting upgrade and artificial turf in the “Cage” so mini/euro games could be held there and to provide a more game-like practice surface, etc).  Work with School Liaison and Communication volunteers to communicate events to area residents / members, etc.

 

Possible examples include:

  • 50/50 events (i.e. at Salmon Kings games, Youth Jamboree, GHSA events, etc) and work with Treasurer to arrange Gaming Licenses / Gaming Reports,
  • Silent Auction / Dinner,
  • Charity Concert,
  • Penny drives, bottle drives, plant sale, other

Other Committee:

Work with key board members and other volunteers as needed.

Club Policies – internal review of policies, create new, revise existing, present to board / membership for approval as needed,

  • Public Relations / Media – identify opportunities to engage media and other groups (i.e. politicians) to advertise events (Jamboree), communicate important messages (CFAX re: Turf Project), and prepare briefs as needed,
  • Technical – set Club objectives,
  • Discipline – review discipline cases, interview parties, assign consequent as appropriate, report outcomes to board,
  • Scholarship – communicate when applications being accepted, outline guidelines/qualifications, review applications, provide recommendations to Board,
  • Coaching Bursaries – work with University / College to recruit qualified participants, communicate program, maintain relationship with participants to ensure satisfied with arrangement, ensure payment as per policy,
  • Sponsorship – identify sponsorship opportunities and potential sponsors (such as fencing signage, jersey logos, Jamboree map, etc).  Pursue sponsorship as identified.  Prepare sponsorship kit for future reference / use.

 

 

 

 

 

 

 

 

 

 

 

 

CONCESSIONS & APPAREL STORE POSITIONS

 

Apparel Store Coordinators:

The apparel store program runs during the week and on weekends as per the apparel store schedule. Responsibilities of this position are to: 

  • Schedule volunteers, manage clubhouse keys and alarm codes.

  • Answer volunteers questions.

  • Train volunteers as needed.

  • Work with board members or other volunteers to plan ordering, merchandise to be sold, pricing, etc).

Concession Pricing and Menu:

 

Work with the Concession Coordinator to:

  • Design a menu of items to be sold in the concession (for both Mini Upper Lambrick and Tyndall Clubhouse concessions)
  • Determine appropriate pricing based on actual supply costs
  • Prepare “price lists” for posting in concessions

Concession Coordinator / Scheduler

Tyndall Clubhouse (Euro/Youth) / Upper Lambrick (Mini):

  • Work with volunteers recruited by Head Volunteer Coordinator to communicate shifts, duties, and be primary contact for all volunteers / concession operations questions.
  • Includes overseeing scheduling over donut-ers, concession openers / closers, inventory purchasers, price/menu team, etc. 
  • Includes ensuring adequate equipment, setting schedules with Head Volunteer Coordinator, training volunteers re: safe and alarm
  • Ensure money deposited to bank and sufficient records kept to provide Treasurer with financial information needed

Please click here to view the volunteer sign up schedule associated with this position

 

Concession Coordinator / Scheduler

Weeknight Practice Night Clubhouse / Concession (Tyndall):

  • Assign volunteers to shifts (approx 1hour shifts Monday through Thursday nights that correspond to their child’s practice time) to host the clubhouse / concession primarily including coffee / snacks sales.
  • Send reminders to volunteers of upcoming shifts 
  • Be primary contact for all questions relating to Weeknight Practice clubhouse operations 
  • Oversee concession openers / closers and training volunteers re: safe and alarm

Please click here to view the Fall volunteer sign up schedule associated with this position

Please click here to view the Spring volunteer sign up schedule associated with this position

Concession Team Scheduler / Reminder

Tyndall Clubhouse (Euro/Youth) / Upper Lambrick (Mini):

  • Build team schedule in late-August / early September from team lists from Head RegistrarSign up to do your shift while your son/daughter has their practice. 
  • Esure team schedule is posted online and communicated to team representatives (coach, assistant coach, team manager, volunteer coordinators).  Also ensure it is communicated to board, Concession Coordinator, Volunteer Coordinator and Age Group Coordinators.
  • Send weekly reminders to teams (approx one week in advance of scheduled shift).
  • Collect names of volunteers from teams and provide to Concession Coordinator and Concession Openers.

Tyndall Concession Recycling

Approximately twice monthly pick up all the recyclables (pop cans, cardboard, etc):

  • Arrange for recycling (i.e. with your own curbside pick-up or at GHSA).  
  • Return pop can funds to concession during concession hours for volunteers to place in cash box.